Agenda and minutes

The Panel received a report of the Director of Financial and Business Strategy updating the Members on the Community Premises review.

The Director of Community and Cultural Services reminded Members of the Panel that this item would be included in the Council’s community development strategy, and the subsequent review of support to the voluntary sector, which would start this summer.   He further reminded Members that the original allocation of office space was intended for a three-year period to allow groups to establish themselves, although this strategy had not been implemented.

It was proposed to advertise the Community Premises in order to get an indication of interest without guaranteeing space.

A Member expressed concern that certain voluntary groups were funded solely by the Council and felt that these groups needed to look for alternative sources of funding.

Another Member expressed concern that in the case of over-capacity of the Community Premises following the advertising of office space, some voluntary groups could experience difficulties in finding new office space.

Another Member proposed a nominal charge for using the Premises meeting room prior to implementing charges for use of the office space. Members understood that these charges would produce a relatively small income and that a few groups with heavy use of the meeting room would find this financially difficult.  Members asked the officer to consult the voluntary groups on this proposal at his next meeting with them. The officer subsequently informed the Panel that organisations had expressed disquiet to any such proposals to implement charges particularly in light of the recent reduced grants allocation.

A suggestion was made to look for alternative funding to help set up a Community Trust.

Resolved to RECOMMEND: (To the Portfolio Holder for Finance and Portfolio Co-ordination)

That (1) all available space at Community Premises be advertised to assess levels of interest for occupancy (categories – individual office, designated desk, casual desk or postal address for correspondence) of any new and existing users;

(2)  the implementation of charges for use of the Community Premises after three years occupancy be deferred until after the review of support to the voluntary sector;

(3)  the items listed under 2.2.1 and 2.2.11 of the published officer report be closed until the budgets are available to carry out this work and, in the meantime, grants officers explore any external funding opportunities for this work.

[Reason for Recommendation:  To ensure the implementation of the recommendations of the Community Premises review.]

(See also Minute 68).

To note the appointment of Councillor Joyce Nickolay at the Cabinet meeting on 15 May 2007 under the provisions of Advisory Panel and Consultative Forum Procedure Rule 5.1 as Chairman of the Grants Advisory Panel for the Municipal Year 2007/2008.

RESOLVED:  To note the appointment at the Cabinet meeting held on 15 May 2007 of Councillor Joyce Nickolay as Chairman of the Grants Advisory Panel for the Municipal Year 2007/2008.

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 Members:-

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 interest was declared:

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 Act 1972 (as amended).

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

To appoint a Vice-Chairman of the Grants Advisory Panel for the Municipal Year 2007/08.

Nominations were received and seconded for Councillor Mrs Anjana Patel.  It was

RESOLVED:  To appoint Councillor Mrs Anjana Patel as Vice-Chairman of the Panel for the Municipal Year 2007/2008.

That (1) the minutes of the meeting held on 22 January 2007 be taken as read and signed as a correct record;

(2) the minutes of the meeting held on 7 March 2007 be deferred until printed in the bound Council Minute Volume.

[Note:  The 22 January 2007 minutes are published on the Council's intranet and website].

RESOLVED:  That (1) the minutes of the meeting held on 22 January 2007 be taken as read and signed as a correct record;

(2)  the minutes of the meeting held on 7 March 2007 be deferred until printed in the Council Bound Minute Volume.

To receive questions (if any) from local residents or organisations under the provisions of Advisory Panel and Consultative Forum Procedure Rule 16 (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 14 (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 15 (Part 4E of the Constitution).

[Note:  (1) The Panel’s policy (Minute 60: 28.07.03) in principle is not to receive deputations relating to individual grant applications;

(2) The Panel's policy (Minute 13: 06.07.06) is to receive deputations annually at its November meeting;

(3) (Minute 46: 22.01.07 Last sentence): A letter had been sent to all organisations that had applied, explaining how to appeal in writing or make

a deputation at the next Grants meeting scheduled for 7th March 2007.]

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.

Further to Recommendation 1 above, a Member queried what facilities were currently offered to groups that could not use the Community Premises and only required a postal address.  The officer responded that this was one of the options being offered to groups.

A Member queried whether any comparative information was available from Merton Council, Harrow Council’s closest demographic neighbour, in relation to their Grants Budget.  Responding, the officer stated he would include the information at the next meeting.

RESOLVED:  That (1) the above be noted;

(2)  the Director of Community and Cultural Services include the setting up of a Community Trust in the community strategy review.

Which cannot otherwise be dealt with.

Appointment of the Advisor to the Panel

RESOLVED:  That Deven Pillay be appointed Advisor to the Panel for the Municipal Year 2007/2008.