Minutes Extraordinary Council Meeting – 22nd April 2021

Present :         
Councillors D Stothard (Chair), K Chewings, M Chewings, D Eldridge, S Ellis, B Handbury, N Monday, M Myles,
I Shaw and A Simpson.

Apologies Received:          
Councillors H Brumpton, R Butler, L Healy, and C Jeffreys.

Absent :          
Councillor C Patterson

In Attendance :         
The Town Clerk, Administration Manager (Cotgrave Town Council)                     
                                                                                                                  

The meeting was held virtually, via Zoom, and commenced at 7.01 pm.

Apologies

1609    
The apologies given were approved.

Declarations of Interest

1610    
No declarations of interest were received.

Public Open Session

1611    
No members of the public were in attendance.

Cotgrave Town Council New Office and Storage/Garage space

1612    
Rushcliffe Borough Council have offered the following facilities to Cotgrave Town Council to lease: –

1613    
The offer includes the office space in the Business Hub (Suite F) and to lease an industrial unit on High Hazels Business Park, for the use and storage of all of Council’s equipment and ground staff.

1614    
Council currently rent office space, a small archive store, garage and two small storage rooms at the Leisure Centre.  The rent for these facilities is £5,640 pa, plus business rates, currently totalling £1,500.15. Council does not currently pay for any electricity or water.

1615    
The costs for the new facilities would be as follows:-

Rent of Office Suite F, Cotgrave Business Hub               :                       £  4,350.00 pa
Rent of Industrial Unit, at High Hazels Business Park      :                       £  6,500.00 pa
Service Charges for both facilities                                  :                       £  1,552.73 pa
Business Rate for both facilities                                     :                       £  5,043.00 pa            Insurance                                                                      :                       £     500.00 pa

                                                                        Total                :                       £17,945.73 pa

1616    
This amount is also reduced by the amount paid by council for the office and garage currently rented.

1617    
Cotgrave Town Council currently make an annual revenue payment to Rushcliffe Borough Council towards the costs of the Leisure Centre, which is included in the precept payment, which for 2021/22 is £20,800. This payment would cease to be paid if council moved all the facilities out based at the Leisure Centre.

1618    
Council have equipment/vehicles etc stored in several areas, as well as at the Leisure Centre, including space at the Burhill Allotments site.  Moving to a unit at High Hazels industrial park would allow all Council equipment/vehicles would be able to be stored in one place. The unit allows for the ground staff to have private toilet/washing facilities at the new unit.

1619    
Councillor discussed the options as proposed:-

1620    
That council agrees in principle to move to unit 28 at High Hazles Business Park and Suite F at the Business Hub, subject to acceptable contracts for both units being checked by a solicitor and a written agreement to removal the current Cotgrave Leisure Centre revenue payment prior to moving. Council instructs the Town Clerk to seek legal advice about checking the terms and conditions of both the leases.

1621    
On completion of this, an extraordinary meeting will be convened and if the contracts are satisfactory, the contracts will be signed and the move will take place.

1622     The meeting closed at 7.30pm

Chairman…………………………………… Signed as a True Record (Date)………………………………