Agenda and minutes

Venue: Guildhall

Contact: Committee Administration 01905 722027, 722005, 722085 

Note: To view the live broadcast go to https://www.youtube.com/user/WorcesterCityCouncil 

Media

Items
No. Item

1.

Appointment of Substitutes

To receive details of any Member nominated to attend the meeting in place of a Member of the Committee.

Minutes:

None.

2.

Declarations of Interest

To receive any declarations of interest.

Minutes:

The following declarations of interest were made:

 

Councillor Hodges – Quarter 4 Financial Monitoring Report (Minute 9) – Husband is a Director of the Worcestershire F.A.

 

Councillor Bayliss - Future High Streets Programme Funding Agreement (Minute 12) - A non-pecuniary interest insofar as it relates to Trinity House. He left the meeting for this particular item.

 

Councillor Bayliss - Future High Streets Programme:  Acquisition of Scala Theatre and Public Realm Works (Minute 13) – As Worcestershire County Council Cabinet Member for Economy and Skills

 

3.

Public Representations

Up to a total of fifteen minutes can be allowed, with each speaker being allocated a maximum of five minutes, for members of the public to present a petition, ask a question or comment on any matter on the Agenda or within the remit of the Committee.

Minutes:

None.

4.

Minutes pdf icon PDF 135 KB

Of the meeting held on 23rd March 2021 to be approved and signed.

Minutes:

In response to a comment on matters arising, the Managing Director confirmed the announcement that Worcester has been awarded £19.6m from the Government’s Towns Fund. Draft heads of terms must be agreed by 29 June and thereafter there is a period of 2 months to establish which projects will be taken forward.

 

RESOLVED: That the minutes of the meeting held on 23rd March 2021 be approved as a correct record and signed by the Chairman.

 

5.

Minutes of Personnel and General Purposes Sub-Committee pdf icon PDF 117 KB

To receive the minutes of the meeting held on 3rd March 2021.

Minutes:

RESOLVED: That the minutes of the meeting held on 3rd March 2021 be received.

6.

Minutes of Place and Economic Development Sub-Committee pdf icon PDF 109 KB

To receive the minutes of the meeting held on 8th March 2021.

Minutes:

A question was raised about the substitutes at this meeting and it wasa clarified that Councillor Lamb had bene in attendance as substitute for Councillor Squires.

 

RESOLVED: That the minutes of the meeting held on 8th March 2021 be received.

7.

Minutes of Income Generation Sub-Committee pdf icon PDF 118 KB

To receive the minutes of the meeting held on 11th March 2021.

Minutes:

RESOLVED: That the minutes of the meeting held on 11th March 2021 be received.

8.

Annual/Quarter 4 Performance Report for 2020/21 pdf icon PDF 190 KB

That the Committee notes the Council’s annual and quarter 4 performance for 2020/21.

Additional documents:

Minutes:

The Committee considered the annual and quarter 4 performance report. The Corporate Director – Finance and Resources presented the report and highlighted the main points. Officers responded to questions from Members on detailed aspects of the report.

 

RESOLVED: That the Committee notes the Council’s annual and quarter 4 performance for 2020/21.

9.

Q4 Financial Monitoring Report 2020/21 pdf icon PDF 528 KB

1.     That the Committee reviews the financial monitoring details including budget variances and performance indicators for the 4th quarter ended 31 March 2021;

 

2.     That the Committee reviews the proposed write-offs of Council Tax and Business Rates for the quarter and approves the amounts noted;

 

3.     That the Committee approves the transfer of the reserve noted in paragraph 10.7; and

 

4.     That the Committee considers officer recommendations on the allocation of the 2020/21 budget surplus as detailed in paragraph 10.5 of the report.

Additional documents:

Minutes:

The Committee reviewed the financial monitoring details including budget variances and performance indicators for the 4th quarter ended 31st March 2021. The Committee also reviewed the proposed write-offs of Council Tax and Business Rates for the quarter. The Corporate Director – Finance and Resources presented the report and highlighted the main points including the proposed write-offs and the recommendation to transfer the budget surplus.

