Agenda and minutes

An apology for absence was received from Councillor David McBride; Councillor Reg Adams attended as substitute.  An apology for absence was also received from co-opted Member Ross Stanford.

Councillor Julian Benington declared a personal interest in Item 13 (Exempt Minutes of the meeting held on 29 January 2013) as he was a Governor of Bromley College of Further and Higher Education. 

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 20 February 2013.

No questions were received.

No questions were received.

The following updates were given:-

•  Minute 47 (page 5) - an update on the Orpington BID ballot would be given during consideration of Item 7c on the current agenda.

•  Minute 48 (page 6) - an update on Bromley Mytime would be given during consideration of Item 13 (Exempt Minutes of the meeting held on 17 January 2013).

•  Minute 49 (page 8, minute 39C) - the Portfolio's role in housing strategy was outlined in Item 8 on the current agenda.

•  Minute 53 (page 10) - a Local Parades Improvement Initiative update would be given at Item 7e on the current agenda.  

RESOLVED that the Minutes of the meeting held on 17 January 2013 be confirmed and signed as a true record.

Members noted the position with regard to matters arising from previous meetings.

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

RESOLVED that the decisions taken by the Portfolio Holder at the previous meeting held on 17 January 2013 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 RES13045

On 6 February 2013, the Executive received the 3^rd quarterly capital monitoring report for 2012/13 and considered new capital schemes supported by Council Directors in the annual capital review process.  Report RES13045 outlined the Executive’s agreed changes and also warned Members in advance that £1.5m would need to be rephased on the Bromley North Village scheme for the reasons set out in paragraph 3.7 of the report.

Councillor Tickner expressed his concern in relation to the delays outlined in paragraphs 3.7 and 3.8 of the report.  He suggested that a deadline of 17 March be issued to TfL for receipt of the formal approval of funding.

The Director of Renewal and Recreation reported that the main reason for the delay to works was due to the non-receipt of a formal agreement to re-profile the Outer London Fund support from the GLA; this was not likely to be received until after the final Board meeting had taken place on 18 March.  Until approval had been received, it would be imprudent to order materials for works to progress.

Councillor Tickner recommended (and it was agreed), that a letter be written  to James Cleverly, London Assembly Member for Bexley and Bromley, setting out Members' concerns with regard to the need to rephase £1.5m due to the non-receipt of the formal agreement to re-profile the Outer London Fund support from the GLA.

The Chairman stated that any further delay would have a 'knock-on' effect with regard to future bids as only one scheme per year could be implemented.  The Director for Renewal and Recreation reported that he was seeking to obtain GLA agreement to the scheme before the end of the current financial year, thereby enabling a new scheme to be proposed for the new financial year.

In relation to the Bromley Museum project (Appendix B, page 30), Councillor Benington was assured that this was on schedule however further detailed work was required.  It was anticipated that construction would begin in 2014 and be completed in just over a year.

RESOLVED that the Portfolio Holder be recommended to:

(1)  confirm the changes agreed by the Executive on 6 February 2013 and to note the early warning that £1.5m will need to be rephased on the Bromley North Village scheme; and

(2)  write to James Cleverly, London Assembly Member for Bexley and Bromley, setting out Members' concerns with regard to the need to rephase £1.5m due to the non-receipt of the formal agreement to re-profile the Outer London Fund support from the GLA.

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Budget Monitoring

At this point, discussion turned to the paper circulated to Members on the Renewal & Recreation Budget Monitoring - 31 January 2013. 

It was reported that there was no variation on the controllable budget which remained at £20k overspend; this was due in the main to external pressure arising from the Council's obligation to collect the Mayor's Community Infrastructure Levy.

Several planning appeals had been lost for which the Council were liable to pay costs of £100k;  ...  view the full minutes text for item 68a

Report RR13/015

Members considered the Renewal and Recreation Business Plan 2012/13 Monitoring Report for Quarter 3.

The report outlined progress made towards the delivery of actions agreed and identified new actions for inclusion in the Business Plan for 2012/13.  Members’ views were requested on the usefulness of the Business Plan and approval was sought for a Renewal and Recreation Business Plan for 2013/14 to be created using the same format and monitoring schedule.

The Chairman was pleased to note that since the previous monitoring report, no further actions had failed to reach their milestones or targets.

In relation to Site K - Bromley South Central (page 38), the Director of Renewal and Recreation confirmed to Councillor Reddin that officers were waiting for the developer to confirm that funding was secured before instructing the closure of Westmoreland Road car park.  He was confident however, that current problems would be resolved.

Members were informed that the variable messaging system would be installed by the end of February.  Councillor Tickner expressed his lack of enthusiasm for the system by stating that a digital sign indicating the amount of free parking spaces available was of no substantial assistance to anyone.  Referring to the continual change of implementation dates, the Chairman voiced her dismay at the lack of advancement with the project.

