Agenda and draft minutes

The Chair welcomed everyone to the meeting and invited introductions from members and officers.

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

The Democratic Services Officer drew attention to the emergency evacuation procedure.

Apologies for absence were received from Cllrs Deborah Collins and Samantha Kelly and Cllrs David Harding and Alex Beaumont were in attendance as substitutes. 

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 of 23 January 2025 be confirmed as a correct record for signing by the Chair.

1.  Upcoming Events

a.  Car Show - 20th April

b.  L&C Corporate Event - 4th July

c.  Larkhall Festival - 3,4 & 5th May

2.  Fees and Charges

The Sub-Committee noted the following update:

a. “Marque in the Park” Car Show - 20 April: the event application was in progress.

b. L&C Corporate Event – 4 July:  This would no longer be going ahead in Alice Park.  In 2024 the company had been asked by the Trust to fund play days organised by Bath Area Play Project and there had been a misunderstanding that the company would be expected to fund these play days in 2025, the cost of which had escalated following the withdraw of funding from the Council.  It was hoped that the event would come back to Alice Park in 2026. 

c. Larkhall Festival - 3,4 & 5 May – an application had been received for the fun fair but not for the wider event.  It was noted that the e-cargo bike demonstration may need to be part of the application.

2. Fees and Charges

Bryan Johnson confirmed that he had asked for this to be included on the agenda to clarify the Sub-Committee’s previous decision to adopt the Council’s fees and charges for the use of Alice Park.

The Director of Place Management confirmed that the Council’s fees and charges for 2025-26 had been agreed as part of the budget at the full Council meeting on 25 February and there had been an increase in the event administration fee from £95 to £110 for a standard event and from £190.00 £218.00 for a major event (more than 500 people).

The Sub-Committee noted the current fees and charges.

To consider a request to install a defibrillator at Alice Park.

The Chair reported that there had been a request from Iconoclasts Tennis Club for a defibrillator to be installed at Alice Park and Mary LaTrobe-Bateman had been looking into the process for acquiring a defibrillator and the associated costs.

Cllr David Harding stated that he had some experience of acquiring defibrillators through his work with Parish Councils and undertook to forward some information to the Sub-Committee.  The Parks & Greenspaces Team Manager also offered to provide costings and advised that as well as installation costs, there was also an ongoing maintenance cost and the need for regular checks.

To note the 2024/25 financial performance of the Trust and support a revised funding arrangement from 2025/26 between the Trust and Bath and North East Somerset Council in its role as Sole Corporate Trustee for the Trust.

The Senior Finance Officer introduced the report as follows:

Financial performance update

1. It was coming to the end of the financial year and expected expenditure was £45,638.  This was offset by income of £25,899 resulting in a deficit of £19,739
2. The deficit would be covered by B&NES Council as the sole trustee. 
3. The £19,739 deficit was broadly in line with previous years.
4. Donations to the play park project totalled £52,668 in year to date and £1077 from previous donations and so the overall ringfenced amount was £53,745.
5. Community Infrastructure Levy funding of £75,000 had also been secured for the play area project. 

In response to questions, the Senior Finance Officer advised that:

1. A decision had been taken not to replace the sand this year as part of the SLA due to the proposed works to the play area.
2. Rental income was from the cottage and the café.  The rent from the café lease increased annually and the rent from the cottage was reviewed regularly against the market value.
3. There was also a small amount of investment income from money bequeathed when the Trust was originally set up.  Further information would be sought as to whether this money could be used for another purpose.

Future Funding Arrangement

1. The current informal arrangement for the Council to fund the operating deficit of Alice Park Trust made it difficult for any financial planning.
2. Following discussions with the cabinet memberfor Neighbourhoods (Parks), a proposal had been put forward to create an annual grant to Alice Park Trust, linked to the cost of running the park.
3. This would provide a foundation to discuss future increases or decreases in funding to the Trust via the Council’s annual budget setting process.
4. Although this required a council decision, the support of the Sub-Committee was sought in taking this forward.

