To agree the minutes of the meeting held on 1^st October

Minutes of the 1^st October meeting were proposed and all agreed

To consider passing a resolution to exclude the press and public from the meeting prior to consideration of the following item on the agenda on the grounds that exempt information (as defined in Schedule 12A of the Local Government Act 1972 (as amended) is likely to be disclosed.

Proposed and agreed

·         Project Manager appointment – update

·         Electricity Usage update

·         Future membership of the Working Party

·         Possible future events update

·         Historic England visit update

Project Manager Update – KM & CR met with John Daniels previously. CR was going to speak to a contact who he was aware was interested. KM advised that it states in the DCA report for further consultancy that they can help with such an appointment.  

Electricity Usage – KM advised that LS has received copies of Electricity bills from the TDA for Oldway for the last 9 months that shows the meter readings for Oldway which varies for each month.  We have received 2 copies of gas bills for August and September which only show a standing charge. 

Future membership of the Working Party – CR has approached two individuals with regards to joining the Working Party. KM suggested that looking at skills currently missing from the Working Party to think of those individuals to be invited to join.

Possible future events update – CR asked if there was any further update on Xmas tree sale on Oldway Grounds – KM advised that this was an informal enquiry but can enquire with estates on this but KM advised could be a procurement issue if not offered through the correct process. CR advised that he met with David Watts and Antony Hill and was agreed would like to hold event next March but there is still more details to be looked at before finally agreed. CR advised he has received other enquiries with regards to holding events at Oldway – KM confirmed that these can be sent to LS to refer to KM for a decision. 

Historic England visit update – CR provided an update of the recent visit. He advised that HE were happy that there was a plan in progress however are now disappointed with the basic maintenance works that are not being carried out at Oldway. KM advised that it could be agreed for DCA to draw up a new maintenance plan which KM can take to the TDA. KM advised that the survey will be taking place shortly to look at the Dry Rot. 

As above

KM advised that a budget update has been provided and ran through the figures.  KM advised that all of the costs for maintaining Oldway Mansion and Grounds are now being taken out of the reserve fund as stated in Mayor’s Budget Proposal which will be announced on 2^nd November and this includes the Oldway Grounds maintenance through Tor2 which will now be funded by the reserve fund. KM and LS will get a briefing sent out which shows what Tor2 provide in the contract. ACTION – LS

KM asked the Working Party for any ideas for budget savings as one suggestion would be to remove bedding plants at Oldway – CM suggested only having summer plants instead of summer and winter. CR suggested that Friends of Oldway could be asked to help to volunteer to assist with bedding plants however would still need grass cutting by Tor2. 

KM advised that a proposal has been received from DCA and he has spoken to procurement team who confirmed that there are no procurement issues so they can be appointed if the Working Party agrees. KM advised that with the HLF funding application for Torre Abbey being rejected this year and a new application going in next year, this could cause issues for any application that is submitted for Oldway as will need to confirm if Torbay Council can submit two applications. 

The Working Party agreed for DCA to be appointed and KM will arrange for a purchase order to be raised. 

CR advised that he has sent the recent hotel design proposal that has been published on to DCA, Historic England and Hal Bishop for feedback. KM advised that he received the initial enquiry from Neil Worrell which was sent to himself and Steve Parrock to which he forwarded to the Working Party for comment and then this week the proposal was sent to Herald Express. KM advised he agrees with CR that the proposal should be sent to Historic England for comment and feedback received can be discussed at the next Working Party meeting. 

PH asked if we could start to look to agree dates when Oldway can be reopened for public next summer. CR agreed that he would like to get Oldway opened to the public as early as possible. KM confirmed that this would have to be lower floor only and risk assessments would have to be carried out prior and we would need to have volunteers available to avoid people accessing areas that cannot be opened. KM advised that with regards to a Cafe, if this is planned to be opened for next summer then expressions of interests would have to submitted before Christmas but a pop up cafe on site would have a shorted lead-in time.