Agenda and minutes

Overview Board - Tuesday 2nd June 2009 6.00 p.m.

Venue: The Council House, Burcot Lane, Bromsgrove. View directions

Contact: Andy Stephens

Items
No.	Item
1.	Election of Chairman View the background to item 1. View the decision for item 1. Minutes: RESOLVED that Councillor S. R. Colella be elected Chairman of the Board for the ensuing municipal year.
2.	Election of Vice-Chairman View the background to item 2. View the decision for item 2. Minutes: RESOLVED that Councillor Mrs. M. Bunker be elected Vice-Chairman of the Board for the ensuing municipal year.
3.	Apologies for absence Minutes: No apologies for absence were received.
4.	Declarations of Interest View the declarations of interest for item 4. Minutes: Councillor Mrs. J. M. L. A. Griffiths declared a personal interest in Minute No. 9/09 (Item 9 on the Agenda) in respect of the discussions as part of the Sports Hub Provision in that the Alvechurch Lions Football Club play on land owned by Alvechurch Parish Council, of which she is a Member.
5.	Minutes PDF 45 KB View the background to item 5. View the decision for item 5. Minutes: The minutes of the meeting of the Overview Board held on 31st March 2009 were submitted. RESOLVED that the minutes be approved as a correct record.
6.	Civil Parking Enforcement View the background to item 6. View the decision for item 6. Minutes: The Head of Street Scene and Community addressed the meeting and informed Members that he would be submitting a report to Cabinet at the meeting to be held on 29th July 2009 which would deal with issues relating to Civil Parking Enforcement. Mr. Bell explained that there was a detailed and complicated process which had to be followed before Civil Parking Enforcement could be implemented, but added that the new system was anticipated to be introduced in conjunction with the regeneration proposals for Bromsgrove Town Centre. He stated that there were a number of issues which needed to be clarified with Worcestershire County Council which would, in turn, be reported to Members during the preparation and implementation processes. Members of the Board expressed their concerns with the reasons for the Council having to introduce Civil Parking Enforcement but acknowledged that, in due course, there were benefits in terms of the parking pricing policy, the income which could be generated and the effects on car parking in general within the town centre. RESOLVED that a draft copy of the report to be considered by Cabinet at its meeting to be held on 29th July 2009 be submitted to the next meeting of the Board on 7th July 2009 in order that: (a) Members can be informed further about the Civil Parking Enforcement requirements and the proposals to be considered; and (b) the comments of the Board on the draft report be forwarded to the Cabinet prior to making a decision.
7.	Older People Task Group - Update PDF 110 KB View the background to item 7. View the decision for item 7. (a) that the Overview Board be requested to recommend the Cabinet to approve the promotion of the National Older People’s Day on 1st October 2009 throughout the Council and via the Council’s Communications Plan; and (b) that the Older People Task Group drives this promotion exercise to ensure a coordinated approach. Minutes: At the invitation of the Chairman, Councillor Mrs. M. Bunker addressed the meeting and updated Members on the work of the Older People Task Group. Councillor Mrs. Bunker stated that the Task Group had held only one meeting to date, on 12th May 2009 at which Members of the Group identified areas within their terms of reference which they wished the officers to investigate and research ahead of the next Task Group meeting. She added that, in order to give officers sufficient time to research the large subject area the Task Group covered, the next meeting would take place at the end of June 2009. From the meeting of the Task Group held on 12th May 2009, recommendations were made to the Board in respect of the Council's involvement in the promotion of National Older People's Day on 1st October 2009. The Board discussed the information communicated by Councillor Mrs. Bunker and considered the recommendations made by the Task Group. RECOMMENDED: (a) that the Cabinet approve the promotion of the National Older People’s Day on 1st October 2009 throughout the Council and via the Council’s Communications Plan; and (b) that the Older People Task Group be authorised to oversee the promotion exercise to ensure a coordinated approach.
8.	Additional Task Group Member - Older People Task Group PDF 133 KB View the background to item 8. View the decision for item 8. Minutes: The Board considered an additional membership form which had been completed for the Older People Task Group from Councillor S. R. Colella. In considering the report, the Board were informed that, in relation to the size of Task Groups, the general rule was for between three and a maximum of seven Members in order to be able to carry out an effective scrutiny investigation. It was explained that this additional request would result in there being seven Members on the Older People Task Group. RESOLVED that Councillor S. R. Colella be approved as an additional Member on the Older People Task Group.
