Issue - meetings

The Committee considered applications (and officer recommendations) for rental subsidies from three tenant organisations, namely the East Surrey Museum, Caterham Community Association and Warlingham Sports Association. The applications had been submitted in accordance with the Council’s policy which sought to provide transparency regarding the extent to which it subsidised community organisations which utilised Council owned land and buildings.

Rod Stead, a trustee of the East Surrey Museum, addressed the Committee (as permitted by Standing Order 31). He welcomed the prospect of a 15-year lease and confirmed that the museum should be able to take responsibility for the central heating system within the premises (1 Stafford Road, Caterham) as proposed within the report. However, he expressed concern at the requirement for the museum to contribute towards rental costs after the first three years of the new lease, especially as grants from other sources were unlikely to be available for running costs. He also questioned the recommended condition that the museum should ‘take steps to improve the energy performance of the building’ given that it only occupied the ground floor. Regarding this latter point, officers clarified that the intention of the ‘energy performance’ condition was for the museum to install more energy efficient light fittings etc as opposed to having to insulate the building.     

During the debate, it was suggested that future consideration of the museum’s lease renewal be deferred, pending the establishment of a Working Group to offer strategic support to the trustees in developing a sustainable business plan to reflect the requirements of the new lease. The Committee concluded that the proposed lease and associated conditions should be agreed forthwith, but that the Working Group initiative, as proposed by Councillor Botten, should still be progressed.   

The proposed leases and conditions for the Caterham Community Association and Warlingham Sports Association were agreed.       

   R E S O L V E D – that:

            A.    regarding the East Surrey Museum:

(i)      a 15-year lease be granted, with a stepped rent of £1,500 from the 3^rd anniversary, £3,000 from the 4th anniversary and rent reviews in year 5 and year 10, and a tenant option to break the lease on or after each review date;

(ii)     the lease continues to be excluded from the security of tenure provisions of the 1954 Landlord & Tennant Act to give the Council the flexibility it needs, should circumstances be different at the end of the lease;

(iii)     the museum prepares a detailed business case setting out its vision for improving and modernising the museum and providing detailed plans showing how it intends to deliver its vision;

                   (iv)    a rental grant subsidy of 100% be granted in years 1 to 3, approximately 90% in year 4 and approximately 80% in year 5 be awarded (as per (i) above) subject to the museum:

·      taking responsibility for replacing the boiler and heating controls, and ensuing compliance with Part L of the building regulations

·      taking steps to improve the energy performance of the building, thus achieving greater alignment with the Council’s  ...  view the full minutes text for item 224