Agenda and draft minutes

Apologies were received from Wendy Mead, Richard Gurney and Deputy Alex Deane.

Cllr Joy Laguda made a declaration in that she was a member of the Rotary Club of the London Borough of Newham.

To agree the minutes of the previous meeting.

Resolved – that the minutes of the previous meeting be agreed as an accurate record.

Matters Arising:

Open Spaces Bill

The Remembrancer informed Members that the Open Spaces Bill had been deposited in Parliament on 27^th November 2015. The first reading was due to take place in January 2016, with a second reading soon after. Members thanked all the Officers who had been involved for their work and commended useful and in depth consultation which had taken place.

Report of the Town Clerk.

The Committee considered the report of the Town Clerk regarding the terms of reference and frequency of meetings. The Committee agreed that they had considered some light agendas over the past year and it would be helpful to investigate the possibility of altering the frequency of meetings from six to five meetings per annum. The Town Clerk agreed to submit a report with proposed dates for five meetings in the 2017/18 municipal year to the February 2016 Committee meeting.

Resolved – that the terms of reference be agreed by the Committee.

Report of the Superintendent of Parks & Gardens

The Committee received an update from the Superintendent which provided an update to Members of the West Ham Park Committee on management and operational activities at West Ham Park since October 2015. A Member clarified that the Rotary Club of the London Borough of Newham had donated 5,000 crocus bulbs this year and would be happy to do so again next year. Officers agreed to investigate the possibility of making the public aware of this donation.

Received.

Report of The Chamberlain and the City Surveyor.

The Committee considered a report of the Chamberlain and City Surveyor in relation to the Operational Property review and noted that this was a cross-cutting Service Based Review which was taking a more strategic view of the operational assets the City of London Corporation had. The review aimed to identify opportunities to rationalise the Corporation’s operational property portfolio and reduce the high and rising cost of property.

Members were informed that this report would now be considered by the Corporate Asset Sub Committee and then the Resource Allocation Committee in December 2015. Services Committees would then receive reports for decision from January 2016 onwards.

Received.

Report of the Director of Open Spaces.

The Committee received the report of the Director of Open Spaces summarising the performance against the 2015/16 – 2017/18 business plan. With regards to the Learning Programme, Members were informed that this was now being processed as a ‘green’ indicator as the City Bridge Trust funding application had been approved. Alternate sources of funding were also identified and submissions made but had yet to be realised.

Received.

Report of the Chamberlain and the Director of Open Spaces.

Appendix 4 is attached as a non-public document.

The Committee received the report of the Director of Open Spaces regarding the revenue and capital budgets for 2015/16 and 2016/17.

Resolved – that the following be approved:

·         The budget for submission to the Finance Committee; and

·         Authorised the Chamberlain, in consultation with the Director of Open Spaces, to revise these budgets to allow for any further implications arising from Corporate Projects, departmental reorganisations and other reviews, and changes to the Additional Works Programme. Any changes over £50,000 would be reported to Committee.

Report of the Director of Open Spaces.

The Committee received the report of the Director of Open Spaces and the detailed design for a new access gate and path into West Ham Park for the sole use of Park Primary School to:

·                 Alleviate issues with emergency evacuation procedures,

·                 Provide a more direct route for children to access the park and school during the school’s renovation works (for a fixed term period) and

·                  Provide improved access for physical activity and outdoor learning in the long term. 

Members noted that the London Borough of Newham had funding available for the installation of the design and its contractors will implement the works. This would be overseen by the Park Manager and City Surveyor.

Discussions ensued regarding the primary use of the gate as an emergency exit for the school, and whether the local Fire Brigade had been consulted regarding the requirement and design of the gate. Officers said at this stage this had not been done. Members expressed concern over the locking of the gate and whether using key was the most suitable way to lock the gate. Officers agreed to investigate this part of the design further.

In response to a query, the Committee were informed that Members could contact the Park Manager if they wanted to visit the area to better understand the proposed location of the gate.

Resolved – the Committee requested that Officers consult the local fire brigade over the requirement for another emergency exit and whether the proposed location and design were fit for purpose. Officers were asked to submit a report containing the fire brigade’s response to the Committee in due course; following which Members could consider the design of the gate should it be required.

There were no questions.

There was no urgent business.

RESOLVED: That under Section 100A(4) of the Local Government Act 1972, the 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 Part I of Schedule 12A of the Local Government Act.

MOTION - That under Section 100A(4) of the Local Government Act 1972, the 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 I of Schedule 12A of the Local Government Act.

To be considered in conjunction with item 7.

The appendix was considered in consultation with the Revenue and Capital Budgets report.

Received.

There was one questions.

There was no urgent business.

To agree the confidential minutes of the previous meeting.

Confidential minutes will be circulated to Members via email and hard copies will be available at the meeting.

Resolved – that the confidential minutes be agreed as an accurate record.