Agenda and minutes

Consideration was given to the minutes of the previous meeting of the Regeneration and Asset Board held on 13^th September, 2006.

Resolved:-  That the minutes be approved as a correct record.

There were no matters arising from the minutes of the previous meeting.

(The Chairman authorised consideration of the following item in order for the representation to be considered as part of the discussion re:  Minute No. 69 – Review of Community Buildings.)

At the discretion of the Chairman, Councillor Turner spoke about the history, background, civic value of the Sea Cadets of T.S. Repulse, and the building in which they were located currently. 

Councillor Turner referred to the following:-

• new regulations in respect of fire, smoke and burglar alarms, and security arrangements
• current condition of the building
• repairs needed and surveyor’s quotation
• current rent and present accounts
• future viability of the organisation
• other organisations approached for assistance with repairs etc.

Members of the Board suggested that a Business Plan needed to be developed to demonstrate the future of the organisation and which could then be used to assist bids for external funding.  It was also suggested that shared use with other youth organisations should be explored, together with alternative venues.

The Chairman thanked Councillor Turner for his submission.

-           to consider the minutes of the above meeting.

Consideration was given to the minutes of the above meeting held on 25^th September, 2006.

Resolved:-  That the minutes be received.

Economic Strategy Manager to report.

-           to present the final round 2^nd LEGI bid.

Consideration was given to a report, presented by the Economic Strategy Manager, detailing the background to the submission of the final version of Rotherham’s Round 2 LEGI bid to Government Office on 14^th September, 2006.

Reference was made to amendments to the first bid following discussions with Government Office and the Department for Communities and Local Government, and further work with the Partnership, Business Link, private sector and individual businesses.

It was explained that the aim of the programme was to promote, and remove barriers to, enterprise in the most deprived areas of England.  It was pointed out that the bidding was very competitive and that an outcome should be known by early December, 2006, and if successful it was anticipated implementation of Round 2 bids from 1^st January, 2007.

Resolved:-  That the report and the final version of the Rotherham Round 2 LEGI Bid be noted.

Economic Strategy Officer to report.

-           to advise on the revised application form for RERF.

Further to Minute No. 111 of the meeting of the Cabinet Member for Economic Regeneration and Development Services held on 2^nd October, 2006, consideration was given to a report, presented by the Economic Strategy Officer, relating to the production of a revised application form for the Rotherham Economic Regeneration Fund (RERF).  It was noted that the form now reflected the newly adopted Neighbourhood Renewal Strategy and the Achieving Theme of the Community Strategy.

It was explained that the following areas had been changed:-

• Aims and objective
• Inclusion of new questions re:  sources of funding; consultation; links to the Council’s Achieving Theme and Value for Money
• Revised scoring/approval criteria

Resolved:  That the report and the copy of the revised RERF Application Form be noted.

The following items are likely to be considered in the absence of the press and public as being exempt under Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended March 2006) (information relating to the financial or business affairs of any individual (including the Council)):-

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 (as amended March 2006) (information relating to the business or financial affairs of any particular person (including the Council)).

Economic Strategy Officer to report.

-           to report the RERF outturn figures for 2005/2006 and commitments for 2006/2007.

Further to Minute No. 112  of the meeting of the Cabinet Member for Economic Regeneration and Development Services held on 2^nd October     2006, consideration was given to a report, presented by the Economic Strategy Officer, relating the following elements of the Rotherham Economic Regeneration Fund (RERF):-

(i)                 actual expenditure and activity in 2005/06 for individual projects

(ii)               carry over amounts requested to complete project activity in 2006/07

(iii)             current position on RERF allocations in 2006/07

The following projects were highlighted:-

• Magna
• Big Screen
• Town Centre Crime Initiative
• Brampton Business Centre

The Executive Director, Economic and Development Services, gave a verbal update on the negotiations, discussions and options regarding the Brampton Business Centre.

Resolved:-  (1)  That in respect of the Rotherham Economic Regeneration Fund:-

(i)  the actual expenditure for RERF of £502,938 (split £456,509 capital and £46,429 revenue) in 2005/06 be noted.  

(ii)        the current position of RERF in 2006/07 be noted.

(iv)              the amount of carryover of £1,326,637 (split £1,184,596  capital and £142,041 revenue) into 2006/07 be noted.

