Agenda and draft minutes

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 confirm and sign as a correct record the minutes of the Meeting held on 20 May 2024.

The Minutes of the meeting held on 20 May were confirmed as accurate records and signed by the Chair.

In relation to the items of business appearing below, 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.’

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.

The report provides service update information to the Lower Central 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:

-         Christmas event proposals for 2025 - 2030

-         Art & Makers market update

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 service update information to the Lower Central 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:

-       Christmas event proposals for 2025 - 2030

-       Art & Makers market update

The Committee discussed the report and the Christmas event proposals for 2025 - 2030 that they received from the proposed event operators.

The Board considered the proposal and made the following comments:

·       In response to a query raised regarding the button for the interactive elements of the gardens, the Board was advised that the interactive units would be placed on a hard standing. Furthermore, the areas of grass designated for foot traffic will be covered with wood chippings or protective grass mats.

·       The Board reviewed the proposal and recognised the need to balance the best interests of both the heritage gardens and the residents.

·       In response to a query raised regarding the grass used in the gardens, the Board was advised that various methods had been utilised to maintain the grass, including the use of UV lights, but they had been ineffective. However, during the winter months, it took time for the three different types of seed that were being used to regrow.

·       The Board was advised that the proposed operator had agreed to restore the grass to the best possible condition after the event and would follow BCP Council’s advice on how to achieve this.

RESOLVED that:

a)    Trustees support the following:

(i)             the draft plans for the Christmas offer for 2025 - 2030 ahead of pre planning submission.

(ii)           the proposal for the operation of the Art & Makers market for 2025.

Voting: Unanimous

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 Cabinet Member for Climate Response, Environment and Energy.

The Commission and Charity Accountant 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.

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 Cabinet Member for Climate Response, Environment and Energy.

The Board considered the financial statements of 2023/24 and made the following comments:

• In response to a query raised regarding reduced turnover, the Board was advised that the mini golf concession had been closed for a period, resulting in decreased turnover.
• The Board was advised that the mini golf course had experienced a period of closure and had only been open during school holidays and on weekends for several months, which resulted in a decrease in income.
• In response to a query regarding the funds contributed by BCP Council, the Board was advised that the council's contributions had still exceeded the revenue generated by the Lower Central Gardens.

RESOLVED that the Board agree the financial statements and the Letter of Representation for the financial year 2023-24.

Voting: Unanimous

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 discussed and suggested items that they wished to be included on future meeting agendas.

It was agreed that a walk through the Lower Central Gardens would be organised to provide the Board with an opportunity to review the condition of the grass.