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Agenda and minutes

Venue: Remote Meeting - The public proceedings of the meeting will be broadcast live and recorded for playback on the Maidstone Borough Council website

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Items
No. Item

85.

Chairman of the Meeting

Minutes:

Due to connectivity issues, the Chairman was not present for agenda items 1-11.  In the absence of the Chairman, the Vice-Chairman took the Chair for these items.

 

86.

Apologies for Absence

Minutes:

There were no apologies for absence.

 

87.

Notification of Substitute Members

Minutes:

There were no Substitute Members.

 

88.

Urgent Items

Minutes:

There were no urgent items.

 

89.

Notification of Visiting Members

Minutes:

Councillor Perry had given notice of his wish to speak on the report of the Leisure Manager relating to Cobtree Contracts Reliefs and Mitigations, and was present at the meeting.

 

90.

Disclosures by Members and Officers

Minutes:

There were no disclosures by Members or Officers.

 

 

91.

Disclosures of Lobbying

Minutes:

There were no disclosures of lobbying.

 

92.

Exempt Items

Minutes:

RESOLVED:  That the items on the agenda be taken in public as proposed.

 

93.

Minutes of the meeting held on 18 March 2020 pdf icon PDF 67 KB

Minutes:

RESOLVED:  That the Minutes of the meeting held on 18 March 2020 be approved as a correct record and signed.

 

94.

Presentation of Petitions

Minutes:

There were no petitions.

 

95.

Question and answer session for members of the public

Minutes:

There were no questions from members of the public.

 

96.

Questions from Members to the Chairman

Minutes:

There were no questions from Members to the Chairman (the Vice-Chairman was in the Chair for this item).

 

The Chairman joined the meeting after consideration of this item (2.10 p.m.) and took the Chair.

 

The Chairman said that he had no disclosures of interest or lobbying.

 

97.

Cobtree Contracts Reliefs and Mitigations pdf icon PDF 111 KB

Additional documents:

Minutes:

The Leisure Manager introduced his report on the contractual relief to be provided to the operators of the Cobtree Manor Park Golf Course, Kent Life and the Cobtree Café to ensure service continuity both during, where possible, and after the current COVID-19 pandemic. 

 

The Leisure Manager advised the Committee that having consulted with the Chairman he wished to amend the recommendations set out in his report as follows with the changes in italics:

 

1  That the rent paid by MyTime Active at Cobtree Manor Park Golf Course is suspended for a period of 58 days, that the payment of the pro rata rent for that 58 day period is waived and the Senior Finance Manager makes provision for this in the Cobtree cashflow forecasts.  This relief is conditional on all other outstanding rental invoices being paid.

 

2.  That the contract fee paid by Planning Solutions at Kent Life is suspended for the whole of the Q1 period, that the payment of the Q1 contract fee is waived and the Senior Finance Manager makes provision for this in the Cobtree cashflow forecasts.  This relief is conditional on all other outstanding rental invoices being paid.

 

3.  That the rent fee paid by Cobtree Café Ltd at the Cobtree Café is suspended for the duration of the Café’s closure period, and that the payment of the rent is waived for that period subject to Cobtree Café Ltd complying with the UK PPN 02/20 guidance to the satisfaction of the Head of Regeneration and Economic Development.

 

4.  That all agreements to provide relief are reliant on the operators complying with all of the appropriate actions and qualifying criteria, with the relief being withdrawn should the operator not be eligible or not be in compliance.

 

5.  That authority be given to the Director of Regeneration and Place to instruct Mid-Kent Legal Services to amend the contracts and leases thus incorporating the changes approved in recommendation 1, recommendation 2 and recommendation 3 above, and for the amended contracts and other ancillary documents to be entered into by the Council on behalf of Cobtree Manor Estate Charity.

 

6.  That the Leisure Manager continues to monitor the budget and cashflow positions at Cobtree Manor Park Golf Course and Kent Life and that future requests for supplier relief are brought to this Committee for future consideration.

 

The Leisure Manager then explained that:

 

·  In response to the COVID-19 outbreak, the Cobtree operators began to alter their operating arrangements from 16 March 2020 onwards until, under instruction from the Government, they closed and ceased operations on 23 March 2020.

 

·  The operators had taken advantage of the Government’s furlough scheme and business rates relief schemes where they were eligible but they were all experiencing significant budget pressures and they had all requested financial support from the Cobtree Manor Estate Charity.

 

·  The Cobtree Manor Estate Charity and the operators were required to follow Procurement Policy Note 02/20 – Supplier relief due to COVID-19 published by the Cabinet Office and to  ...  view the full minutes text for item 97.

98.

Duration of Meeting

Minutes:

2.00 p.m. to 2.50 p.m.