Agenda and minutes

Councillor Sarah Phillips declared an interest at item 7b of the agenda in view of her position as treasurer of the Friends of Croydon Road Recreation Ground.

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 18^th November 2015.

Two questions to the Committee had been received. Details of the questions and replies are at Appendix A.

The minutes were agreed.

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 18^th November 2015.

A number of questions were received for Portfolio Holder reply. Details of the questions and replies are at Appendix A.

FSD15065

Based on expenditure and activity levels to 31st October 2015, the latest budget monitoring position for the Environment Portfolio 2015/16 showed an underspend of £162k, with the controllable budget projected to be underspent by £146k at year-end.

Details were provided of the projected outturn with a forecast of projected spend against each relevant service area compared to the latest approved budget. Background to variations was also outlined.

In discussion, the Chairman explained that if there was evidence of any Council car park being underutilised due to current parking fees this would be looked at.

An explanation was also provided for an earlier loss of income from recycled paper, the position on paper recycling having since returned to normal from mid-September.  

RESOLVED that the Environment Portfolio Holder be recommended to

endorse the latest 2015/16 budget projection for the Environment Portfolio.

Report ES15084

In commissioning the parks and greenspace service to The Landscape Group, (TLG), TLG were required to authorise and develop a number of strategic plans for PDS scrutiny, ultimately creating policies for the Council’s portfolio. Member views were sought on Strategies related to (i) Parks, Greenspace and Countryside and (ii) Events and Activities. Both draft documents were appended to Report ES15084. Further strategic plans encompassing Countryside and Woodlands, Play, Sports and Grant Funding would be presented to the Committee in early 2016. The draft plans were also currently under consultation with the Friends Forum and other groups.

TLG were keen to promote events and activities in the borough’s parks, countryside, recreation grounds and other suitable sites and a Business Development Manager had been appointed. The Chairman preferred to see a programme of events rather than have all activities take place in a few days in adjacent parks. It was also desirable for promoters of activities to be aware of the events of others.

Events and activities would be publicised online. TLG were also looking to expand programmes and have events during winter as well as summer. Should local residents and users be unduly inconvenienced by certain activities, TLG would review complaints for the future. If there were sustained complaints about particular activity/activities, TLG staff would liaise with Board Members. It was highlighted that activities by Friends Groups would be free of charge and a reduced hire fee would apply to activities by charities.

The TLG representative agreed that it was necessary to streamline paperwork for a park event and to have more online provision to make application; it was necessary to reduce paper and simplify the procedure. The representative also explained that TLG were working with public health.

Members supported the recommendations to the Portfolio Holder. 

RESOLVED that the Environment Portfolio Holder be recommended to:

(1)  authorise the Parks, Greenspace and Countryside Strategy document for publication as a policy; and

(2)  authorise the Events and Activities Strategy document for publication as a policy.

Report ES15079

Consultation on Bromley’s draft Cycling Strategy took place between 1st May 2015 and 31st July 2015, Report ES15079 presenting outcomes from the consultation. 

Projects outlined in the strategy would be funded externally from TfL programmes. Many projects remain unfunded and the strategy would be used to lobby and secure further funding from the Mayor of London and TfL.

The Chairman suggested that for car free developments there should be an expectation that Community Infrastructure Levy (CIL)/ Section 106 payments should support cycling infrastructure.

Concerning development of a BMX track, officer contact had already been made with TLG on sourcing funding for such a track. Officers were also working with TLG (as well as TfL) in considering an extension of the Quietway from Elephant and Castle to Crystal Palace station.

Reference was made to Robin Hood junction, perceived as a difficult junction for cyclists. It was explained that a more simplified junction was now being considered rather than a larger scheme proposed earlier. If necessary, excess funding from the larger scheme could be recommended for another difficult junction for cyclists e.g. the junction of Green Lane and Penge High Street. Councillor Brookes suggested that another cycling route be considered to take cyclists away from the end of Croydon Road.

In addressing the issue of park by-laws and building cycle confidence the Chairman hoped it would be possible to have more cycling without additional tarmac in parkland. The Chairman also enquired whether it would be possible for TfL to include Quietways in their journey planning information. It was explained that the Council provides information so that this could happen.

It was confirmed that cycle proficiency training (and testing) for children was now covered under the bikeability scheme. Reference was made to work with Bromley Cyclists and an annual event to promote cycling training. Members were encouraged to support the next event on 14th May 2016.

A Member suggested a focus on children cycling to school in view of fitness benefits and reduced traffic congestion around schools. Cycling officers visited schools to encourage cycling as well as provide training. Officers were looking at ways for cycling to become the mode of travel to secondary school.

Cycle training was being increased for students in higher years and it was an aspiration to see more young people continue cycling as adults.

In regard to practicalities of transporting luggage, cargo bikes were suggested as a possible solution.  The cafe and cycle hub at Norman Park would have a couple of cargo bikes available for trial. Officers were also looking to encourage better parking facilities for cycles at schools.

RESOLVED that the Portfolio Holder be recommended to:

(1)  note the comments of the Committee; and

(2)  endorse the suggested changes to the final Cycle Strategy, based on consultation responses, as set out at Section 5 of Enclosure 1 to Report ES15079.

Report ES15081

With the contract for advertising at bus stops expiring in July 2016, Transport for London (TfL) had given notice that it would not involve the Council in future contractual arrangements, TfL referring to legal advice indicating that the Council’s consent is not required as Highway Authority and they can exercise similar powers regarding bus shelters through their Transport Authority status. The Council was seeking legal advice on this as it could no longer receive income from the activity. In the meantime TfL had let an advertising contract, including advertising on bus shelters, to JC Decaux. 

