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MAIDSTONE BOROUGH COUNCIL
RECORD OF DECISION OF THE Cobtree Manor Estate Charity Committee
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Decision Made: |
15 January 2014 |
CHARITY KNOWN AS THE COBTREE MANOR ESTATE - ACCOUNTS 2012/13
Issue for Decision
To approve the audited Report and Financial Statements for the financial year 2012/13.
Decision Made
1. That the Report and Financial Statements for the financial year 2012/13, including the Schedule of Adjustments and the Letter of Representation, all attached as Appendix A to the report of the Head of Finance and Resources, be approved; and
2. That the proposed response to the Management Letter from the external auditors, as set out in paragraph 1.4.5 of the report of the Head of Finance and Resources and reproduced in italics below, be approved.
Reasons for Decision
In July 2013 the Committee received the un-audited Report and Financial Statements for the financial year 2012/13.
The audited 2012/13 Report and Financial Statements from the external auditors are attached as Appendix A to the report of the Head of Finance and Resources together with the Schedule of Adjustments, details of unadjusted misstatements, the Management Letter and the Letter of Representation. A revised version of the Balance Sheet was circulated at the meeting, correcting a typographical error which had no impact on the figures overall.
The accounts must be formally approved and signed before they are submitted to the Charity Commission by 31 January 2014.
Accounts 2012/13
Following their examination of the Report and Financial Statements,
King & Taylor, the external auditors, recommended a small number of minor changes, which have now been incorporated into the audited version and are detailed in the Schedule of Adjustments shown as part of Appendix A to the report of the Head of Finance and Resources.
The most significant change was as a consequence of the investment income from the Cobtree Charity Trust Ltd being slightly higher than was estimated in the draft Accounts.
The adjustments mean that the sum due from Maidstone Borough Council to the Charity known as the Cobtree Manor Estate has increased from £82,109 as per the draft Accounts to £85,555. Following confirmation of this sum, payment has been made.
The Letter of Representation, details of unadjusted misstatements and the Management Letter also form part of Appendix A to the report of the Head of Finance and Resources.
The Letter of Representation seeks confirmation of a number of statements relating to the audit and the information supplied to the external auditors during the course of their audit.
The Management Letter draws attention to points of interest that the external auditors have identified. Only one point has been raised and the comment on this is as follows:
At present there is no obligation for the accounts to be formally audited by a registered auditor, but Trustees have chosen to have a formal audit. Based on the current thresholds Trustees could still elect to have an independent examination rather than a formal audit, but this point notes that this option may not be available in the future if the statutory thresholds are exceeded.
It is the intention to respond formally to the Management Letter. Previously the draft response has been reported to the Committee for approval, but given that only one point has been raised it is intended to respond as detailed above.
Alternatives Considered and Why Rejected
There are no alternative actions as it is a requirement that the Accounts, the Letter of Representation and the Schedule of Adjustments be approved by the Council acting as Corporate Trustee of the Charity known as the Cobtree Manor Estate and signed by the Chairman of the Committee prior to their submission to the Charity Commission.
Background Papers
None
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Should you be concerned about this decision and wish to call it in, please submit a call in form signed by any two Non-Executive Members to the Head of Policy and Communications by: 24 January 2014. |
MAIDSTONE BOROUGH COUNCIL
RECORD OF DECISION OF THE Cobtree Manor Estate Charity Committee
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Decision Made: |
15 January 2014 |
STAFFING AT COBTREE MANOR PARK
Issue for Decision
To consider the need for additional staffing at Cobtree Manor Park over the summer period 2014.
Decision Made
1. That agreement be given to additional members of staff being employed at Cobtree Manor Park during the busiest periods of 2014 to cover times when the staff currently employed in the Park are not scheduled to work;
2. That, as during the summer of 2013, additional members of agency staff be employed to cover periods when the Park is unmanned from the last weekend in March to the last weekend in September 2014, to include all school days from 3-8pm (or closing time if earlier) and weekends and bank holidays from 11am to 6.30pm;
3. That, in addition, Maidstone Borough Services’ staff be employed on overtime to undertake littering duties at weekends during this period for 2 hours per visit; and
4. That the future staffing requirements of the Manor Park be reviewed at the end of the year, taking into consideration the requirements of the Visitor Centre, when completed, and the future operational needs of the Park having regard to the outcome of the retendering exercise in respect of the operation of the Golf Course, which will provide a clearer picture of the resources available to the Charity.
Reasons for Decision
The large number of visitors now using Cobtree Manor Park has led to the need for additional staffing to collect litter, undertake increased maintenance and be available to deal with any issues from members of the public as they arise. The current staffing pattern does not allow for weekend or evening working, the times at which the Park is at its busiest.
Details of the staffing options set out in exempt Appendix A to the report of the Cobtree Officer show that the proposed staffing solution using agency staffing is the cheapest option for providing staff to cover those periods when the Park is currently unmanned. These arrangements were used last summer, and worked well.
Delaying a full staffing review until the end of the year will enable the requirements of the Visitor Centre to be taken into consideration and consideration to be given to the future operational needs of the Park having regard to the outcome of the retendering exercise in respect of the contract for the operation of the Golf Course, which will provide a clearer picture of the resources available to the Charity.
Alternatives Considered and Why Rejected
The alternative is to not provide additional staffing cover over weekends and evenings and for littering at weekends. This is not considered appropriate as, with visitor numbers increasing from around 40,000 to around 333,000 per year, not littering or not having staff available at weekends and evenings to deal with issues as they arise is likely to lead to an increased number of complaints.
Background Papers
Cobtree Manor Park Master Plan
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Should you be concerned about this decision and wish to call it in, please submit a call in form signed by any two Non-Executive Members to the Head of Policy and Communications by: 24 January 2014. |