Agenda and minutes

The Administrator drew attention to the emergency evacuation procedure

At this point in the meeting declarations of interest are received from Members in any of the agenda items under consideration at the meeting. Members are asked to indicate:

(a) The agenda item number in which they have an interest to declare.

(b) The nature of their interest.

(c) Whether their interest is a disclosable pecuniary interest or an other interest,  (as defined in Part 2, A and B of the Code of Conduct and Rules for Registration of Interests)

Any Member who needs to clarify any matters relating to the declaration of interests is recommended to seek advice from the Council’s Monitoring Officer before the meeting to expedite dealing with the item during the meeting.

The Chair informed the meeting that Questions had been lodged by the Ward Councillor Manda Rigby and these and the replies had been circulated (a copy has been included in the Minute Book and is attached as Appendix 1 to these Minutes)

The Chair announced that notice of statements had been given by 4 members of the public (the Public Questions and Statements document is attached as Appendix 2 to these Minutes). At his request, they proceeded to make their statements (copies of statements, where provided, are included on the Minute Book). The Chair stated that notice of Questions had been received from Ms Rachel Hushon but that these were received outside the due notice period. He requested that a copy of Councillor Rigby’s similar Questions be sent to Ms Hushon. Replies to the Questions would be sent to her within 10 working days.

To approve as a correct record the Minutes of the meetings held on Thursday 4^th October and Thursday 29^th November 2012

The Minutes of the meetings held on 4^th October and 29^th November 2102 were confirmed as an accurate record and signed by the Chair

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

The Board considered the report of the Adviser to the Bath Recreation Ground Trustees which provided an update on general management issues at the Recreation Ground.

The Chair expanded on these issues relating to the draft scheme for the Recreation Ground published by the Charity Commission, tree works undertaken, general maintenance and grounds maintenance. With regard to the issue of the Town or Village Green application, the Trust had lodged an objection to the application submitted to the Council as Registration Authority (a copy of the objection letter was attached as an Appendix to the Report). The Adviser to the Bath Recreation Ground Trustees stated that the process for considering the application was not the responsibility of the Trust and would be managed completely independently of the Trust by the Council’s Rights of Way Team.

The Board noted the report.

To note the report of the Parks and Estates Manager relating to lettings at the Recreation Ground

The Board considered the report of the Parks and Estate Manager which provided an update on lettings made at the Recreation Ground since the last report to the Board at its meeting on 4^th October 2012.

The Chair introduced the report and referred to extra cricket bookings which would provide additional income. Councillor Tim Ball mentioned the 5 day cricket event arranged for August and considered that the varied sports programme arranged for this year would be enjoyed by many residents.

The Board noted the report.

To (1) approve the works and consequent expenditure for the Repairs and Maintenance Programme as outlined in the report; and (2) note the schedule of long term works proposed for the period 2013 to 2017 with a view to carrying them out as soon as finances permit

The Board considered the report of the Senior Valuation Surveyor regarding the proposed repairs and maintenance programme for the Recreation Ground which included the roles and responsibilities to cover Health and Safety requirements.

The Chair commented briefly on the report.

The Board approved the recommendations.

RESOLVED to

(1)   Approve the works and the consequent expenditure regarding the repairs and maintenance work required in 2013/14, the annual health and safety and repairs and maintenance inspections, the annual tree inspections and the weekly health and safety and repairs and maintenance inspections; and

(2)  Note the schedule of long term works proposed for the period 2013 to 2017 with a view to carrying them out as soon as finances permit.

To agree to the start of preparatory work for a Management Plan for the Trust’s land

The Board considered the report of the Parks and Estate Manager regarding a Management Plan to guide the use and development of the Recreation Ground.

The Chair introduced the report. Preparatory work would be undertaken to gather and analyse basic information. A further report would then be brought back to the Board with more detailed proposals and cost estimates for completing a Management Plan. The Plan would be needed whether or not the Draft Scheme for the Recreation Ground was confirmed. He commented that the Plan would also include the Lambridge Rugby Ground. The Adviser to the Recreation Ground Trust Board considered that this would provide a positive start to provide the best range of uses for the Trust’s land.

The Board approved the recommendation.

RESOLVED to agree to the start of preparatory work for a Management Plan for the Trust’s land.

To (1) approve the design and structure of the new website; (2) endorse the initial cost of the new website and approve the on-going hosting and domain name costs; (3) approve the proposed arrangements for managing the site; and (4) support the evolutionary development and improvement of the site

The Board considered the report of the Recreation Ground Trust Project Adviser which referred to issues with the existing website which needed updating and transferring to a more modern software system. The opportunity had therefore been taken to redesign and restructure the website.

He gave a brief presentation of the website to the meeting describing the information that would be available. Arrangements for managing the site were set out in the report. Subject to final checking, the new website would be ready to go live. The Chair supported the proposals.

The Board approved the recommendations set out in the report.

RESOLVED to

(1)  Approve the design and structure of the new website;

(2)  Endorse the initial cost of the new website and approve the on-going hosting and domain name costs;

(3)  Approve the proposed arrangements for managing the site; and

(4)  Support the evolutionary development and improvement of the site.

To (1) note the expenditure in the 2012/13 Budget Monitor (Appendix 1); and (2) approve the 2013/14 Budget (Appendix 2)

The Board considered the report of the Assistant Management Accountant which gave details of the Recreation Ground 2012/13 budget monitoring position and the proposed 2013/14 budget.

The report drew attention to (1) significant work undertaken during 2012/13 carrying forward the Strategic Review which incurred additional costs of approximately £53,000 - a full outturn report would be reported to the next meeting; and (2) the proposed budget for 2013/14 which contained a provision of £26,400 to support the delivery of the Charity Commission’s Scheme for the Recreation Ground – it would be monitored to ensure that any additional demands were managed within the resources of the Trust; and (3) the proposed budget which showed a net surplus of £13,283.

The Chair commented on aspects of the budget. The Board approved the recommendations.

RESOLVED to

(1)  Note the expenditure to 31^st January 2013 on the 2012/13 budget monitor as shown in Appendix 1 to the report; and

(2)  Note the comments in Section 4 of the report in relation to the 2013/14 budget and approve the detailed budget as shown in Appendix 2 to the report.

To consider a date for the next meeting of the Board

The Chair stated that the date of the next meeting would not be decided at this time pending the decision of the Charity Commission on the proposed new arrangements for the Trust Board.