(2)       That a detailed report be submitted to a future meeting of the Regeneration and Asset Board in respect of the Brampton Business Centre.

(3)               That a more detailed report be submitted to a future meeting of the Regeneration and Asset Board  in respect of-

(i)                 the projects which were on target and what outputs they had delivered

(ii)               which projects were over running the agreed timescale and the reasons for slippage

(iii)             project costs

Tourism Manager to report.

-           to report progress of the project.

Consideration was given to a report, presented by the Assistant Town Centre Manager, setting out the progress of the Big Screen Project since the installation of the screen in All Saints Square last year.

Reference was made to the unique pilot partnership with the BBC and the benefits in terms of:-

• Provision of a full time Screen Manager
• Access to the BBC’s programmes and events
• Current  community involvement and further opportunities
• the impact on footfall from events e.g. World Cup, Wimbledon, Royal Opera House etc
• establishment of a Steering Group to ensure the screen met its aims and objectives, and to develop innovative ideas
• work programme September to December 2006

Reference was also made to the approval of an application to RERF for funding for some public realm works and for a ‘wrap’ to the back of the screen.  Consideration was given to a proposal to involve local schools and colleges in the design of the wrap.

Resolved:-  (1)  That  the progress of the project to date and the future work programme to December 2006 be noted.

(2)  That  the proposals, detailed in the report submitted, to investigate the possibility of involving local schools and colleges in the design of the ‘wrap’ to cover the back of the Big Screen, be supported.

(3)  That a report on the Christmas activities be submitted to the next meeting of the Regeneration and Asset Board.

HMR Team Leader to report.

-           note the content of the report and support the activity currently being undertaken.

Consideration was given to a report, presented by the Housing Market Renewal Team Leader, detailing activity currently being undertaken to provide robust information regarding the Town Centre residential strategy.

Specific issues:-

• the current and future supply chain of residential accommodation
• current and future  likely demand
• the range and type of accommodation required to meet current and future aspirations
• affordability, sustainability and access to new units
• optimum levels of accommodation required to create a new sustainable neighbourhood in the Town Centre
• informing planning policy development with regard to Regional Spatial strategy and the Local Development Framework.
• Links with the Retail Strategy
• Governance and reporting arrangements

Resolved:-  (1)  That the content of the report be noted.

(2)  That support be given to the activity currently being undertaken to provide robust information regarding the Town Centre residential strategy.

Strategic Leader, Culture, Leisure and Lifelong Learning/Business Manager- Leisure & Green Spaces to report.

-  to outline the progress made on the lease agreement and note planned actions.

Further to Minute No. 35 of the Regeneration and Asset Board held on 13^th September, 2006, consideration was given to a report presented by the Business Manager Leisure and Green Spaces, relating to the progress to date on the lease agreement. 

It was reported that it had not been possible to achieve the deadline in respect of the signing of the lease and all actions therefore had been terminated.  Details of the contact made with the Rugby Club on this issue were set out in the report.

However, reference was made to future plans and other work being undertaken concurrently in respect of Herringthorpe Playing Fields and the changing pavilion.  This work included:-

Sport Hub:-  for which funding, over a 3 year period, had been received from Sport England to develop sport and physical activity opportunities on the playing field.

Feasibility Study:- which had been carried out by consultants in the potential development of the whole site for sport and physical activity.

It was noted that a report on the above, together with an options report, would be presented to the Cabinet Member for Lifelong Learning, Culture and Leisure for consideration.

Reference was made to a recent incident of arson and damage to the changing pavilion which had resulted in its closure.  It was noted that alternative changing provision had been provided at the Stadium and Leisure Centre.  It was reported that Asset Management had assessed the building and recommended that the most cost effective option was demolition.

In respect of the changing pavilion the Board suggested that other options, together with associated costs, should be explored.

Resolved:-  (1)  That the report be received and the planned actions be noted.

(2)  That an options appraisal report, including costs and funding implications, in respect of the future of the changing pavilion, be submitted to a future meeting of the Regeneration and Asset Board.

Head of Asset Management to report.

-           to seek capital funding.

Consideration was given to a report, presented by the Asset Manager, relating to the future operation and management of Reresby House – the responsibility for which had transferred to the Economic and Development Services Programme Area following the demise of REACT.

