PAPER A
MINUTES OF RYDE TOWN COUNCIL’S
FACILITIES AND ASSET MANAGEMENT COMMITTEE HELD ON
TUESDAY 26 JANUARY 2021 AT 2.00PM USING THE ZOOM VIDEO MEETING
FACILITY AND STREAMED VIA YOUTUBE
Present:
Cllr Karen Lucioni (Chair), Cllr Henry Adams, Cllr Adrian Axford, Cllr
Michael Lilley, Cllr Sue Lyons and Cllr Ian Stephens
In Attendance:
Jon Baker, Allan Bridges, Shona Parnell and Liam Pearce
1/21
PUBLIC QUESTION TIME
There had been no wren public questions submitted.
2/21
APOLOGIES
No apologies were received.
3/21
DECLARATIONS OF INTEREST
None declared.
4/21
REQUESTS FOR DISPENSATIONS
There were none received.
5/21
MINUTES OF THE LAST MEETING
The minutes of the previous meeting held on 20 October 2020 were reviewed.
RESOLVED:
THAT the minutes of the meeting held on 20 October 2020 were agreed.
6/21
CONTRACT RATIFICATIONS
The following contracts were ratified following agreement from members via
email
correspondence
i.
Ryde Town Council Energy Supplier Contract
On 6 November 2020 an email was sent to members of the committee requesting
agreement to a quote for a single supplier of energy to all of the Town Councils
powered outlets. This would replace the three current suppliers (SSE for all four
public toilets, Scottish Power for 147 Network Ryde and British Gas for Ryde
A - 1
Town Council Chamber / Offices in Lind Street) and bring the supply of energy
under the auspices of one supplier.
The proposed quote was provided by business energy consultants Utility Alliance
for the supply to all outlets by Corona Energy Ltd as follows:
RTC Main offices and Council Chambers 10 Lind Street - Green Fixed
Tarif at £928 annual cost + £27 (3% Increase)
Network Ryde 147 High Street - Green Fixed Tarif at £1’460 annual cost
+ £141 (11% Increase)
Appley Toilets - Green Fixed Tarif at £979 annual cost + £73 (8% Increase)
Eastern Gardens Toilets - Green Fixed Tarif at £2,333 annual cost + £154
(7% Increase)
Eastern Gardens Toilets - Green Fixed Tarif at £905 annual cost + £98
(12% Increase)
St Johns Road Toilets - Green Fixed Tarif at £406 annual cost + £39 (11%
Increase)
ii.
Western Gardens Public Toilets Lights Contract
The committee had agreed via email sent on 6 January 2021 to award the
contract to Lemlec Ltd for supply and install of 10 IP rated LED bulkhead light
fittings for the facilities at a cost of £735.84 including VAT to replace the existing
non LED bulbs.
iii.
Appley Park Public Toilets Contract
Members agreed via an email that was sent on 6 January 2021 to the contract
that would address the installation, including parts and labour, to upgrade the
existing faulty eight touch flush control systems. The contract would be awarded
to Highbury Mechelec Engineering Ltd at a cost of £3243.80 including VAT. The
facilities had been shut owing to the fault.
RESOLVED:
THAT the supply of energy to all Ryde Town Council services and outlets,
the Western Gardens Public Toilets and the Appley Park Public Toilets
contracts be ratified as detailed above.
7/21
UPDATES ON FACILITIES AND SERVICES
The following updates were received:
i.
Public Toilets
The Town Council had recently received a very large water bill for the facilities
which was some three times larger than usual. This could be attributed to a number
of issues, one of which could be a leak with another a faulty meter or reading.
A - 2
The issue was being looked into with Southern Water and the existing contractor
and a solution was being established. A sinkhole which had recently appeared on
the pathway nearby in Appley Park was likely to be unconnected to the toilets as
a recent Isle of Wight Council press release had suggested it was associated to
the nearby sewage plant.
ii.
