THE CHARITY KNOWN AS COBTREE MANOR ESTATE

COBTREE MANOR ESTATE CHARITY COMMITTEE

26 APRIL 2010

REPORT OF THE COBTREE OFFICER

Report Prepared by: Brian Latimer – Cobtree Officer

1.                           COBTREE MANOR ESTATE – GATE OPENING AND CLOSING

1.1                        Issue for Decision

1.1.1                   To consider further options for the future opening and closing of the entry gates at the Cobtree Manor Park.

1.2                        Recommendation of the Cobtree Officer

1.2.1                   It is recommended that:

(i)       Sight and Sound Security Services be engaged to open and close the gates at Cobtree Manor Park for an initial period of one year at an estimated cost of £10,950, and that appropriate financial adjustment be made to the estimates for the financial year 2010-11; and

(ii)     It be agreed in principle that officers implement arrangements to recover where possible any additional costs from the individuals concerned for releasing vehicles locked in the park after the advertised time for closure.

1.3                        Reasons for Recommendation

1.3.1                   At the meeting of the Committee on 15 January 2010 Members were advised that the arrangements for the opening and closing of the newly erected gates at the Cobtree Manor Park had not come about as anticipated.  Members were informed that staff from the Council’s Direct Labour Organisation had been engaged to undertake the task and that additional finance would be required for this to continue.

1.3.2                   Members resolved at the meeting that agreement be given to expenditure of £4,000 in the then current financial year and that a further report be submitted at the earliest opportunity addressing the arrangements from April 2010.

1.3.3                   Members may recall a suggestion was made at the meeting that further discussion was possible with the Café operator; this has not proved to be the case and the situation has not changed.

1.3.4                   Quotations were requested from external security companies and the responses are shown in the exempt appendix.

1.3.5                   From previous experience where park gates are locked at night it is felt important to have a facility for the release of vehicles where the owner has not exited the site by the advertised time.  As can be seen from the quotations this will result in an additional cost to the Charity for providing the basic service to open and close the gates.

1.3.6                   Provided that appropriate signage is in place to advise the public of the consequences of not leaving the car park by the advertised time, it may be possible to pass the additional cost on to the motorist concerned.  It is recommended that Members agree in principle that officers should implement such arrangements as may be necessary to recovery where possible the additional cost so as to protect the interests of the Charity.

1.4                        Alternative Action and why not Recommended

1.4.1                   The alternative course of action is to leave the gates permanently unlocked.  This is not recommended because the incidences of undesirable activity will not diminish with free access to the park.

1.5                        Impact on Charity Objects

1.5.1                   There will be a positive impact on the Charity’s objects as it is anticipated there will be an increase in the number of visitors resulting from a perception of greater security.

1.6                        Risk Management

1.6.1                   The engagement of a professional and qualified security company with all risk assessments in place will ensure a safe service for all concerned.

1.7                        Other Implications

1.7.1                            

1.7.2                   No financial allowance has been made in the current financial year for the provision of this service; additional finance in the sum of £11,500 (including an allowance for additional charges for release of vehicles) will need to be agreed if the recommended services are to be engaged. The addition of a budget to cover these works will mean a reduction in the resources available at year end to contribute to the repayment of the Charity’s liability to Maidstone Borough Council.

1.7.3                   The provision of the specified services is anticipated to increase the degree of site security, and thus attract a greater number of visitors to the site.

1.7.4                   Four separate quotations were requested; the details of which are set out in the Exempt Appendix.

Background Documents