Councillor Ince enquired about the progress achieved to date on the options for future management and operation of the Cotmandene Community Resources Centre and Mottingham Community and Learning Shop (page 58).  It was reported that a reasonable level of interest had been shown with 23 expressions of interest being received.  Both Centres would remain Council funded during 2013/14.  The outcome of the procurement exercise would be reported later in the year.  Councillor Ince emphasised the need for caution when awarding the contract as ideally he would like the successful delivery partner to include its own qualified staff.  Members were informed that they would be responsible for deciding who the contract should be awarded to.

With regard to Site J - Bromley South Station (page 39), it was confirmed that negotiations with Waitrose and the Metropolitan Police in relation to leasing arrangements and parking enforcement controls remained ongoing. 

All Members joined Councillor Benington in congratulating Martin Pinnell, Head of Town Centre Management and Business Support, his staff and Cheryl Curr, Orpington Town Centre Manager, for the hard work undertaken by them to achieve a successful outcome of the ballot to develop of a Business Improvement District in Orpington (page 39). 

With regard to the use of volunteers in libraries (page 47), it was reported that the Council had not been able to reach an agreement with Trade Unions who would not accept the use of volunteers as a replacement for paid staff.  If the initiative were to go ahead, it was likely to lead to industrial action being taken.  Casual staff were currently employed to cover sickness and annual leave etc.  Councillor Tickner expressed his concern that the Trade Unions' reaction to the proposals  ...  view the full minutes text for item 68b

Report DRR13/034

Members were updated on activities undertaken by the Council’s Town Centre Management and Business Support Team during Quarter 4 of 2012/13.  The report also advised of the financial impact likely to ensue as a result of the Orpington Business Improvement District ballot and outlined the Town Centre Management events and activities proposed for the 2013/14 financial year (including town centre Christmas lights schemes).

The Chairman began the discussion by congratulating Mr Pinnell, Head of Town Centre Management and Business Support on the successful outcome of the Orpington BID ballot on 21 February and expressed her gratitude for the very hard work undertaken by Mr Pinnell and his staff.

Mr Pinnell reported that the count had been undertaken by the Council's Electoral Services and of the 346 ballot papers issued, 165 were returned - equating to 48%.  Of those, 88 were in favour (54%), 76 were against and 1 spoiled paper had been returned. 

Mr Pinnell praised the work of Cheryl Curr, Orpington Town Centre Manager and the BID Working Group, without whom a successful campaign would not have been achieved.  The Working Group would now be disbanded and a BID Board would take precedence with Councillor William Huntington-Thresher and Mr Pinnell taking on the role of advisory members.  All business rate payers would be invited to join the BID and also be invited to volunteer as a member of the Board.

Legal agreements would be needed to set up the BID Company which would be assisted by the Town Centre Manager in the initial stages.  Legally, the Council would retain a role as the BID levy billing authority.  Monies collected would be passed to the BID Company minus administration costs.  It was anticipated that initial improvement schemes would be implemented during April 2013.

Following the successful outcome of the campaign, the Council hoped to expand the BID scheme to other towns within the Borough.  Councillor Tickner agreed, reporting that he knew of several businesses in Beckenham who would be interested. 

Members were assured that Town Centre Managers would remain in Beckenham, Penge and Bromley.

Councillor Benington suggested that other departments such as Environmental Services should be pro-active in offering their services to the BID Company.  Councillor Benington was informed that his suggestion would be conveyed to various departments of the Council as the BID Company were at liberty to employ the Council's services if it so wished. 

RESOLVED that the Portfolio Holder be recommended to:-

(1)  note the range of activities which have taken place and are planned for the remainder of Quarter 4 2012/13;

(2)  note the potential financial impact likely to ensue as a result of the Orpington Business Improvement District (BID) ballot;

(3)  agree the schedule of Town Centre management events, activities and projects for 2013/14 which will have a total net cost of £30k funded from the Town Centre Initiative Fund; and

(4)  agree that up to £34k be set aside from the Town Centre Initatives Fund 2013/14 for use on Town Centre Christmas  ...  view the full minutes text for item 68c

Report DRR13/038

The report outlined the progress made in delivering the Town Centres Development Programme and Members were advised that in accordance with the delivery of the Programme, £26.5k of Section 106 funds from the Widmore Road development was required to contribute towards the funding of public realm improvements in Bromley South.

The Head of Renewal updated Members as follows:-

Site G - Churchill Place - The first meeting with one of the selected developers had gone well.  It was anticipated that a successful development partner would be identified by April 2013.

Site A - Bromley North - TfL had issued a tender for work in relation to the transport assessment.  The outcome of the assessment would be reported to Members in due course.

Site C - Town Hall - A Draft Heads of Term Agreement with Cathedral had been entered into.  It was anticipated that the development would be ready to open in late 2015.

