Minutes - Darwin Gardens Trust AGM 20th June 2011 Print




Trustees: Cllr Mann (Chairman), Cllrs Bowen, Walbank, Souter & Kitching

Mr K Cooke,

In attendance: Fiona Birdsall, Clerk to the Trustees

Apologies: Trustee Cllr Gibbons

Chairman's Welcome

The Chairman welcomed all present at the meeting.

007/2011 Minutes of Previous Meeting

RESOLVED that the Minutes of the ordinary meeting with IPC as Corporate Trustees held on 7th March 2011 be accepted as a true and accurate record.

Proposed by Cllr Bowen

Seconded by Cllr Walbank

All in favour subject to the following amendment. The informal Agreement with BMDC is with regards to grass cutting alone.

008/2011 Matters Arising

Clarification sought why 15 months had elapsed since the previous financial year end. It was reported that the financial year end for the Trust had been altered from 31 May to 31 March to correspond with the Council financial year.

It was reported that flags had been purchased but not yet flown. Cllr Walbank advised that the flagpole is now quite overgrown. The flag pole may need relocating to ensure that flags can be seen.

Clerk to discuss with Down to Earth at next visit.

It was noted that Cllr Bowen had received a tree enquiry. It was confirmed that there was no more space for tree dedications. Enquiries to Richard Perham BMDC.

009/2011 To appoint a Chairman of the Trustees (2011-2012)

RESOLVED that Cllr Bowen be elected Chairman of the Corporate Trustees of the Darwin Gardens Trust for the year 2011-2012.

Proposed by Cllr Kitching

Seconded by Cllr Souter

All in favour

Cllr Bowen thanked Cllr Mann for his work as Chairman and said that he looked forward to moving forward and making further improvements to the gardens during the forthcoming year.

Cllr Bowen also welcomed and introduced Mr Ken Cooke. Mr Cook gave a detailed account of the history of the founding of the Darwin Gardens. Mr Cooke also confirmed that the car park and bridges were owned by BMDC.

010/2011 To appoint a Project Manager of the Trustees (2011-2012)

Resolved that Cllr Bowen be the Project Manager of the Trustees for 2011-12 and that Cllr Souter act as assistant to Cllr Bowen.

Proposed by Cllr Kitching

Seconded by Cllr Mann

All in favour

011/2011 Report by Project Manager

Cllr Bowen reported that Down to Earth is keeping to the maintenance schedule.

The new flags will be flown for a suitable occasion and will fly during the Ilkley Summer Festival.

Cllr Bowen thanked Mr Cooke for his invaluable assistance in the application process for the Green Flag Community Award. He also thanked Mr Peter Harnett for his assistance with the lengthy application. Cllr Bowen confirmed there had been no cost incurred in applying for the award.

Mr Cooke gave an account of the Green Flag visit which took place on Friday 17 June 2011.

Mr Cooke confirmed the judge, who is Head of Parks and Countryside Services at Leeds Council, liked what he saw. In particular, reference was made to the indigenous plants and the different sectors of the garden. The judge was impressed with the maintenance schedule, liked the willow arbour and the 'adopt' a tree scheme.

Mr Cooke confirmed that judging is made on the basis of clear criteria. The result is expected towards the end of July 2011.

Cllr Bowen explained last years Willow Sheep project to the Trustees. It was suggested that another project might be considered at a future date.

It was agreed that local schools should be approached with a possible project idea and contact should also be made with Clare Clarke of All Saints School in Ilkley. Clare was the school contact point for the willow project.

The Clerk confirmed that the insurance had been renewed with BTCV at a cost of £264.26. The network membership charge of £35 was queried. The Clerk confirmed this was part of the premium

012/2011 Finance

To accept and approve the audited accounts for the year ending 31 March 2011.

The Clerk confirmed that the figures for the period 1st April 2010 until 31st March 2011 had been prepared and had been audited by Mr K Pickles CPFA.

It was RESOLVED that the accounts for the period ended 31st March 2010 be accepted and approved.

Proposed by Cllr Mann

Seconded by Cllr Souter

All in favour.

The Clerk confirmed that Ilkley Parish Council had transferred £1,500 to the Trust account on 1 April 2011

The year commencing 1st April 2011 had a balance brought forward of £985.22 to which £1,500 was added from IPC to cover expenses. The insurance for the coming year had been renewed and payment to cover the first visit from the contractors, Down to Earth, of £180.00 had been paid along with £150.84 for the flags. The Clerk confirmed that the supplier of the flags was in fact Northern Flags not Northern Maps. The current position shows a balance of £1,890.12.

Suggestion was made that the Trust should look to appoint Mr Keith Pickles as auditor for the forthcoming year and clarity needed as to whether the Trust should do this in isolation of the Council. The Clerk will to look into this.

A discussion took place regarding finance. It was clear that the £1,500 from IPC only covers maintenance costs and it was evident that current funding levels were not matching running costs.

Cllr Bowen confirmed Down To Earth did not intend to increase its fees this year but may do so at some stage in the future.

The Trustees may therefore approach Ilkley Parish Council for funding through Awards and Projects.

Cllr Kitching queried if there was a possible cross over with the Friends of Ilkley Moor and maybe a possibility of working together. It was noted that the group is very efficient at raising funds. Prior to attending the next meeting of the Friends of Ilkley Moor, Cllr Kitching will discuss with Cllr Bowen and Cllr Souter.

Cllr Walbank mentioned the Circle of Life and the Human Sundial need repair and that it is simply not just the maintenance schedule which needs investment of time and money.

The Clerk reported that as Darwin Gardens is a charitable trust it is not registered for VAT and consequently the Trust cannot reclaim back VAT.

Mention was made of including Gift Aid donations if it was decided to go consider a donation route. There maybe an opportunity to do this with the local press.

013/2011 Website

The Project Manager had no progress to report with regards the website but confirmed the website does need updating. Cllr Bowen mentioned Cllr McKie is the contact point.

The Clerk will contact Cllr McKie to ascertain and will report back to next meeting.

014/2011 Report on works undertaken by Down to Earth

Cllr Bowen confirmed the work arrangement undertaken by Down to Earth is working well.

Prior to the recent Green Flag inspection both Down to Earth and BMDC had been contacted at very short notice and both had been more than willing to assist in last minute visits to make the gardens presentable and ready for the judging.

The Clerk will send a note of thanks to Down to Earth and BMDC for their recent efforts prior to the Green Flag visit.

015/2011 Projects

The Chairman concluded that the outstanding projects required substantial investment. A request had been made to the Area Panel (which is still in the process of re-structure). The enquiry which the Darwin Gardens Trust made has been noted.

Cllr Bowen mentioned that the District Councillors could possibly be approached for assistance.

Cllr Walbank suggested contacting Yorventure, based at Otley.

It was agreed that the Yorkshire Flag would be flown on Yorkshire Day and the Union Jack throughout the Ilkley Summer Festival in August.

Any Other Business

Cllr Souter agreed to be the new signatory. The Clerk will deal with the paperwork.

The bench of the Belvedere needs renovation - The Clerk will look into this.

A discussion then followed regarding events for 2012, namely the Golden Jubilee and the Olympics. The possibility of involving the Literature Festival and the Summer Festival in any planned activities were mentioned briefly.

There being no further business the meeting closed at 8.40pm

Last Updated on Monday, 07 November 2011 14:26