Agenda and minutes

Resolved:-  That the minutes of the previous meeting of the Board held on 14^th September, 2005, be accepted as a true record.

There were no matters arising not covered on the agenda.

The following items are likely to be considered in the absence of the press and public as being exempt under those Paragraphs, indicated below, of Part 1 of Schedule 12A to the Local Government Act 1972:-

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 exempt information as defined in those Paragraphs, indicated below, of Part 1 of Schedule 12A to the Local Government Act 1972.

Manager, School Organisation Planning and Development to report.

-                  to consider a request for permission from the Authority to allow the construction of a new childcare/community facility in the grounds of Thurcroft Infant School which would necessitate a long-term lease of land.

(Exempt under Paragraph 9 of the Act – land and property)

Consideration was given to a report, presented by the Head of Asset Management, relating to the receipt of a written request from ThurcroftPre-school asking for permission to allow the construction of a new childcare/community facility in the grounds of ThurcroftInfant School.  It was reported that for funding to be secured the Pre-school group had to obtain ownership or a long term lease of land.

It was also reported that the Pre-school was already sited on the school grounds in a temporary classroom and would like to expand its provision.  The Pre-school group’s request was supported by the School Governing Body.

It was pointed out that the lease would be at an appropriate market rent.

Resolved:-  That subject to confirmation, within six months, that funding had been obtained by the Thurcroft Playgroup:-

(1)  a 50 year lease be granted to Thurcroft Playgroup at an open market rental, conditional upon the group obtaining funding for the project.

(2)  The Head of RIDO be requested to negotiate the terms of the lease.

(3)  The Head of Legal and Administrative Services complete the necessary documentation.

(Exempt under Paragraph 9 of the Act – land and property)

(The following item was considered later in the agenda.)

Assistant Valuer to report.

-                  to seek approval to dispose of this asset.

(Exempt under Paragraph 9 of the Act – land and property)

See Minute No

Trainee Valuer to report.

-                  to seek approval for appropriation of depot to Children & Young People Services.

(Exempt under Paragraph 9 of the Act – land and property)

Consideration was given to a report, presented by the Senior Estates Surveyor, seeking approval for the appropriation of the former building works depot to Children and Young Peoples’ Services.  It was reported that the site had been declared surplus to the requirements of Culture, Leisure and Lifelong Learning.

A brief background to the previous uses of the site was given.

Details of the current lease agreement with Greasbrough, Munsbrough, Rockingham and Wingfield Partnership (GMRWP) and usage of the site by the local comprehensive school for alternative curriculum activities were set out in the report.

It was pointed out that the proposal would support the principles of sustainability by promoting the re-use of a previously used premise and improving the learning, skills and job opportunities of local people.  However, the gross capital receipt would not be achieved if appropriation was approved.

It was also brought to the attention of the Board that Neighbourhood Wardens used the site to park their vehicles and this needed to be taken into consideration.

Resolved:-   (1)  That the surrender of the lease by GMRW be accepted upon terms to be agreed by the Head of Asset Management Service.

(2)       That a licence to occupy part of the premises for storage purposes is granted to GMRW upon terms to be agreed by the Head of Asset Management Service.

(3)       That the appropriation of the former building works depot off Main Street, Greasbrough from Culture, Leisure and Lifelong Learning to Children and Young Peoples’ Services at a value of £90,000 be approved.

(4)       That the Head of Legal and Democratic Services completes the necessary documentation.

(5)       That the Head of Corporate Finance arranges the appropriate budgetary adjustments.

(Exempt under Paragraph 9 of the Act – land and property)

Trainee Valuer to report.

-         to seek approval to sell the asset.

(Exempt under Paragraph 9 of the Act – land and property)

Consideration was given to a report, presented by the Senior Estates Surveyor, seeking approval for the disposal of a 94 sq metres of land, currently subject to a lease to Yorkshire Electricity on which an electricity substation had been constructed.

It was reported that Yorkshire Electricity had asked the Council to sell its freehold interest in the land.

Resolved:-  (1) That approval be given to dispose of the asset.

(2)       That the Head of Rotherham Investment & Development Office negotiates the disposal on the basis of a special purchaser sale as described in the report.

(3)       That the Head of Legal & Democratic Services completes the necessary documentation.

(Exempt under Paragraph 9 of the Act – land and property)

Trainee Valuer to report.

-                  to seek approval for the granting of an easement.

(Exempt under Paragraph 9 of the Act – land and property)

Consideration was given to a report, presented by the Senior Estates Surveyor, seeking approval for the granting of an easement under a 440 sq metres area of land at the above location, illustrated on the accompanying plan.

It was reported that the developer of the nearby residential estate had at the time of the development failed to apply for an easement and was now enquiring into the possibility of the Council granting an easement over this land to enable the drains to be adopted by Severn Trent Water Authority.

It was noted that the land was currently administered by Culture, Leisure and Lifelong Learning and used as public open space.

Resolved:- (1)  That approval be given to the granting of an easement as set out in the report.