Site F - Civic Centre - Demolition of the Joseph Lancaster and Anne Springman buildings was currently under review.  At a cost somewhere in the region of £350k, it was prudent to assess all viable options (e.g. rental of the buildings), before commencing with demolition.  It was suggested that if the proposals for Site K were to go ahead, the Civic Centre site could be used as a car park to replace the one which would be demolished in Westmoreland Road.

Various Sites (page 84) - The report on the Retail, Office, Industry and Leisure Study undertaken by DTZ had been updated and published on the Council's website.  On completion of a review of the London Office Policy Review 2012 document, a formal response on the recommendations therein would be made to the GLA.  Councillor Benington requested that a copy of the response be provided to Members.  It was reported that officers were currently working on an Action Plan which would be submitted for Members to identify key elements and locations and to consider options.

Officers disagreed with the proposal that Bromley be downgraded an office location to a lesser designation that would see some office provision provided only as part of wider residential or residential and retail/leisure mixed use development. 

The Director of Renewal and Recreation reported that informatives and guidance had changed in relation to changing landscapes.  The Secretary of State was aware from representations via the Deputy Chief Planner and the Chairman of the Development Control Committee that Bromley Town Centre would be significantly eroded if national development rights for changes of use from offices to residential were to be introduced here.

Beckenham Realm Improvements (page 83) - The Beckenham and West Wickham Member Working Party had submitted an application in September.  A Working Party meeting had been convened on 7 February and a final meeting was scheduled for March.  It was anticipated that Members of the group would remain in contact with the Town Team.

The Rectory Road junction improvements were going ahead and a meeting was scheduled for  ...  view the full minutes text for item 68d

Report DRR13/033

In March 2012, Members of the Council approved the setting aside of £250k to provide funding for improvements to local shopping parades.  The report outlined progress achieved to date on implementing the Local Parades Improvement Initiative and members were requested to consider a proposed amendment to the scheme’s geographic scope.

Councillor Adams expressed his dismay at the poor condition of Clock House Parade.  The Chairman agreed to update Councillor Adams on the outcome of a walk to be undertaken by the West Beckenham Residents Association to identify sites for possible improvement.

Members were informed that as it had already received £200k for small scale improvements, Beckenham would not be eligible to bid and had therefore been omitted from the current scheme however, Members were at liberty to reinstate Beckenham if they so wished.

Councillor Bance was assured that all areas of Penge Town Centre would be included in the Initiative.

RESOLVED that the Portfolio Holder be recommended to:-

(1)  note the report; and

(2)  approve an amendment to the criteria for applications to the fund which would allow a number of additional towns to apply for funding for improvements.

Report DRR13/037

Members were provided with an update on the soft tendering exercise undertaken to identify potential leisure investment opportunities from companies wishing to develop new sports or recreation facilities in Norman Park.

It was confirmed that the contract for the management of the site would expire on 31 March 2014.

The Chairman suggested (and Members agreed), that the tendering exercise to be undertaken should incorporate both recommendations 2.1.1 and 2.1.2.

RESOLVED that the report be noted and that the Portfolio Holder be recommended to agree that:-

(1)  Officers undertake a tendering exercise to identify suitable organisations that would:-

  (a)  manage the athletics track from 1 April 2014 for a period of up to 25 years under arrangements similar to the current operational model whereby the Council has responsibility for the repair and replacement of the track, floodlights and pavilion; and

  (b)  manage the athletics track from 1 April 2014 for a period of up to 25 years under a full repair and maintain lease whereby the operator has responsibility for the repair and replacement of the track, floodlights and pavilion.

(2)  Officers submit a further report to the Renewal and Recreation PDS meeting in June updating Members on the outcome of the tendering exercise.

Report RES13043

The Portfolio Holder for Renewal and Recreation was requested to confirm an Article 4 Direction approved by Members of the Development Control Committee on 29 January 2013.  The Direction would remove Permitted Development rights to install rooflights on the front elevation of dwelling houses or the side elevations where it could be seen from the public highway at The Chenies conservation area in Petts Wood.

It was noted that the date on which the Direction would take effect should be amended.

RESOLVED that the Portfolio Holder be recommended to confirm the Article 4 Direction at the Chenies conservation area in Petts Wood.

Report RES13044

The Portfolio Holder for Renewal and Recreation was requested to confirm an Article 4 Direction approved by Members of the Development Control Committee on 29 January 2013.  The Direction would remove permitted development rights to erect garden buildings, swimming pools or similar constructions at the rear of nos. 1-39 Julian Road, Orpington.

It was noted that the date on which the Direction would take effect should be amended.

RESOLVED that the Portfolio Holder be recommended to confirm the Article 4 Direction at Land rear of Nos. 1-39 Julian Road and rear of Nos. 8-30 Woodlands Road, Orpington.

