Agenda and minutes

Resolved:-  That the minutes of the previous meeting of the Board held on 9^th November, 2005, be accepted as a correct record.

There were no matters arising not covered on the agenda.

Economic Strategy Manager to report.

-                  to update Members on the first eighteen months of the Regeneration Plan and current work to review its content.

Consideration was given to a report, presented by the Head of Rotherham Investment and Development Office/Economic Strategy Manager, relating to progress to date since the publication of the Council’s Regeneration Plan eighteen months ago.

Members’ attention was referred to Appendix A of the report which set out the performance of the Plan against a range of Performance Indicators, and to Appendix B which identified actions, projects and activities undertaken to deliver against the five key priorities.

The Head of Rotherham Investment and Development Office highlighted specific key areas for Members to note including:-

-                   achievement of two Beacon Council Awards

-                   development of the BrookfieldPark site

-                   setting up of Rotherham Enterprise Network

-                   BME Forum

-                   Youth Enterprise

-                   Century, Brampton and Moorgate Crofts Business Centres

-                   Jobmatch

-                   Rotherham ConstructionAcademy

-                   Westgate Demonstrator

-                   Gateway Plan

It was noted that the results of this work would be used to determine what changes, refinements, deletions and additions needed to be made to the Plan for the mid-term review.  The plan would also be modified to take account of the Corporate Plan and Neighbourhood Renewal Strategy and the Performance Indicators would be reviewed to incorporate new national PI’s.

Resolved:-  (1)  That current work on the mid term review of the Plan, and progress to date on delivering the Plan’s Performance Indicators and Key Actions, be noted and endorsed.

(2)  That a further report be submitted to the Board when the review is complete.

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.

Development Surveyor to report.

-         to consider a list of properties to be acquired by the Council.

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

Consideration was given to a report, presented by the Development Surveyor, relating to parcels and areas of land in the Town Centre that were considered to be of strategic importance to the Renaissance programme and the Housing Market Renewal Pathfinder.

The Appendix to the report, and accompanying plan, identified individual properties.

It was emphasised that in order to save time and money there was a need to ensure that pre-development archaeological surveys were carried out.

Members asked about the estimated total cost, and noted that the Housing Market Renewal Pathfinder monies that had been allocated had not been maximised and this would have implications for year two bids.

It was noted that the Council would initially have to fund any acquisition and claim back the purchase price plus costs from Transform South Yorkshire and where applicable from Yorkshire Forward’s Sub-regional Investment Plan funds.

Resolved:-  (1)  That the list of properties referred to in the report now submitted be approved.

(2)  That the appropriate officers be authorised to open negotiations with owners and report back agreed terms as applicable.

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

Development Surveyor to report.

-         to consider a list of properties to be acquired by the Council.

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

Consideration was given to a report, presented by the Development Surveyor, detailing parcels and areas of land in the Peripheral Area Development Framework areas that were considered to be of strategic importance to the Housing Market Renewal Pathfinder Initiative.

A list of the identified properties in each of the four ADF’s was appended to the report.

It was noted that the Council would initially have to fund any acquisition and claim back the purchase price plus costs from Transform South Yorkshire and where applicable Yorkshire Forward’s Sub-regional Investment Plan funds.  The amount of available funding was reported.

Resolved:-  (1)  That approval be given to the list of properties referred to in the report now submitted.

(2)  That appropriate officers be authorised to open negotiations with owners and report back agreed terms as applicable.

(3)  That the Cabinet Member for Economic Regeneration and Development Services and the Cabinet Member for Neighbourhoods be kept up to date on progress.

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

Strategic Property Manager to report.

-                  to consider the land disposal.

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

Consideration was given to a report, presented by the Strategic Property Manager, relating to a request to dispose of a 0.43 acres area of land to the rear of 116 Thorpe Street, Thorpe Hesley, that had been declared surplus to the requirements of Culture and Leisure Services.

It was noted that the site was currently used as a playground.  However this was in a poor state of repair and considered by the Greenspaces Manager to be in an inappropriate location.  It was proposed that sufficient funds from the sale could be ring fenced to allow for the provision of replacement play facilities at Barnsley Road.

Members were informed that it was possible that some form of residential development may be acceptable in principle and that a better return could be achieved by entering into negotiations with the Diocese of Sheffield which owned adjoining land.  Members were also asked to consider the proposal to ringfence an amount of £35,000 from the anticipated receipt for the provision of replacement play facilities.

Resolved:-  (1)  That approval be given to the disposal of the asset, as illustrated on the accompanying plan, on the basis that the sum of £35,000 be ringfenced for replacement play facilities from the proceeds of the sale.

(2)  That the Head of Rotherham Investment and Development Office negotiate with the Diocese of Sheffield and markets the site on the basis set out in the report now submitted.

(3)  That the Head of Legal and Democratic Services complete the necessary documentation.

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

Strategic Property Manager to report.

