Meeting documents

10 EMERGENCY EVACUATION PROCEDURE

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

11 DECLARATIONS OF INTEREST UNDER THE LOCAL GOVERNMENT ACT 1972

There were no declarations of interest made.

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

There were no items of urgent business.

13 QUESTIONS AND STATEMENTS

Statements were made by the following people and, where provided, are available on the Minute book;

o Worthy Gilson

o Keith McGarrigle

o Tony Hooper

o Tony Crombie

Two questions had been submitted by Agnes Melling and responses were circulated and are available on the Minute book.

14 MINUTES: WEDNESDAY 14TH OCTOBER 2009

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

RESOLVED that the minutes of the meeting held on Wednesday 14th October 2009 be confirmed as a correct record and signed by the Chair(person).

15 UPDATE ON GENERAL MANAGEMENT ISSUES (Report 8).

The Chair started the discussion on this item by opening it up for questions from members of the public which are briefly summarised below;

Worthy Gilson asked why the chestnut tree at the end of Johnstone Street had not yet been pollarded. The Chair agreed this needed to take place and asked officers to investigate and action.

Keith McGarrigle asked who had responsibility for the willow trees in the South West corner. The Chair responded that it was the Rugby club. In total, 5 trees would be going in including replacement of two lime trees that needed to come out as they were damaging the wall.

In response to a question from Agnes Melling about car parking, the Chair explained that there were only two bases under which people could park;

o In connection with a legitimate activity;

o Where the Trust have deemed it appropriate to generate income to pursue its charitable purposes.

No member of the public has any right to park at the Recreation ground unless it falls into one of the above categories. With regard to enforcement, the Chair explained that this would be starting in February. All legitimate users would get a pass and it was hoped that enforcement would lead to a reduction in abuse of parking, and less traffic on the approach roads.

Keith McGarrigle asked why there had been a delay between the approval of the Traffic Regulation Order and the start of the enforcement. The Chair explained that proper notice had needed to be given to the clubs, plus it took a bit of time to get the passes printed and ensure that staff were fully trained regarding their conditions.

The Chair clarified the position regarding the amount of passes that the Rugby Club hold. He further explained that the Trust receives all the income from the sale of the passes and the Council enforces the parking and keeps the funds. This discussion prompted a request from a member of the public that parking income could be reported to future meetings and led to the resolution below.

In response to a question regarding income received from the Leisure Centre, the Chair explained that the Trust receives no income from the Leisure Centre as it recognised the cy-pres condition in place. There was an issue about people using the Leisure Centre car park for activities not in connection with the charitable intentions of the Trust and these were being worked through; it was hoped that the final agreement would secure income for the Trust where appropriate.

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

RESOLVED

(1) to note the contents of the report; and

(2) to request that a parking income line be included in future financial monitoring reports.

16 FINANCIAL MONITORING REPORT 2009/10 (Report 9).

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

RESOLVED

(1) To note the spend to date for 2009/10; and

(2) To note the current spend on the Strategic Review and overdraft position.

[Please note the resolution from the previous minute regarding car parking income]

17 LETTINGS UPDATE (Report 10).

Peter Downey highlighted some inaccurate details regarding two upcoming bookings and officers undertook to follow up.

The Chair informed the meeting that he had received a request from the City of Bath Petanque club for a piste to be permitted on the Recreation Ground. In his view, it fitted in with the charitable objects of the Trust. He welcomed the opportunity to bring a new club to the Recreation ground and establish a relationship on a footing that supports the delivery of the Trust's charitable objects. The other Trustees welcomed this opportunity for a new sport on the Recreation ground.

Mr Grimes spoke on behalf of the Petanque club and outlined the potential sporting opportunities that the club could offer regarding training, regional activities etc.

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

RESOLVED

(1) to note the position with the lettings update; and

(2) to grant delegated authority to the officers of the Trust, in consultation with the Trustees, to seek to accommodate the City of Bath Petanque club by developing proposals regarding the area, lighting etc to be brought back to the Board for approval. [The lease to be developed to serve as an actual lease, as well as a model lease for future arrangements.]

[In moving the above recommendation, Councillor Pritchard accepted wording proposed by Councillor Watt for resolution (2)]

18 UPDATE ON PROGRESS WITH CHARITY COMMISSION (Report 11).

The Chair introduced this item by explaining that the Trustees welcomed the Rugby Club's recent activity in undertaking a meaningful and detailed evaluation of the full options open to them. Although recent press coverage had suggested the move of premiership rugby away from the Recreation ground, the Trust had received no indication from the Club that this was their clear intention. He went on to explain that even if the Club did decide to move rugby elsewhere, they will still have a 60 year lease and will want to make some use of it.

In response to a question regarding the implications, including financial, of the Rugby Club taking the game elsewhere, the Chair explained that the Trustees were currently looking into this and would need to move into exempt session today to pursue these discussions. It might be possible to re-visit the part of the Strategic Review that was based around the Club not staying and, if it was possible to bring some of this information into the public domain, that would be done so.

In terms of actual progress with the Charity Commission, the Chair explained that the Commission, the Trust and the Council were ready to move forward but they were waiting for the Rugby club to make a decision.

On a motion from Councillor Pritchard, 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.

[Councillor Pritchard left the room at this point for the remainder of the meeting, due to the need to attend another engagement]