Agenda and minutes

Apologies were received from Councillor Reg Adams.

Councillor Ian Payne declared a personal interest as a member of the Executive of the Association of Town Centre Managers and as a member of the British BIDS Board.

Councillor John Getgood declared a personal interest in view of his wife being a voluntary tutor with the Bromley Adult Education College.

The Chairman declared a personal interest as a Governor of the Bromley Adult Education College.

In accordance with the Council’s Constitution, questions to the Portfolio Holder or to this Committee must be received in writing four working days before the date of the meeting. Therefore please ensure questions are received by the Democratic Services Team by 5pm on Wednesday 7^th December 2011.

Three questions to the Portfolio Holder had been received and details of the questions and replies are at Appendix A.

There were no questions to the Committee.

The minutes were agreed subject to:

Minute 93, 4^th paragraph, reading -“Councillor Payne declared an interest in item 6e: Orpington Town Centre Bids as he was a Member of the British BIDS and a Member of the Association of Town Centre Managers”

Minute 96, first sentence of 4^th paragraph, reading – “A Member reported that he had heard that 3 Bromley staff would be made redundant”.

Concerning feedback from the upcoming royal visit (final paragraph of minute 96), Members were advised that there would be a report on the matter early in the New Year.

In regard to governance at Crystal Palace Park (minute 97c), the Assistant Director (Culture) advised that a couple of dates had been proposed for a meeting of the Crystal Palace Park Management Board in the New Year. 

Report RES11127

The position was reported on matters arising from previous meetings.

Concerning Minute 83b, “Norman Park: Multi- hub site”, Members were advised that a report (on the outcome of the tendering process and proposals received) should be available in October 2012.

On Minute 100, “R&R PDS Work Programme”, a Town Centre Market (Charter Market) report would be dependent on finalising the Bromley North design.

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

Decisions taken by the Portfolio Holder since the previous meeting were noted.

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

Report DRR11/140

Based on expenditure and activity levels to 31^st October 2011 the controllable budget for the Renewal and Recreation Portfolio was projected to show an underspend of £180k.

Details were provided of the 2011/12 projected outturn with a forecast of projected spend for each division compared to the latest approved budget. Information related to the variations was also outlined.

RESOLVED that the Portfolio Holder be recommended to endorse the latest 2011/12 budget projection for the Renewal and Recreation Portfolio.

Report RES11146

At its meeting on 16^th November 2011 the Executive agreed a revised Capital Programme for 2011/12 to 2014/15 and changes agreed by the Executive related to the Capital Programme for the Renewal and Recreation Portfolio were highlighted.

A revised programme for the Portfolio was provided as well as comments on individual schemes and latest expenditure figures.

RESOLVED that the Portfolio Holder be recommended to endorse the changes agreed by Executive in November and to confirm that the following post-completion reports be received later in the year:

  Walnuts Leisure Centre – roof

  Biggin Hill Leisure Centre.

Report DRR11/134

Members considered the Quarter 2 Monitoring Report for the Renewal and Recreation Business Plan 2011/12.

Actions in the Business Plan identified as priorities in Quarter 2 were reported together with updates provided by lead officers. The monitoring report also identified new actions, milestones and targets for inclusion in the Business Plan. In Quarter 2 Bromley Adult Education College reviewed its performance for the 2010/11 academic year and following self assessment, set new milestones and targets for the 2011/12 academic year (these would be carried over into the 2012/13 Business Plan as a final report would be provided in the first quarter of the next financial year). The Portfolio Holder was asked to approve these additions to the 2011/12 Business Plan.

A Member asked whether there should be more regular meetings/briefings on the Town Centre Area Action Plan in view of a faster pace of events. The Director advised that as the next Town Centre Steering Group meeting would take place on 31st January he advised that all Members of the R&R PDS should consider attending this and future meetings of the Steering Group.  The Director confirmed that he would ensure that Members will be regularly briefed on Town Centre development matters. This will be particularly important next year when he anticipated a number of schemes coming forward for approval.

An enquiry was made on when additional income would be received from surplus space at the Civic Centre. The Director advised that staff would be in the North Block in April 2012 so freeing up the Joseph Lancaster and Ann Springman blocks for re-letting or demolition. All other moves at the Civic Centre were dependent on the North Block being occupied and savings could then be generated.

