BOROUGH OF POOLE
ENVIRONMENT OVERVIEW GROUP
15 NOVEMBER 2007
The Meeting commenced at 7:00pm and finished at 8:40pm.
Present:
Councillor Gregory (Chairman)
Councillors Adams, Chandler (substitute for Councillor Wilkins), Collier, Eades, MrsEvans (substitute for Councillor Mrs Haines), Mrs Moore, Trent, Mrs Walton and Miss Wilson.
Also attending:
Councillor Wilson
Members of the public present: 0
EOG32.07 APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillors Mrs Haines and Wilkins.
EOG33.07 MINUTES
RESOLVED that the Minutes of the Meeting held on 6 September 2007, having been previously circulated, be approved as a correct record and signed by the Chairman.
EOG34.07 DECLARATIONS OF INTEREST
Councillor Eades declared a prejudicial interest in M.EOG35.07 as a Licence Holder and a licensee of a Public House.
Councillor Mrs Moore declared a prejudicial interest in M.EOG35.07 as her husband was the holder of a Premises Licence.
Councillor Miss Wilson declared a personal interest in M.EOG35.07 and M.EOG41.07 as a member of Dorset Police Authority.
EOG35.07 LICENSING POLICY STATEMENT 2008
The Head of Environmental and Consumer Protection Services submitted a report on the Borough of Poole Licensing Act 2003 Policy Statement 2008. He stated that the Licensing Act 2003 required the Local Authority to produce a three year document containing the principles that the Council proposed to apply in exercising its functions under the Act. The Borough’s current Policy Statement approved in 2005 required a review and updating prior to January 2008. The draft Policy Statement had been developed by a Working Party consisting of Members and Officers from Environmental and Consumer Protection Services and Legal and Democratic Services. Following the completion of consultation, Members and Officers had considered the detailed responses received and had incorporated the necessary amendments within the Policy Statement. The schedule of consultation responses was attached to a copy of the Policy Statement and considered by Members of the Overview Group.
The Chairman reported that the Council had recently received three Awards - Springboard Awards for Excellence – Corporate Citizenship Award 2006, Responsible Drinks Retailing – Best Partnership 2006 and National Institute Training
Awards, Social Responsibilities Award 2006 on the implementation of its Policy Statement and on behalf of the Overview Group he congratulated everyone for their work on this matter.
The Portfolio Holder similarly added his thanks for all the hard work on the Policy Statement undertaken by staff members and Partners.
In response to a question, the Chairman of the Licensing Committee stated that the Policy relating to underage sales had been strengthened and this could now mean the revocation of the appropriate premises license.
RECOMMENDED that the Borough of Poole Licensing Act 2003 Policy Statement 2008 as required by the Licensing Act 2003, be supported and referred to Council on 18 December 2007 for approval.
For: Unanimous
EOG36.07 ACCESS TO LEISURE AND LEARNING REVIEW
The Head of Leisure Services submitted a report requesting that Members support a review of the management of administration, promotion and operational viability of the Borough’s valuable Access to Leisure and Learning Scheme. He stated that the Access to Leisure Scheme had been launched by the Borough of Poole in 1997, with its primary aim to offer discounted rates on leisure activities for people disadvantaged by low income or disability, in accordance with the Council’s core value “Equality of Opportunity”.
By 2002 there were on average around 5,000 members registered on the scheme but numbers then began to decline when the benefit Family Credit ceased and in its place, Tax Credits were introduced. Changes to the qualifying conditions resulted in less people being eligible for Access to Leisure and Learning. There were currently approximately 4,200 card holders on the Poole Access to Leisure and Learning Scheme.
Officers were aware of various organisations who were concerned with the operational difficulties faced when supporting the scheme and who had an interest in helping the Council to develop its service. The Access to Leisure and Learning Scheme was operated at no cost to the Council and there would be no financial implications as a result of the Review.
It was hoped that by carrying out a review of the Access to Leisure and Learning Scheme, the Council would be able to update and maximise the support and benefit offered to customers and operational partners.
