Agenda and minutes

There were no apologies for absence.

Councillor Payne declared an interest in item 7c in his capacity as a member of the British bids Board and also as a member of the Association of Town Centre Managers.

There were no questions from Councillors or members of the public attending the meeting.

The minutes of meeting of the meeting held on 12^th April 2011 were agreed as a correct record.

RESOLVED that minutes of the meeting held on 12^th April 2011 are approved.

The committee noted 3 matters arising:

The report on Penge Town Centre would be brought to a future meeting.

The variable messaging system for Bromley Town Centre would be reported to the Policy Development and Scrutiny Committee meeting in October.

The report on the shared library service was being considered on this agenda.

RESOLVED that the report is noted.

To hear questions to the Committee received in writing by the Democratic Services Team by 5pm on Wednesday 29^th June 2011 and to respond.

There were no questions from Councillors or members of the public attending the meeting.

To note decisions of the Portfolio Holder made since the previous meeting of the Committee.

The decisions taken by the Portfolio Holder on 12^th April were noted.

Resolved that the decisions taken on 12^th April 2011 are noted.

The Renewal and Recreation Portfolio Holder to present scheduled reports for pre-decision scrutiny on matters where he is minded to make decisions.

This Item to Follow

On 12 April 2011 the Renewal and Recreation PDS Committee recommended that the Portfolio Holder:

  a)  note the position on shared services and in particular the benefits including the levels of potential savings that have been identified; and

  b)  agree that the Director of Renewal and Recreation continues with the detailed negotiations with the London Borough of Bexley and that a further report be brought to this meeting outlining the available options and the outcome of negotiations and staff consultation.

Members were provided with an update and were informed that a petition against library closures had been considered by full Council on 4^th July.

The Chairman felt that, in order to consider the report fully, they should look at each option separately. 

Hours

Members considered the suggestion for a reduction in operational hours across a number of Branch libraries, in some cases to about 14 hours a week and late opening would also be reduced.  The closing and opening times corresponded across all the libraries.

There was a consensus of opinion amongst members that these reductions would result in a very limited service at some branches. They considered public usage would as a consequence be adversely affected.  In addition the fact that all the libraries would be closed at the same time would prevent the public having access at alternative locations.

Concern was also raised about having only one late night opening for the Central Library.  One member felt that officers should look at the library buildings and consider whether they could also serve another revenue generating use.  Whilst appreciating the costs involved they highlighted the success of the new Biggin Hill Library and Swimming Pool as a good example of this. 

Another suggestion was the use of volunteers, which would allow libraries to remain open but also making savings. 

One Councillor expressed concern at the assumed linkage between the location of a library and a shopping centre.  She considered the library could still be a community hub without this.  She also said that the selection of books would be an important consideration in the attractiveness of a library.

Shared Service Governance Model

Members then considered the shared services governance model between Bromley and Bexley.  There were currently 36 back office staff in Bromley and 35 in Bexley.  The new service would have 35 staff, so there would be a 50% reduction in staff numbers.

Members asked about the issue of redundancy and officers reported that some staff had expressed an interest in voluntary redundancy. They also sought clarification on the decision making powers of the proposed Joint Councils Library Board. Officers pointed out that the Board would consider strategic matters but the responsibility for buildings etc would still remain with the individual local authorities.

Members were also keen to ensure that a shared service for back office functions would not have a detrimental effect on the Library Service.

Trust Option

Officers explained that due to the re-localisation of business rates any new trust would need to be  ...  view the full minutes text for item 81a

Members considered a report which gave an update of the latest budget monitoring position for 2011/12 for the Renewal and Recreation Portfolio based on expenditure and activity levels up to 31^st May 2011. This showed a balanced budget.

Although the budget would be balanced there were some variations:

·  Reduced activity in building control was continuing due to the on-going effect of the recession.   Income was expected to be £190k below budget and was being offset by £190k savings as a result   of sustained management action such as holding 3.5fte vacant.

·  Income for planning applications was below budget especially for the major applications. A shortfall of £180k was projected. In addition to this, the income received from the new fees introduced as a budget option (pre-application meetings for non-major applications) was also well below the budget for April and May. A further shortfall in income is therefore projected of £20k, making a total of £200k. This was being offset by savings from management action including holding the equivalent of 8fte posts vacant.