New Christmas Tree / Lighting / Motifs Contracts Specification
Members were advised that a new lighting contract was being looked and the
Assets, Facilities and Procurement Officer was drawing up the specifications for
an agreement that would bring the supply and management of the towns Christmas
Trees, lighting and council motifs on various street furniture under one single
supplier and a four year agreement was proposed.
Members were advised that the contract would include the maintenance and
replacement of all items such as broken lights and tree care. Island Roads would
be expected to allow their lampposts and street furniture to be used for lights and
motifs. Members would also be sent a specification of the agreement in due
course.
iii.
New Security / Locking Contract Specification
Over the passage of the past 12 months, the Town Council had acquired Vectis
Hall and St Thomas’s Church as well as the possibility of acquiring the Theatre /
Town Hall and along with existing assets and sites such as its offices, youth base
(Network Ryde), the skatepark and public toilets, needed to be securely managed.
It was therefore necessary to review the current security arrangements and again
consider a contract that would cover all areas and be managed by one security
company.
Members would be sent a specification of a proposed agreement in due course.
iv.
Pre-Season Planting / Watering Contract
A meeting between the Town Councils Assets, Facilities and Procurement Officer
and the Isle of Wight Council had taken place and it was noted that owing to the
ongoing Covid Pandemic the arrangements for 2021 would be of a similar nature.
It was anticipated that local schools could be involved with any future planting and
greening projects such as those around the main flag pole along the Eastern
Gardens on the Esplanade and a meeting with the Network Ryde Youth Manager
to look at how this could be progressed along with other such planting projects.
Plant sourcing would continue to be carried out locally and suppliers would be
contacted in due course.
In 2020 there had been a theme to the plants that centred around the NHS and its
contribution in care provision throughout the Covid 19 pandemic. Any theme for
2021 could follow a similar topic or something new such as recognising all key
workers. Members of the public could also be invited to contribute any ideas on
what they would like to see displayed in the town which could be carried out via a
social media promotion.
A - 3
v.
Allotments
The Town Councils Allotments and Facilities Contract Officer updated members
on the following allotment sites:
o Mayfield Road
A waste area had been built and sectioned off to store green / compost and
general waste. This was built to reduce cleaning of the area and lower the
problems of rodent infestation as well as placate some local residents concerns.
The Vice Chair (Cllr Stephens who represents Ryde West and the Mayfield
Road Allotments) stated that any complaints or problems regarding any
allotment issues should be passed to him in order for issues to be addressed
o Quarry Road
There had been several reports of trespassers on various plots and on some
occasions breaking into sheds and green houses and stealing items including
stored petrol. Users had reported seeing youths on site during the hours of
darkness and the local constabulary had been notified. A meeting with the local
PCSO would be organised to discuss this and other anti-social behaviour issues
within Ryde. The allotments would continue to be monitored and users would
need to be reassured that everything was being done to ensure their safety.
It was noted that there was consideration being given for a grant application in
order to install toilets for allotment users with the disabled and young people
short break users in mind
vi.
Skatepark
The Chair advised that she had recently received an enquiry from a member of the
public with regard to the current closure of the skatepark and expressed worries
that the park was now permanently closed. Members were assured that the current
closure was due to the Covid 19 third lockdown and the need to adhere to the
regulations that stipulate no gatherings of people. The Skatepark would reopen
once the national restrictions had been lifted.
It was noted that there had still been groups of people gathering near the skatepark
as well as other places of interest which were not in accordance with the Covid
regulations and the Town Councils Assets, Facilities and Procurement Officer
would be meeting with the Isle of Wight Council’s Recreation and Open Spaces
Manager with a view to establishing links with the local Covid Marshalls who could
assist in discouraging such gatherings.
8/21
QUESTIONNAIRE ON RTC SERVICES
It was noted that that this would be covered when going out to consultation with regard
to the planting and flowering themes and owing to the pre-election period being
imminent would likely be following the local elections in May 2021 (should they proceed
as scheduled owing to Covid regulations).
