To agree the minutes of the meeting held on 26^th July 2017

It was agreed that the minutes of the meeting on 26^th July were an accurate record.

·         Update on Business Case Brief

·         Planning Consent Position

·         Members of the Working Party

·         Visit to Oldway mansion for the visitor for Heritage Lottery Fund

·         Dead Tree on Oldway Grounds

·         Extension to Mayors deadline

Visit to Oldway mansion for the visitor for Heritage Lottery Fund - PH is happy to be a host for the Heritage Lottery Fund visit when it is organised. The visit will be arranged with DCA Consultants when they are in the area and when the Heritage Lottery Fund advisor can visit. KM advised that during all future visits it is necessary and appropriate that suitable PPE is worn including hard hats. 

Action - LSt will contact Tim from Heritage Lottery to arrange visit and to cc Kate Farmery

Extension to Mayors deadline - KM advised that the Strategic Land Task Group meeting has been rescheduled so this meeting is still to be held. KM has been asked to look into the options for disposal of Oldway Mansion and Estate. However, at the same time he will be working alongside DCA Consultants to find a sustainable solution. An extension has been agreed with the Mayor until March 2018 to find the way forward towards a possible solution. The Mayor will wish to consider disposal options at the same time.  

Members of the Working Party - CR is discussing with the Conservative Group the issue of an appropriate Conservative Councillor to join the Working Party.

Update on the Business Case brief – The consultancy brief tender applications were looked at by KM & the Council’s Procurement Team and then the opportunity was given to CR & PH to look at the submitted bids and scoring. PH couldn’t attend so CR met with Procurement and went through the applications. CR came to the same conclusion as KM and Procurement. KM read out the names of the consultancy companies who entered into the tender process. The consultancy company who was awarded the work was named as DCA Consultancy Ltd. The contract start date is 2^nd October 2017, for a four month period, and a meeting will be arranged with DCA and KM, PH and CR asap. DCA will also be invited to attend next Working Party meeting so they can share their method statement and approach with the wider group.

Action - PH to attend commissioning meeting

Planning Consent Position - KM advised that he did not have an update on the planning consent position. Carly Perkins is currently working on this matter.

Dead Tree on Oldway Grounds - Natural Environment have been emailed to ask them to look at the dead tree in the Oldway Estate

KM ran through the latest budget figures for Oldway Mansion and the Estate. The current budget for 2017/18 shows a forecast overspend of £65,198. KM is still looking at the issue of the scaffolding being purchased rather than rented and this change will result in a budget saving. 

Action - KM will ask SH to provide  the actual figures for 2016/17 expenditure to compare with the 2017/18 projected figures.  LSt to request details from SH.

KM advised that there was a report of a leak when there was recent heavy rainfall but he does not believe that it is a major problem.

KM is pursuing the purchasing of the scaffolding via the TDA.

TDA are still monitoring the building and the security guard passes on any issues to the TDA who then report them to KM.

Action - KM to find out how often the TDA & IM visit Oldway Mansion   

MG – Culture Board have recently launched a new magazine called ‘The Shorely’ and would like to know if they can write a piece about Oldway. KM agreed and advised that he will be organising a press release with Communications Team about the appointment of DCA Consultants, with a quote from CR and RH or the Mayor.

Action - KM to organise a press release and KM suggested a quote from the Community Partnership.

KM advised that he is aware of the need to work on a Community Engagement Strategy to ensure that the correct message is being sent out to all interested stakeholders.

LG & LS would like to be invited to the next tour around Oldway Mansion. CR suggested that all members of the Working Party should be invited.