Resolved that the budget position is noted.

The draft Renewal & Recreation Business Plan 2011/12 was presented to the Renewal & Recreation PDS Committee for comment and to the Portfolio Holder for review and endorsement.

The draft plan outlined how the department would deliver the departments key priorities: vibrant thriving town centres.  Six strategic outcomes focussed efforts in supporting the key priorities:

ii)  Vibrant, thriving town centres

iii)  Protection, conservation and enhancement of the natural built environment

iv)  Enhancing opportunities for leisure, recreation and the arts

v)  Developing opportunities for residents to improve skills, learning and employment prospects

vi)  Managing property assets to support the delivery of the Council’s key objectives

vii)  An effective and efficient department that provides value for money

The Renewal & Recreation PDS Committee will receive monitoring reports on the implementation of the Business Plan and quarterly performance management information will be included in the Council-wide ‘Are We on Track’ (AWOT) reports.

In relation to the Aim 2a target “Grant Planning permission to 80% of applications received (to be monitored quarterly).  Councillor Michael felt that this was not achievable and proposed a motion, which was seconded by Councillor Tickner, that this target should be removed.  After a majority vote the motion was carried.

With regard to vacant shops members asked if the planning regulations for change of use could be relaxed.  The Portfolio Holder said that he was in discussion with the Chairman of Development Control.

It was also noted that Beckenham Town centre did not feature in the plan.  It was agreed that this should be included in the plan.

RESOLVED THAT the report is noted and the above comments are considered by the Portfolio Holder. 

This report provides Members with an update regarding the ongoing developments in respect to the London 2012 Olympic and Paralympic Games (the 2012 Games), and outlines the current arrangements that are in place within Bromley in respect to the anticipated impact the 2012 Games may have. In particular this report deals with the following key aspects:

  ?  Host Borough Co-operation and Licence Agreement

  ?  City Look and Feel

  ?  Olympic Torch Relay

The Host Borough co-operation and licence agreement would sign the council up to a large number of commitments, the implications of which were not fully understood and which may require significant council resources to monitor and implement.  Therefore officer recommended that members did not enter into this agreement.

For the City look and feel the GLA would grant each local authority up to £50,000 as a contribution towards supporting “Your London 2012” during the period of the games. The grant could be used to purchase items from the LOCOG “Look Book” to support street dressing.  It was not yet known how much each item would cost.   Officers advised members that as this was at no cost to Bromley it should be pursued.

The Olympic Torch relay

In order to keep costs down officers had said that this should take place at Crystal Palace Park.  However LOCOG’s view was that it should go through Bromley, Beckenham and then up to Crystal Palace Park. 

Members felt that this option should be pursued provided it was at no cost to the Council.   

RESOLVED THAT the Portfolio Holder is recommended:

i)  Not to sign up to the Host Borough Agreement

ii)  Sign up to the Grant Funding in respect of the application of the “Look and Feel” agreement to “dress” the borough.

iii)  Sign up to the Olympic Torch relay visiting the borough provided that it was at no cost to the Borough.  

Members considered a report detailing proposals for the development of a multisport hub site at Norman Park.

The report outlined proposals to seek a suitable and appropriately qualified leisure investment and management company to design, construct, manage, fund and operate a new multi sport hub site at Norman Park, which would incorporate the current athletics track and playing pitches within the park.

Officers outlined the case for seeking future investment in Norman Park, setting this against the future financial pressures facing the authority in terms of maintaining the track to a suitable standard and meeting the grant to the track management company.

Members asked if any development would include housing and were assured that this would not be the case.  The development was aimed at maintaining all existing users such as Blackheath Harriers. Members noted that all ward councillors had been fully consulted on the proposals as set out in the report.

RESOLVED THAT

i)  The report is noted.

ii)  That the Portfolio Holder recommends to the Executive to agree for officers to continue to develop proposals for a multi hub site at Norman Park in line with the project timetable detailed within the report, and that officers bring a further report back to the Recreation and Renewal Policy Development and Scrutiny Committee  and the Portfolio Holder, the Environment Policy Development and Scrutiny Committee  and Portfolio Holder, and the executive, updating, Members on the outcome of the tender process, and the details of the proposals received. .  .

