Agenda and minutes

An apology for absence was received from Councillor Angela Wilkins; Councillor Vanessa Allen attended as substitute.

Councillors Allen and Michael declared a personal interest in Item 10 (Mytime Active – Investment Fund Proposals 2016/17) as they were Members of Mytime Active.

Councillor Payne declared a personal interest in Item 13 (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 13 (Town Centres Development Programme Update) as he was a Trustee of Bromley and Sheppard’s Colleges.

Councillor Benington declared a personal interest in Item 13 (Town Centres Development Programme Update) as he was a Trustee of the Biggin Hill Memorial Trust.

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 Thursday 31 March 2016.

No questions were received.

No questions were received.

RESOLVED that the Minutes of the meeting held on 26 January 2016 be confirmed and signed as a correct record.

RESOLVED that the Matters Arising report be noted.

Report CSD16037

Members reviewed the Work Programme for the new Municipal Year May 2016-April 2017).

The tender process for community-run libraries was currently underway and a special PDS meeting could be held to consider these upon completion.  Further reports on the outsourcing of libraries would be submitted when available.

A report outlining the strategy for BIDS and the funding thereof would be submitted for consideration at the next PDS meeting on 5 July 2016.

Discussion took place in relation to updates concerning the Bromley Arts Council.  Whilst it was acknowledged that the Council had no statutory duty to oversee art groups within the Borough, separate presentation meetings could be privately organised between Members and individual art groups.  It was reported that the new Churchill Theatre provider hoped to appeal to a wider audience and the Assistant Director, Culture would try to arrange a tour of the Theatre for Members. 

RESOLVED that subject to the addition of the reports and actions outlined above, the Renewal and Recreation PDS Committee Work Programme for the new Municipal Year May 2016-April 2017, be noted.

Report FSD16022

Members considered the latest budget monitoring position for 2015/16 for the Renewal and Recreation Portfolio based on expenditure and activity levels up to 31 December 2015.  The total portfolio budget showed a projected underspend of £236k.

The level of expenditure and progress with the implementation of the selected projects within the Member Priority Initiatives was also reported.

It was noted that all carry forward requests listed in Appendix 1B would be made to the Executive at year end to enable completion in 2016/17.

As set out in paragraph 5.4 (page 40), a net underspend of £63k was projected for staffing within the Planning Strategy and Projects team, due to part year vacancies.  It was reported that the volume of work was currently increasing and the vacant posts were being refilled.

Members were informed that the Priory Museum closed on 18 March 2016 and was expected to go out to market in the forthcoming week.  A meeting to discuss the next process would shortly take place between officers, the Portfolio Holder and Ward Members.  Meanwhile, security grills had been installed and guardians employed to secure and protect the building. 

The community group which had shown an interest in acquiring the building, had been provided with relevant information, so they were aware of all the work that would be required to make the building fit for purpose.

With regard to the existing museum artefacts, an on-line catalogue was now available.  The required temperature and humidity for the artefacts had been recorded and a number of them (including human remains), had been transferred to the Museum of London.  A specialist Museum Design Consultant had been appointed to deliver the new exhibition at the Central Library.  The design and detail process had been completed and works would be undertaken in September 2016.  The new exhibition would allow for 50% more items to be put on display, including space for the Lubbock Collection, a local history collection and a ‘Borough in Time’ exhibition space which would concentrate on key moments in time.

RESOLVED that the Portfolio Holder be recommended to:-

(1)  endorse the latest 2015/16 budget projection for the Renewal and Recreation Portfolio; and

(2)  note the progress of the implementation of the Renewal and Recreation projects within the Member Priority Initiatives.

Report FSD10629

On 10 February 2016, the Executive received a report summarising the current position on capital expenditure and receipts following the 3^rd quarter of 2015/16 and presenting for approval the new capital schemes in the annual capital review process.

Members of this Committee were now requested to consider changes agreed by the Executive in respect of the Capital Programme for the Renewal and Recreation Portfolio.

Officers were waiting to tie in the post-completion review for Bromley North Village with the review of bus operations within the area.  The Head of Renewal agreed to check the current position and report back to Members.

