Policy and Project Advisory Board - Wednesday, 5th June, 2019 7.00 pm - Agenda and minutes

To appoint a Chairman of the Board for the 2019/20 Municipal Year.

RESOLVED: That Cllr J.B. Canty be appointed Chairman for the 2019/20 Municipal Year.

To appoint two Vice-Chairmen of the Board for the 2019/20 Municipal Year.

 

RESOLVED: That Cllrs Sophia Choudhary and P.I.C. Crerar be appointed Vice-Chairmen for the 2019/20 Municipal Year.

 

The confirm the Minutes of the Meeting held on 3rd April, 2019 (copy attached).

The minutes of the meeting held on 3rd April, 2019 were approved and signed by the Chairman.

Executive Director (Operations) to provide a briefing on the role of the Policy and Project Advisory Board (Article 9 of the Constitution attached).

Ian Harrison, Executive Director (Operations), provided a brief overview on the role of the Policy and Project Advisory Board. The main purpose of the Board was to assist and advise the Cabinet in the development of policies and strategies.  The Board would undertake research, consultation and review and make recommendations to the Cabinet.  The Cabinet would consider the information when making decisions. 

 

The Advisory Board would meet six times per year, however additional meetings could be arranged if the volume of work required.  Items for the agenda would be considered by the Progress Group.  Any member of the Board could put forward items for the agenda which could be considered by the Progress Group.  The Board NOTED the information.

To consider the Head of Democracy, Strategy and Partnership’s Report No. DSP1903 (copy attached) which sets out the approach to the Aldershot and Farnborough 2030 public consultation and reports on the key findings and outcomes from the survey and engagement activities.  The Report proposes a number of recommendations for incorporation in a new long-term vision.

The Board considered the Head of Strategy, Democracy and Partnership’s Report No. DSP1903 which set out the approach to the consultation carried out to help shape the development of a long-term vision for the Borough.  The Report set out the key findings and outcomes from the survey and engagement activity.

 

Six themes were identified at a network meeting of Rushmoor’s key partners which took place in November 2018.  The six themes, which reflected the issues that were thought to be the most important to residents and businesses, were developed for the public consultation.  The consultation on the long-term vision and three-year business plan for the Borough was carried out during February and March 2019.  There were three key strands to the consultation which comprised an online survey, public drop-in consultation stands and discussions with community groups and an Instagram poll.

 

There were 1,101 responses received to the full survey, short survey and Instagram poll.  Around 2,000 separate comments were received in response to the consultation questionnaire and consultation discussions at drop-in sessions.  The Board was advised on the outcomes of the full survey which placed opportunities for everyone (quality education and a skilled workforce) as the most important theme and vibrant and distinctive town centres in second place.  The short survey placed vibrant and distinctive town centres and housing for every stage of life as the most important two themes with opportunities for everyone as the third most important.   Vibrant and distinctive town centres also received the highest average score through the Instagram poll. 

 

The Board received details on the key messages in each of the six theme areas. There were a number of key messages highlighted from the consultation exercise which would need to be taken into account in the development of the long-term vision.  Overall there was strong support for the themes and aspirations within the draft vision.  There were three additional issues which it was recommended should be incorporated in the long-term vision which were community safety, stronger communications with the community and green and environmentally-friendly living.

 

The Board discussed the consultation work that had been carried out and commented on how thorough the engagement process had been, and in particular the additional work to consult with hard to reach audiences. There was some discussion regarding the connected communities theme and how well the audience understood the meaning of the theme.  It was agreed that consideration should be given to renaming the connected communities theme.  Board members were invited to send any additional comments to Jill Shuttleworth and the comments would be considered when developing the vision. 

 

The Board RECOMMENDED to Cabinet that the key messages, subject to the Board’s comments, as set out in the Head of Strategy, Democracy and Partnership’s Report No. DSP1903, be incorporated in the development of a new long-term vision for Rushmoor.

