Agenda, decisions and minutes

There were no apologies for absence.

In accordance with the Councillors’ Code of Conduct, a councillor is required to disclose at the meeting any disclosable pecuniary interest (DPI) that they may have in respect of any matter for consideration on this agenda.  Any councillor with a DPI must notparticipate in any discussion or vote regarding that matter and they must also withdraw from the meeting immediately before consideration of the matter.

If that DPI has not been registered, the councillor must notify the Monitoring Officer of the details of the DPI within 28 days of the date of the meeting.

Councillors are further invited to disclose any non-pecuniary interest which may be relevant to any matter on this agenda, in the interests of transparency, and to confirm that it will not affect their objectivity in relation to that matter.

There were no declarations of interest.

To confirm the minutes of the meeting of the Committee held on 24 February 2022 as a correct record.

The minutes of the meeting held on 24 February 2022 were confirmed as correct. The Chairman signed the minutes.

The minutes of the meeting held on 24 February 2022 were confirmed as correct. The Chairman signed the minutes.

Decision:

That the Head of Asset Management be authorised to grant a licence, outside of the Nursery operating hours, to Guildford City Cricket Youth Project in respect of their use of the Cricket Pavilion at Sutherland Memorial Park as well as a lease of a storage area within the building.

Reason(s):

1.     To regularise the usage of the pavilion, secure the ongoing community amenity and protect the Council’s interests. Regularising the GCCYP’s occupation will protect the Council as currently the responsibilities between the Council as Landlord and GCCYP are not clearly defined and as such there are risks regarding liability should an accident occur.

2.     To fulfil the Council’s charitable trustee duties.

Other options considered and rejected by the Committee:

None.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None.

Sutherland Memorial Park was donated as a charitable bequest in 1954 by the Duke of Sutherland as a memorial to residents of Burpham who were killed on active service during the Second World War. The Council was the sole trustee of the charitable trust for the Burpham War Memorial Trust. The Cricket Pavilion was currently used Guildford City Cricket Youth Project (GCCYP) who play cricket on the park.  

On 24 August 2021, the Executive Shareholder and Trustee Committee had approved that GCCYP be permitted to continue to hire the pavilion when required and whilst respecting the hours of the other licenced user. However, GCCYP’s use of the pavilion fell outside of the terms of hire arrangements and it was necessary to regularise GCCYP’s use by way of a licence in order to protect the Council’s interest and a lease of an area within the pavilion for storage of equipment.

Members of the Committee noted the valued contribution made by GCCYP to local young peoples’ health and well-being and recognised the importance of regularising the arrangements between the Project and the Council. Consequently, the Committee,

RESOLVED, that the Head of Asset Management be authorised to grant a licence, outside of the Nursery operating hours, to Guildford City Cricket Youth Project in respect of their use of the Cricket Pavilion at Sutherland Memorial Park as well as a lease of a storage area within the building.

Reason(s):

1.     To regularise the usage of the pavilion, secure the ongoing community amenity and protect the Council’s interests. Regularising the GCCYP’s occupation will protect the Council as currently the responsibilities between the Council as Landlord and GCCYP are not clearly defined and as such there are risks regarding liability should an accident occur.

2.      To fulfil the Council’s charitable trustee duties.

Decision:

1.     To approve the Annual Trustee Report and the Annual Accounts year ending 31 March 2020 and 31 March 2021, as set out in Appendices 1, 3, 4 and 6;

2.     To note the report of the Independent Examiner, as set out in Appendices 2 and 5; and 

3.     To authorise the Lead Specialist (Legal) to submit the Annual Trustee Report, Annual Accounts and the Independent examiner’s report to the Charity Commission supported by the relevant department(s).

Reason(s):

To comply with the legal requirement that the Charity must keep its registered details up to-date. If the Trustee fails to submit these returns, it could result in the Charity Commission removing the charity from its register and taking further action.

Other options considered and rejected by the Executive:

None.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None.

The Executive Shareholder and Trustee Committee acted as the Charity’s sole Trustee. The Committee considered a report that presented theCharity’s AnnualAccount Returnsyear ending31 March 2020 and 31March 2021 andthe Annual Trustee report for approval.

The Chairman introduced the report and thanked the Independent Examiner, Sue Sturgeon.

The Committee noted some minor errors in the report. The rental income for 2019-2020 carried across to 2020-21 should be corrected. The charity’s annual accounts for 2020-21 on page 96 should read 31 March 2021. The errors would be corrected prior to submission. Consequently, the Committee,

RESOLVED:

1.      To approve the Annual Trustee Report and the Annual Accounts year ending 31 March 2020 and 31 March 2021, as set out in Appendices 1, 3, 4 and 6;

2.     To note the report of the Independent Examiner, as set out in Appendices 2 and 5; and 

3.      To authorise the Lead Specialist (Legal) to submit the Annual Trustee Report, Annual Accounts and the Independent examiner’s report to the Charity Commission supported by the relevant department(s).

Reason(s):

To comply with the legal requirement that the Charity must keep its registered details up to-date. If the Trustee fails to submit these returns, it could result in the Charity Commission removing the charity from its register and taking further action.