Agenda for Policy & Resources Committee (pre 2015) on Thursday, 22nd January, 2015, 4.30pm

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Agenda, decisions and minutes

Venue: Council Chamber, Hove Town Hall

Contact: Ross Keatley  Democratic Services Manager

Media

Items
No. Item

111.

Procedural Business

    (a)      Declaration of Substitutes: Where Councillors are unable to attend a meeting, a substitute Member from the same Political Group may attend, speak and vote in their place for that meeting.

     

    (b)      Declarations of Interest:

     

    (a)      Disclosable pecuniary interests;

    (b)      Any other interests required to be registered under the local code;

    (c)      Any other general interest as a result of which a decision on the matter might reasonably be regarded as affecting you or a partner more than a majority of other people or businesses in the ward/s affected by the decision.

     

    In each case, you need to declare

    (i)        the item on the agenda the interest relates to;

    (ii)      the nature of the interest; and

    (iii)     whether it is a disclosable pecuniary interest or some other interest.

     

    If unsure, Members should seek advice from the committee lawyer or administrator preferably before the meeting.

     

    (c)      Exclusion of Press and Public: To consider whether, in view of the nature of the business to be transacted, or the nature of the proceedings, the press and public should be excluded from the meeting when any of the following items are under consideration.

     

    NOTE: Any item appearing in Part Two of the Agenda states in its heading the category under which the information disclosed in the report is exempt from disclosure and therefore not available to the public.

     

    A list and description of the exempt categories is available for public inspection at Brighton and Hove Town Halls.

    Additional documents:

    Minutes:

    (a)             Declarations of Substitutes

     

    111.1    There were no declarations of substitutes.

     

    (b)             Declarations of Interest

     

    111.2    There were no declarations of interests in matters listed on the agenda.

     

    (c)             Exclusion of Press and Public

     

    111.3    The Committee considered whether the press and public should be excluded from the meeting during the consideration of any of the items listed on the agenda.

     

    111.4    RESOLVED: That the press and public be excluded from the meeting during consideration of the items contained in part two of the agenda.

112.

Minutes pdf icon PDF 141 KB

    To consider the minutes of the ordinary meeting held on 4 December 2014 and the special meeting held on 16 December 2014 (copies attached).

    Additional documents:

    Minutes:

    112.1    Councillor G. Theobald noted that Councillor Brown’s name had been omitted from the list of those present at the special meeting of the Committee held on 16 December 2014.

     

    112.2    With the above addition, the minutes of the meeting held on 4 December 2014, and the minutes of the special meeting held on 16 December 2014 were approved as a correct record of the proceedings and signed by the Chair.

113.

Chair's Communications

    Additional documents:

    Minutes:

    113.1The Chair gave the following communications:

     

    “Today’s meeting will be web cast live and will be capable of repeated viewing.

     

    I would like to welcome you all to the first P&R meeting of 2015 and I hope all my colleagues are feeling refreshed and ready to get back to business.  Before we begin I would like to share with you some of the council’s recent achievements.

     

    Congratulations to the City Parks Projects Team for securing a development grant of £291,000 from the Heritage Lottery Fund and the Big Lottery Fund for the Stanmer Estate Restoration Project.  A lot of excellent work has already gone into this project and I am delighted that will continue with this funding opportunity.

     

    A huge well done to everyone in the council for their hard work and contribution to making us the most gay-friendly local authority in the country.  I am very pleased Stonewall have once again recognised the council’s commitment to equality and making it a safe and supportive place to work for our LGB staff.

     

    Lastly I wanted to take a moment to highlight the positive work the council is doing to combat radicalisation in our communities.

     

    We have set up the ‘One Voice’ work programme to enable collaboration with Children’s Services, Public Health, Sussex Police, Faith Matters and members of the Muslim, Black and minority ethnic communities in tackling our core concerns around this.  These include extremism, prejudice and inequality. 

     

                We also aim to promote positive role models and provide equal life chances to those at risk of radicalisation.

     

    I am certain the ‘One Voice’ work programme will continue to be thorough and effective and is another example of the council’s commitment to recognising the diversity of our communities and working in partnership with them to bring about positive outcomes for their members and our city.”

114.

Call Over

    (a)          Items (117 - 129) will be read out at the meeting and Members invited to reserve the items for consideration.

     

    (b)          Those items not reserved will be taken as having been received and the reports’ recommendations agreed.

    Additional documents:

    Minutes:

    117.1    The following items were reserved for discussion.

     

                  Item 117       Council Tax Base 2015/16

                  Item 118       Business Rates Retention Forecast 2015/16

    Item 119       Sustaining the Stronger Families Communities Programme in 2015/16

    Item 120       Street Lighting Infrastructure Investment Options Business Case

    Item 123       Royal Pavilion Estate Capital Project

    Item 124       Development Domestic Violence and Sexual Violence Specialist Services for 2015/16 Onwards

    Item 125       Partial Review of Polling Places

    Item 127       Response to the Seafront Infrastructure Scrutiny Panel Recommendations

     

    117.2    The Acting Democratic Services Manager confirmed that the items listed above had been reserved for discussion, and that the following reports of the agenda, with the recommendation therein, had been approved and adopted.