-                  to inform Members of the revision to capital receipts.

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

Consideration was given to a report, presented by the Strategic Property Manager, updating the Board of changes to the forecast of capital receipts accruing to the General Fund resulting in a revision of the Council’s capital programme.

The changes that had been made to the programme were highlighted.  The current position in respect of the following was reported:-

(i)         major capital receipts last reported as programmed for 2005/2006:-

Apollo Street, Rawmarsh

Brookfield Park, Manvers

Byford Road, Maltby

Dalton Depot

Dalton Lane (Saville Street), Dalton

Daneshill, Moorgate

Flash Lane, Bramley

Greenland Plantation, Maltby (Muddies)

Kiveton Park Depot

Midland Road, Kimberworth

Undergate Road, Dinnington – Leisure Site

Undergate Road, Dinnington –Site 2

Zamor Crescent

(ii)        major capital receipts last reported as programmed for 2006/2007:-

Brookfield Park, Manvers

Fenton Road/Henley Lane

Munsbrough Lane, Greasbrough

Thorpe Hesley Development

Undergate Road, Dinnington – Island Site

It was pointed out that the major issue for many of the sites was PPG 3 policy, and there was a need to work closely with Planning Services, and in respect of the Local Development Framework proposals.  Members also emphasised the need to adhere to the Council’s policy on affordable housing.

Appendix 1 to the report detailed the forecasted capital receipts, together with amounts expected to the General Fund and to the Housing Revenue Account.  The risk factor was also identified for each asset.

Resolved:-  (1)  That the current position be noted.

(2)  That the Head of Rotherham Investment and Development Office in consultation with the Head of Planning and Transportation reports monthly to the Board on the progress of the major land and property transactions.

(3)  That the Valuation Manager submit a report to the January 2006 meeting of this Board in respect of issues arising from the length of time between the developer signing a conditional contract, and completion taking place.  In particular, whether a revaluation should be undertaken, where this period becomes protracted, as has been the case with the Flash Lane disposal.

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

Strategic Property Manager to report.

-                  to seek approval to see the asset.

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

Consideration was given to a report, presented by the Strategic Property Manager, relating to a proposal to dispose of 0.08 acres of land, illustrated on the plan appended to the report, which was an area of public open space designated as urban greenspace in the Unitary Development Plan.  It was reported that this site had been declared surplus to the requirements of Neighbourhood Services.

It was reported that the site to the south of this land was sold by the Council in 1990 for the construction of a medical centre and car park to serve the local community and that the owners of the centre had enquired to purchase this land to construct consulting/examination rooms, a chemist and additional parking areas.

It was also reported that there were no objections to the proposal from Culture and Leisure Services or from Planning and Transportation.

Resolved:-  (1)  That, providing planning permission for the development was obtained, approval be given to sell the above asset on the basis described in the report submitted.

(2)  That the Head of Rotherham Investment and Development Office negotiate the terms of the disposal.

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

Strategic Property Manager 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 Strategic Property Manager, relating to the proposed disposal of two plots of land adjacent to Nos. 44 and 45 Shelley Drive, Herringthorpe, which were illustrated on the plan accompanying the report.

It was pointed out that the plots were currently open grassed areas which were maintained by the Council.  

Reference was made to the existing covenant which prevented development.  However it was reported that the owners of Nos. 44 and 50 had expressed an interest in purchasing half of Plot A each to extend their garden cartilage, and the Coal Authority had been asked if it would be willing to lift the restrictive covenant and permit garden use.  It was reported that the Coal Authority had indicated that if would vary the restriction to enable the land to be used for garden purposes and the erection of temporary structures.

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

(2)  That the Head of Rotherham Investment and Development Office negotiate a new agreement with the Coal Authority to incorporate the variation to the restrictive covenant.

(3)  That the Head of Rotherham Investment and Development Office negotiate the disposal on the basis described in the report submitted.

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

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

Implementation Team Leader to report.

-                  to update Members on progress and to obtain approval to a number of key actions that now need to be taken to move the WDP scheme further forward.

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

Consideration was given to a report, presented by the Development Surveyor, relating to the progress made since the appointment of a Preferred Developer and seeking approval to various key actions to take the Demonstrator project forward.

Members were asked to consider the following issues:-

• Procurement of a Landscape Architect:- it was reported that a design competition had been held with a four week period for tender submission.  The submissions would be assessed by a Panel who would recommend a preferred landscape architect.

• Tenant Decant Strategy:-  it was reported that the Preferred Developer had met with the tenants.  A schedule of the legal interests and valuations was being compiled, together with the anticipated costs of relocation.

• Development of Site 5 (Domine Lane car park):-  it was reported that the Preferred Developer had asked to bring forward a second building on Site 5, and it was noted that this would be more cost effective.

• Funding of developer costs:-  details of the funding application made to Transform South Yorkshire were explained.