Referring to Aim 6b “Effective external and internal communications” a Member asked whether a dedicated Communications Officer for Renewal and Recreation was needed and she enquired whether the work could be undertaken by the existing communications team. The Director indicated that the making of such an appointment should be deferred following discussion with the Portfolio Holder and the Chief Executive. Renewal and Recreation Communications was being shared with the Environmental Services Department; there were two posts of which one was currently filled by an agency member of staff and in the New Year officers will be reviewing the need to regularise that position.

Concerning the section of the Monitoring Report “Business Plan Updates: New Work Undertaken in Quarter 2” the Member also highlighted a target at aim 4a, “Maintain a high quality adult education service which offers a wide range of accessible courses designed to meet local people’s needs”. The target referred to 21% of tutors achieving a Grade 1 “Outstanding” assessment and 61% of tutors achieving a Grade 2 “Good” assessment and the Member indicated that this left 18% of tutors whose performance would not be so good and underperforming. The Acting Principal indicated that 17% of tutors were satisfactory and the aim was to reduce this each year.  ...  view the full minutes text for item 112c

Report DRR11/146

Of six options considered by an internal board reviewing strategic options available to the Adult Education College for the future, two were escalated for further detailed analysis: a) remaining as a core, scaled down directly provided adult education service and b) merging with Bromley College of Further and Higher Education.

Both providers were tasked with producing high level business cases to demonstrate how their proposal would protect and enhance the adult learning offer for Bromley and submissions were received from the BAEC management team and the Further Education (FE) College. Both submissions were provided for consideration during exempt proceedings of the meeting.

The review board analysed the two options and a summary of key points from the analysis was included in the board’s report appended to report DRR11/146.

The board endorsed the Bromley Adult Education College optionbut recognised the strategic importance to the borough of a strong and sustainable lifelong learning offer that: (i) supported and facilitated progression to higher education and other adult learning opportunities; and  (ii) promoted economic growth and strengthened routes into employment whilst continuing to maintain a rich range of learning activities for personal and life enhancement reasons.

From this perspective, it was felt in report DRR11/146 that the opportunity tomerge with Bromley College of Further and Higher Education College might represent a more financially sustainable option in the long term but at this stage it was felt that the additional benefits of bringing such a package of services together had not been sufficiently articulated; the financial drivers were not clearly set out and the risks to service quality during implementation based on the proposal’s current stage of maturity was high. The principle of a merger was sound, but the Board considered the business case to be under developed and concluded that it would be premature to recommend a merger at this stage, and certainly not within the timescales set out in the FE proposals. 

The board went on to recommend that that in addition to consulting staff and their representatives on proposals to implement a restructuring of the existing Adult education service, the BAEC management team work collaboratively with the FE College over the next twelve months to develop the business case for merger,and subject to consultation with staff, their representatives and all other stakeholders to consider a potential implementation date of August 2013. Any joint proposal would need toset out how a merger would enhance, not just consolidate, the lifelong learning offer in Bromley and to set out in detail the full implications for staff. 

Introducing the item the Director referred to action being taken in anticipation of funding reductions given the importance of the service to the borough. The Director summarised the principal work carried out by the board and referred to the six original options for consideration being reduced to two. Questions had been put to the Adult Education College and the FE College about the viability of the long term Adult Education  ...  view the full minutes text for item 112d

Report DRR11/138

On 18^th January 2011 the Environment Portfolio Holder decided:

“That the funds for the (variable message) system be released in principle, but the matter be referred on to the Portfolio Holder for Renewal and Recreation for his consideration and assessment  as to whether such technology provides value for money and will contribute positively to Bromley Town Centre’s economy.” 

It was reported that the adopted Bromley Area Action Plan (AAP) and supporting information identified a programme of transport improvements that were necessary to support both the future planned development growth in the town centre and the town’s ongoing success as a thriving Metropolitan Centre. The VMS system was seen as the best way of providing the information drivers needed (in real time) as it would efficiently redistribute parking demand to car parks with spare capacity. Report DRR11/138 therefore referred to the VMS system being considered an essential requirement to support the successful implementation of Phase 1 of the Area Action Plan. The report also referred to the requirement being tested and supported at an Examination in Public before a Planning Inspector as part of the AAP adoption and representing value for money which should be supported.

