Meeting documents

Also present at the invitation of the Chairman

Mr Andrew Clay (Director, Creative Industries Centre Trust) – for Item 4

Ms Shirley Collier (Chief Executive, Scarborough Museums Trust) – for Item 5

Councillor David Jeffels (Cabinet Member for Tourism and Culture and current Council representative on the Board of Scarborough Museums Trust) – for Item 5

Councillor Mrs Janet Jefferson (Council representative on the Board of Scarborough Museums Trust 2010/11) – for Item 5

Councillor Mrs Jane Mortimer– for Item 8

Prof. Peter Rawson (Chairman, Scarborough Museums Trust) – for Item 5

Members are reminded of the need to consider whether they have a personal or prejudicial interest to declare in any of the items on this agenda.  If so, the nature of the interest must be declared at the start or as soon as the interest becomes apparent, of the meeting.  In addition, the attached form must be completed and passed to the Committee Administrator.  The Officers will be pleased to advise, if necessary, and any request for assistance should be made, in the first instance, to the Committee Administrator whose name appears at the end of this agenda.  Ideally, such advice should be sought before the day of the meeting so that time is available to consider any uncertainty that might arise.

No declarations of interest were received.

To approve as a correct record and sign the minutes of the Service Performance Overview and Scrutiny Committee held on 23 March 2011 (Minutes attached)

RESOLVED that the minutes of the meeting of the Service Performance Overview and Scrutiny Committee held on 23 March 2011 be approved as a correct record and signed by the Chairman.

Public questions of which due notice has been given and which are relevant to the business of the scrutiny committee.

The Chairman reported that no public questions had been submitted.

To consider a joint report by the Strategic Director (David Archer) and the Head of Regeneration and Planning (Reference 11/360 attached)

The Committee considered a joint report by the Strategic Director (David Archer) and the Head of Regeneration and Planning (Reference 11/360) which reviewed the performance of the Creative Industries Centre Trust during the year September 2009 to September 2010, together with details of the Trust’s Business and Marketing Plan, Woodend Tenants’ Report, Exhibitions Programme, Art Scarborough Project, and the Accountable Officer’s and Council Board Member’s reports and Accountable Officer’s Monitoring Form.  The Accountable Officer, Mr Archer reported that the year under review was the first in which the Trust had operated without a Council subsidy, and had generated a surplus of £24,180, 50% of which had been paid to the Council as per the service level agreement.  Woodend had also achieved over 90% occupancy and had established itself as a distinct creative business community in the heart of Scarborough.  Mr Andrew Clay, Director of the Trust, also addressed the Committee reporting an overall very successful year.  He referred in particular to the development of the gallery space and conference and meeting business, the growing number of virtual tenants, the Art Scarborough marketing project, and the new Business and Marketing Plan underpinned by the Trust’s core values and key aims.  Despite the failure of the NorthernNet and Creative Industries Lab projects, much good had and would come of these initiatives.  As an example, Mr Clay explained that one of the Woodend tenants was assessing how to make best use of the sophisticated business editing equipment which had been provided for the NorthernNet media access bureau.  In reply to further Members’ questions, he recognised that the level of reserves at September 2010 of £38,982 was not adequate, but was projected to increase, and should ideally equate to a year’s turnover, that is, some £250K.  He related the ongoing problems in regulating the humidity of the Museums Trust’s storage area, which may well have to be addressed through the acquisition of a second chiller unit.  The Trust was likely to seek financial support from the Museums Trust and the Council to meet the cost of the new unit.  Mr Clay acknowledged that more could be done to obtain business sales information which could be shared with partners to support work at a more strategic level.  Tenants were under no obligation to provide financial data.  However, one-to-one meetings were proving more productive than the previous questionnaires which had generated poor returns.  Mr Clay also referred to the Trust’s plans to develop its consultancy work, offering services to businesses in the Borough and beyond, and the Trust’s interest in managing additional office facilities off site.  The Chairman welcomed the report and thanked Mr Clay for his attendance.

RESOLVED that the report be received.

