Agenda and minutes

NOTED       that the following voting Members declared an interest in Agenda Item No. 7 as elected Members of Newark Town Council.

                   Councillor Max Cope

Councillor Rita Crowe

                   Councillor Laurence Goff

                   that the following non-voting Members declared an interest in Agenda Item No. 7 as elected Members of Newark Town Council.

                   Councillor Robert Crowe

                   Councillor David Lloyd

The Chairman advised that the meeting was being recorded and livestreamed by the Council on social media.

AGREED      that the Minutes of the Meeting held on 4 March be approved and signed by the Chairman as a correct record.

The Trustees considered the report presented by the Democratic Services Officer which sought approval for the appointment of Sue Bearman, the Assistant Director – Legal & Democratic Services as the Clerk to the Trustees with immediate effect, following the retirement of the previous Clerk, Karen White.

In considering the report the Trustees welcomed Mrs Bearman to the role of Clerk to the Trustees.

AGREED      (unanimously) that Sue Bearman, Assistant Director – Legal & Democratic Services, be appointed as Clerk to the Trustees with immediate effect.

The Trustees considered the report presented by the Assistant Business Manager – Financial Services which sought approval for the Statutory Accounts for the W.E. Knight and Gilstrap Charities for the financial year ended 31 March 2021. 

The report set out the income and expenditure for both charities and that the annual accounts must be submitted to the Charities Commission within 10 months of the end of their financial year, this being 31 January 2022.  The report also stated that an audit of the accounts was required if the annual income was over £25,000 but that this was only necessary for the Gilstrap Charity whose income breached that threshold.. 

In relation to the W.E. Knight Charity, a Trustee queried when it was likely to be disbanded as it no longer received income and all funds therefrom had been allocated.  The Assistant Business Manager advised that there remained a balance of unallocated funds of £26,612.29 in addition to that already committed to the Newark R&M Cricket Club. 

In relation to the Gilstrap Charity and in response to a query raised, the Assistant Business Manager confirmed that the lease income was solely from the former Gilstrap Library.  The Trustee also queried as to the current arrangements for the MUGA at Cedar Avenue, in relation to maintenance costs and the lease income that would have been derived therefrom as this was relevant to any potential sale of the land.  The Clerk to the Trustees advised that she would forward the relevant information to the Trustees. 

AGREED      (unanimously) that:

(a)     the W.E. Knight accounts for the financial year ended 31 March 2021 and the publication on the charities commission be approved;

(b)     the draft Gilstrap accounts for the financial year ended 31 March 2021 and the publication on the charities commission pending any audit amendments be approved; and

(c)     delegated authority be given to the Assistant Business Manager – Financial Services to sign a revised set of accounts if required, as detailed in paragraph 4.3 of the report.

The Trustees considered the report presented by the Clerk to the Trustees which provided an update on progress since the Board’s last meeting in March 2021. 

It was reported that at that meeting the Board had resolved to seek to have the land designated as public open space and to approach the District and Town Councils for expressions of interest in acquiring the land.  Valuation advice on the proposal was also sought.  Wood Moore & Company had re-confirmed their previous indicative valuation for the land in the sum of £45,000, based on the land being sold as public open space, with a covenant preventing future development and/or overage provisions to protect the Gilstrap Trust’s position in respect of any future development potential.  An alternative option of leasehold had also been suggested by Wood Moore & Company, which would retain the land in the Trust’s ownership. 

The Clerk to the Trustees advised that she had spoken with the District and Town Councils and provided a verbal update as follows:

Response from Newark Town Council

From a consistency perspective it would make sense for the land to be transferred to Newark Town Council as it owns and operates most of the public open spaces in the town as opposed to the District Council which now only has a residual interest in such sites.  The Clerk to the Town Council stated that he could advise the Trust therefore that the Town Council was interested, in principle, in acquiring the site and, subject to the Trust agreeing the sale to the Town Council, it would be considered formally at a Committee of the Town Council on 24 November and then on to their full Council in December for formal approval.

Informal Indicative Officer Response from Newark & Sherwood District Council

The District Council would not wish to express an interest but the matter had not been discussed with elected Members.

In relation to paragraph 2.4 of the report, the Clerk advised that she had received an update subsequent to the Agenda being published.  The consultation referred to which had ended on 21 September had resulted in a limited response but that of those responses received, they had been supportive of deallocating the land as housing land.  The next stage of the process was to publish a draft Plan early in 2022 at which point the District Council would formally propose the deallocation of the land as housing land.

In considering the report a Trustee sought assurance that as well as the land being deallocated for housing, that a covenant to prevent future building would be applied.  The Clerk confirmed that the discussion held in March 2021 had resulted in the land being protected to prevent any future development, as referred to in paragraphs 2.2 and 2.3 of the report.  In noting this, another Trustee stated that he would wish to ensure that the land be protected from future development but that should development be proposed, the Trustees would be able to claw back some monies. 

In order  ...  view the full minutes text for item 21.

The Trustees considered the report presented by the Clerk which sought to provide the Trustees on the progress made by Newark R&M Cricket Club in respect of their Ground Development Project. 

The report set out that the Board had previously approved grant funding of £100,000 from the W.E. Knight Charity to fund Phase 2 of the project with a further £13,134 being approved in October 2020 towards the installation of a lift for the changing room building.  Attached to the report was a letter from the Club with a target date for completion being noted as in time for the 2022 cricket season. 

In considering the report a Trustee referred to the allocation of funding, noting that it had been a considerable time ago.  He sought assurances that the project was progressing towards completion.  Another Trustee raised the issue of the significant implications that the dualling of the A46 would have on the club and the possible need to demolish some of the building to accommodate its expansion.  He suggested that the Club be advised of the dualling together with details of the compensation scheme, noting that if the club were able to demonstrate intent and commencement of some building works then compensation would be awarded.  He suggested further that the Council advise the Club accordingly.  It was noted that the Club had previously lost land when the Newark by-pass had been built.

The Clerk to the Trustees advised that she would acknowledge the Club’s letter attached to the report and also seek reassurances on the progress of the project.

AGREED      (unanimously) that the report be noted.

AGREED      (unanimously) that a date be arranged for the new Trustees to attend a training session in relation to the purpose of the charity and the role of the Trustees.  It was also noted that existing Trustees could attend if they wished.

AGREED      (unanimously) that the date of the next meeting be held on:

                   Tuesday, 11 January 2022 @ 18:00 hours