Report DRR13/039

Members considered the aims, objectives and timeframe for the production of the Council’s Strategic Housing Framework.  It was proposed that a small Member Group be established to advise officers on the production of the Framework and in this respect the Committee were requested to nominate Members drawn from relevant portfolios.

The Head of Housing Development and Strategy gave an overview of the report.

Councillor Ince commented that many of the aims and objectives outlined in the report were driven by the London Plan, Unitary Development Plan and the National Policy Framework.  It was therefore up to Members of Development Control Committee to ensure that affordable housing and payments in lieu etc. were provided.  He therefore questioned the need for a Working Party to be established.

The Head of Housing Development and Strategy responded that a broad range of work was undertaken across the Council that spans beyond planning policy to enable the Council to address its statutory housing duties and that the Working Party would allow officers an opportunity to consult with Members on how they would like to see the Framework reflected.

In response to a question from the Chairman, it was reported that once completed, the legal weight that the Housing Framework would hold in relation to national and regional Housing guidance was unclear however, further information had been sought from the DCLG on this.  It was predominanly an information document to convey the Council’s strategic approach in meeting its statutory and other housing duties.

Councillor Tickner emphasised the need to ensure that the provision of mixed use and mixed income housing was embodied in the strategy.  Councillor Tickner volunteered to become a Member of the Working Group.

Councillor Adams raised concerns with regard to homelessness and pointed out that as the benefits system changed, the figures for homelessness would increase significantly.  The Head of Housing Development and Strategy assured Councillor Adams that officers and representatives from the Education and Care Services and Environmental Services Departments would be included in the development of the Framework.  Information briefings on progress achieved throughout the compilation of the strategy would be sent to all Members.

Councillor Bance reported that Penge was very well suited for a mix of social housing however, as a Member of Plans Sub-Committee No. 4, she was aware that developers avoided the requirement to provide affordable housing by ensuring the development did not exceed the legal threshold.  Councillor Bance was of the view that the lack of affordable housing was, in part, due to the mindset and planning of developers.  She welcomed the establishment of a Working Group.

Referring to the fact that costs for providing bed and breakfast to the homeless had doubled over the past two years, the Chairman suggested that a section on how and where Payment in Lieu funds were spent should be incorporated into the Framework.  She was informed that a report had been submitted to a meeting of the Executive on 6 February 2013.  The report had updated Members  ...  view the full minutes text for item 69.

Report DRR 13/036

Members considered proposals to introduce fees for street naming and numbering services from 1 April 2013.

Councillor Reddin commented that although welcomed, the predicted additional income of £25k would be insufficient to cover the salary of two full-time employees and suggested that the Council charge a higher fee in line with other boroughs.  The Deputy Chief Planner confirmed that the scheme would be reviewed after 12 months and that the employment of further staff to run the scheme would not be necessary.

Councillor Benington referred to a local hero who, sadly, had died during active service in Afghanistan and suggested that a road be named after him together with the siting of a commemorative plaque.  He asked the Planning Department to consider other local heroes when renaming roads.

RESOLVED that the Portfolio Holder be recommended to:

(1)  agree to the introduction of proposed fees for street naming and numbering services with effect from 1 April 2013;

(2)  agree that the charges for street naming and numbering service be reviewed in 12 months’ time.

Report DRR13/040

The Committee considered the Annual Report of the PDS Committee for 2012/13.

The Chairman conveyed her thanks to all Members of the Committee for their valuable input and support throughout the year.

RESOLVED that the report be noted.

Report RES13036

Members considered the committee’s work programme for the new Municipal Year 2013/14.

The following reports will be added to the work programme for the next PDS meeting in June 2013:-

·  Planning appeals and cost implications;

·  Queens Gardens Public Enquiry

·  Draft Action Plans for three employment areas in the Borough

RESOLVED that the work programme for the new Municipal Year 2013/14 be agreed.

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.

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.

An update on the current position with regard to Bromley Mytime was received at the meeting.

Minor amendments to the Minutes were also made.

RESOLVED that, subject to minor amendments, the Exempt Minutes of the meeting held on 17 January 2013 be confirmed and signed as a true record.

The items comprise:

·  Penge/Anerley Libraries - 46 Green Lane

·  Bromley Youth Employment Project - Award of Contract

Members and Co-opted Members have been provided with advance copies of the Part 2 Exempt Briefing via e-mail.

The Portfolio Holder Exempt Information Briefing comprised two reports:

• Penge/Anerley Libraries - 46 Green Lane
• Bromley Yough Employment Project - Award of Contract

The Portfolio Holder Briefing was noted.

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As a final point of note, as this meeting was the last of the Municipal Year, the Chairman thanked Members and officers for their contributions to the PDS meetings throughout the year.