Issue - meetings

This report presents the proposed plan by a third party, Epsom and Ewell Climate Action Network (EECAN), to set up an external store within Bourne Hall grounds as part of the operation of a Library of Things (LoT) at Ewell library, located in Bourne Hall.

Following consideration it was unanimously resolved to:

(1)           Agree to enter into a legal agreement at nil rent for 5 years with a 2 year break clause (terminable if the Library of Things (LoT) ceased to operate from Bourne Hall) direct with Epsom and Ewell Climate Action Network (EECAN) for a police approved outdoor store for the LoT, dependant on planning permission being obtained, noting the health and safety risks and legal issues highlighted in this report and agreeing the mitigation measures form part of the legal agreement.

(2)           Delegate authority to the Head of Property and Regeneration, Interim Assistant Head of Service for Venues and Community Commercial Services and Chief Legal and Monitoring Officer to agree the final legal arrangements.

A member of the public provided a verbal statement to this item.

The Committee considered a report that presentedthe proposed plan by a third party, Epsom and Ewell Climate Action Network (EECAN), to set up an external store within Bourne Hall grounds as part of the operation of a Library of Things (LoT) at Ewell library, located in Bourne Hall.

The following matters were considered:

a)             Materials for the structure: It was noted that there was some concern about the use of wood, rather than metal, for building the structure.  The Chair stated that a wooden structure was given planning permission, but it was felt that this would not be appropriate in the location as there had been a history of break-ins, vandalism and arson. Therefore, the lease would state that the structure had to be approved by the police.

b)             Length of term of agreement: A Member queried why the lease was not for five years rather than two as recommended and asked for this to be changed. The Deputy Chief Executive explained that legal had requested a two-year agreement due to it being a new group and that it could have an extension written in but that would need to be agreed by legal.  Members discussed how extending the legal agreement would assist with taking on volunteers and show commitment from the Council. Cllr McCormick proposed an amendment to recommendation one in that the legal agreement be for five years with a two-year break clause.  This was seconded by Cllr Geleit.  Six Members voted for this amendment, so the amended recommendation was adopted.

c)             Best Value: A Member stated that paragraphs 3.3 and 9.2 seemed to conflict in relation to best value and sought clarification.  The Deputy Chief Executive stated she would get legal advice after the meeting.

Following consideration it was unanimously resolved to:

(1)           Agree to enter into a legal agreement at nil rent for 5 years with a 2 year break clause (terminable if the Library of Things (LoT) ceased to operate from Bourne Hall) direct with Epsom and Ewell Climate Action Network (EECAN) for a police approved outdoor store for the LoT, dependant on planning permission being obtained, noting the health and safety risks and legal issues highlighted in this report and agreeing the mitigation measures form part of the legal agreement.

(2)           Delegate authority to the Head of Property and Regeneration, Interim Assistant Head of Service for Venues and Community Commercial Services and Chief Legal and Monitoring Officer to agree the final legal arrangements.

Cllr Steven McCormick declared that he had been copied into several emails regarding the Library of Things at Bourne Hall, but that he came with an open mind. The Chair stated that several other Members had also been copied into the emails.