THE CALL IN PERIOD FOR THESE DECISIONS EXPIRES AT 5.00 PM ON MONDAY 2 JUNE 2003, WITH THE EXECEPTION OF MINUTE NO.14 - THE ISLE OF WIGHT ROCK FESTIVAL WHERE THE CALL IN PERIOD EXPIRES AT MIDNIGHT MONDAY 26 MAY 2003.  NONE OF THE DECISIONS CAN BE IMPLEMENTED UNTIL AFTER THESE DATES.

 

MINUTES OF A MEETING OF THE EXECUTIVE COMMITTEE HELD AT COUNTY HALL, NEWPORT, ISLE OF WIGHT ON 21 MAY 2003 COMMENCING AT 9.30am

 

Present :

 

Mrs S A Smart (Chairman), Mr J H Fleming, Mr E Fox, Mr P G Harris, Mr D J Knowles, Mr H Rees, Mrs J L Wareham

 

Apologies :   

 

                        Mr R R Barry, Mrs T M Butchers, Mr G S Kendall

Also Present :

 

Mr J R Adams, Mr A C Bartlett, Mr C B W Chapman, Mr J Effemey, Mr C R Hancock, Mrs M A Jarman, Mr R G Mazillius, Mr A J Mundy

 


           


8.                  MINUTES

 

RESOLVED :

 

THAT the Minutes of the meeting held on 23 April 2003 be confirmed.

 

9.                  DECLARATIONS OF INTEREST

 

Interests were declared in the following matters:

 

Mrs S A Smart, Mr P G Harris and  Mr H Rees declared a personal interest in Minute 12 - Offices Enterprise House, St Cross, Newport as Directors appointed by the Council to the Isle of Wight Economic Partnership.

 

Mrs J L Wareham and Mr R G Mazillius declared a personal interest in Minute 14 The Isle Of Wight Rock Festival as both had purchased tickets for the event.

 

10.             PUBLIC QUESTION TIME

 

Questions were put to the Chairman as follows :

 

Mr J Wortham asked a question concerning the appointment of the new Strategic Director of Environment Services (PQ19/03)

Mr P Cave asked a question regarding the Chapel Street Car Park (PQ20/03).

Copies of the questions and replies given are contained in the Public Question Register.

 

11.             TO AGREE A CHANGE IN TITLE FOR THE PORTFOLIO HOLDER FOR AGENDA 21 AND COUNTRYSIDE MATTERS

 

In order to reflect the remit of this portfolio, members considered a change in title from Agenda 21 and Countryside Matters to Sustainable Development, Environment and Planning Policy.

 

RESOLVED :

 

THAT the title of the Portfolio Holder for Agenda 21 and Countryside Matters be changed to Sustainable Development, Environment and Planning Policy.

 

12.             OFFICES ENTERPRISE HOUSE, ST CROSS, NEWPORT

 

Consideration was given to proposals for the sub letting of Enterprise House for council training and for on going marketing. Enterprise House had been leased to the Isle of Wight Partnership for 15 years.  The Council had been guarantor for the rent as it was build cost rent to encourage the development of the St Cross. Details were given of an offer to take over the first floor of the property for a rent of £70,000 per annum. Part of the ground floor could then be used to relocate the Council’s training from Bugle House.  By sub-letting these offices, the Council would be reducing its liability in terms of the rent obligation.  Possible options were outlined to the Executive and financial implications were given.

 

RESOLVED :

 

(i)                 THAT the Council fund six months’ rent for the named new sub-tenant at Enterprise House at an amount of £35,000 and the Council take a sub-lease from the Isle of Wight Partnership for training purposes of the ground floor premises for the remaining period of the rent guarantee term.

 

(ii)               THAT the Isle of Wight Partnership be recommended to continue to market the remaining offices at Enterprise House.

 

13.             MUSIC FESTIVAL 2002: IMPLEMENTING THE LESSONS LEARNT

 

Following questions which had been asked about the quality and lawfulness of the decision making processes and of the contractual structure, the Monitoring Officer had commissioned an independent report to look at the decision making process in relation to the 2002 event with a view to inform decision making about future events.

 

The report highlighted positive aspects and acknowledged a number of failings.  Areas that could be learned from were identified and three key recommendations had been made.  These focused on the decision-making process and performance management. The corporate response to was discussed, including a number of specific actions, which included a programme of training for officers and members.

 

RESOLVED :

 

(i)                 THAT the corporate response set out in paragraphs 12 to 15 in the report be adopted

 

(ii)               THAT members be expected to attend the Decision Making training events as a matter of priority

 

14.             THE ISLE OF WIGHT ROCK FESTIVAL

 

Consideration was given to varying the terms of the Council’s agreement with Solo which made use of Sealose Park as a venue for the festival in return for the Council having a number of tickets to sell and for the proceeds to be retained.

 

Advice was given that following a number of protracted discussions, a final ultimatum had been given to Solo and revised proposal had been received.  The details of the proposal and the possible options were set out in the report and were discussed by the Executive.  Financial advice was received.  These included the length of the contract and the option Solo had to renew.  The Executive also considered the possible implications if the festival was not to proceed.

 

Legal advice was given that the Chairman of the Council had given consent for the call-in rules to be abridged and be limited to midnight on Monday 26 May 2003.  This would allow for the decision to be referred to the meeting of the Economic Development, Planning, Tourism and Leisure Services Select Committee, if necessary.  Rule 15 would be disapplied to the extent that it provided for referral back to the Executive for reconsideration, as time would not allow for that step to be taken as the contract would need to be completed in good time for the festival on 14/15 June.

 

RESOLVED :

 

THAT on the basis of the information contained in the report, options (i) and (iii) as set out in the report be adopted

 

15.             CHANGES TO THE CURRENT FORWARD PLAN

 

The Portfolio Holder requested clarification as to why a report on Children’s Services had not appeared on the latest edition on the Forward Plan.  The Leader requested that a quarterly review of the Isle of Wight Economic Partnership should be scheduled into future updates of the Plan.

 

16.             MEMBERS' QUESTION TIME

 

Questions were put to the Chairman as follows:

 

Mr Effemey asked a question relating to highway signs(MQ12/03). A copy of the question and reply given is contained in the Public Question Register.

 

The Portfolio Holder for Fire, Public Safety and Consumer Protection asked the Chairman whether she was aware of the recent developments in the FBU dispute

 

 

 

 

CHAIRMAN