Agenda and minutes

To elect a Chairman of the Lower Central Gardens Trust Board, until the first meeting of the 2024/25 municipal year.

RESOLVED that Councillor Gillett be elected as Chairman of the Board for the 2024-25 municipal year.

To elect a Vice-Chairman of the Lower Central Gardens Trust Board, until the first meeting of the 2024/25 municipal year.

RESOLVED that Councillor Martin be elected as Vice-Chairman of the Board for the 2024-25 municipal year.

To receive any apologies for absence.

There were no apologies for absence received.

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 receive the minutes of the meetings held on 20^th March 2024.

The Minutes of the meeting held on 20 March were confirmed as accurate records and signed by the Chair subject to the following amendment on the Minutes of 20 March at Minute 39 – Christmas event proposals for 2024 and 2025 – 2032, a further bullet point be added to the Board discussion as follows:

• In response to a query raised regarding whether the revenue from the ice rink goes into the Lower Central Gardens Trust account, the Board was advised that the only income from the Christmas event into the Lower Central Gardens Trust was the reimbursement of the electricity.

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 as requested by the Board:

- Proposed Scheme of Officer Delegations
- Events programme updates & new proposal
- Concessions cashless payment accessibility
- Planting
- Operational service updates

The Director of Environment 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 service update information 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 that were covered as requested by the Board:

- Proposed Scheme of Officer Delegations
- Events programme updates & new proposal
- Concessions cashless payment accessibility
- Planting
- Operational service updates

49            Proposed Scheme of Officer Delegations

The Board was advised that further to the Draft Scheme of Officer Delegations shared with the Board in March 2024, that the LCGT board was asked to feedback and advise on any further amends with the aim of reaching formal authorisation of the delegation of operational activities as laid out in Appendix 1 to the relevant directorates within the Council to support the timely operational delivery of functions and services that reflects the way of working since the Charity was established.

The Board considered the proposal and made the following comments:

• The Board raised concerns that some important issues may not come to the Board's attention due to the Proposed Scheme of Officer Delegations and proposed for it to come back to the Board for consideration annually.
• In response to concerns raised regarding the Board potentially missing important issues such as a large event due to the officer delegations, the Board was advised that the delegation would only involve operational decisions. It was clarified that any fundamental decisions would always come back to the Board, and the proposed officer delegation would only include operational decisions listed in the proposal.
• The Board was advised that any proposed event would come back to the Board for consideration as laid out in the Scheme of Officer Delegations. There would be no change to what had been done historically, the proposal was raised to formalise the Scheme of Officer Delegations.

RESOLVED that the Trustees approve the Officer Scheme of Delegations for operational activities for one year and for the Board to reconsider annually. Any policy changes or new activities are to be referred to the trust board for discussion.

Voting: Unanimous

50            Concessions cashless payment accessibility

The Board was advised that the BCP Council concessions within the Lower Gardens (1 catering kiosk and 1 mini-golf course) are operated by its Seafront Service, using cashless payment systems, and that over recent years BCP had seen a significant reduction in the number of people wanting to pay with cash and like many operators, 4 years ago the Council adopted a card only payment system at Seafront outlets.

Further to this the Board were informed that most of  customers prefer to pay by card or phone, which has proven  ...  view the full minutes text for item 49.

To note, discuss and agree items of business for the Trust Board to consider at future meetings.  Also, to agree dates of future meetings.

The Board received an update on the increasing antisocial behaviours in the public toilets at the Lower Central Gardens, and in were advised that this issue was being addressed in collaboration with Dorset Police, community safety teams, and public convenience contractors. In relation to this the Board were informed that alternatives to radar keys were currently being explored to ensure that genuine users could still access the toilet facilities.

The Board also received an update on the ongoing efforts to remove graffiti in the Lower Central Gardens.

The Board was informed about the upcoming expiration of the litter compactor bin contract and the Council's plan to introduce a new litter bin policy that would standardise the use of litter bins across the conurbation, with the intention being to phase out the small number of compactor bins in the gardens and continue using the 1100L bins while the Council-wide litter bin policy is being developed and reviewed throughout the summer. Further to this the Board was  advised about the ongoing collaboration with the planning department to explore potential ideas for making the bins more visually appealing, such as considering housing them in wooden units.

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 December:

• The Art and Makers market update
• Tourist tax update