Meeting documents

COMMUNITY AND LEISURE COMMITTEE

Minutes of the meeting of the Committee held on

     8 June 1998

     PRESENT

     Cllr J W Preston (in the Chair)

Cllr R W A Barber

Cllr Mrs E M Barratt JP

Cllr I M Coleman*

Cllr Mrs J E Gabbitas

Cllr D A B Green

Cllr A E Hill

Cllr Miss D A Lewis

Cllr Mrs C E Mill

Cllr A R Mountford

Cllr Mrs P Priestley

Cllr Mrs B J Sadler

Cllr A J Tanner

Cllr N P Vickery

(An apology for absence was received from Cllr C J Elliott).

Also Present: Cllrs S H Graham, Mrs K M Peatey MBE JP, and Mrs J E Teesdale - for Minute No 7

Cllr Mrs E Hall - for Minute No 12

* Standing Deputies

1.     MINUTES

RESOLVED: That the Minutes of the meeting of the Committee held on 16 March 1998 be approved as a correct record and signed by the Chairman.

2.     PANEL MINUTES

The substantive Minutes discussed at the Community and Leisure Panel held on 31 March 1998 were as follows:-

Minute No 36 - Annual Revenue Grants

Members determined the level of funding to be allocated to the Priority 2 development applications together with the residue of the Citizens= Advice Bureau application deferred from the last meeting.  The Panel approved Priority 2 applications from Aexisting groups@ but did not approve Priority 2 Anew groups@ applications.  The Citizens= Advice Bureau was awarded an additional ,19,317 in grant aid for core funding and a Development Grant for one year of ,10,000.  

Minute No 37 - Great Marlow School - Application for Grant Aid

Grant Aid of up to ,30,000 was awarded to Great Marlow School for the purpose of building a sports hall and fitness room with ancillary facilities and a floodlit synthetic turf pitch, subject to the school receiving lottery support for the project.

Minute No 38 - Performance Monitoring and Review

The programme for 1998 and 1999 was endorsed with community safety work and equality/anti-deprivation work being selected for specific review.

RESOLVED: That the Minutes of the Community and Leisure Panel held on 31 March 1998 be received.

3.     COMMITTEE PLAN 1998/1999

The Committee received details of the draft Committee and Panel plans for 1998/99 together with an introductory statement by the Chairman of the Committee outlining the key issues and tasks facing the Committee during the next year.  During discussion it was underlined that the Plans were flexible and Members would be able to bring forward items for consideration by Committee.

RESOLVED: That (i) the Committee and Panel Plans for 1998/99 be approved; and

(ii) delegated authority be granted to the Community and Leisure Panel to make all the necessary decisions and exercise all necessary functions in respect of those matters included in the Panel Plan.

The  report set out in broad terms the Government's proposals for the National Health Service (NHS) and local arrangements for joint working with the Health Authority and others in Wycombe District.  The Committee was also addressed by Mr Steve Young, Assistant Director of Primary Care, Bucks Health Authority on the rationale underlying the Government=s proposals together with a description of the preferred options for working in Bucks Health Authority which was to be considered at a Joint Consultative Committee meeting (JCC) in June.  The proposed structure highlighted the use of Area Forums as the route for wider partnership working and this would then be combined with a focus on client group working to meet the need for county-wide strategies.

During discussion Members were informed that the Joint Working Review Strategy Group considered two Area Forums, one for Aylesbury Vale and one for Southern Buckinghamshire, would be the most appropriate in allowing for local representation and enabling those agencies with cross-boundary responsibilities, eg Social Services, Police etc, to have effective representation given the staff resources available.  However, Members questioned the proposal for two Forums and took the view that the size of the Wycombe area warranted a forum of its own and officers were requested to bring this to the attention of the JCC meeting on 10 June 1998.

With regard to the establishment of primary care groups in April 1999 and the compatibility of primary care group boundaries, it was noted that the consultation document in relation to this would be available in the next few days with a response required by 15 July 1998.  It was, therefore, felt appropriate for the Director of Leisure, Health and Community in consultation with the Committee Briefing Group to prepare an appropriate response to the consultation document.