 

In summary, the 2020/21 year-end out-turn has produced a budget surplus of £0.932m. It was therefore proposed to create the following reserves:

 

Description

Proposed reserve £000

SWDP costs 2021/22

57

Office furniture, phones and IT kit reserve

30

Grant commitments – football related

50

English Symphony Orchestra

25

Elgar Festival

15

Funding towards arts and cultural events

50

Ward Recovery Fund

70

Members allowances

13

Pandemic management reserve

37

Taxis – implementation of new standards

20

City Delivery Fund

565

Total Proposed Reserves

932

 

Proposals for the use of the City Delivery Fund reserve were presented in the subsequent agenda item.

 

The City Plan had originally included funding for the Transport Strategy. However, at the time of the flooding in 2020, this was transferred to a reserve to alleviate the effects of the floods. In the event, the reserve was not used. It had now been confirmed that the Transport Strategy does require funding of £100k and it was therefore proposed transfer the funding back as originally intended to create a Transport Strategy reserve of £100k.

 

Officers responded to questions from Members on detailed aspects of the report.

 

RESOLVED: That the Committee agree:

 

1.    to approve the proposed write-offs of Council Tax and Business Rates for the quarter in the amounts noted;

 

2.    to approve the transfer of the reserve to create a Transport Reserve, as set out in paragraph 10.7; and

 

3.    the Officer recommendations on the allocation of the 2020/21 budget surplus as detailed in paragraph 10.5 of the report and summarised in the table above.

 

10.

Q4 Financial Monitoring Report 2020/21 - Allocation of Remaining Year End Surplus pdf icon PDF 227 KB

That the Committee agrees to allocate the remaining year end surplus for the purposes identified in the report.

 

Minutes:

The Committee had agreed under the previous agenda item to allocate the remaining year end surplus to a City Delivery Fund to further existing policy objectives. The Corporate Director – Finance and Resources presented a report which set out proposals for the allocation of these funds. He explained that the proposals had been drawn up following discussion with the Managing Director and the Leader of the Council.

 

The Leader explained that the proposals reflected issues that the controlling administration wished to deliver on and reflected priorities which had been identified by local residents in the run-up to the May 2021 elections. This did not preclude Members of the Committee from debating the proposals or from putting forward other items.

 

In the ensuing discussion, reference was made in particular to the development of youth facilities and an amendment was proposed to create a skate park in the sum of £50,000, to be funded by a corresponding reduction in the proposed allocation for enhanced public realm maintenance. Upon being put to the vote, this amendment was not agreed. The Chairman of the Communities Committee stated that he would be willing to consider the development of a skate park facility at a future meeting of that Committee.

 

The Leader added that the recommendation is to agree allocations and that detailed reports on the proposals will go to the relevant policy committees setting out plans to commit the expenditure in the sums identified.

 

RESOLVED: That the Committee agree to allocate the remaining year end surplus as follows:

 

1.  Enhanced public realm maintenance including street and public space cleaning, grounds maintenance and grass cutting - £250,000

 

2.  Enhanced public waste collection services including Saturday Skips and increases in bins and collections - £75,000

 

3.  Improved and effective gull control programme - £30,000

 

4.  Expansion of the FHSF property improvement programme to support re-opening and filling of vacant units and increased publicity to include hoarding plan - £110,000

 

5.  Subsidised parking to attract visitors to key events and incentivise visitor spend    - £50,000

 

6.  More enforcement of parking outside the city centre and planning issues - £50,000

 

Total - £565,000.

 

11.

Corporate Risk Management Report - Quarter 4 2020/21 pdf icon PDF 192 KB

That the Committee notes the Corporate Risk Management Report.

Additional documents:

Minutes:

The Committee considered a report on the progress made against the corporate risks for quarter four, the period of January – March 2021. The Corporate Director – Finance and Resources presented the report and highlighted the main points. Officers responded to questions from Members on detailed aspects of the report.

 

In the ensuing discussion, reference was made to the SWDP delay. The Managing Director stated that a detailed explanation can be given to Members in writing.

 

Officers stated that more information on risks identified as red can be given in writing and more detail can be put in the notes for each in the next risk report.

 

RESOLVED: That the Committee note the Corporate Risk Management Report.

12.

Future High Streets Programme: Funding Agreement pdf icon PDF 235 KB

That the Committee:

 

1.     Notes the progress on the development of the Future High Streets Fund Programme and the objectives for the Future High Street Programme as set out at paragraph 2.5; and

 

2.   Authorises the Deputy Director Governance to sign the Memorandum of Understanding with the Ministry for Housing, Communities and Local Government (MHCLG).

