Agenda and minutes

An apology for absence was received from Councillor John Getgood; Councillor Peter Fookes attended as substitute.  An apology for absence was also received from Councillor Reg Adams.

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

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

Councillor Julian Benington declared a personal interest as he knew the Director of the development company involved with the Bromley North Village – Public Realm Improvements Design.

Councillor Morgan declared an interest as his daughter was Director of Kier Property.

Councillor Ince declared an interest as Councillors' Surgery sessions for Cray Valley West Ward were held at the Cotmandene Community Resource Centre.

In accordance with the Council’s Constitution, questions to this Committee must be received in writing 4 working days before the date of the meeting.  Therefore please ensure questions are received by the Democratic Services team by 5 pm on Wednesday 21 March 2012.

Three questions to the Portfolio Holder had been received and details of the questions and responses are attached at Appendix 1.

As a result of the response given by the Portfolio Holder, Members agreed that a report on the future of the Bromley Charter Market should be submitted to the next meeting of the Committee or alternatively, a report submitted to the Environment PDS Committee meeting to be held on 17 April.

No questions were received.

Minute 128 - Matters Arising

In relation to Minute 97e - Proposed Business Improvement District for Orpington, it was never intended that a progress report be submitted to the March meeting.  However, a brief verbal update would be given followed by a report to Committee in July.

An update on the Council's position with regard to site A was due to be heard at this meeting.  Unfortunately, due to ill health, the legal representative was unable to attend.  A report would be submitted to the next meeting in July.

Page 10, 4^th paragraph - The consultation on libraries had been extended as Members requested.  Trade Unions and Staff Side Secretaries had been involved in the process which would be completed in the following two weeks.  A report would be submitted to the next meeting in July.

Members having noted the above, RESOLVED that the Minutes of the meeting held on 26 January 2012 be confirmed and signed as a true record.

The position was reported on matters arising from previous meetings.

Minute 97e - Proposed Business Improvement District for Orpington

Members were informed that a consultant had been appointed to assist with the legal aspects of setting up bids.  It was anticipated that a feasibility study would be completed in April.  A communications plan had been put in place for the period of the project and a CRM is being built containing a list of every rate payer within the area from, identifying the individuals with the right to vote in the BID ballot.

Correspondence had been submitted to the Secretary of State notifying him that the Authority wished to carry out a ballot vote (possibly in October 2012).  A consultation event had been hosted with the Orpington Business Forum where some interesting ideas had been forthcoming on how they would like to see Orpington marketed and ideas for reducing crime. 

The next stage of the plan involved discussions with local businesses to establish their views after which a draft bid proposal would be produced.

The further report would be submitted to the next meeting of the Committee in July.

In response to a Member question, it was confirmed that  the views of Tesco's and Sainsburys supermarkets had been included in the consultation.  Members of the Association of Town Centre Managers had discussed the matter with key staff at Tesco's and Sainsbury's Head Offices.  Although both were keen to place strong criteria on their support and wanted to generate a greater footfall in Orpington, they would like contributions to be capped.

In order for the BID to be successful, both of the following criteria would have to be satisfied: 1)  a simple majority of voters; and 2) the majority of rateable value within that vote.

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

RESOLVED that the decision taken by the Portfolio holder at the previous meeting held on 26 January 2012 be 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 DRR12/031

In order to maintain income at a time when government funding for adult learning was being reduced and to continue to meet the income generation expectations of the Skills Funding Agency, it was necessary to implement an increase in fees charged to adults enrolling on courses at Bromley Adult Education College in 2012/2013.  The increases would apply to adult non-accredited courses delivered under the Adult Safeguarded Learning funding stream and to adult accredited courses delivered under the Adult Skills Budget funding stream.

The Acting Principal of the Bromley Adult Education College informed Members that since publication of the report, a benchmarking exercise had been undertaken with adult education colleges in other areas including those in Bexley, Croydon and Sutton.  Croydon had imposed increases of 1.5% on accredited courses and 2.5% on non-accredited courses and their hourly rates were higher than Bromley's e.g. for a Level 1 sign language course the hourly rate was £3.30 in Croydon compared with £3.00 in Bromley.  No details were available on the new approach adopted by Bexley. Sutton's rates were very similar to Bromley's with increases of 5% for non-accredited courses and 2% for accredited.  Sutton's GSCE rates were £3.30 compared to £3.10 in Bromley.

In response to a Member question, it was reported that concessionary rates were available for people receiving means tested benefits and some classes held at community venues were either set at a lower rate or were free of charge.

