To agree the minutes of the meeting held on 9^th August.

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

Covered in the agenda.

David joined the meeting to provide an update on the resilience fund. The application is being submitted this week, hopefully on Wednesday. This is the second stage after the expression of interest that was previously submitted. A decision should be received within 12 weeks of the submission date of the application. Once this application has been approved, the funding will provide resources for a Project Manager and other resources required to take the project forward over a 15 month period. The request to NLHF is for £120,000 and the total cost of the project is planned to be £150,000 with Torbay Council agreeing to match £30,000 towards the funding if successful. There is also an additional £30,000 of matched funding from volunteer hours.

David confirmed to KM that a copy of the agreed Memorandum of Understanding between the trust and the Council is required to be attached to the application. KM to send a copy to DCA. ACTION – KM

KM provided an update on the latest budget position for Oldway. The spend to date is on track.

There has been some spend on investigating the issues with the flood lighting and water ingress. 

PH updated that the Trust worked with KM and DC to have the Memorandum of Understanding agreed last week. After the announcement of the resilience funding is received, if successful there will be further funding opportunities that will be available for the Trust to apply for.

There was a recent tour carried out by Devon Gardens Trust who want to help and provide some funding to the Oldway Gardens and PH has been having conversations with Historic England and is waiting for a further response to assist with taking this forward.

PH advised he has been working on an application for Architectural Heritage funding and is waiting for some information from David Clarke with regards to building works which will then be updated on this funding application.

PH advised that he will be chasing up the World Monuments Watch who were meeting recently at the Empire State to decide whether Oldway has been agreed to be added to the watch list. If it is agreed for Oldway to be added to the list, then this will assist with future funding opportunities.

KH advised that the tea rooms have continued to be very busy. There is currently £18,000 funds in the bank account.

There was an Agatha Christie event held in the building in September and there were a few hiccups on the first night with lighting of the outside of the building but this was sorted for the second night. KH advised that the feedback received was that people were very happy to see the building lit up and in use.

The auction event that was held on the grounds was successful but there was not as big a turn out as had been expected. The Friends purchased the marquee and they had 60 chairs donated by the Friends of Torbay Hospital so there is a possibility that the marquee could be hired out for future events.

KH advised that there are still issues happening on the grounds of ASB and increased lighting or CCTV could assist with this. KM advised that the Council is looking into fixing the flood lighting and also has been investigating the installation of a mosquito alarm. There was a recent issue with the table and chairs which were set on fire on the grounds. The police attended on this occasion. CJ asked if there was timeline on the installation of a mosquito alarm. KM advised no not a present but we have reached out to contractors for a quote and timescale for the fixing of the flood lighting and also the installation of the alarm.

KH asked if there was a project that the Friends of Oldway could assist with and raising funds for. DC advised that his initial thoughts was the ballroom but there needs to be some initial work on making sure the building is watertight and drawing up a plan on how this can be taken forward. PH agreed and advised that there would a structure system that would be worked through for projects to be identified.

KH updated the group that she has recently resigned as chair of the Friends of Oldway, due to recent events with online bullying. KH will be staying in her position of working at the tea rooms. 

The Friends of Oldway have recently started the process of becoming a trust and once this has been agreed, the current trustees will be standing down and a AGM will be called and new trustees will be appointed.

DC gave his thanks to KH for all her hard work over the last few years on the reopening of the tea rooms. PH also gave his thanks on behalf of the Trust. 

TE provided an update on the Oldway Gardens Group works.

Oldway Gardens was in the top 10 of the contestants of the recent Britain in Bloom competition.

There has been an increase in volunteers wishing to work with the group.

The group is about to start the planting for the winter months.

There has been a duck house that has been built by one of the community payback workers who assisted at Oldway which is now located by the pond.

DC congratulated to TE and the group on the achievements in the Britain in Bloom competition.

SL advised due to the regeneration of Crossways, it has been highlighted that there is no location for the Christmas grotto to be held there so it has been asked if it could be held at Oldway. KH suggested the location of the Herbert Room to be used and access to be given via the steps there and KM advised that as long as this is agreed with Health and Safety colleagues, he is happy for this to go ahead. KM will request that Phil Black in the Events team lead on this to take this forward.

CR asked all to vote for Oldway on the Victorian Society webpage to stress the importance of building and its heritage. DC asked CR to send the link to LS to forward this on to all attendees – ACTION – CR/LS