Agenda and minutes

An apology for absence was received from Councillor Julian Benington; Councillor Melanie Stevens attended as substitute.

Councillor Payne declared a personal interest in Item 10 (Town Centres Development Programme Update) as he was an Executive Member of the Salvation Army located within site G of the Area Action Plan.

Councillor Morgan declared a personal interest in Item 10 (Town Centres Development Programme Update) as he was a Trustee of Bromley and Sheppard’s Colleges. 

Cllr Wilkins declared a personal interest as she had previously been trying to source an industrial unit for herself.

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 5pm on Wednesday 20 January 2016.

Written questions were received in relation to Item 7d – Future of Town Centre Management and BIDS Development Strategy.  Copies of these questions, together with the Portfolio Holder’s responses, are attached at Appendix 1.

Oral questions were received in relation to item 10—Town Centres Development Programme Update, specifically concerning public realm developments in Orpington.  Copies of these questions, together with the Portfolio Holder’s responses, are attached at Appendix 2.

The Chairman delivered a brief statement relating to written questions received about governance arrangements for the Bromley BID Ltd for which responses had been drafted.

Bromley BID Ltd was an independent organisation and it was not the Council’s place to dictate the internal governance of the BID. The Council would continue to advise and scrutinise as appropriate. The Chairman wished the new Bromley BID every success. 

Minute 22b, paragraph 5 - Budget Monitoring 2015/16

The following inaccurate statement was deleted - “To date, a substantial amount of money had remained unspent and would be returned to the central fund”.

Minute 22d, final paragraph - Town Centres Development Programme Update

The following inaccurate statement was deleted - “Bromley Town Centre had declined due to high rent charges”.

RESOLVED that, subject to the amendments referred to above, the Minutes of the meeting held on 27 October 2015 be confirmed and signed as a correct record.

Report CSD16/002

An update concerning the Improvement Works for Beckenham Junction Train Station was delivered at the meeting.

It was noted that a list of percentage figures of small business units in the Cray Corridor was currently being collated and would be circulated upon completion.

Members were provided with an update on cost proposals for Bromley Central Area.

RESOLVED that the Matters Arising report be noted.  

Report CSD 16001

Members reviewed the Work Programme for the final meeting of the Municipal Year (April 2016).

RESOLVED that:-

(1)  the Renewal and Recreation PDS Committee Work Programme for April 2016 be noted;

(2)  a report on Crystal Palace Park be added to the Work Programme for April 2016;

(3)  a report on the Growth Fund be added to the Work Programme.    

Report FSD16015

On 2 December 2015, the Executive received the second quarterly capital monitoring report for 2015/16 and agreed a revised Capital Programme for the four year period 2015/16 to 2018/19.  The report highlighted changes agreed by the Executive in respect of the Capital Programme for the Renewal and Recreation Portfolio and outlined progress achieved as at the end of the first half of 2015/16.

Reasons for the £15k reduction in the Bromley North Village Scheme (Section 3.3), were explained to Members.

RESOLVED that the Portfolio Holder be recommended to confirm the changes agreed by the Executive in December 2015.

Report DRR16/016

As part of the Local Authority’s new approach to the delivery of library services, the Committee had previously agreed to seek community management at six of the Borough’s libraries.  Members were now requested to consider proposals to award preferred bidder status to one tenderer, to enable them to work out the details needed to finalise their business plan for community management at all six community libraries which would be submitted for evaluation before officers made recommendations about whether or not to award a contract.

Specific details relating to this organisation were noted in the accompanying Part 2 report.

Councillor Wilkins produced a document which outlined visitor and borrowing figures for Libraries in LB Lewisham subsequent to being outsourced to community management. The statistics showed an increase in visits but a decrease in the percentage of books borrowed.  The Assistant Director for Leisure, Libraries and Culture, advised against relating this data with the Council’s proposals.  An update report concerning the community management of libraries would be brought to a future meeting of the PDS Committee. 

The Chairman clarified that the Council had a statutory obligation to provide a comprehensive and efficient Library Service.  It was reported that community managed libraries would continue to purchase stock under the Council’s stock purchasing arrangements.  A rigorous assessment had taken place in respect of the new proposals. The Portfolio Holder stated it may be possible for the new community managed libraries to extend operating hours. 