     

                  Item 121       Housing Related Support Commissioning Plan

    Item 122       New Homes for Neighbourhoods – Kensington Street – Final Scheme Approval

    Item 126       Committee Timetable 2015-16

     

                  Part Two

    Item 129       Housing Related Support Commissioning Plan – Exempt Category 3

115.

Public Involvement pdf icon PDF 48 KB

    To consider the following matters raised by members of the public:

     

    (a)      Petitions: to receive any petitions presented by members of the public to the full Council or as notified for presentation at the meeting by the due of 15 January 2015;

    (b)      Written Questions: to receive any questions submitted by the due date of 12 noon on the 15 January 2015;

    (c)      Deputations: to receive any deputations submitted by the due date of 12 noon on the 15 January 2015.

    Additional documents:

    Minutes:

    115.1    The Chair stated that there was one public question, as listed in the addendum, from Mr Jason Knight concerning Stanmer Park BHECT Tenants.

     

    115.2    Mr Knight asked:

     

                 Stanmer Park BHECT Tenants would like to request a formal response to our deputation to full council last May and an update on the review that was instigated as a result.  We particularly wish to know why the stated deadline for reporting to P&R in November was not met, and respectfully request the current schedule.  We also would like to register our serious concern at the lack of transparency and accountability, whereby our formal and collective requests for information both from the BHECT and the Council, and our specific requests to feed collectively into the process, are sidestepped or ignored.”

     

    115.3    The Chair responded:

     

                 Following deputations to council in 2014, the Chief Executive commissioned a review of the council’s position in relation to the Stanmer Park BHECT.  Council officers and the Trust have discussed the situation of the tenants and work is ongoing in terms of  exploring options for future investment and the management arrangements of the Trust.  The review has concluded but deliberations on options it raises continue with the trustees.  Thus the council’s position remains unchanged and it continues to support the work of the Trust Board, their management of the Trust’s estate and the management of their tenants.”

     

    115.4    In response to supplementary comments from Mr Knight the Chair reiterated that the tenant’s relationship was with the agents appointed by the trust.

     

    115.5    The Chair noted that no other petitions, public questions or deputations had been received for the meeting.

116.

Member Involvement pdf icon PDF 50 KB

    To consider the following matters raised by councillors:

     

    (d)          Notices of Motion: to consider any Notices of Motion referred from Council or submitted directly to the Committee.

     

    Making Best Use of Youth Service Funding – Notice of Motion from the Conservative Group

    Additional documents:

    Minutes:

    116.1    The Notice of Motion as listed in the agenda was proposed by Councillor G. Theobald, on behalf of the Conservative Group, and seconded by Councillor A. Norman.

     

    116.2    Councillor Shanks moved an amendment, on behalf of the Green Group, which was seconded by Councillor Sykes.

     

    116.3    The Chair noted that the Green Group amendment had not been accepted by Councillor G. Theobald, and put the amendment to the vote which was lost.

     

    116.4    The Chair then put the following motion to the vote:

     

    Policy & Resources Committee resolves to request that officers bring proposals to the next meeting of the Committee, as part of the 2015/16 Budget report, the effect of which would be to:

     

    a)     Retain the current £400k contract with the Brighton & Hove Youth Collective until it expires in October 2015 instead of terminating it 6 months early as proposed in the 4th December Budget Update and Savings 2015/16 report to this Committee. Identify the appropriate amount of one-off funding to enable this to happen;

     

    b)     Transfer £22,500 (half of their annual combined grant of £45k) to Allsorts, BME Young People’s Project and Extratime in order to enable them to continue providing their services after April 2015, when their current Council grant funding stops;

     

    c)     Examine how services currently provided by Allsorts, BME Young People’s Project and Extratime can be best integrated within the overall Youth Service budget; between now and October 2015 hold an open and transparent re-commissioning of all Council-funded Youth Services within the agreed budget envelope, with a genuine level playing field for all providers who express an interest in running the contract(s).

     

    116.5    The Chair confirmed that the motion had been carried.

117.

Council Tax Base 2015/16 pdf icon PDF 83 KB

    Report of the Interim Executive Director for Finance & Resources (copy attached).

    Additional documents:

    Decision:

    1)            Approves this report for the calculation of the council’s tax base for the year 2015/16.