During the first five years of the AAP (Phase 1), two car parks were due to be developed – Westmoreland Road (581 space capacity) and South Street (68 spaces at weekends only). Additionally, due to structural issues at The Hill car park, an additional 81 spaces could not be used. Although Site G would provide additional parking stock to existing levels, this was likely to be one of the final sites to be developed (currently scheduled for Phase 3). Therefore, a Parking Migration Strategy had been developed to determine the impact of the loss of spaces and to consider possible mitigation measures, a draft of which had been reported to the Town Centre Working Party for consideration.

In Phase 1 of the AAP, Site K Westmoreland Road had the most significant transport impact given the temporary closure of the car park during the construction period and the resultant loss of parking spaces. Analysis suggested that the likely impact would be felt by more than one car park as drivers sought to find the most attractive alternative, whilst dealing with likely capacity issues at The Mall car park, which was closest to Westmoreland Road.

Report DRR11/138 explained that information to drivers would be particularly important and that otherwise there was likely to be a negative impact on the economy of the town centre. Better information, beyond written information, on alternative car parks and where there might be available spaces would be required by drivers to avoid wasted journeys to a full car park, and a permanent VMS system was considered to be the most effective method of doing this. 

Other benefits of a permanent VMS system, in addition to reductions in overall congestion, included air quality improvements, more reliable journeys for customers and higher satisfaction ratings for the motorists, especially shoppers.  ...  view the full minutes text for item 112e

Report DRR11/136

Members considered the Mytime Active (Mytime) draft Service Delivery Plan (SDP) for 2012/13 and received a presentation from Mr Dennis Barkway and Mr Steve Price of Mytime Active.

Mr Barkway referred to the extension of the Council’s contract with Mytime Active with resultant savings for the Council. The Pavilion development was an asset to re-developing Bromley town centre and investment in Bromley facilities continued e.g. Memorial Swimming Pool, Biggin Hill. There was nevertheless a concern about economic pressure on discretionary spend. 

Mr Price explained that the contract extension to 2024 provided an opportunity to forward plan. There would be a reduced main grant for 2012/13 with no main grant from the Council the following year. This was a sign of the organisation’s development and its social enterprise model was bearing fruit. Mr Price referred to concessionary services and some changes – Mytime were looking for more efficient ways of running the service. Further schemes were coming forward and the organisation remained committed to Building a Better Bromley. The organisation was looking at schemes to replicate the success of Orpington and West Wickham. Arts and daytime programmes were having an effect in the more deprived parts of the borough. There was a desire to roll out greater participation in services provided following the Olympic Games next year.

The Chairman asked why the Memorial Swimming Pool at Biggin Hill was under performing. Mr Price explained that the facility had been underperforming since it had been taken on. Such a facility takes about three years to build up. Mytime had a broad base of services in the portfolio some requiring support and some not requiring support. The Spa at Beckenham was about the best of its type in the country. On the other hand Crofton Halls and Beckenham Public Hall required an ongoing subsidy. Action being taken by Mytime for the Memorial Swimming Pool included marketing, the resolution of “snagging items” and training staff.

A Member considered cleanliness a matter of concern. Another asked how it was possible to compete against private facilities such as David Lloyd Leisure Clubs given pressures building on the Mytime offer. Mr Price referred to Mytime being a high volume “pay and play” organisation which would like to compete with the private sector on quality and price. Mytime was constantly looking at ways of improving.

Surveys carried out by Mytime include regular mystery shopping and annual customer surveys. There is also a customer forum. In regard to reach, the locations of customers can be known from post codes. Mytime carries out work in areas of depravation and tries to inspire participation.

On partnership working with other organisations, Mr Price referred to working with Charlton Athletic Football Club. Mytime also worked with the Police, Affinity Sutton and local colleges. Programmes are also taken to people not in employment, education or training (NEET).

Concerning the Biggin Hill Memorial Pool a Member asked whether Mytime had found any loss from the West Wickham and Darrick Wood pools. Mr  ...  view the full minutes text for item 112f

Report DRR11/135

Members considered an update on the outcome of the first stage application to the Heritage Lottery Fund (HLF) for financial support to extend the borough’s museum service into part of the vacated library building at the Priory, Orpington.