RESOLVED that subject to the comments outlined above, the Portfolio Holder be recommended to:-

1)  note the progress made in the procurement process to identify suitable community management arrangements for the Borough’s community libraries; and

2)  agree to award preferred bidder status to one tenderer (subject to the detail set out in the accompanying part 2 report).

Report DRR16/020

This report provided a review of the current Library Stock Contract with the Central Buying Consortium (CBC). The CBC Library Group was the largest UK consortium, into its fifth generation book supply and third generation audio visual materials framework arrangements, which were due to expire on 31 March 2016, having been extended for the maximum permitted period of two years. West Sussex County Council acted as lead and contracting authority on behalf of the CBC in setting up each contract.

There were currently 44 library authorities in membership of the CBC Library Group.  Expenditure had increased through the growth of membership to enable further aggregation of spend resulting in improved discounts and reduced book servicing costs, which helped to mitigate the effects of reduced library book budgets. By working in partnership with CBC members, further efficiencies were achieved through group standardisation of processes and collective requirements.

In anticipation of the current contracts terminating at the end of March 2016, it was necessary to consider the options for the stock supply contract from 1 April 2016 which were for Bromley to:

-  withdraw from consortia arrangements and proceed alone;

-  apply to join one of the number of smaller alternative consortiums; or

-  continue with the CBC Consortium.

Further detailed financial information was provided in an accompanying Part 2 report which also outlined the options and the recommended award of a contract in light of the completed tendering exercise.  However, for the sake of transparency, as much detail as possible had been incorporated into the Part 1 report.

RESOLVED that the Portfolio Holder be recommended to agree the proposals contained in the Part 2 report regarding the award of the stock supply contract.

Report DRR16/011

Members considered an update on the Future of Town Centre Management and the BIDS Development Strategy. 

As part of its clear commitment to developing and enhancing vibrant, thriving town centres (a Building a Better Bromley priority), the Council had already sponsored the successful establishment of Business Improvement Districts (BIDs) in the largest two town centres.  Given that the BID model demonstrated clear benefits as a way of securing sustainable investment and giving businesses a central role in managing their town centres, the ambition was to roll this model of town centre management to other areas of the Borough where these were viable. The purpose of the report was to seek Member endorsement of a change in the approach to managing the remaining town centres to enable the limited staff resources involved in Town Centre Management (TCM) to be redirected towards establishing and nurturing BIDs across the Borough – thereby sponsoring a step change in the pace of BID development.

The Head of Town Centre Management and Business Support outlined the proposals.  Based on budget proposals agreed at the Council’s Executive in January 2015, Members had already agreed that, whether or not the Bromley BID proposal was successful, the remaining Town Centre Management Post would be deleted resulting in a saving to the Council of £46k.  However, the latest proposal was for the remaining TCM post to be replaced by a single BID Officer post, on a fixed two year term contract.  This post would be created with the intention of fast tracking BID projects in the Borough.  Members were advised not to regard this as a retrograde step as it was part of LBB’s strategy to encourage BID companies throughout the Borough.

Whilst the Town Centre Management post was not a statutory one, TCM services had been provided in Bromley for longer than most neighbouring boroughs.  It was, however, an outdated post and a new model was now required. The Chairman considered the old system to be unsustainable and believed it was time to move on.  It was also the case that where BIDS were in place, there would be improved access to funding and grants from a variety of sources. 

Oral representations were received from visiting Member Councillor Kevin Brooks, who stated that whilst he was not opposed to the BID concept, he would like the TCM post to continue until 2017 to provide support and assurance in the transition period and to assist with a seamless transfer.

Councillor Brooks requested support for a further year to assist local traders who were presently feeling under pressure.  He believed the report had failed to consider and appreciate the economic and diversity aspects of Penge.  A successful BID could be attained if the TCM position continued for a further year.  Councillor Brooks asked what would happen to the TCM position if the BID failed and expressed the view that Penge and Beckenham were being given less support than Bromley and Orpington.

The Chairman confirmed that support would still be  ...  view the full minutes text for item 35d

Report FSD16010

This report outlined the Portfolio Holder’s Draft 2016/17 Budget incorporating the future cost pressures and initial draft budget saving options which were reported to Executive on 13 January 2016.  Members were requested to consider the proposed initial draft budget savings and identify any further action that might be taken to reduce cost pressures facing the Council over the next four years.