Additional documents:

Minutes:

Councillor Bayliss left the room and Councillor Stephen took the chair for this item.

 

The Committee considered a report on progress with the development of the Future High Streets Fund Programme. The Corporate Director – Finance and Resources presented the report and explained that it had been envisaged that, as is the case with other externally funded programmes, a complex funding agreement with extensive conditionality, milestones and output definitions would be required. However, it had emerged that the Government’s approach was more of a ‘light touch’ based upon a Memorandum of Understanding (MoU) and a Monitoring and Evaluation Framework. The proposed MoU was attached as an Appendix to the report, and the key principles were summarised.

 

In response to comments, it was explained that the MoU is a standard template document.

 

RESOLVED: That the Committee agree to:

 

1.    note the progress on the development of the Future High Streets Fund Programme and the objectives for the Future High Street Programme as set out at paragraph 2.5; and

 

2. authorise the Deputy Director Governance to sign the Memorandum of Understanding with the Ministry for Housing, Communities and Local Government.

13.

Future High Streets Programme: Acquisition of Scala Theatre and Public Realm Works pdf icon PDF 260 KB

That the Committee:

 

1.     Approves the acquisition of the Scala Theatre on the terms set out in the private report;

 

2.     Authorises the Managing Director and the Deputy Director Governance to progress a funding agreement with Worcestershire County Council in respect of public realm works; and

 

3.     Authorises the expenditure of £170,000 of Future High Street Fund Grant towards advanced survey and design work for public realm schemes.

Minutes:

The Committee considered a report seeking authority to progress two of the interventions in the Future High Streets Fund programme, namely the Scala Theatre and public realm. The Corporate Director – Finance and Resources presented the report and summarised the main points. The report set out the background to the proposed acquisitions. Heads of Terms had been agreed for the purchase of the former Scala Theatre as set out in the private report elsewhere on the agenda.

 

Committee Members expressed support for the proposals, which were in accordance with the Future High Street Fund programme and the City Plan.

 

It was recommended that the County Council is engaged as the delivery partner for the public realm works. This would require a funding agreement setting out the responsibilities of each party. The City Council, using FHSF grant monies, would therefore need to commit £170,000 to surveys and design work to enable the programme to progress.

 

RESOLVED: That the Committee agree to:

 

1.    approve the acquisition of the Scala Theatre on the terms set out in the private report;

 

2.    authorise the Managing Director and the Deputy Director Governance to progress a funding agreement with Worcestershire County Council in respect of public realm works; and

 

3.  authorise the expenditure of £170,000 of Future High Street Fund Grant towards advanced survey and design work for public realm schemes.

14.

Replacement of Wetside Floor Tiles at Perdiswell Leisure Centre pdf icon PDF 251 KB

 

That the Committee:

 

1.     Authorises the Corporate Director of Homes and Communities and Corporate Director Finance and Resources to procure contractors to replace the wetside floor tiles at Perdiswell Leisure Centre;

 

2.     Recommends to Council an amendment to the Capital programme of up to £182,100 to meet the costs of the capital works; and

 

3.     Notes that the potential loss of income to Freedom Leisure and the Council during the works closure period will be funded by the Council’s Income Contingency Reserve.

Minutes:

The Committee considered a report on the performance of the wetside tiles at Perdiswell Leisure Centre pool. The Corporate Director – Finance and Resources presented the report, which set out the background and the actions which have been taken to mitigate the risk of slips related to the tiles. It was suggested that these actions have now effectively been exhausted, or that to continue them will sustain an ongoing cost and cleaning burden the Council and Freedom Leisure which is not a good value solution. Therefore the preferred option now is to replace the floor tiles throughout the changing village and poolside areas with a product that has been recommended by Freedom Leisure and that has been tried and tested in situ at another similar facility. The Council would also ensure that the selection of tiles and their installation is delivered by suitably qualified independent professionals, with warranties given for advice and works completed.

 

The costs of replacing the tiles is estimated to be up to £154,000 plus a further £28,100 in consultants and cleaning fees, giving a total estimated capital cost of £182,100. An amendment to the capital programme is required.