Rates were calculated by the amount paid to tutors (which varied) and the costs of overheads (some being higher than others).

Courses for adults with learning difficulties were sustainable with support from the Skills Funding Agency.

RESOLVED that the Renewal and Recreation Portfolio Holder be recommended to approve the following increases in course fees charged at Bromley Adult Education College for the academic year beginning September 2012:

1)  For adult non-accredited courses delivered under the Adult Safeguarded Learning funding stream, an average increase of 4.5% equating to an increase of approximately 17 pence per hour from £3.67 to £3.84 on standard long courses (over 23 weeks) and an increase of approximately 20 pence per hour from £4.41 to £4.61 on standard short courses.

2)  For adult accredited courses delivered under the Adult Skills Budget funding stream, an average increase of 3% equating to an increase of approximately 9 pence per hour on a standard GCSE/level 2 course.

Report DRR12/016

Members considered the Renewal and Recreation Business Plan 2011/12 Monitoring Report for Quarter 3.

Actions in the Business Plan identified as priorities in Quarter 3 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 3 Bromley Adult Education College finalised and added a further three targets which have been set for the 2011/12 academic year.  These would be carried over into the Business Plan for 2012/13 and a final report would be provided in the first quarter of the next financial year.

The Director for Renewal and Recreation outlined the report and informed Members that reasonable progress was being made to achieve the targets set down in the Business Plan.  Members' attention was also drawn to the new targets which had been finalised and added by the Bromley Adult Education College. 

It was noted that the revised layout made the Plan simpler to understand.

Councillor Payne reported that the recent Orpington Town Centre Air City display had been excellent.  At his suggestion, Members agreed that a standard report containing Town Centre issues should be a fixed item on future Committee agendas.

With regard to the Major applications target (page 35 of the report), Members were informed that efforts were made to ensure that applications were dealt with as quickly as possible however, viability issues could lead to determination going beyond the 13 week target.  Councillor Michael stated some major applications would have a positive impact on the Borough for decades to come and it was up to the Authority to ensure that each application was dealt with properly and effectively.

Concerning the options to develop proposals for a major sports and community legacy hub in St Paul's Cray (page 37 of the report), it was reported that two areas had been explored involving a development and housing scheme.  Discussions with developers would take place in the following week.  Another part of the site had planning issues which hopefully would be resolved.  An update would be given at the next Committee meeting in July.

It was reported that both the Cotmandene Resource Centre and the Mottingham Learning and Community shop were delivering and serving the community in a positive manner and praise was given to the Lead Officer, Louisa Allen, for this achievement.

Any new major sports hub facility would  look to incorporate the Cotmendene Community Learning shop and the library.  Tentative discussions had taken place with medical centres/doctors' surgeries to explore the possibility of incorporating a medical facility within the hub however, a lot depended on where the hub was located.

In relation to the Torch Relay Route (page 37 of the report),all Members would be sent a copy of the proposed route through the Borough.  The Authority was not proposing to close any roads as only minor activity would be taking place within the Borough with the possibility of something a little more exciting at Crystal Palace  ...  view the full minutes text for item 143b

Report DRR12032

Based on expenditure and activity levels to 31^st January 2012, the Renewal and Recreation Portfolio was projected to show an underspend of £162k for both controllable and non-controllable budgets.

Details were provided of the 2011/12 projected outturn with a forecast of projected spend for each division compared to the latest approved budget and full reasons for any variances were identified.

The report also outlined the programme of activities proposed as part of the Outer London Round 2 bid (including match funding) for Bromley Town Centre totalling £2.180m.

The Head of Finance gave an overview of the report and drew Members' attention to the planning shortfall of £357k.  The Renewal underspend of £205k consisted of £50k from the LDF, £86k as a result of the Portfolio Holder initiatives fund not being fully utilised and £57k due to early retirement of staff.

In response to a Member question, the Head of Finance confirmed that the sum of £1.5m available for the Bromley North Village Improvements Capital Scheme came from general capital receipts.

RESOLVED that the Portfolio Holder be recommended to:-

1)---- endorse the latest 2011/12 budget projection for the Renewal and Recreation Portfolio; and

2)---- approve the programme of activities proposed as part of the Outer London Fund Round 2 (including match funding) for Bromley Town Centre totalling £2.180m.

Report DRR12/028

Members considered some of the Town Centre Management events and activities planned for 2012/13 which required the release of sufficient resources to ensure that activities could be undertaken successfully.

