Agenda and minutes

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

The Administrator drew attention to the emergency evacuation procedure

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 was none

To consider any submissions received and decide what action to take, if any, on the matters raised therein. As the Questions and Answers will be circulated in written form, there is no requirement for them to be read out at the meeting. The Questions and Answers will be published with the draft Minutes.

The Chair informed the meeting that notice had been given of 4 Questions from Mr Peter Downey. The Chair read out the Questions and his replies. A copy of the Questions and Answers document (which was circulated at the meeting) is attached to these Minutes as an Appendix.

The Chair stated that Mr Downey had also given notice to make a Statement regarding the Recreation Ground Development. At the Chair’s request, Mr Downey made his Statement in which he referred to various matters. The Chair responded appropriately.

The Chair referred to a letter received from Jill McGarrigle objecting to the use of the Recreation Ground. He stated that a reply would be provided shortly.

To approve as a correct record the Minutes of the previous meeting held on Thursday 1^st December 2011

To note the report of the Adviser to the Bath Recreation Ground Trustees relating to general management issues

The Board considered a report by the Adviser to the Bath Recreation Ground Trustees which provided an update on general management issues at the Recreation Ground. He reported on some of the issues included therein.

Members commented on the popularity of the Recreation Ground regarding bookings and the initiative taken to create a management process to reduce conflicts on the use of facilities between Bath Lacrosse and Bath Rugby when home fixtures coincide.

RESOLVED to note the report

To note the report of the Parks and Estate Manager relating to events and sports lettings

The Parks and Estate Manager submitted a report which provided an update on lettings made at the Recreation Ground since the report to the Board at its last meeting. He stated that the popularity of the Recreation Ground did produce problems in creating a programme of events.

The Chair commented on the booking process and was pleased that most conflicts could be resolved.

RESOLVED to note the report

To consider the report of the Assistant Management Accountant and the recommendation to (1) note the expenditure to 31^st March 2012 on (i) 2011/12 budget, and (ii) the strategic review; and (2) approve the budget for 2012/13

The Board considered the report of the Assistant Management Accountant which (1) gave details of the Recreation Ground spend to 31^st March 2012 against the agreed budget for 2011/12 and details of the strategic review spend to 31^st March 2012; and (2) recommended that (i) the expenditure to 31^st March 2012 on the 2011/12 budget and the strategic review be noted; and (ii) the budget for 2012/13 be approved.

The Head of Business, Finance and Pensions informed the meeting that the Budget for 2011/12 (Appendix 1) did not include outturn figures and that the Budget proposal for 2012/13 (Appendix 3) did not include management costs and there would be a further call on potential surplus.

The Chair stated that there would be a need to budget for extra resources but that the figures would need to be agreed when the outturn report was available.

In the light of this information, it was therefore:

RESOLVED (1) to note the expenditure to 31^st March 2012 on the 2011/12 budget and the strategic review; and (2) approve the budget for 2012/13 subject to final outturn figures being considered at the next meeting.

To consider the date of the next meeting of the Board

The Chair stated that the date of the next meeting would need to be agreed between Trustees and Officers.

(Note: Immediately after the meeting closed, the Chair announced that the date of the next meeting would be Thursday 26^th July 2012 at 6.30pm)