SCACT Paddock Garden STC Monday 10 April 2017 Present: STC: SCACT: Trevor Savage Town Clerk and Sue Woodford Civic Administrator Sir Robert Fry, John Baulch, Chris Mitchell, Triff Skepelhorn and Robert Upstone Notes of Meeting 1.0 Notes/Minutes 1.1 It was agreed to record key points arising from this meeting and to make them available to the Working Group, all other Council members and to the wider public via the Paddock Project social media network and website once approved. 1.2 It was considered important to keep the public engaged and so maintain their interest as the project continues. 2.0 Mr Robert Upstone 2.1 Robert was introduced, a specialist in the management of galleries with experience in all sectors, including commercial. His role is to advise SCACT on all matters relating to gallery management, including the transportation of valuable works of art when setting up exhibitions with pieces lent by other galleries. 3.0 Access Issues 3.1 John Baulch (architect) outlined the four alternative options considered by SCACT to enable the delivery of large works of arts to the Gallery that might avoid the need to breach the West wall of the Paddock Garden. 3.2 Option 1- access from lower end of the garden (Bretts area). This is problematic because it would conflict with the roots of the Chestnut tree and it would spoil the option for a garden and seating area at that point of the site. 3.3 Option 2 The level of the upper gallery is the same as the point at which it was proposed to breach the west wall (ie half way down the length of the Paddock Garden), it then drops away so any entrance made at the lower level within the curtilage of the site will result in the necessity for a large industrial lift within the building which will impose restrictions on the size of larger exhibits that can be shown. 3.4 Option 3 To breach the wall and make an entrance adjacent to the west side of the building, again a problem with levels, although not as significant, but also a problem with exposure to exhibits resulting in health and safety, traffic and security concerns. 3.5 Option 4 To flip the floor levels of the gallery so that the main exhibition space for larger items is at the lower level. This causes problems with ceiling heights and the buildings relationship with the outside space, so not a practical solution.
3.6 Robert Upstone outlined the conditions under which lenders normally loan pieces of valuable art work. An established gallery with a good reputation will find it easy to borrow, but a new gallery attempting to establish its reputation will need to have everything in place to ensure secure transit and be able to satisfy the lenders that the art will be in safe hands. 3.7 Ideally the transition from lorry to gallery is done within the curtilage of the site behind closed gates, away from the public and traffic. Reference was also made to keeping to a minimum the time an exhibit is not in a gallery so as to avoid the work being stored in less satisfactory conditions. The decision whether or not to lend will be partially based on a review the site and the transport arrangements. 3.8 Trevor Savage suggested that the lorries might enter the site at the lower level (opposite side to the Paddock Garden), be enclosed within the site and then unload the art works using a hired scissor lift (this process is used for the transportation of valuable horses on and off lorries and planes). SCACT agreed to consider this suggestion and John Baulch conceded that it may well be possible by making a disguised aperture at the upper floor level resembling cladding, the only drawback being that the tree roots will make the use of a recessed scissor lift very difficult or impossible. Chris Mitchell suggested the installation of a heavy industrial scissor lift to be built into a pit at the back of the gallery which would rise up when needed (Thunderbird style), this would minimise the loss of floor space but would be at the low point of the Gallery and so not suitable for tall exhibits. 3.9 Sir Robert Fry stressed the ambition of SCACT is to build the proposed Gallery to the best possible standard, not to build in any limitations or compromise on quality. In order to be able to satisfy the lenders and borrow valuable works, everything has to be in place at the start. Chris Mitchell added that in order to generate sufficient revenue to run the gallery and cover fixed costs, the gallery would need to house high quality exhibits to attract the visitors and generate income. ACTION SCACT will look into the option of exhibit access from the side of the gallery fronting the road utilising the provision of a mobile hired scissor lift or the provision or a built in lift stored below floor level. 4.0 Parking 4.1 SCACT parking assessment for the gallery identified the need for an additional 65 parking spaces not the rumoured hundreds. SCACT have identified the need to find alternative parking provision during peak periods with extra visitor numbers on the opening of new exhibitions. 4.2 SCACT have approached the Gryphon School and Sherborne Castle Estates to enquire about the use of their car park areas to be used in conjunction with a shuttle bus, also the Terrace Playing Field on a similar basis is of interest. The use of the Sherborne Boys and Girls school, especially in the school holidays was suggested, as this is town centre and would encourage visitors to explore the town. 4.3 Coach parking was also considered with the only formal coach parking allocation currently available at the lower Culverhayes car park. The Terrace Playing Field could be a strong option. 4.4 Trevor Savage referred to the revised parking arrangements for Sherborne worked up by Balfour Beatty with DCC which will be the subject of a public consultation exercise on 25 May 2017 between 2.00 p.m. and 8.00 p.m. at the Digby Hall. This may impact on the on-street parking and use of car parks and could therefore affect the parking requirements for the project presently under consideration by SCACT. ACTION SCACT and DCC/Balfour Beatty to liaise to enable SCACT to revise their parking model on the basis of the revised parking scheme being proposed for Sherborne.
