Meeting documents
Board of Trustees of the Recreation Ground, Bath
Tuesday, 13th December, 2005
BATH RECREATION GROUND TRUST
Tuesday 13th December 2005
PRESENT -: Trustees: Councillors Jonathan Gay, Sir Elgar Jenkins OBE and Gerry Curran
10 ELECTION OF CHAIR
RESOLVED: That Councillor Jonathan Gay be elected Chairperson.
11 EMERGENCY EVACUATION PROCEDURE
The Chairperson drew attention to the emergency evacuation procedure as set out on the Agenda.
12 DECLARATIONS OF INTEREST
There were no declarations of interest made.
13 TO ANNOUNCE ANY URGENT BUSINESS AGREED BY THE CHAIR(PERSON)
There were no items of urgent business.
14 QUESTIONS AND STATEMENTS
Statements were made by the following people who had given notice prior to the meeting: Mr Gilson and Mr Hooper.
Full copies of the statements are available for inspection on the Council's minute book which is held at Democratic Services, Riverside, Keynsham.
The Chairperson informed Members of the public that he would give them the opportunity to speak or ask questions relating to each Agenda item. The Chairperson requested that these contributions be limited to three minutes only.
15 MINUTES: TUESDAY 10th MAY 2005
RESOLVED: That the minutes of the Trust meeting held on Tuesday 10th May 2005 be confirmed as a correct record and signed by the Chairperson.
16 THE RECREATION GROUND (REC), BATH - LETTINGS UPDATE
The Trustees considered the following points during discussion: that the Forever Friends Appeal would be charged for using the Rec; the charge was for the period of time that use of the Rec by others was disrupted; that Councillor Brinkhurst wanted to hold a community event involving families and raising money for charity; and that marching bands did not damage the surface of the Rec.
RESOLVED: That the Trustees:
(1) Note the report; and
(2) Agree in principle for the Forever Friends Appeal to use the Rec subject to Council officer negotiations involving conditions of use and liability; and
(3) Ask Council officers to report back at a future meeting on the negotiations with the Forever Friends Appeal.
17 THE RECREATION GROUND, BATH - RENEWAL OF LEASE OF LAND TO BATH RUGBY
A Member of the public informed the Trustees that there would be a meeting between the Pultney Street Residents Association and Bath Rugby Club on Tuesday 7th February 2006 in the Clubhouse at the Rec. The meeting would start at 6pm.
RESOLVED: That the Trustees:
(1) Agree to a new lease to Bath Rugby of the land for the temporary East Stand to last until May 2008; and
(2) Authorise the Trust Advisors to negotiate the terms of such a lease.
The motion was moved by Councillor Sir Elgar Jenkins OBE and seconded by Councillor Gerry Curran. The vote was unanimous.
18 LEASE TO BATH DRAMA CLUB - LEASE RENEWAL
A Council Officer advised that the Drama Club's lease expired in July 2005 and that the Club was entitled to a five year extension.
The Trustees considered: whether to grant a further five year lease or opt for a twenty year lease with the option of a clause to review the lease every five years; and whether the Club was open to anyone who wished to join.
RESOLVED: That the Trustees agree to the grant of a lease renewal to the Bath Drama Club for twenty years subject to break clauses every 5 years in favour of the Trust, on terms negotiated by the Trust's Advisors, and the Club being open to all in the community.
The underlined amendments were included at the request of Councillor Sir Elgar Jenkins OBE.
The motion was moved by Councillor Sir Elgar Jenkins OBE and seconded by Councillor Gerry Curran. The vote was unanimous.
19 OUTTURN REPORT FOR 2004/05 AND CURRENT FINANCIAL POSITION
In response to questions from a Member of the public, a Council Officer advised the Trustees about how the accounts had been produced. The Chairperson confirmed that the Council's Resources Director had written to the Charities Commission asking for further information of costs incurred by the Receiver/Manager.
The Committee considered the following points during the discussion: that there was a statutory obligation for the Trust's accounts to be externally audited because of the level of annual turnover; that any increase in the use of the Rec must be sustainable; and the importance of getting an itemised breakdown of costs.
The Trustees asked Council Officers to: provide information about car parking charges on the Rec; and to look into the Trust's rate costs in regard to its status as a charity.
RESOLVED: That the Trustees:
(1) Approve the financial accounts for 2004/05 to be submitted to the Charity Commission;
(2) That the Trust authorises the Deputy s.151 officer to appoint external auditors for the accounts;
(3) Note the budget requirement for 2005/06;
(4) Note the current financial position;
(5) Note the draft budget estimate for 2006/07;
(6) Use the Freedom of Information Act to ask the Bath Recreation Ground Trust's Manager to provide detailed information about costs incurred; and
(7) Through an independent solicitor's letter, ask the Bath Recreation Ground Trust's Manager to provide detailed information about costs incurred.
The underlined amendments were included at the request of Councillor Sir Elgar Jenkins OBE.
The motion was moved by Councillor Gerry Curran and seconded by Councillor Sir Elgar Jenkins OBE. The vote was unanimous.
The meeting ended at 3.30pm
Chair(person)
Date Confirmed and Signed
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