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Agenda and minutes

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Items
No. Item

24.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillors M J Davis and K M Kelly, and from Mr Steve Maynard (Independent Member).

25.

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 and the Chairman confirmed that there were no grants of dispensation.

 

The Committee Co-ordinator advised that Cabinet Members present were not conflicted over any items contained in the Agenda.

26.

Confirmation of Minutes of the meeting held on 1 June 2016 pdf icon PDF 88 KB

Minutes:

                        RESOLVED:

 

That the Minutes of the meeting held on 1 June 2016 be confirmed.

27.

Chairman's Update

Minutes:

The Chairman advised that the additional ‘bundle’ of papers tabled by the Council’s Solicitor would be considered as part of Item 7 [marked as ‘To-Follow’ in the published Agenda] Hesketh Park and Dartford Cricket Club – Advertising Hoardings.

28.

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 for consideration.

29.

Appointment of Fourth Independent Member pdf icon PDF 50 KB

To inform the Committee of the requirement to recruit a replacement Independent Member to the Committee, following the departure of Mrs Elissia Evans in August 2016 and to update Members on progress.

 

 

Minutes:

The report informed the Committee of the requirement to recruit a replacement Independent Member to the Committee following the departure of Mrs Elissia Evans in August 2016.

 

Members received an update from the Committee Coordinator regarding the initial recruitment exercise which had closed the previous week [14 October 2016]. Following the formula adopted in 2010 and 2014, Officers had advertised the position in the local press, the Council website and the Council’s Intranet, but had received no responses to date. A similar initial lack of public response had been encountered in 2010 and 2014, but candidates had been identified eventually and appointed. Officers proposed that the position be re-advertised, with a revised closing date for applications of 1 December 2016.

 

Members asked that the recruitment exercise be widened to include a canvass of the Council’s Liaison Groups e.g. Friends of Hesketh Park, Dartford Heath, Elders Forum etc. in addition to placing further adverts in the local press and updating the Council website. Members also agreed to advertise the position by word of mouth amongst their contacts and constituents.

 

The Chairman sought nominations from the Committee to sit on a selection panel (report para. 3.6 agenda p.8) to assess applications (when received) on the basis of suitability and merit, for recommendation to Cabinet as the appointing body. Councillors Tom Maddison (Labour Group), Richard Lees (S&GRA) and Independent Member Mr Martin Hussey, agreed to join the Chairman, Cllr. Andy Lloyd (Con.) on a selection panel at a date to be agreed, once sufficient applications had been received for the Panel to consider.   

 

 

                        RESOLVED:

 

1.    That Officers widen the scope of the current recruitment exercise to identify a fourth Independent Member to sit on the Committee [as detailed above];

 

2.    That a panel of four Members drawn from the Committee [as identified above] be convened at a date to be agreed, to undertake the interview process of identified candidates;

 

3.    That the appointment of the successful candidate be referred to Cabinet for approval as the appointing body prior to subsequent endorsement by the Committee.

30.

Hesketh Park and Dartford Cricket Club - Revised Proposal to Erect Advertising Hoardings pdf icon PDF 57 KB

To consider new proposals from Dartford Cricket Club Limited to erect advertising hoardings in Hesketh Park on land held by the Council as Trustee.

Additional documents:

Minutes:

The Chairman confirmed that all Members had received a copy of the tabled report [marked as to follow in the published Agenda] and the separate ‘bundle’ of papers tabled by the Council’s Solicitor, which addressed further written representations addressed to Officers from Mr L P Ryan, opposing the erection of advertising hoardings by Dartford Cricket Club (DCC) in Hesketh Park.

 

The Chairman proposed that Members discuss the ‘bundle’ of papers first, before progressing to the substantive report from the Leisure & Communities Officer. The ‘bundle’ comprised the Solicitor’s Briefing Note to Members dated 17 October 2016 which addressed two letters from Mr Ryan [to Officers] dated 14 October 2016 and 8 October 2015 respectively. 

 

The Briefing Note to Members proposed that the Solicitor respond to Mr Ryan’s letter of 14 October 2016 direct, advising him of the outcome of the Committee’s decision that evening [18 October 2016] regarding the revised proposal from Dartford Cricket Club to erect advertising hoardings in Hesketh Park. The Note further advised Members that the points raised in Mr Ryan’s earlier letter of 8 October 2015 were not of direct relevance to the matters on the Agenda that evening and had been addressed by Officers on a number of previous occasions with Mr Ryan. The Note proposed that those matters should now be regarded as closed.

 

The Vice-Chairman expressed his concern that Mr Ryan’s letters to Officers continued to be submitted to Members for consideration and discussion as part of the agenda proceedings. Discussion by Members of such correspondence was disproportionate, and not required unless Officers were specifically seeking agreement for a new or amended course of action. He proposed that future correspondence from Mr Ryan [or any member of the public] addressed to Officers be passed to Members for noting purposes only. He proposed a new stock agenda item ‘Correspondence’. The Committee welcomed the Vice-Chairman’s proposal.