RESOLVED that the Portfolio Holder be recommended to confirm the changes agreed by the Executive on 10 February 2016.

Report DRR16/039

Members considered Mytime Active’s (Mytime) Investment Fund proposals for 2016-17.  Mytime were seeking approval for the 2016/17 Investment Fund to be released to deliver the schemes as detailed in the report.

The Chairman emphasised that in accordance with contractual arrangements, the Council was obligated to release the Investment Fund for 2016/17, provided the Portfolio Holder was satisfied with Mytime’s proposals.  At the PDS meeting on 27 October 2015, Mytime submitted its Annual Report for 2014/15 which included proposals for the Investment Fund for 2016/17.  At that time, the Portfolio Holder considered part of the proposals were not suitable for funding and declined to release the monies.  Since then, Mytime had amended the proposals as required by the Portfolio Holder and Members were satisfied with these.

As a member of Mytime Active, Councillor Michael reported that having paid a substantial amount of money to renew her membership, she would like part of the funding to be spent on upgrading the lockers situated on the dry side area at The Spa, Beckenham and for the hand driers in the ladies’ facilities to be repaired.  This was noted by the Chief Executive of Mytime, Marg Mayne, who was in attendance at the meeting.

RESOLVED that the report be noted and the Portfolio Holder be recommended to agree to release the 2016/17 (Year 13) Investment Fund to Mytime to deliver the projects proposed in the report.

Report DRR16/037

Consideration was given to the proposed extension of the Local Parades Improvement Initiative using an allocation of £250k, as part of a new £750k Members Initiative Fund announced following Full Council on 22 February.

Appendix 2 of the report outlined the parameters and criteria for the proposed scheme of delegation and rules of engagement for decision making on requests for expenditure from the allocated fund.

Members also considered the key developments and activities within the Town Centre Management and Business Support Team, along with options for the Council’s future support for Christmas lights in non-BID town centres.

The Chairman reported on the success of the Local Parades Improvement initiative and emphasised that future proposals could only be put forward by Ward Members on the proviso they carried the full support of retailers.  The final decision to sign-off proposals of up to £25k lay with the Portfolio Holder.  Proposals above £25k would be submitted for scrutiny by PDS Members prior to sign-off.

The Vice-Chairman suggested that further updates on the initiative should include a list of Ward Member proposals and their reasons for requesting funds.

It was noted that the initiative should not be Resident Association driven however, it was acceptable for support from traders to be ‘backed’ by Resident Associations.

Repeat proposals would not be permitted e.g. whilst hanging baskets would be provided complete with bedding and flowers, replanting the following year would need to be carried out independently.  Ward Councillors should liaise with trader associations and residents associations to ensure this happens.

With regard to the Bromley BID project (page 69), it was reported that at the request of the BID Board, the remaining sum of £7,456 from the funding allocated by the Executive in January 2014, would be provided to Bromley BID Ltd as a ‘start-up’ grant to assist with the cost of employing a BID Manager early.

The Head of Town Centre Management and Business Support confirmed that Ward Members would be informed when traders initially contacted officers in regard to obtaining a grant.  Traders would be notified through the BID Newsletter that they were required to approach Ward Members to apply for a grant.  Members acknowledged the importance of ensuring they remained the main conduit for the continuing success of this initiative.

Turning to the provision of funding for Christmas lights, Councillor Tickner considered that as no BID existed for Beckenham and Penge, these areas would be most affected by the reduction and/or withdrawal of funding.  He favoured the gradual reduction of option B as the best way forward.

It was suggested that Option A be chosen on the grounds that it would coincide with the start of the BID work and enable the Council to set a milestone for the provision of lights to become the responsibility of traders.  It should be made clear that part of the BID was to pay for Christmas lights.

Comments from Ward Member for Penge and Cator, Councillor Kathy Bance, in support of Option A were  ...  view the full minutes text for item 55.

Report DRR16/036

The report updated Members on progress achieved with both the Improvement Scheme and the Sustainable Regeneration Plan for Crystal Palace.

