Meeting documents

COMMUNITY AND LEISURE COMMITTEE

Minutes of the meeting of the Committee held on

14 September 1998

PRESENT

Cllr J W Preston (in the Chair)

Cllr R W A Barber

Cllr I B Campbell

Cllr C J Elliott

Cllr Mrs J E Gabbitas

Cllr A D Gielgud*

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

* Standing Deputies

(An apology for absence was received from Cllr Mrs E M Barratt, MBE JP).

1.MINUTES

RESOLVED: That the Minutes of the meeting of the Committee held on 8 June 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 22 June 1998 were as follows:-

Minute No 2 - Revenue and Capital Budgetary Controls

The Revenue and Capital Budgetary Control Progress report was received.

Minute No 3 - External Auditor=s Recommendations - Progress Report

Action on the external auditor=s recommendations coming within the remit of the Community and Leisure Panel were noted.

Minute No 4 - Audit Commission Performance Indicators - 1997/98 and 1998/99

The projected outturn position for 1997/98 was noted and it was agreed to produce an Information Sheet on responses to questions raised on detailed matters concerning the Audit Commission=s Performance Indicators report.

Minute No 5 - Leisure Contract Performance Review 1997/98

The report on the contracts currently managed by Leisure Services for the period 1997/98 were approved.  The Panel had previously asked for the Wycombe Swan contract to be reported at a different time of the year to link with the lease of Wycombe Swan Theatre.

Minute No 6 - Application for Revenue Grant - The Priory Centre

An additional grant of ,10,000 was allocated to the Priory Centre with conditions to be applied in accordance with policy.

Minute No 7 - Sands Village Hall Management Committee, Sand, High Wycombe - Request for Grant Aid Community Assistance Fund, Religious, Cultural and Community Facilities

An exception to policy was recommended to allow a grant of up to ,5,000 to be awarded to Sands Village Hall Management Committee to help with the cost of the proposed car park and associated works.  The grant would be subject to a successful lottery bid and the Director of Property and Housing being satisfied on all technical considerations relating to the site.

RESOLVED: That the Minutes of the Community and Leisure Panel held on 22 July 1998 be received and the recommendation contained in Minute No 7 be approved and adopted.

3.     INVESTMENT PROPOSALS FOR WYCOMBE SPORTS CENTRE

The Committee received a presentation and report by Wycombe Leisure Limited which sought permission to extend and modernise the current Lifestyles facilities at Wycombe Sports Centre together with improvements to the dry sports changing rooms within the centre.

The Committee noted that the success of Lifestyles had resulted in the facility operating at near maximum levels particularly at peak periods.  To realise its full potential the saunas, steam rooms and spa pools would be replaced and upgraded together with an increase in floor space to accommodate an increase in usage. In creating extra space in which to extend Lifestyles changing, rest and spa areas, the external changing rooms would be integrated into the extension.  Those users displaced by the extension of Lifestyles would be accommodated in the current dry sports changing rooms which would be significantly improved and upgraded as part of the proposal.

In terms of the Council and Wycombe Leisure Limited=s general philosophy, any additional surpluses derived from the extended facility would be used to fund other projects within the centre, particularly those projects associated with access for all, sports development and facilities for young people.

RESOLVED: That:

(a)  Wycombe Leisure Limited be given permission to undertake re-development works to Lifestyles at Wycombe Sports Centre, subject to the necessary consents being granted; and

(b) Permission be granted on the understanding that the current male and female dry changing rooms be improved and upgraded before any work commenced in Lifestyles and that the Council contributes ,25,000 towards this aspect of the project from existing budgets.

4.EQUALITIES IN SERVICE DELIVERY

The Committee received a report which updated progress made on Equal Opportunities in service provision within the purview of this Committee since the original report on AEqualities in Service Delivery@ in April 1997.

During discussion on the report reference was made to the Green Street Play Project performance targets and it was agreed that these targets would be re-examined.