 

The Deputy Director – Governance also advised the Committee and responded to questions. It was explained that there is no major safety concern, but the position has proved to be intolerable for customers and it was essential that proactive steps are taken to implement an appropriate long-term solution.

 

Legal advice on the Council’s prospects for recovery of its costs from third parties involved in the supply of the tiles was set out in the private appendix elsewhere in the agenda.

 

Officers responded to questions from Members. Following the discussion, Members concluded that, given the circumstances, the proposal was the most appropriate way forward.

 

RESOLVED: That the Committee agree to:

 

1.    authorise the Corporate Director of Homes and Communities and Corporate Director Finance and Resources to procure contractors to replace the wetside floor tiles at Perdiswell Leisure Centre;

 

2.    recommend to Council an amendment to the Capital programme of up to £182,100 to meet the costs of the capital works; and

 

3. note that the potential loss of income to Freedom Leisure and the Council during the works closure period will be funded by the Council’s Income Contingency Reserve.

15.

Appointments to Outside Bodies pdf icon PDF 196 KB

That the Committee confirm the appointments to outside bodies for 2021/22.

Additional documents:

Minutes:

The Committee considered nominations from Group Leaders for appointments to various outside bodies. A schedule setting out details of the nominations was shared at the meeting.

 

The Committee were advised that there were two appointment for which more nominations had been received than places available:

 

·         SWDP Joint Advisory Panel – Since the publication of the agenda Councillor Barnes had withdrawn her nomination and the number of nominees now aligned with the number of places.

 

·         Worcester Citizen’s Advice Bureau/WHABAC –Councillors Cleary, Denham and Lewing had all been nominated. A vote was taken and it was agreed to appoint Councillor Cleary.

 

All other appointments were agreed as per the schedule.

 

As part of the general discussion, the Leader stated that he will take the opportunity to look at whether future appointments can be made for longer than one year in order to provide greater continuity. There may also be cases where it is appropriate to consider expanding the number of City Council representatives.

 

RESOLVED: That the Committee confirm the appointments to outside bodies as set out in the schedule appended to the minutes.

16.

Any Other Business

Which in the opinion of the Chairman is of sufficient urgency as to warrant consideration.

Minutes:

None.

17.

Items Involving the Disclosure of Exempt Information

The Committee are invited to pass the following resolution:-

 

That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of information as defined in Schedule 12A of the said Act.

Minutes:

RESOLVED: That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of information as defined in Schedule 12A of the said Act.

18.

Future High Streets Fund: Acquisition of the Former Scala Theatre (Shipleys Amusement Centre)

To note the commercially sensitive information set out below in support of the Committee’s report on the acquisition of the former Scala Theatre.

Minutes:

The Committee noted the commercially sensitive information set out in support of the Committee’s report on the acquisition of the former Scala Theatre.

19.

Replacement of Wetside Floor Tiles at Perdiswell Leisure Centre

That the Committee notes the information set out in this private report, in support of the Committee’s public report on the replacement of wetside floor tiles at Perdiswell Leisure Centre.

Minutes:

The Committee noted the information set out in this private report, in support of the Committee’s public report on the replacement of wetside floor tiles at Perdiswell Leisure Centre.

20.

Appendix - Appointments to Outside Bodies

Minutes:

 

Organisation

Nomination

Term of Office

Age UK

Councillor Agar

1 Year

 

 

 

Amica 24 (formerly Worcestershire Telecare)

Councillor Lucy Hodgson

1 Year

 

 

 

Angel Centre Committee

Christine Cawthorne

Councillor Ditta

Councillor Riaz

1 Year

 

 

 

Arches Worcester Steering Group

Councillor Gregson

1 Year

 

 

 

Armchair Project (Management Committee)

Richard Boorn

1 Year

 

 

 

Comer Gardens Hall Association - Management Committee

Councillor Geraghty

Councillor Mitchell

1 Year

 

 

 

Conservation Advisory Panel

Councillor Bill Amos

Councillor Barnes

Councillor Lucy Hodgson

1 Year

 

 

 

Corporate Parenting Board

Councillor Johnson

1 Year

 

 

 

Cranstoun (Formerly Swanswell/Pathways to Recovery Worcestershire)