(2)  That the Head of Rotherham Investment & Development Office negotiates the terms of the easement.

(3)  That the Head of Legal & Democratic Services completes the necessary documentation.

(Exempt under Paragraph 9 of the Act – land and property)

Valuation Manager to report.

-                  to report the result of an auction sale.

(Exempt under Paragraphs 8 and 9 of the Act – finance/land and property)

Consideration was given to a report, presented by the Valuation Manager, relating to the outcome of an auction of surplus assets.

Details of the four assets that were successfully sold were given in the report, together with the capital receipt which the sale realised.

Resolved:-  That the report be noted.

(Exempt under Paragraph 9 of the Act – land and property)

Facilities Manager to report.

-         to advise the Board of a proposal to take additional office accommodation in the south of the Borough for Adult Services within Social Services and to secure capital and revenue funding.

(Exempt under Paragraphs 8 and 9 of the Act – finance/land and property)

Consideration was given to a report, presented by the Head of Asset Management and the Head of Adult Services, relating to a proposal to take additional office accommodation in the south of the Borough for Adult Services within Social Services and to secure capital and revenue funding.

Reference was made to the restructuring of the infrastructure of the Domiciliary Care Service to comply with C.S.C.I. and to the location of accommodation in the south of the Borough.  Reference was also made to health and safety issues in respect of current accommodation which necessitated alternative provision to be made.

A comprehensive survey of all properties in the south of the Borough had identified suitable accommodation at the Waterside Development, Dinnington.

The Executive Director, Economic and Development Services, explained that the capital required was already allocated with the 2005/2006 programme. 

Resolved:-   (1)  That the Regeneration and Asset Board agree to take a lease for 5 years at Waterside, Dinnington on terms to be agreed by the Head of Asset Management service.

(2)  That the Head of Legal & Democratic services be authorised to complete the legal documentation.

(3)  That the Regeneration and Asset Board recommend to Cabinet and Council the

allocation of capital expenditure in the sum of £50,000 from the 2005/2006 programme, and that £47,000 revenue costs form part of the bid by Social Services to the revenue contingency fund for office accommodation resources in the first year, with a recurring revenue cost of £60,000 p.a. in order to maintain service to Vulnerable Adults of Rotherham in the South of the Borough.

(Exempt under Paragraphs 8 and 9 of the Act – expenditure/land and property)

Economic Strategy Manager to report.

-                  to inform Members of recent developments in the Single Pot funding.

(Exempt under Paragraph 8 of the Act – finance)

Further to Minute No. 38 of the meeting of the Regeneration and Asset Board held on 10^th August, 2005, consideration was given to a report, presented by the Head of Rotherham Investment and Development Office, relating to recent developments in the Single Pot funding of the Renaissance Market Town (RMT) programme by Yorkshire Forward.

Consideration was also given to whether to proceed with the submission of the three proposed Rotherham Settlements (Throapham/Dinnington/North and South Anston; Wales/Kiveton Park and Wath upon Dearne).

Yorkshire Forward’s response to the request to replace Throapham with Thurcroft in the first ranked Dinnington Cluster was also reported.  Yorkshire Forward had stated that it was not possible as through their categorisation process Thurcroft was identified as a “stand alone settlement within urban hinterland” and as such was not eligible for support through RMT which was a rural programme.

Details were given in the report of the current SRIP allocation agreed by the Local Strategic Partnership in September, 2005, compared with the original allocations.  It was pointed out that further funding would now be required to support previously sub-regional activities from within the Rotherham working total.

Members expressed concern about the further money required to pay consultants with no guaranteed outcome.  It was also pointed out that the Council considered rural renaissance to be important as well as urban.

Resolved:-  (1)  That the submission of the three designated areas for inclusion in the RMT programme be not proceeded with.

(2)  That the reasons that Thurcroft could not be included within the RMT programme be noted and a fuller explanation be provided separately for the Cabinet Member, Lifelong Learning, Culture and Leisure.

(Exempt under Paragraph 8 of the Act – expenditure/funding)

Implementation Team Leader to report.

-         to update Members on the progress made with tender assessment and to obtain approval for the Council to appoint the recommended preferred developer. 

(Exempt under Paragraphs 8 and 9 of the Act – finance/land and property)

Consideration was given to a report, presented by the Implementation Team Manager, relating to the significant progress that had been made with the assessment of developers’ tender proposals for the Westgate Demonstrator Project.

Members’ attention was drawn to the technical assessment, evaluation process, interviews undertaken and resultant scoring.  This process had resulted in three short-listed developers being identified.

Consideration was therefore given to the appointment of a preferred developer, and the identification of two reserve developers.

Reference was made to the proposed Development Agreement and the need now to change the procurement process from restricted to non-advertised negotiated status.  This had been confirmed as acceptable under OJEU regulations by the Council’s legal consultants, Irwin Mitchell.

Members asked whether there was a communications strategy with businesses.  The proposed marketing and already established methods of communication were outlined.

Reference was also made to CPO requirements and the release of sites, together with the formulation of a Tenant Decant Strategy.