The contract with Clear Channel on free-standing poster sites would also expire in July 2016 and approval was sought to tender as a concession contract for this activity, the anticipated contract value being approximately £1.3m  (if let for another 15 year term - an initial 10 year agreement with an option to extend for 5 years).

It was also proposed that officers separately tender a concession contract to identify and develop new advertising opportunities. This would comprise a five agreement with an option to extend for five years to identify and implement new sites not covered by the free-standing contract. This could involve an individual, advertising agency, or company identifying new opportunities and bringing them to fruition. 

In response to a question from the Chairman with regard to developing new advertising opportunities it was suggested that there might be scope in considering opportunities presented by proximity sensors and text messaging. The Chairman commented that if new or innovative methods were proposed, there may be a need for the Council to develop new policies.

In regard to TfL’s notice of not involving the Council in contractual arrangements for advertising at bus stops, it was not possible yet to provide any update on legal advice that was being sought.

RESOLVED that the Executive be recommended to:

(1)  agree the proposed tender activity in respect of the existing (free-standing) advertising sites, so that the new arrangements can commence on expiry of the current contract;

(2)  agree that officers separately tender a contract to identify and develop additional new income generating advertising options/sites; and

(3)  note TfL’s position regarding expiry of the bus shelter adverting contract and support officers in seeking Counsel’s opinion in challenging TfL’s position.

Kelsey and Eden Park

Report ES15075

Significant repair works were needed to the Croydon Road Recreation Ground bandstand at Beckenham to prevent further decline. Report ES15075outlined funding proposals for the bandstand’s restoration, comprising a two-stage Heritage Lottery Fund (HLF) grant and a small amount of match funding.

Decisions were required in advance of the Stage 1 grant outcome being notified in order that the Development Grant can be acknowledged and accepted within HLF timescales. A Stage 1 application was submitted to HLF’s Heritage Programme on 14th September 2015 for a Development Grant of £27.3k. Notification of the Stage 1 outcome was expected later in December 2015 with Development Stage expenditure expected between December 2015 and June 2016.

Submission of a second-stage application was anticipated by June 2016. The outcome would be reported and approval sought to tender the works. Delivery phase costs of £308.8k would be split between capital and revenue over an 18 month period. Application for HLF grant was expected to comprise £274.8k, the £34k balance being funded by £16.1k donations secured by Croydon Road Recreation Ground Friends Group and £14.9k cash match funding from L B Bromley.

Completion of capital works was anticipated by summer 2017. To facilitate on-going use and maintenance of the bandstand, an earmarked reservewas proposed for income raised through fund raising, the reserve supporting future repairs and on-going community events and activities.

Report ES15075 also requested that the scheme be added to the capital programme with an estimated cost of £156k, subject to a successful stage two HLF bid.

Councillor Sarah Phillips highlighted her support for the recommendations and referred to the financial contribution raised in the local community to support the bandstand and park. Proposals related to the Bandstand were a good news story and the current position could not have been reached without the support of The Landscape Group to whom Cllr Phillips conveyed her thanks. 

RESOLVED that the Executive be recommended to:

(1)  accept the £27.3k Development Grant (subject to HLF approval) along with relevant terms and conditions from the Heritage Lottery Fund to assist with development of a Stage 2 application;

(2)  approve in principle the submission of a HLF Stage 2 application and acceptance of associated terms and conditions for restoration costs and related community events and activities programme, including the condition to maintain the structure over the next 20 years;

(3)  agree in principle addition of the scheme to the Capital Programme with an estimated cost of £156k, subject to a further report on the outcome of the Stage 2 application;

(4)  set up of an earmarked reserve to hold monies raised by donations and fundraising; and

(5) agree that the earmarked reserve be used to contribute towards the future maintenance of the bandstand and for delivery of an events and activities programme through small annual grants.

Report  ES15074

Members considered a six-month progress report against commitments made in the 2015/18 Environment Portfolio Plan.

In discussion attention was given to the problem of fly-tipping. Incidents had increased over the past three years and at times lorry loads of material was now fly-tipped on to carriageways. The cost of legitimate waste disposal contributed to fly-tipping. For some large fly-tips it would be necessary to mark off the tip or close the road. On occasions specialist vehicles would need to clean a site. There had been success with Kent police identifying individuals leading to prosecution. It was necessary to achieve more convictions. To report a fly-tipping incident outside normal hours the Council’s emergency duty officer should be contacted.

To help deter material being passed for fly-tipping it was suggested that a reminder might be helpful particularly in regard to consequences and the availability of legitimate waste disposers. In this regard the Portfolio Holder’s column in the winter edition of Environment Matters was highlighted. The Portfolio Holder’s column included advice against passing waste to non-legitimate disposers which could itself incur a criminal record (an article was also included with advice on how to ensure that waste is passed to a legitimate waste disposer; the article also seeking the co-operation of residents in providing information which could lead to a successful prosecution for fly-tipping). 

In regard to street cleansing it was highlighted that 69% of residents are satisfied with the cleanliness of the borough’s streets with 87% satisfied with the cleanliness of town centres. It was agreed with Cllr Brooks that a check would be made to establish whether it was possible to provide a ward breakdown of these percentages.

In considering whether to call the Council’s street cleansing contractor or another contractor to appear before the Committee in March 2016, Cllr Phillips highlighted that some of the complaints from residents in her ward concerned “fall-out” of material along streets from waste collection rounds. As this was a concern she offered her preference to hear how the contractor might improve performance on this aspect of service. Members agreed that the Committee’s meeting on 15^th March 2016 would include attendance by Veolia as the Council’s contractor for waste collection.

RESOLVED that:

(1)  progress against aims set out in the 2015/18 Environment Portfolio Plan be noted; and

(2)  Veolia be invited to attend the Committee’s meeting on 15^th March 2015 as the Council’s contractor for waste collection.