Agenda and 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 exempt information as defined in Paragraph 9 of Part I of Schedule 12A to the Local Government act 1972 (negotiation of terms).

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 9 of Part I of Schedule 12A to the Local Government Act 1972 (negotiation of terms).

Agreed:-  The minutes of the meeting held on 19^th September, 2005, were approved as a true record.

- report back on advice received from the Head of Legal and Democratic Services

In accordance with Minute No. 11 of the meeting held on 19^th September, 2005, advice had been sought from the Head of Legal and Democratic Services regarding terms of reference/roles and responsibilities for the Group.

Mr. Mumford felt that the suggested terms of reference were acceptable.

Agreed:-  (1)  That the Terms of Reference, as set out in Minute No. 11 of 19^th September, 2005, be agreed.

(2)  That minutes of this Group be submitted to the Local Development Framework Steering Group.

- report by Ryan Shepherd, Planner

Ryan Shepherd, Planner, reported that a final design code for the Rotherham Town Centre River Corridor had been produced and its adoption endorsed by the Cabinet at its meeting on 12^th October, 2005. 

As an Interim Planning Statement, the design code could be taken into account when determining planning applications.  It would eventually be formalised as a Supplementary Planning Document and form part of the Local Development Framework.  It would be subject to review on an annual basis which would ensure that it took account of changing circumstances within the area and remain relevant to proposals that came forward.

It was noted that Gordon Smith, Housing Solutions Officer, had been working on the periphery ADF areas.  It was an overview of the design quality initiative that TSY was leading on.  It was suggested that it be included as an agenda item for the December meeting when ADF Chairs would be invited.  Discussion ensued on the best way of involving all Councillors in the ADF areas on this issue.

Agreed:-  (1)  That the adoption of the Design Code for the Rotherham Town Centre River Corridor be noted.

(2)  That Gordon Smith submit a report to the 19^th December meeting.

(3)  That the information be sent to all Councillors in the ADF areas requesting that they raise any issues with their respective Chairs who would report them to the December meeting.

- update by Tom Bell, HMRP Team Leader

A verbal update on the current staffing situation was given by the HMR Team Leader and the Development Team Manager.

2 Project  Officers in the EDS Team, a Development Solicitor and a technical administrative support officer had been recruited, however, there were still a number of vacancies.  This would have a significant impact for the Programme but in terms of spend some of the posts not filled were not funded through the Programme. 

Attempts were now being made to recruit on a temporary basis through an agency on the run up to Christmas and beyond that looking to partnering arrangements with the EDS Team and consultancy to bring in project management skills.

Agreed:-  That the update be noted.

- update by Tom Bell, HMRP Team Leader

The HMR Team Leader circulated an up-to-date project spend showing the HMR project details, HMR funding, cumulative claim to date and any notes relating to the project.

It was noted that a number of project were to be considered later that day and on the 21^st by the Technical Group.  Concern was expressed at the length of time being taken for projects to be approved by TSY. 

Consideration was given to a summary of HMR projects which had been approved.  Weekly meetings had been established with each Project Manager to check spend and challenging the process.

Agreed:-  (1)  That the summary be noted.

(2)  That the Executive Director of Neighbourhoods and Cabinet Member raise at the TSY Board the issue of the length of time being taken for approvals.

(3)  That the format of the project spend be revised to take account of the comments raised at the meeting and submitted on a monthly basis.

(4)  That detailed programmes of spend for each project be submitted to the next meeting.

The Development Team Manager reported that the preferred developer had been selected and would be submitted to the Regeneration and Asset Board on 19^th November for ratification.  There was now a lengthy period of negotiation with the developer to ensure the correct financial package and financial arrangement for Rotherham.

Enabling work, involving strengthening, was currently underway by the statutory undertaker, Yorkshire Water.

Agreed:-  That the report be noted.

- any issues that had arisen at the TSY Board

The HMRT Team Leader reported that the October Board meeting had been cancelled with the December one being an Away Day.  At that meeting they would be interrogating Rotherham on the financial commitments that had been made and what the likely spend was. 

Since the last Board meeting, the Audit Commission had carried out an assessment of the Scheme Prospectus 2 and had been very critical.   Rotherham had had to supply a lot of evidence to the Commission to defend its position particularly in relation to the economic context, elements relating to Planning and the capacity to deliver.  It would be known later in the day whether they had taken any of the comments on board which their final document was released.

Agreed:-  That the report be noted.

Agreed:-  That a further meeting be held on 14^th November, 2005.