To agree the minutes of the meeting held on ???

All agreed were an accurate record of the meeting held on 10th August 2020

Nothing to discuss  

·         Project Manager

KM displayed the budget update on his screen and advised that the budget for this year is currently on track. KM advised that there is some works that are being budgeted for that are maintenance items by TDA. 

SL asked if charges are being made to McCarthy and Stone for a service charge for the grounds – KM advised he believes so and will check with finance colleagues to confirm – ACTION – KM/LS

TC attended today and advised that she has been carrying out work over identifying the various groups and volunteers to work with Oldway Trust, completing an organigram and the governance of the group.

TC has spoken to various members of the steering party for their feedback and the main feedback was that the different groups need to work more together and to have a platform where they can discuss any issues. Also that the general public do not understand the various groups and who carries out what. TC would like to organise a workshop where all the steering group members can attend and discuss strengths and weaknesses. The TCDT can organise a face to face workshop for 15 people or if preferred a zoom workshop can be organised. 

JT asked if there has been any training organised for the Trustees so that they are aware of their legal responsibilities within the Trust.  TC advised that she has spoken to the current trustees and they are aware of their responsibilities but is aware as the members of the trust grows that training would need to be carried out and TCDT can assist. 

TC advised that she will propose some possible locations for face to face workshop and try to organise within the next 3 weeks or so. Should this not be possible then the workshop will be held on zoom.

PH advised that as the Heritage Lottery funding has shut down at present due to COVID, no funding applications have been able to be submitted. Due to this PH advised that the trustees will be looking at revising and adapting the current project plan that was written by DCA in line with where the streams of funding may be able to come from. CR advised that he believes that the trustees need to be working with Friends of Oldway and the Gardens group for fundraising opportunities to raise funding to carry out some of the smaller works that can be carried out. 

A long discussion was held over the maintenance issues and how community engagement could be worked on. It was suggested that the Ballroom could be an idea for a fund raiser to assist with the renovations. KH advised that from conversations she has held with members of the public and also how successful the tearooms funding was, she believes that the public would be happy to donate towards future projects.

KM advised that there is some issues with the roof and is proposing to remove the staircase to resolve people getting onto the roof to steel lead which will be put into storage until the roof has been fixed. 

·         Update on tearooms

·         Oldway public toilets

Update on tearooms – KH provided an update on the tea rooms. The number of volunteers are increasing and there are still donations being received towards this project.

KH advised that she has experienced some issues with the TDA for the works carried out which has now been resolved and she advised that the security team have been very helpful with assisting with locking of the tearooms. 

KH provided an update of some issues experienced today that the alarm was set off for the mansion and within the rotunda, there was some teenagers who had managed to gain access. KM will speak to Steve Cox over the security of the building.  ACTION - KM

Oldway public toilets – KH advised that she would like to discuss about the possibility of public toilets being located at Oldway due to the number of visitors to the gardens and grounds and who she would need to discuss this idea with. KM advised that it would be Healthmatic that she would need to speak too as they are the contractor for the public toilets within Torbay. DC advised that when the tearooms reopen, that the issue of public toilets will need to be resolved so the customers have access. KH advised that a portaloo is going to be in place at the start. 

TE advised that the work is progressing well currently. The volunteer numbers are growing daily. The tea hut and plant sales are popular with the public and are assisting to help with the funding of the gardens work.

TE advised that there was a recent visit carried out by the Devon Gardens Trust and they have asked if a structural survey has been carried out over the grotto due to the current state. KM advised that he believes that Neil Coish is trying to confirm what type of survey has been carried out.

TE advised over the winter months, they are planning to re-gravel the paths to assist with flooding.

There is a guided tour of the gardens planned for 31^st October and there are some bookings already received for the tour. KM confirmed that this needs to be discussed with the Events team at Torbay Council to ensure that the correct procedures and guidelines are being followed due to current restrictions on Torbay Council estate. – ACTION - TE

In the car park, there is a large pot hole which is increasing in size and TE asked if this could be looked into by Highways/SWISCo – action – KM/LS

TE asked if there was any update on the donation being received from the cinema company that was held within the grounds which was promised to the Friends of Oldway and Gardens groups – KM advised he is aware of this and that this is being looked into by Phil Black and will chase this up for payment to be made to both the Gardens and Friends of Oldway Group.  ACTION – KM/LS

MJ advised her thanks on behalf of the two bowling groups at Oldway for the works that the gardens groups have carried out.

·         Email re restoring Oldway tennis courts

Email re restoring Oldway tennis courts – DC advised he was on a LTA conference call and he received the impression that there could be some possibility of funding towards the tennis courts.

KH advised that she received an enquiry from a company based in Saltash who have advised they would like to help with restoring the tennis courts and are happy to carry out a survey later this month for free. KM advised that any agreement that is made for the tennis courts would be based on a lease basis through Torbay Council and the third party. KH will send the information received through to DC for his information and for him to be put into contact with Phil Black – ACTION – KH/DC

CR advised that he also received an enquiry from a member of the public who would like to help restore the tennis courts – the email has been sent on to DC for him to respond – ACTION – DC

KM advised that a conservation consultant has been contacted and provided advice on the old squash court building due to the dangerous condition and it has been confirmed that there is pre-existing permission for this building to be demolished. Some fencing has been provided to secure this part of the estate and there has been a road closure implemented due to the condition of the building and the two towers. KM has received a quote to demolish this building. KM advised he has received a quote for making the rotunda building secure due to the dangerous condition and to stop unauthorised access being made to the building.  A long discussion was held over this. KM will share he report with Paul Hawthorne – ACTION – KM/LS

MJ asked if it was possible for the traffic lights for the road closure to be moved as this would help to assist with cars coming out of the building from the driveway. KM asked for MJ to email himself or LS to investigate – ACTION – MJ

IB advised that she is aware of some display cabinets with architects that are stored at Torre Abbey and Paignton Heritage Society have been contacted for them to be returned to Oldway – KM advised he is not sure that the building is in a safe condition for these to be returned so would prefer for items to not be stored at Oldway. KH advised that she has also been contact by Christine Watts with regards to items that were stored by David Watts in her house and has asked for these to be returned to Oldway – KM advised that again this is not possible at present.