Minutes Template





Minutes of the meeting held on Monday 29 July 2019



Councillor Harper (Chairman), and

Councillors Cuming, Mrs Robertson, Round and Vizzard






6.           Apologies for Absence


It was noted that apologies had been received from Councillor Cox.




7.           Notification of Substitute Members


It was noted that Councillor Vizzard was substituting for Councillor Cox.




8.           Notification of Visiting Members


There were no Visiting Members.




9.           Disclosures by Members and Officers


There were no disclosures by Members and Officers.




10.        Disclosures of Lobbying


There were no disclosures of lobbying.




11.        Exempt Items


RESOLVED:  That all items be taken in public as proposed.




12.        Minutes of the Meeting held on 6 March 2019


RESOLVED:  That the Minutes of the meeting held on 6 March 2019 be approved as a correct record and signed.




13.        Minutes of the Meeting held on 21 May 2019


RESOLVED:   That the Minutes of the meeting held on 21 May 2019 be approved as a correct record and signed subject to:-


Agenda Item 3 – Election of Chairman – Councillor Harper be inserted instead of Councillor Round.






14.        Presentation of Petitions


There were no petitions.




15.        Questions and answer session for members of the public


There were no questions from members of the public.




16.        Accounts 2018/19


The Senior Finance Manager (Client) presented a report which set out the financial position of the Trust as at 31st March 2019 and also provided an update on the performance of the investments.


The Committee noted that:-


·         The Trust’s overall assets were £22,874

·         The value of the Trust’s investment was £22,821

·         The Service Level Agreement would not now be drawn up in view of the Committee’s decision to dissolve the collection

In response to questions from Members, the Senior Finance Manager advised that the difference between the income from voluntary sources during the last 2 years had been due to a significant one-off donation received last year.

The Committee gave a vote of thanks to the Senior Finance Manager and his officers for all their hard work over the years managing the accounts of the Trust.




1)   The accounts for the year ending 31st March 2019 be approved.

2)   The annual update on investment performance be noted.


Voting:  For: unanimous




17.        Future governance of the Queens Own Royal West Kent Regiment Trust


The Museum Director presented a report on the future governance arrangements of the Queen’s Own Royal West Kent Regiment Trust. 


The Committee were reminded that at its meeting on 6th March 2019 a decision had been made in principle to dissolve the collection and donate it to the Maidstone Museum and had asked that officers drew up a clear set of reasons for the dissolution of the charity that could be submitted to the Charity Commission.


The Committee was advised that one of the conditions of dissolution was that the Charity’s endowment should be spent on furthering the objectives of the Trust and the Museum’s Director suggested that the following projects were pursued:-


·         Conservation of 3 Sikh Colours at a cost of between £5,600-£6,300 plus VAT. 

·         Conservation of French Tricolour at a cost of between £7,500-£8,420 plus VAT.

·         Digital presentation of Kohima and Malaya Oral Histories on website and/or digital kiosks already in the gallery at a cost of approximately £6,000.

·         Any left-over funds would be used to purchase conservation and storage materials for the on-going care of and access to the collection.

In response to questions from the Committee, the Officers advised that:-


·         Officers had been unable to identify a representative from the Regiment

·         In 2009 a project was undertaken to provide oral history cases from the last surviving members of the Regiment and it was hoped that this would come to fruition as part of the Museum’s transformation plans

·         The estimates for the colours were for conservation purposes, not display purposes.  If the artefacts were to be displayed then there would be an additional cost.

·         That the Council was already planning to put in a display of Maidstone as part of its transformation plan



1)   That the collections of the QOWKR Museum Trust be transferred in their entirety into the ownership of Maidstone  Museum.

2)   That it approves the reasons for dissolution which are:-

a) that the regiment no longer exists

b) that the collection is managed and maintained by the Maidstone
    Museum staff

      c) that the original purpose of the trust – to preserve and
          publicly exhibit the collection – is redundant, as the work is now

          carried out by the Maidstone Museum

     d)  that the Council has committed to maintain, make publically
          accessible and exhibit items of the collection

3) That, prior to the dissolution of the trust, officers request permission          
    of the Charity Commission to spend the permanent endowment of the

4) That the Chairman of the Committee signs the memorandum of
    amendment required by the Scheme to spend the endowment, as set
    out in Appendix A to the report.

5) That, subject to permission being granted and following the
    expenditure of the endowment, the trust is dissolved.

6) That delegated authority be given to the Museum’s Director to take
    all necessary steps to spend the endowment and dissolve the trust in
    accordance with the Trust Scheme dated 12 March 2007 and the
    Charity Commission’s requirements.

7) That a further report be brought to the next meeting of the Committee
    detailing the action taken to spend the permanent endowment and

    dissolve the trust.      

    Voting:  For:  unanimous




18.        Duration of Meeting


11 a.m. to 12 noon.