The report also outlined proposals to fund Christmas Lights during the 2012/13 financial year for which additional contributions from the private sector were sought. 

Following the successful bid for Bromley Town Centre under Round 2 of the Outer London Fund, just under £2m would be made available to spend on the town.  The proposed shop front improvement grant scheme for Bromley North Village and an extension to the ‘Are You Bromley?’ campaign were two of the projects which would require match funding during the 2012/13 financial year and it was proposed that the Council’s contribution of £5.5k be taken from the Town Centre Management Initiative Fund.

The Head of Town Centre Management and Business Support informed Members that 16 of the proposed events required funding from the Town Centre Initiatives Fund.  Funds raised from businesses for Christmas lights in 2011 exceeded the total raised in 2010.  Christmas lights had been purchased for future use and the required funding would contribute towards their installation and maintenance.  The cost of erecting a Christmas tree in Bromley town centre and other towns would need to be covered by sponsorship from businesses.

The Chairman was interested to see a breakdown of costs for the visit by Her Majesty the Queen in July and for the Olympics.  In response, it was reported that an exempt report on the Queen's visit had been submitted to this meeting and that the Olympic event was being externally funded (information to be circulated to Members).

With regard to the table on page 63 of the report, it was noted that the words 'West Wickham' in the first column of the final entry should be amended to read Chislehurst.  Councillor Fookes emphasised the need to consider using the resources of local people to provide food and wine before bringing traders in from outside the Borough.  Members were informed that there was no set policy on this but where possible, it was hoped that local traders would be involved.

The Portfolio Holder suggested that costs for clearing chewing gum from high street pavements should come from a Renewal & Recreation fund.  He was informed that the Director of Environment and the Environment Portfolio Holder were looking to deep clean all 'hot spots' in the town centre.  The coating applied to pavements would eventually wear out and more would need to be done.  The Director of Renewal and Recreation would seek reassurances from the Director of Environmental Services that a more systematic approach to chewing gum cleaning is built into the maintenance contract,. 

Councillor Payne suggested that a fixed penalty be imposed on people caught dropping chewing gum in the street.

RESOLVED that the Portfolio Holder be recommended to:-

1)  agree the schedule of Town Centre Management events, activities and projects for 2012/13 with a total net cost of £34,750  ...  view the full minutes text for item 143d

Report DRR 12/029

As the owner of the land had failed to comply with the requirements of an Enforcement Notice, direct action had been authorised to carry out works to remove all unauthorised windows that had been inserted into the roof space of the dwelling and to reconstruct the roof and tile the resulting gaps left by the removal of the windows.  Funding was sought to carry out the action for which officers would endeavour to recover the cost of the works from the owner, registering a charge against the land if necessary.

An outline of the report was given by the Development Control Manager.  Although the original action sought the removal of 10 windows, it now sought the removal of 5 windows after 4 were allowed on appeal and 1 had been removed.

Members agreed that the Council should take a more robust approach in matters of enforcement and in order to show that breaches of planning law would not be tolerated each case of enforcement action should be publicised. 

Councillor Tickner proposed a motion that even if action does not proceed to court, costs accrued by the Council (including administrative costs), should be recovered from the land owner in each case.  The motion was seconded by Councillor Ince and the vote was unanimously passed.

Currently there were insufficient enforcement action cases to warrant a budget being set aside.

RESOLVED that the Portfolio Holder be recommended to authorise funds to carry out the following works:-

1)  removal of all windows that have been inserted into the roof space of the dwelling (with the exception of the window in the western roof slope which has already been removed); and

2)  reconstruction of the roof and the gaps left by the removal of the windows to be tiled with a similar type and colour to those used on the remainder of the roof.

The Portfolio Holder was also recommended to agree that if action is undertaken, a claim for maximum costs including officer time should be recovered from the landowner regardless of whether or not the matter proceeds to court.

Report RES12048

At a meeting of the Development Control Committee held on 14 February 2012, Members agreed to the increase in fees charged for pre-planning application advice for major and non-major developments and, subject to the inclusion of suggested amendments/additions, recommended that the Portfolio Holder for Renewal and Recreation be asked to consider and endorse the revised schedule of fees.

Councillor Michael referred to the shortfall in income for the Planning Division and commented that whatever sums could be raised through fees charged for pre-application advice would be beneficial and welcomed.

In response to a concern raised by Councillor Ince, the Development Control Manager advised Members that the public were made fully aware that the advice given was informal and in no way guaranteed a positive outcome to their application.