5.0 South Wall 5.1 The situation of the proposed gallery within the lower paddock site is largely governed by the Chestnut Tree. SCACT have established that the tree is a healthy specimen and therefore it has to be preserved and care taken not to disturb the roots. 5.2 In order to meet the standards required for the gallery (as mentioned previously) the building also has to have sufficient floor space. It is for these reasons that the proposed building abuts the Paddock Garden and would ideally form an integral space. 5.3 SCACT emphasised their desire to create the combined space, the main purpose of all these discussions being the definition of the relationship between the Gallery and the Paddock Gardens. 5.4 Trevor Savage believes that the majority of Members are reasonably satisfied with the proposals for the south wall due to the low stone walls running the full width of the building and the reduction of the glass frontage onto the garden broken up with the introduction of sections of stone wall. It was agreed that that the actual design of the Gallery will form part of the planning considerations. 6.0 Pre-Planning Documentation 6.1 John Baulch is preparing a pre-planning document which is at first draft. It is hoped that SCACT will meet with WDDC Development Control team and get feedback on the proposals. SCACT stated that STC representation on the team meeting the planners would be welcome. 6.2 It was understood that the pre-planning discussion with WDDC needed to run concurrently with the SCACT/STC deliberations on the Paddock Garden. 6.3 Sir Robert Fry suggested that an end-date is established when STC is required to make a final decision on the terms on which it might agree to SCACT s use of the Paddock Garden and any changes to the garden which result. SCACT were informed of future STC meeting dates of 19 June, 17 July (no August meeting) and 18 September. STC s meeting scheduled for 17 July was suggested by SCACT as the most suitable meeting at which this might be an agenda item. 7.0 Town Council Decision 7.1 If STC is to agree at the 17 July meeting, the core issues to be addressed are the West Wall, Traffic/Parking and the management of the Paddock Garden. 7.2 SCACT is looking at means by which it can avoid the breach of the west wall and at addressing possible parking issues. 7.3 However, SCACT were adamant that they required control and management of the garden in order to run it as an integrated space. If they are investing in the gallery project then the garden is an essential component part and is important to the visibility of the gallery; it will be hard to proceed if it is not under the control of SCACT and the gallery project team.
7.4 It was pointed out that the garden will be a transformed space and will have a very different feel/perspective if it is integrated with the gallery and is no longer a walled garden but a walk through area as originally planned with the existing gate opening in the south west corner of Paddock garden. SCACT have previously offered STC representation on a proposed Garden Management Group/Body and that position remains. 7.5 Reference was made to the ownership of the garden and Trevor Savage confirmed STC s view that ownership is not up for debate, it remains with STC, stewardship might be a different matter. 7.6 SCACT are finding it difficult to understand why some members of STC are reluctant to give up management and control of the garden, especially since they (SCACT) respect the garden and all that has gone into it and are keen to maintain and improve the space. Triff Skepplehorn pointed out that there may be issues of perception that need addressing, so that SCACT do not appear as if they have a Swag Bag and are just nabbing it, which is not how it should be seen. 7.7 It was pointed out that STC Members do not only have to have regard for their own views, but also feel a strong moral responsibility towards those that elected them. This may be why some wish to protect the garden and retain management of what is, and could continue to be even if integrated with a gallery, a public open space created by and enjoyed by the residents. 7.8 SCACT representatives were reminded that the garden was created as recently as 12 years ago and the majority of those who contributed are still residing in Sherborne and many still use the garden. 7.9 Trevor Savage stressed the need for SCACT to make it much clearer, to the point of listing the reasons, why they wish to have control over the management of the gardens. This would enable the STC Members to make an educated decision. ACTION SCACT to develop a case together with listed facts on why they feel they need to control and manage the garden to enable STC to make an educated decision on whether they should wish to relinquish Town Council control. 7.10 As a compromise to mitigate a handover of control of the gardens from STC to SCACT, Sir Robert Fry suggested a framework is set up so that STC is consulted on any material changes to the gardens. It was agreed that STC were unlikely to have any objections to events taking place in the garden whether organised by the Gallery or other parties. 8.0 Pods 8.1 It was noted that STC were in agreement with the trial of a pod in the garden during the construction process, this pod would educate the public on the construction of the gallery and what the future holds for the site. However, STC were not generally in favour of pods and it was something SCACT had previously indicated that they would abandon for the foreseeable future. 8.2 It was suggested the word pod has the wrong connotations, so in the interests of the project it was suggested that no pod would be installed at any stage without STC s prior consent.
9.0 Future Actions 9.1 Access ACTION SCACT will look into the option of exhibit access from the side of the gallery fronting the road utilising the provision of a mobile hired scissor lift or the provision or a built in lift stored below floor level. 9.2 Parking ACTION SCACT and DCC/Balfour Beatty to liaise to enable SCACT to revise their parking model on the basis of the revised parking scheme being proposed for Sherborne. 9.3 Management of Garden ACTION SCACT to develop a case together with listed facts on why they feel they need to control and manage the garden to enable STC to make an educated decision on whether they should wish to relinquish Town Council control. 10.0 Correspondence 10.1 Trevor Savage provided Sir Robert Fry and Chris Mitchell with a letter from a member of the public who was asking a number of questions on the following: 10.1.1 The Objectives of SCACT and whether they were acceptable for the Paddock Project. 10.1.2 The Land transfer from Dorset County Council to SCACT 10.1.3 Dorset County Councils power of veto on the use of the land 10.1.4 SCACT members, trustees and directors governance 10.1.5 Land Registry clarification regarding Paddock gardens and SCACT site 10.1.6 Community use of the proposed Gallery 11.0 Date of Next Meeting 11.1 It was felt that with the actions identified in section 9 above progressed the date of Friday 12 May 2017 as a suitable date for SCACT representatives to meet with STC s Working Group. 11.2 Trevor Savage stated he would share this date with the Working Group.