Report DRR11/135 highlighted the HLF’s decision not to offer a first round pass and therefore financial support. It seemed that the Priory application was competing at a national level for funding at a time when the value of applications significantly outweighed available funding at that time.

At a regional level the HLF had indicated that they viewed the application as a priority and would wish to see it re-submitted with a reduced grant request so enabling a decision to be taken at regional rather than national level. The HLF had further advised that if the Council were minded to re-submit the application then it should be re-submitted by the first week of March so that it could be considered by a regional board on 13^th June 2012.

The Committee supported the recommendation to the Executive that re-submission of the first stage application to the Heritage Lottery Fund be approved with a further report provided to a future Executive meeting on the outcome of the application.

RESOLVED that the Portfolio Holder be recommended to approve:

(1)  the re-submission of the first stage application to the Heritage Lottery Fund and

(2)  the submission of a further report to a future meeting of the Executive on the outcome of the application.

Report DRR11/137

Members considered a report which outlined progress in delivering the Town Centres Development Programme and provided an update on the detail of the Outer London Fund (OLF) Round 2 bid submissions. An update was also provided on the current six week period of public consultation on the outline designs for improvements to the public realm in Bromley North Village.

In discussion Councillor Michael Tickner suggested that the Beckenham and West Wickham Town Centre Working Group be reconvened to look at proposals for the OLF Round 2 Beckenham Town Centre Project. The Chairman referred to the Round 2 applications having been submitted already; however, she explained that an area based bid for Beckenham Town Centre could be submitted to TfL in 2012 and the Working Party could give an indication of what should be included in that bid.

It was agreed that the original membership of the Working Party be invited to become Members of the new Working Party i.e. Councillors Michael Tickner, Nicholas Bennett, Stephen Wells and Peter Fookes. The Chairman also indicated that she would like to be a Member of the Working Party.

In regard to Site A, Bromley North, it was agreed to let the Committee know of the outcome of the challenge by Linden Homes/Network Rail to the Council position that the site can accommodate around 250 residential units.  

RESOLVED that:

(1)  the Beckenham and West Wickham Town Centres Working Party be reconvened to review the OLF Round 2 proposals for Beckenham Town Centre and to recommend new proposals for the Town Centre to form the basis of an area based bid to TfL in 2012;

(2)  the membership of the Working Party comprise Councillors  Sarah Phillips and Michael Tickner and, subject to their agreement, Councillors Nicholas Bennett, Stephen Wells and Peter Fookes;

(3)  the outcome of the Working Party’s considerations be reported back to the Committee in July 2012 and included in the Committee’s Work Programme; and

(4)  concerning Site A, Bromley North, the outcome of the challenge by Linden Homes/Network Rail to the Council position that the site can accommodate around 250 residential units be provided to the Committee when known.  

Report DRR11/133

Members considered a report providing an update on the ‘Trust Option’ for Libraries. In particular, the report identified that as a consequence of the Government determining the baseline for rateable values earlier than predicted, it would not be possible to establish a joint Libraries Trust with Bromley and Bexley within the necessary timescales.

The report also highlighted the development of detailed questionnaires so that the opinion of ‘library users’ as a whole can be gauged. This follows the Executive’s decision not to amend opening hours or the operation of the borough’s library service. Library specific questionnaires had been developed in view of usage, opening hours and the range of services available differing widely between libraries. The questionnaires would also cover the issue of charging for a range of services currently provided by the library service as well as the introduction of new services such as electronic books. Copies of the draft questionnaires would be circulated to Ward Members for their views and comments. It was proposed that the market research exercise would be conducted in mid January 2012, the outcome of which would be reported to the March meeting of the Committee.

Responding to an enquiry, the Assistant Director (Culture) referred to local authority plans to reduce library services being blocked by various court successes based on Equaility Impact Assessment. It was therefore important not to underestimate the importance of having an Equality Impact Assessment completed in regard to the closure of a library. 

Responding to a further enquiry related to libraries and partnership working, the Assistant Director referred to exploring such a hub concept where possible - this arrangement enabled Biggin Hill library to have enhanced opening hours. He indicated that partnership working was the future for library provision.

Based on the success of bringing Orpington library into the town centre a Member advocated a similar approach for Beckenham library. He also sought further understanding on why it would not be possible to establish a trust by 1^st April and re-enforced a point made earlier in discussion of the item that the views of non users of libraries should be captured.

