Meeting documents

Cabinet Sub-Committee (Council Charities)
Tuesday, 14th January, 2014 6.30 pm

Time: 6.30pm Place: Committee Room 2, Council Offices, Gernon Road, Letchworth Garden City
 PRESENT: Councillor Bernard Lovewell (Chairman), Councillor P.C.W. Burt and Councillor David Levett.
 IN ATTENDANCE: Senior Estates Surveyor, Acting Senior Lawyer, Property Solicitor and Committee & Member Services Manager.
 ALSO PRESENT: Mr Jim Wilcock, Brown & Lee Chartered Surveyors - Independent Surveyor.
Item Description/Resolution Status Action
PART I
9 MINUTES
Minutes

RESOLVED: That the Minutes of the meeting of the Sub-Committee held on 31 October 2013 be taken as read, approved and signed by the Chairman as a correct record.
 Agreed   
10 NOTIFICATION OF OTHER BUSINESS

There was no notification of other business.
 Noted   
11 CHAIRMAN'S ANNOUNCEMENTS

The Chairman reminded Members that, in line with the Code of Conduct, any Declarations of Interest needed to be declared immediately prior to the item in question.
 Noted   
12 PUBLIC PARTICIPATION

There was no public participation.
 Noted   
13 EXCLUSION OF PRESS AND PUBLIC

RESOLVED: That under Section 100A(4) of the Local Government Act 1972, the public and press be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the said Act (as amended).
 Agreed   
PART II
14 KING GEORGE V PLAYING FIELDS, HITCHIN - CHARITABLE TRUST
Data/Cabinet Sub-Committee (Council Charities)/201401141830/Agenda/Report
Data/Cabinet Sub-Committee (Council Charities)/201401141830/Agenda/Appendix A
Data/Cabinet Sub-Committee (Council Charities)/201401141830/Agenda/Appendix B
Data/Cabinet Sub-Committee (Council Charities)/201401141830/Agenda/Appendix C

The Sub-Committee considered a Part 2 report of the Head of Finance, Performance and Asset Management in respect of a number of issues relating to the ongoing management of the King George V Playing Fields, Hitchin. The following appendices were submitted with the report:

Appendix A - Lease Plan;
Appendix B - Hitchin Rugby Club's original proposed heads of terms for their new lease; and
Appendix C - Surveyor's Additional Report (this also appended the full text of the Surveyor's original report of 15 March 2013).

The Acting Senior Lawyer introduced the report, and handed over to the Independent Surveyor to provide some updating. The Independent Surveyor advised that negotiations with the Hitchin Rugby Club had been ongoing right up to the afternoon of the Sub-Committee meeting.

The Sub-Committee received the Independent Surveyor's advice and updates regarding progress made during the negotiations.

The Independent Surveyor and officers noted the Sub-Committee's views on a number of the recommendations in the report, which would be taken forward in future negotiations. Particular amendments were made to the recommendations in respect of review periods for the new lease; the term of the new Management Agreement and termination periods; the percentage of contribution from the Rugby Club towards maintenance of the Car Park; responsibility for insurance of the various buildings; and responsibility for the maintenance of the buildings on the site (existing and future).

RESOLVED:

(1) That, having taken into account the advice of the Independent Surveyor, it be agreed that the recommendations set out in the report (as amended) form the basis of the Trust's position concerning points of dispute in the ongoing negotiations with the Hitchin Rugby Club, in respect of the following matters:

(i) New Lease (as amended);

(ii) Management Agreement (as amended);

(iii) Rates and Council Tax (as per the report);

(iv) Car Park maintenance (as amended);

(v) Accounting for income generated from lettings undertaken (as per the report);

(vi) Obtaining prior approval and accounting for one off events outside the area leased to Hitchin Rugby Club (as per the report);

(vii) Insurance (as amended);

(viii) Building maintenance (as amended); and

(ix) Use of Building for Election Purposes (as per the report).

(2) That the Chairman of the Cabinet Sub-Committee, in consultation with appropriate officers, be authorised to agree the Heads of Terms of any proposed new lease with the Hitchin Rugby Club.

REASON FOR DECISION: To ensure that the Trust is managed in accordance with its regulatory requirements.
 Agreed   
15 DATE OF NEXT MEETING

RESOLVED: That the next meeting of the Sub-Committee takes place at 6.30pm on Tuesday, 29 April 2014 at the Council Offices, Gernon Road, Letchworth Garden City.
 Agreed