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.

Cllr Mark Roper was not present.

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.

There was no urgent business.

There were no items from the public.

To confirm as a correct record for signing by the Chair.

RESOLVED that the minutes of the meeting held on 18 August 2022 be confirmed and signed as a correct record and signed by the Chair.

1.  Membership Update

The Council has agreed to increase the membership of the Sub-Committee from 3 to 5 Councillors:

Cllr Rob Appleyard (Chair)

Cllr Sally Davis

Cllr Mark Roper

Cllr Joanna Wright

1 Lib Dem vacancy

Independent Members:

Resignations: Holly Dabbs

Appointments: Mary LaTrobe-Batemen

Vacancies: 1 Member

2.  Update of Signatories

To authorise Finance Officers to update the signatories on the Charity Commission and CCLA Investment Management databases and report back to the next meeting.

3.  Alice Park Community Garden

(1)  Membership Update

The Chair welcomed Mary LaTrobe Bateman to the meeting as the new Independent Member of the Alice Park Trust Sub-Committee.

Mary introduced herself and advised that she had previous experience of charity work, had supported the upgrade of a local park and was a regular user of Alice Park.

(2)  Update of Signatories

RESOLVED – that Finance Officers be authorised to update the signatories on the Charity Commission and CCLA Investment Management databases and report back to the next meeting.

(3)  Community Garden

The Chair reported that following investigations from Property Services, officers recommended a 7-year lease being offered to the Community Garden at a nominal rent in line with comparable lettings and if members were minded to agree, it was suggested that officers negotiate terms with the Community Garden Trustees and produce Heads of Terms for the approval of the Sub Committee. 

In response to questioning, the Legal Officer undertook to check that there would not be an automatic right for the lease to continue for a further 7 years without review.

RESOLVEDthat officers negotiate terms with the Community Garden Trustees and produce Heads of Terms for the approval of the Sub Committee. 

Members to give an update on progress since the previous meeting.

(1)  Procurement

Cllr Joanna Wright expressed concern that she had not been invited to the meeting with officers to discuss procurement and Cllr Sally Davis undertook to ensure that she would be included in future meetings. 

(2)  Finance

The Chair reported that he had met with a fundraiser who worked in the local area and was interested in supporting the play project as well as a private funder who was willing to contribute.  He also suggested there may be future opportunities for Community Infrastructure Levy (CIL) funding.  He confirmed that the estimated cost of the project was £150k for the equipment and £200k in total including groundworks.

It was noted that there may need to be a staged approach if not all the money could be secured from the outset, but this would need to be properly managed starting with the development of a master plan.

In response to an issue raised at the Charitable Trust Board meeting about whether National Lottery funding could be applied for, the Legal Officer reported that registered charities, such as the Alice Park Trust, could apply for National Lottery funding.  Members questioned if this would be acceptable as the Council was the sole Trustee, but it was noted that Parish and Town Councils received National Lottery funding.  The Parks Manager confirmed that the recent renovation of Sydney Gardens had benefitted from lottery funding and recommended the Chair speak to Keith Rowe, Head of Parks for more details. 

1.  Play Area Entrance

2.  Cycle Racks

(1)  Play Area Entrance

Members expressed concern that the quote for the path was higher than anticipated.  It was agreed that the Parks Team Leader be requested to provide the Chair with the specification so that an alternative quote could be sought. 

(2)  Cycle Rack

Cllr Joanna Wright undertook to meet with the Parks Manager on site to discuss the installation of cycle racks in the car park and to update members of the sub-committee by email. 

(3)  Noticeboard

In response to a question about progress in installing the noticeboard, the Chair undertook to ensure it was in place by December.

To agree a date for the next meeting in December.

RESOLVED that the next meeting be held on 8 December 2022 at 2.30pm.