     

    2)            Agrees that in accordance with the Local Authorities (Calculation of Tax Base) (England) Regulations 2012, the amounts calculated by Brighton & Hove City Council as its council tax base for the year 2015/16 shall be as follows for each:-

     

    a)        Brighton and Hove in whole –83,633.50 (as detailed in appendix 1)

     

    b)        Royal Crescent Enclosure Committee –30.30 (as detailed in appendix 2)

     

    c)         Hanover Crescent Enclosure Committee –42.10 (as detailed in appendix 3)

     

    d)        Marine Square Enclosure Committee –67.70 (as detailed in appendix 4)

     

    e)        Parish of Rottingdean –1,516.60 (as detailed in appendix 5)

     

    3)            Agrees that for the purposes of Section 35(1) of the Local Government Finance Act 1992, the expenses of meeting the special levies issued to the council by the Enclosure Committees, shall be its special expenses.

     

    4)            Agrees that the Enclosure Committees and Rottingdean Parish are paid the required council tax reduction grant of c£5,000 in total, to ensure they are no better or no worse off as a result of the introduction of the council tax reduction scheme for the reasons set out in paragraph 3.7.

    Minutes:

    117.1    The Committee considered a report of the Interim Executive Director for Finance & Resources in relation to the Council Tax Base 2015/16. The council tax base represented the amount that would be raised by setting a £1 council tax, and was a requirement of the Local Government Finance Act 1992 which needed to be complied with by 31 January 2015. The purpose of the report was to ask the Committee to agree the tax base for 2015/16.

     

    117.2    Councillor Sykes welcomed the improvement in the overall position from that of one month ago, and noted this was due to sensible changes and an increase in the number of homes being built. He went on to add that a significant contribution was from changes to the Council Tax Reduction Scheme, and that this change had been supported by the opposition parties, but opposed by the administration.

     

    117.3    Councillor A. Norman stated that this was broadly good news and would make the task of balancing the overall budget slightly easier; the fall in the number of council tax benefit claimants was also welcomed. Attention was also drawn to the impact of the number of student exemptions on the council tax base; whilst it was acknowledged that students contributed to the economy of the city in other ways. In response to specific questions Officers explained that work around single person discount fraud used data matching, and there were resources in place to continue this work. In relation to discounts for the mentally impaired; this was up to 100%, and there was no additional funding available – this could have a potential impact on resources.

     

    117.4    It was clarified for Councillor Morgan that there was no additional funding from central government for the loss of income from student council tax exemptions. Officers agreed they could look into claims that such evidence had been obtained through a freedom of information request.

     

    117.5    In relation to students Councillor Randall explained the authority was still waiting for further information from the University of Brighton; it was noted that the number of exempt properties had increased in recent years.

     

    117.6    Councillor Hamilton noted that the increase in the council tax base was welcome.

     

    117.7    The Chair then put the recommendations to the vote:

     

    117.8    RESOLVED: That the Committee:

     

    1)     Approves this report for the calculation of the council’s tax base for the year 2015/16.

     

    2)     Agrees that in accordance with the Local Authorities (Calculation of Tax Base) (England) Regulations 2012, the amounts calculated by Brighton & Hove City Council as its council tax base for the year 2015/16 shall be as follows for each:-

     

    a)        Brighton and Hove in whole –83,633.50 (as detailed in appendix 1)

     

    b)        Royal Crescent Enclosure Committee –30.30 (as detailed in appendix 2)

     

    c)         Hanover Crescent Enclosure Committee –42.10 (as detailed in appendix 3)

     

    d)        Marine Square Enclosure Committee –67.70 (as detailed in appendix 4)

     

    e)        Parish of Rottingdean –1,516.60 (as detailed in appendix 5)

     

    3)     Agrees that for the purposes of Section 35(1) of the Local Government Finance Act 1992, the expenses of meeting the special levies issued to the council by the Enclosure Committees, shall be its special expenses.

     

    4)     Agrees that the Enclosure Committees and Rottingdean Parish are paid the required council tax reduction grant of c£5,000 in total, to ensure they are no better or no worse off as a result of the introduction of the council tax reduction scheme for the reasons set out in paragraph 3.7.

118.

Business Rates Retention forecast 2015/16 pdf icon PDF 96 KB

    Report of the Interim Executive Director for Finance & Resources (copy attached).

    Additional documents:

    Decision:

    1)            To note the amount forecast to be received by council in 2015/16 from its share of local business rates and section 31(Local Government Act 2003) compensation grants is £56.544m based on the latest data. This is £0.222m above the forecast used in the December 2014 budget update report.

     

    2)            Agree the NNDR1 2015/16 form at Appendix 1 as amended.

    Minutes:

    118.1    The Committee considered a report of the Interim Executive Director for Finance & Resources in relation to Business Rates Retention Forecast 2015/16. The report related to the statutory requirement placed on all business rates collection authorities to calculate how much business rates income each authority was likely to receive for the coming year. The report sought approval of the NNDR1 form so it could be submitted to the Department for Communities and Local Government and the Fire Authority by 31 January 2015 as required.

     

    118.2    Councillor Sykes proposed an amendment on behalf of the Green Group that would allocate £33k to protect discretionary rates for charities and not for profit organisations that would otherwise be disproportionately affected.

     

    118.3    The Chair seconded the amendment.

     

    118.4    Councillor Hamilton welcomed the improved forecast positon; in relation to the proposed amendment he noted his concern that some community organisations would lose out if the grants budget were to be cut.

     

    118.5    Councillor G. Theobald noted he was supportive of business rate retention, and hoped that more of the large development schemes in the city would progress to further increase the rate base.

     

    118.6    The Chair then put the amendment to the vote; which was carried.

     

    118.7    The Chair then put then amended recommendations to the vote.

     

    118.8    RESOLVED: That the Committee:

     

    1)        Note the amount forecast to be received by council in 2015/16 from its share of local business rates and section 31(Local Government Act 2003) compensation grants is £56.544m based on the latest data. This is £0.222m above the forecast used in the December 2014 budget update report.

     

    2)        Agree the NNDR1 2015/16 form at Appendix 1 as amended.

119.

Sustaining the Stronger Families Stronger Communities Programme in 2015/16 pdf icon PDF 114 KB

    Report of the Executive Director for Children’s Services (copy attached).

    Additional documents:

    Decision:

    The council has a statutory duty to agree a business rates forecast, set out a forecast surplus or deficit for 2014/15 and submit an NNDR1 form by the 31 January 2015.

    Minutes:

    119.1    The Committee considered a report of the Executive Director for Children’s Services in relation to Sustaining the Stronger Families, Stronger Communities Programme in 2015/16. The report outlined the headline results to of the programme, and requested that the Committee agree a carry forward of funding to 2015/16 in order to sustain the expanded programme in April 2015.

     

    119.2    Councillor Shanks noted the success of the programme in the city to date.

     

    119.3    Councillor A. Norman noted that she had been involved with the programme at the early stage, and noted this as an example of a successful central government initiative working in the city. In response to queries the Assistant Director of Children’s Services explained that there was a partnership board that the voluntary sector sat on; the programme had various providers that often only provided one part of the wider programme.

     

    119.4    Councillor Sykes noted the dedication and skill of the staff working in this area; in response to a question the Assistant Director explained that the success was due to the management of the programme, and the balance between the delegated team and the partnership work.

     

    119.5    Councillor Morgan applauded the work of Officers; he noted that a number of the families in the programme lived in his ward and there were very real benefits for families and communities. In response to a query it was clarified that there would be close work with Officers in Public Health to ensure work in relation to violence against women and girls dovetailed with the programme.

     

    119.6    The Chair then put the recommendations to the vote.

     

    119.7    RESOLVED: That the Committee agree the grant carry forward from 2014/15 to 2015/16 of the Troubled Families Programme funding of £596,000 as outlined in paragraph 3.5 below.

120.

Street lighting Infrastructure Investment Options Business Case pdf icon PDF 78 KB

    Report of the Executive Director for Environment, Development & Housing (copy attached).

    Additional documents:

    Decision:

    1)            Approve the principle of formalising a £26m ‘Invest to Save’ city wide street lighting feasibility assessment with the Green Investment Bank or other potential investors. 

     

    2)            Grant approval to officers to review ‘best practice’ approaches and solutions  including joint investment options with SE7 authorities.

     

    3)            Give permission for officers to resource the preparation of  a detailed financial model to inform a full business case submission to a subsequent P&R Committee in late 2015/early 2016.

    Minutes:

    120.1    The Committee considered a report of the Executive Director for Environment, Development & Housing in relation to Street Lighting Infrastructure Investment Options Business Case. The report presented an invest to save proposal for street lighting to provide greater efficiency and reduced outgoings in the longer term with a view to minimising the total ownership. Should it be decided to pursue a full business case submission funding for a full business case would be met from the street lighting budget.

     

    120.2    Councillor Randall welcomed the report, but requested that appropriate measures be taken to ensure the heritage lampposts in the city were properly protected.

     

    120.3    In response to Councillor Peltzer Dunn the Executive Director explained that the savings would be achieved not only through reduced energy costs, but also through maintenance costs which would otherwise be significant; these costs would be annual unless there was a programme of renewal. Councillor Peltzer Dunn noted that he welcomed the report.

     

    120.4    In response to queries raised by Councillor Morgan the Executive Director clarified that the work could now be progressed as the full audit of assets had been completed – this information was required before any modelling could take place. In relation to potential consultancy costs it was noted that detailed examination needed to be undertaken, but it was hoped the full amount allocated would not be required. Assurance was given that Officers would look at the best practice elsewhere and provide appropriate updates.

     

    120.5    Councillor A. Norman agreed with the principles behind the work, but asked for assurance in relation to public safety at night time and the cost of consultants. In response to further points from Councillor A. Norman the Chair noted information had been shared with heritage groups in relation to the protection of heritage lampposts. Councillor Randall added that discussion had also taken place with the Heritage Commission. The Executive Director stated that there was no intention to replace heritage lampposts, these would be adapted, and the Team would be happy to have further discussions with heritage groups if there were ongoing concerns. In relation to night time safety it was clarified that the work would provide greater opportunities for residents to feel safe.

     

    120.6    Councillor G. Theobald welcomed the proposals and hoped the works could be progressed as soon as possible.

     

    120.7    The Chair then put the recommendations to the vote.

     

    120.8    RESOLVED: That the Committee:

     

    1)     Approve the principle of formalising a £26m ‘Invest to Save’ city wide street lighting feasibility assessment with the Green Investment Bank or other potential investors. 

     

    2)     Grant approval to officers to review ‘best practice’ approaches and solutions including joint investment options with SE7 authorities.

     

    3)     Give permission for officers to resource the preparation of a detailed financial model to inform a full business case submission to a subsequent P&R Committee in late 2015/early 2016.

121.

Housing Related Support Commissioning Plan pdf icon PDF 116 KB

    Report of the Executive Director for Adult Services (copy attached).

    Additional documents:

    Decision:

    1)            Notes the contents of the report and agrees to the proposed commissioning and procurement plans for externally provided support services for up to five financial years (2015-16 to 2019-20 inclusive) subject to annual Budget Setting agreed at Full Council.

     

    2)            Agrees to the proposed review of directly provided (in house) support services and the development of future delivery model options to achieve savings, better value for money and strategic commissioning plans for delivering services to vulnerable people.  

     

    3)            Agrees to delegate authority to the Executive Director of Adult Services to procure and enter into any contract to secure effective delivery of support services for vulnerable people as outlined in Section 6 of this report. Decisions shall be made in consultation with the Executive Directors of Environment, Development & Housing, Children’s Services, Finance & Resources, Director of Public Health and the Monitoring Officer

     

    4)            Agrees that commissioning and procurement plans from April 2015 will be aligned with priorities within the Council’s Housing Strategy 2015, Homelessness Strategy 2014-19, the Council’s priorities for the integration of social care and health through the Better Care Plan and priorities agreed through the city’s Health and Wellbeing Board or Housing Committee.

    Minutes:

    121.1    RESOLVED: That the Committee:

     

    1)     Notes the contents of the report and agrees to the proposed commissioning and procurement plans for externally provided support services for up to five financial years (2015-16 to 2019-20 inclusive) subject to annual Budget Setting agreed at Full Council.

     

    2)     Agrees to the proposed review of directly provided (in house) support services and the development of future delivery model options to achieve savings, better value for money and strategic commissioning plans for delivering services to vulnerable people.  

     

    3)     Agrees to delegate authority to the Executive Director of Adult Services to procure and enter into any contract to secure effective delivery of support services for vulnerable people as outlined in Section 6 of this report. Decisions shall be made in consultation with the Executive Directors of Environment, Development & Housing, Children’s Services, Finance & Resources, Director of Public Health and the Monitoring Officer

     

    4)     Agrees that commissioning and procurement plans from April 2015 will be aligned with priorities within the Council’s Housing Strategy 2015, Homelessness Strategy 2014-19, the Council’s priorities for the integration of social care and health through the Better Care Plan and priorities agreed through the city’s Health and Wellbeing Board or Housing Committee.

122.

New Homes for Neighbourhoods - Kensington Street - Final Scheme Approval pdf icon PDF 69 KB

123.

Royal Pavilion Estate Capital Project pdf icon PDF 236 KB

    Joint report of the Assistant Chief Executive and the Interim Executive Director for Finance & Resource (copy attached).

    Additional documents:

    Decision:

    1)            That Policy & Resources Committee notes the progress made to date on the Royal Pavilion Estate capital project Phase 1, which has an estimated cost of £19.1 million, and the successful bids for ACE Stage 2 match funding and HLF Round 1 match funding totalling £10.8million towards these Phase 1 capital works.

     

    2)            That Policy & Resources Committee agrees that a Round 2 HLF bid is prepared and submitted for the Phase 1 capital works to the Brighton Dome and delegates authority to the Assistant Chief Executive and Executive Director, Finance & Resources to prepare, sign off and submit this bid.

     

    3)            That Policy & Resources Committee agrees that further bids to HLF are prepared and submitted for subsequent phases of capital works to the Royal Pavilion Estate and delegates authority to the Assistant Chief Executive and Executive Director, Finance & Resources to prepare, sign off and submit these bids.

     

    4)            That Policy & Resources Committee agrees the Procurement Strategy described in paragraphs 3.11 to 3.17 of this report.