RESOLVED: (i) That the Director of Leisure, Health and Community be requested to prepare a response for the Buckinghamshire Health Authority consultation document entitled ANew Direction for Primary Care@ in consultation with the Committee Briefing Group; and

(ii) That the Health Authority/Local Authority Joint Consultative Committee be advised that this Council supports the establishment of three Area Forums, one for Aylesbury Vale, one for Southern Buckinghamshire and one for Wycombe District.

5.     SERVICE ENHANCEMENTS - SPENDING APPROVALS

The report submitted provided details of the recurring and non-recurring bids relevant to the Committee and sought approval for recommended expenditure.  The Committee considered proposals for the following:-

,20,000 recurring expenditure was being sought for funding the work of the Anti-Deprivation Officer and the cross-directorate Anti-Deprivation Officers Group in achieving the aims, objectives and actions detailed in the Plan and action programme.  These would include a customer survey and publication of an advisory leaflet.

During discussion some doubt was expressed at the proposal to provide an advisory leaflet as, it was suggested, there was a plethora of leaflets on numerous matters, which only added to the general confusion.  It was also suggested that organisations such as AAge Concern@ were more suited to providing the kinds of advice referred to in these leaflets. In reply, it was noted that the aim of the leaflet was to provide a simpler, composite piece of information and that the authority would be working in partnership with other organisations to maximise resources and prevent duplication.   It was felt that a real improvement could be made, for example, to Housing Benefit information by this method.

The report gave details and summarised the main issues arising out of the Lane End and High Wycombe Deprivation Audits. These audits had outlined the importance of community development work in the field to support regeneration initiatives and address local needs.  Both audits had recommended the appointment of community workers and approval was sought to employ two part-time field workers (each working 30 hours per week), one each for the Lane End and Micklefield areas, over a period of three years.

The Council had been advised that the Millennium Festival Fund was to be launched to enable local and regional community organisations to celebrate the Millennium.

The grants would be subject to certain criteria but would not be available for parties, fireworks, food or drink or to support the promotion of religious beliefs.

Two separate schemes had been announced, one for projects and events below ,5,000 and one for those above ,5,000. The deadline for receipt of applications for assistance was 31 March 1999 and 31 August 1998 respectively.

At this stage it was not clear how much local funding would be necessary to support each scheme.  It was proposed that a grant of up to 50% of the total funding requirement up to a maximum of ,5,000 be given to those organisation applying who were successful in obtaining a Millennium Festival Award.

The Committee considered a proposal to employ a Children=s Fitness Officer to work with the Council=s Sports Development Team and other agencies.  Working in partnership with, among others, the Health Authority and Buckinghamshire County Council, the Children=s Fitness Officer would visit primary and middle schools, targeting years 2 and 3 in primary schools, and years 4 and 5 in middle schools to deliver an agreed programme of work.

Members were given further details of the scheme by way of a video presentation made by the originators of this scheme, St Edmundsbury Borough Council, and which had now been successfully taken up by 40 local authorities and other organisations throughout the country.

During discussion on the proposal, it was stressed that as a result of interim discussions with Buckinghamshire County Council and Wycombe Leisure Limited, the aim would be to avoid any overlapping with existing services and to dovetail services where necessary.  Under the programme proposed up to 60 schools could be visited during any one year and while some of the activities could be part of a physical education session, the construction of the course would also facilitate cross-curricular activity as agreed with each school.

Building upon the success on many equalities issues in relation to race and community relations, the recently appointed Equalities Development Officer was now seeking to address issues relating to involvement of women, disability groups and others in the Council=s decision making process and mechanisms to identify and deal with their needs and under-representation.  A detailed action plan addressing all equality issues had now been produced.   A total expenditure of ,40,000 over 3 years for the employment of appropriate staff and other day-to-day expenses was being sought in order to develop the Council=s equalities work further.

RESOLVED:  That (i) revenue expenditure over ,10,000 as set out below be approved; and

(ii) Chief Officer Group=s approval of those items listed of ,10,000 or below be noted.

The report sought the Committee=s approval to the adoption of the draft anti-deprivation plan as corporate policy. The Committee was also asked to note that the 1998/99 anti-deprivation work programme as submitted would support the Plan.

It was noted that local authorities were increasingly playing an enabling role in shaping the social and economic environment in which people lived and there was a need for a corporate response to the opportunities and challenges which this role provided.  The anti-deprivation plan gave this corporate context, setting aims and objectives and providing a methodology by which these might be achieved.  Success would be dependent upon a commitment to anti-deprivation action corporately by all Members and officers.

With regard to the action plan and customer needs survey it was stressed that the survey would fulfil an important function in highlighting issues for further action in what was an essentially new area of work for the Council.  Reference was also made to the proposal to produce a leaflet to improve awareness of financial benefits available but it was agreed that consideration would be given to the publication of an article in Community News instead.

RESOLVED: (i) That the anti-deprivation plan be adopted as corporate policy; and

(ii) That the 1998/99 anti-deprivation work programme be noted.

7.     THE RYE MANAGEMENT PLAN

The Committee received a report detailing the conclusions and findings of the consultation process on the Rye Management Plan and sought Members= approval of the revised Plan.  It was stated that the Rye Management Plan was a long term plan for up to 15 years.  Its primary objective was to conserve the character and qualities of those aspects of the Rye/Holywell Mead and the surrounding environment which were of the greatest value to the residents of and visitors to High Wycombe.

It was recalled that the draft Rye Management Plan had been approved by the Committee on 16 March 1998 as a basis for consultation and future action.  During the consultation period 120 copies of the consultation draft had been requested and 18 written comments were received.  The results of the consultation had been taken into account in preparing a revised Rye Management Plan and a summary of the responses received together with officer comments were detailed in the appendix submitted.

While many very positive issues had been raised by the consultation process officers had concluded that the major concerns focused on facilities for dog walking, use of the area by cyclists, provision for formal team games, better and more co-ordinated signage, sensitive and sympathetic use of the Hollywell Mead buildings and sensitive and appropriate tree planting.  Where issues had required further consideration the appendix supplied further clarification and appropriate recommendations under the officers= comments.

The Committee welcomed the response to the consultation and all were agreed that the Rye/Holywell Mead open space was a significant environmental and social amenity area in the district.  During discussion reference was made to the designation of the Rye as Agreen space@ and, whilst this suggestion was not to be pursued in view of the concerns expressed by consultees, it was agreed to examine the possibility of declaring the area a Atown green@ and it was agreed to circulate an Information Sheet when the matter had been researched.

The Committee also discussed the suggested programme of sports development and coaching described and, in particular, the suggestion that cricket be encouraged as long as this was not detrimental to casual use.  However, Members took the view that formal cricket would be inappropriate on an open space such as the Rye and that the Plan should be amended accordingly.

At the conclusion of the discussion Members noted that it was proposed to publish an executive summary detailing the major issues and actions which would be sent to appropriate groups, individuals and organisations, and as requested.

RESOLVED: (i) That the recommended revisions to the Rye Management Plan and action plan as amended be approved;

(ii) That the revised Rye Management Plan be formally adopted; and

(iii) Further detailed reports regarding individual projects and initiatives be presented as necessary to future meetings of this Committee.

8.     THE RYE ENVIRONMENT PROJECT

The Council was firmly committed to Local Agenda 21 and in February 1998 had adopted ALeisure 21 - A Plan for Leisure@ as its detailed action plan to deliver its Strategic Plan Aim No 3 for leisure.  One of the proposed actions was to complete management plans for all the major parks and open spaces in the Council=s ownership including a programme of facility improvement.  As part of this process the Rye Management plan had been produced and subjected to public consultation, the results of which had been presented to Members earlier at this meeting of the Committee (Minute No 7. refers)

At the same time the Council, together with several local and national environmental organisations and agencies, had had initial discussions to consider how these organisations might work together to provide an environment/visitor centre in the Wycombe district.

The Rye environment project as detailed in the report put forward proposals for the conversion of the former two-storey café building at Holywell Mead outdoor pool to create an environment/visitor centre, where visitors would be able to increase their awareness of their local environment, and be encouraged and supported into taking positive action locally.  In addition, a range of natural history, historic, cultural and environmentally themed trails could emanate from the centre.

Funding for the project would be sought from Landfill Tax contributions details of which were described in the report submitted.  It was noted that local authorities and statutory bodies could not make direct application for Landfill Tax revenue.  On this occasion the application would be made by BBONT which was a recognised organisation with Entrust, the national body tasked with administering Landfill Tax funding.  If the bid was successful, full details of operational costs would be submitted to the Committee for approval along with the detailed legal and financial arrangements.

The Committee welcomed the proposals and fully supported the recommendations as set out.

RESOLVED:  That an initial application for Landfill Tax funding by the partnership outlined in the report be fully supported subject to an investigation of financial issues.

9.     BUCKINGHAMSHIRE: A COUNTY STRATEGY FOR SPORT

It had been recognised that there was a need to provide a strategic framework to co-ordinate the provision of sporting opportunities in Buckinghamshire.  The aim of a County strategy for sport was to outline the shared vision and provide a structure for sport in New Bucks.  This vision, it was felt, could only be achieved if all the key providers of sport worked together harnessing all the effort within the County.

It was considered that the strategy needed to be agreed by the key providers of sport including local authorities, governing bodies of sport, sports clubs, schools and national agencies and would cover the following areas:-

The Committee welcomed the proposals as set out and it was:

RESOLVED: That the Issues Paper detailed in the report be supported and that a formal response be submitted to the Sports Strategy Group.

10.     FORMER TOURIST INFORMATION CENTRE, MARLOW

Following the success of the Marlow Area Office incorporating the new Tourist Information Centre (TIC), the Housing and Economic Development Committee resolved that the former TIC premises located at Court Garden Leisure Complex be closed and that responsibility for the facility be transferred to the Community and Leisure Committee to decide its future.  At this time officers were working on a lottery submission in respect of a new 25 metre swimming pool and if this bid was successful, it would integrate the former TIC premises into the design of the swimming pool building.  Bearing this in mind, the Committee was now asked to approve the temporary use of the former TIC premises, until such time that the future of the site had been determined.  

Three written requests for the use of the premises had been received by the District Council and these were detailed in the report submitted.  After discussion it was:

RESOLVED: To formally accept responsibility for the premises; and that subject to the granting of all necessary permissions:-

(i) The Marlow Society be allowed use of the facility for the purpose of displaying material about the history of Marlow;

(ii) The premises be let to Wycombe Leisure Limited as a training room; and

(iii) ACards for Good Causes@ operate each Christmas in selling charity Christmas cards to the public.

The Community Centre, Bourne End, Bucks

The Community Association (the AAssociation@) was seeking support towards the cost of major alterations to make the Community Centre totally accessible to people with disabilities.  When the project started in November 1996, the Association estimated the cost of works at ,65,000, but now that tenders have been received this had increased to ,80,771.  The Association had submitted a request for a grant of ,10,000 to help meet the increased costs.  The scheme had successfully attracted a grant of ,48,750 from the National Charities Lottery Board.

It was noted that if the request for a grant was not successful, the Association had requested that a variation to the terms of the Agreement for their current interest free loan of ,50,000 be allowed, by deferring the second annual installment of ,7,142.86 due in August and extending the term for repayment of the balance by one year.

Applications for grant aid were normally submitted to the Community and Leisure Panel for consideration.  However, as this application related to a grant and/or possible alteration to the terms of an existing  loan, and was therefore outside policy guidelines, it had been submitted to this meeting for consideration.  Policy and Resources Committee determined loans in excess of ,25,000 so it would need to consider the request for alterations to the terms, if supported by this Committee.

The Committee noted the balances in the Community Action Fund and recognised the Centre=s reputation for energetic and successful fund raising, together with the benefit it provided to the community.  It was therefore:

RESOLVED: That a maximum grant within current policy of ,10,000 be approved in respect of the Bourne End (Bucks) Community Association - the Community Centre, Bourne End, Bucks.

