Agenda and minutes
Venue: Town Hall, High Street, Maidstone
Contact: Caroline Matthews 01622 602743
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Apologies for Absence Minutes: There were no apologies for absence.
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Notification of Substitute Members Minutes: There were no Substitute Members.
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Notification of Visiting Members Minutes: There no Visiting Members.
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Disclosures by Members and Officers Minutes: There were no disclosures by Members or Officers.
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Disclosures of Lobbying Minutes: There were no disclosures of lobbying.
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Exempt Items Minutes: RESOLVED: That the item contained in Part II of the agenda be taken in private as proposed. |
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Minutes of the meeting held on 28 April 2017 PDF 34 KB Minutes: RESOLVED: That the minutes of the meeting held on 28 April 2017 be approved as a correct record and signed.
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Minutes of the Meeting held on 23 May 2017 PDF 21 KB Minutes: RESOLVED: That the minutes of the meeting held on 23 May 2017 be approved a correct record and signed.
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Presentation of Petitions Minutes: There were no petitions.
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Questions and answer session for members of the public Minutes: There were no questions from members of the public.
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Additional documents:
Minutes: The Senior Finance Manager (Client) presented a report on Contingencies and Reserves of the Trust.
The Committee noted that this was a follow up report from March 2017 which outlined the background to the current financial position and set out a future projection of resources that were likely to be available.
It was noted that the projection set aside £421,000 in the first five years to meet the costs of the proposed capital programme for the Café.
The Senior Finance Manager advised that in his opinion the current reserves of £150,000 were sufficient but the level would continue to be monitored.
The Committee were mindful that costs were continuing to rise and felt that they would prefer to see the contingency for unexpected events topped up to ensure that sufficient funds were maintained.
RESOLVED: That the allocation of future surpluses as outlined in Section 4 of the report of the Director of Finance and Business Improvement be approved.
Voting: For: unanimous
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Report of Director of Finance and Business Improvement - Staff Recharges Report PDF 58 KB Additional documents: Minutes: The Senior Finance Manager presented a report on Staff Recharges.
The Committee noted that the report set out details of the current recharges from the Council to the Trust for 2017/18 and the methodology used to calculate them.
The Senior Finance Manager advised that:-
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The figures set out in Appendix A to the report
represented staff salaries along with an allocation of associated
overheads such as office accommodation, telephones and computer
charges.
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The charges would be reviewed in the Autumn as part of the Council’s budget setting
process and would be adjusted at the end of the year to reflect
outturn figures.
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A separate financial management system was proposed
for the accounts of the Trust. This
would impact on the recharges as they would need to be taken out of
the Council system and dealt with separately.
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A further report would be brought forward once
agreement had been reached on how the finances of the Trust would
be dealt with.
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It was proposed that some form of Service Level
Agreement should be set up to ensure any recharges to the Trust
were accurate and reflected the level of service provided by the
Council. RESOLVED: That
1.
The current recharges be
noted and that the Committee requests that a further report be
brought detailing how the increases have occurred.
2.
That
Officers be requested to work on a
service level agreement to be progressed and completed by March
2018. Voting: For: unanimous
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Additional documents:
Minutes: The Senior Finance Manager presented a report which summarised the 2016/17 year end outturn and the current financial position of the Estate as at 31st May 2017 which covered the activities at the golf course, Kent Life, the Manor Park and the Café/Visitor Centre.
It was noted that:-
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The accounts for 201617 stated that there was a net
operating deficit of £77k which was mainly attributed to
difficulties around the golf course contract.
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The accounts for 2017/18 forecasted a small
surplus.
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Officers had looked at a standalone financial system
for the Trust but it was not felt to be viable. However, it was felt that to set up a separate
company on the Council’s existing financial system would be
the way forward. RESOLVED: That the current financial position be noted.
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Additional documents: Minutes: The Cobtree Manager presented the report updating the Committee on the operation of the estate.
The Committee noted that:-
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The Estate had been awarded the Green
Flag.
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New security measures had been put in place
following the break-in of the Visitor Centre/Café during the
May bank holiday weekend.
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Two students from Hadlow
College studying horticulture and conservation had been working
with the Cobtree Ranger over
May/June.
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Events in the park had been fully booked.
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The EPOS system in the Café was now working
properly and an additional point of sale has been
introduced.
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The Men in Sheds project continued to thrive with
more Members joining. The problems with
condensation in the Elephant House had led to them seeking funding
for works to the roof from the Trust.
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The Communications Team were working on a redesign
of the visitors survey for the
café in readiness for the summer holidays.
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Car parking income continued to flourish.
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The new design for the car park was
presented.
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The new management agreement and lease for the
operation of the golf course had still not been
completed. Officers were hopeful that
the remaining issues would be resolved in the near
future. · The members of CMET were very keen to see a train on the estate and initial enquiries had been made with Kent Highways to look at the feasibility of going under the highway. Planning permission would also need to be sought.
RESOLVED: 2.
That the plans for the car park resurfacing be progressed.
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Minutes: The Leisure Manager presented a report on the Cobtree Manor Park Visitor Centre/Café Update.
The Committee noted that:-
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There had been an increase in prices of 15% from
1st April 2017
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The staff rotas had been streamlined and agency
staff were only used to cover emergencies such as staff
sickness
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Staff had negotiated more competitive prices for
goods
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The opening of a second point of sale at peak times
had increased sales and reduced customer waiting times
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The menu had been refined
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The introduction of disposable plates, cups and
cutlery at peak times had been successful The Committee asked for their thanks to be conveyed to the staff at the Cafe for all their hard work.
RESOLVED: That the contents of the Visitor Centre/Café Update be noted.
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Exclusion of the Press and Public Minutes: RESOLVED:That the press and public be excluded from the meeting for the following item of business because of the likely disclosure of exempt information for the reason specified, having applied the Public Interest Test:-
Head of Schedule 12A
& Brief Description Exempt Report of the Head of Regeneration and Para 3 - Information Economic Development – External Café Tender re financial or business Result – Cobtree Manor Country Park affairs
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Report of the Head of Regeneration and Development - External Café Tender Result Minutes: The Committee considered the exempt report of the Head of Regeneration and Economic Development which provided a summary of the tender process undertaken in consideration of the appointment of an external catering operator at Cobtree Manor Country Park.
RESOLVED:
1.
That a five year contract be awarded to the
contractor as detailed in the exempt report of the Head of
Regeneration and Economic Development for the operation of the
Cobtree Manor Country Park
Café.
2.
That delegated authority be given to the Director of Finance and Business
Improvement to negotiate the terms of the contract with the
contractor as detailed in the exempt report.
3.
That delegated authority be given to the Head of Mid Kent Legal Services to
enter into the necessary contracts with the contractor as detailed
in the exempt report. |
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Duration of Meeting Minutes: 2.30 p.m. to 4.30 p.m.
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