To agree the minutes of the meeting held on 14^th October 2019

Were agreed as accurate record of meeting held on 14^th October 2019.

To consider passing a resolution to exclude the press and public from the meeting prior to consideration of the following item on the agenda on the grounds that exempt information (as defined in Schedule 12A of the Local Government Act 1972 (as amended) is likely to be disclosed.

Not applicable

o   Security Contract - update

o   Live in Caretaker enquiry

KM advised that the parking proposal for Oldway will now be going out to public consultation. The bowls club would like to meet with KM & DC to discuss the proposal and their concerns. KM and DC are also meeting with the bowls club to discuss their lease going forward.

KM advised that he had received communication from the previous security contractor who was looking for an additional payment due to the early termination of the contract and KM is in discussions with the company and taking advice from legal services.

KM advised that with regards to the live in Caretaker option that he has received advice from the Council’s insurance officer over the proposal and there are issues that need to be addressed before this proposal could be taken forward. In particular there are concerns regarding lone working and insurance. KM advised that this option could be revisited once the new Trust were in a position to manage this kind of solution for Oldway.

KM read through the latest budget update.

TE provided a brief update on the work being carried. Good progress was being made, depending on weather. TE is now working with the Probation Team once a week. He has also received an offer from a British Gas employee to assist with voluntary working to organise a date for about 24 employees to come and work at Oldway gardens.

TE asked that if he were to apply for some grant funding to re-gravel the pathways at Oldway would this be okay and how could this be progressed? David Clarke commented that there is a Historic Landscape consultant that can be contacted to enquire about this type of proposal and to ensure following appropriate guidelines. DC asked for the proposals to be sent through to himself or PH.

KM advised that the Council’s Health & Safety officers have concerns over the safety of the Grotto and the fact that children can still access this area and wanted to know if there were any volunteers who could assist with securing the area. TE advised he will look at the area and see what can be done. KM advised that the Council can provide the materials.

TE provided an update on his meeting with Carla from Torbay Markets who enquired about holding a Christmas Market. They have met on site and looked at the locations available for the stalls. It has been decided that it is too late for Christmas this year as most stall holders have other markets that they have already agreed to work on so the plan is to organise a market to be held at Easter 2020 and then possibly fortnightly or monthly markets thereafter. There was a discussion as to whether public toilets could be available for Easter if an event were to be organised. DC & KM advised that they will look into how much this would cost to have the toilets available but there would need to be stewards in place to restrict access to areas of the building are not open to the public. TH commented that when there was the discussions held previously with regards to the open day event there were volunteers who were willing to help with cleaning the toilets to assist to have the toilets back open. DC commented that the Friends of Oldway Group and Community Partnership groups may also be able to assist.

DC advised that notification has been received that the Trust has been registered and has been approved by the Charities Commission.

DC raised the issue about donations which are now being received and there needs to be an agreed form of governance on this matter. The Community Development Trust are happy for funds to be donated through them in the short term and to hold such funds for Oldway until a bank account is opened by the new Trust. David Clarke commented that there is proper guidance available on the Charity Commissioner website for all to view for this to ensure that proper governance is followed. JT commented that it could be an idea to organise a seminar for training to be provided to the Trustees to ensure they are following the right procedures.

David Clarke and Neil Richardson attended the meeting to provide an update. David Clarke advised that DCA have submitted an expression of interest for Heritage Horizons Funding through Heritage Lottery, for Oldway, on behalf of Torbay Council. An acknowledgment has been received from Heritage Lottery and they were advised that 146 applications had been received nationally for this funding. The next stage is for Heritage Lottery to short-list a small number of applicants who will be invited to make a presentation to the national panel in London.

If the response received is negative David Clarke advised he is hopeful that Heritage Lottery would offer a meeting with a regional manager to provide some feedback and discuss options to apply for smaller grants in the future.

DC read out an expression of interest received regarding a paranormal company who would like to be able to access the building. DC confirmed that this would be as similar enquiries where we cannot provide access at present but it could be a fee earning idea for the future when the building has been reopened.