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Agenda and minutes

Items
No. Item

6.

Apologies for Absence

Minutes:

An apology for absence was received from Councillor Keith Kelly.

7.

Declarations of Interest

To receive declarations of interest from Members including the terms(s) of the Grant of Dispensation (if any) by the Audit Board or Managing Director.

Minutes:

There were no declarations of interest.

 

The Member Services Manager confirmed that the Head of Legal Services had advised that Cabinet members present were not conflicted over any items contained in the agenda, including matters pertaining to the Grounds Maintenance Charges of Charitable Lands.

8.

Confirmation of Minutes of the meeting held on 27 July 2015 pdf icon PDF 90 KB

Minutes:

The minutes of the meeting held on 27 July 2015 were confirmed as an accurate record.

9.

Chairman's Update

Minutes:

The Chairman announced that he had just been given a letter from Mr Ryan in response to the discussion at the Committee’s last meeting. This would be circulated to members of the Committee after the meeting for information.

 

The Chairman also informed Members that the Charity Commission had requested some additional information relating to the leases on Charitable Land. This request was being dealt with.

10.

Urgent Items

The Chairman will announce his decision as to whether there are any urgent items and their position on the agenda.

Minutes:

There were no urgent items.

11.

The Kidd Legacy Trustee's Annual Report and Accounts 2014/15 pdf icon PDF 62 KB

To consider the Trustee’s draft Annual Report and Accounts for the Kidd Legacy at Central Park Dartford (registered charity no. 11342579) and to recommend accordingly.

Additional documents:

Minutes:

The Committee considered the Kidd Legacy Trustee’s annual report and accounts for 2014/15. Members questioned whether the Trustee’s banker was the Co-Operative Bank for the entire financial year as listed in the annual report given that the Council had switched its corporate banking arrangements to Lloyds bank. The Strategic Director (Internal Services) advised Members that this would be checked and altered if necessary and also pointed out a small correction to the figure shown for the net surplus for unrestricted funds for 2014/15 which should have been un-bracketed. It was also noted that the committee membership listed in the annual report were the current members rather than the members who had served during the period 1 April 2014-31 March 2015 covered by the annual report and that this would need to be changed.

 

A member asked for clarification about the investments which were generating the investment income shown in the Income and Expenditure Account and was advised that this represented income generated by investment of the £270,000 held by the trust as investment permanent endowment. It was noted that this income was slightly lower than in the previous year due to fluctuating interest rates. The Strategic Director (Internal Services) agreed to supply further details of the trusts investments to Mr Maynard for information.

 

A member also advised that paragraph 2.13 of the Annual Report stated that all members of the Committee had received training regarding their duties but that he had not been trained. Training records would be checked and training would be arranged for any Member who had not already received this.

 

            RESOLVED:

 

1. That, subject to the amendments outlined above, the draft Annual Report and Accounts for the period 1 April 2014 to 31 March 2015, be approved.

 

         

2. That the Committee Chairman be authorised to sign the amended Annual Report and Accounts on the Trustee’s behalf.

 

3.   That the Managing Director be authorised to file the Annual Update for the financial year 2014/15 with the Charity Commission, on the Trustee’s behalf.

12.

Children's Playing Field and Recreation Ground, Savoy Road - Trustee's Annual Report, Accounts and Update 2014/15 pdf icon PDF 68 KB

To consider the Trustee’s draft Annual Report and Accounts for the Children’s Playing Field and Recreation Ground Savoy Road and to recommend accordingly.

Additional documents:

Minutes:

The Committee considered the Trustee’s Annual Report for 1 April 2014-31 March 2015 relating to the Children’s Playing Field and Recreation Ground, Savoy Road, Dartford, Kent. The Committee noted that the committee membership listed in the Annual Report were the current members rather than the members who had served during the period covered by the Annual Report and that this would need to be amended.

 

            RESOLVED:

 

1.  That, subject to amending the Committee membership listed in paragraph 2.9 of the Annual Report to reflect the membership of the committee during the period covered by the report, the draft Annual Report and Accounts and Annual Update for the period 1 April 2014 to 31 March 2015 be approved.

 

2.  That the Committee, acting as charitable trustee, notes the financial position of the charity as set out in paragraph 3.9 of this report.

 

3.    That the Managing Director be authorised to file the Annual Update for the financial year 2014/15, with the Charity Commission, on the Trustee’s behalf.

13.

Hesketh Park - Trustee's Annual Report and Accounts and Annual Update 2014/15 pdf icon PDF 64 KB

To consider the Trustee’s draft Annual Report and Accounts and Annual Update for the Scheme of Management for the Council’s charitable land holding at Hesketh Park and to recommend accordingly.

Additional documents:

Minutes:

The Committee considered the Trustee’s Annual Report, accounts and update for Hesketh Park for the financial year 2014/15. The Committee noted that the committee membership listed in the Annual Report were the current members rather than the members who had served during the period covered by the Annual Report and that this would need to be amended and also questioned whether the Co-Operative bank was the Trust’s banker for the entire financial year covered by the report given that the Council had switched its commercial banking to Lloyds Bank. The Committee also asked for confirmation that the proposed lease was with Hesketh Park Cricket Club Limited rather than Dartford Cricket Club (this was subsequently checked and the proposed lessee is Dartford Cricket Club Limited). These matters would be checked and the Annual Report and Accounts amended if applicable.

 

A Member asked whether there was a backup plan for Hesketh Park if the proposed lease fell through and was advised that, given the likely strength of interest in the facilities, it would be possible to attract alternative prospective lessees if this became necessary.

 

            RESOLVED:

 

1.    That, subject to the amendments detailed above, the draft Annual Report and Accounts and Annual Update for Hesketh Park the period 1 April 2014 to 31 March 2015, be approved.

 

2.    That the Committee notes that future rental income arising from the lease of land to the Dartford Cricket Club Limited will need to be offset against the grounds maintenance costs incurred by the Council on the charity’s behalf.

14.

Charity Commission's 'Essential Trustee' Guidance pdf icon PDF 52 KB

Additional documents:

Minutes:

The Committee welcomed the publication of the Charity Commission’s guidance document for trustees, “The Essential Trustee: What you need to know, what you need to do”, which offered clear and practical guidance and outlined the duties of a trustee.

 

RESOLVED:

 

That the Charity Commission guidance document, “The Essential Trustee: What you need to know, what you need to do”, be noted.

 

 

15.

Amended Hesketh Park Trustees Annual Report and Accounts 2014/15, Amended Kidd Legacy Trustee's Annual Report 2014/15, and Amended Savoy Road Children's Playing Field and Recreation Ground Trustee's Annual Report 2014/15 pdf icon PDF 64 KB

These reports have been amended in light of the comments made by the Deed, Trust and Obligations Committee at its meeting on 13 October 2015.

 

Additional documents: