Agenda and minutes

Environment and Neighbourhood Committee
Thursday, 15th January, 2015 7.30 pm

Venue: Civic Offices, St Nicholas Way, Sutton SM1 1EA

Contact: Victoria Lower, Senior Business Support Officer (Democratic Services). tel: 020 8770 4640 Email:  victoria.lower@sutton.gov.uk 

Items
No. Item

20.

apologies for absence and notifications of substitutes

Minutes:

Apologies were received from Councillor Colin Hall and Councillor Patrick McManus.

 

Councillor Manuel Abellan and Councillor Tim Crowley substituted in their place.

21.

Minutes pdf icon PDF 76 KB

To approve the minutes of the meeting on 6 November 2014.

Additional documents:

Minutes:

Minutes of the meeting held on 6 November 2014 were agreed as a correct record and signed by the Chair.

 

The Chair notified the Committee that to-date 9,858 residents had signed up for the Green Garden Waste collection following the decision at the meeting on 6 November 2014.

22.

declarations of interests

Minutes:

There were no declarations of interest.

23.

Library Strategy pdf icon PDF 106 KB

The report asks Members to endorse a new Library Strategy which outlines the challenge facing the Library Service over the period 2015 to 2019: to continue to deliver services that reflect national and Council priorities with reducing budgets, and to deliver quality services through a library network which is sustainable. The continuing and rapid development of digital services underpins the changes required to create a service which is robust, relevant and resilient for the future.

Additional documents:

Minutes:

Members considered a report on a new Library Strategy which will be the strategic framework for the service 2015 to 2019 detailing how the Council will meet the challenge of delivering a sustainable and viable network and still achieve savings.

This was fully in line with the DCMS/LGA Sieghart Report which had been published earlier in the week, which sought to modernise how libraries operated, and which had announced a working party and some targeted funds (e.g for IT) to assist local improvements.

 

Resolved:

 

The Environment and Neighbourhood Committee endorsed the Library Strategy as a strategic framework for the network and set the key priorities for Sutton’s libraries.

24.

Whitehall Heritage Lottery Fund pdf icon PDF 125 KB

This report provides an update on the progress of the project including benefits for the community, London Borough of Sutton and the result of stakeholder consultation.

Minutes:

The committee considered a report which outlined progress on the Whitehall Heritage Lottery Fund project bid to redesign and refurbish the building, and the result of stakeholder engagement.

 

Councillor Mary Burstow addressed the Committee to support the Heritage Lottery Fund (HLF) bid to make the medieval house accessible to an increased number of visitors. Furthermore, Councillor Burstow noted that the refurbishment of the historic building will make Cheam, and the borough, a place to visit for people outside of the area, and that this would have a beneficial effect on the local community.

 

The Committee thanked officers for their work on this project and expressed support for the refurbishment and the beneficial effect this will have on the local area.

The Committee supported submission of the Stage Two HLF bid to incorporate the proposals for improved disability access, and improvements to the fabric of the house. 

 

Resolved:

 

1.    That should the round two Heritage Lottery Fund bid be successful, that Whitehall close for a period of 12 months from September 2015.

 

2.    To increase the budget and submission of the round 2 Heritage Lottery Fund application to £1.756 million.

 

3.    That the name of Whitehall be changed to ‘Whitehall Historic House’ following project completion.

 

25.

Annual Review of Fees & Charges Report pdf icon PDF 123 KB

This report seeks to gain approval for the increases in fees and charges for the listed services.  The report provides details of the existing charges and proposed increases for these services with the rationale for the increases where it is above inflation.

Additional documents:

Minutes:

Members considered a report relating to the review of fees and charges for the listed services, including details of existing and proposed increases for these services.

 

Resolved:

 

That the proposed increases to the charges for Communities and Neighbourhoods services, (appendices 3 and 7 of the report), Highways (appendix 5 of the report), commercial waste (appendix 1 of the report) and Safer and Stronger Communities services as detailed at appendices 2, 4, 6, 8 and 9 of the report be implemented.

 

Agreed (8):    Councillors Manuel Abellan, Kevin Burke, Steve Penneck, Nighat Piracha, Hamish Pollock, Jill Whitehead, Paul Wingfield and Hanna Zuchowska.

 

Against (2):   Councillors Tim Crowley and Tony Shields.

26.

LOCAL IMPLEMENTATION PLAN FUNDING 2015/2016 pdf icon PDF 168 KB

The report outlines Transport for London’s (TfL’s) allocation to the Council of Local Implementation Plan (LIP) funding for 2015/16. A description of TfL’s transport related programmes is given and how schemes were selected to be put forward for funding.

Minutes:

The Committee considered a report which outlined the Transport for London allocation of Local Implementation Plan funding to the London Borough of Sutton for 2015/16.

 

Officers informed the Committee that it was unlikely that all the funding allocated to works at Woodcote Green would be required and that schemes on the Reserve List would be considered for the remaining funding.

Transport for London had also recently requested that officers review the Local Committee approved cycle scheme on Green Wrythe Lane following objections from cycling groups, despite the scheme in question being two thirds completed in previous LIP funding rounds.  However it was likely that it would be possible for the funding to be carried over into 2015/16 for some cycling improvements in the area.

 

A member of the Committee requested that Bus Stop Countdowns, estimated at £5,000 per item in the Reserve List, be put on the priority list in future.

 

Resolved:

 

1.    That the schemes and measures detailed in the report which have received Local Implementation Plan funding become part of the Highways, Transport and Smarter Travel delivery programme for 2015/16.

 

2.    That £1,366,000 financial provision be released for the capital schemes identified in the settlement for 2015/16 (£187,000 for various revenue initiatives have been approved for 2015/16 and will be included in the revenue estimates).

 

3.    That £100,000 of the Local Transport Funding element of the settlement be allocated to the Local Committees on a per capita basis.

 

4.    That the Executive Head of Commissioning be authorised to take all necessary steps to implement the schemes, including commencing any necessary statutory consultations.

 

27.

Proposal to extend the Highways and Street lighting Contracts and an Update on Shared Services pdf icon PDF 106 KB

This report seeks agreement to extend the Highways and Street lighting contracts for up to two single years and to update the Committee on the progress with regards to Shared Services.

Minutes:

Members considered a report on the extension of the Highways and Street Lighting contracts for up to two years, in one year tranches.

 

Members raised concerns on the performance of the existing contracts to date, but there appeared to be few alternative options to extending the contracts for one or two years, apart from using the London wide LOHAC framework agreement. The LOHAC framework had been problematical for other London Councils, and therefore was not recommended unless existing contractors defaulted.

 

Officers stressed that they would seek to improve contract monitoring on these extended contracts, and had begun work on procuring new longer term contracts which would include increased monitoring of performance. Furthermore, it was possible to extend the contracts for a single year only while the procurement exercise was completed.

 

Resolved:

 

1.    That the extension of the following contracts by a further single year be agreed in principle, and authority be delegated to the Strategic Director for Environment and Neighbourhood, in consultation with the Chair of Environment and Neighbourhood Committee, to authorise these extensions following satisfactory negotiations with suppliers.

 

a.    Highway Planned and General Works Contract

b.    Reactive Maintenance and General Works Contracts

c.    Street Lighting Maintenance and Improvements

 

2.    That the London Highways Alliance Contract (LoHAC) framework be used as and when required for highways maintenance, street lighting and improvement works, established by Transport for London, should negotiations on the extensions not fulfil the Council’s expectations.

 

3.    That the Executive Head of Commissioning be authorised to undertake maintenance activities in accordance with the service and to undertake planned maintenance programmes in accordance with condition survey results.

 

4.    That officers undertake a procurement exercise for above services.

 

5.    That officers report on progress to the Environment & Neighbourhood Committee in six months following the contract extension and to update on procurement activity.

 

28.

Pay & Display Machine Replacement Programme pdf icon PDF 118 KB

As part of a programme of rationalisation and modernising the Parking Service, linking with other activities such as the re-commissioning of the Parking Enforcement contract and refresh and improvement of CCTV infrastructure, the Pay and Display machine network is to be refreshed.

Minutes:

The Committee considered a report on the procurement for the replacement of Pay & Display parking machines.

 

Resolved:

 

1.    That officers proceed with the procurement of new Pay & Display machines through the use of the Braintree Council Framework (PROC11-0155).

 

2.    That the Strategic Director for Environment & Neighbourhoods have delegated authority to award the contract, in consultation with the Chair of Environment & Neighbourhoods Committee and authority to incur capital expenditure of £625,000 so that work may proceed.

29.

Sutton Life Centre Review pdf icon PDF 113 KB

This report summarises the work undertaken through the Smarter Council programme to review the operations of Sutton Life Centre. This includes long listed and shortlisted options for the future.

Additional documents:

Minutes:

Members considered a report on the proposed process for the external scrutiny and examination of the commercial opportunities available for the Sutton Life Centre.

 

Members suggested that the original business plan had been ambitious and that it was important that an outcome of the review was a realistic and feasible business plan for the Sutton Life Centre. Officers confirmed to the Committee that they had begun conversations with the Cabinet Office regarding the terms of the funding agreement.

 

The Committee requested that they comment on the draft terms of reference for the review which would be circulated following the meeting.

 

Resolved:

 

That the Strategic Director of Environment and Neighbourhoods, in consultation with the Chair of the Environment and Neighbourhoods Committee, be authorised to commission an external review of the Sutton Life Centre, the results of which to be reported to the Environment and Neighbourhoods Committee by summer 2015.

 

30.

The future of cultural services in Sutton: evaluation of submissions for the future management of Sutton's Theatres pdf icon PDF 113 KB

This report details the process by which the four bids have been assessed and makes a recommendation to appoint the new service provider.

 

Additional documents:

Minutes:

Members considered a report on the process by which the two bids for the Secombe and Charles Cryer Studio Theatres were assessed and evaluated.

 

Resolved:

 

That the operation of all theatre related services at the Charles Cryer Studio Theatre and Secombe Theatre be transferred to Bidder B, for a 10 year period, from the 1st April 2015, subject to financial, legal and asset management negotiations.

31.

Exclusion of the press and public

The following motion should be moved, seconded and approved if the committee wishes to exclude the press and public to deal with reports revealing exempt information:

 

“That the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1, 3 and 4 of Schedule 12A of the Local Government Act 1972.”

Minutes:

The following Motion was moved by the Chair and agreed by the Committee.

 

“That the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1, 3 and 4 of Schedule 12A of the Local Government Act 1972.”