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ITEM EX15

EXECUTIVE – 5 MARCH 2002

LETTING OF FLAT ABOVE WATLINGTON LIBRARY

Report by Director of Environmental Services

Background

  1. The County Council, as Trustee of the Charlotte Coxe Charity, holds 33 and 35 High Street, Watlington including the flat over Watlington Library. The Charity’s property and its income net of expenses, must be used for the benefit of the inhabitants of Watlington. 33 is currently occupied by Age Concern and 35 is used as the branch library in accordance with the terms of the charity.

  2. The flat has been empty for several years as the Charity has insufficient resources to fund its repair. It has therefore been necessary to find a way of securing repair without disposing of the asset. In 1996 Operations Sub-Committee approved a letting of the flat to Beacon Housing Association. However, Beacon lost their grant funding and the scheme did not proceed. Terms have now been agreed with another registered Social Landlord (Co-op Homes Services (Home Counties Ltd)) which has the necessary grant funding.

    3. Proposal

  3. The flat is in need of repair and requires an independent access. Co-op Homes will bear the cost of refurbishing the existing flat and build an independent external access to it. (The current access is through the Library.) The flat will have three bedrooms and one reception room. To comply with the terms of the Charity, Co-op Homes will first offer the flat to an inhabitant(s) of the Parish of Watlington. If there are no suitable tenants in the Parish, then it can be offered to people outside the Parish. The District Council as local housing authority will be involved in the selection of the tenant(s). The Director of Cultural Services and The Friends of Watlington Library are keen for the flat to be bought back into use.

    4. Authority

  4. The Council must comply with the provisions of Section 36 of the Charities Act, 1993. Therefore before a lease for more than 7 years can be granted, the Council as Trustee must first consider a report from a qualified surveyor certifying in accordance with section 36 of the Charities Act 1993 that the terms proposed are the best that can be reasonably obtained before authorising any letting. A copy of WS Atkins’ report under section 36 on the agreed terms is contained as an exempt Annex. The Council also needs to give public notice of its intention to lease the property. Notices will be placed in the Oxford Times, Watlington Library and on the Parish Council’s noticeboard if the Executive decide to proceed with this proposal. One month needs to be allowed for any representations to be submitted. If objections are received, it is recommended that they are referred to the Leader of the Council for consideration.

    5. Reasons Why the Annex is Exempt

  5. The information in the Annex is exempt because its discussion in public might lead to the disclosure to members of the public present of any terms proposed or to be proposed by or to the Authority in the course of negotiations for a contract for the acquisition or disposal of the property or the supply of goods or services. The Annex has only been circulated to Members and selected Officers as it particularly relates to the terms proposed by the Charity in the course of negotiations. The Executive will be recommended to exclude the public for detailed consideration of the Annex.

    6. RECOMMENDATION

  6. The Executive is RECOMMENDED to approve the letting of Watlington Library Flat to Co-op Homes Services (Home Counties Ltd) on the terms detailed in the Annex to the report, subject to any representations arising from the public notices of the proposed lease being referred to the Leader of the Council for consideration and final decision.

DAVID YOUNG
Director of Environmental Services

Background Papers: Nil

Contact Officer: John Wilby, Assistant Property Officer, Environmental Services. Tel: 815589.

February 2002

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