Agenda and minutes

Consideration was given to the following petitions:-

-           request for a 5 a-side football provision at Monks Close, Scholes.

-           against the sale of land at Herringthorpe Playing Field

Resolved:-   (1)  That the receipt of the petitions be noted.

(2)  That the Director of Culture and Leisure Services be asked to investigate the petitions and submit a report on each to a future meeting of the Cabinet Member.

Steve Hallsworth, Business Manager, Leisure and Green Spaces to report

- to present the strategic framework for the development of playing pitches with community access in Rotherham

Consideration was given to a report, presented by the Business Manager, Leisure and Greenspaces, which set out the strategic framework for the development of playing pitches with community access in the Rotherham borough.

Reference was made to the attached Draft Playing Pitch Strategy (Appendix 1) which included a summary and interpretation of the findings of the Playing Pitch Assessment, carried out by Council appointed consultants, and which included extensive consultation with interested groups and individuals.

Consideration was given to identified key issues within the Draft Strategy and to the proposed action plan.

It was explained that the development of the Strategy had taken into account the following:-

-                      national guidance and standards

-                      local need and usage

-                      the value of leisure

-                      the need for a strategy to support funding bids and to guide planning applications and asset management

-                      quantity, location, condition and ownership

-                      potential and future requirements

-                      deficiencies

-                      consultation

-                      supply and demand

-                      investment

The findings of the assessment in terms of quantity, quality and usage were detailed in the report, together with some of the identified key issues e.g. impact of off-road vehicles.

It was explained that a hierarchy of sites was proposed.  The Top Tier sites being:-

The remainder of the sites would be categorised as Standard pitch sites.  9 under-utilised sites had also been identified.

Reference was made to the consultation which had been carried out on the draft strategy.

The following key issues were highlighted:-

-                      the identified improvements will require both capital and revenue funding

-                      the Council will need to identify a level of capital funding to act as match to access potential external funding opportunities

-                      sufficient and secure revenue budgets, in particular grounds maintenance, will be essential for maintaining improved standards

-                      the potential of new, improved and innovative partnership working should be explored in order to support initial funding and long term sustainability needs

Members present commented on:-

-                      the value of this Strategy

-                      the need for closer working across the Council

-                      the need to collate and publicise all the good news within the Council

-                      use of school pitches and the need to develop community use of schools

 Resolved:-  (1)  That the Playing Pitch Strategy and associated action plan be noted and supported.

(2)  That the Playing Pitch Strategy be referred to the Regeneration Scrutiny Panel, prior to it going to Cabinet, to seek approval and adoption as Council policy.

(3)  That the Director of Culture and Leisure Services provide a briefing on the Strategy for the Chair of the Regeneration Scrutiny Panel.

Jeff Wharfe, Local Economic Development Partnership Manager to report

- to seek to invoke Standing Order 38 to be exempt from normal contract standing orders in commissioning a 3D model of Rotherham Town Centre

Consideration was given to a report, presented by the Local Economic Development Partnership Manager, which sought approval to invoke Standing Order 38, which permits exemption from contract standing orders.

It was explained that this was necessary in this instance in order to allow LETS/DKE to be commissioned to produce a digital 3D model of the Rotherham town centre area.  The model would be used to show to the general public what was happening in the town centre and to sell sites to developers.

The Cabinet Member referred to the availability of virtual (4D) models.

Resolved:-  (1)  That, in accordance with Standing Order 38.2, approval be given to exempt the contract for the procurement of a digital 3D model of the Rotherham town centre area from the requirements of Standing Order 47.6.3 (requirement to invite at least three written quotations for contracts with an estimated value of £20,000 but less than £50,000) and to award the contract to LETS/DKE.

(2)  That the Local Economic Development Partnership Manager investigate the availability of a virtual model.

Chris Wilkins, Assistant Development Control Manager to report

- to consider ownership and future management and maintenance of the balancing pond and its immediate surroundings on the Woodlaithes residential development site

This item was withdrawn.

Dave James, LTP Delivery Manager to report

- to consider a progress report

Consideration was given to a report, presented by the Local Transport Plan Delivery Manger, which updated the Cabinet Member on the Bus Rapid Transit scheme between Sheffield and Rotherham.

Attention was drawn to the proposed structure for the management of the scheme and reporting arrangements, as detailed in Appendix 1 to the report.

Reference was made to Appendix 2 which detailed the 30 work packages within the scheme, and a table within the report set out the current programme for delivery of the BRT.

Reference was also made to the proposed consultation process.

It was noted that the development of the Major Scheme Business Case for the Northern and Southern routes was being funded from the South Yorkshire Local Transport Plan Strategic Capital programme.

Resolved:-  (1)  That the new Project Organisational Structure, as detailed in Appendix A to the report, be noted.

(2)  That the extent and method for consultation, including a future all Members’ Seminar, be noted.

Nick Barnes, Principal Project Development Officer to report

- to consider a schedule of the programme

Consideration was given to a report, presented by the Director of Culture and Leisure Services, relating to the Rotherham Play Pathfinder Programme, which had awarded approximately £2.5m to RMBC, and had set very challenging targets, which must be met if Rotherham is to achieve its objective of 28 area based play areas – 12 in year one, plus a two centre play facility in Rotherham town centre. 

The report highlighted how this schedule could be met in Rotherham through the engagement of the in-house landscape design service to project manage 6 of the sites, and for Groundwork Dearne Valley Trust to design and project manage the other 6 sites. Consideration was also given to a proposal for Groundwork DearneValley to carry out a consultation exercise in relation to the Rotherham Play Pathfinder Programme

It was pointed out that this proposal was in accord with the Department for Children, Families and Schools guidance to involve local partners and communities.

Reference was made to the previous experience of Groundwork and to the timescale for delivery.

Resolved:-  (1)  That, in accordance with Standing Order 38.2, approval be given to exempt the contract for the design, and project management to completion, of six area based play areas in relation to the Rotherham Play Pathfinder programme from Standing Order 47 (contracts valued at less than £50,000) and the contract be awarded to Groundwork Dearne Valley Trust.

(2)  That, in accordance with Standing Order 38.2, approval be given to exempt the contract for the carrying out of a consultation exercise, or exercises, in relation to the Rotherham Play pathfinder programme from Standing Order 48 (contracts valued at £50,000 or more) and the contract be awarded to Groundwork Dearne Valley Trust.

Ken Wheat, Transportation Unit Manager to report

- to consider the results of a public meeting about the implementation of residents’ parking in the Boston Castle area of Eastwood South

Further to Minute No 182(ii) of the Cabinet Member for Regeneration and Development Services held on 21^st January, 2008, consideration was given to a report, presented by the Local Transport Plan Delivery Manager, detailing the outcome of a public meeting held following the receipt of a 99 signature petition relating to the above.

It was explained that following the public meeting it had been proposed to alter the terms of the existing parking scheme.

As part of the review of the scheme, as there is an existing residents’ parking scheme in place in the Boston Castle section of Eastwood South, it was now proposed to introduce charges and these would be introduced incrementally over 2 years.  The proposed charges were set out in the report.

It was also confirmed there would be a maximum of 2 permits per household only. Each household may apply for up to 2 residents’ or visitor permits; i.e.  residents could have 2 residents’ permits; 1 resident and 1 visitor permit; or 2 visitor permits. Visitor permits would be transferable between vehicles. It was considered that reducing the operational hours from Mon - Sat, 8.00am to 7.00pm to Mon – Fri, 9.00am to 4.00pm may reduce the need for existing residents to have permits for visitors.

Also daily visitor permits would be marked Zone A and would be transferable between vehicles during the day in which they have been validated.

The scheme would be reviewed approximately 6 months after implementation.

Funding for the scheme was available from the Local Transport Plan Integrated Transport Capital Programme for 2008/2009.

Resolved:-  (1)  That the objections to the introduction of Eastwood South Residents’ Parking Scheme in the Boston Castle Ward be not acceded to for the reasons set out in the report.

(2)     That the changes to the scheme, as now reported, be approved.

(3)     That the proposed parking charges be introduced in stages over 2 years and will be as follows:-

(4)  That the Traffic Regulation Orders associated with the scheme on Carlisle Street, Dixon Street, Elliott Court, Spring Street, Nelson Street, St Ann’s Road and Lindum Terrace be implemented.

(5)  That following an initial period of approximately 6 months, the operation of the scheme be reviewed.

(6)  That the objectors and residents be informed of the decisions.

Resolved:-  That the action of the Cabinet Member in opening e-tenders on 4^th July, 2008 for the following scheme be noted:-

Clifton Park Project – pa-059

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 (as amended March 2006).

Resolved:-  That, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves 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) (business/financial affairs).

- David Burton, Consultant Project Manager, to report

Consideration was given to a report, presented by the Greenspaces Manager, relating to the outcome of the tender evaluation process in respect of the above.

It was explained that authority was sought to accept a tender for the restoration of Clifton Park, comprising the creation of a new building in the Activity Area together with a new water feature and associated landscapes; a new building adjacent to Clifton Park Museum set in a walled garden; the remodelling of various structures and features such as the Cenotaph, Bandstand, Clifton Lane Main entrance and Museum entrance, the Memorial and Rock Gardens; and general improvements to the parkland and footpaths.

Reference was made to:-

-                      the Grant Award

-                      invitation to tender

-                      interview and assessment process

-                      financial checks

-                      evaluation and scoring

-                      conclusion of the process

It was reported that UCS Civils had scored the highest and further checks had shown that this company had the resources, and experience to undertake this project. 

However, it was pointed out that their tender was slightly above the amount remaining for the project, as some money had already been committed on early works.  It would therefore be necessary to negotiate with the company e.g. shortening the programme; materials; contingencies.  It was also pointed out that this company had put forward alternatives to the compliant tender which needed to be evaluated.

Members present commented on:-

-                      progress made

-                      project start date

-                      Green Flag awards

-                      the excellent work of the teams and the partnership work

Resolved:-  (1)  That the tender submitted by UCS Civils Ltd., dated 4th July, 2008, in the sum of £5,363,237.78 be accepted, subject to further negotiations in order to arrive at an acceptable contract sum in line with the project budget.

(2)   That, subject to a satisfactory conclusion to these negotiations, Asset Management be empowered to issue a Letter of Acceptance to UCS Civils subject to a formal contract award.