Agenda item
Updates for board and request to approve new pitches.
Minutes:
The Board received a report that provided details of planned activities in King Georges Fields Trust (‘KGFT’) sites over the summer period and outlined plans for the development of a ten year maintenance plan. The report also asked the Board to consider the proposal for new pitches in Stepney Green as this is a material change to the park and the facilities on offer. In addition, it was noted that should the Board support the proposal then the KGFT would be consulted on their views of the proposals. The main points of the discussion on the report maybe summarised as follows.
The Board:
· Noted that Appendix 1 of the report detailed the draft figures for the end of financial year April 2018 to March 2019. Headline figure being that there was a surplus of £273,399;
· Noted that these figures are subject to change and clarification but a healthy surplus has been achieved within this year;
· Noted the notes from the first meeting of the KGFT working group (Appendix 2 refers), that had been established to consider the governance of the Board and how it might widen the participation of managing the park spaces beyond Members of the Executive;
· Noted Appendix 3 that provided an update on the proposed 10 year Maintenance Plan for KGFT of the report lands and infrastructure;
· Noted that repairs and maintenance issues needed to be addressed and to develop audit trails on all work and activities to ensure a proper Maintenance Plan is established;
· Noted with concern that the Mile End Accounts had not yet been up loaded onto the Charities Commission site as the new account manager is currently awaiting the required administration rights;
· Noted that the Maintenance Plan highlights some key issues which have been identified by parks staff;
· Agreed that it would wish to take a more active role in the management of the budget and therefore wished to (i) receive a fuller report providing a breakdown on the accounts and financial predictions (ii) to see full set of audited accounts (Including a full narrative) at a future meeting for onward submissions to the Charity Commission;
· Noted Appendix 4 of the report that outlined the proposal for two new five a side all weather pitches in Stepney Green. As the Parks Management believe that there is demand for such a facility and that it would provide a reliable income stream for future years;
· Whilst expressing concern at the loss of any green space to these pitches, accepted that they would promote healthy living; generate income for the Trust;
· Wanted more information so that they could develop a proper 10 year plan for the Parks;
· Wished to work closely with Resources Directorate and the Parks Service in order to develop a consistent approach to the running of the Parks;
· Wanted to establish proper structures so as to support the future development of the parks to meet the various interests and activities in the Parks;
· Noted that the maintenance of buildings and planting is undertaken by the Green Team but it does not cover the replacement of plants or trees. Therefore, this will be built into the 10 year Plan and the structural aspects of the 3 Pavilions and the Water Features (Inc new pumps);
· Was reminded that after the death of King George V it was agreed to establish the King George's Fields Foundation to carry the late King's name forward through future generations. The aim being to promote and to assist in the establishment throughout the United Kingdom of playing fields for the use and enjoyment of the people;
· Was reminded that when the King George's Fields Foundation was dissolved in 1965 there were over 400 King George Playing Fields and they are legally protected by Fields in Trust and managed locally by either the Council or a Board of Local Trustees. There are also strict covenants and conditions that ensure that the public will continue to benefit from these open play areas;
· Agreed on the importance of (i) the impact of any changes on the parks ecosystem; (ii) how people see the use of the Trust Land; (iii) the proper processes are put in place to ensure the financing of the developments; (iv) addressing any potential cause of ASB; and (v) undertaking consultation with local residents to seek the views of the us of the Parks;
· Agreed on the importance of developing a sustainable income stream by the Parks for the development of the infrastructure; and
· Noted that the Stepney City Farm lease is being dealt with through the Asset Management Team.
Accordingly the Chair Moved and it was:
RESOLVED:
1. To note the draft Outturn Budget for 2018-19;
2. To note the update on the 10 year Maintenance Plan;
3. To note the report back from the KGFT Working Group;
4. To approve the plans for the two new 5 a Side Astro Turf pitches at Stepney Green;
5. To receive a report on the lease for Stepney City Farm;
6. To receive (i) a fuller report providing a breakdown on the accounts and financial predictions (ii) a full set of audited accounts (Including a full narrative) at a future meeting for onward submissions to the Charity Commission; and (iii) the Maintenance Plan; and
7. To receive and adopt a legal framework or structure that will help deliver its aims/objectives as per the report considered in February 2019;
8. That (i) the Mayor should be consulted regarding his views on changing the composition of the Board (e.g. Back Benchers, Cabinet Members and the representatives of various Friends groups; (ii) .this would involve reviewing the governance of the Trustees and they want to know the process for amending the Constitution; and (iii) Will require training for the Trustees on their roles).
Supporting documents:
- UPDATES FOR BOARD AND REQUEST TO APPROVE NEW PITCHES - KGFT report for 12th June board meet.V3, item 3.1 PDF 244 KB
- Appendix 1 18-19 outturn, item 3.1 PDF 18 KB
- appendix 2 working group, item 3.1 PDF 234 KB
- appendix 3 maintenance, item 3.1 PDF 119 KB
- Appendix 4 New pitches, item 3.1 PDF 218 KB