Minutes of Extra-Ordinary Meeting, 22 June 2023
Minutes of Extraordinary Meeting of Covenham Parish Council
Thursday 23rd June 2023
Present: Councillor Gillian Pollard (chair); Councillor Anne McCready; Councillor Angela Aylett; Councillor Ian Appleby; Councillor Angela Quinton
Apologies: Councillor Terry Aldridge; Mrs Nadine Must (parish clerk)
The meeting was opened by Councillor Pollard at 19:00 who welcomed those present including members of the public. She explained that there were only 2 items on the agenda to be voted on at this meeting.
Declaration of Interest. Councillor Ian Appleby and Councillor Angela Quinton who are both members of the Covenham Village Volunteers (CVV) organisation declared this as an interest. Dispensation was granted for them to vote on the item 1 of the agenda by the parish clerk Mrs Nadine Must who is a proper officer of the council. Mrs Must’s full permission was read out.
Councillor Angela Aylett then presented details of the proposed letting of the Parish Rooms to the Covenham Village Volunteers. (Minutes of the meeting of the working group held on 4th June 2023 are attached).
Written questions from Councillor Aldridge had previously been circulated to councillors. These queries were addressed by Councillor Aylett as follows:-
1. Insurance; the existing insurers Zurich have been contacted and have no concerns about the lease to CVV of the Parish Rooms. Councillor Aylett suggested that when the details of the lease are finalised that a written document be sent to Zurich with the details and copies of CVV insurance for Zurich to hold on file.
2. CVV insurance; CVV will obtain their own public liability insurance.
3. Alcohol Storage; the licensing authority is to be contacted regarding the legalities surrounding this issue and all legal requirements will be met by the Parish Council and CVV Bookings; these are currently managed by the parish clerk. This would not be required if CVV lease he building thereby freeing up the time of the clerk.
4. Public Funds; The parish precept could potentially be reduced as a result of this proposal.
5. Costs of removing the covenant: the question was asked about CVV funding the costs of this (circa £800 for legal and circa £500 for property valuation costs). Councillor Aylett explained that the PC had already agreed to this prior to the CVV proposal being put forward. It was agreed that this would be discussed further when the Methodist Church had confirmed how they wish to proceed.
Councillor McCready questioned if the rental could be increased during the term of the lease. The agreement with CVV is for a fixed term (with break clause at 2 years) and a fixed rental. Councillor Aylett explained that, given the substantial increase in rental revenue produce by this proposal that the PC should accept the 5 year term at the fixed price of £1,200 per annum.
The floor was then opened up for a question and answer session from members of the public.
It was noted that matters concerning the Eleemosynary Charity were not to be included in this meeting.
It was clarified that the vote on the lease does not include the costs of removing the covenants. This must be agreed and voted on by the parish council at a later date.
Councillor Aylett proposed the motion. Councillor Appleby seconded. The vote was unanimously carried.
Planning issue re. Haiths Farm, Covenham.
This was discussed and it was pointed out that the original planning permission would not have been supported by the Parish Council without this particular condition.
The motion was proposed by Councillor McCready. Seconded by Councillor Appleby.
The motion was rejected by the councillors unanimously.
The meeting was closed at 8.30 pm.
The next meeting is to be held on 27th July 2023.