Agenda and minutes

Venue: Drawing Room - Pump Room

Contact: David Taylor  01225 - 394414

Items
No. Item

12.

Emergency evacuation procedure

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

Minutes:

The Administrator to the Board drew attention to the emergency evacuation procedure

13.

Apologies for absence

Minutes:

There were no apologies for absence by Members of the Board (Note: Keith Bray, Independent Consultant to the Board, had indicated that he would not be able to attend this meeting.)

14.

Declarations of Interest under the Local Government Act 1972

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 state:

a)  the Item No in which they have the interest;

b)  the nature of the interest; and

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.

Minutes:

There was none

15.

To announce any items of Urgent Business agreed by the Chair

Minutes:

There was none

16.

Questions and Statements pdf icon PDF 31 KB

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.

Minutes:

Questions had been submitted in advance of the meeting by Steve Osgood and Ian Barclay. They were provided with copies of the responses by the Chair of the Board which were printed in the Public Speakers document made available at the meeting (see Appendix to these Minutes). Steve Osgood asked further questions for clarification purposes to which the Chair responded.

17.

Minutes: Thursday 7th July 2011 pdf icon PDF 36 KB

To approve as a correct record the Minutes of the previous meeting held on Thursday 7th July 2011

Minutes:

The Minutes of the previous meeting were confirmed as an accurate record and signed by the Chair

18.

Update on General Management Issues pdf icon PDF 32 KB

To consider a report by the Adviser to the Bath Recreation Ground Trustees updating Members on general management issues at the Recreation Ground

Minutes:

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

 

The Chair reported on the Charity Commission's authorisation for construction of a temporary East Stand for the rugby season, the Order being available for inspection on the Charity's website. He informed the meeting that the Recreation Ground website was being updated with a view to encourage bookings and add a community focus with links to users of the Recreation Ground. Charges for events/bookings at the Recreation Ground would be signed off at the next Board meeting.

 

RESOLVED to note the report

19.

Lettings Update pdf icon PDF 43 KB

To consider a report by the Parks and Estates Manager on (1) the Lettings made at the Recreation Ground since the last report to the Board at its July meeting; and (2) Lettings Charges

Additional documents:

Minutes:

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

 

The Chair briefly reported on the matter. It was commented that there was a diverse range of sports using the Recreation Ground.

 

At the Chair's discretion, a member of the public commented that people found it difficult in getting to the Recreation Ground as there were no signs giving directions. The Chair replied that he would ask Officers to look into the matter.

 

RESOLVED to note the report

20.

Outturn Report for 2010/11 and Budget Proposal for 2011/12 pdf icon PDF 38 KB

To consider a report by the Financial Accountant which gives details of the Recreation Ground audited accounts for the year 2010/11 and the proposed budget for 2011/12.

Additional documents:

Minutes:

The Board considered the report of the Financial Accountant which provided details of the Recreation Ground audited accounts for 2010/11 and the proposed budget for 2011/12.

 

The Chair reported on various aspects of the report. He stated that there would be some more marketing to promote bookings and therefore an additional £3,000 would be included in the budget under Events and Marketing.

 

The Head of Business Finance and Pensions informed the meeting that Irene Draper, the author of this report who had looked after the financial matters pertaining to the Board for a number of years, was retiring imminently. The Chair extended his thanks on behalf of the Board for her efforts and hard work in the past.

 

The Board approved the Recommendations set out in the report and therefore RESOLVED:

 

(1) to note the outturn report for 2010/11;

 

(2) to approve the budget for 2011/12 (including the additional £3,000 for Events/Marketing);

 

(3) to note the expenditure to date on the strategic review; and

 

(4) to note the audit report for 2009/10 and 2010/11 and approve the recommended audit programme for future years.

21.

Date of next meeting

Minutes:

The Chair stated that the next meeting would be held on Thursday 1st December 2011 at 6.30pm in the Guildhall Council Chamber (if available).

 

He extended his thanks to the Officers for their support of the Board particularly regarding their work with the Charity Commission on the future uses of the Recreation Ground.