Members noted there were still outstanding issues and areas of uncertainty. Any further updates would be included in the 2016/17 Council Tax report to the next meeting of the Executive.

RESOLVED that:-

(1)  the update on the financial forecast for 2017/18 to 2019/20 be noted;

(2)  the initial draft savings options proposed by the Executive for 2016/17 be noted;

(3)  the initial draft 2016/17 Budget be agreed as the basis for setting the 2016/17 Budget; and

(4)  feedback on the initial draft 2016/17 Budget be provided to the Executive prior to the meeting of the Executive in February   

Report DRR16/015

Members considered the report which provided a summary of the current status of all the contracts for the Renewal and Recreation Portfolio with a whole life value greater than £50,000.

At the Contracts Working Group on 13 October 2015, Members welcomed the introduction of Contract Monitoring Summaries endorsed by the Commissioning Board. The Summaries were designed to supplement the Contracts Register with additional information on each contract to aid scrutiny and to provide a record of variations. 

RESOLVED that the contract summary for Renewal and Recreation be noted.

Report DRR16/022

Members were provided with an update on progress achieved in delivering the Town Centres Development Programme.

The GLA had provisionally accepted Bromley’s Expression of Interest Bid for Housing Zone status which would require formal ratification from the new Mayor.  Subject to formal confirmation, this would result in the Council benefitting from direct grant and soft developer loans to progress developments at Site G, West of the High Street and Site A, Bromley North Station.  Further consultation would take place between the Council and the GLA to progress the delivery contract and Members would be updated in due course.

It was reported that Site G was being successfully marketed and plans were moving forward. There was no fixed date for completion of the work and residents would be kept informed of developments.

A revised planning policy for Site A (Bromley North Station) was being consulted upon by way of the Local Plan Review.

Work was under way to produce detailed designs for the redevelopment of the Old Town Hall and adjacent residential scheme which was granted planning permission in November 2015.

The Stage C Design report of the Bromley Central Area High Street Improvements Scheme was endorsed by the Executive on 2 December 2015.  Detailed designs were now being developed and it was anticipated that further design and budget updates would be brought to Members at the next PDS Committee meeting.

An update was given on developments concerning the proposed Beckenham Town Centre Public Realm improvements.  Detailed designs for the project were being progressed by the Term Contractor FM Conway Ltd and would be provided to TfL for approval.  Samples of the proposed new paving would be laid in Beckenham High Street during the following week.

Referring to section 3.14 of the report, the Chairman asked if LBB was guaranteed to receive the £950K contribution from TfL for the Beckenham Town Centre Improvement Project.  It was reported that this contribution was the upper limit for funding and allocation depended on the Council presenting a positive and detailed business case.  As good relations existed between the Council and TfL, the Project Officer was optimistic that funding would be forthcoming.  No issues or risks concerning this aspect of the project had been identified.

Discussions with Network Rail were ongoing so it was yet to be established what funding would be allocated to the project. The Chairman suggested that more pressure be levied on Network Rail.  Whilst the Project Officer was in regular contact with Network Rail, a decision was yet to be made. The Head of Renewal clarified that despite this apparent delay, it was his opinion that Network Rail regarded the Beckenham Project as a priority. An update on this matter would be given at the next meeting of the PDS Committee.

Members were updated on the Biggin Hill New Homes Bonus Project. The New Homes Bonus was a grant paid by central government to local councils to reflect and incentivise housing growth in their areas. The New Homes Bonus  ...  view the full minutes text for item 38.

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.

RESOLVED that the exempt Minutes of the meeting held on 27 October 2015 be confirmed and signed as a correct record.

The Renewal and Recreation Portfolio Holder to present scheduled reports for pre-decision scrutiny on Part 2 (Exempt) matters where he is minded to make decisions.

Report DRR16/017

Members considered confidential information relating to the tender process carried out to date to identify suitable community management arrangements at the Borough’s six community libraries. An accompanying Part 1 report (DRR16/016) was previously considered during the public section of this meeting.

Members noted the report and supported the recommendation.

DRR16/021

This report provided a review of the current Library Stock Contract with the Central Buying Consortium (CBC) together with a review of the options available for the future contract.

Members noted the report and supported the recommendation.

Report DRR15/101

Members considered an updating report on the Biggin Hill Memorial Museum.

RESOLVED that the report be noted.