Agenda and draft minutes

There were no apologies for absence received.

A question was received from Mr McGibbon

“When will the committee be issuing a formal response to the email I sent to Cllr Rustidge on 25 August 2025?”

The Chair gave the following response to the question:

The minutes of the last meeting of this committee from 23^rd June include the report and discussion on the tree-planting concerns raised by Mr McGibbon in his email of 28^th August.

While I apologise that I have not replied directly to Mr McGibbon’s email – the Deputy Chief Executive of the Council did provide an email response on 3^rd September confirming a site visit to discuss the agreed resolutions from the committee meeting and the concerns he had raised.

Mr McGibbon replied to this email on Friday 5^th September at 15:23 cancelling the site visit meeting stating he was awaiting a resolution to his emails to me.

I’m hoping following the minutes of the June meeting being agreed tonight, that I would like to ask the Deputy Chief Executive to once again write to Mr McGibbon on the Committee’s behalf to re-arrange the site visit and implement the recommendations agreed.”

The Chair invited the member of the public to speak who set out the nature of his concern and insisted upon a response from the committee. It was noted that he had met with the Chief Executive and the Borough Solicitor and that no response had been provided until after his message to Councillor Rustidge.

It was noted that the resolution of the member of the public was to remove all the trees, but that some of the trees may have been beneficial, and that it was in the remit of the committee to decide this.

Members queried whether the deed expressly forbid trees being planted and it was advised that it doesn’t, but notes the use of the land for playing fields. The deed also does not preclude trees from being planted on the periphery or for buildings to be built on the periphery either.

The member of the public was asked what he wanted from the meeting and it was advised he wanted some public confidence and for the public to be informed. It was also noted he wanted independent legal advice on whether any tree planting was permitted as part of the deed and whether they were beneficial to the playing fields if they were permitted. It was advised that the deed would be forwarded on to members for their information.

Councillor Sheldon put forward the following proposals to resolve the issue

-       That communication between the Charitable trust and Clayton field users be improved, if and when any further works are proposed for the fields.

-       That all trees are removed from the fields other than those around the perimeter of the fields.

-       That regular tree inspection is made of all the trees on the fields, in line with the borough tree inspection policy.

Councillor Sheldon proposed and Councillor Ball seconded the proposals.

Members  ...  view the full minutes text for item 4.

The Minutes of the meeting of the Charitable Trust Committee, held 23^rdJune 2025, are attached for approval.

RESOLVED that the minutes of the meeting held on 23^rd June 2025 be approved as a correct record.

Director of Legal to report

It was noted that much of the update had been discussed during Item 4.

To consider that the press and public be excluded from the meeting for the following item of business, pursuant to Section 100A(4) of the Local Government Act 1972 on the grounds that discussions may involve the likely disclosure of exempt information, under paragraph 3 as defined in the provisions of Part 1 of Schedule 12A of the Act, to the Local Government Act 1972 and public interest would not be served in publishing the information.

RESOLVED that in accordance with Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it contains exempt information under paragraphs 1 of Part 1 of Schedule 12A of the Act, and it would not, on balance, be in the public interest to disclose the reports.

Report to follow

Members noted that the report hadn’t been shared with ward members and that it was not in the usual template of the council.

RESOLVED: That the report be deferred until the next meeting to allow for officer comments.