executive minutes 5-6-02

PAPER A

THE “CALL IN”PERIOD FOR THESE DECISIONS EXPIRES AT 5.00 PM ON THURSDAY, 13 JUNE 2002. NONE OF THE DECISIONS CAN BE IMPLEMENTED UNTIL AFTER THAT DATE.

MINUTES OF A MEETING OF THE EXECUTIVE HELD AT COUNTY HALL, NEWPORT, ISLE OF WIGHT ON WEDNESDAY 5 JUNE 2002 COMMENCING AT 9.30 AM

Present :

Mrs S A Smart (Chairman), Mr R R Barry, Mr E Fox, Mr P G Harris, Mrs M A Jarman, Mr D J Knowles, Mrs B Lawson, Mr R G Mazillius, Mr H Rees, Mrs J L Wareham

Also present non-voting :

Mr M J Cunningham, Mr J H Fleming, Mr J F Howe, Mr P D Joyce, Mrs M J Lloyd, Mrs M J Miller, Mr V J Morey, Mr G P Price, Mr I Stephens, Mr A A Taylor

31. MINUTES

RESOLVED :

THAT the Minutes of the meeting of the Executive held on 21 May 2002 be confirmed.

32. DECLARATIONS OF INTEREST

Interests were declared in the following matters:

Mrs E Dutton, Committee Administrator declared a personal interest in minute 33 and left the room during the discussion as her husband was employed by GKN.

33. REGENERATION OF COWES

(Mrs E Dutton having declared a personal interest and left the room during the discussion of this item).

(Mr R R Barry declared a personal interest in relation to his appointment by the Council to the Cowes Harbour Commission and Cowes Yacht Haven).

(Mrs J L Wareham declared a personal interest as her husband had a mooring in East Cowes).

Mr D Fisher, Chairman of the Isle of Wight Economic Partnership gave a presentation to the Executive regarding the future of development in and around Cowes. The vision would require a modern infrastructure, image and investment which would in turn encourage job creation. The importance of a link between East and West Cowes was emphasised. The project would cost in the region of £100,000 and the Council’s contribution could be met by using existing resources with direct financial support being provided by SEEDA and possibly the private sector. The Council had a key role to play in the regeneration of towns with ultimate control over land use changes and development. Members welcomed the proposals and recognised that the whole Island would benefit from the scheme.

Members believed that a project management approach should be adopted, with clear responsibilities identified. A key officer from the IW Partnership and the Council could be seconded to the project. Members were advised as to the proposed timetable. It was suggested that small project group be drawn up by the Leader and Deputy Leader to include portfolio holders as well as local Members to drive the process. This group and key officers would be responsible for drawing up a project brief for developing the masterplan and consultation with the local community.

The Chairman thanked Mr D Fisher for an interesting and informative presentation.

RESOLVED :

(i) THAT the re-generation of Cowes was a high priority which needed urgent attention be agreed

(ii) THAT a small project group drawn together by the Leader and Deputy Leader and involving portfolio holders and local Members be recommended to drive the process.

(iii) THAT a senior Council Officer be made responsible for coordinating the Council’s input to the project

(iv) THAT negotiations with SEEDA continue over the possibility of providing support funding for the employment of consultants to help produce a master plan

(v) THAT a commitment to full public consultation in the process be made

34. URGENT BUSINESS - AUCTION OF PAINTINGS

The Chairman agreed to consideration of an urgent item of business as a decision was required prior to the next meeting. An oral report was given by the Strategic Director, Education and Community Development which informed members that Christies would be auctioning a collection of 85 paintings of the Isle of Wight by Thomas Rolandson and Samuel Howitt. A successful bid in excess of £750,000 had been made to the Heritage Lottery Fund. This left a gap of £50,000 funding between the grant and the valuation. Members were advised that if no offer had been received from the Council by 14 June 2002 the paintings would be sold as individual lots. Members recognised that this was a unique opportunity to purchase a piece of history relating to the Island although they understood there would be further costs relating to insurance, display and storage of the paintings. The shortfall of funding would be met from the capital programme.

RESOLVED :

THAT authority be given to proceed with the bid and funding of up to £50,000 be released if unable to be met by external sources.