The cost of conservation work to the Grade 1 listed Iguanodon was due, in part, to the specialist materials required to underpin and preserve the dinosaur for many years to come.  Funding was obtained via the GLA with work being carried out on the remaining dinosaurs and regeneration of the park being undertaken in due course. 

Access works for the pedestrian walkway on the Southwark side of the park would be funded partly by Southwark Council.  Bromley’s successful grant application to Historic England enabled conservation work on the South Terrace Steps to be carried out.

The Portfolio Holder expressed his gratitude to Lydia Lee, Community Development Manager and all Renewal and Regeneration Officers involved in pushing this project through and for the professional way in which the structure for management had been set up.

RESOLVED that the report be noted.

Report DRR16/038

Members received an update on progress made in delivering individual projects for the Town Centres Development Programme.

The Head of Renewal confirmed that despite the imminent change of the London Mayor, the current Mayor had made a delegated decision to designate Bromley Town Centre a Housing Zone.  This would now be subject to ratification of relevant agreements between the Council and the GLA.

In order to provide wider frontage to the site, the red line boundary of the first phase redevelopment of Site G: West of the High Street, had been extended to include unit No.102 High Street, located adjacent to the Halifax Building Society.  Members agreed that whilst the amendment to the red line boundary was a minor one, this matter should have initially been brought to PDS Members for scrutiny before being considered by the Executive.  It was requested that this be done in future.

The site would formally go out to market in late April with formal selection of the Development Partner being concluded by November 2016. 

Various updates on Site G would be reported throughout the year.

Referring to Bromley Central Area High Street Improvements, the Head of Renewal confirmed to Members that the detailed design project was on-going with anticipated completion by September 2016.  Updates on this would be submitted to future meetings of the Committee when available.  The Chairman requested that the Head of Renewal ensure that all future updating reports be submitted as agreed.

The reason for meeting with Kingston First was to look at their process for improvements/relocation and the possibility of applying such process to Bromley’s scheme design which would be submitted for consideration by PDS Members in September.

In regard to the Beckenham Town Centre Improvements and the business case application submitted to Transport for London (TfL), it was reported that TfL had indicated the Council should be more ambitious.  The Council’s Business Officer would be meeting with TfL to discuss the case.  Funding would be £4.6m in total with £1.3m provided from Bromley’s Capital Funds and Section 106 monies.  The remainder of around £3m would be provided by TfL.

The scheme would need to take account of the fact that Beckenham High Street had been designated as a Conservation Area.

Discussions with Network Rail about proposed improvements to Beckenham Junction Station were still on-going.  Network Rail had informed the Council that the proposals were subject to the Hendy Review which was currently considering rail infrastructure upgrades.  However, the Council’s current budget was not dependent upon the contributions from Network Rail.

The Minutes of the Beckenham Town Centre Working Group held on 17 March 2016 were circulated to Members and a copy is attached as Appendix B to these Minutes.

A report on the completed design for College Square, Orpington, would be submitted for scrutiny at a future meeting of the PDS Committee.  Designs for the proposed terrace alongside the new restaurant would be submitted to the July meeting of the PDS Committee.

It was reported that in  ...  view the full minutes text for item 57.

Members considered the Chairman’s Annual Renewal and Recreation PDS Committee report for the year 2015/16.  This was previously provided to the Executive and Resources PDS Committee on 16 March 2016 and would subsequently be considered at a meeting of Full Council on 11 April 2016.

The final sentence of paragraph 1.14 – Site C: Town Hall, was amended to read:- ‘They aim to open the hotel and conference centre in the Spring of 2018.’.

RESOLVED that the Chairman’s Annual Renewal and Recreation PDS Committee report for the year 2015/16 be approved.

The Chairman moved that the Press and public be excluded during consideration of the item 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 26 January 2016 be confirmed and signed as a correct record.

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Any Other Business

As this was the final meeting of the Municipal Year, the Chairman thanked Members for their continued support and excellent scrutiny.

Officers were congratulated for all their hard work undertaken throughout the year and for their professionalism when dealing with contentious issues.

Finally, the Chairman thanked the Democratic Services Officer for her continued support and provision of quality Minutes.