This item to Follow

As nominations had not been received this item was deferred to the October meeting.

Members considered a reference from the General Purposes and Licensing Committee made at their meeting on 24^th May 2011; concerns were raised at that meeting regarding the changes to the former Town centre working Groups which meant that no formal appointments were needed for Beckenham and Bromley.

The Committee considered the report and supported the view that consideration was needed for the arrangements for co-ordination and consultation in Beckenham and Bromley town centres and that Councillors should be appointed to these Steering Groups.

RESOLVED that the views expressed above be reported back to the General Purposes and Licensing Committee.

Members were reminded that there were three Consultative Panels, one of which was within the remit of the Renewal and Recreation Portfolio namely the Arts Consultative Panel.

It was necessary to confirm the appointment of Members to this Panel for 2011/12.  The nominations were for Councillors Ruth Bennett, Alexa Michael, Peter Fortune, Nicholas Milner and John Getgood.

Resolved that Councillors Ruth Bennett, Alexa Michael, Peter Fortune, Nicholas Milner and John Getgood be appointed to serve on the Arts Consultative Panel for 2011/12.

The Chairman to agree that the above report which was not included in the published agenda be considered as a matter of urgency in view of the need to comply with statutory duties for financial reporting.

The 2010/11 provisional outturn for the Renewal and Recreation Portfolio was an overspend of £2,471k. This included variations for capital charges and inter-committee recharges of £2,607k, leaving a variance of Cr £136k against the controllable budget of £11,006k representing a 1.24% variation. This compared with a projected Cr £172k variation previously reported to the April meeting of the PDS committee.

Resolved that the Portfolio Holder is recommended to endorse the Provisional outcome.

Members were updated on the delivery of the Town Centres Development Programme.  They also noted the funding timetable for the Outer London Fund and the “Invest Bromley”.

The Mayor of London was keen that the Outer London Funding round one projects delivered tangible results by March 2012. The guidance was that the funding projects should give support local retailers in he 2011 Christmas trading period. Round one projects had to be submitted by 18^th July 2011.

The “Invest Bromley” was a one day conference about development, investment and economic renewal in Bromley.  It was organised by the 3F- oxinternational group and was financed by a mix of sponsorship and delegates fees.  The council supported the event and made contributions in kind such as providing the venue and programme development.

Members considered the sort of projects that could be funded such as the ice rink.  However they were keen that any project that would be useful beyond the Christmas period. They also wanted to ensure that they were “cost neutral” to the council.

I t was agreed that members should make any suggestions to himself or Kevin Munnelly and email these through by 8^th July.  It was suggested that the Chairman of the Recreation and Renewal Policy Development and Scrutiny Committee , in consultation with the Portfolio Holder and the Leader, have delegated authority to agree the content of the round one funding bid.

RESOLVED that:

1. the comments outlined above are reported to the Member Town Centre Working group at its meeting on 6^th July.

2. the Chairman of the Recreation and Renewal Policy Development and Scrutiny Committee , in consultation with the Portfolio Holder and the Leader, have delegated authority to agree the content of the round one funding bid.

Members are requested to bring their copy of the Bromley Economic Partnership agenda to the Renewal and Recreation Policy Development and Scrutiny Committee meeting.

Members noted the agenda for the forthcoming Partnership meeting on 12^th July.

The Committee considered its Work Programme for the forthcoming year, including reference to Working Groups commissioned by the Committee.

It was agreed that two additional items would be added to the work programme:

• Bromley Charter Markets – Officers reported that there was areview of all the boroughs markets but that the feedback may not be available for the October meeting.
• Feedback form the Royal visit would be given at the meeting in October.  

RESOLVED that the Committee’s Work Programme be agreed subject to the inclusion of the issues outlined above.

The Chairman to move that the Press and public be excluded during consideration of the items of business listed below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.

Members were advised that a report had been taken to the Executive on the 6^th April 2011 in which a strategy had been set out to remove the management fee paid to Bromley Mytime.

The Director advised the Committee that it was considered that these issues would be resolved in time to report to the Executive meeting on the 20^th July 2011.

RESOLVED that the Performance, Development and Scrutiny Committee notes and endorses the progress being made with respect to renegotiating the Council’s financial contribution to Bromley Mytime.