RESOLVED that the Portfolio Holder be recommended to agree the suggested amendments/additions to the schedule of fees.

Report DRR12/035

The report updated Members on the progress made in developing the Bromley North Village Public Realm Improvement Project and approval was sought for the Outline Design together with the authority to move forward onto the detailed engineering design stage prior to submission to the Transport for London (TfL) approval process.

'Before' and 'after' photographs of the proposed scheme were circulated to Members.

The Head of Renewal referred to paragraph 3.3 and reported that the proposals were well received by stakeholders although some issues had been raised with regard to shared surfaces and paving materials.  It had been suggested that the yellow composite material be replaced with York Stone. 

Final approval from TfL would be received some time after September 2012 following which a further report would be submitted to this Committee.  It was anticipated that the scheme would be implemented in January 2013.

The Chairman commented that it was good to see the proposals moving forward.  A decision to change the paving material to York Stone should depend on its longevity and whether it was easy to clean and if chewing gum could be easily removed as it needed to look just as good in 10 years' time.  It was confirmed that the natural stone would be easier to clean and would include a gum busting treatment which would be trialled in White Hart Strip.

It was reported that the colour theme would be retained with yellow flowers being planted all the way down to Bromley South. 

The Portfolio Holder asked the officers if, in Conservation Areas, the Authority would have greater control over shop fronts and if vacant uncared-for premises could be served with Untidy Site Notices.  Ways to combat agents boards being erected on buildings were being explored. 

The Head of Renewal would look to see whether more trees could be planted along the approach to East Street and the northern edge of Market Square.

TfL would remove buses from East Street and the bus stop outside 'Ask' would be removed to an enhanced bus stop in Widmore Road.  Bus routes would be revised.  Although buses would be retained in the rest of the Bromley North area, some bus stops may be relocated.

It had been suggested that a bronze colour be used for the proposed lighting poles which still needed to be tested.  Members would be updated on this issue at a future meeting.  The existing heritage street lights were deemed to be ineffective for the proposed scheme however, they could be relocated to a more suitable place.

The Portfolio Holder reported the views of the Kent Association for the Blind and stipulated the need for kerbs to be present and planters to be installed; these were necessary aids for blind and visually impaired people.

A scramble-type crossing would be situated at both junctions of East Street and the top of Market Square.

RESOLVED that the Portfolio Holder be recommended to agree:-

1)  the Outline Design of the Public Realm Improvement plans;  ...  view the full minutes text for item 143g

The Committee considered the Annual Report of the PDS Committee for 2011/2012. 

RESOLVED that the report be noted.

Report DRR12/032

With regard to the restructure of the Bromley Adult Education College, Members were updated on the progress made to date on:-

·  consultation with staff at Bromley Adult Education College and their representatives on the outcomes of the review both in the short and medium terms; and

·  detailed discussions with the Bromley College of Further and Higher Education on the potential opportunities for adult learning in the longer term.

An overview was given by the Acting Principal of Bromley Education College who informed Members that consultation with staff had been extended until 18 April to accommodate those on holiday during the Easter period.

Discussions with the Bromley College of Further and Higher Education (BCFHE) had begun and it was anticipated that Bromley Adult Education College (BAEC)  would pilot a small number of courses from the BCFHE premises during the autumn term which would enable both colleges to understand each other's work.

The Principal of the BCFHE had invited a Member of the Committee to serve on its Governing Board.  Councillor Payne proposed that Councillor Benington be nominated; this was seconded by Councillor Tickner and the proposal was subsequently agreed.  It was suggested that the period of service should be on an annual basis to run concurrently with the Municipal Year however, this would need to be discussed further with the College and a report submitted to the General Purposes and Licensing Committee for approval.

In response to a Member question, the Acting Head of BAEC said it was difficult to predict if there were likely to be job losses as they were still at the consultation stage although several vacant posts, including some at management level, had been deleted.  Members were informed that there were currently 16 teaching staff and 18 administrative staff with over 200 sessional tutors.

RESOLVED that:

1)  the report be noted; and

2)  a report be submitted to a future meeting of the General Purposes and Licensing Committee nominating Councillor Julian Benington to serve on the Governing Body of the Bromley College of Further and Higher Education.

Report DRR12/035

Members considered a report outlining the proposed programme for the development of Public Realm Improvements to Beckenham Town Centre and Member views were sought on the potential list of short-term improvements (attached as Appendix 1 to the report).

