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

None were declared.

To note the Charity Commission’s Public Benefit Guidance which explains the duties members have when acting for the King George’s Field Trust.

The Board received and noted the Public Benefit Guidance and how understanding public benefit helps in running the King George's Field Charity to know what it means to be a charity, and to function as a charity should. It also helps the trustees to describe and report on their work.

To confirm as a correct record the minutes of the meeting of the Board held on 23^rd March, 2022.

Agreed the unrestricted minutes of the Board meeting held on 8^th March, 2022 be approved for signing by the Chair as a correct record of proceedings.

The Board received a report that sought approval of the audited accounts for 2020/21 and the annual report for 2020/21. The main points considered may be summarised as follows:

The Board noted that:

·         The report asks for agreement of the audited accounts for 2020/21 and the annual report for 2020/21.

·         Approval is required in order for the accounts and report to be submitted to the Charity Commission, a legal duty for organisations with a turnover of more than £1million.

·         The accounts for 2020/21 have been independently audited by Arnold Hill & Co LLP in line with the requirements of the Charity Commission for organisations with a turnover of over £1million to publish audited accounts.

·         The accounts are accompanied by an annual report, in keeping with the requirements of the Charity Commission (Appendix 1 of the report refers).

·         The report and accounts relate to the King George’s Field, Mile End charity which comprises Stepney Green and Whitehorse Road Open Space.

·         King George’s Field Mile End had a revenue surplus for the year amounting £79,000, resulting in a carry-forward cumulative unrestricted revenue reserve of £77,000.

·         King George’s Field Tredegar Square charity (registered number 1088999) achieved a balanced position. There was £10,000 of expenditure for Repairs and Maintenance related to grounds maintenance.

Accordingly, the Board:

1. Approved the audited accounts 2020/21 for submission to the Charity Commission; and
2. Approved the annual report for 2020/21 for submission to the Charity Commission.

The Board considered a report seeking approval for a review of hire charges for the Arts and Ecology Pavilions to be agreed by the King George’s Field Trust (KGFT) board, which would come into effect for bookings from the 1 April 2023.  In addition, this report sought approval for a review of the King George’s Field Trust policy regarding subsidised hire charges for use of the Arts and Ecology Pavilions by community groups. The main matters considered maybe summarised as follows:

The Board noted that:

v  The Arts and Ecology Pavilions are a significant source of income for KGFT.

v  Costs for operating and maintaining the Arts and Ecology Pavilions are increasing due to rising inflation, increased utility rates and operational costs (including staffing) and therefore a review of the current hire rates is recommended.

v  The hire rates for both pavilions have not been reviewed since 2014 and are now well-established wedding and private hire venues.

v  A review of corporate, commercial, and private hire rates is recommended to ensure that KGFT is offering the pavilions at appropriate hire rates for the client base and activity.

v  It is proposed that the findings of the review, including any recommended increases to hire fees, are presented to the KGFT board in the autumn. If approved, any revised charges would apply to corporate, commercial, and private bookings from 1 April 2023.

v  In parallel to a review of corporate, commercial, and private hires, a review of KGFT’s policy on subsidised hire charges is also proposed.

v  In March 2018 a policy for subsidised hire rates for community groups was approved by the KGFT board. (Appendix 1 of the report refers). However, since the subsidised hire policy was agreed the charity’s financial position has been adversely impacted by the coronavirus pandemic. In addition, there has been a significant increase in maintenance costs in part due to increases in contractor and product costs but also due to the higher level of usage. Casual staff and security costs have also increased.  Therefore, a review of the subsidised hire policy is recommended to protect the ongoing viability of the venues and to support the KGFT’s revenue streams and delivery of its charitable objectives.

v  If approved, the review for both the hire charges and the subsided rates, would include reviewing: current and predicted increased utility costs, waste removal costs, enhanced cleaning costs, wear and tear maintenance, replacement (furniture and facilities) staffing and security. In addition, officers would undertake a benchmarking exercise of similar venues and consult with industry experts to ascertain current client trends and expectations regarding price and service offer.

Accordingly, the Board:

1.    Approved a review of hire charges for the Arts and Ecology Pavilion that would be applied to bookings from 1 April 2023; and

2.    Approved a review of KGFT’s subsidised hire policy for the Arts and Ecology Pavilions.

As the agenda circulated contained no exempt/confidential reports and there was therefore no requirement to exclude the press and public to allow for its consideration.

Nil items

With no other items for consideration the Trustees noted that the next Board meeting will be on 1^st August 2022 at the Town Hall, Mulberry Place, 5 Clove Crescent, London, E14 2B.

Finally, the Chair thanked everybody for their attendance and participation in tonight’s Board meeting.