Members were also requested to note that a number of other corporate initiatives such as a review of equal opportunities policies, monitoring processes and mechanisms to improve consultations with various community groups, were also being developed through a recently established corporate AEqualities Co-ordinators Group@ and further reports would be submitted to relevant Service Committees as required.

RESOLVED: (i) that progress made on equal opportunities in relation to this Committee=s services be noted;

(ii) that officers be requested to review each service area and develop an action plan for inclusion within Business Plans  to address equalities in service design, planning and provision; and

(iii) that Community and Leisure Panel be requested to review progress on equalities in service provision as part of its strategic plan and service performance monitoring function.

5.THE RYE ENVIRONMENT PROJECT

Reference was made to the previous meeting of the Committee held on 8 June 1998 at which Members were informed that the Council, together with several local and national environmental organisations and agencies had made an initial application for Landfill Tax funding for the conversion of the former two-storey café building at Holywell Mead. The purpose of the conversion would be to create an environment/visitor centre, where people could increase their awareness of the practical and sustainable management of natural resources and could be encouraged and supported into taking environmentally friendly action locally.  The scheme also included a range of natural history, historic, cultural and environmentally themed trails emanating from the centre and would encompass the varied local environment covered by the Rye Management Plan.

ENTRUST, the national regulator of environmental bodies and schemes under the Landfill Tax Regulations, had confirmed that the  project complied with the criteria for funding and had authorised the submission of a more detailed application to an approved funding body to utilise landfill operators= contributions.  Members were asked to support this more detailed application and a draft was submitted for the Committee=s attention.

The Committee welcomed the progress that had been made with this project and supported the submission of this more detailed application.

It was noted that the Council would be committed to a maximum of ,40,000 which would permit the full project valued at ,500,000 to proceed.  It was noted that pledges from other agencies and voluntary organisations could reduce this sum or allow for additions to the scheme.  With regard to catering facilities on the Rye, Members noted that it was hoped to be able to extend these facilities in conjunction with this project.

RESOLVED: That (i) the detailed application for funding the Rye Environment project be supported; and

(ii) that the Director of Leisure, Health and Community  be instructed to negotiate appropriate financial, design, construction access and management arrangements to facilitate the successful completion and future management of the scheme;

(iii) details of those arrangements be submitted to the Community and Leisure Committee for approval in due course; and

(iv) that Policy and Resources Committee be requested at its meeting to be held on 30 November when all capital bids would be presented, that the 1999/2000 capital programme include the sum of  ,40,000 as this Council’s maximum contribution to the project.

6.MARLOW SWIMMING POOL

The Committee considered a report which detailed progress made to date on the proposed Marlow swimming pool together with issues relating to funding in order for a national lottery sports fund application to be made.

During discussion on the proposal, reference was made to a recent meeting of Planning Applications Panel and to the Local Area Forum held in Marlow at which a mix of views had been expressed regarding these proposals.  It was felt that it was important, at this stage, to ensure that local opinion was fully supportive of the development.  In this regard it was felt appropriate for a survey to be conducted of users and non-users of the pool together with consideration to the holding of a public meeting.  The results of the survey could be submitted to Community and Leisure Committee at its meeting to be held on 9 November 1998.

RESOLVED: That consideration of funding towards the Marlow swimming pool proposals be deferred pending the outcome of a public opinion survey of users and non-users of the pool and for a report to be made to the next meeting of the Committee to be held on 9 November 1998.

(Cllr Mrs J E Gabbitas declared an interest in this item and withdrew from the meeting).

7.CAPITAL PROJECT - MUSEUM REDEVELOPMENT

Permission was sought to proceed with the final phase of the redisplay and modernisation of the galleries at Wycombe Museum in order to increase access, promote the district as a whole, attract visitors and show more of the collections.

This was the final phase of a three part development and would include the following:-

The Committee welcomed these proposals and it was:

RESOLVED:  that the following sums be released in order that the final phase of redevelopment of Wycombe Museum be completed;

(i)  the sum of ,31,317 contained in the existing capital programme; and

(ii) a sum of up to ,21,000, from the Griffits, Lincolnshire and Thomas Trust.

