Agenda and minutes

The Panel received a report of the Director of Community and Cultural Services, setting out applications to the Edward Harvist Trust Fund.

An officer explained that there was a balance of £9,907 of Trust monies to be allocated in 2007/2008.

Resolved to RECOMMEND:  (To the Portfolio Holder for Community and Cultural Services)

That (1) £257 be allocated to Carramea;

(2)  £2,000 be allocated to Maesnant Centre, subject to legal advice;

(3)  £2,000 be granted to Mind in Harrow;

(4)  £2,000 be granted to St Luke’s Hospice, subject to legal advice.

[Reason for Recommendation:  To consider the allocation of funding to voluntary organisations from monies received from the Edward Harvist Trust in 2007/08.]

[Note:  Legal advice had been sought on recommendations 2 and 4 above and approval for allocation of funds had been obtained].

The Panel considered a report of the Director of Community and Cultural Services, which provided an update on the Community Premises Accommodation.  Members were asked to agree that voluntary organisations be contacted to submit application forms for allocation of space at the Community Premises.

An officer reported that following a recommendation from the Grants Advisory Panel meeting held on 11 June 2007, the Community Premises Accommodation had been advertised to voluntary organisations.  She informed the Panel that 16 existing users and 8 new organisations had expressed an interest in the premises.  Three existing users had not responded and had been sent a reminder.

A Member was of the view that the Council might be able to allocate space to all organisations that had shown an interest and were expected to make an application.

Resolved to RECOMMEND:  (To the Portfolio Holder for Community and Cultural Services)

That (1) the next stage of asking the organisations listed at Appendix 2 of the published officer report to submit a formal application for accommodation at the Community Premises be agreed;

(2)  officers be authorised to analyse the applications received, put together proposals for allocations based on the aims and objectives of the organisation, and to provide up to date usage information for those currently based at the Community Premises.

[Reason for Recommendation:  To make the Community Premises available for more organisations, enabling it to be fully utilised].

(See also Minute 78).

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 there were no declarations of interests made by Members in relation to the business transacted at this meeting.

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.

RESOLVED:  That all items be considered with the press and public present with the exception of the following item for the reason set out below:

That (1) the minutes of the meeting held on 7 March 2007 be taken as read and signed as a correct record;

(2) the minutes of the meeting held on 11 June 2007 be deferred until printed in the bound Council Minute Volume.

RESOLVED:  That (1) the minutes of the meeting held on 7 March 2007 be taken as read and signed as a correct record;

(2)  the minutes of the meeting held on 11 June 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:  The Panel’s policy (Minute 60:  28.07.03) in principle is not to receive deputations relating to individual grant applications].

[Note: The Panel's policy (Minute 13: 06.07.06) is to receive deputations annually at its November meeting.]

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 Community and Cultural Services.

(See Recommendation 1).

Report of the Director of Community and Cultural Services.

Further to Recommendation 2 above, it was explained that each year groups were requested to sign a facilities users’ agreement, but that this had not been undertaken in the current year.  It was noted that this was essential and officers were asked to ascertain that the agreements were signed in 2008.

RESOLVED:  That the above be noted.

Report of the Director of Community and Cultural Services.

The Panel considered a report of the Director of Community and Cultural Services, which set out the progress made on the Community Lettings Scheme.

The Chairman informed the Panel that in September 2008 new criteria for Community Lettings would come into effect.  Allocation of grants to voluntary groups would support community lettings, mainly in school premises.  She added that historically rents had been subsidised up to 85% for many years.  The subsidy had reduced to 70% from 1 September 2006 and 60% from 1 September 2007.  From 1 September 2008 the system would change whereby organisations would apply directly to schools for lettings and then be able to apply to the Council for a grant of up to 50% of the actual cost.

Members expressed concern that some schools were increasing their charges considerably for use of their premises.  One Member noted that some schools were not sympathetic to voluntary organisations in the form of reduced charges.  An officer responded that schools had a duty of care and community cohesion, and the Community Lettings Scheme could be part of this.  She added that guidance would be issued to schools on this matter.  The officers would endeavour to find out whether organisations which had not continued with their lettings had found cheaper premises.  The Adviser suggested helping organisations to look for alternative funding to ensure services were maintained. 

RESOLVED:  That the report be noted.