Agenda and minutes

The Chair will draw attention to the emergency evacuation procedure as set out under Note 6.

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

There were no apologies for absence

To receive any declarations from Members/Officers of personal or prejudicial interests in respect of matters for consideration at this meeting.  Members who have an interest to declare are asked to:

a)  State the Item Number in which they have the interest;

b)  The nature of the interest;

c)  Whether the interest is personal, or personal and prejudicial.

Any Member who is unsure about the above should seek advice from the Monitoring Officer prior to the meeting in order to expedite matters at the meeting itself.

There were no declarations of interest made

There were no items of urgent business

Questions had been submitted by Steve Osgood and Ian Barclay, for reply at the meeting.  The Chair referred to the purple Q&A sheet [attached as Appendix 1 to the Minutes] which had been placed in the public gallery before the meeting.  The Chair at his prerogative agreed to accept supplementary questions and these, together with the answers provided, are included in the published Q&A sheet.

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

o Worthy Gilson [a copy of the statement, including additional material not spoken at the meeting but submitted for consideration by the Trustees, is attached as Appendix 2 to the Minutes but not available on the web]

o Keith McGarrigle [attached as Appendix 3 to the Minutes but not available on the web]

o Tony Hooper [attached as Appendix 4 to the Minutes but not available on the web]

Councillor Watt responded to Keith McGarrigle's point about the new cricket pitch by observing that the pitch had not been created for a single match, but after bedding in would be used next season for top class cricket.  He was surprised to hear that the gates had occasionally remained unlocked and promised to pursue this.  He pointed out that the parking issues were equally true of the croquet club as the rugby club and assured those present that it was the intention of the Trustees to ensure that parking would be properly enforced in future.

Councillor Watt, in response to Tony Hooper's statement, observed that the disposals referred to had taken place in 1995 – 15 years ago; were conducted by Bath City Council – a different authority from the one now being criticised; and that the current Trustees had held office only since 2007 so could not be held accountable for the actions of previous Trustees.

To be confirmed as a correct record and signed by the Chair.

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

RESOLVED that the Minutes of the meeting of 14^th April 2010 were confirmed as a correct record and signed by the Chair

This paper gives the Trustees an update on general management issues at the Recreation Ground.

The Chair asked the Strategic Director (Service Delivery), in his capacity as Trust Board Advisor, to introduce the item.

The Chair invited comments from the public.

Keith Davies said that he had an interest in ballooning and would like to know how many people would constitute a group large enough to be allowed to book the grounds for a flight.

Councillor Watt referred to paragraph 4.1 of the report, relating to balloon flights.  He observed that ballooning was incompatible with certain other activities, particularly where the other activities were charitable and the ballooning was commercial in nature.  It had been unacceptable that on one occasion a balloonist had interrupted a legitimate booking to use the grounds for take-off.  However, balloonists could make a block booking, at the usual rate, so long as no charitable activity would be displaced.

Councillor Pritchard suggested that the Trustees could indicate their intention of continuing to allow ballooning, but at an increased fee of £50, not including any parking rights which would need to be negotiated separately.

Councillor Hawkins supported this.

Councillor Watt asked the Trust Board Advisor to explore ways of devising a package which would include ballooning rights and a specified number of inclusive parking places.

Councillor Watt then referred to paragraphs 4.2 of the report.  He pointed out that the proposals already had planning approval in principle but now required the agreement of the Trustees.  None of the proposals would require a disposal, so all could be decided at this meeting.  He said that the Trustees would need to know whether the proposed scoreboard screen would swing round to enable it to be used for other events as well as cricket; and whether it would display advertising.

Councillor Pritchard said that any request to be allowed to display advertising must be subject to permission from the Trustees.

Councillor Watt asked the Trust Board Advisor to investigate existing controls over advertising on days other than match days.

Councillor Watt then referred to paragraphs 4.3 of the report, relating to grounds maintenance.  He explained that there were two groundsmen, with different briefs, which led to confusion.  There was an urgent need for a review of the use of resources with the aim of improving the service provided.

Councillors Hawkins and Pritchard agreed.

Councillor Watt referred to paragraph 4.4, relating to the letter from the Charity Commission.  He asked the Legal Advisor to provide a context.  The Legal Advisor explained that the Commission's two orders, described in the report, would remain in effect "until further review" and that the Trustees had an option to challenge this.

Keith Bray (Independent Advisor) observed that it would not be timely to challenge the orders while other negotiations were being pursued.

On a motion from Councillor Vic Pritchard, seconded by Councillor Chris Watt, it was

RESOLVED

(1) To note the report;

(2) To confirm their intention to continue to allow balloon flights to operate from the Recreation Ground and to ask the Strategic Director for Service Delivery to prepare  ...  view the full minutes text for item 34.

This report outlines the current administrative arrangements for the Recreation Ground affairs and suggests a dedicated resource.

Councillor Watt introduced the item by observing that the existing management of the Recreation Ground was spread across the Council and that a focused and coordinated approach was now required.

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

RESOLVED

(1) To agree in principle the appointment of a dedicated Trust Administrator to deal with the booking of events, co-ordination of maintenance activity, invoicing of event fees/parking permits and general management of day to day activities for the Trust;

(2) To ask the Trust Advisor to produce a Business Case and to bring it to the next meeting of the Trustees.

This report gives details of the Recreation Ground Outturn for the year 2009/10, and the proposed budget for 2010/11.

Councillor Watt pointed out that a replacement financial report had been provided which showed a slightly amended overdraft and an explanatory note.  Copies of the replacement document had been provided in the public gallery.

Councillor Watt asked if there were any questions from the public.

Keith Davies asked how the £1500 for locking gates had been calculated, since on occasions the gates had been left unlocked all night.

Councillor Watt said that he would investigate the circumstances in which this had happened.  He observed that £1500 worked out at about £1.50 per visit, which he felt was extremely good value.

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

RESOLVED

(1) To note the outturn for 2009/10; and

(2) To approve the budget for 2010/11.

This paper gives the Trustees an update on lettings since last reported to the Board at its April 2010 meeting.

Councillor Watt introduced the list of scheduled bookings published with the agenda and welcomed the fact that there was an increased use of the grounds for cricket amongst other things.

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

RESOLVED

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

(2) That the charging structure and process is reviewed by the Trust in October 2010 to evaluate the implications of these changes.

This is a verbal report only.

Councillor Watt gave a verbal update on negotiations with the Charity Commission and answered some questions.  He confirmed that the public benefit would be uppermost in the minds of Trustees when making decisions about the future.  He also gave an assurance that as soon as a negotiated long-term solution had been agreed with the Charity Commission, the beneficiaries of the Trust would be fully informed of the details.

In reply to a question about the appointment of additional Trustees from members of the public, Councillor Watt observed that this was the responsibility of Council, not of the existing Trustees.

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

RESOLVED

(1) To note the verbal report from the Chair.