The Head of Renewal gave an overview of the report and commented that the proposed list would be discussed by the Beckenham Town Centre Working Party (BTCWP) when it was anticipated a more detailed list would be composed for future consideration by the Committee.  The Chairman requested that Members send any suggestions and preferred options direct to the Head of Renewal.

As Chairman of the BTCWP, Councillor Tickner assured Members that the Working Party would be looking at each proposal in detail.  He reported that Residents’ Associations were participating in the meetings which were going well.  The Working Party would meet every month for the next six months until a bid was submitted to TfL in September 2012. 

Councillor Tickner made reference to the following:-

·  Paragraph 3.2 (page 115) - The majority of Beckenham residents preferred the disjointedness of the High Street.

·  Paragraph 3.3 (page 115) - More emphasis should be applied to design and wayfinding was poor.

·  Paragraph 4.1 (page 116) - The suggested recommendation relating to improvements to the public realm involving significant alterations to the road network is an issue which needed to be tackled.

·  Page 121 - The review of all traffic management options for the High Street was a major issue and should be placed at the top of the table.  At the request of WP Members, it would be useful if options could be numbered for ease of reference.  TfL’s expectations would be high in regard to shared spaces.  Car parks in Beckenham were poorly maintained and improvements should be made with additional spaces provided.

·  Page 123, paragraph (e) - The WP did not support the idea of joining the War Memorial to the pavement to create a square and requested further information to consider the suggestion in further detail.

·  The WP requested that the list show the cost for each suggestion alongside its priority.

The Head of Renewal informed Members that a more detailed list of short-term improvements costing up to £200k and a timetable for delivery of the design consultation would be submitted to the Committee meeting in July.  As soon as a designer had been appointed, a number of workshops would be implemented.  It was anticipated that concept designs would be established by September 2012.

The footfall figures were annually drawn from a database in July.  The footfall for Beckenham Town Centre had dropped significantly.  The Chairman commented that the footfall count was not undertaken for a long enough period of time and therefore the resultant figures should not be relied upon.

RESOLVED that the potential list of short-term improvements be noted.

The Committee noted the draft agenda for the Bromley Economic Partnership meeting to be held on 19 April 2012.

Report RES12034

Members considered the Committee’s Work Programme and suggested that reports on the following subjects be submitted to the Committee meeting in July 2012:-

·  Shopping parades (updating report);

·  Town Centre Initiatives and Programmes;

·  Update on Site A;

·  Charter Market; and

·  Olympics

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 Chairman moved that the Press and public be excluded during consideration of the items of business listed below as it was 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.

Report RES 12/060

The Committee considered and noted the report.

Any Other Business

The Chairman thanked Members and staff for their hard work and contributions to the Committee throughout the last Municipal Year.

Councillor Benington reported that Jo Johnson MP had arranged for Mark Prisk MP, Minister of State for Business and Enterprise to speak at a Business Forum meeting to be held at 2.30 pm on 2 April 2012 at Orpington College.  Members were invited to attend if they so wished.

The meeting ended at 9.25 pm.

  Chairman

APPENDIX 1

RENEWAL AND RECREATION PDS COMMITTEE

27March 2012

Oral Questions to the Portfolio Holder at the Renewal and Recreation PDS Committee Meeting from local resident, Mr D M Barrett.

Question:

1.  I understand that a decision had been made to move the Bromley Charter Market from Station Road car park to Bromley High Street.  However during September 2010 a contrary decision was made not to move the market.  Who made this decision and why was the earlier decision/policy changed?

2.  Please confirm how many stall holders are currently registered/regular and how the number has changed over the last five years.

3.  Please confirm how many stall holders that registered in the last 12 months are still currently trading and registered/regular stall holders.

Reply:

1.  There has been no decision not to move the Charter Market, however, in light of the ongoing design work around Bromley North Village, of which the integration of the Charter Market is a component, it was considered sensible to allow the design and consultation work to continue and reach an agreed solution in order that any structural changes could be made as part of the broader scheme to accommodate a relocated market.

2.  In 2007 there were 29 registered traders at the market and currently there are 12 registered traders.

3.  In the last 12 months a number of casual traders have come and gone.  Currently there are usually around 3 casual traders who have attended on a regular basis.

Supplementary Question:

Would the Chairman agree that the confusion caused by the postponement of the relocation has caused a considerable amount of damage to the market

Reply:

It would be disastrous if the Charter Market were to disappear.  I am keen to see the market located in a good place and this should be achieved as soon as possible.  I will raise this issue with the Portfolio Holder for Environment within the next two weeks  after which I shall contact you to discuss the matter further.