Agenda and minutes

Resolved:-  That the minutes of the previous meeting of the Board held on 22^nd February, 2006, be accepted as a correct record.

There were no issues raised not covered by the agenda items.

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 Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 (information relating to the financial or business affairs of any particular person (including the Council)).

Further to Minute No. 129 of the meeting of the Board held on 22^nd February, 2006, the Board received a presentation from the Design Consultancy Manager about the development of the Breathing Space initiative, which was a national pilot aim at providing rehabilitation and respite care for people with breathing difficulties.

The project was based at the Badsley Moor Lane site and had been developed for the PCT by Rotherham Construction Partnership.

An outline was given of the funding arrangements.

Slides illustrated the design of the building, its interior and the various technologies being employed re:  heating, ventilation, materials used etc.  It was noted that the design would enable a change of use in the future if necessary

Resolved:-  (1)  That the Design Consultancy Manager be thanked for the presentation.

(2)  That the value of this project for Rotherham and South Yorkshire be noted.

Strategic Property Manager to report.

-         to provide an update on changes to the forecast of capital receipts.

(Exempt under Paragraph 3 of the Act – information relating to the financial or business affairs of any particular person (including the Council))

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.

Reference was made to the following three significant sales that had been deleted from the 2005/2006 list:-

• Flash Lane
• Daneshill
• Dalton Depot

An update was given on the current position regarding the sale of Daneshill.

Members commended the work that had been done to achieve capital assets for the Council.

Resolved:-  (1)  That the position on the current status of the capital programme be noted.

(2)  That, in respect of Daneshill, the present offer from Persimmon Homes be not accepted, and the property be placed back on the market, if possible by auction scheduled for 18^th May, 2006.

Valuation Manager to report.

-                  to note the report.

(Exempt under Paragraph 3 of the Act – information relating to the financial or business affairs of any particular person (including the Council))

Consideration was given to a report, presented by the Valuation Manager, detailing the successful sale at auction of three assets that had been declared surplus to requirements, together with the total capital receipt achieved.

Resolved:-  That the report be received.

Development Surveyor to report.

-         to update the Board.

(Exempt under Paragraph 3 of the Act – information relating to the financial or business affairs of any particular person (including the Council))

Consideration was given to a report, presented by the Development Surveyor, updating the Board of the current position regarding major land transactions throughout the Borough.

Updates on the following were detailed in the report:-

• Zamor Crescent, Thurcroft
• Phase III Brookfields Park
• Manvers West - Express Parks
• Lakeside South – Limes Developments
• Thorpe Hesley
• Greenlands Plantation, Maltby
• Dalton Depot
• Kiveton Park Depot

Resolved:-  (1)  That the position on the current status of land sales be noted.

(2)  That a report in respect of Greenlands Plantation be submitted to a future meeting of the Board.

Senior Economic Development Officer to report.

-                  to inform the Board of a decision regarding an approval from the Rotherham Economic Regeneration Fund to support the proposed refurbishment and conversion works at the Council (RIDO) operated Brampton Business Centre.

(Exempt under Paragraph 3 of the Act – information relating to the financial or business affairs of any particular person (including the Council))

Further to Minute No.  205 of the meeting of the Cabinet Member for Economic Regeneration and Development Services held on 20^th February, 2006, consideration was given to a report, presented by the Senior Economic Strategy Officer (RIDO), informing the Board of an approval from the Rotherham Economic Regeneration Fund to support the freehold acquisition, proposed refurbishment and conversion work, and expansion of the Council (RIDO) operated Brampton Business Centre.

It was also reported that funding from the Prudential Borrowing fund had been approved by Cabinet to acquire the property and to carry out capital works to the premises (Minute No. 224 of the meeting of the Cabinet held on 25^th January, 2006).

The refurbishment of the Centre would provide additional business space and would be operated on a break even basis.

Resolved:  That the report be received.

Principal Project Officer to report.

-         to consider responsibility for the future maintenance of landscape area

(Exempt under Paragraph 3 of the Act – information relating to the financial or business affairs of any particular person (including the Council))

Consideration was given to a report, presented by the Principal Project Officer, relating to the creation of a high quality landscape, including public open space, for the proposed development within the northern area of Brookfields Park.

It was reported that the scheme which had been designed and tendered for, included provision for five years aftercare, details of which, together with the funding arrangements, were set out in the report.

The report also detailed two options that had been investigated for the future maintenance and management of the completed landscaped area, together with estimated costs and funding implications of each option.

