Agenda, decisions and minutes

There were no apologies for absence.

There were no apologies for absence.

In accordance with the Councillors’ Code of Conduct, a councillor is required to disclose at the meeting any disclosable pecuniary interest (DPI) that they may have in respect of any matter for consideration on this agenda.  Any councillor with a DPI must notparticipate in any discussion or vote regarding that matter and they must also withdraw from the meeting immediately before consideration of the matter.

If that DPI has not been registered, the councillor must notify the Monitoring Officer of the details of the DPI within 28 days of the date of the meeting.

Councillors are further invited to disclose any non-pecuniary interest which may be relevant to any matter on this agenda, in the interests of transparency, and to confirm that it will not affect their objectivity in relation to that matter.

The were no disclosures of interest.

The were no disclosures of interest.

The Executive Shareholder and Trustee Committee agreed:

(1)       That negotiations be concluded with Matrix for a new 20-year lease, to include rights for Matrix to undertake proposed works to the Pavilion and open a community café, without the need to advertise the lease on the open market.

(2)       That a four-week public consultation be undertaken in respect of the proposed new lease and proposed use.

(3)       That a Tenancy at Will be granted to Matrix allowing continued occupation of the building from 22 December 2019 until a new lease is completed.

(4)       That the Trust authorises the procurement of a contractor to replace the roof of the Pavilion at a cost of up to £50,000 in spring 2020.

Reasons for Recommendation:

The lease to Matrix is due to expire on 22 December 2019.  The new lease will generate more rental income for the Trust, allow Matrix to improve the building and open a community café.  This will make Matrix more financially sustainable and allow it to expand its youth work.

Options considered:

1.    The Trust could renew the lease to Matrix for a further five years.  It would still be necessary to undertake a public consultation and seek the ESTC’s approval before undertaking the consultation and finalising terms with Matrix.  This would not provide Matrix with a long enough term to obtain funding for the proposed works to the building.  Consequently, the building would not be improved, and the change of use would not be implemented, meaning that Matrix would not be able to create an income stream to invest into the charity. 

2.    The Trust could advertise the opportunity to lease the building on the open market and seek best offers.  Given that the 2014 Deed of Variation restricts leases granted in respect of the Pavilion to charitable uses and projects, the demand for the building is likely to be extremely limited.  A report has also been obtained from an external surveyor on the market rent and the surveyor commented that there would be no advantage to the Trust in formally advertising the proposed 20-year lease term on the open market.

3.    The Trust could renew the lease to Matrix for a 20-year term.  This would generate more rental income for the Trust and enable Matrix to obtain grant funding and make improvements to the Pavilion.  Income generated from the café use will make Matrix more financially sustainable and allow the expansion of their youth work.

Conflicts of interest:

None.

The Committee was asked to consider a proposal from Guildford charity Matrix to renew its lease of the Allen House Pavilion for a 20-year term and to undertake a major refurbishment of the Pavilion using its own funding to create a social enterprise community and youth café and hub for providing enhanced youth services.  This would involve improvements to the building and allow Matrix to generate an income, making Matrix more financially sustainable.  The proposals would also allow Matrix to expand its youth work.  Matrix had obtained planning consent for the proposed works and part change of use.

The Committee, having noted that the contribution of Matrix in the town over the years, supporting all ages, was valued and that the proposals were interesting and ambitious

RESOLVED:

(1)     That negotiations be concluded with Matrix for a new 20-year lease, to include rights for Matrix to undertake proposed works to the Pavilion and open a community café, without the need to advertise the lease on the open market.

(2)     That a four-week public consultation be undertaken in respect of the proposed new lease and proposed use.

(3)     That a Tenancy at Will be granted to Matrix allowing continued occupation of the building from 22 December 2019 until a new lease is completed.

(4)     That the Trust authorises the procurement of a contractor to replace the roof of the Pavilion at a cost of up to £50,000 in spring 2020.

Reasons:

The lease to Matrix was due to expire on 22 December 2019.  The new lease would generate more rental income for the Trust, allow Matrix to improve the building and open a community café.  This would make Matrix more financially sustainable and allow it to expand its youth work.