To consider a report by the Head of Tourism and Culture (Reference 11/362 attached)

The Committee considered a report by the Head of Tourism and Culture (Reference 11/362) in respect of the Scarborough Museums Trust’s activities during 2010/11, a budget summary for the same period, its progress in relation to specific objectives in the Service Level Agreement, and further details of the Trust’s performance monitoring arrangements, objectives, governance, and communication and accountability to partners.  In introducing the report, the Head of Tourism and Culture noted that, unlike previous reports to scrutiny, the financial information in the report now corresponded to the same period as the rest of the performance information, in this case for the financial year 2010/11.  There was however some overlap since the previous report covered activities during the calendar year 2010.  The full year outturn in Appendix 4 showed a surplus of £9,978 and that the Trust was performing within budget.  The Chief Executive of the Trust, Shirley Collier then delivered a presentation to the Committee which highlighted important events during 2010/11 including the University of Hull ‘Charmed’ Interactive installation at the Rotunda, the Fossil Festival in partnership with the National History Museum, improvements at the Art Gallery, and the Storm Force exhibition comprising the Trust’s own collection.  Ms Collier also referred to the Trust’s other work to increase access to the collections - a requirement of the Funding Agreement - and how they had held 198 events in 2010/11, well in excess of the target of 120.  In reply to Members’ questions, Ms Collier confirmed that the Service Level Agreement with the Council was under review and there were issues around the maintenance of the buildings which the new client officer, Stuart Clark was attempting to address – one particular concern was the kittiwakes’ nests on The Rotunda.  She explained that the Trust had wound down the old volunteer scheme, and would be relaunching a more up to date programme which drew on a wider range of volunteer skills.  In terms of reaching out to disadvantaged groups, Ms Collier espoused the philosophy that price and formality should not be a barrier and gave examples of free events such as the Festival of Archaeology and outreach work with disabled people through the Independent Living Centre.  In respect of the Trust’s collaboration with the local tourism industry which includes visitor offers and a deal for coach operators, Members suggested that the Trust also explore opportunities with Scarborough Hospitality Association and the smaller accommodation providers.  The Head of Tourism and Culture commented on the growing collaboration with Welcome to Yorkshire to help market the Scarborough museums and add value to the Trust’s already excellent website.  Members commended the report, especially the outreach work with schools and young people, and the Chairman thanked Ms Collier and Professor Rawson for attending the Committee.

RESOLVED that the report be received.

To consider a report by the Head of Tourism and Culture (Reference 11/363 attached)

The Committee considered a report by the Head of Tourism and Culture (Reference 11/363) which reviewed usage of the Council’s Leisure Card for residents at Scarborough Indoor Pool, Whitby Leisure Centre and Scarborough Sports Centre during 2010/11.  Before introducing the report, the Head of Tourism and Culture, Mr Bennett gave a brief presentation about the Council’s leisure facilities and the current issues affecting them, highlighting the recent investment in Whitby Leisure Centre, in contrast with the ageing facilities at the two sites in Scarborough; however a development brief for a new sports village in Scarborough was currently out to public consultation.  Mr Bennett added that with effect from April 2012 George Pindar Community College wished to relinquish the management of Pindar Sports Centre which provided community use, but cost the college some £25K per year (with no Council subsidy).  In due course, he would be bringing alternative options for the governance of Pindar Sports Centre for Members to consider.  In 2010/11, although total income at the Council’s three leisure facilities had increased, the additional income from higher non Leisure Card holder fees had reduced to £16,993 compared to £18,156 in 2009/10.   Members then put various questions to Mr Bennett: what about leisure provision in Filey?; and provision of an athletics track?; although additional income had been less than expected, had any of the other anticipated benefits of the Leisure Card been realised?; for example, had its introduction had an impact on reducing health inequalities?  Mr Bennett responded that the Leisure Card had enabled the Council to obtain management information about users, although staffing shortages meant that there was still much work to be done to use this information as a marketing tool to increase take up and improve general health.  The effect on health inequalities was difficult to quantify, but Leisure Card data would start to be used with data from the Mosaic system to tackle health issues on a ward by ward basis.  Officers and Members were working with the Filey and District Sports Partnership to secure funding for an indoor sports facility in Filey.  There was not enough space on the Weaponness Valley site for an athletics track but there were possible alternative sites such as Raincliffe School; however, such a facility would be revenue hungry and sustainability would be an issue.  Mr Bennett acknowledged that the older Council facilities in Scarborough suffered from competition with the private sector, but profits from the fitness suite did cross-subsidise other parts of the service.  Furthermore, the Council still had an important role to play in working with the Primary Care Trust; for example, to target the deconditioned market and so improve the public’s health.

RESOLVED that the report be received.

