Keynsham Timeline Sub Committee
Thursday 4 June 2015, 2.00pm
Keynsham Town Council offices
Brian Vowles, Cllr Lisa O’Brien (Chair), Iris Lerpiniere, Judy Grant, Jo Swift,
Ann Cullis
In attendance – Diana Hatton (project manager); David Mackie
MINUTES
1. Apologies
Cllr Clive Fricker; Abigail Branagan (project manager)
2. Minutes of meeting 5 May 2015
One amendment: Minute 4 – BV does not wish to present at the KTC meeting
23 June. With this amendment, the minutes were approved.
3. Matters arising from minutes unless covered by agenda items
JG stated that she was uncertain about whether KTC should be approached
for a contribution to the project. LOB reminded the meeting that this would be
discussed in more detail under agenda item 6, and the comment was noted.
4. Quotes from suppliers – DH/AC and DM
AC summarised the quotes which have been received. In some cases these
are estimates, not formal quotes. Four suppliers were approached and three
have responded, as shown in the table on the next page. The table shows the
suppliers in order of preference, based on the quality of their work and their
relevant experience.
CF was thanked in his absence for his time and effort in discussing the project
with Robbin Engineering. They considered our request and thanked us for the
opportunity, but in the end declined to quote because the project is too
complex for their type of manufacturing – they would have to sub-contract and
this would increase their costs (and therefore ours).
DH noted that the estimate received from Parc Signs has been negotiated
down from an initial figure which was considerably higher.
DM, DH & AC opinion is that Parc Signs and Cut-Tec are both good, and their
joint recommendation is Parc Signs.
Supplier
Ranked in order of
preference, based on
quality and experience
1/ Parc Signs
NB estimate, not
formal quote
2/ Cut-tec
Fabricate &
deliver
Installation
Total
(figures
rounded up)
£55,645 + vat
Est. £1,000
£57,000
£50,000 + vat
Est. £1,000
£51,000
3/ Culzean Engraving
£36,675 + vat
NB anodised
aluminium: a
lower-quality
material: not
preferred
-
Delivery tbc;
installation est.
£1,000
£38,000
-
No quote:
see note
below
4/ Robbin Engineering
The AAG discussed whether there were any options for reducing costs: for
example, by slightly reducing the size of the panels, or deferring Panel 9
(maps) to a later date.
Following discussion it was agreed that the AAG do not wish to make any
changes to the size or number of the panels, and that the group re-confirms
the decisions made at the 17 March 2015 meeting when the designs were
signed-off:
Stainless steel, laser-etched – no change
Designs as signed-off – no change
Size of panels – no change
LOB noted that we previously agreed the need for small panels or roundels at
the end of each planter, with the name of the school and the century/period for
each panel. LOB requested DM to consider design of these.
The group discussed what type of introductory interpretation panel was
needed at pavement level (to right as you face the steps, where the path
starts). Following discussion, it was agreed that this should include the list of
all seven schools, the dates of the project (2014-16) and the age-groups of
the children involved. Any further interpretation would be provided in a leaflet.
LOB asked DM to consider the font for this panel. It was noted that the
interpretation panel could be manufactured locally.
LOB asked DH to enquire whether the timber needs any treatment if there is
to be delay before the panels are fixed on to it.
Action DH to contact Jake Williams in B&NES Project Management
Action AC to update Derek Quilter of the reasons for delay to the project and
the planned fund-raising.
5. Budget and fundraising
AC noted that DM’s fee will be £6,000 to produce CAD drawings and to
oversee the fabrication and installation.
LOB reminded the meeting that B&NES Council has already contributed
£100K to the Clocktower project, and £30K for the Timeline. LOB stated that
in her view it is not realistic or appropriate for B&NES Council to contribute
anything more than this.
If we select Parc Signs, the costs are:
£57,000 including installation
£6,000 artist fee
Total = £63,000
The amount to be raised is therefore £33,000 and LOB suggested that this is
rounded-up to £35,000 to allow contingency.
DH and AC indicated that there are a number of options for applying for
external funding, including Heritage Lottery Fund and Awards for All. The
£30K already set aside by B&NES is an excellent basis for any application.
DH advised that applications could be made in the name of KTC in
partnership with Keynsham Civic Society and Keynsham Local History
Society. AC can research and write the applications. LOB suggested
approaches also be made to: Quartet Community Foundation, the Roper
Family Trust, and landfill companies’ charitable trusts.
KTC may be able to make a small contribution, and this will be considered at
the KTC meeting on 23 June. DH noted that a contribution from KTC would
increase the chances of gaining lottery funding, as they look for evidence of
local commitment to a project.
Fund-raising work will take some time. Applications can be researched and
written June-December, aiming to achieve all the budget needed by March
2016. The Timeline could then be fabricate and installed in spring/early
summer 2016 – putting back the project about 9 months from our original
timescale.
Action AC to research and plan fund-raising
AC noted that we cannot place an order with a supplier until we have secured
all the budget required. AC’s opinion is that all suppliers are likely to hold their
quotes at or very close to current prices, unless there is an unexpected
increase in raw materials costs.
Action DH to contact Parc Signs to confirm our serious interest and indicate
our timescale.
6. Report to Keynsham Town Council 23 June
The draft report was circulated with the agenda. Following discussion a
number of amendments to the draft were suggested and agreed.
Action AC amend the report and send to JS on 5.6
The report will be presented by JS. AC will attend the meeting in case of any
detailed or technical queries. DH and DM do not need to attend. LOB will
bring the portfolio of designs for reference.
7. AOB
Schools
It was suggested that we should update the head-teachers about the revised
timescales.
Action DH draft letter to schools for LOB to send
Press release
LOB and JS will work on a press release for The Voice to go out after the KTC
meeting 23.6. The press release will say that the designs have been signed
off, fund-raising is in hand, and installation will be in 2016.
Action LOB/JS draft press release
8. Date of next meeting
It was agreed that there is no need for a meeting until September.
Date of next meeting tbc
Minutes - Keynsham Timeline sub-cmtee 040615