Agenda and minutes

To receive any apologies for absence from Councillors.

Apologies received from Sir George Meyrick and Greg Irvine.

Councillors are requested to declare any interests on items included in this agenda. Please refer to the workflow on the preceding page for guidance.

Declarations received will be reported at the meeting.

There were no declarations of interest

To confirm and sign as a correct record the minutes of the Meeting held on 30 October 2023.

The minutes of the meeting held on 30 October 2023 were agreed as an accurate record

To receive any public questions, statements or petitions submitted in accordance with the Constitution. Further information on the requirements for submitting these is available to view at the following link:-

https://democracy.bcpcouncil.gov.uk/ieListMeetings.aspx?CommitteeID=151&Info=1&bcr=1

The deadline for the submission of public questions is 4 clear working days before the meeting.

The deadline for the submission of a statement is midday the working day before the meeting.

The deadline for the submission of a petition is 10 working days before the meeting.

There were no public issues for this meeting

It is a statutory requirement to agree the Annual Financial Statements for the Russell-Cotes Art Gallery and Museum and submit to the Charity Commission by 31 January each year. The Management Committee are asked to review and agree the Financial Statements and the Letter of Representation prior to them being signed off by the Leader of the Council.

The Assistant Chief Financial Officer presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'A' to these Minutes in the Minute Book.

Public Report

It is a statutory requirement to agree the Annual Financial

Statements for the Russell-Cotes Art Gallery and Museum and

submit to the Charity Commission by 31 January each year. The

Management Committee are asked to review and agree the Financial Statements and the Letter of Representation prior to them being signed off by the Leader of the Council.

The Management Committee held an informal session 11^th January to discuss the accounts to review and request any recommendations or amendments.

Recommendation made by the Committee were included in the updated accounts.

There were 4 appendices with the report which included the External Auditors report and letter of support.

RESOLVED that The Management Committee agree the Annual Financial Statements and the Letter of Representation for the Financial Year 2022/23.

Voting: Unanimous

In January 2023, Council voted to apply to the Charity Commission for the transfer of sole trusteeship from the Council to a new corporate entity, a Company Limited by Guarantee (CLG) to operate and manage the charity under Section 73 of the Charities Act 2011.

This report details the significant progress made in respect of identifying a mutually acceptable financial settlement between BCP Council as the existing Trustee and the new Trustee, subject to the Charity Commission scheme and Parliamentary Order of State.

The Chairman presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'B' to these Minutes in the Minute Book.

Public Report 

In January 2023, Council voted to apply to the Charity Commission for the transfer of sole trusteeship from the Council to a new corporate entity, a Company Limited by Guarantee (CLG) to operate and manage the charity under Section 73 of the Charities Act 2011.

This report details the significant progress made in respect of identifying a mutually acceptable financial settlement between BCP Council as the existing Trustee and the new Trustee, subject to the Charity Commission scheme and Parliamentary Order of State.

It was explained that the report has recommended passing ownership of the Study Centre from the Council to the new Trustee at zero cost but with an overage clause applied, which requires that if the new Trustee sells the property and there is an increase in value the Council will be able to share in the profit.

The proposal is due to be considered by Cabinet on 7^th Feb and officers were thanked for their work.

Conversations with the Charity Commission are ongoing, and officers are awaiting their response in order to develop a better understanding of the timeline particularly for the Parliamentary Order of State.

RESOLVED that Cabinet be requested to consider:

A.    An upfront grant of £2million to enable the Russell-Cotes to establish themselves as an independent organisation.

B.    Asset Transfer of the study centre, Exeter Road storage to the Charity (estimated value £500,000), subject to appropriate overage clause.

C.    A one-off grant of £250,000 for building maintenance

D.    Transfer of earmarked reserves (currently £299,000 but subject to change prior to vesting date)

E.    To delegate authority to the Director of Customer, Arts and Property to conclude the details of the transfer in consultation with the Director of Finance, Director of Law and Governance and Portfolio Holder for Customer, Culture and Communications.

Voting: Unanimous

To note the date of the next scheduled meeting as 3 June 2024.

The next meeting is Monday 3 June at 2pm