Agenda and minutes

The Panel received a report of the Director of Financial and Business Strategy, suggesting potential amendments to the Panel’s Terms of Reference, in line with a request made at the 6 July 2006 meeting that these be reviewed.

After examining the proposed amendments, it was

Resolved to RECOMMEND: (to Cabinet)

That (1) Item (i) under Appendix B to the officer report be amended to read:

‘To consider applications for funds from the Edward Harvist Trust, and make recommendations for funding to Cabinet or the Portfolio Holder as appropriate’;

(2)  the proposed Terms of Reference of the Panel, as set out at Appendix B to the officer report and as now amended, be approved.

[Reason:  To clarify the role of the Panel.]

The Panel received a report of the Director of Financial and Business Strategy, setting out progress on the Community Premises Handbook.

The Panel heard that the Handbook incorporated some of the recommendations made in the Community Premises Review Report, submitted to an earlier meeting of the Panel.

A Member commented that the proposals outlined in the report represented the beginning of the process of revising Community Premises arrangements. Of particular significance was said to be reforms to monitor spaces themselves, rather than the hours they were in use. A small charge was also being considered. These potential revisions would lend value to the spaces on offer, and help ensure their efficient use.

On opening the item to questions, it was suggested that Volutary Organisations might find information relating to all available premesis, rather than just Council owned spaces, useful, and that this could be found on the Council’s website. It was proposed that officers make organisations aware of this.

A Member suggested that volunteers from Harrow Association of Voluntary Services (HAVS) be employed to help monitor the scheme.

The potential formation of a Community Trust in order to take the scheme forward in the long-term was discussed. The Chairman asked that officers seek further advice in this regard, and discuss this with voluntary organisations, in order to gain feedback.

RESOLVED to RECOMMEND (To the Portfolio Holder, Finance and Business Matters):

That (1) the contents and policies detailed in the Community Premises Handbook attached as Appendix 1 of the officer report be noted;

(2) that the new policies be implemented on 1 January 2007;

(3) that the three year tenure role be applied from 1 April 2007 to accommodate new groups when necessary.

[Reason: To update and implement revisions to the Community Premises Handbook for use by Voluntary Organisations.]

The Panel received a report of the Director of Financial and Business Strategy, outlining revisions to the Community Premises Handbook.  The Panel heard that the Handbook took into account some of the recommendations from the Member led review of Community Premises, which had reported to an earlier meeting of the Panel.

It was stated that there had been an attempt to move towards the monitoring of how spaces were used, rather than focusing on the overall number of hours, through revised monitoring forms.  This would help provide more accurate information on the use of premises, and so in turn would help increase the efficiency of the service and greater use of the premises.  It was also suggested that a small charge might be levied on the use of the meeting room to existing and new users.

Resolved to RECOMMEND:  (to the Portfolio Holder, Finance and Business Matters)

That (1) the contents and policies detailed in the Community Premises Handbook attached at Appendix 1 of the officer report be noted;

(2)  that the new policies be implemented on 1 January 2007;

(3)  that the three-year tenure rule be applied from 1 April 2007 to accommodate new groups when necessary.

[Reason:  To revise and update the Community Premises Handbook, for use by local voluntary organisations.]

(See also Minute 30).

To note the attendance at this meeting of any duly appointed Reserve Members.

Reserve Members may attend meetings:-

(i)                 to take the place of an ordinary Member for whom they are a reserve;

(ii)               where the ordinary Member will be absent for the whole of the meeting; and

(iii)             the meeting notes at the start of the meeting at the item ‘Reserves’ that the Reserve Member is or will be attending as a reserve;

(iv)              if a Reserve Member whose intention to attend has been noted arrives after the commencement of the meeting, then that Reserve Member can only act as a Member from the start of the next item of business on the agenda after his/her arrival.

RESOLVED:  To note the attendance at this meeting of the following duly appointed Reserve Member:-

To receive declarations of personal or prejudicial interests, arising from business to be transacted at this meeting, from:

(a)               all Members of the Committee, Sub Committee, Panel or Forum;

(b)               all other Members present in any part of the room or chamber.

