Meeting documents

55 EMERGENCY EVACUATION PROCEDURE

The Chair(person) drew attention to the emergency evacuation procedure as set out on the Agenda

56 DECLARATIONS OF INTEREST UNDER THE LOCAL GOVERNMENT ACT 1972

There were no declarations of interest made.

57 TO ANNOUNCE ANY URGENT BUSINESS AGREED BY THE CHAIR(PERSON)

There were no items of urgent business, although the Chair announced he would take the Charity Commission item as the last item on the agenda.

58 QUESTIONS AND STATEMENTS

Statements were made by the following people (where provided, copies have been placed on the Minute book);

o Jill McGarrigle

o Bob Calleja

59 MINUTES: THURSDAY 17TH JULY 2008

On a motion from Councillor Hawkins, seconded by Councilllor Pritchard, it was

RESOLVED that the minutes of the meeting held on Thursday 17th July 2008, including the exempt minute of the same meeting, be confirmed as a correct record and signed by the Chair(person).

60 UPDATE ON GENERAL MANAGEMENT ISSUES (Report 9).

Jo Long, Trust Board Advisor, drew attention to the car parking issues set out in paragraph 4.1 of the report. She added that, once the Traffic Regulation Order was in place, specific details on days/times etc would be fixed and then enforcement could begin to take place.

Councillor Watt confirmed the Trust's intention to regulate and enforce car parking on the whole site.

The Board discussed the Considerate Events Organisers Charter highlighted in paragraph 4.2. Councillor Watt explained that the Board had given a commitment to communicate more frequently regarding upcoming events and to promote the principles of the charter; the ultimate sanction being that if those principles were not adhered to, future bookings would not be taken from that organisation.

Councillor Watt explained that the list of future events would be put onto the Trust Board's website once a month and steps would be taken to ensure that the site was accessible via free access points in libraries etc. There would therefore be no onus upon the Trust or the Event organiser to notify interested persons about events.

On a motion from Councillor Hawkins, seconded by Councillor Pritchard, it was

RESOLVED

(1) To note the report and progress on car parking issues;

(2) To adopt the Considerate Events Organisers Charter; subject to minor amendments;

(3) That all future events would be published on the Board's website once a month starting from the beginning of November; and

(4) That this be reviewed in six months time.

61 LETTINGS UPDATE (Report 10).

Councillor Watt, introduced this report and mentioned another event which was not included on the list. The Trust had given approval for the ice-rink, previously sited in Queen's square, to be set up on the 5 a side courts for the Christmas season. The Trust will benefit financially from this. The organisers have also agreed that local children in foster care can have a free session.

The Trustees all supported this as a more appropriate site for the ice-rink.

On a motion from Councillor Pritchard, seconded by Councillor Hawkins, it was

RESOLVED to note the lettings situation.

62 UPDATE ON CHARITY COMMISSION (Report 8).

Councillor Watt gave an update on progress since the last meeting and explained that they would be moving into exempt session for the later part of the discussion. A submission had been made to the Charity Commission on 1^st August 2008 with in principle agreement regarding the terms of the long-term relationship with the Leisure Centre. At that stage, no such agreement had been reached regarding the Rugby Club. The Charity Commission's subsequent response had raised some further questions, none of which related to the Leisure Centre. Discussions have continued since then and a formal response has been received from the Rugby club expressing their wish to stay at the Recreation ground and giving in principle agreement to the terms. However, the Club have said that they are not able to enter into a long term agreement at this stage due to finance issues and have requested that decision on the outstanding issues be reserved until a future date. Councillor Watt was planning to respond to the Charity Commission by the end of this week.

On a motion from Councillor Watt, seconded by Councillor Hawkins, it was then

RESOLVED

that in accordance with the provisions of Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the following item of business because of the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act, as amended.