Request From Wycombe Badminton Centre Ltd

     An application had been received from Wycombe Badminton Centre Limited, High Wycombe for a medium-term interest-free loan of up to ,25,000 to undertake essential repairs to the main roof and security doors of the Centre.  The Community & Leisure Panel normally determined requests for grant aid but development loans of up to ,25,000 were submitted to the Committee for consideration. While this application complied with current policy, the Committee needed to be aware that, by 1 August 1998,  the applicant was expected to have approximately ,5,860 outstanding from a previous loan that was due to be fully repaid by the end of December 1999.

The Community Assistance Fund (CAF) was primarily intended to help community organisations develop their facilities for the local community.  Providing sufficient balance remained to support the Fund=s targeted areas, the Committee was advised that it could use it to fund this application.

Financial information submitted by the Centre also suggested that there should not be undue difficulty in it making the necessary repayments over the recommended period.  It was therefore:

RESOLVED: That an interest-free loan of ,19,000 be approved, repayable over a maximum period of 4 years, to undertake essential repairs to the main roof and security doors of Wycombe Badminton Centre.

Appointments to outside organisations were now undertaken at Committee level.  Those organisations that were under this Committee=s responsibilities were submitted to this meeting for review, taking into account the comments made by the Council representatives via the feedback system.  The Committee was asked to make the necessary appointments and also to consider the proposals of the Committee Systems Working Party detailed in the report.

RESOLVED: (i) That the following appointments be made, to expire in 1999.

Aylesbury Post and Telecommunications Advisory Committee - Cllr D A B Green;

Bucks Community Action (formerly Bucks Council for Voluntary Service) - Cllr C D Bates;

Sport South (formerly Southern Council for Sports and Recreation) - Cllr J W Preston;

Wycombe Post Office and Telecom Advisory Committee - Cllr D A E Cox;

Age Concern, Bucks - Cllr A Gielgud;

High Wycombe West Scout District Executive - Cllr Mrs K M Peatey MBE JP (Cllr Mrs Peatey accepted nomination for this post in view of the proposed amalgamation of the High Wycombe East Scout District with the West Scout District);

South Bucks Community Health Council - Cllr N Vickery (appointments to the Community Health Council will extend beyond 1999);

Wycombe Victim Support Scheme - Cllr J W Preston;

Wycombe Youth Council - Cllr Mrs E M Barratt JP as representative of Community and Leisure Committee;

Bucks County Council - Early Years District Forum - Cllrs Mrs J Riddington and Mrs F W Alexander;

Bourne End Christmas Lights Management Committee - Cllr B R Pollock;

Marlow Christmas Lights Management Committee - Cllr J M Campbell (Cllr I M Coleman as Standing Deputy).

(ii) The proposed changes to membership in the appendix submitted and marked with an asterisk be adopted at the expiry dates of 1999, subject to the representation on the Citizens= Advice Bureau being considered at the next meeting of the Committee to be held in September 1998;

(iii)  That future appointments be made on a four-yearly basis but that organisations be contacted with regard to the attendance of the Members appointed; and

(iv) That Standing Deputies be appointed only if a Member requests this course of action taking into account the Council=s interests.

13.     FILE ON ACTION TAKEN UNDER DELEGATED POWERS

The file on action taken under delegated powers since the last meeting was circulated for Members= attention (File Nos 1-5 inclusive).

14.     INFORMATION SHEETS

Reference was made to Information Sheet No 9/98 (Youth at Risk) and officers were congratulated on the work undertaken.

     __________

     CHAIRMAN

(The Meeting commenced at 7.00pm and concluded at 11.05pm)

The following officers were in attendance:

Neil Roberts          -     Director of Leisure, Health and Community

Paul Marston-Weston     -     Head of Leisure Services

David Picken          -     Head of Community Services

James Porter          -     Parks & Environment Manager

Ian Westgate          -     Head of Environmental Services (Min No 4)

Howard Taylor          -     Business Services Manager (Min No 11)

Brenda Watson          -     Senior Accountant

David Ruddock          -     Assistant District Solicitor

Mike Conroy          -     Principal Administrator - Committee Services