The Head of Leisure Services felt that the review should look at whether the discount scheme was still relevant and whether the current criteria needed to be reviewed with card holders and non cardholders and they would be consulted as part of the review process. Additionally, the review could consider whether voluntary and retail uses were still relevant. Also, the review could look at the best way to publicise the scheme, such as distributing leaflets to Schools and Job Seeker Plus participants.
Members felt that the following should be included in the Review:-
· The provision of more Group activities, such as Karate
· The Safer Neighbourhood Teams could help publicise the scheme
· Justification for including residents who lived outside Poole
· Criteria for Young Carers should be considered to include family members
· The Review should look to include the setting of targets.
The Portfolio Holder for Leisure and Culture stated that he had recently attended a Meeting with SLM who were supportive of the Access to Leisure and Learning Scheme.
AGREED that Officers be asked to undertake a review of the Access to Leisure and Learning Scheme with the aim of getting more eligible people to benefit from the Scheme and that a report outlining proposals and recommendations be considered by the Overview Group in Spring 2008.
For: Unanimous
EOG37.07 PROVISION OF NEW BEACH HUTS
The Head of Leisure Services submitted a report updating Members on the intention to provide additional beach huts to reduce the current waiting list and where possible, provide additional short term (weekly) beach hut lets to facilitate greater accessibility to these Council assets.
He reminded the Overview Group that Members had previously supported the construction of new beach huts and the financing by Prudential Borrowing over a period of up to 15 to 16 years and for the Head of Leisure Services to seek tenders for the construction of 54 new beach huts with a programme to construct these during the winter of 2007. It had also been agreed that a further report on the approval of the financing would be made to the Overview Group upon the receipt of tenders.
A Feasibility Study had been undertaken by the Council’s Property Services which had confirmed the viability of the project. Planning permission was currently being sought for the construction of the beach huts and tenders were being sought. Tenders would be returned at the end of November and, subject to Council approval, construction would commence in January 2008 and completed in April 2008 ready for the summer season. Due to environmental concerns, the Feasibility Study had only recently been completed and this had resulted in the timescale for tenders being amended. For the Project to be undertaken in time for the next summer season, the final tender figures would not be able to be presented to this Meeting but would, by necessity, have to go direct to Full Council.
Finally, he stated that it was still considered that this Project was financially viable without the need for additional capital or revenue funding. However, without the return of tenders it was not possible to put any further financial information forward.
The Portfolio Holder for Leisure and Culture welcomed the report and clarified that all the new Beach Huts would be leased or rented and none of the beach huts would be sold.
AGREED that the new timetable for procuring and reporting this project be noted and Council be asked to approve the tender at its Meeting on 18 December 2007.
For: Unanimous
EOG38.07 PLANNING OBLIGATIONS FUND AND HEATHLAND MITIGATION FUND
The Head of Leisure Services submitted a report on the latest work to improve the efficiency and effectiveness of the allocation and expenditure relating to Planning Obligations for Recreation and Heathland Mitigation Funding.
Leisure Services had produced Guidance Notes which provided Members, Residents Groups and the general public with information about the Borough of Poole Planning Obligations Funds. A similar document had been prepared which gave guidance on the Interim Heathland Mitigation Scheme.
In addition, at the request of the Portfolio Holder, Leisure Services had developed a “Green Card” system which would be used by anyone wishing the Council to consider funding and delivering a project from either Fund. A basic level of information was requested which, hopefully, struck a balance between what was needed in order to begin the decision making process and what was reasonable and not to onerous on the proposer.
The Head of Leisure Services reported that the Green Card Scheme would formalise requests for Leisure Services staff to consider against policy, strategy and various constraints. It would not replace public notification, nor the normal progress of schemes through Area Committees, although it might assist in a wider knowledge of schemes within the community before it arrived as a report at an Area Committee.
Leisure Services intended to encourage more requests or suggestions for project funding from a wider range of sources than currently occurred. It was hoped that the Guidance notes, together with a more accessible proposal procedure, would go some way to achieving this, to increase the rate of spend and to benefit the wider community and the Borough of Poole generally through the delivery of improvement projects.
