Agenda and minutes

To receive, note and where requested, approve the reasons for apologies for absence.

Apologies for absence were received from Councillors Jackman & Lloyd

Resolved that the apologies be noted

To declare any disclosable interests relating to the forthcoming items of business (if any).

None were received

To approve, sign and adopt the minutes of the Assets & Facilities Sub-Committee meeting held on XXXX.

Members considered the minutes of the Assets & Facilities Sub-Committee meeting held on 22^nd January 2024

Resolved that the minutes of the Assets & Facilities Sub-Committee meetings held on 22^nd January 2024 be approved and signed as a correct and accurate record of the meeting

Proposed: Cllr Atkins

Seconder: Cllr Rudge

2 in favour, 1 abstention as absent from the previous meeting

·         TC & P&FM to discuss the future of the clock with the current building owner

Update: Ongoing. TC & PFM to obtain the title deed for the building to establish the owner and approach to discuss ownership of the clock.

·         All Cllrs to approach their own political parties to request the provision of tablets

Update: Ongoing. The issuance of tablets to Cllrs was further discussed and it was agreed that ALL Cllrs would be approached to ask them if they would like a tablet

Action: TC to contact all Cllrs

The P&FM and the TC gave an update on the roll out progress of the Town CCTV. It was noted that a couple of FOIs had been received but had been dealt with to the requesters’ satisfaction.

The TC and P&FM gave an update on the Town Toilets project and the transfer progress from Teignbridge.

To give an update on progress

The committee were given an update on progress which included the outcome of the ecology survey, which has necessitated a further emergence survey to need to be carried out in May / June later this year.

To give an update on progress

The committee were updated on the progress for the replacement workshop in Bitton Park. The planning permission has now been granted by TDC and this project will be progressing soon.

At the last service of the building boiler, we have been advised that it is nearing being beyond repair and will require replacement before next winter.

The boiler is in the region of 35 years old and is highly inefficient.

The committee is asked to resolve to allow funds from the already budgeted refurbishment works for Bitton house to allow quotes to be sourced for a complete system to heat the whole building and the replacement of all other sources of heating, i.e. electric / gas heaters.

The committee were briefed on the state of the gas boiler at Bitton House and the possibility of it being condemned before next winter. The state of the basement and the removal of the concrete extension were also discussed.

The committee were asked to approve the acquisition of quotes to replace the boiler, remove the concrete extension and start works to update the basement using the earmarked reserves already in place for Bitton House.

Proposed by Cllr Atkins

Seconded by Cllr Rudge

Carried 3-0

We are becoming concerned about the condition of the basement and potential for Dry Rot based on it not being water tight.

Resolve to carry out works urgently to replace all of the windows in the basemant to ensiure that it is water tight before ingress occurs any further.

Please see this item in conjunction with point 9 (Boiler)

The concrete extension to the East side of Bitton House requires demolishing. This will allow the replacement of the door and will ensure that the basement becomes watertight as part of the other agenda item at this meeting regarding basement .

Quotes are being sourced currently.

Resolve to approve the works to carry out the demolishment of this extension.

Please see this item in conjunction with Items 9 (Boiler) & 10 (Basement Works)

The room usage policy does not permit dogs only assistance dogs. There is no signage to this effect, and we have recently received a number of complaints from room hirers regarding dog hair on chairs etc.

Therefore, this is just advance notice “to be noted” that a sign will be erected in the entrance lobby.

The committee were briefed on the introduction of a no dogs (except accessibility dogs) policy in Bitton House. Signage to this effect has been added to the internal glass door on entering Bitton House.

·         TC to contact all Cllrs re: the issuance of Android tablets for Council business

·         TC and P&FM to ascertain the ownership of the Town Clock by interrogation of the title deed and lease

It is proposed that Assets and Facilities Committee meetings are increased to monthly due to all the works that are starting to progress.

It is therefore resolved that the meetings for the next year will be as follows:

Monday 22^nd April 2024 @ 15:30

Monday 20^th May 2024 @ 15:30

Monday 17^th June 2024 @ 15:30

Monday 22^nd July 2024 @ 15:30

Monday 23^rd September @ 15:30

Monday 21^st October 2024 @ 15:30

Monday 18^th November 2024 @ 15:30

Monday 16^th December 2024 @ 15:30

Monday 20^th January 2025 @ 15:30

Monday 17^th February 2025 @ 15:30

Monday 24^th March 2025 @ 15:30

Monday 28^th April 2025 @ 15:30

The committee were requested to resolve to amend the frequency of future Assets & Facilities to monthly going forward, due to the number of projects now in progress

Proposed by Cllr Atkins

Seconded by Cllr Williams

Carried 3-0

Agreed future meeting dates now to be:

Monday 22nd April 2024 @ 15:30

Monday 20th May 2024 @ 15:30

Monday 17th June 2024 @ 15:30

Monday 22nd July 2024 @ 15:30

Monday 23rd September @ 15:30

Monday 21st October 2024 @ 15:30

Monday 18th November 2024 @ 15:30

Monday 16th December 2024 @ 15:30

Monday 20th January 2025 @ 15:30

Monday 17th February 2025 @ 15:30

Monday 24th March 2025 @ 15:30

Monday 28th April 2025 @ 15:30