Agenda and draft minutes

Venue: Kaposvar Room - Guildhall, Bath. View directions

Contact: Corrina Haskins  01225 394357

Items
No. Item

1.

WELCOME AND INTRODUCTIONS

Minutes:

The Chair welcomed everyone to the meeting.

2.

EMERGENCY EVACUATION PROCEDURE

The Chair will draw attention to the emergency evacuation procedure as set out on the Agenda.

Minutes:

The Democratic Services Officer drew attention to the Emergency Evacuation Procedure.

3.

APOLOGIES FOR ABSENCE AND SUBSTITUTION

Minutes:

Holly Dabbs, independent member, was not present.  The Democratic Services Officer reported that there had been no response to the advert for an independent member to replace Bill Shaw and it was agreed that the advert be re-circulated to Trust Members with a closing date of 22 August.

4.

DECLARATIONS OF INTEREST

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.

Minutes:

There were no declarations of interest.

5.

TO ANNOUNCE ANY URGENT BUSINESS AGREED BY THE CHAIR

The Chair will announce any items of urgent business accepted since the agenda was prepared under the Access to Information provisions.

Minutes:

There was no urgent business.

6.

ITEMS FROM THE PUBLIC - TO RECEIVE DEPUTATIONS, STATEMENTS, PETITIONS OR QUESTIONS

Minutes:

There were no items from the public.

7.

MINUTES OF THE PREVIOUS MEETING pdf icon PDF 288 KB

To agree the minutes of the meeting of 13 December 2021 as a correct record for signing by the Chair.

Minutes:

RESOLVED that the minutes of the meeting held on 13 December 2021 be confirmed as a correct record and signed by the Chair.

8.

CHAIR'S UPDATE

An update on items raised at previous meetings:

 

1)  Friends of Alice Park

2)  Alice Park Community Garden

3)  Position of Entrance

Minutes:

1)  Friends of Alice Park update

Cllr Rob Appleyard confirmed that there was no update since the previous meeting and as the Trust was not able to take this forward, anyone looking to establish a Friends of Alice Park Trust would need to bring a proposition to the Trust.  It was agreed that it would be useful to publicise this in the local community.

The Parks and Trees Team Leader reported that the Council worked with the charity “Your Park Bath and Bristol” which was looking at running a programme to support “Friends of” groups and so anyone interested in setting up a Friends of Alice Park could get support to take this forward.

2)  Alice Park Community Garden

The Chair updated that following the previous meeting, Property Services had been approached about drawing up a formal agreement between the Trust and Community Garden project to ensure that the project was supported while maintaining a consistent approach to any commercial activity in the park. 

RESOLVED that Property Services be requested to give an update in advance of the next meeting in relation to drawing up a formal agreement between the Alice Park Trust and the Community Garden project.

3)  Position of entrance to the play area

The Chair reported that the last informal meeting of the Trust had agreed that the entrance to the play area should be moved to the upper end of the fenced area as its current position near the café was causing some congestion. 

RESOLVED

(1)That the moving of the entrance to the play area be agreed.

(2)That the Parks Team prepare a costings and estimated timescale for carrying out the work.

4)  Notice Boards

RESOLVED that the boards stored at Royal Victoria Park be transported to Alice Park by the Parks Team and stored in the café pending their installation.

5)  Repair of Seating

The Parks Manager undertook to look into whether the broken seating had been repaired.

6)  Skatepark and Graffiti

Members noted that the skatepark was regularly being cleaned to remove graffiti and agreed that a sign prohibiting graffiti erected.  It was noted that the current surface reflected the sun, and the graffiti made the surface less bright for users and it was suggested that a graffiti artist could be commissioned to create a permanent piece of art which may also prevent further unwanted graffiti. 

RESOLVED

(1)  That a sign prohibiting graffiti be erected in the skate park area and the project manager be asked if there was money in the skate park budget to pay for the sign.

(2)  Cllr Wright to seek the views of users on the skate park surface and whether a commissioned piece of graffiti art would deter unwanted graffiti as an alternative solution to the regular cleaning of the area.

7)  Cycle Racks

In response to a suggestion from Cllr Wright, Members agreed that cycle racks should be installed at the park. 

RESOLVED that Cllr Wright investigate options for installing cycle racks in the park.  ...  view the full minutes text for item 8.

9.

UPDATE FROM THE ALICE PARK PLAY AREA PROJECT (APPA)

To receive an update from members on the Alice Park Play Area Project workstreams:

• Public consultation and engagement - Joanna and Holly

• Finance and community giving - Rob

• Equipment sourcing and overall play area plan - Sally and Rob

Minutes:

1)  Public consultation and engagement

Cllr Wright reported back on the public consultation:

1.  There had been 4 consultation events and 291 responses. 

2.  There was a good range of responses from different age groups with the exception of 17-25 year olds.

3.  Most users were local and walked to the park using the facilities on a weekly to monthly basis. 

4.  Option Z was the most popular due to the pirate ship and zip wire but there were also elements in Option A that were popular, and it may be that a combination of the two could be considered as an alternative option.  There were comments about the lack of water play but this was not being put forward as an option on cost and maintenance grounds.

5.  The responses also favoured more seating in the location of the play area.

6.  Kensington Meadows was listed as an example of a good local play area and Sydney Gardens as one that didn’t work.

It was agreed that an informal meeting be arranged to discuss the next stage. 

2)  Finance and community giving

The Chair reported that he was looking into organising a future event at the park in the first weekend of September with external sponsorship to raise awareness of fundraising for the play project. 

Cllr Wright advised that the Trust could consider applying to the Co-op community fund scheme. 

3)  Equipment sourcing and overall play area plan

It was agreed that it would be useful for Jane Robson, Parks Manager to attend a future meeting to discuss the equipment sourcing and play area plan and also to receive further details about the equipment used at Kensington Meadows.

RESOLVED that an informal meeting be arranged to discuss next steps in relation to the Alice Park Play Area Project.

10.

Tennis court - use of hut and ancillary issues pdf icon PDF 210 KB

Additional documents:

Minutes:

The Chair reported that the tennis courts were leased to Wesport via the Council and one of the clubs using the facilities had asked if they could use the hut for storage, but as that was outside of the lease the issue had been referred to the Trust.  He suggested that there could be a licence agreement to cover liabilities, or the Trust could hire out the hut at a cost.  Cllr Davis undertook to look into what arrangements had been made at a similar facility. 

 

RESOLVED that Cllr Appleyard speak to Wesport to discuss options for how clubs could use the tennis court hut for storage such as a licence or rental agreement.

 

11.

Alice Park Trust 2021-22 Outturn Report pdf icon PDF 273 KB

To note and consider the quarterly budget and forecast report for the Alice Park Trust.

Minutes:

Cllr Wright asked if it would be possible to have a breakdown of the income from commercial activities and the Chair undertook to share this information. 

 

RESOLVED

 

(1)  That the budget for 2022/23 be noted;

(2)  That the long-term aim for the Trust to become financially self-sufficient, to be achieved by a 10-year plan to focus on expanding income generation, be noted;

(3)  That the Service Level Agreements (SLAs) with the council’s Parks department be reviewed and formalised to allow for a more transparent and robust financial planning process.

12.

DATE OF NEXT MEETING

To agree the date of the next meeting.

Minutes:

RESOLVED that the next meeting be held on Thursday 18 August 2022 at 2.30pm.