23 March 2023 - Estate Management Committee
Ruskington Parish Council
Minutes of an Estate Management Committee meeting held on Thursday 23 March 2023 at the Parish Office at 10.30am.
Present: Cllr P Cunningham (Chairman of Committee), Cllr G Cox, Cllr O Ditch, Cllr S Tonge
Also in attendance: Kirsty Sinclair, (RFO and Deputy Clerk); Kathryn Locke (Clerk to Council)
Apologies: Cllr Trolley, Cllr Tomlinson
No members of the public or press were present.
The Chairman opened the meeting at 10.40am.
1. To receive and accept apologies.
Cllr Trolley and Cllr Tomlinson were not present at the meeting and had sent valid apologies.
Action: The Committee unanimously RESOLVED to accept Cllr Trolley and Cllr Tomlinson’s apologies
3. Receive declarations of interest and consider applications for dispensations in relation to DPIs.
None were declared at this time.
3. To approve the notes of the last meeting held on 10 March 2023 as accurate Minutes.
Action: The Committee RESOLVED to approve the notes as accurate Minutes, with one abstention. (Not present at the previous meeting.)
The Chairman signed the Minutes.
4. To receive an update on the current budget for the Committee, including the revised budget for the office renovation as recommended by the Finance Committee.
The RFO advised that a revised budget of £93,003.51 was available for the office renovation as recommended by the Finance Committee at a meeting held on 23 March 2023 at 10am.
5. To consider the quotes for the roof repair at the rear of the office property. (Leak over the bedroom.)
Action: The Committee unanimously RESOLVED to accept Quote 2 (Apex Roofing) for the roof repair at a cost of £1,200 +VAT.
5.1. To consider the quotes and recommendations for the replacement of the workshop roof (Leaking in multiple places.)
Action: The Committee unanimously RESOLVED to accept Quote B (Apex Roofing) for the replacement of the workshop roof at a cost of £2,100 +VAT.
6. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the following contractual matters.
Action: The Committee unanimously agreed to exclude the public and press to discuss the contractual matters below.
The meeting closed at 10.46 am and reconvened at 10.47am.
7. To review the requirements for the office renovation in consideration of the revised budget.
The Committee undertook a detailed review of the requirements for the conversion and refurbishment of the parish office and agreed the essential work required to keep the work within budget.
8. To consider if any areas of the office renovation work could be undertaken by the Caretaker for Buildings and Play Facilities.
At this time there was no work that could be undertaken by the Caretaker for Buildings and Play Facilities.
9. To agree the contractor for the project management and building works for recommending to Council at its next meeting.
A thorough review of each tender and the tender matrix was undertaken. No contractor could be agreed for recommending to Council at this time. Requests for clarity and questions were agreed for the Clerk to ask the contractors.
Action: The Clerk to email all contractors with the same agreed questions. Requests for clarity to made to individual contractors, as required. The responses to be available by 31 March for reviewing at a further committee meeting.
10. Agree date for the next committee meeting.
Monday 3 April 2023 at 2pm.
The Chairman closed the meeting at 11.38am.