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

Councillor FitzGerald indicated his wish to speak on a number of items on the agenda.

RESOLVED:  That Councillor Garland be elected as Chairman of the Committee for the remainder of the Municipal Year 2009/10.

RESOLVED:  That Councillor Ash be elected as Vice-Chairman of the Committee for the remainder of the Municipal Year 2009/10.

In the absence of the Chairman, the Vice-Chairman took the Chair.

There were no disclosures by Members and Officers.

There were no disclosures of lobbying.

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

RESOLVED:  That the Minutes of the meeting held on 2 March 2009 be approved as a correct record and signed.

Minute 61 - Garden Cottage Overspend

The Senior Solicitor advised the Committee that he hoped to be in a position to report back to the next meeting on the possibility of the Charity seeking reimbursement from the Council in the event of any future overspends in respect of works at the Cobtree Manor Estate  exceeding 10% of the original contract cost.

1.  Cobtree Manor Estate – Master Plan

2.  Work of the Park Ranger

3.  Cobtree Manor Estate – Guided Tour of the Estate

That the quotation in the sum of £9,500 submitted by Adam S Bailey Garden Design be accepted subject to satisfactory financial and previous project references.

Councillor Ash stated that he thought that he knew one of the landscape designers who had been invited to submit a fixed price quotation for the preparation of the site master plan in that he believed that the person concerned had carried out landscaping work for his son.  However, he did not consider that he had a personal or prejudicial interest in the matter.

See Record of Decision of the Committee (copy attached as Appendix A).

1.  That the work carried out by the Park Ranger since her appointment and the proposals for future projects and activities be noted.

2.  That agreement be given to the acquisition of an electric vehicle to assist the Park Ranger in carrying out her work on site and that, in this connection, the Officers be authorised to enter into a three year lease agreement at an estimated cost of £2,600 subject to them being satisfied, following further trials, that the vehicle will meet the operational requirements of the post holder.

3.  That the Officers be requested to submit a report to the Cobtree Charity Committee at the earliest opportunity regarding the offer made by the Cobtree Charity Trust Ltd to install, at its own expense, gates and signage at the Forstal Road entrance to the Rural Park.

4.  That, for consistency, the Cobtree Rural Park should be known as the Cobtree Manor Park in future.

See Record of Decision of the Committee (copy attached as Appendix B).

1.  That the annual visit and inspection tour of the Cobtree Manor Estate should be arranged to take place in September and that all other Members of the Council, Trustees of the Cobtree Charity Trust Limited and those Officers who are most closely associated with the operation of the Estate be invited to attend, including the newly appointed Park Ranger.

2.  That the tour should include a brief visit to the Kent Wildlife Trust if possible.

See Record of Decision of the Committee (copy attached as Appendix C).

The Committee considered the report of the Head of Finance concerning the draft un-audited Report and Financial Statements for the financial year 2008/09.  It was noted that the loan repayment for 2008/09 was £52,048.  This had reduced the total debt outstanding to the Council to £149,900 and it was anticipated that the Charity would be debt free in 2010/11.  During 2008/09, the Charity had disposed of Chatham Lodge for £150,000 and the proceeds arising from the sale had been invested in the Charifund Investment Fund as part of the permanent endowment.  The market value of the Charifund investment had fallen again during 2008/09.  At 31 March 2008, the Charity held 98,238 units in the Fund.  These were valued at £13.10 each, giving a total holding of £1,286,839.  With the additional investment following the disposal of Chatham Lodge, the total holding had increased to 116,369 units.  However, the value of these units had dropped to £8.19 each at 31 March 2009, giving a total holding of £953,294.  As at 26 June 2009, the value of the units had increased to £8.91 each, giving a total holding of £1,036,848. This was an increase of £83,554 on the value of the investment at 31 March 2009. The current value of the investment was a reflection of the economic climate at present, and should increase as the economy improved.  There had also been a fall in income from the Will Trust Fund and from the Golf Course, again reflecting the current economic situation.

RESOLVED:  That the draft Report and Financial Statements for the financial year 2008/09 be noted.

The Committee considered a report by the Head of Finance setting out details of the financial position in respect of the Golf Course and the Rural Park as at 31 May 2009.  The report also included details of capital expenditure to 31 May 2009 and the projected loan repayment position. It was noted that actual income in respect of the Golf Course was almost on target.  Following a review of public conveniences, it was proposed that the costs of those toilet blocks located within parks, including the Rural Park, should be charged directly to the appropriate cost centres.  The costs associated with the block located within the Rural Park were estimated to be £15,780 for 2009/10 and this sum had been incorporated within the loan repayment projection.  It was projected that the loan would be repaid during 2010/11.

RESOLVED:  That the financial position as at 31 May 2009 be noted.

9.30 a.m. to 10.25 a.m.