The Board was informed that there were a number of options regarding the future operation of the building. However, a serious structural problem around the main reception area had been discovered, which had potential health and safety implications.  The Executive Director, Economic and Development Services provided a synopsis of the background to the reclamation and development of the site.  Reference was made to the lifespan of this facility.

It was proposed that together with the required remedial works, the opportunity should be taken to re-model the reception area to enable better management of the facilities, and additional improvements be made to the building to ensure compliance with the Disability Discrimination Act.

The Board was asked to consider funding for the necessary works from the capital programme, which would be repaid over two years from the income received from the asset.

In addition it was explained that the proposals would enable better use of the building, freeing up space for RiDO, and Business Link had offered to staff the reception full time with the costs being shared between the users.

Consideration was also given to options in respect of the use of the vacant space formerly occupied by REACT, in particular the option put forward by Business Link to establish an E-business vision centre.

Reference was made to:-

• Net rental income
• Profit share
• Legal aspects of the agreement with the Chamber
• Specific cost of the health and safety works
• Insurance cover
• Potential liabilities

Resolved:-  (1)  That the Regeneration and Asset Board recommend to Cabinet to fund capital works in the sum of £95,000 to carry out the essential Health & Safety works and alterations to the reception areas.

(2)  That the funding is obtained from the medium term capital programme and is repaid over two years from the income receivable from the asset.

(3)  That a deadline of 31st December, 2006, is set to confirm the E-business option, otherwise the facility to be re-let for office accommodation and conferencing to ensure that the capital investment can be paid back from income.

Head of RiDO to report.

-           to consider proposals regarding the commercial property portfolio.

Consideration was given to a report, presented by the Development Team Manager, detailing proposals for the future management of the Commercial Property Account.

Reference was made to the under performance of the account in terms of income expectation which had not been adjusted to take into account:-

(i)                 properties sold and loss of annual rental income

(ii)               vacancy factor on empty premises

(iii)             increased management and running costs e.g. energy

Reference was also made to extra ordinary costs being paid our from the commercial property account including:-

• Relocation of Mainline offices
• Acquisition of the equitable interest in Reresby House by Rotherham Chamber
• Loss of income from Imperial and All Saints Building

The Board was asked to consider the retention of properties within the property account and whether it was appropriate to its service delivery objectives.

Consideration was therefore given to the following proposals:-

(i)                 Properties within housing estates should be appraised by Neighbourhoods in conjunction with RiDO

(ii)               Review of properties known to need major expenditure – consideration of declaring these surplus for disposal

(iii)             General and industrial properties to be declared surplus and assessed for disposal

(iv)              Remaining properties be retained

The Board noted that revenue from the commercial property account would reduce for the foreseeable future.  However, capital income from sales would support the Capital Programme.

The resource implications for Neighbourhoods were highlighted.

Resolved:-  (1)  That the contents of the report be noted.

(2)  That the supply of information on all relevant properties, to the Head of Neighbourhood Development to undertake a review, involving full consultation with all necessary groups and tenants, be approved.

(3)  That work by RiDO on the review of the commercial properties identified in proposal (2) above be approved.

(4)  That properties within the town centre, and Reresby House, be retained as they support the Council’s main themes and are central to the regeneration of the town.

(5)  That the Head of Neighbourhood Development identify resources for that Services’ part in the review (as detailed at (2) above).

(6)  That it be noted that all commercial properties being reviewed by both RiDO and Neighbourhood Development, will continue to be managed by the Head of RIDO, during this time.

Project Officer to report.

-           to secure capital investment for the proposed THI scheme.

Consideration was given to a report, presented by the Project Officer, RiDO, detailing the need for a capital investment commitment document in 2006 for the above initiative.  Reference was made to the timescale for the submission of the Stage 2 Bid to the Heritage Lottery Fund for £1,450,000 which was the end of October, 2006.  It was pointed out that written confirmation was required that the Council had agreed to contribute £1m towards the THI (incorporating the Area Improvement Programme).

It was noted that the Initiative had been given Priority A in earlier capital investment discussions (Minute No. B207 of the Cabinet held on 11^th January, 2006 refers). 

It was explained that the initiative formed part of the renaissance programme to regenerate Rotherham Urban Centre and would focus around All Saints Minster, High Street, Westgate and part of Wellgate.  The initiative would add value to the LOTS Scheme and the Westgate Demonstrator Project.  It was proposed that grants would be made available for repair and restoration of specific building frontages (21 buildings were identified on the accompanying Plan).

