Agenda item

The Executive Member for Economic Development submitted a report setting out the background of Scott’s Grotto in Ware and of the options available in terms of its future management arrangements.  The Head of Communications, Strategy and Policy explained that ultimately, any decision to dispose of Scott’s Grotto would be taken by the Executive but welcomed the views of Scrutiny Committee Members on the issues outlined in the report.  He provided a summary of the report and highlighted the options for Members’ consideration, which included the establishment of a trust and transferring Scott’s Grotto or a “do nothing” approach. 

The National Management Trainee provided an overview of the report adding that Members’ views were also being sought on the best model which could be adopted, adding that if Executive Members agreed to support the establishment of a Trust, then its governance arrangements and objectives must be appropriate and sustainable.

Three Members of Ware Society were in attendance and referred to the Society’s long and harmonious relationship with the Council.  A brief overview of its historical value and local interest was provided.  The Society’s representative explained that its “ad hoc” management arrangements were no longer adequate and that the Grotto was falling into disrepair as the recent condition survey had revealed.  The Society supported the establishment of a Trust represented by both parties and urged Members to support a one-off lump sum to carry out urgent works.

Members debated the report at length, including the establishment of a Trust, and discussed in detail, the impact of this generally and financially on prospective Trustees.  Members supported the concept of establishing a Trust in order to secure the advancement of Ware’s heritage by protecting the Grotto, summerhouse and the surrounding gardens and in ensuring that it continued to be available to the community. 

In relation to the appointment of trustees, Members debated the liability of trustees and were of the view that if a Trust was to be established then any trustee (of at least three) should be appointed with the appropriate skills and areas of expertise to support the Trust’s objectives and sustainability.  Additionally, legal advice would need to be obtained on the issue of a trustee’s indemnity in order to minimise their liability.

The Head of Communications, Policy and Strategy commented that the establishment of a Trust would help in securing grant funding.  This was supported.

Members debated at length the best financial model to adopt, (given the condition survey) and one which might incentivise sustainability.  Ware Society supported a “one-off” payment.  Members were of the view that grant funding should also be explored. 

The Head of Strategic Finance and Property explained that from a financial viewpoint, the preferred approach of the Council would be to support the allocation of a smaller lump sum as a means of securing match (grant) funding and to ring-fence the sum of £50,000 which would be released in agreed phases and should be subject to the provision of some form of service level agreement.  This was supported. 

The Head of Communications, Strategy and Policy acknowledged that any investment needed to first address urgent repair works.

Councillor P Ruffles stated that Members needed to make it clear to the Executive, that the successes of the past had been largely due to the work of Ware Society and while the Grotto did not fit within the Council’s corporate priorities, the Council needed to be able to deal with “quirks” which were important to the District as a whole.  Councillor P Ballam supported these comments adding that Scott’s Grotto was the largest in the country and brought community and educational benefits.

Members were of the view that the Executive be advised that Performance Audit and Governance  supported the establishment of a trust, in order to secure the advancement of Ware’s heritage by protecting the Grotto, its buildings and heritage and in ensuring that it continued to be available to the public.  Additionally, Members acknowledged the need to appoint trustees (of at least three) with appropriate skills and areas of expertise in order to support objectives and sustainability but felt that the liability of those trustees needed further exploration to ensure the necessary safeguards were in place and to minimise their liability.

In terms of the best financial model, Members supported the allocation of a smaller lump sum (but that the sum of £50,000) be ring fenced as a means of securing match (grant) funding which would be released in agreed phases and subject to the provision of some form of service level agreement.

RESOLVED – that the Executive be advised (A) Performance, Audit and Governance Scrutiny Committee supports the establishment of a Trust, in order to secure the advancement of Ware’s heritage by protecting the Grotto, its buildings and heritage and in ensuring that it continued to be available to the community as a whole;

(B)   if a Trust was to be established, a minimum of three trustees be appointed with appropriate skills and areas of expertise, in order to support objectives and sustainability (once the necessary safeguards were in place to protect them and minimise their liability); and

(C)   the allocation of a smaller lump sum be supported as the best financial model (but that the sum of £50,000) be ring fenced as a means of securing match (grant) funding which would be released in agreed phases and subject to the provision of some form of service level agreement.