Councillor Hodges

1 Year

 

 

 

Disability Sport Worcester

 

Councillor Allcott (Councillor Lucy Hodgson alternate)

1 Year

 

 

 

Disablement Information Advice Line (D.I.A.L)

Vacant

1 Year

 

 

 

Elgar Foundation: Management Committee

Councillor Udall

1 Year

 

 

 

Fairfield Centre: Management Board

Councillor Cleary

Councillor Hodges

 

1 Year

 

 

 

Health Overview and Scrutiny Committee

Councillor Johnson

1 Year

 

 

 

Historic England

Councillor Griffiths

Councillor Lucy Hodgson

Councillor Lewing

1 Year

 

 

 

Hopmarket Charity

Councillor Barnes

Councillor Hodges

Councillor Lewing

Councillor Ditta

Councillor Hassan

Councillor Stephen Hodgson

Councillor Johnson

1 Year

 

 

 

 

(Independent Trustees terms expire in 2024 so no appointment required to those positions)

 

 

 

Local Government Association

General Assembly

Councillor Bayliss

Councillor Mitchell (Alternate)

1 Year

 

 

 

Lyppard Grange Community Hub

Councillor Lucy Hodgson

Councillor Stephen Hodgson

1 Year

 

 

 

Mayor’s Fund

The Mayor

Deputy Mayor

Councillor Agar

Mayor and Deputy Mayor Annually

4 years to 20.05.2025

 

 

 

 

PATROL Adjudication Joint Committee

Councillor Cronin

1 Year

 

 

 

Public Art Working Group

Councillor Allcott

Councillor Gregson

Councillor Lewing

Councillor Mrs Lucy Hodgson

1 Year

 

 

 

Riverside English Churches Housing Group:  Midlands Customer Focus Group

Councillor Stephen Hodgson

1 Year

 

 

 

St. Martin's United Charities

Councillor Denham

Councillor Carver

Councillor Stephen

3 years to 31.07.2024

3 years to 31.07.2024

Remainder of 3 years to 01.11.2022

 

 

 

St. Richard’s Hospice

(Governors)

Miss Brenda Sheridan

Councillor Roberts

 

1 Year

 

 

 

St. Swithun's Charities

Councillor Carver

4 years to 28.02.2025

 

 

 

Shopmobility: Management Committee

Vacancy

1 Year

 

 

 

South Worcestershire

Community Safety Partnership

Councillor Stanley

1 Year

 

 

 

SWDP Joint Advisory Panel

Councillor Agar

Councillor Allcott

Councillor Hassan

Councillor Mrs Lucy Hodgson

Councillor Stephen

 

1 Year

 

 

 

The Kiln CIC Board

Councillor Gregson

1 Year

 

 

 

Thomas Corbett Charity for the Visually Impaired

The Mayor

Councillor Denham

Mayor – Annually

4 years to 31.07.2025

 

 

 

 

Town Deal Board

Councillor Bayliss

Councillor Mitchell

1 Year

 

 

 

Transition Worcester

Councillor Lamb

Councillor Laurenson

Councillor Mitchell

1 Year

 

 

 

West Mercia Police and Crime Panel

Councillor Stanley

1 Year

 

 

 

West Midlands Reserve Forces and Cadets Association

Councillor Mitchell

1 Year

 

 

 

Worcester Action for Youth - Management Committee

Councillor Carver

Councillor Riaz

 

1 Year

 

 

 

Worcester Arts Council

Councillor Barnes

Councillor Bisset

Councillor Stephen Hodgson

George Squires

1 Year

 

 

 

Worcester BID Board

Councillor Lucy Hodgson

To 31 March 2022

 

 

 

Worcester Citizen’s Advice Bureau/ Worcester Housing and Benefits Advice Centre

Councillor Cleary

 

1 Year

 

 

 

Worcester City Dementia Action Alliance

Councillor Denham

1 Year

 

 

 

Worcester City Parish Relief in Need Charity

Paul Denham

4 years to 10.07.2025

 

 

 

 

Worcester Crematorium and Cemeteries Forum

Councillor Alan Amos

Councillor Bisset

Councillor Riaz

1 Year

 

 

 

Worcester Live: Management Committee

Councillor Lucy Hodgson

 

1 Year

 

 

 

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