Resolved:-  (1)  That, subject to endorsement by the Cabinet, approval be given to the appointment of  Iliad with Royal Bank of Scotland as the preferred development partner, and Bio-regional Quintain and CTP with City Lofts as reserve partners.

(2)       That the Executive Director for Economic & Development Services be authorised to confirm that the Development Agreement and any conditions proposed as part of the Development Agreement are acceptable.

(3)       That progress on the preparation of the development agreement, enabling works and tenant decant matters, be noted.

(4)  That the procurement process be evolved from a restricted procedure to a non-advertised negotiated procedure, to enable more detailed discussions to take place with the preferred bidder.

(5)  That the Cabinet be provided with regular updates.

(6)  That a further report be submitted to the Board once the Development Agreement had been signed and a Seminar for all Members of the Council be arranged.

(7)  That the congratulations of the Board be conveyed to all members of the Team for their excellent collaborative work on this project to date.

(Exempt under Paragraphs 8 and 9 of the Act – expenditure/land and property)

Partnership Implementation Officer to report.

-         to consider the principle of the potential future disposal of the Business Incubation Centre proposed to be built at Magna to UK Steel Enterprise at less than construction cost.

(Exempt under Paragraph 9 of the Act – land and property)

This item was withdrawn.

Development Surveyor to report.

-         to consider a proposal that the Council and the Magna Trust exchange land at Templeborough to produce a Business Incubation Centre site for the Council and to rationalise Magna Trust’s land ownership.

(Exempt under Paragraph 9 of the Act – land and property)

Please note:  Appendix 2 will be available at the meeting.

Consideration was given to a report, presented by the Development Surveyor, relating a proposed exchange of land at Templeborough between the Council and the Magna Trust, to produce a Business Incubation Centre site for the Council and to rationalise Magna Trust’s land ownership.

The areas of land under consideration were illustrated on the accompanying plan.

It was explained that the proposal was a swap of equal areas at equal values and should result in a nil transaction.  However there were issues regarding abnormal cost in respect of ground works and possible clawback by the original funders, English Partnerships.

Resolved:-  That the proposed land exchange, as now reported and illustrated on the accompanying plan, be approved.

(Exempt under Paragraph 9 of the Act – land and property)

Green Spaces Manager to report.

-                  to request that the Regeneration & Asset Board supports the allocation of funds from Capital Programme to allow works at Thrybergh and other Council-owned reservoirs in compliance with statutory obligations.

(Exemptunder Paragraphs 8 and 9 of the Act – expenditure/land and property)

Consideration was given to a report, presented by the Executive Director, Economic and Development Services and the Greenspaces Manager, relating to the need for financial provision for the implementation of an action plan, which was a statutory requirement under the terms of the Reservoirs Act 1975.

Following inspection visits to Thrybergh, Ulley, Firsby and Rother Valley carried out in 2004, the Inspector expressed concern about the presence of a high pressure water main, operated by Yorkshire Water, which was routed through the dam at Thrybergh.

It was reported that the Inspector had re-visited the site and a programme of one-off and regular tasks had been identified to assess and minimise risks associated with all reservoirs owned by the Council, and this included major work to deal with the risk posed by the water main.

Estimates of the cost of the works, detailed in the appendix to the report, were given, and it was pointed out that there was a shortfall of £90,000 for which approval was sought to make a bid to the capital programme.

Resolved:-  (1)  That the Board supports the allocation of funds from the Capital Programme to allow works at Thrybergh and other Council owned reservoirs in compliance with statutory obligations.

(2)  That Cabinet be asked to endorse the allocation of the necessary funds.

(Exempt under Paragraphs 8 and 9 of the Act – expenditure/land and property)

(Councillor Wyatt declared a personal and prejudicial interest in the following item and vacated the Chair and left the meeting.)

Councillor Robinson assumed the Chair for consideration of the following item:-

(Councillor Robinson in the Chair)

Consideration was given to a report, presented by the Head of Asset Management, seeking approval for the disposal of a 0.1428 hectares area of land, defined on the accompanying plan, at Golden Smithies Lane, Swinton.

The land had been declared surplus to the requirements of the Education, Culture and Leisure Services programme area.  It was pointed out that the land was designated for residential use in the Unitary Development Plan.  However it could not be developed in isolation and therefore the Council’s land had ransom value as it would open up an adjacent area of land, owned by Sheffield Diocese, for development.

Members debated the alternative options by which the adjacent land could be accessed and referred to the planning process and the current guidance on greenfield development.

Resolved:-  That the Head of Rotherham Investment and Development Office be authorised to negotiate with the developer and submit a further report to the Board on the detailed terms and conditions of any proposed disposal before a final decision is made.

(Exempt under Paragraph 9 of the Act – land and property)

(NB:  the above minute was the subject of a Call-in and was debated at the meeting of the Performance and Scrutiny Overview Committee held on 4^th November, 2005)

The Executive Director, Economic and Development Services, reported on the latest developments in respect of the above site.

(Exempt under Paragraph 9 of the Act – land and property)