 

The tabled report from the Leisure & Communities Officer asked Members to consider revised proposals from DCC to erect advertising hoardings on land in Hesketh Park, Dartford owned by the Council as Charitable Trustee, as set out in Appendix A to the report. If the Committee were minded to approve the revised proposal from DCC, Members were asked to consider the terms that should be attached to the Council’s approval, acting as Charitable Trustee.

 

The Chairman advised Members that following the Committee’s rejection of the Club’s original proposal for the erection of advertising hoardings in Hesketh Park at their meeting on 1 June 2016 [Min. No. 23 refers] he had subsequently attended a meeting with Officers and Club representatives to consider alternative proposals. The discussions had gone well and the Club’s revised and greatly scaled back proposal for advertising hoardings, as set out in the report and detailed in Appendix A, fully addressed the Committee’s previous concerns regarding the need to maintain a balance in Hesketh Park and to ensure that any advertising hoardings erected did not intrude on the activities and enjoyment of other regular users of the Park. He  ...  view the full minutes text for item 30.

31.

The Kidd Legacy Trustee's Annual Report and Accounts 2015/16 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 Trustee’s draft Annual Report and Accounts on The Kidd Legacy at Central Park Dartford (registered charity number 11342579) for the period 1 April 2015 to 31 March 2016 (attached as Appendix A to the report).

 

The Principal Accountant referred Members to the Income and Expenditure Account [Appendix A agenda p.23] which revealed a small deficit in income over expenditure for the 2015/16 financial year of £1,917. The deficit had been met from funds [other than the Permanent Endowment], which had reduced the interest and net income held by the Legacy to £65,008. She advised that there were no other points of particular note or concern.

 

            RESOLVED:

 

1.    That the draft Annual  Report and Accounts for the period 1 April 2015 to 31 March 2016 as set out in Appendix A to the report be approved;

 

2.    That the Committee Chairman be authorised to sign the 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 2015/16 with the Charity Commission, on behalf of the Trustee.

32.

Children's Playing Field and Recreation Ground, Savoy Road - Trustee's Annual Report, Accounts and Update 2015/16 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 draft Annual Report, Accounts and Update for the Children’s Playing Field and Recreation Ground, Savoy Road (registered charity number 302723) for the 2015/2016 financial year [report Appendix A].

 

The Principal Accountant referred Members to the Income and Expenditure Account for the charitable lands at Savoy Road [Appendix A agenda p.36] which revealed that the Council, in its corporate capacity, was now meeting all expenditure for the Charity following exhaustion of the commuted funding sum from Kent County Council in the previous financial year [2014/15].

 

She advised that the Council, in its corporate capacity, would continue to meet all expenditure for the upkeep/maintenance of the land on behalf of the Charity for the remaining 12 years of the lease [expiring 2028] with Fields in Trust (previously known as the National Playing Fields Association).   

 

                        RESOLVED:

 

1.    That the Trustee’s draft Annual Report, Accounts and Update for the Children’s Playing Field and Recreation Ground, Savoy Road (registered charity number 302723) for the financial year 2015/2016 be approved;

2.    That the Committee, acting as charitable trustee, notes the financial position of the charity as set out in paragraph 3.8 of the report and expresses its thanks to the Council, acting in its corporate capacity, for its undertaking to continue to meet all expenditure for the Charity for the remainder of the lease with Fields in Trust (previously known as the National Playing Fields Association);

3.    That the Managing Director be authorised to file the Annual Update for the financial year 2015/2016, with the Charity Commission, on the Trustee’s behalf.

 

33.

Hesketh Park - Trustee's Annual Report and Accounts and Annual Update 2015/16 pdf icon PDF 65 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 draft Annual Report, Accounts and Update for Hesketh Park for the financial year 2015/2016.

 

Members noted the increase in the cost of Insurances for the Park for the 2015/16 financial year, as recorded in the Income and Expenditure Account [Appendix A agenda p.50] in comparison to the previous 2014/15 financial cycle. Members also sought clarification on what exactly the Insurances covered in terms of the Council’s liability both in its capacity as trustee and a corporate entity.

 

The Principal Accountant undertook to clarify both points and relay the details to Members via the Committee Coordinator.

 

 

                                    RESOLVED: 

 

1.    That the Trustee’s draft Annual Report, Accounts and Update for Hesketh Park, Dartford for the financial year 2015/2016 be approved;

 

2.    That the Committee notes that future rental income arising from the lease of land to the Dartford Cricket Club Limited in Hesketh Park will be offset against the grounds maintenance costs incurred by the Council in its corporate capacity on the Charity’s behalf;

 

3.    That the Committee, as charitable trustee, records its thanks to the Council acting in its corporate capacity, for continuing to meet the annual maintenance costs of Hesketh Park on an on-going basis.