It was noted that apologies for absence had been received from Councillor Garland.

Councillor FitzGerald indicated his possible wish to speak on all items on the agenda.

RESOLVED:  That Councillor J A Wilson be elected as Chairman of the Committee for the Municipal Year 2010/11.

RESOLVED:  That Councillor Greer be elected as Vice-Chairman of the Committee for the Municipal Year 2010/11.

There were no disclosures by Members or Officers.

There were no disclosures of lobbying.

RESOLVED:  That the item on Part II of the agenda be considered in public, but the information contained therein should remain private.

RESOLVED:  That the Minutes of the meeting held on 26 April 2010 be approved as a correct record and signed.

The Committee considered the report of the Head of Finance and Customer Services setting out the un-audited Report and Financial Statement for the financial year 2009/10.  It was noted that:-

·  The draft Report and Financial Statement had been produced in accordance with the revised Charity Accounting Statement of Recommended Practice which came into effect for accounting periods beginning on or after 1 April 2005.

·  The loan repayment for 2009/10 was £125,953.  This had reduced the total debt outstanding to the Council to £25,446 and it was anticipated that the Charity could be debt-free in 2010/11 subject to any additional costs the Charity might be liable for.  The increased level of repayment was partly a consequence of the low level of capital expenditure incurred in 2009/10.

·  There were no asset disposals during 2009/10 and none of the assets held were subject to revaluation.

·  The market value of the Charifund investment had risen during 2009/10 to £1,288,356 at 31 March 2010 compared to a value of £953,342 at 31 March 2009.  The purchase value of the investments held was £1,290,000, so if the economic situation continued to improve it could be anticipated that the market value would continue to rise.

·  The Statement now included the full year impact of the management contract at the Golf Course that came into effect in January 2009. Within the Statement of Financial Activities the reduction in Golf Club revenue now reflected the fact that the fees were paid to the Charity net of the contractor’s operating costs, and this was reflected under the Charitable Activities heading which showed reduced expenditure.

In terms of Governance Costs, a Member sounded a note of caution about the increase in the costs associated with the external audit of the accounts. 

RESOLVED:  That the draft Report and Financial Statement for the financial year 2009/10 be noted prior to audit.

The Committee considered the report of the Head of Finance and Customer Services setting out details of the financial position in respect of the Golf Course and the Manor Park as at 31 May 2010.  The report also included details of capital expenditure, the projected loan repayment position, deposits held and total investments held.  It was noted that, with regard to the Golf Course, there was still a variance on employee costs as the Charity was continuing to make pension payments in respect of staff transferred to the management contractor.  It was understood that the situation would be resolved in the very near future and the payments would be recharged to the contractor.  With regard to the Cobtree Manor Park, additional costs of £9,143 had been incurred in respect of grounds maintenance.  However, the overspend was covered by additional income of £19,576 received from the Cobtree Charity Trust Limited in respect of the Will Trust Fund.

RESOLVED:  That the financial position in respect of the Golf Course and the Manor Park be noted.

1.   That subject to the deletion of the proposed lake, dog agility area and re-routing of the bridle path, the amended draft master plan be endorsed as the “guiding principles” document for the future development of the Cobtree Manor Park.

2.  That the play equipment should remain the highest priority element of the scheme.

3.  That the Officers be requested to report to the next meeting with a project plan, including design specifications, phasing, costings and funding proposals.

DECISION MADE:

1.   That subject to the deletion of the proposed lake, dog agility area and re-routing of the bridle path, the amended draft master plan be endorsed as the “guiding principles” document for the future development of the Cobtree Manor Park.

2.  That the play equipment should remain the highest priority element of the scheme.

3.  That the Officers be requested to report to the next meeting with a project plan, including design specifications, phasing, costings and funding proposals.

For full details of this Record of Decision, please follow this link:-

http://meetings.maidstone.gov.uk/Published/C00000136/M00001085/AI00005862/$$$IssueDecision.doc.pdf

1.  That the progress report be noted and that the approach being taken to the creation of the “Friends” Group be endorsed.

2.  That information about Cobtree Manor Park and the events and activities taking place should be circulated to all Parish Councils in the Borough.

3.  That no action be taken on the proposed site visit to Shorne Woods Country Park now that a master plan for the future development of the Cobtree Manor Park has been agreed, but the Officers be requested to look at the operational and managerial arrangements in place at Shorne Woods to see what lessons can be learned.

DECISION MADE:

1.  That the progress report be noted and that the approach being taken to the creation of the “Friends” Group be endorsed.

2.  That information about Cobtree Manor Park and the events and activities taking place should be circulated to all Parish Councils in the Borough.

