Agenda and minutes

The Chairman welcomed everyone to the meeting.

The Democratic Services Officer read out the emergency evacuation procedure.

Apologies for absence were received from Stephen Bird, Head of Heritage Services.

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 Officeror a member of his staff before the meeting to expedite dealing with the item during the meeting.

There were no declarations of interest.

There were no items of urgent business.

A question was received from Mr Tony Ashford which is attached as an appendix to the minutes along with a copy of the response which was given at the meeting.  Officers confirmed that a written response would also be sent to Mr Ashford.

In response to a question from Cllr Appleyard it was confirmed that the independent member should be appointed in time to attend the next meeting.

To confirm the minutes of the meeting held on 10 June 2016.

The minutes of the meeting held on 10 June 2016 were confirmed and signed by the Chair as a correct record.

The Board is requested to nominate additional trustees to support the charity.

The Board considered a report by the Head of Heritage Services requesting the nomination of additional trustees to support the Charity of Frances Georgina Cooke re No. 4 The Circus.

Cllr Appleyard pointed out that Cllr Crossley was willing to continue to serve as a trustee.

During debate the following resolution was moved and seconded and agreed unanimously.

RESOLVED: To request Group Leaders to nominate four trustees to support the charity and to forward these names to Marie Todd, Democratic Services Officer.

The Board is asked to note the legal position concerning Free Fields (Rainbow Woods).

The Board considered a report by the Property Law Manager giving an update regarding Free Fields (Rainbow Woods).

It was noted that work was still ongoing to ascertain the legal position regarding the other sites listed in Schedule 2 of the Board’s terms of reference.

During debate the following resolutions were moved and seconded and agreed unanimously.

RESOLVED:

(1)  To note the legal advice concerning the land.

(2)  To recommend the Council to move the land, Free Fields (Rainbow Woods) into Schedule 1 of the Board’s Terms of Reference so that its responsibilities as trustee are delegated to the Board.

Authority is sought to undertake urgent works and the Board is also recommended to seek retrospective delegated authority to undertake these works in future.

The Council’s Property Service department now need to carry out some access works to the gates at Weston Recreation Ground and need approval to do so.

The Board considered a report by the Group Manager, Neighbourhood Environmental Services regarding the management of sites and carrying out urgent health and safety works.

It was noted that the legal team was still investigating the legal status of the sites listed in Appendix 1 of the report, except Free Fields (Rainbow Woods).  Officers informed members of the exact location of each of the sites.

During debate the following resolutions were moved and seconded and were agreed unanimously.

RESOLVED: To recommend the Council that in relation to the sites detailed in Appendix 1 of the report:

(1)  To agree that decisions about requests for works to be undertaken, or events to be approved that fall outside of the Charitable Trust Board cycle be delegated to the Chair of the Trust Board in consultation with the Lead Officer.

(2)  To agree that urgent works required under health and safety legislation be delegated to the Lead Officer to action promptly.

(3)  To agree that the Council’s Property Services department carry out essential works to the access at Weston Recreation Ground.

(4)  To agree that all such decisions detailed in resolution 2 above be reported to the subsequent meeting of the Charitable Trust Board.

To note the minutes of the Alice Park Sub Committee meeting held on 22 August 2016 and to receive a verbal update from the Group Manager, Neighbourhood and Environmental Services.

The Board received the minutes of the Alice Park Sub Committee meeting held on 22 August 2016 and also received an update from the Group Manager, Neighbourhood and Environmental Services.

The appointment process for the independent members on the Sub Committee was underway.  Nine applications had been received and a shortlist of five had been produced.  Councillors Martin Veal and Michael Norton would be interviewing alongside Michael Rowan from the Parks Team.

The Chairman stressed that it would be important for the independent people appointed to have a balanced view to avoid pre-determination when discussing matters relating to Alice Park.  Councillor Ward agreed that a broad based interest in the issues affecting the park was required.  Councillor Appleyard stated that they should also have an understanding of good governance of the park.

Councillor Moss asked a question regarding the Alice Park investments, in particular the amount held, length of investment term and whether the funds were held in dormant accounts.  Councillor Appleyard explained that further information regarding the investments would be considered at the next meeting of the Alice Park Sub Committee.  The Group Manager, Neighbourhood and Environmental Services agreed to request the Finance Team to respond to Councillor Moss’ queries.

The following resolution was moved and seconded and agreed unanimously.

RESOLVED: To note the minutes and update regarding the Allice Park Sub Committee.

To consider when the next meeting of the Board should take place.

It was agreed that the next meeting would take place on Wednesday 14 December 2016 at 10am at the Curo Offices, Mulberry Park.