Agenda and minutes

Apologies for absence were received from Councillors Douglas Auld and David Jefferys.

The standard declarations of Members were noted as previously reported at the R&R PDS meeting held on 5 July 2016.  No further declarations of interest were received.

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 Thursday 30 March 2017.

No questions were received.

No questions were received.

RESOLVED that the Minutes of the special meeting held on 7 March 2017 be confirmed and signed as a correct record.

There are no matters outstanding from previous Minutes.

Meeting held on 7 March 2017 - Minute 65 – Proposed Public Realm Project and Market Reorganisation for Bromley High Street

Recommendation 9 – ‘Plans to install a number of 3m x 1.7m electronic advertising boards be reconsidered and reviewed in 2019 when the High Street and Market Square reorganisation is complete.’

The above recommendation had been omitted from the report submitted for consideration by Members of the Council on 10 April 2017.  This matter had been drawn to the attention of the Democratic Services Manager for action.

Officers were requested to ensure that Environment Services did not issue advertising award notices until development works were complete.  The Assistant Director Culture, Renewal and Recreation reported that an advertising boards contract had been awarded to JCDecaux Ltd who had confirmed they were content to wait.  Whilst the contract included provision of units in Bromley High Street, it did not stipulate locations.  Further discussions on the number of hoardings would take place with JCDecaux upon completion of the works.  Any new advertising proposals would require planning permission at which time, the impact on highways (e.g. public transport movements) would be considered.

JCDecaux had already retendered and been awarded permission for two large hoardings, one of which was located at the corner of Elmfield Road.

Councillor Wells reported that the contract would replace some existing hoardings and further extend others.  An income of approximately £19,000 had been projected for this in the Environment and Community Services budget.

Information on the worth and duration of the contract would be sought and circulated to Members.

As this subject was a cross-portfolio activity, it was agreed that the matters above be raised with the Executive Director of Environment and Community Services.  Councillor Morgan, Portfolio Holder for R&R, suggested individual parties be responsible for each town centre (including high streets) with income from advertising being put towards provision of services e.g. cleaning, lighting and property.

Report FSD170032

Members considered the latest budget monitoring position for 2016/17 for the Renewal and Recreation Portfolio based on expenditure and activity levels up to 31 January 2017.  The total portfolio budget showed a projected underspend of £388k.

Councillor Benington asked if funds were available for planning appeal costs.  He also sought further information on the money set aside for additional temporary planning and enforcement staff.  The Assistant Director Culture, Renewal and Recreation confirmed the sum contributed towards the requirement for additional staff to deal with the current volume of work (including a senior planner) and costs for enforcement activity undertaken by outside consultancies.  The Portfolio Holder had been involved in discussions with the Chief Planner concerning the terms and conditions and the selection of cases to be put to tenderers.

A planning and enforcement update report (including the matters raised above) would be submitted to the next meeting of the PDS Committee to which the Chief Planner and Enforcement Manager would be invited.  This report would also be considered by Members of the Development Control Committee.

Referring to the anticipated decline in the use of the Council’s Building Control Services, Councillor Allen asked whether the existing vacancies within the section would still required.  She also sought information on whether the additional planning costs of £75k contributed towards specialist consultancy advice, appeal costs or both.  The Portfolio Holder advised that as developers were not required to use the Council’s Building Control services, this could be a reason for the decline in income.  The Assistant Director Culture, Renewal and Recreation agreed to contact the Chief Planner in regard to these matters and request that he respond to Members the following day.

It was confirmed that the anticipated £300k underspend for Renewal would be carried forward to the new financial year.

In relation to the projected £115k Planning overspend for employee-related costs, it was confirmed that temporary administrative staff were recruited through Adecco Employment and Recruitment Agency however, it was likely the Chief Planner also employed staff directly on short-term fixed contracts.

The Portfolio Holder considered delays in planning enforcement activity could, in part, be due to the heavy workloads for legal staff.  He suggested the Director of Resources be approached in regard to this matter. 

The Chief Planner would be requested to provide Members with an update on the costs saved as a result of the rejected Conquest House planning appeal and the Flamingo Park appeal.

RESOLVED that the Portfolio Holder be recommended to endorse the latest 2016/17 budget projection for the Renewal and Recreation Portfolio.

Report FSD17027

On 8 February 2017, the Executive received a report summarising the current position on capital expenditure and receipts following the 3^rd quarter of 2016/17 and presenting for approval the new capital schemes in the annual capital review process.

Members of this Committee were requested to consider changes agreed by the Executive in respect of the Capital Programme for the Renewal and Recreation Portfolio for the five year period 2016/17 to 2020/21.

In regard to paragraph 3.6 (page 42), it was confirmed that the chillers in the Central Library/Churchill Theatre had become sub-standard and obsolete and needed to be replaced.  This did not include the book stacks.  The required post-completion report would be submitted to a future meeting of the R&R PDS Committee.

As no reference was made in this report to the Beckenham Improvement Scheme, it was the Assistant Director Culture, Renewal and Recreation’s understanding that TFL would be funding the works.  He agreed to check this and update Members.

RESOLVED that the Portfolio Holder be recommended to confirm the changes agreed by the Executive on 8 February 2017.

Report DRR17/022

Members received an update on progress made in delivering the Town Centres Development and Growth Programme.

Councillor Wells reported that whilst a flagpole had been installed outside Beckenham Junction railway station, it was not tall enough to fly the Purple Flag which was a considerable size.  He requested that the pole be replaced with something more suitable.  Councillor Tickner advised that illumination of the flag should also be considered.  It was confirmed that Environment officers would deal with these issues.

RESOLVED that progress on the delivery of the Town Centres Development and Growth Programme be noted.

Members considered the Chairman’s Annual Renewal and Recreation PDS Committee report for the year 2016/17.  This was previously provided to the Executive and Resources PDS Committee on 15 March 2017 and would subsequently be considered at a meeting of Full Council on 10 April 2017.

Members agreed this was a good summary of the Committee’s activity.

RESOLVED that the Chairman’s Annual Renewal and Recreation PDS Committee report for the year 2016/17 be approved.