To consider a report by the Head of Environmental Services (Reference 11/364 attached)

The Committee considered a report by the Head of Environmental Services (Reference 11/364) which provided an update on the progress in implementing the recommendations made by the Allotments Task Group.  Members were advised that the transfer of the responsibility for the administration of allotments to Parks and Countryside Services (now within Environmental Services) had been completed.  In terms of establishing new sites, in April the Cabinet had approved the provision of a site at Cornelian Drive as a statutory allotment, and one at Woodlands Drive as a non-statutory allotment.  The latter was accorded a non-statutory status because of its potential for other forms of development.  The two proposed sites would create 130 allotment spaces, whilst the waiting list currently stood at some 200.  However, since the Cabinet’s decision, there had been concerns raised that residents had not been properly consulted.  Further consultation involving ward councillors was therefore planned prior to the submission of planning applications.  Officers also proposed that, instead of producing the Council’s own guide for allotment holders as recommended by the Task Group, Parks and Countryside Services recommend the professionally produced and reasonably priced literature already on the market.  Members welcomed this proposal but also noted the importance of rules and regulations pertaining to individual sites.  The Environment Manager commented that such regulations would be found in the conditions of the allotment holder’s lease.  He also anticipated that demand for allotments would continue to grow, necessitating further work in future to identify sites.

RESOLVED that the report be received.

To consider a report by the Head of Environmental Services (Reference 11/328 attached)

The Committee considered a report by the Head of Environmental Services (Reference 11/328) in respect of progress in implementing the recommendations of the Safeguarding Children Task Group.  Members were reminded that the Task Group reporting in July 2010 had uncovered a worrying gap between the theory and practice of the Council’s safeguarding children arrangements.  As a consequence, the Community Health and Safeguarding Officer was appointed in September 2010.  Her first task was to review the Council’s policy and procedures in light of the Task Group’s findings.  The new policy and procedure which also encompassed vulnerable adults was agreed by the Cabinet on 18 January 2011 and had been implemented across all areas of the Council.  The new policy included a generic statement of what children, young people and their parents and carers can expect from the Council, together with guidance on how to recognise and prevent abuse, referral procedures and detailed description of what action to take should staff have concerns about the welfare of children, young people and vulnerable adults.  Overall progress was pleasing and was reflected in the number of employees trained and the advice sought on a number of safeguarding issues by key Council services such as Legal, Housing, Leisure and Customer First.  In reply to Members’ questions, Ms Rees, the Community Health and Safeguarding Officer, identified her face-to-face training of front line staff as one of the most important actions she had undertaken to strengthen the culture of safeguarding within the authority.  She also anticipated that her work with community groups and holiday parks in the Borough would continue to grow, and referred to her increasing presence on boards and working groups to influence the way Council services are shaped to meet the needs of children and vulnerable adults.

RESOLVED that the report be received.

To consider:

(i)                 a draft work programme for the committee;

(ii)               details of proposed new areas of work for 2011/12; and

(iii)             nominations by the committee to Scarborough and North East Yorkshire Healthcare Trust / Scarborough Borough Council Councillor Liaison Group and the LGYH Regional Health Group

(Report reference 11/339 attached)

The Committee considered a report by the Head of Legal and Support Services (Reference 11/339) to assist Members in planning the committee’s work for 2011/12.  The Committee agreed several additions to the work programme as proposed in the report:

28 September 2011

(i) Committee to review the Primary Care Trust’s proposals for Whitby Hospital at its next meeting and invite representatives from the Primary Care Trust and Whitby Hospital Action Group

(ii) Committee to review the Council’s support for community groups to deliver play areas and similar schemes learning from the experience of Ingham Play Park and invite members of the Ingham Play Park Committee and relevant Council officers – as requested by Councillor Lawn in his Call for Action

(iii) update on Scarborough Hospital merger with York Hospital

25 January 2012

(i) briefing on local authorities’ new public health responsibilities under the Health and Social Care Bill and how Scarborough Borough Council fits into the emerging picture.

The Committee also considered nominations to working groups including the Parking Working Group which would report to this Committee and to the Corporate Efficiency Board.  Members were advised that to date the Parking Working Group had been chaired by Councillor Tim Lawn with representation from Members across political groups and geographical areas.  Seven names had been put forward by Group Leaders to sit on the Working Group: Councillors Lawn, Allanson, Armsby, Sharma, Mrs Jefferson, Watson and Chance.

RESOLVED that:

(i)                 subject to the additions above, the work programme be agreed;

(ii)               Councillors Abbott, Billing, Evans and Mrs Turner be nominated to serve on the Scarborough and North East Yorkshire Healthcare Trust / Scarborough Borough Council Member Liaison Group;

(iii)             Councillor Billing be nominated to attend the Local Government Yorkshire and Humber Regional Health Group; and

(iv)              Councillors Lawn, Allanson, Armsby, Sharma, Mrs Jefferson, Watson and Chance be nominated to serve on the Parking Working Group.