To agree the minutes of the meeting held on 12^th October.

All agreed were an accurate record of the meeting.

·         Oldway groups structure update

Oldway groups structure update – TC provided an update. A meeting has been organised for 11^th January in the evening. Hoping to be in person meeting but else it will be a virtual meeting.

TC will be working with the Friends of Oldway and Oldway Gardens Group to work on their terms of reference. A code of conduct will be developed as to how the groups all work together and for expected standards by individuals.

KM displayed the budget on the screen for all to see and ran through the expenditure for the rest of the year.

KM provided an update to the group of the condition of the squash courts and the need for demolition.

A long discussion was held over this item and the consensus was that the action would be necessary and that clear communications will be issued.

CR provided a Trust update. Have been working with TC and have carried out a skills audit to look at further skills required for the trust for looking to appoint new trustees.

KM advised that a meeting is in the process of being organised between the Trustees, KM and David Clarke from DCA to look at applying for Heritage Lottery Funding in 2021. LS is working on organising a date for hopefully before Christmas.

KH provided an update to the reopening of the tea rooms. The structure and the decorations of the tea room has been finished. The electricals and plumbing works is scheduled to take place shortly. There is some further equipment to be purchased but on schedule to be able to be opened in the New Year.

It was discussed that when the communications are issued about the squash courts that it is also communicated about good news for the tea rooms and the works in the gardens to show positive news.

A long conversation was held about the Rotunda about looking at this as a separate project to the Mansion and to see if this can be restored to bring in a company as a tenant to use the building. DC advised that he believes that the TDA should be engaged with conversations.  This can also be discussed at the meeting with DCA shortly. ACTION – DC

TE provided an update from the Oldway Gardens group. The rockery by Torquay Road has been worked on to improve the area. There are over 30 benches in the gardens which have been repaired and treated.

TE advised that Historic tours are being organised around the gardens providing a talk on the estate and its history. There is good interest in the tours by the general public.

TE advised would like to create a contemplation garden and a sensory garden in the area near the Tennis Courts.

There are major works required to the large pond and it needs to be pumped out to check if there are any leaks and then carry out any repairs and refurbish.

A structural survey would need to be carried out next year to look at the Grotto area to carry out the refurbishment required and will be contacting Devon Gardens trust to discuss.

IB advised that the Bowling club have asked her to report to the group that there is a large tree situated outside the club which there are concerns that people could climb and gain access to the club building. Also that there is a lot of vandalism and fly tipping taking place around the gardens. Cllr Chris Lewis advised that there is a meeting being held this week with the police and community partnerships and he will report the issues being experienced to the police at the meeting. MJ will send an email to DC and CL to provide further information. ACTION –MJ

A long discussion was held over the issues that are being experienced at present. It is children who come each day and cause issues after school within the Grounds who have advised that they are from Brunel Academy. DC & CL will provide this information to the police when discussing. SL asked that each instance of vandalism is reported to the police either by calling 101 or by reporting online. ACTION – ALL