The Sub-Committee was unanimous in its support for the proposed arrangements for future funding. 

RESOLVED

(1)  that section 3 of the report on the 2024/25 financial performance of the Trust be noted.

(2)  that section 4 of the report, which details a revised funding arrangement from 2025/26 between the Trust and Bath and North East Somerset Council in its role as Sole Corporate Trustee for the Trust, be supported.

To discuss any issues since the previous meeting.

The Sub-Committee was advised that the management of the Healthmatic contract had now changed within the Council with Corporate Estates taking over from the Waste Management Team. 

The Senior Estates Surveyor gave the following update:

1. Since the previous meeting there had been 4 responsive repairs.
2. A replacement contactless payment system had been installed.
3. Based on payments, the usage for January was 932 and 751 in February.
4. The facilities were cleaned twice a day and there were also spot checks.
5. Following a request for information about the costs of additional presence for an event, this would cost £61 per hour and require a 4 week notice period.

The following points were raised:

1. It was useful to have data about usage and to continue to have this going forward to make year on year comparisons.
2. It would also be useful to have retrospective data if this was available.
3. In terms of drainage, there was a common drain and internal drains serving the individual unit.
4. An alternative operator could be brought in to provide additional facilities during events, but the contract would not allow for alternative cleaners of the existing facilities.
5. The Trust had options to retain the current contract; buy out of the contract or close the facilities. 
6. The Sub-Committee had previously agreed to carry on with the current contract and review in 2029 when there was a break in the contract.  The contract was due to end in 2034.
7. The provision of public toilets was discretionary, the Council continued to provide provision in limited locations and the offer had dropped over the years due to budgetary pressures.
8. The Trust should be proud of providing public conveniences at Alice Park and this should be promoted as part of PR opportunities.

To approve a supplier for the Alice Park Play Area Project.

Bryan Johnson confirmed that he had circulated detailed information to the Sub-Committee in advance of the meeting following his investigations into finding a play provider to take forward the children’s play area project.  He summarised as follows:

1.  He had approached approved providers from Bath and North East Somerset Council’s procurement list.

2.  Providers were given a brief in line with what had been previously agreed with a cap of £125k for phase 1 of the work.

3.  Phase 1 of the work would be for younger children.  The older children’s play equipment would be retained until funding could be secured for the next phase.  The table tennis table and picnic benches would be re-sited.

4.  There had been 4 responses and 3 were within budget.

5.  There were 2 preferred providers based on price; both were equipment manufacturers which limited the risk.

6.  Based on the detailed information he was recommending Wicksteed as the preferred provider. 

7.  It was hoped that works could be carried out in the early summer before the start of the school holidays.

The Director of Place Management advised that although this project had been prioritised by the Council, the timelines involved in the procurement process may mean that the works would not be completed before the school holidays. 

The Sub-Committee agreed that it was not necessary to avoid works during the school holidays as it was better for the project to be completed at the earliest opportunity. 

The Sub-Committee thanked Bryan Johnson for his work in securing options for taking the project forward.

It was proposed by Cllr Alex Beaumont that Wicksteed be agreed as the provider for the Alice Park Play Area Project (phase 1).  This was seconded by Cllr Oli Henman and on being put to the vote the motion was CARRIED (unanimously).

RESOLVED that Wicksteed be agreed as the provider for the Alice Park Play Area Project (phase 1).

“the Sub-Committee having been satisfied that the public interest would be better served by not disclosing relevant information, in accordance with the provisions of Section 100(A)(4) of the Local Government Act 1972, RESOLVES that the public shall be excluded from the meeting for the following item(s) of business and the reporting of the meeting be prevented under Section 100A(5A), because of the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act, as amended.”

The Sub-Committee having been satisfied that the public interest would be better served by not disclosing relevant information, in accordance with the provisions of Section 100(A)(4) of the Local Government Act 1972, RESOLVED that the public be excluded from the meeting for the following item(s) of business and the reporting of the meeting be prevented under Section 100A(5A), because of the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act, as amended.

RESOLVED that the update be noted.