The Assistant Director explained that a trust would comprise a joint Bromley/Bexley service and both authorities would need to sign up to establishing a trust. Establishing a trust would also involve the transfer of some 300 staff under TUPE requirements which would take some 90 days - there would be staff/trade union consultations. He cautioned against setting up a trust in quick time.

 RESOLVED that the report be noted.

Report RES11152

Members considered the Committee’s Work Programme and agreed the following additions to the Programme:

It was also agreed to delete the item on Christmas Lights Policy 2012 which was scheduled for the Committee’s meeting on meeting on 27^th March 2012.

The Chairman also highlighted the Committee’s additional meeting on 26th January 2012 to consider the draft 2012/13 budget proposals in respect of the Renewal and Recreation Portfolio.

RESOLVED that the Work Programme be agreed subject to the changes 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 is members of the Press and public were present there would be disclosure to them of exempt information.

The Part 2 minutes were agreed.

To note Part 2 decisions of the Renewal and Recreation Portfolio Holder made since the previous meeting of the Committee.

Part 2 Decisions of the Renewal and Recreation Portfolio Holder made since the previous meeting of the Committee were noted.  

Report DRR11/142

Members considered a report concerning the Library Stock Contract.

Business case proposals from Bromley Adult Educating College and Bromley College of Further and Higher Education were provided In connection with the Part 1 item, “Bromley Adult Education College Review” (item 7d). 

QUESTIONS TO THE RENEWAL AND RECREATION PORTFOLIO HOLDER FOR WRITTEN REPLY

Question from Nichola Beeston

1.  As a long-standing student at BAEC, I have serious concerns regarding the behaviour of the student population at the FE Colleges. I have visited both Bromley and Orpington FE campuses during the past year and I consider the environment and attitude displayed by students not appropriate. Can you assure me that the proposed merged College will provide the adult environment which BAEC students experience now and expect in the future?

Reply

Firstly, it is not appropriate for me to comment on the attitude of students at the FE College. However, you have raised the issue of the environment, which I am sure is an important point for many existing students at the Adult Education College. Ensuring an appropriate environment is an area that will be fully explored by both organisations as part of both the business case for any proposed merger and the consultation process. That way the views and needs of current users can be used to inform the more detailed planning that would follow.

Supplementary Question

2.  In her supplementary question, Ms Beeston felt that it was not just the behavioural environment in college but also the external environment. In highlighting her concerns she referred to a violent incident outside an FE College.  

Reply

In reply, the Portfolio Holder referred to his previous role as Portfolio Holder for Public Protection and Safety and explained that much had been achieved to rectify personal safety concerns during the evening at Orpington. Without satisfaction on proper safety for students any merger would not take place.

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Question from Paul Clark

BAEC has existed in its present form for 30 years and is highly rated as 'GOOD' by both OFSTED and MATRIX.

3.  If the merger were to proceed would the merged college be able and equipped to offer the number and variety of courses currently provided by BAEC, in order to fulfill their obligations to the residents of the borough?

Reply

Clearly any offer of courses would be subject to the funding available, both from the Skills Funding Agency and student fee income, regardless of whether a merger goes ahead or not.

If the merger were to proceed, the provision of adult education by the FE College would be delivered under a service level agreement.  That contract would enable the authority to specify certain conditions which the FE College would be required to comply with. These could include the range and type of courses as well as the need to provide suitable accommodation in which to locate some of the specialist resources and facilities that could be relocated from the Adult Education College’s existing premises if necessary.

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4.  Has any thought been given to the governance of the merged college and what representation would LBB have on the governing body to ensure that the current standards of tuition and customer care are replicated in the  

merged college?

Reply

As you appreciate, discussions are at a very early stage and issues relating to governance would be the kind of detail that I would expect to be explored as part of the business planning stage. However, again, a requirement of any service level agreement could be the inclusion of one or more authority nominated persons on the governing body of the FE College following merger.

Supplementary Question

5.  Mr Clark highlighted that there were currently three Members nominated by the borough to the BAEC Governing Body and he asked whether the same level of representation would continue.

Reply

The Portfolio Holder confirmed his preference to see a significant Member representation on the BAEC Governing Body, the position of which could be three for the future and it was necessary to see what could be done on this.

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