Venue: Committee Room, First Floor, BCP Civic Centre Annex, St Stephen's Rd, Bournemouth BH2 6LL. View directions
Contact: Sinead O'Callaghan Email: sinead.ocallaghan@bcpcouncil.gov.uk
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Apologies for Absence To receive any apologies for absence. Minutes: There were no apologies for absence received. |
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Declarations of Interests 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.
Minutes: Councillor Bartlett declared a non-pecuniary interest to agenda item 5, as a Director of BH Live Enterprises. |
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Minutes of the Previous Meeting To receive the minutes of the meetings held on 15th January 2024. Minutes: RESOLVED that The minutes of the meeting held on 15 January 2024 were approved, subject to the inclusion of Tracy Jose’s Proposal to the Board in the seventh paragraph of Minute number 34. |
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Tracy Jose Proposal to the Board Minutes: Tracy Jose presented a verbal proposal to the Board for a Sculpture to be erected in the Lower Central Gardens as a symbol of positive change in Bournemouth, following the tragic death of her grandson Cameron Hamilton. The Board was presented with a wooden model of the proposed Hands Sculpture and was given details of the proposed location, specifications and cost.
Tracy explained the intention of the sculpture was to be a symbol of hope, growth and positive community togetherness for the community to show the continued and lasting positive change it was hoped that Cameron's tragic death would bring.
The Board thanked Tracy for her heartfelt proposal.
It was agreed that the officers would discuss the proposal with Tracy following the meeting. |
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Lower Central Garden Trust Board - March 2024 Service Update The report provides service update information to the Lower Gardens Trust Board to demonstrate the Council commitment to maintain the public gardens known as "The Lower Central Gardens" in Bournemouth for the recreation and enjoyment of the public in accordance with the terms of the Charity Scheme made by the Charity Commission on the 13 May 2011. Items include: - Proposed Scheme of Officer Delegations - Christmas event proposals for 2024 and 2025 – 2032 - Knife Crime Month of Action paper - Request for usage of Lower Central Gardens Additional documents:
Minutes: The Director of Environment and the Director of Commercial Operations 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.
The report provided a service update to the Lower Gardens Trust Board to demonstrate the Council’s commitment to maintain the public gardens known as "The Lower Central Gardens" in Bournemouth for the recreation and enjoyment of the public in accordance with the terms of the Charity Scheme made by the Charity Commission on the 13 May 2011. Items included: - Christmas event proposals for 2024 and 2025 – 2032 - Knife Crime Month of Action paper - Request for usage of Lower Central Gardens - Proposed Scheme of Officer Delegations
Christmas event proposals for 2024 and 2025 – 2032
The Lower Central Gardens Trust Board was asked to review and comment on the proposals for the Christmas Tree Wonderland event for 2024 which included the procurement of an ice rink for a one-year period.
The Lower Central Gardens Trust Board was asked to review and comment on the proposals to tender the opportunity for the Christmas Tree Wonderland Events for 2025 – 2032, following the end of the current and proposed contracts related to the 2024 event.
The Board considered the proposals and made the following comments:
· In response to a query raised regarding the length of the contract the Board was advised that the specification had not been finalised for the longer-term contract. A duration of seven years was proposed which would allow an operator to look at what they could provide and what level of investment they would have been willing to make as a part of the contract. · In response to a query raised regarding the condition of the site where the Ice Rink was to be placed, the Board was advised that due to the extended period of wet weather, the area had not had a chance to recover. · The Board raised concerns regarding the future condition of the site where the Ice Rink was to be placed and discussed whether the Ice rink should continue due to the damage it had caused to the gardens. Additionally, concerns were raised regarding the Ice Rink, Christmas Market and Christmas Tree Wonderland being grouped in one contract. · The Board was advised that the operator could find the contract less attractive if the ice rink, Christmas market, and Christmas lights offer were not offered together. · In response to a query raised regarding work that was done to maintain the site after use at Christmas, the Board was advised that the ground was reseeded and worked on but had been unable to recover due to weather. · The Board considered the positive feedback the Christmas events in the gardens had received from residents and visitors of BCP. · The Board was informed that the Christmas market and lighting had a contract for 2024, whereas the ice rink needed a ... view the full minutes text for item 39. |
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Verbal Update on Financial Matters raised at the last meeting To provide the Board with an update as requested at the last meeting. Minutes: The Board was provided with verbal responses to the financial queries raised in the last meeting of the Board held on 15 January 2024.
The Commission and Charity Accountant advised the Board of the following:
In response to Cllr Nanovo’s query from the audit findings report, the Board was advised that BCP Council was the sole managing trustee and HMRC accepted that the activities of the tTust could be either subsumed within BCP Council’s VAT registration or for the Trust to be separately registered for VAT. The Trust was part of BCP Council’s VAT registration.
In response to Cllr William’s query regarding a separate bank account for the Lower Central Gardens Trust, the Board was advised that BCP Council acknowledged the external audit findings regarding the Trust having a separate ledger and bank account. However, as the Trust’s activities were subsumed within BCP Council’s wider parks operations it was deemed impractical to separate them and so the Trust uses BCP Council’s bank account. BCP Council as the sole managing trustee accepted the risk that was inherent in this decision. This arrangement had been in place since the Trust's inception, which preceded BCP Council. |
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Next Steps - Future Meeting Dates and Work Programme To note, discuss and agree items of business for the Trust Board to consider at future meetings. Also, to agree dates of future meetings. Minutes: The Board discussed and suggested items that they wished to be included on future meeting agendas. It was agreed that the following items would be brought to the next meeting in May:
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Urgent Business - Art and Makers Market Minutes: Following the receipt of a written request The Lower Central Gardens Trust Board was asked to consider an update regarding the Art and Makers Market. The Chair requested that an item of urgent business be added to the agenda in accordance with the Constitution.
The Board received a verbal update regarding the Art and Makers Market. The Board was advised that the management of the Art and Makers Market would be put out to tender for a five-year agreement. The Art and Makers Market was previously managed in-house by the Council. A management agreement would enable the market to continue as a valued community asset.
Following some Board discussion the Board noted the update and expressed their support for the continuation of the Art and Makers Market.
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Exclusion of Press and Public In relation to Agenda Item 4, the Committee is asked to consider the following resolution: -
‘That under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 1 and 2 in Part I of Schedule 12A of the Act and that the public interest in withholding the information outweighs such interest in disclosing the information.’ Minutes: RESOLVED that under Section 100 (A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 1 and 2 in Part I of Schedule 12A of the Act and that the public interest in withholding the information outweighs such interest in disclosing the information.
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