Agenda and draft minutes

To receive any apologies for absence from Councillors.

Apologies were received from Cllr Green and Cllr Slade.

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.

Councillor Bartlett declared a non-pecuniary interest in respect of his position as a Director of BH Live.

To confirm and sign as a correct record the minutes of the Meeting held on 5 December 2022. 

The Board considered the minutes of the meeting held on 05 December 2022.

A query was raised concerning what was felt to be continued ambiguity regarding the assignation of day-to-day responsibilities to the Board and Council officers. Officers advised that further information on the matter would be forthcoming at a future meeting.

RESOLVED:  That the minutes of the meeting held on 05 December 2022 be approved as a correct record.

It is a statutory requirement to agree the annual financial statements for the Lower Central Gardens Trust and submit them to the Charity Commission by 31 January each year. The Board are asked to review and agree the financial statements and the Letter of Representation prior to them being signed off by the Leader and Portfolio Holder for Finance and Transformation.

The Board received a report detailing the Financial Statements 2021/22, 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 Board was advised that it was a statutory requirement to agree the annual financial statements for the Lower Central Gardens and submit to the Charity Commission by 31 January each year. The Board were asked to review and agree the accounts prior to them being signed off by the Leader and Portfolio Holder for Finance and Transformation.

Officers advised that it was the opinion of the auditor that the accounts were unmodified, with no issues, and confirmed that the portfolio holder was ready to sign the accounts for submission to the Charities Commission by its deadline.

Officers highlighted a minor adjustment of £802.00 to the draft accounts issued in November.

Income had risen by circa £450k when compared to the 2020/21 accounts. Expenditure had also risen by £500k, with the net effect being an increase of the donation by BCP Council at just over £460k.

The Board sought clarity on the reason for the asset revaluation which had been reduced in 2021 by £1.357m, though had now been increased by over £4m. This was linked to Board concerns regarding the provision of resources for the updating of the Pavilion, which was felt to be very dated. Officers explained that the figures had been provided by BCP Council valuers. It was agreed that the officer would provide further information to the Board following consultation with Corporate Finance.

The Board raised a query regarding the costs of the installation of the ice rink and the subsequent reimbursement received by the Trust that appeared to be lower than those total costs. Additional concerns were raised over the detrimental impact of the ice rink on the gardens and whether the ice rink should be continued for future years. Officers advised that the income set out in the accounts referred to an electricity recharge that totalled £23,142. The icer rink was run by the Events team on a concessions basis and the resultant revenue they received was used to offset the costs of running the event. Ground maintenance costs to address any damage to the gardens were reimbursed to the Council in full.

The Board agreed that the request for further information did not preclude the approval of the financial statements, and the statements for 2021/22 were accepted for submission to the Charities Commission by the deadline.

RESOLVED: that the Board agree the financial statements and the Letter of Representation for the financial year 2021/22.

Voting: Unanimous.