Agenda and minutes

Apologies for absence were received from Councillor Peter Morgan – Members sent their best wishes for a speedy recovery from his recent operation. Apologies were also received from Councillor Eric Bosshard.

There were no declarations of interest.

Report CSD15042

The Committee received an update on matters arising from previous meetings.

RESOLVED that the minutes of the meeting held on 11^th February 2015 (excluding exempt items) be confirmed.

In accordance with the Council’s Constitution, questions must be received in writing four working days before the date of the meeting. Therefore please ensure that questions are received by the Democratic Services Team by 5pm on Wednesday 18^th March 2015.

Three questions for written response had been received – these are set out in appendix 1.

Report FSD15024

The Executive received the fifth budget monitoring report for 2014/15 based on expenditure and activity levels up to the end of January 2015. The report set out cost pressures, significant variations and early warnings - a net underspend of £478k was forecast. The release of £120k grant funding from Central Contingency for Helping People Home and the creation of earmarked reserves for surplus rental income generated from properties used for temporary accommodation purchased from payment in lieu funds and for the Welfare Fund were proposed and the report also recommended that Council establish a Financial Planning/Risk Reserve.

The Portfolio Holder for Education emphasised that schools would see more money in their budgets for the coming year than ever before, and that discussions were on-going to move the Adult Education service to a more secure funding position.

The installation of the RFID system into the remaining nine libraries was questioned, but this was linked to reducing staffing costs. The concern would be brought to the attention of the Portfolio Holder and service manager.

The Leader concluded that the direction of travel was good, but every effort should continue to be made to come in on budget.

RESOLVED that

(1) The projected net underspend on services of £478k forecast based on information as at January 2015 is noted.

(2) The comments from the Executive Director of Education, Care and Health Services, the Director of Transformation and Regeneration and the Executive Director of Environment and Community Services as detailed in sections 3.2, 3.3 and 3.4 of the report be noted.

(3) The release £120k grant funding from Central Contingency for Helping People Home be agreed as detailed in paragraph 3.5.2 of the report.

(4) The projected decrease to the General Fund balance of £1.1m to £18.9m as detailed in paragraph 3.6.1 of the report be noted.

(5) The Prior Year Adjustments totalling £1,220k as detailed in section 3.7 of the report be noted.

(6) The Early Warnings as detailed in section 3.8 of the report be noted.

(7)  The full year cost pressures of £5.1m as detailed in section 3.9 of the report be noted.

(8) The creation of an earmarked reserve for surplus rental income generated from properties used for temporary accommodation purchased with Payment In Lieu funds as detailed in section 4.3 be agreed.

(9) Council be recommended to create a Financial Planning/Risk Reserve as detailed in section 4.4 of the report.

(10) The creation of an earmarked reserve for the Welfare Fund as detailed in section 4.5 of the report be agreed.

Report withdrawn.

Report DRR15/018

The report set out the proposed 2015/16 maintenance budget for education buildings and the preferred procurement option for the programme. The budget included a £100k contingency for unforeseen problems in-year. It was confirmed that Bromley had met all requirements for provision of universal infant free school meals by the start of the autumn term; the programme contained separate funding to support health and safety work related to linking kitchen shutters to fire alarm systems.

RESOLVED that

  (1) Overall expenditure of £1,452,294 for the maintenance budget for education buildings in 2015/2016 be approved.

(2)  The criteria used to assemble the planned maintenance programme be approved (Gateway Review 0 & 1.)

(3)  The proposed education planned maintenance programme (Appendix A to the report) be approved.

(4)  Authority be delegated to the Director of Corporate Services to vary the planned programme where such action is considered necessary to either protect the Council’s assets or make the most effective use of resources.

  (5)  The preferred procurement option and method to be used be approved as set out in the report (Gateway Review 2.)

(6)  Authority be delegated to the Director of Corporate Services to select the most economically advantageous tender for any individual item of expenditure under the approved programme referred to at (1) – (5) above.

(7)  The Director of Regeneration and Transformation be authorised to submit planning applications where appropriate in respect of schemes identified in the education planned maintenance programme

(8)  As part of the £1,452,294 budget, the £700,000 allocation to Suitability/Health and Safety, Security, Seed Challenge and Kitchen Refurbishment programmes be approved responsibility for management be delegated to the Executive Director of Education Care and Health Services.

(9)  The Executive Director of Education Care and Health Services be authorised to submit planning applications in respect of schemes in the Suitability/Health and Safety, Security, Seed Challenge and Kitchen Refurbishment programmes.

Report CS14125

The Executive was asked to approve revisions to the allocations scheme to be implemented with effect from July 2015, subject to delivery from the IT systems provider of the required system changes.  The proposals had been supported by Care Services PDS Committee on 4^th March 2015. The Care Services Portfolio Holder explained that the proposals rationalised the housing register and focussed on long term residents of the borough. The Deputy Leader offered congratulations to the Housing team for their work on the Scheme.

RESOLVED that the proposed revisions to the Allocations Scheme to be implemented with effect from July 2015 be approved, subject to delivery from the IT systems provider of the required system changes to enable full implementation.

Report DRR15/022

The Council had been successful in submitting project proposals under the New Homes Bonus top-slice and the GLA’s High Street Fund programmes, and approval was sought to add the projects to the Capital Programme and to formally release the top-slice funding.  The Leader commented that this reflected the Council’s priority to assist some of the smaller shopping centres across the borough, as well as Bromley town centre.  

RESOLVED that

(1) The successful outcome of the Council’s submitted project proposals under the New Homes Bonus (NHB) Top-slice and High Street programme be noted.