A - 4
9/21
VECTIS HALL
The building which was purchased by the Town Council in November 2020 had since
undergone an Asbestos Survey and it had disclosed that there was a significant amount
of the mineral and carcinogen contained within the structure. Some elements could be
removed quickly, but most could not until plans for the future use of the building had
been agreed. The structural survey had also been circulated and the building was being
made structurally safe in order to secure the site and keep any unwanted visitors out.
A visioning session with all members of Ryde Town Council and key officers would take
place soon to establish the best use of the facility. This would then be followed by a
public consultation in order to engage with residents and see what they would like to
happen with the building. Local schools and stakeholders would also be involved
Members would also be sent a floor plan of Vectis Hall ahead of the brainstorming
session.
It was also noted that the front of the building would be tidied up and a large public notice
could be erected with the Town Council intentions advertised on it in order to assure the
residents that the building would be put into good us for all to benefit from.
10/21
ST THOMAS’S CHURCH
Members noted that the sale of the church had now taken place and the completion date
would be on Friday, 29 January 2021.
Next steps would include securing the building and planning the next phase which would
predominantly be centred around its focus on becoming the new base for Network Ryde.
The Youth Work Manager for Network Ryde and the Business Development Manager
would work together on the future strategies.
Again, like Vectis Hall, a large information board could be erected outside, advising the
public on the Town Council’s new acquisition and what plans were in place for it.
Members were reminded that a grant from the Architectural Heritage Fund had been
submitted to the Town Council to pay for a feasibility study and the loan for the purchase
of the site would include heating the building.
It was also noted that a discussion with the Isle of Wight Council might be worth pursuing
with regard to the land / grave yard adjacent to the church which was used as a public
garden and could be acquired to complement the site. This was separated by some
Herrass fencing which looked somewhat unappealing and at the very least could be
replaced with something more attractive.
Members were however advised that the garden had become a focal point for some
anti-social behaviour, which the Town Council needed to bear in mind if considering any
acquisition.
11/21
MEMBERS QUESTIONS
No questions were raised.
A - 5
12/21
NETWORK RYDE UPDATE
Whilst not on the agenda the Chair agreed to an update on the Town Councils Youth
Service provision.
It was noted and agreed that from the next meeting, a Network Ryde Update would be
included on the agenda as a standing item for all future meetings of the committee.
Members were advised that the minutes to the last meeting of the Network Ryde Sub
Committee along with the Youth Work Managers Report had been circulated for their
attention. Other areas highlighted included:
i.
Covid 19 Lockdown Restrictions
The third national lockdown continued to present challenges in service provision,
although 1 to 1 session where being carried out on Mondays, Tuesdays and
Wednesdays afternoons at 147 High Street and the allotment sessions with Ryde
Academy on Wednesday mornings and Thursday afternoons were still being carried
out as well as 1 to 1’s on a Saturday morning, which was a vital area of
engagement with the towns young people.
Further grant funding of £2’600 had also been secured from the Violence Reduction
Unit as well as an additional £500 from the High Sheriff with regard to the Allotment
initiative, allowing the work to continue and provide young people something
positive to be involved in.
ii.
New Team Member
A new member of staff had recently been recruited with a start date of Monday 8
February 2021
iii.
St Thomas’s Church
A selection of Young People were due to visit the site with a view to gaining a user’s
perspective on the newly acquired site as well as listening to any new ideas and
thoughts.
iv.
New Network Ryde Website
A new website had recently been launched with more in-depth details on the Youth
Service as well as being able to target everyone in the community, some of which
who may not have any access to social media.
13/21 DATE OF NEXT MEETING
RESOLVED:
THAT the next meeting of the Facilities and Assets Management Committee will
be held on Tuesday 27 April 2021 at 2pm via the Zoom Video Meeting facility.
A - 6