9.	PPG17 Out-turn / Sports Hub Provision View the declarations of interest for item 9. View the background to item 9. View the decision for item 9. Please could Members of the Board bring along (or have access to) the reports to be presented to the meeting of the Cabinet on 3rd June 2009 in connection with this item. Minutes: The Deputy Head of Street Scene and Community introduced the two reports to be considered by the Cabinet at its meeting to be held on 3rd June 2009. (i) PPG17 Out-turn Mr. Godwin stated that the report detailed work undertaken by the Local Development Framework Working Party which had considered a report on the findings of the Open Space, Recreation and Sports Needs Study. He stated that the initial study had been undertaken by Planning and Environment Services to assist Street Scene and Community Services in the development of long term strategies in relation to open space, sport and recreation within the district. Mr. Godwin reported that the study had been undertaken in accordance with Planning Policy Guidance 17 (PPG17) and had covered ten categories of open space, sport and recreation facilities throughout the district, and set out the recommended quality and accessibility standards in respect of each category. The study was therefore to be used to help to ensure there is adequate provision of such open space and facilities. Members then asked Mr. Godwin a number of questions in respect of some of the key areas / priorities identified within the report, including Parks and Gardens, Outdoor Sports Facilities and Allotments. RESOLVED: (a) that the recommendations contained within the report to Cabinet at its meeting to be held on 3rd June 2009 be noted; and (b) that the recommendations made by Cabinet on 3rd June 2009 in respect of the report be referred back to the Board in 12 months' time in order for Members of the Board to assess the delivery of services in respect of PPG17 (ii) Sports Hub Provision Mr. Godwin explained that the report in respect of the Sports Hub Provision was closely linked to the playing pitch strategy and outdoor sports facilities review contained within the PPG17 Out-turn report. It dealt with the proposed allocation of the Capital funding in relation to the Provision of Sports Hubs which formed part of the Council's Forward Capital Programme. He stated that the report was essentially concerned with football pitch provision because the evidence from the PPG17 Out-turn report indicated that rugby and cricket clubs tend to benefit from better organisational structures and improved facilities in general. As a result, the Sports Hub Provision report was a starting point for the project as a whole with a view to improving quality of pitches throughout the district. He summarised each of the scheme / project areas, stating how each area was considered justified under the aims of PPG17 and explained the reasons for the budget provision to each one. In addition, it was noted that the funding would not be provided without formal undertakings from the sports clubs referred to in the report agreeing to carry out the improvement works for which the funding has been. Members questioned Mr. Godwin on the works to be carried out and the issues surrounding the provision of sporting facilities in general. The Board were also keen to note ... view the full minutes text for item 9.
10.	Forthcoming Cabinet Decisions View the background to item 10. View the decision for item 10. (a) Arts Strategy (b) Contract and Procedure Rules (c) Council House Accommodation Minutes: The Executive Director - Services addressed the Board and updated Members on the following matters:- (a) Arts Services Strategy Mr. Beirne informed the Board that the current Arts Services Strategy would operate until the end of this year. He added that the Arts and Events Strategy for 2010/11 to 2013/14 was anticipated to be considered by Cabinet in December 2009 and would provide an overarching strategy for the future focussing on community events alongside those promoted by the Council. (b) Contract and Procedure Rules Mr. Beirne reported that the current Contract and Procedure Rules had been agreed by Council and were formally incorporated within the Council's Constitution. He stated that the update to the Contract and Procedure Rules which would be considered by Cabinet in April 2010 would take into account the work undertaken within the Financial Services Department during the financial year and would be updated to reflect the need for increased competition, sustainability and equality and diversity considerations. (c) Council House Accommodation Mr. Beirne informed the Board that preparatory work was on-going in advance of the decision to be made on any new Council House accommodation. He explained that whilst a new site had not yet been identified, an audit of requirements and facilities had already been conducted, together with determining the amount of office and storage space that would be required. However, he added that it was still too early to give definite details due to the timescales involved, changes in working practices and potential sharing arrangements with partners and other agencies.
11.	Forward Plan of Key Decisions PDF 385 KB View the background to item 11. View the decision for item 11. Minutes: Members of the Board gave consideration to the Forward Plan (for 1st June to 30th September 2009) which referred to the key and non-key decisions due to be taken by the Cabinet over the period covered by the Plan. The Chairman questioned whether the Board might find it useful to examine the Local Neighbourhood Partnerships in the light of item no. 18 and the proposals relating thereto. However, it was suggested that an investigation into the two Local Neighbourhood Partnerships which had already been established in Alvechurch and Rubery would not fall within the terms of reference for the Overview Board and that, if such a request were to be received, it would be forwarded to the Scrutiny Board for consideration. RESOLVED that the Forward Plan of key and non-key decisions due to be made during the period 1st June to 30th September 2009 be noted.
12.	Anticipated reports due to be considered by the Cabinet between October 2009 and June 2010 PDF 44 KB View the background to item 12. View the decision for item 12. Minutes: Consideration was given to the list of anticipated reports within each service area which were due to be considered by the Cabinet between October 2009 and June 2010. RESOLVED that the list of anticipated reports to be considered by Cabinet between October 2009 and June 2010 be noted.
13.	Work Programme PDF 31 KB View the background to item 13. View the decision for item 13. Minutes: Members considered the items listed within the Work Programme for the Board. RESOLVED that the Overview Board's Work Programme be noted and updated as necessary.