Agenda and minutes

Councillor Rutherford declared a personal interest in Item 9 (Expenditure on Consultants 2014/15 and 2015/16) as he was an employee of one of the listed companies.

Councillor Morgan declared a personal interest in Item 7d (Town Centres Development Programme Update) as he was a Trustee of Bromley and Sheppard’s Colleges.

Councillor Michael declared a personal interest in Item 7a (MyTime Active Annual Report 2014/15) as she was a Member of MyTime Active.

Councillor Payne declared a personal interest in Item 7d (Town Centres Development Programme Update) as he was an Executive Member of the Salvation Army (within Site G of the Area Action Plan).

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 October 2015.

Councillor Benington attended the previous meeting and was added to the list of attendees.

RESOLVED that the Minutes of the meeting held on 24 June 2015 be confirmed and signed as a correct record.

Report DRR15/094

In accordance with contractual arrangements between the Council and Mytime at the point of transfer of the services and the updated agreement dated 1 November 2011, Mytime submitted its Annual Report for 2014/15 for Member consideration.  

The report outlined Mytime’s achievements for the year and previewed it’s future spending proposals from the Investment Fund, along with their 2016 pricing review.  In particular, Members were requested to consider the release of £1.51m from the current Investment Fund to upgrade facilities as set out in Appendix 3 of the report.

The Chairman extended a warm welcome to, Marg Mayne, Matthew Roberts, Alan Yardley and Keith Sykes, representatives from Mytime Active.  The Chairman commended MyTime for producing an excellent and informative report, but was disappointed to note the lack of detailed financial information on investment figures for Bromley. 

Ms Mayne outlined the progress achieved and work undertaken during the year.  The importance of physical activity to reduce obesity and enhance health was recognised and various events and activities to promote this were held throughout the year.  The current aim was for MyTime Active to integrate further within the Borough to give residents wider access to health and fitness facilities.  In this very competitive and challenging environment, it was essential for a vast range of physical activities and programmes to be provided in order to engage and retain inactive people.

Councillor Michael was pleased to note that, apart from an increase in fees for casual paying services, a number of prices had been frozen.  Members were informed that MyTime continued to offer bargains and deals in order to attract and retain interest.  It was anticipated that the revised pricing schedule would help to compete in the current competitive market.

Fierce competition from other organisations continued to challenge MyTime to provide services to a much wider audience to enable them to stay ahead of their competitors.  If a competitor was to concentrate on providing just one individual service, MyTime would need to assess the commercial viability of providing the same service before it continued to compete.

In relation to MyTime's request for Investment Fund monies, Members were informed that as funding had not been fully released for three years, this had impacted negatively on MyTime's ability to maintain the services it could offer.  There were currently several facilities which were in urgent need of upgrading and refurbishment.  The Assistant Director, Culture Libraries and Leisure, outlined the required elements for the release of funds and confirmed that all works set out in MyTime's Investment Fund Programme were compliant.  Although any proposals put forward for refurbishment and improvement of facilities would add to MyTime's profitability, there were other concerns and further issues arising from the adventure golf proposals.

Childcare provision for parents who required out of hours supervision for their children was provided in a variety of venues including the Council's Great Hall.  After school clubs and breakfast clubs were also provided in a number of Bromley schools.  MyTime aimed to explore and develop these  ...  view the full minutes text for item 22a

Report FSD15063

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 August 2015.  The total portfolio budget showed a projected underspend of £135k.

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

The Portfolio Holder queried the reason for the £75k increase in the 2015/16 budget for Town Centre Management and Business Support (page 75).  The Assistant Director, Culture, Libraries and Leisure has subsequently confirmed that the £75k increase in the Town Centre Management budget was due to the transfer of the New Homes Bonus funding from the Town Centre Development budgets.

Members were informed that temporary planning officers were employed as the best way of dealing with 'peaks and troughs' in the number of planning applications received.  A total of 23% of planning applications had been received which  was higher than the previous year.  Whilst this resulted in an increase of income, it did not cover costs.  Planning caseloads had increased dramatically and it was difficult to find replacement officers of good quality calibre.  It was suggested that the operation and productivity of the Planning Section should be reviewed.

The final tranche of the Investment in Small Shopping Parades Initiative would expire in April 2016.  A report on the possibility of further funding for this Initiative would be considered at the next meeting of the PDS Committee.  Members agreed that if approved, officers should approach Ward Members for their views before approaching outside organisations.  It was suggested that future reports on bids for initiative funding include information on footfall figures for individual shopping parades together with a list of parades that had received funding and for what purpose the money was used.

RESOLVED that:-

1.  the Portfolio Holder be recommended to endorse the latest 2015/16 budget projection for the Renewal and Recreation Portfolio; and

2.  the progress of the implementation of the Renewal and Recreation projects within the Member Priority Initiatives be noted.

Report FSD15051

On 15 July 2015, the Executive received the 1^st 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 also covered any detailed issues relating to the 2014/15 Capital Programme outturn which were reported in summary form to the June meeting of the Executive.

Members also considered changes agreed by the Executive in respect of the Capital Programme for the Renewal and Recreation Portfolio.

RESOLVED that the Portfolio Holder be recommended to confirm the changes agreed by the Executive on 15 July 2015.

(Report to follow)

Report DRR15/098

Members considered the progress achieved in delivering the Town Centres Development Programme, and particular attention was given to the Stage C Concept Design report for the Bromley Town Centre Central High Street Public Realm Scheme. 