35. CONTRACT FOR THE SUPPLY OF LIBRARY BOOKS

Consideration was given to the tenders received for the contract to supply library books for 2002-2005. The current contract for the supply of books expired on 31 March this year. Tenders had been sought under the European procurement legislation for new contracts. Contractors were able to tender for each type of book to be supplied or any combination of types. Evaluation was based on the most economically advantageous tender. Other factors taken into account included the speed of supply, the quality and range of the suppliers’ stockholdings, the availability and quality of access to electronic databases and resources, the ability of the supplier to undertake supplier selection and any other value added services the supplier would be able to provide.

RESOLVED :

THAT the contract be awarded to the most economically advantageous tenderer, Contractor B.

36. RECOMMENDATION FROM THE DEVELOPMENT CONTROL COMMITTEE

The Development Control Committee on the 14 May 2002 agreed the final details of the implementation of Public Speaking on individual planning applications. In order to ensure that these arrangements worked as smoothly as possible the Committee suggested the Constitution be amended so that the Development Control Committee was excluded from the requirement to have public question time. The Executive believed this would restrict members of the public asking questions on matters that did not appear on the agenda and which would not be considered during the meeting. Clarification was given on how the scheme would operate and how it could be utilised by local Councils and other organisations.

RESOLVED TO RECOMMEND TO COUNCIL :

THAT the Council’s Constitution be amended so that Public Question Time at Development Control Committee be restricted only to matters not on the agenda.

37. DISTRICT AUDIT STUDY OF THE SELECT COMMITTEE PROCESS - ACTION PLAN

Consideration was given to the Action Plan that had been drafted in response to the District Audit Study of the Council’s Select Committee process. The report was published in February 2002 and contained 14 recommendations. It was circulated to all members and was considered by the Liaison Committee in April. A questionnaire on the key recommendations was also sent to members for comment. The District Auditor’s study invited the Council to produce an action plan to prioritise the recommendations and identify with whom responsibility for each should rest. Members noted the importance of training necessary to enhance the skills and understanding required by the scrutiny process.

RESOLVED :

THAT the Action Plan as attached to the report be agreed.

38. PORTFOLIO HOLDER FOR RESOURCES

(a) Relate Solent - Service Level Agreement 2002/2005

Relate Solent was formed in 1999 as a result of a merger between Relate I.W. and Relate Southampton and the Council had made central grant funding available on an annual basis in support of their services on the Island. With the Island operation now being managed from Southampton it was appropriate for a more detailed and formal agreement to be drawn up. Members were reminded that Service Level Agreements with organisations for service provision were not viewed as grants and therefore were not included within the work of the Grants Task Group. The issue had been considered by the Resources Select Committee at its meeting on 10 April 2002 who had recommended the continuation with the current level of service.

RESOLVED :

(i) THAT the current level of service be continued

(ii) THAT the question of any additional funding be considered as part of next year’s budget process

(b) Disposal of Surplus Property - A terrace for Six Garages at Westview, Chale

The property which comprised of six garages, five of which were let and one which was used for Council storage had been identified for disposal as part of the Assets Disposal Programme. An adjoining landowner had contested that he had a right of way over the Council owned land. This had prevented a number of sales from proceeding, particularly those with a view of redevelopment and the matter was as yet still unresolved.

RESOLVED :

THAT the property be declared surplus to requirements and be disposed of on the terms identified in the confidential report.

The Executive considered the recommendations from the Resources Select Committee and the Property Asset Management Group. The purpose of the accommodation review was to consolidate and plan Council accommodation and to improve customer service through greater accessibility. The recommendations included the creation of a "Hub" approach, the allocation of accommodation under the Council's new structure, the rationalisation of space, criteria for allocation of accommodation at County Hall, greater use of ICT and the ring fencing of resources. Members discussed the overall programme and were advised that funding for each individual move would be ring fenced and be subject to the production of a business case. Delegated authority to the Strategic Director of Corporate and Environment Services in consultation with the portfolio holder to make minor alterations was considered.

RESOLVED :

(i) THAT the recommendations and ring fencing of resources as set out in the report be approved.

(ii) THAT delegated authority to be given to the Strategic Director for Corporate and Environment Services in consultation with the Portfolio Holder for Resources to make minor alteration to the programme.

(iii) THAT quarterly updates be submitted to the Executive.

39. MEMBERS’ QUESTION TIME

A Question was put to the Chairman as follows :

Mr Mazillius asked whether the Chairman would join him in congratulating Wight Leisure on the recent success of the Music Festival. The Chairman agreed.

CHAIRMAN