     

    5)            That Policy & Resources Committee delegates authority to the Assistant Chief Executive and Executive Director, Finance & Resources to; procure the architect led design team to deliver the Phase 1 capital works and enter into contracts for these works following the procurement, subject to receiving planning permission; and procure and commission further works to satisfy HLF bid requirements, including the Interpretation Strategy, Brand Identity & Wayfinding and Management & Maintenance Plan.

     

    6)            That Policy & Resources Committee notes the funding requirements for the project and commits the council to match funding of £0.75 million for the Phase 1 capital works.

     

    7)            That Policy & Resources Committee authorises spend against the ACE and HLF secured match funding for the Phase 1 capital works for the appointment of an architect led design team to carry out the detailed design, prepare contract documentation and procure a main contractor.

     

    8)            That Policy & Resources Committee approves £10,000 from the council’s 2014/15 Strategic Investment Fund to provide support to progress the project.

     

    9)            That Policy & Resources Committee confirms the council commitment to the Royal Pavilion Estate capital project, agrees to act as lead organisation and supports continued joint working with the Brighton Dome & Festival Limited (BDFL) and the Royal Pavilion & Museums.

     

    10)         That Policy & Resources Committee notes the need to formalise the relationship between the Council and BDBF and the possible advantages of an incorporated joint venture delivery vehicle for the project and that the Assistant Chief Executive and Interim Director Finance & Resources will appraise options and negotiate terms with BDFL, with the outcome being presented to a future Policy & Resources Committee for approval.

    Minutes:

    123.1    The Committee considered a report of the Assistant Chief Executive in relation to the Royal Pavilion Estate Capital Project. The report summarised the progress made to date on the phased capital works programme aimed to secure the long term future and viability of the Royal Pavilion. The report sought approval of the capital scheme and delegated authority for managing the project spend; it also set out the governance arrangements to oversee delivery and delegated authority to procure the range of work required.

     

    123.2    Councillor Sykes noted that the decision not to destroy the building had been made by local referendum after the building’s purchase in 1850; he noted the crucial work undertaken by the Major Projects Team.

     

    123.3    The Chair noted the Royal Pavilion was critical to the tourist and cultural offer of the city and it was essential the long term future be secured. He thanked Officers for the work undertaken and for the cross-party support from Members.

     

    123.4    Councillor G. Theobald welcomed the report and the partnership working that had already taken place.

     

    123.5    The Chair then put the recommendations to the vote

     

    123.6    RESOLVED:

     

    1)     That Policy & Resources Committee notes the progress made to date on the Royal Pavilion Estate capital project Phase 1, which has an estimated cost of £19.1 million, and the successful bids for ACE Stage 2 match funding and HLF Round 1 match funding totalling £10.8million towards these Phase 1 capital works.

     

    2)     That Policy & Resources Committee agrees that a Round 2 HLF bid is prepared and submitted for the Phase 1 capital works to the Brighton Dome and delegates authority to the Assistant Chief Executive and Executive Director, Finance & Resources to prepare, sign off and submit this bid.

     

    3)     That Policy & Resources Committee agrees that further bids to HLF are prepared and submitted for subsequent phases of capital works to the Royal Pavilion Estate and delegates authority to the Assistant Chief Executive and Executive Director, Finance & Resources to prepare, sign off and submit these bids.

     

    4)     That Policy & Resources Committee agrees the Procurement Strategy described in paragraphs 3.11 to 3.17 of this report.

     

    5)     That Policy & Resources Committee delegates authority to the Assistant Chief Executive and Executive Director, Finance & Resources to; procure the architect led design team to deliver the Phase 1 capital works and enter into contracts for these works following the procurement, subject to receiving planning permission; and procure and commission further works to satisfy HLF bid requirements, including the Interpretation Strategy, Brand Identity & Wayfinding and Management & Maintenance Plan.

     

    6)     That Policy & Resources Committee notes the funding requirements for the project and commits the council to match funding of £0.75 million for the Phase 1 capital works.

     

    7)     That Policy & Resources Committee authorises spend against the ACE and HLF secured match funding for the Phase 1 capital works for the appointment of an architect led design team to carry out the detailed design, prepare contract documentation and procure a main contractor.

     

    8)     That Policy & Resources Committee approves £10,000 from the council’s 2014/15 Strategic Investment Fund to provide support to progress the project.

     

    9)     That Policy & Resources Committee confirms the council commitment to the Royal Pavilion Estate capital project, agrees to act as lead organisation and supports continued joint working with the Brighton Dome & Festival Limited (BDFL) and the Royal Pavilion & Museums.

     

    10)  That Policy & Resources Committee notes the need to formalise the relationship between the Council and BDBF and the possible advantages of an incorporated joint venture delivery vehicle for the project and that the Assistant Chief Executive and Interim Director Finance & Resources will appraise options and negotiate terms with BDFL, with the outcome being presented to a future Policy & Resources Committee for approval.

124.

Developing Domestic Violence and Sexual Violence Specialist Services for 2015/16 Onwards pdf icon PDF 108 KB

    Report of the Director of Public Health (copy attached).

    Additional documents:

    Decision:

    That the Policy & Resources Committee approves the tendering of a specialist service through a competitive procurement process for a 3 year contract with an option to extend by up to a further two years (at the Council’s discretion).

     

    That delegated authority is granted to the Director of Public Health to approve the award of a contract to the successful bidder(s) following recommendations of the tender evaluation panel with an option to extend by up to a further two years.

    Minutes:

    124.1    The Committee considered a report of the Director of Public Health in relation to Improved Domestic Violence and Sexual Violence Specialist Services from 2015/16 Onwards. The report sought agreement to tender and award a contract for the supply of a specialist service from victims and survivors of domestic violence and abuse and with the aim of bringing together a range of existing services; creating simplified care pathways and reducing duplication. This was to better meet the risk posed to, and needs of victims and survivors and their families in the context of increasing demand.

     

    124.2    Councillor Randall welcomed the report, and thanked the Lead Commissioner for the work already undertaken. He noted this was a critical service for the city, and a highly important issue.

     

    124.3    Councillor Morgan noted his involvement in this area through the Community Safety Forum, and thanked the Lead Commissioner for the detailed briefing. He highlighted the increased levels of reporting in the city, and praised the work of the Police & Crime Commissioner in this area and the funding that had been committed. He added that a future Labour administration in the city would put increased funding into this area, and he hoped the social value weighting of the tender would secure the right expertise for the service. Councillor Morgan endorsed the work by Officers and recommended the report for approval.

     

    124.5    Councillor A. Norman noted the quality of the report, and extended her thanks. She stated this was a commissioning exercise for a key service that was welcomed by the Conservative Group, and she hoped the new contracts would provide greater stability for the service going forward.

     

    124.6    The Chair then put the recommendations to the vote.

     

    124.7    RESOLVED: That the Committee:

     

    1)     Approves the tendering of a specialist service through a competitive procurement process for a 3 year contract with an option to extend by up to a further two years (at the Council’s discretion).

     

    2)     Grant delegated authority to the Director of Public Health to approve the award of a contract to the successful bidder(s) following recommendations of the tender evaluation panel with an option to extend by up to a further two years.

125.

Partial Review of Polling Places pdf icon PDF 72 KB

    Report of the Chief Executive (copy attached).

    Additional documents:

    Decision:

    1)            That the Committee approves the following:

     

    (a)       that the Parish Room, Church of the Sacred Heart, Norton Road be used as a polling place for UY, Central Hove ward.

    (b)       that the Refectory Room, Brighton & Hove Sixth Form College (BHASVIC), be used as a polling place for NZ, Goldsmid ward

    (c)       that the Ajex Hall be retained as a polling place for NV, Goldsmid ward 

    (d)       that a portacabin be used as the polling place for SW, Wish ward, to be sited in Saxon Road or the western side of Aldrington Recreation ground, dependent on the advice of transport planners.

     

    2)            That the Executive Director Finance & Resources  be granted delegated authority to take the measures, as required by law, to bring the changes into effect.

     

    3)            That the Committee delegates to the Executive Director Finance & Resources, following consultation with the Group Leaders and respective ward councillors, the designation of alternative polling places in the event of any polling place in Brighton & Hove not being available.

    Minutes:

    125.1    The Committee considered a report of the Chief Executive in relation to the Partial Review of Polling Places. The report detailed the partial review of polling places within the city. The authority was legally required to undertake a full review of polling districts every five years; the full review, including the wider consultation, was carried out in autumn 2013, and took effect for the European Parliamentary elections in May 2014. Following the full review issues had arisen in three polling places leading to a review in the Central Hove, Goldsmid and Wish wards.

     

    125.2    Councillor Peltzer Dunn thanked Officers for the consideration given to the points raised by Ward Councillors during the consultation, and noted that polling places should be as accessible as possible.

     

    125.3    In response to Councillor Shanks the Chief Executive agreed that the authority should minimise the use of schools as polling stations and this was one of the principles that had underpinned both recent reviews. Councillor Morgan agreed with this position, but noted there was an opportunity to provide education for children and young people in relation to elections and voting.

     

    125.4    The Chair then put the recommendations to the vote.

     

    125.5    RESOLVED:

     

    1)     That the Committee approves the following:

     

    (a)       that the Parish Room, Church of the Sacred Heart, Norton Road be used as a polling place for UY, Central Hove ward.

    (b)       that the Refectory Room, Brighton & Hove Sixth Form College (BHASVIC), be used as a polling place for NZ, Goldsmid ward

    (c)       that the Ajex Hall be retained as a polling place for NV, Goldsmid ward 

    (d)       that a portacabin be used as the polling place for SW, Wish ward, to be sited in Saxon Road or the western side of Aldrington Recreation ground, dependent on the advice of transport planners.

