THE CHARITY KNOWN AS COBTREE MANOR ESTATE

COBTREE MANOR ESTATE CHARITY COMMITTEE

20 NOVEMBER 2009

REPORT OF THE COBTREE OFFICER

Report Prepared by: Brian Latimer – Cobtree Officer

1.                           COBTREE MANOR PARK –ADDITIONAL EXPENDITURE

1.1                        Issue for Decision

1.1.1                   To endorse the action taken by officers following consultation with your chairman to authorise the following items of expenditure:

(i)       A fifty percent contribution amounting to £1,750 towards the cost of re-laying tar macadam at the entrance to the Cobtree Manor Park following the installation of replacement gates by the Cobtree Charity Trust Limited; and,

(ii)     £300 for the installation of a baby change facility in the ladies toilet area at the Cobtree Manor Park.

1.2                        Recommendation of the Cobtree Officer

1.2.1                   It is recommended that the action taken by your officers in consultation with the chairman be endorsed.

1.3                        Reasons for Recommendation

1.3.1                   The following items of expenditure which do not appear in the estimates for the current financial year were incurred by officers following consultation with your chairman.  Members are asked to endorse the action taken by officers.

1.3.2                   At the meeting of the Cobtree Manor Estate Committee on 12 August 2009 Members resolved:

(i)       That it be accepted that the installation of the gates and signage will require, subject to any necessary planning/building regulations consents being obtained, the laying of an area of tarmac and that the Officers be requested to report back to the Committee at the earliest opportunity regarding the possibility of a contribution being made towards the cost of the tarmacing.

1.3.3                   When the matter of making a contribution was raised at the meeting, the Assistant Solicitor advised the Committee that the correct procedure to follow in these circumstances would be for the Committee to consider a formal report prior to making a firm commitment to the Cobtree Charity Trust Limited.  The advice given at that time was based on the assumption that the proposed works was for the installation of a new area of tarmac.  However, following further clarification of the situation, in that, the proposed works were a re-surfacing of an existing area, the initial advice has been amended.

1.3.4                   The revised advice resulted in your chairman being consulted, and being made aware that the Cobtree Charity Trust Limited wished to proceed without further delay, and that the works were likely to be completed before this Committee had need to meet except for this item.   Your chairman acknowledged the situation and the proposed action of your officers to authorise the payment of a 50% contribution to the cost; with a retrospective report being submitted to the Committee to formally advise Members of the action taken.

1.3.5                   The Cobtree Charity Trust Limited advised officers that the total cost for the tarmac was £3,500, with the Cobtree Manor Estate Charity being asked to reimburse fifty percent of that cost (£1,750).

1.3.6                   The second item relates to the provision of a baby change facility at the Cobtree Manor Park.  Since her appointment the Park Ranger has received a number of requests for the provision of such a facility.  This is not the first time as similar requests have been received in the past by the café operator.  The cost of provision was investigated and found to be £300.  In light of the low cost, officers consulted your chairman to proceed prior to the next meeting of the Committee and for a report to be submitted in retrospect.

1.4                        Alternative Action and why not Recommended

1.4.1                   The alternative course of action is not to endorse the actions taken by your officers following the consultation with your chairman.  This is not recommended as, in the first instance, the Committee gave a strong indication at the last meeting an equal contribution would be favourably considered for the tarmac area, and in the second, the cost of provision is small in comparison with the demand expressed by the public.

1.5                        Impact on Charity Objects

1.5.1                   Both items are designed to achieve the Charity’s stated objectives by encouraging greater use of the Park.

1.6                        Risk Management

1.6.1                   The improved entrance area and new gates are designed to make the park more attractive and provide greater security.  The baby change facility is designed to provide a safe facility for nappy changing.

1.7                        Other Implications

1.7.1                            

1.7.2                   The financial implication arising from the above actions will result in a minor delay in the final repayment of the debt to the Council.

Background Documents