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Home > Council & democracy > Council meetings > Agenda for King George's Field Charity Board on Wednesday, 23rd March, 2022, 5.30 p.m.

Agenda, decisions and minutes

King George's Field Charity Board - Wednesday, 23rd March, 2022 5.30 p.m.

Venue: Room C1, 1st Floor, Town Hall, Mulberry Place, 5 Clove Crescent, London, E14 2BG

Contact: David Knight, Democratic Services Officer (Committee) Email: david.knight@towerhamlets.gov.uk

Note: Moved from 9th Febrary, 2022

Items

No.

Item

DECLARATIONS OF INTERESTS PDF 214 KB

To note any declarations of interest made by Members, including those restricting Members from voting on the questions detailed in Section 106 of the Local Government Finance Act, 1992.

See attached note from the Monitoring Officer.

Members are reminded to consider the categories of interest in the Code of Conduct for Members to determine whether they have an interest in any agenda item and any action they should take. For further details, please see the attached note from the Monitoring Officer.

Members are reminded to declare the nature of the interest and the agenda item it relates to. Please note that ultimately it’s the Members’ responsibility to declare any interests form and to update their register of interest form as required by the Code.

If in doubt as to the nature of your interest, you are advised to seek advice prior to the meeting by contacting the Monitoring Officer or Democratic Services

Minutes:

None were declared.

MINUTES OF THE PREVIOUS MEETINGS

To confirm as a correct record the minutes of the meeting of the Board held on 15 December 2021 and the extraordinary meeting of the Board on 3 March 2022.

Minutes:

That the unrestricted minutes of the Board meeting held on … be approved and signed by the Chair as a correct record of proceedings.

2.1

Minutes of the Board held on 15 December 2021 PDF 185 KB

Minutes:

That the unrestricted minutes of the Board meeting held on 15^th December 2022 be approved and signed by the Chair as a correct record of proceedings.

2.2

Minutes of the Board held on 3 March 2022 PDF 280 KB

Minutes:

That the unrestricted minutes of the Board meeting held on 3^rd March, 2022 be approved and signed by the Chair as a correct record of proceedings.

UNRESTRICTED REPORTS FOR CONSIDERATION

3.1

King George’s Field Trust Update & Approvals PDF 237 KB

View the background to item 3.1

Additional documents:

Minutes:

The Board considered a report that included (i) an update on the submission of the financial and annual reports to the Charity Commission (ii) an update on the preparation of the 2020/21 audited accounts: (iii) the draft annual report and financial overview for 2021/22. The report also provided an overview of recommendations from the auditors regarding financial and accounting systems and processes for the board’s consideration. The mains points arising from the questioning arising from on the report maybe summarised as follows:

The Board:

v Received an update on the submission of the annual accounts and reports to the Charity Commission and noted that the annual reports and accounts had been submitted to the Charity Commission on 8^th March 2022.

v Was advised that as the King George’s Field Trust is a registered charity it is bound by the legislation for charities and is therefore required to prepare and submit audited accounts to the Charity Commission.

v Noted that (i) as part of the 2018/19 and 2019/20 audit several financial/accounting recommendations have been made by the external auditors (Arnold Hill & Co LPP); and (ii) approval is now required from the Board for the Council to implement the recommendations as outlined in Appendix 1.

v Understood that if it did not consider the aforementioned recommendations from Arnold Hill & Co it would put the King George’s Field Trust and the Council as trustee at risk of being in breach of the Charity Commission’s Statement of Recommended Practice (SORP) requirements.

v Noted that with regard to the preparation of the 2020/21 audited accounts and reports to the Charity Commission (i) work has now commenced on the audit of the King George’s Field Trust accounts for the year ending 2021; and (ii) the audit will be undertaken by Arnold Hill & Co who had undertaken the audit of the 2018/19 and 2019/20 accounts.

v Noted that (i) the annual reports are being produced in keeping with the requirements of the Charity Commission for those organisations with a turnover of over £1million; (ii) an update on the submission of the audited accounts and annual reports for year end 2020/21 will be provided to the Charity Commission.

v Noted that the 2021/22 audited accounts will be prepared for submission in line with the Council’s own year-end, close down processes. The statutory deadline for the audited accounts and annual report for 2021/22 will then be uploaded to the Charity Commission website by the 31^st January 2023.

v Noted the (i) update on the current financial position; and (ii) forecast for the current financial year (2021-22) together with an activity report.

As a result of a full and wide-ranging discussion on the report the Board RESOLVED to:

1. Note the update on the submission of the 2018/19 and 2019/20 annual audited accounts and reports to the Charity Commission.

2. Note the recommendations made by the auditors and give permission to the Corporate Director for Children and Culture and Corporate Director for Resources to implement these recommendations ... view the full minutes text for item 3.1

3.2

Stepney City Farm Lease Renewal and Rent Arrears Report PDF 340 KB

Additional documents:

Restricted enclosure 12 View the reasons why document 3.2/2 is restricted

Minutes:

The Board considered a report that (i) sought approval for the renewal of the Stepney City Farm lease; (ii) provided an update on the charity’s Green Bridge retail units and the considerations regarding COVID-19 rent relief and rental arrears; and (iii) required a decision as to whether the rent relief is applied.

The Board:

Granted permission to approve the execution of the Deed of Surrender and Lease for Stepney City Farm; and
Noted the update on the Green Bridge retail and other commercial units, including arrears, and gave authority to the Corporate Directors of Children and Culture and for Place to agree the level of relief (if any) to be applied to the maximum level that is provided as set out in Appendix 1 of the report (exempt).

EXCLUSION OF THE PRESS AND PUBLIC

In view of the contents of the remaining items on the agenda the Committee is recommended to adopt the following motion:

“That, under the provisions of Section 100A of the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985, the press and public be excluded from the remainder of the meeting for the consideration of the Section Two business on the grounds that it contains information defined as Exempt in Part 1 of Schedule 12A to the Local Government Act, 1972.”

EXEMPT SECTION (Pink Papers)

The exempt committee papers in the agenda will contain information, which is commercially, legally or personally sensitive and should not be divulged to third parties. If you do not wish to retain these papers after the meeting, please hand them to the Committee Officer present.

Minutes:

RESOLVED

That, under the provisions of Section 100A of the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985, the press and public be excluded from the remainder of the meeting for the consideration of the Section Two business on the grounds that it contains information defined as Exempt in Part 1 of Schedule 12A to the Local Government Act, 1972.

EXEMPT REPORTS FOR CONSIDERATION

Minutes:

Nil items

ANY OTHER BUSINESS WHICH THE CHAIR CONSIDERS TO BE URGENT

Minutes:

None.

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Agenda, decisions and minutes

King George's Field Charity Board - Wednesday, 23rd March, 2022 5.30 p.m.