In response to a question on current schemes which were already being progressed, the Head of Leisure Services responded by stating that forms would be completed by Leisure Services staff without the need to start the process again with the applicants.
A Member felt that the Report failed to recognise areas such as Turlin Moor which did not naturally “bleed” into other adjoining areas and he felt that the Scheme was very open ended.
The Portfolio Holder for Leisure and Culture felt that the current system on Planning Obligations encouraged co-operative work between Wards and an example of this had been seen at Newtown/Alderney and Penn Hill/Canford Cliffs. There were some anomalies where there was a surplus of funds and flexibility between Wards was crucial. In response to a question he emphasised that the main criteria had always been to provide facilities for residents which were “affected by development”. A new member of staff had now been approved to deal solely with this work.
A Member hoped that schemes for Heathland Mitigation funding were built up and processed as soon as possible and he hoped that this would not mean that Poole schemes were left out.
The Portfolio Holder for Environment confirmed that there had been a recognition by the Executive Group of the need for a balance of schemes between all Local Authorities so that no-one was left out of the process or funding opportunities.
AGREED that the report of the Head of Leisure Services on the production of Guidance Notes for the Planning Obligations Fund and Heathland Mitigation Fund, together with the “Green Card” system be noted.
For: Unanimous
EOG39.07 WEED TREATMENT PROGRAMME
The Head of Environmental and Consumer Protection Services submitted a report on the challenges facing the Weed Treatment Service. The current service provision had been evaluated and outlined future options available to enable delivery of an effective service with the Borough of Poole. He highlighted the fact that weeds could cause a public nuisance and created real safety issues in urban areas. In addition, there were legal requirements on weed control which landowners had to meet. A wide range of environmental legislation, policies and initiatives, influence, or were influenced by, the use of plant projection products. Consequently, this framework had had a huge impact on the strength of product available for local authority use. The chemicals that were available today literally only killed what they touched, they would not kill the root itself and the weeds could then be re-germinating the following day.
The weather also had an effect and this year’s extended period of wet weather had significantly contributed to the increasing levels of weed growth visible across the Borough and the reduction in the number of suitable days available for weed treatment without herbicide products being effectively washed away. Within the six months of 2007/08, Environmental and Consumer Protection Services had received 106 complaints related to weeds on Council owned land against its annual target of 50.
The Meeting was advised that for the coming 2008/09 season, unless Environmental and Consumer Protection Services had the capacity to allocate staff as a dedicated team from the outset of the season, the Service would encounter the same problems as experienced in previous years. Three Service options had been developed and all these options were based around a two treatment programme across the Borough, a minimum requirement for effective weed control. The options were:-
Option 1 - The Service remained in-house with the recognition and formalisation of a three operative team, consisting of two posts being re-allocated from within the current establishment and one new post being “created” by the release and funding of a post previously frozen for efficiency gains. The positions would create a dedicated team to operate a continual service throughout the year. The additional cost to the Authority was £29,161.
Option 2 – Extension of Full Sail Ahead General Operatives Contracts to include February/March and September/October. There was the potential to undertake two treatment programmes within the Borough, namely during February/March and follow-up treatment in September/October. Additional costs to the Authority were £39,475.
Option 3 – Externalisation of the service. There were numerous companies within the industry that could provide the Borough of Poole with a comprehensive service and this would remove the service delivery pressures from Environmental and Consumer Protection Services. Additional cost to the Authority would be £42,540, subject to full tender exercise.
Finally, the Head of Environmental and Consumer Protection Services stated that there was currently no additional funding identified within the Medium Term Financial Plan to invest in the improvement of weed treatment. A savings target of £187,000 had to be made to balance the 2008/09 budget. Any pressure arising from an improvement to weed treatment would be over and above this. The Head of Environment and Consumer Protection Services stated that he would attempt to absorb any budget pressure arising from Members’ recommendation associated with this report but he could not at this stage offer any guarantee that it would be able to be achieved.