• Design Fees:-  consideration was given to a request to underwrite approximately £210,000 of the Developer’s design fees ahead of approval of the variation requested of Transform South Yorkshire  to cover these costs.

Resolved:-  (1)  That it be noted that the procurement process remains a restricted procedure and will not now change to a non advertised negotiated procedure.

(2)  That the process and criteria for selecting a landscape architect, as outlined, be noted, and the responsibility for approving the selection of a landscape architect be delegated to the Cabinet Member for Economic Regeneration and Development Services.

(3)  That the progress with tenant decant matters be noted and, subject to the views of the Head of Legal and Democratic Services, approval be given to tenants being made aware that the Council is prepared to undertake Compulsory Purchase action in respect of interests in Imperial and All Saints Building as a fallback position should negotiation of interests prove unsuccessful.

(4)  That it be noted that the design work for the development of Site 5 was to commence early in 2006 and the responsibility for approving the design brief be delegated to the Cabinet Member for Economic Regeneration and Development Services.

(5)  That the progress with the public funding arrangements be noted and approval be given to the proposal to temporarily underwrite the developers design fees up until 31^st December 2005 when a variation in the funding agreement with Transform South Yorkshire is anticipated to be agreed.

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

Transportation Unit Manager to report.

-                  to inform members of the appraisal report findings with recommendations for further railway station work.

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

Consideration was given to a report, presented by the Project Officer, relating to a study commissioned by the Council and South Yorkshire Passenger Transport Executive to appraise improvements to the principal town centre public transport facilities and Multi Storey Car Park.

The initial options identified by the study were set out in the report.

It was noted that the study focussed on the following three elements:-

• Rotherham Central Railway Station:-  possible full redevelopment or refurbishment –noting the cost of these proposals
• Rotherham Transport Interchange Multi Storey Car Park:-  structural survey and options for redevelopment
• Rotherham Transport Interchange Bus and Coach Station:-  options included extension, reconstruction or redevelopment as a combined transport facility elsewhere

Members noted the implications for the delivery of the Rotherham Renaissance Charter, the practicalities involved with some of the options, together with the estimated costs.

Resolved:-  (1)  That the information contained in the report be noted.

(2)  That further feasibility work to develop the findings of the options report, subject to funding, be procured through the South Yorkshire Passenger Transport Executive. Framework contract.

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

Head of Asset Management to report.

-         to request the release of funding for the development of this Centre.

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

Further to Minute No. 22 and Minute No. 47 of meetings of the Regeneration and Asset Board held on 14^th September and 19^th October, 2005 respectively, consideration was given to a report, presented by the Project Manager, relating to the progress of the development work to provide a Customer Service Centre within the existing Aged Persons’ Centre on the civic site.

It was reported that work was currently being undertaken at the Civic Centre to bring it up to the required standard and that the phased works had been extended by three weeks due to the need to gain access via the main entrance.

It was also reported that it was anticipated that the Customer Service Centre would be completed and operational by June, 2006.

Resolved:-  (1)  That approval be given to the implementation of the second phase of the project i.e. the upgrading and alterations to the Swinton Aged Persons Centre, to create a Customer Service Centre.

(2)  That Cabinet be asked to approve expenditure of up to £1,500,000 for the design and construction of the Swinton Customer Service Centre.

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

(The Chairman authorised consideration of the following items as a matter of urgency in order to progress the issue referred to.)

-                  to update Members on the current position

(Exempt under Paragraph 9 of the Act – terms to be negotiated/land and property)

Further to Minute No. 25 and Minute No.  44 of meetings of the Regeneration and Asset Board held on 13^th July and 14^th September, 2005 respectively, consideration was given to a report, presented by the Business Manager, Leisure and Green Spaces and the Council’s Solicitor, detailing the current position in respect of the draft lease of part of Herringthorpe Playing Fields to Rotherham Rugby Club.

It was reported that the first draft of the lease had been sent to the Rugby Club’s solicitors on 5^th September, 2005 and the last communication from the Club’s solicitors confirmed that they were waiting for their client’s instructions.

The report outlined actions that had been taken to make progress on this issue.  Details were also given of two recent telephone calls which indicated that there were items within the draft which the Club wished to discuss further.

It was pointed out that the Club had agreed to pay the Council’s legal and surveyor’s costs that some costs had already been incurred.  The Club’s solicitors have still not provided the undertaking to pay these costs.

Members commented on the length of time this was taking and suggested that a timetable be now set for receipt of a substantive response from the Club.  It was also pointed out that this delay had implications for Culture and Leisure Services as there were other proposals for the Playing Fields which needed to be started.

Officers were advised to make contact with Councillor License who was the Council’s representative on the Rugby Club Board.

Resolved:-  (1)  That the current progress be noted and the report received.

(2)  That the Club be requested to provide a substantive response within one month.

(3)  That an update be given to the Council’s representative on the Rugby Club Board.

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