Agenda and minutes

The Chair welcomed everyone to the meeting.

The Democratic Services Officer will draw attention to the emergency evacuation procedure as set out on the Agenda.

The Democratic Services Officer read out the emergency evacuation procedure.

Apologies for absence were received from Mary LaTrobe Bateman.

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 4.4 Appendix 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.

None.

There were no items from the public.

To confirm the minutes of the meeting of 8 December 2022 as a correct record for signing by the Chair.

RESOLVED that the minutes of the meeting held on 8 December 2022 be confirmed and signed as a correct record and signed by the Chair subject to an amendment to record Cllr Joanna Wright as submitting her apologies for absence.

The Chair reported that the following requests had been received to hire the park for events:

1. A request had been received from London and Country Mortgages Limited about holding an event in the park.  The company would be providing more information, but the event would not impact on the public use of the park. 
2. There had been a tentative approach about holding a Children’s Funday which was considered acceptable as long as the conditions of hire were met.

To consider new lease arrangements in relation to the café.

The Chair drew attention to the following:

1. In 2020, the café leaseholder had been given a 7-year lease by the Trust following advice from legal officers that 7 years was the longest term that should be given for legal reasons.
2. The leaseholder, following consultation with the Trust, had tidied up an area outside the footprint of the café to use as a performance area to which a fee would derive and installed an oak beam structure to enhance the customer seating area.
3. The leaseholder was now proposing to mirror the oak beam cover on the area attached to the café at his own expense and had asked the Trust to consider awarding a new 7-year lease, on surrender of existing lease, to give him additional security in getting a return on his investment. 
4. The Chair recommended that the Trust recognise the investment of the leaseholder and the increase in footprint and award a new 7-year lease on surrender of the existing lease with no increase in the current rent and no changes to the review and rent increase criteria.

In response to questions, the Chair confirmed that the increase in the percentage of the footprint amounted to approximately 5% and that the access to the play area would not be affected.

The Legal Officer advised Trust Members that they needed to be satisfied that the proposal did not undermine the charitable purposes of the Trust and that the prescribed process should be followed involving the Council’s Property Services officers. 

Cllr Sally Davis proposed the Chair’s recommendation that a new 7-year lease be awarded to the café proprietor.  This was seconded by Cllr Mark Roper and on being put to the vote was CARRIED.

RESOLVED that the café proprietor be awarded a new 7-year lease on surrender of the existing lease, with no increase in the current rent and no changes to the review and rent increase criteria, to recognise the investment in the structure of the café and increase in the footprint of the area.

(1)  Procurement

Cllr Sally Davis confirmed that she and Cllr Joanna Wright had provided all the necessary information to the appropriate Parks and Procurement officers, and a meeting had been arranged for 22 February to discuss how to take the project forward. 

In discussing the type of play equipment, the following comments were raised:

1.  Community Grant providers would be looking for play equipment to be inclusive. 

2.  A local Headteacher had advised against a big piece of play equipment in favour of a variety of smaller pieces of equipment. 

(2)  Finance

The Chair reminded Members that Community Infrastructure Funding was a possible funding route and that the next round of funding was due in April.  He also proposed approaching the Council about funding as well as Bath Recreation Trust. 

Cllr Joanna Wright suggested using the new notice board to publicise how the Trust was progressing the project.  It was agreed that this should wait until after the meeting with officers on 22 February and the Chair undertook to draft some wording for circulation to members. 

In response to a question from Cllr Mark Roper about a public appeal for money, it was agreed that this was important in terms of public ownership but should take place after other funding streams had been secured. 

RESOLVED that the report be noted.