It was pointed out, that should the Council retain responsibility for the maintenance and aftercare, the funding for the maintenance costs would need to be allocated to the annual Grounds Maintenance budget.  Details of the annual cost, together with estimates for 5, 15 and 25 years were given in the report.

Members discussed the two options and referred to the increasing annual costs of grounds maintenance nationally.  Members asked that further options be explored, together with a more detailed comparison of the costs in order to assess the extent of the future commitment.

Resolved:-  (1)  That the submission of the CP1 for the implementation of the landscape scheme for the northern part of the Brookfields Park (Plant Site), Manvers, be noted.

(2)  That a further report be submitted detailing any other options, together with further details regarding funding.

Development Surveyor to report.

-                  to update on land disposal.

(Exempt under Paragraph 3 of the Act – information relating to the financial or business affairs of any particular person (including the Council))

Consideration was given to a report, presented by the Development Surveyor, relating to the progress of the disposal by tender of Phase III of the Moorgate Crofts Development Site for the construction of bespoke office accommodation to support business growth.

Details of the tender assessment exercise and the Preferred Developer selection process were set out in the report.

It was pointed out that the process had focussed on deliverability and quality and in particular the ability to meet the Objective 1 requirement for a start on site date of September 2006.

It was confirmed that the capital receipt would be subject to Objective 1 and Yorkshire Forward and SRB6 Clawback.

Members commented on the lack of car parking provision and it was pointed out that discussions would take place with the developer regarding transport plans.

Resolved:-  (1)  That the selection of Horbury Estates Limited, as the Preferred Developer for the construction of the Grow on Space, be approved.

(2)  That approval be given to the disposal of 0.47 hectares of land to Horbury Estates Limited on the terms outlined in the report, subject to receipt of Objective 1 gap funding.

Project Manager to report.

-                  to report progress.

(Exempt under Paragraph 3 of the Act – information relating to the financial or business affairs of any particular person (including the Council))

Further to Minute No. 21 of the meeting of the Regeneration and Asset Board held on 13^th July, 2005, consideration was given to a report, presented by the Project Manager, detailing the progress on the development of the strategy for the refurbishment of Grove Road, 2^nd Floor, the north east (Moorgate) end of the 1^st floor, the south east end of the ground floor, the reception and staircase.

It was reported that there had been a fundamental restructuring of Financial Services and consequently this had created the need for additional requirements at Grove Road and the use of other office accommodation.  The result of this was that further funding was required for the removal of the obsolete reception, the refurbishment of the staircase and the remainder of the ground floor.  Details of the additional costs were set out in the report.

It was noted that the anticipated timescale for the works was five months starting in April 2006.

Resolved:-  That approval be given to the proposed additions to the scheme and it be recommend to Cabinet that a further £360,000, bringing the revised total to £680,000, be made available from the Council’s Capital Programme.

Asset Manager to report.

-                  to outline a programme for maintenance capital investment block.

(Exempt under Paragraph 3 of the Act – information relating to the financial or business affairs of any particular person (including the Council))

Consideration was given to a report, presented by the Head of Asset Management, outlining a programme for the maintenance capital investment block of the Capital Programme 2006-2011.

Consideration was given to the Appendices to the report which set out projects that had been scored A, B and C, together with proposed allocations for the next five years.

Members discussed the merits of the various projects listed and the priority order and made particular reference to the following:-

• Street lighting, highway services, drainage, verge hardening etc
• Civic Theatre
• Clifton Museum
• Treefield Resource Centre
• Eric Manns Building

(Councillor Ellis wished her vote against the following resolution to be recorded.)

Resolved:-  That the projects listed A and B in the programme for the maintenance capital investment block of the Capital Programme 2006-2011 be approved.

Asset Manager to report.

-                  to outline a programme for projects under £300,000 in the Strategic Capital Investment Block.

(Exempt under Paragraph 3 of the Act – information relating to the financial or business affairs of any particular person (including the Council))

Consideration was given to a report, presented by the Asset Manager, outlining a programme for the projects under £300,000 in the strategic capital investment block of the Capital Programme 2006-2011.

Members were referred to Appendix 1 to the report and in particular the following:-

• ICT bid for extra equipment
• Addison Day Centre
• Urban Parks
• Salt Barn

Members requested more detailed information in respect of the proposed project to construct a Salt Barn.