     

    2)     That the Executive Director Finance & Resources  be granted delegated authority to take the measures, as required by law, to bring the changes into effect.

     

    3)     That the Committee delegates to the Executive Director Finance & Resources, following consultation with the Group Leaders and respective ward councillors, the designation of alternative polling places in the event of any polling place in Brighton & Hove not being available.

126.

Committee Time Table 2015-16 pdf icon PDF 78 KB

    Report of Head of Law & Monitoring Officer (copy attached).

    Additional documents:

    Decision:

    That the proposed time table of meetings for the 2015-16 municipal year be agreed; subject to any necessary amendments following changes to the Constitution and/or committees’ requirements.

    Minutes:

    126.1    RESOLVED: That the proposed time table of meetings for the 2015-16 municipal year be agreed; subject to any necessary amendments following changes to the Constitution and/or committees’ requirements.

127.

Response to the Seafront Infrastructure Scrutiny Panel Recommendations pdf icon PDF 77 KB

    Joint report of the Assistant Chief Executive and the Executive Director for Environment, Development & Housing (copy attached).

    Additional documents:

    Decision:

    1)            That the committee notes the recommendations of the Scrutiny Panel and agrees the responses to each of the individual recommendations as provided in appendix 1.

     

    2)            That the committee agrees a further report is considered by the Policy & Resources Committee in March 2015 as recommended by the Scrutiny Panel to outline how a seafront investment programme will be managed.

     

    3)            That committee agrees a further report is considered by the Policy & Resources Committee in September 2015 as recommended by the Scrutiny Panel, to outline the key challenges faced by a seafront investment programme and identify potential solutions and resources to meet the challenges.

    Minutes:

    126.1    The Committee considered a joint report of the Executive Director for Environment, Development & Housing and the Assistant Chief Executive. The Seafront Infrastructure Scrutiny Panel report had been endorsed by the Overview & Scrutiny Committee on 20 October 2014, and the report formed the first formal response to the Panel recommendations.

     

    126.2    The Chair noted that the key theme of the report was that the works would need to be self-sustaining.

     

    126.3    Councillor Morgan noted that the seafront was the main asset for the city as it served economic, transportation and recreational purposes, and this work would need to be a priority for any future administration. He hoped that once works had been progressed the seafront would not be allowed to fall into this level of disrepair in future.     

     

    126.4    Councillor Peltzer Dunn highlighted that the investment needed to go into the whole seafront; not just focusing on the areas with the greatest draw for tourism.

     

    126.5    The Chair thanked the Panel and its Chair, Councillor Mitchell, whom was present at the meeting.

     

    126.6    The Chair then put the recommendations to the vote.

     

    126.7    RESOLVED:

     

    1)     That the Committee notes the recommendations of the Scrutiny Panel and agrees the responses to each of the individual recommendations as provided in appendix 1.

     

    2)     That the Committee agrees a further report is considered by the Policy & Resources Committee in March 2015 as recommended by the Scrutiny Panel to outline how a seafront investment programme will be managed.

     

    3)     That Committee agrees a further report is considered by the Policy & Resources Committee in September 2015 as recommended by the Scrutiny Panel, to outline the key challenges faced by a seafront investment programme and identify potential solutions and resources to meet the challenges.

128.

Items Referred For Council

    To consider items to be submitted to the 29 January 2015 Council meeting for information.

     

    In accordance with Procedure Rule 24.3a, the Committee may determine that any item is to be included in its report to Council.  In addition, each Group may specify one further item to be included by notifying the Chief Executive no later than 10.00am on 14 January 2015 (the eighth working day before the Council meeting to which the report is to be made), or if the Committee meeting takes place after this deadline, immediately at the conclusion of the Committee meeting.

    Additional documents:

    Minutes:

    128.1    The following items were referred to the 26 March 2015 Council meeting for information.

     

    Item 127       Response to the Seafront Infrastructure Scrutiny Panel Recommendations

129.

Housing Related Support Commissioning Plan - Exempt Category 3

    Appendix 1 to the report of the Executive Director for Adult Services, listed as item 121 on the agenda (circulated to Members only).

    Minutes:

    129.1    The information contained in the Part Two appendix was noted.

130.

Part Two Minutes - Exempt Category 3

    To consider the part two minutes of the special meeting held on 16 December 2014.

    Minutes:

    130.1    Councillor G. Theobald noted that Councillor Brown’s name had been omitted from the list of those present at the special meeting.

     

    130.2    With the above addition, the Part Two minutes of the special meeting held on 16 December 2014 were approved as a correct record of the proceedings and signed by the Chair.

131.

Part Two Proceedings

    To consider whether the items listed in Part Two of the agenda and decisions thereon should remain exempt from disclosure to the press and public.

    Additional documents:

    Minutes:

    131.1    RESOLVED: That the information listed in Part Two of the agenda and decision thereon remain exempt from disclosure to the press and public.

 


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