Agenda, decisions and minutes

For the Committee to note any apologies for absence.

An apology for absence was received from Councillor Donnelly-Jackson with Councillor Nerva attending as an alternative member.

An apology for absence was received from Councillor Donnelly-Jackson with Councillor Nerva attending as an alternative member.

Members are invited to declare at this stage of the meeting, the nature and existence of any relevant disclosable pecuniary, personal or prejudicial interests in the items on this agenda and to specify the item(s) to which they relate.

No interests were declared at the meeting.

No interests were declared at the meeting.

The minutes of the previous meeting held on Tuesday 5 September 2023 are to follow.

(Agenda republished to include the attached minutes on 25 September 2023)

RESOLVED that the minutes of the previous Trust Committee held on Monday 5 September 2023 be agreed as a correct record.

Eligible for call-in: No

RESOLVED that the minutes of the previous meeting held on Monday 5 September 2023 be agreed as a correct record.

To consider any matters arising from the minutes of the previous meeting.

NOTED the receipt of written submissions from Francis Henry and Councillor Lorber in advance of the meeting relating to the Strategic Property Review considered at the previous meeting.  It was confirmed that comments received in relation to the background and establishment of the restrictive covenant were already subject to review by officers.

Eligible for call-in: No

NOTED the receipt of written submissions from Francis Henry and Councillor Lorber in advance of the meeting relating to the Strategic Property Review considered at the previous meeting.  It was confirmed that comments received in relation to the background and establishment of the restrictive covenant were subject to review by officers.

This item presents the annual report for the Barham Park Trust for 2022/23. There is a statutory requirement to produce an Annual Report, including the Accounts each financial year.

RESOLVED having noted the receipt of written submissions from Francis Henry and Councillor Lorber in advance of the meeting relating to the presentation of the accounts:

(1)     To approve the Annual Report and Barham Park Trust Accounts for 2022-23.

(2)     To note the Independent Examiner’s review of the Barham Park Trust Accounts  for 2022 – 23.

(3)     To authorise officers to update the Charity Commission with the Barham Park Trust Annual Report and Accounts for 2022 – 23.

(4)     To confirm, in relation to the future examination of the Trust Annual Accounts, that the Trust had agreed to continue with the current arrangement for independent examination by the Council’s Head of Audit & Investigation (as detailed within Option 1 in section 3.5 of the report).

Eligible for call-in: Yes

Deadline for submission of call-in:

6pm on Tuesday 3 October 23

Jekaterina Popova, Head of Finance, introduced the Annual Report and Accounts for the Barham Park Trust for 2022 – 23.  In considering the report the Trust Committee noted:

·             The surplus achieved by the Trust of £25,021 (net of receipts and payments) and increase in total cash funds.  As of 31 March 23, the Trust had £220,000 in unrestricted funds and £353,000 in restricted funds.

·             The accounts had been subject to an independent examination by the Head of Audit & Investigations, with the outcome attached as Appendix 3 to the report on the agenda and no recommendations or issues identified as needing to be brought to the attention of the Trust Committee.

·             The update provided (following the previous meeting on 5 September 23) in relation to use of the appropriate account template by the Trust, which it was confirmed had now been subject to further review.  This had included an assessment as to whether use of an accruals account template or receipts and payments template would be more appropriate for the Trust with the receipts and payments template identified as the preferred option due to its clearer and more concise format (in relation to the Trust activities and financial position) and overall size of the Trust.  Confirmation was provided that the 2022-23 Trust Accounts had therefore been prepared on a receipts and payments basis using the current template provided by the Charity Commission and with the Trust Committee assured that there had been no impact on the Trust’s financial position as a result.

·             In addition to the changes introduced for the 2022 – 23 process, further improvements had been planned in relation to the Trust’s accounting and financial reporting arrangements for 2023-24 onwards which had been designed to ensure they remained as efficient and transparent as possible, including the establishment of a new bank account for the Trust enabling funds to be held separately in an interest-bearing account.

The following comments and issues were highlighted in response to presentation of the 2022 – 23 Annual Report and Accounts:

·             Having noted receipt of the written submissions from Councillor Lorber and Francis Henry (as Chair of Friends of Barham Park) relating to presentation of the Trust Accounts, Ravinder Jassar (Deputy Director of Finance) advised that it was felt the various issues raised had either been addressed directly through the member enquiry process or within the report included on the Trust agenda.  On this basis, and with the Accounts having also been subject to independent examination, it was felt the Trust Committee would be able to proceed on the basis of the recommendations set out in the report.

·             Given the change in template introduced for preparation of the Trust Accounts further details were sought as to how the Charity Commission financial reporting requirements in relation to the Trust would continue to be monitored moving forward. In response, the Trust Committee were advised that whilst the Charity Commission did not routinely notify the Trust about changes in financial reporting templates, officers had made contact with them  ...  view the full minutes text for item 5.

No items have been identified in advance of the meeting that will require the exclusion of the press and public.

There were no items that required the exclusion of the press or public.

There were no items that required the exclusion of the press or public.

Notice of items to be raised under this heading must be given in writing to the Head of Executive and Member Services or her representative before the meeting. Any decisions taken urgently under this heading must comply with the provisions outlined in paragraph 39 of the Council’s Access to Information Rules (part 2 of the Constitution).

None.

It was noted that further meetings of the Trust Committee would be arranged as required during the year.

None.

It was noted that further meetings of the Trust Committee would be arranged as required during the year.