(2) The Orpington and Penge projects, totalling £1,271k, be added to the capital programme, being fully funded by monies from the NHB Top Slice (£1,146k) and High Street Fund (£125k).

(3) The release of the £600k for revenue spend from NHB top-slice funding for the two year period to meet the cost of two development planners, development consultancy and to provide business support for these projects be agreed.

Report CS14139

The current Passenger Transport Framework Agreement, used for the delivery of transport by the Special Educational Needs Transport (SENT) team, was due to expire in August 2015. The vehicle hire agreement for the delivery of the Adults Transport Service had been extended to end in November 2015. The delivery of these two services had been market tested to ascertain if significant cost savings could be realised by contracting either element or holistically delivering these services through alternative means. It was proposed to award the contract for Adults Transport Services to a single provider for a period of three years and nine months from 1^st December 2015 with an option to extend for a further period of up to two years. It was emphasised that this report dealt with contracting arrangements for the service, not policy issues.  

RESOLVED that

(1) The contract for Adults Transport Services be awarded to a single provider for a period of 3 years and 9 months from 1 December 2015, with an option to extend for a further period up to, but not exceeding 2 years.

(2) It is noted that a management reorganisation of the Passenger Transport Service will be undertaken during 2015/16 as detailed in paragraph 3.34 of the report.

Report ES15020

The current parking operations and enforcement contract with Vinci Park Services was due to expire in September 2016, coinciding with the planned end date for LB Bexley’s parking contract with NSL. It was proposed to procure parking services through partnership with LB Bexley using the British Parking Association Parking Management and Associated Services Contract.

The proposals had been supported by the Environment PDS Committee on 17^th March 2015.

RESOLVED that

(1)  Parking services be procured in partnership with the LB Bexley.

(2)  Parking and associated services be procured as set out in Appendix 1 to the report, using the British Parking Association ‘Parking Management and Associated Services Contract.’

(3) The length of the contract be for a 5 year period with an option to extend for a further 5 years, commencing October 2016, plus an option for a discounted 10 year contract.

(4)  The timetable required to achieve October 2016 contract start date be agreed as set out in Appendix 2 to the report. 

(5)  Delegated authority be given to Executive Director of Environment and Community Services in discussion with the Portfolio Holder to approve final service specifications and associated KPIs.

(6)  It is noted that a review of the parking shared service structure will be undertaken by the end of March 2017 as set out in paragraph 3.10 of the report.

Report to Follow

Report to Follow

Report DRR15/020

Following the end of the exclusivity agreement with ZhongRong International Group (ZRG) it was proposed to proceed with work towards a new form of governance for Crystal Palace Park and to proceed with six capital projects for improvements in the park in line with the Masterplan, funded by £160k in capital receipts and £2m from the GLA.

RESOLVED that

(1)   The expiry of the Exclusivity Agreement with ZRG be noted.

(2)  The exploration and development of a sustainable business plan for the establishment of an alternative management option for Crystal Palace Park be approved as set out in section 3; the progress made on this business planning work will be reported back to Members in autumn 2015, with an expected request to Members to proceed with the formation of a Trust or other not-for-profit management option.

(3)  Up to £495k in capital receipts be contributed and added to the capital programme for the development of an alternative management option and a capital scheme for the improvement of the park in line with the Masterplan, as set out in section 3 of the report.

(4)   It is approved in principle that capital receipts generated through the implementation of the Masterplan will be reinvested in the park, contributing to the development of a sustainable business plan for the park.

(5)  The delivery of the six Crystal Palace Park Improvement Scheme projects at a total cost of £2.16m be approved subject to any necessary statutory consents, as set out in section 4 of the report.

(6)  Confirmation of the £1.84m from the GLA is noted.

(7)   The £1.84m balance of funding from the GLA will not directly lead to a reduction in revenue funding for the park, and that additional income from the café will be ring fenced for the park, as set out in section 4 of the report.

(8)  The marketing of a new café lease be approved - the lease for the new premises will be tendered on the open market.

Report CSD15041

At its meeting on 25^th November 2014 the Development Control Committee had declined to register Beckenham Green as a Town or Village Green, but had referred the report to the Executive for the Council to consider voluntarily registering the land. Members agreed that this was a very valued and much appreciated amenity for Beckenham, but did not agree that there were any additional benefits to be obtained through a voluntary registration.

RESOLVED that the land known as Beckenham Green should not be voluntarily registered as a town or village green.

Report DCS15039

At the full Council meeting on 23^rd February 2015 a motion had been moved by Councillor Simon Fawthrop and seconded by Councillor Douglas Auld proposing an amended statement in the Unitary Development Plan to provide additional protection for the Petts Wood Area of Special Residential Character (ASRC.) The motion had been referred to the Executive for decision.

Development Control Committee had also supported the motion at its meeting on 24^th March 2015.

RESOLVED that, in accordance with the motion moved by Councillor Simon Fawthrop and seconded by Councillor Douglas Auld, the existing statement in the Unitary Development Plan (UDP) in relation to the Petts Wood Area of Special Character (ASRC) should be supplemented with the updated statement set out in the report which should also form the basis of any descriptions within the Local Development Framework (LDF) including any future reports to Development Control Committee.  This supplement should take place with immediate effect, subject to any statutory or technical considerations, which should be expedited.

There were no additional items to be reported from the Executive and Resources PDS Committee.

RESOLVED that the Press and public be excluded during consideration of the items of business referred to 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 following summaries

refer to matters

involving exempt information

The exempt minutes of the meeting held on 11^th February 2015 were confirmed.