3.  That no action be taken on the proposed site visit to Shorne Woods Country Park now that a master plan for the future development of the Cobtree Manor Park has been agreed, but the Officers be requested to look at the operational and managerial arrangements in place at Shorne Woods to see what lessons can be learned.

For full details of this Record of Decision, please follow this link:-

http://meetings.maidstone.gov.uk/Published/C00000136/M00001085/AI00005863/$$$IssueDecision.doc.pdf

That agreement be given to the renewal of the lease of the Cobtree Cabin for a period of twelve months from the expiry date, on the existing terms and conditions, but with an increase in the rental to £1,600.

DECISION MADE:

That agreement be given to the renewal of the lease of the Cobtree Cabin for a period of twelve months from the expiry date, on the existing terms and conditions, but with an increase in the rental to £1,600.

For full details of this Record of Decision, please follow this link:-

http://meetings.maidstone.gov.uk/Published/C00000136/M00001085/AI00005864/$$$IssueDecision.doc.pdf

1.  That agreement be given in principle to the Cobtree Manor Park being made available for hire for events organised by community groups and other organisations on the Council’s normal terms and conditions and applicable hire rates.

2.  That delegated authority be given to the Officers to negotiate increased rates should an approach be made by a commercial company.

DECISION MADE:

1.  That agreement be given in principle to the Cobtree Manor Park being made available for hire for events organised by community groups and other organisations on the Council’s normal terms and conditions and applicable hire rates.

2.  That delegated authority be given to the Officers to negotiate increased rates should an approach be made by a commercial company.

For full details of this Record of Decision, please follow this link:-

http://meetings.maidstone.gov.uk/Published/C00000136/M00001085/AI00005865/$$$IssueDecision.doc.pdf

1.  That agreement be given to the renovation of the Sheep Dip at Cobtree Manor Park subject to the cost not exceeding £800.

2.  That the Assistant Director of Environment and Regulatory Services be given delegated authority in consultation with the Vice-Chairman of the Committee to agree the exact price.

DECISION MADE:

1.  That agreement be given to the renovation of the Sheep Dip at Cobtree Manor Park subject to the cost not exceeding £800.

2.  That the Assistant Director of Environment and Regulatory Services be given delegated authority in consultation with the Vice-Chairman of the Committee to agree the exact price.

For full details of this Record of Decision, please follow this link:-

http://meetings.maidstone.gov.uk/Published/C00000136/M00001085/AI00005866/$$$IssueDecision.doc.pdf

1.   That subject to no objections being raised by Members of the Committee by 19 July 2010, having had an opportunity to consider the Consultant Engineers’ Report, the tender in the sum of £73,180 submitted by DCB (Kent) Limited to undertake the necessary underpinning works at Garden Cottage be accepted subject to satisfactory financial and insurance references and approval of the Health and Safety documentation, and that funding be made available to enable the works to be carried out as soon as possible.

2.  That funding also be made available to cover the additional fees and

  estimated costs amounting to £7,971.35.

DECISION MADE:

1.   That subject to no objections being raised by Members of the Committee by 19 July 2010, having had an opportunity to consider the Consultant Engineers’ Report, the tender in the sum of £73,180 submitted by DCB (Kent) Limited to undertake the necessary underpinning works at Garden Cottage be accepted subject to satisfactory financial and insurance references and approval of the Health and Safety documentation, and that funding be made available to enable the works to be carried out as soon as possible.

2.  That funding also be made available to cover the additional fees and estimated costs amounting to £7,971.35.

For full details of this Record of Decision, please follow this link:-

http://meetings.maidstone.gov.uk/Published/C00000136/M00001085/AI00005867/$$$IssueDecision.doc.pdf

1.  That arrangements be made for Members of the Committee to meet with representatives of the Continuum Group at the Kent Life Museum on 22 September 2010 to discuss issues of mutual interest.

2.  That the annual visit and inspection tour of the Cobtree Manor Estate should be arranged to take place on a separate occasion and that all other Members of the Council, the Trustees of the Cobtree Charity Trust Limited and those Officers most closely associated with the operation of the Estate be invited to attend.

DECISION MADE:

1.  That arrangements be made for Members of the Committee to meet with representatives of the Continuum Group at the Kent Life Museum on 22 September 2010 to discuss issues of mutual interest.

2.  That the annual visit and inspection tour of the Cobtree Manor Estate should be arranged to take place on a separate occasion and that all other Members of the Council, the Trustees of the Cobtree Charity Trust Limited and those Officers most closely associated with the operation of the Estate be invited to attend.

For full details of this Record of Decision, please follow this link:-

http://meetings.maidstone.gov.uk/Published/C00000136/M00001085/AI00005868/$$$IssueDecision.doc.pdf

2.30 p.m. to 3.35 p.m.