RESOLVED:  To note that the following Members declared personal interests arising from their involvement with the organisations listed. Accordingly, they remained and took part in the discussion and voting on the applications relating to these organisations:

To consider whether any of the items listed on the agenda should be considered with the press and public excluded on the grounds that it is thought likely, in view of the nature of the business to be transacted, that there would be disclosure of confidential information in breach of an obligation of confidence or of exempt information as defined in Part 1 of Schedule 12A to the Local Government (Access to Information) Act 1972 (as amended).

RESOLVED:  That all items be considered with the press and public present.

That the minutes of the meeting held on 6 July 2006 be taken as read and signed as a correct record.

RESOLVED:  That the minutes of the meeting held on 6 July 2006 be taken as read and signed as a correct record.

To receive questions (if any) from local residents or organisations under the provisions of Advisory Panel and Consultative Forum Procedure Rule 15 (Part 4E of the Constitution).

RESOLVED:  To note that no public questions were received at this meeting under the provisions of Advisory Panel and Consultative Forum Procedure Rule 16 (Part 4E of the Constitution).

To receive petitions (if any) submitted by members of the public/Councillors under the provisions of Advisory Panel and Consultative Forum Procedure Rule 13 (Part 4E of the Constitution).

RESOLVED:  To note that no petitions were received at this meeting under the provisions of the Advisory Panel and Consultative Forum Procedure Rule 14 (Part 4E of the Constitution).

To receive deputations (if any) under the provisions of Advisory Panel and Consultative Forum Procedure Rule 14 (Part 4E of the Constitution).

[Note:  The Panel’s policy (Minute 60:  28.07.03) in principle is not to receive deputations relating to individual grant applications].

RESOLVED:  To note that no deputations were received at this meeting under the provisions of Advisory Panel and Consultative Forum Procedure Rule 15 (Part 4E of the Constitution).

Report of the Director of Financial and Business Strategy.

(See Recommendation 1).

Report of the Director of Financial and Business Strategy.

The Panel received a report of the Director of Financial and Business Strategy, setting out both the old and revised Community Lettings criteria.

Members raised concerns over the criteria allowing organisations that had been using premises for religious activities in the period September 2005 to August 2006 to continue doing so, as this could potentially be seen as discriminatory.

It was reported that there was one group to which this was applicable, and that the subsidy they received would be reduced next year, in line with the agreed criteria.

The Panel agreed that Members’ concerns be noted, and that they might be the subject of a possible future recommendation or report.

RESOLVED:  That the report be noted.

Report of the Director of Financial and Business Strategy.

An officer presented a report of the Director of Financial and Business Strategy, outlining the performance and activities of those voluntary organisations awarded funding in 2005/2006.

The Panel heard that monitoring had been undertaken through the submission of a standard Monitoring and Assessment Form by each organisation, as required by the terms of funding.  Forms were sent to 77 organisations, of which 5 had not returned them.  In addition to this, groups in receipt of funding in excess of £5,000 were also monitored through an officer visit; 28 out of a possible 29 organisations had been visited to this end.

Members discussed the activities of the individual organisations set out in the appendices to the published officer report, and commented that the report would provide useful background information prior to allocating grant funding in 2006/2007.

It was added that possible methods by which the work of monitoring voluntary organisations could be more equitably distributed between grants officers and officers from other parts of the Council structure, who might be involved in monitoring the same organisations, be examined.

At a later point in the meeting, the Chairman gave permission meeting for a representative of the North West London Community Foundation to outline the Foundation’s activities and their relation to those of the Grants Advisory Panel, owing to the potential benefit of this information to Panel Members and local voluntary organisations.

RESOLVED:  That the report be noted.

Report of the Director of Financial and Business Strategy.

Further to Recommendation 2 above, a Member suggested that voluntary organisations might find information relating to all available premises useful, which could be obtained on the Council’s website.

It was also suggested that volunteers from the Harrow Association of Voluntary Services (HAVS) could advise on monitoring the use of Community Premises.

The proposed formation of a Community Trust was discussed, in order to develop the scheme over the long term. Officers were asked to seek further advice on this, as well as to raise this with voluntary organisations, and gather feedback.

RESOLVED:  That the above be noted.

To (1) consider the cancellation of the Panel meeting scheduled to be held on 22 November 2006;

(2) note that the Panel will meet on 18 December 2006.

RESOLVED:  That (1) the Panel’s meeting scheduled for 22 November 2006 be cancelled;

(2)  it be noted that the next meeting of the Panel would take place on 18 December 2006.