8.REGIONAL FURNITURE MUSEUM TRUST - STORAGE OF FURNITURE

Permission was sought to release money from the Griffits, Lincolnshire and Thomas Trust to assist the Regional Furniture Museum Trust to acquire storage facilities for its collection at High Wycombe.  Wycombe District Council had previously entered into an agreement with Dr Bill Cotton and the Buckinghamshire Chilterns University College to support the establishment of the collection in the Wycombe District and to provide storage facilities for it.  This was in accordance with the Council=s Strategic Plan and the resolution of the Community and Leisure Committee in October 1994 Ato enter into any agreement necessary to enable the collection to be secured for the Wycombe District@.

The Trust had identified a building in High Wycombe which could be used for storage purposes and Dr Cotton had advised that 2,600 sq ft would be required to store the remaining 350 chairs and case furniture not currently stored.  The funding for this project would come from the Griffits, Lincolnshire and Thomas Trust and Members concurred with the view that the opportunity to house and exhibit a unique national collection in the district should be supported.

RESOLVED: (i) That a maximum sum of ,15,000 over a two year period be provided from the Griffits, Lincolnshire and Thomas Trust towards the storage costs of 350 chairs and 75 pieces of case furniture  in the care of the Regional Furniture Museum Trust subject to:

(a)  the Furniture Museum Trust increasing its number of Trustees to avoid it being considered as an influenced company; and

(b)  that agreement with the Trustees regarding working arrangements and conditions be delegated to the Director of Leisure, Health and Community.

9.THE PROPOSED DEVELOPMENT OF MULTI USE GAMES AREAS

Approval was sought to provide two new Multi Use Games Areas (MUGA) within the Micklefield and Totteridge areas for local community use.

The Committee was reminded of the developer=s contribution of ,50,000 as a result of the loss of the Wycombe Health Squash and Fitness Club at Totteridge, which had been intended to be used towards a new sports hall at Hatters Lane School.  However, this project would not be ready to proceed by the deadline of July 1999 so the new proposal was to provide two multi-use games areas within Totteridge and Micklefield at a total projected cost of ,65,000.  A request would be submitted for the additional capital sum of ,15,000 to be provided from the small capital schemes budget. It was noted that the area of Micklefield had been highlighted as an area of deprivation and had poor leisure facilities accessible to the local community.

An agreement would have to be reached with the schools concerning the amount and timing of community access which would be resolved prior to the project commencing.

RESOLVED: (i) That the ,50,000 developer=s contribution be used to part fund a Multi Use Games Area at Hatters Lane School and Micklefield School subject to planning permission; and

(ii) that an application for ,15,000 be made to the small schemes budget but that if this proved unsuccessful Policy & Resources Committee be recommended to provide ,15,000 in the capital programme for 1999/2000.

(Cllr A J Tanner declared an interest in this application and remained in the meeting).

10.ARTS DEVELOPMENT PLAN 1998 - 2002

The draft plan for arts development superseded the plan approved by Members in 1993. It had been through a process of consultation with key organisations and market research.  It sought to make the arts accessible across the multi-cultural community and had a particular focus on young people.

The Audit Commission had recommended that a Council be explicit about its reasons for cultural services, specifies objectives, quality standards and target monitoring procedures.  It was acknowledged that funding bodies took account of adopted arts development plans when awarding funds. The arts development plan focused on young people and encouraged access to the arts by those who did not currently choose arts as a leisure activity.  The plan set out an ambitious agenda and recognised the importance of partnership working to achieve targets.  Arts activity had seen a dramatic growth in the last decade stimulated by the Swan Theatre and Spring Gardens Arts Centre programmes and the rising profile of this Council=s arts development services.  Research would be undertaken into how advice and funding could be appropriately resourced to accommodate this growth area.

The plan submitted was divided into six key areas of dance, Wycombe Arts Network, cultural diversity, grants and external income, arts in the community (project and events) and visual arts.  The Committee was also made aware of the special revenue grant awards to maintain Spring Gardens Art Centre following the cuts made by Buckinghamshire County Council.

During a detailed discussion on the arts development plan, reference was made to the difficulties surrounding Bassetsbury Barn project and the need to progress the Visual Arts and Craft Centre.  It was noted that consideration was being given to a capital arts lottery feasibility application but Members requested officers to discuss the matter further with the Bassetsbury Group with a view to drawing up a timetable so that progress might be made. It was also requested that an Information Sheet on progress be made to the Community and Leisure Panel.

RESOLVED: (i) That the arts development plan and key strands therein be adopted;

(ii) that approval be given to the following mission statement for arts development: - AWycombe District Council is committed to a cultural environment accessible to all its residents@;

(iii) that the following policy statement be adopted; AThe Council recognises the cultural, social and educational value of the arts and acknowledges the role it plays in improving the quality of life in Wycombe District@;

(iv) that an additional ,5,000 for arts development as part of the revenue estimates for 1999/2000 be considered;

(v) that approval be given to the spending of ,30,000 of Special Revenue Grant funds identified for the arts by this Committee in April 1998 to restore services formerly provided by Spring Gardens Arts Centre; and

(vi) that approval be given to officers proceeding with pre-feasibility work on preparing a capital arts lottery feasibility application for developing dance and community arts facilities at the Wycombe Swan and Town Hall, subject to a further report with cost analysis in January 1999.

11.     THE DEPARTMENT FOR CULTURE MEDIA AND SPORT; COMPREHENSIVE SPENDING REVIEW: A NEW APPROACH TO INVESTMENT IN CULTURE - CONSULTATION DOCUMENT

The report submitted sought to gain Members= approval for the response to be sent to the Department for Culture Media and Sport (DCMS) on its comprehensive spending review consultation document.

Details of the main proposal and officer comments were submitted for consideration.  During discussion reference was made to the promotion of the British Film Industry and officers were requested to forward the suggestion that one screen in multiplex cinemas be made available for the showing of British films where appropriate.  It was suggested that some European countries had already adopted such measures to encourage their own film industries.  The Committee also stressed the need for adequate funding to be made available for library provision.

RESOLVED: that the response be made to the DCMS in line with the comments submitted in the appendix and reference also be made to the remarks in respect of the British Film Industry and libraries referred to above.

12.APPOINTMENTS TO OUTSIDE ORGANISATIONS - CITIZENS ADVICE BUREAU AND HIGH WYCOMBE BADMINTON CENTRE

The Committee considered the appointment of Council representatives to the Citizens Advice Bureau which had an outstanding vacancy and to the High Wycombe Badminton Centre Management Committee in the light of the resignation of one of two Council representatives.

The Committee considered that as the CAB was presently represented by three Members this should continue until April 1999 when a further review would be undertaken.  With regard to the High Wycombe Badminton Centre the view of the resigning Member was noted and it was agreed not to appoint another representative but to seek a Standing Deputy when appropriate.

RESOLVED: that representation on the Citizens Advice Bureau remain at its present number of three Members until 1999; and

(ii) that the High Wycombe Badminton Centre Management Committee remains with its present Member, (Cllr A A Dunford) and that a second representative be not appointed at this time but a Standing Deputy be so appointed when necessary.

13.FILE ON ACTION UNDER DELEGATED POWERS

The file on action under delegated powers since the last meeting was circulated for Members= attention (Nos 6-10 inclusive).

(The meeting commenced at 7.00pm and concluded at 9.10pm).

     __________

     CHAIRMAN

The following Officers were in attendance at the meeting:-

Neil Roberts          -     Director of Leisure, Health and Community

Paul Marston-Weston     -     Head of Leisure Services

David Picken          -     Head of Community Services

James Porter          -     Parks and Environment Manager

Richard Sockett     -     Arts Development Officer

Andrew Small          -     Principal Accountant

David Ruddock          -     Assistant District Solicitor

Mike Conroy          -     Principal Administrator - Committee Services