To agree the minutes of the meeting held on 12^th April 2021

All agreed that the minutes were an accurate record of the meeting.

Nothing to be discussed

KM advised that CP is attending today to talk through the next phase at Oldway. CP advised that the next stage is proposed to carry out a repair to the East Tower and this has been submitted to Historic England. Currently awaiting a response from Historic England as to their comments, after this is received then there would look to be an application being submitted to the Council’s Planning and Building Control’s department. CP advised that the repairs are to protect the structural integrity of the roof due to the lead being removed on the building and also to repair the balustrading.  There are also some repairs required to be made to the glazed roof of the covered courtyard area. CP ran through and explained the report. KM reassured everyone that the report has been written to look to protect the buildings to ensure no further deterioration.

A long conversation was held over the report and how the towers, once renovated could be used as accommodation. All agreed with this.

DC asked KM to prepare an emerging issues paper to be taken to Cabinet to brief all Members. ACTION - KM

TE provided an update on the Oldway Gardens group and their current progress.

JJ advised that she has contacted local councillors and 3 have expressed an interest in meeting the volunteers which is taking place on Wednesday.

ML raised an issue on the amount of litter that is within the gardens and the grounds of Oldway and asked why no additional bins can be provided. KM updated that he has asked SWISCo to put in additional litter bins in the grounds and will chase this up, however it is the general public’s responsibility to take their waste home if the bins are full.  ACTION – KM

KM provided an update on the latest budget forecast for 2021/22 for Oldway.

KM updated that the outturn for the budget for 2020/21 was an overspend of £36k. This has been absorbed within the main Torbay Council budget. 

PH asked that thanks is recorded for Torbay Council for assisting in absorbing the deficit from last years budget.

PH gave an update on the Oldway Trust. The trust are working on applying for funding from various sources to assist with consultancy fees etc. 

DC updated that the EOI has been submitted by DCA for the Heritage Lottery Resilience fund and a response should be received within 10 days.

KM updated the group that a report has been submitted to Cabinet to be discussed tomorrow night, which provides an update on activity at Oldway and recommends a more formal relationship with the Oldway Trust.

KM advised that he is working on agreeing the proposed amended MOU between the Torbay Council and the Trust.

DC advised that the criteria has been changed for Heritage Lottery Funding so the plans for the renovation of Oldway may have to be changed and the work completed in a number of phases over a number of years.

KH advised that now due to the extension of the lockdown, the tearooms may not be able to be opened as planned on 21^st June. KH is taking some advice from the relevant department at Torbay Council to confirm and may to look to open with wooden benches for outside seating.

KH advised that there are some issues with the numbers of volunteers available to help.

The new toilet facility is now finished within the tearooms. KH thanked KM and LS for their assistance from Torbay Council point of view with the new facility being installed. 

·         TDA Window survey

·         Tennis Courts enquiry

· TDA Window survey - KM updated that a window survey was commissioned by the TDA due to an incident that took place where a window panel fell out. Some of the windows that needed repairing have been repaired. KM reminded all that anyone onsite and entering the building is required to wear a hard hat. This is applicable to the hey holders who will be entering the building and KM reminded all that there are certain areas that cannot be accessed. KH advised that once the keys have been handed over, a walk round has been agreed to be organised with Dave Walker and Steve Checkley from Health & Safety/TDA to look at condition of the building. 

· Tennis Courts enquiry - KM thanked everyone for their comments on the enquiry that was received with regards to a tennis academy using the tennis courts and most of the feedback was in favour so KM will be speaking to the TDA to find out the process of taking this forward permanently and will respond back to the person who made the enquiry to confirm an agreement for this summer.

DC commented that if after the next meeting is held, if the bids are successful and there is more activity, the steering group meetings may return to being held monthly.

CR asked KM if there was any progress from the Police being located at Oldway since the meeting that was held with KM and the police. KM advised that there has been no further update.

MJ updated that there has been some ASB taking place adjacent to the bowls club building and CCTV has now been installed. DC asked if any incidents can be reported to himself and KM so that they can be logged with the police so that they are aware that there have been other incidents taking place within the grounds.