It was confirmed that there would be clawback clauses attached to the grants scheme.

Resolved:  That the Cabinet be requested to consider that this Priority ‘A’ Project be included as a major strategic capital investment project for £1m in the Capital Programme for 2007 to 2012.

Head of Asset Management to report

-           to advise on the ten community buildings being reviewed.

Consideration was given to a report, presented by the Asset Manager, relating to proposals for the future of community buildings currently managed by Facilities Management.

The Board was asked to consider a process to implement the Saving Investment Paper (SIP) regarding the disposal of community buildings.  This process included consideration of the devolution of the running of the community buildings to communities within the framework of the community and corporate plan themes, or disposal.

It was reported that there were 18 community buildings currently managed by Facilities Management (details of which were set out in the report).  It was also reported that 8 of these were leased to community associations in line with the social inclusion community buildings policy which operated at the time the leases were arranged.  The SIP proposals were, therefore, based on the remaining 10 buildings.

The Board discussed issues in respect of:-

• current policy of disposal at full market rent with full repairing and insuring terms, or sale on the open market
• present arrangements with the community groups and the differing terms and conditions
• the need to approach community groups to discuss the possibility of them taking over responsibility.
• condition and sustainability of the buildings
• social impact
• views of the user groups
• equity
• PFI contract and the community use of schools

It was reported that it was proposed to put together a programme for closure of buildings where there are no groups who expressed an interest in taking responsibility.  This would be on the basis of the least used buildings first and disposed of in tranches of one third for each of the next three years.

Members of the Board suggested that each building should be examined, in consultation with the relevant Heads of Service, and assessed on:-

• its merits and what role is was serving in the community
• rental income and expenditure
• costs and if subsidised
• views of the user groups
• current usage
• condition of building
• identification of any alternative community provision in close proximity

This assessment could them be used to develop a framework on which to make decisions in respect of which buildings should be kept or how to grant/subsidise others, and which to dispose of.

Members of the Board asked for a separate report in respect of the Falding Street Chapel (which was in the miscellaneous property account) giving details of the background to the use of the building, current condition, an assessment of its overall sustainability (best/worst case scenario), present use etc, together with details of the lease agreement, the rental income and expenditure.  The report should also identify whether there were any opportunities for sharing accommodation with other youth organisations.

Resolved:-  (1)  That a further report be submitted to a future meeting in respect of community buildings, detailing the issues outlined above.

(2)               That a separate report be submitted to a future meeting of the Board in respect of the Falding Street Chapel.

(3)  That Asset Management Services carry out a review of all Council Community Buildings irrespective of  ...  view the full minutes text for item 69.

Estate Surveyor to report.

-           to seek approval for lease of land.

Consideration was given to a report, presented by the Strategic Property Manager, relating to options for the future use of land to the rear of 57 Pitt Street, Kimberworth.

A plan showing the location of this land was appended to the report.  It was noted that the area was designated within an urban greenspace area.  However the Head of Planning and Transportation had indicated that a change to residential and garden use would be acceptable.   Present use and ownership of the land was detailed.

The Board was informed that the owner-occupiers of No. 57 Pitt Street had asked to purchase the land.

However it was pointed out that the land had been highlighted in the local area Pathfinder Masterplan as a site for landscaping and may be required in the future regeneration initiatives.

The Board considered several options in respect of the future of this site.

Resolved:  (1)  That the Head of Asset Management Service negotiate a tenancy of the land with the owners of 57 Pitt Street, Kimberworth.

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

Strategic Property Manager to report.

-           update.

(Councillor Wyatt declared a personal interest being a member of Swinton House Club)

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:-

• PPG 3 – which had made expected receipts within the current programme on some sites unlikely within the anticipated timescale

• Reduction in the forecast of capital receipts from surplus property sales

• Potential residential development sites which have very little prospect of obtaining planning permission within the timescale of the emerging LDF 2009-2021

• Additional information was provided in respect of assets returned, assets appropriated for service delivery and asset sales abandoned

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

To agree:-  Wednesday, 8^th November, 2006 at 10.00 a.m. at the Town Hall, Moorgate Street, Rotherham.

Resolved:-  That the next meeting of the Regeneration and Asset Board be held on Wednesday, 15^th November, 2006 at 10.00 a.m. at the Town Hall, Moorgate Street, Rotherham.