Resolved:- (1)  That approval be given to priorities ‘A’ and ‘B’ projects, under £300,000, for inclusion in the strategic capital investment block of the Capital Programme 2006 to 2011.

(2)      That approval be given to the principle that the remaining £551,667 of the £1,500,000 2006/07 allocation is not allocated at the current time and reserved for priorities to be identified and subsequently agreed by the Regeneration and Asset Board.

(3)  That a further report be submitted to a future meeting detailing the environmental, health and safety aspects of the proposal to construct a Salt Barn.

Head of RiDO to report.

-         to report on the proposals.

(Exempt under Paragraph 3 of the Act – information relating to the financial or business affairs of any particular person (including the Council))

Further to Minute No. 153 of the meeting of the Cabinet Member for Economic Regeneration and Development Services held on 19^th December, 2005, consideration was given to a report, presented by the Town Centre and Markets Manager, setting out details of an approach that had been received from a national organisation to enter into a tri-partite agreement for the future operation of the Big Screen.

The report detailed three options for consideration summarised as follow:-

Option 1: Terminate current agreement with supplier and return screen

Option 2: Continue original agreement with supplier

Option 3: Enter into a partnership with a national organisation (pilot to expire on 31^st December, with a review after 3 months)

It was reported that Option 3 would ensure that the original aims and objectives of the Big Screen project were met, and would include the services and experiences of a full time Screen Manager, access to high quality programmes, and live events.  It would also provide an opportunity to extend the current operational hours of the screen and for Rotherham to be the first town centre to be part of the innovative Public Space Broadcasting Project.

Members were asked to consider a pilot partnership with the national organisation and the appendices to the report set out a number of proposed draft agreements.

Details of the expected costs and funding sources were set out in the report.  It was pointed out that additional costs would be incurred for the purchase of equipment e.g. chairs, staging and barriers (which could be stored in the markets storage area).

The risks and uncertainties associated with the proposed Option 3 were explained and further detailed in the report.

Members discussed the following issues:-

• The need to regenerate the screen
• the benefits of the status of the national organisation
• the involvement, and credibility, of the screen supplier
• sponsorship rather than advertising
• ability to show films
• interactive element of the screen
• arrangements after the pilot
• content management steering group
• re-planting and replacement of fencing in the flower bed

Resolved:-  That the Council enters into a partnership with the national organisation, identified in the report submitted, for a period of six months, with a possible extension to nine months, subject to review after three months, as per the agreements attached to the report.

(The Chairman authorised consideration of the following item in view of the urgency associated with the need to complete the transfer before the end of the current financial year.)

Acting Strategic Leader to report.

(Exempt under Paragraph 3 of the Act – information relating to the financial or business affairs of any particular person (including the Council))

Consideration was given to a report, presented by the Acting Head of Resources and Access, Children and Young People’s Services, relating to a proposal for the Council to acquire Cranworth Road Clinic from Rotherham PCT.  It was reported that conditional contracts needed to be put into place to allow the PCT to draw down funding in the current financial year.

It was reported that the acquisition would enable the transfer of the Children and Young People’s Family Assessment Team from Brooklands (as advised by the Social Services Inspectorate), and would allow the creation of an access road to Clifton Secondary School/Clifton Multi Agency Team on the Cranworth Road site.

The report outlined the steps involved in the acquisition.

It was pointed out that the Clinic would need refurbishment and remodelling as well as a budget for on-going revenue costs.  Details of the estimated costs, together with the open market vale of the building and land were set out in the report.

Reference was made to the benefits and added value from the purchase.

It was also pointed out that planning permission would need to be sought for a change of use of the clinic.

A request was made for accommodation to be provided for the Talking Newspaper, currently housed in Brooklands.

Resolved:-  (1)  That the Head of Legal and Democratic Services be authorised to enter into a contract to purchase Cranworth Road Clinic, (noting that the transaction is subject to planning permission for the proposed use of the building and land being obtained), from the Rotherham Primary Care Trust.

(2)  That the Head of Legal and Democratic Services be authorised to enter into a lease of accommodation with the Primary Care Trust for space at Clifton and Kimberworth Multi Agency buildings, on terms to be agreed by the Acting Head of Resources and Access, Children and Young People’s Leisure Services.

Wednesday, 19^th April, 2006 at 10.00 a.m. at the Town Hall, Rotherham.

Resolved:-  That the next meeting of the Board be held on Wednesday, 19^th April, 2006 at 10.00 a.m. at the Town Hall, Rotherham.