Minutes of Extraordinary Meeting of Eye Town Council held in the Town Hall Council Chamber on Thursday 2nd April 2009 at 7.30pm

PRESENT: Cllrs McSheehy (Acting Deputy Town Mayor), Carr, Cummins, Evitt, Flatman, Hooton, C. Michell, S. Michell, Ross & Sizer


1. APOLOGIES FOR ABSENCE

Apologies were received from Cllrs Bennett, Cooper & Ford

2. MEMBERS DECLARATIONS OF INTEREST

Cllrs McSheehy, Ross & Evitt declared an interest in the main business of the Meeting as Trustees of Eye Town Hall Improvements Company Ltd.

3. PRESENTATION BY RICHARD DINNIN (CHAIRMAN OF ETHIC. LTD)

Richard Dinnin gave an update on the current situation with regard to the Town Hall. He explained that following a meeting with the English Heritage approved Architect it was hoped that work on essential repairs could commence as soon as possible without waiting the normal three month period for planning permission to be granted.
ETHIC. Ltd is now bidding for Heritage Lottery Funding to facilitate Phase II of the Town Hall redevelopment.
He then went on to explain that the main purpose of the Meeting was to discuss the transfer of title of the Town Hall from Eye Town Hall to ETHIC. Ltd. As previously explained funding bodies will not support Councils and require recipients to be registered charities. In July 2007 Cllr Ross had put to the Town Council a proposal that it agreed in principle to the conditional transfer of its title. This had been approved by Councillors. Mr. Dinnin said he understood the reservations of Town Councillors to the transfer without fully investigating the many issues which would need to be addressed prior to it going ahead.

4. QUESTIONS FROM EYE TOWN COUNCIL

Cllr Hooton asked about the membership of the Board of ETHIC and its status. Mr. Dinnin said that although there were currently six trustees, there was an urgent need for another business person to join the board. An advert is shortly to be placed in the Eye Magazine seeking to recruit a further trustee. The Company is limited by guarantee, is registered with the Charity Commission and John Gummer is The Patron.

Cllr C. Michell said that the Council should start the necessary legal process to facilitate the transfer with an urgent need to appoint Solicitors who can draw up a correct transfer document. He then then put a recommendation to the Council:
To instruct Lawyers (to be decided) to prepare a legal document to effect the transfer of Eye Town Hall to ETHIC. Ltd, such document to include all terms they deem to be necessary to protect the members of Eye Town Council and members of ETHIC. Ltd.
Cllr Hooton said it was important to ensure that the cash flow process is in place before work commences. Charles Butler explained that architects will manage the project and refer back to English Heritage for money as required. At no time would ETHIC have the grant money in their bank account.

Cllr Hooton also stressed the importance of keeping the public informed at all times during the redevelopment period. This could be done by regular articles in Eye Magazine.

Cllr Ross asked about the procedure for the day to day management of the Town Hall and such items as insurance, loans etc. until the redevelopment is completed. Mr. Dinnin said that the running of and costs associated with the Town Hall would remain with the Town Council.

Cllr Carr asked whether the Council had considered the cost of employing Solicitors to affect the transfer. It was agreed that he would liaise with Mr. Dinnin regarding the information to be given to the appointed legal advisors.

5. QUESTIONS FROM MEMBERS OF THE PUBLIC
There were no questions from members of the public.

6. RESPONSES FROM ETHIC. LTD

7. ANY OTHER BUSINESS
Cllr Flatman said that the Town Council owed a debt of gratitude to Richard Dinnin and members of ETHIC. Ltd for all the hard work and effort put into securing this major grant for the benefit of the Town Hall.

THE TOWN MAYOR CLOSED THE MEETING AT 8.35pm