Portfolio Holder approval was sought to reallocate £48k of Section 106 (Tesco) funding (including accrued interest), to contribute towards market infrastructure and associated works.  The S106 Agreement required all monies to be spent by 23 February 2016.

Agenda Correction

Recommendation 2.2 (page 3) was amended to read:-

‘2.2  Agrees the reallocation of S106 (Tesco) funding of £48k as set out in paragraph 3.18 to ensure the funding is defrayed before the deadline.’.

It was reported that Bromley Town Ward Councillors were very pleased with the proposals outlined in the Concept Design report.

Officers were acutely aware of the condition of the streets at Bromley North.  A cleaning regime would be put in place as soon as the scheme was complete which was anticipated to be in approximately six weeks’ time.

In regard to paragraph 3.16 (page 8), although there were various reasons for the increase in costs, this was partly due to the design review.  TfL had agreed to review their funding support as part of the detailed design stage.  Officers were currently in discussions with Network Rail concerning the integration of their proposed improvement works to Beckenham Junction Station, so those improvements could contribute to meeting the costs of the proposed improvements to the station forecourt and pedestrian linkages to the High Street.

Councillor Tickner reported that the Beckenham Town Centre Working Party met on 15 October 2015 and was due to meet again on 10 December 2015.  At the October meeting, concerns were raised about the funding shortfall.  Councillor Tickner queried whether there was an opportunity to secure programme renewal money to improve the main highway.  He was assured that road surfacing would be factored into the overall improvement scheme as part of the co-ordinated package.

A further report on the outcome of discussions with Network Rail and the proposals for road resurfacing would be submitted to a future meeting of the PDS Committee.

Whilst discussing the Cray Business Corridor (page 10), Members highlighted a clear problem with the loss of industrial business because of a change of use from industrial to retail and wondered if this could be due to a difference in rent charges between the two.

The Authority aimed to develop larger trade counter units as opposed to smaller enterprise units.  The policy of the Local Plan was to strike a balance re. employment use.  There was a lack of  smaller spaces in the Borough to trade from and this was a matter which should be considered further.  Officers were currently looking at the case history of units in the Cray Business Corridor many of which had been in continued retail use for a number of years.  It would, therefore, be necessary to adopt a more flexible policy.  It was agreed that a list of percentage figures (either  ...  view the full minutes text for item 22d

Report DRR15/089

In progressing work to implement a new approach to the delivery of library services, officers had worked in conjunction with the London Borough of Bexley to develop a joint procurement strategy, undertake soft market testing and complete further consultation with library staff, library users and residents.

Members were requested to consider:-

•  an overview of the outcome of the soft market testing exercise (due to its commercially sensitive nature, the detailed outcome was considered during the Part 2 section of the meeting);

•  the outcome of the public consultation and staff engagement activities;

•  alternative options for the future of the library service;

•  the proposed joint procurement strategy with the London Borough of Bexley to market test the library service; and

•  how commercially sensitive issues identified would affect the procurement strategy and contracting arrangements (also considered during the Part 2 section of the meeting).

The report also outlined the separate procurement process being delivered to identify suitable community management options for the Council’s six community libraries together with a proposed alternative option that could be considered should no such arrangements be agreed.

The Chairman began by issuing the following statement:-

  "Members of this Committee are asked to pre-scrutinise a report that sets out proposals to commission the library service and to provide our comments on these proposals to the Executive at their special meeting on 9 November.

  This report establishes the business case on which the recommendation is made, including the outcome of soft market testing and consultation with the public and staff.  I would like to thank those staff who have written to me personally with their comments on these proposals.

  There is no doubt that out library service is valued by those who live, work and study in the borough.

  However, like all local authorities, we face challenging financial circumstances.  As an authority, we are committed to reviewing who is best placed to deliver our services under tough economic conditions.  Unlike some other local authorities, Bromley is not proposing to close libraries.  Rather we are trying to find ways of making reductions to our budget whilst protecting front-line services.

  This report recommends that the Council begins a formal procurement process jointly with the London Borough of Bexley, with whom we already have a shared service for back office and management functions, to test the market.  We are being asked to comment on this recommendation and on the proposed procurement strategy.

  This report also provides us with an update on a separate tender process to identify community management arrangements at our six smallest libraries.  There is not one type of community management and at this stage it is too early to say what is proposed for our community libraries however, it is pleasing that there has been interest.  We know that community management has kept libraries open across the country, including in our neighbouring boroughs of Bexley and Lewisham.

  While we are talking about libraries, I also wanted to note that at a previous meeting,  ...  view the full minutes text for item 23.

Report DRR15/095

Consideration was given to an update on Town Centre Management and business support activities occurring July to October 2015.  The report also summarised priorities for the period up to the end of January 2016.

It was reported that Bromley was faring better than other boroughs in regard to the number of vacant units in town centres.  Vacancy rates had decreased and the public realm improvements had made a great difference in that visitors were now travelling into Bromley from Croydon.

The Bromley BID was currently two-thirds of the way through the ballot process.  To date there had been a 35% response rate.  The ballot would conclude on 5 November and the results would be conveyed to Members on 6 November 2015.

RESOLVED that the key developments and activities within the Town Centre Management and Business Support Team be noted.

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 24 June 2015 be confirmed and signed as a correct record.

Report DRR15/090

Members considered confidential legal information relating to Item 8 - DRR15/08 – Proposals for a Commissioned Library Service) which recommended that the Council market test the Library Service and commence a formal procurement process jointly with the London Borough of Bexley.

RESOLVED that the report be noted and Member comments made available to the Executive Committee for consideration.