To receive a presentation from the Head of Operational Services setting out the current provision of playgrounds in the Borough and proposals for the future to ensure that the provision of playgrounds is appropriate for current and projected communities and their needs.

The Board received a presentation from Andy Ford, Parks Manager, setting out the current provision of playgrounds in the Borough.   Cllr M.L. Sheehan, the Operational Services Portfolio Holder, joined the meeting for the item.

 

The Board was advised that there were 69 equipped playgrounds in the Borough and, of those, 39 were owned by the Council.  Since 2005, 14 sites had been refurbished, the remaining 25 were older and in need of investment.  There were a variety of types of play areas in the Borough categorised as: Local Areas for Play (LAP) 100m distance or a minute walk; Local Equipped Areas for Play (LEAP) 400m distance or a 5 minute walk; and, Neighbourhood Equipped Area for Play (NEAP) 1km distance or a 12 minute walk.  There were also two destination play areas, one in Farnborough and one in Aldershot, where residents were prepared to travel greater distances to visit.

 

The Board was shown a number of maps which set out where the LAPs, LEAPs and NEAPs were located in the Borough.  Figures were also provided setting out the usage of the various playgrounds during August 2017 which showed that both the destination playgrounds, King George V Playing Fields in Farnborough and Aldershot Park in Aldershot, had the highest usage.  Details were provided on the cost of the maintenance of the playgrounds.  The cost of the maintenance of the sites was split into the very high value sites which had the highest usage down to the lower value sites which were a much smaller provision with limited use.  The equipment in some of the smaller sites was reaching the end of its life and items would need to be either repaired, replaced or removed in the near future.  The total cost commitment over a 15-year cycle for investment in the current playground provision was £3.28m with annual inspection, repair and maintenance costs of £66k.

 

The Board was asked to consider the best way to develop the strategy to ensure that the provision of playgrounds was appropriate for current and projected communities.  The Board discussed the current provision and the best way to progress the development of a strategy. Details on the time and date of when the playground usage was monitored was requested.  The Board was asked to request any additional data before the next meeting through the Board Administrator. A site visit for Board Members would try to be arranged before the following meeting. Board Members were also encouraged to make their own visits to a selection of the playgrounds. 

 

The Board AGREED that the strategy development would be discussed further at the following Advisory Board meeting. 

(1)      Progress Group

 

To appoint the Membership of the Progress Group.  Membership of the Group includes the Chair and Vice-Chairmen of the Policy and Project Advisory Board.  In addition, nominations are requested for one Conservative Group representative, two Labour Group representatives and one Liberal Democrat Group representative from the Policy and Project Advisory Board.

 

(2)      Strategic Housing and Local Plan Group

 

To appoint the Membership of the Strategic Housing and Local Plan Group.  Membership of the Group includes:

 

·      Leader of the Council

·      Cabinet Member with responsibility for the Local Plan

·      Chairman of Development Management Committee

·      Chairman or Vice-Chairman of the Policy and Project Advisory Board

 

Nominations received are:

 

Conservative Group (2)	Labour Group (2)	Liberal Democrat Group (1)
Cllr. M.J. Tennant One vacancy	Cllr C.P. Grattan Cllr M.J. Roberts	Cllr Alain Dekker

 

(3)      Leisure Facilities and Contracts Task and Finish Group

 

To appoint the Membership of the Leisure Facilities and Contracts Task and Finish Group.  Membership of the Group includes Chairman or Vice-Chairman of Policy and Project Advisory Board. 

 

Nominations received are:

 

Conservative Group (3)	Labour Group (2)	Liberal Democrat Group (1)
Three vacancies	Cllr T.D. Bridgeman Cllr C.P. Grattan	Cllr Alain Dekker

 

(4)      Rushmoor 2020 Modernisation and Improvement Task and Finish Group

To appoint the Membership of the Rushmoor 2020 Modernisation and Improvement Task and Finish Group.  Membership of the Group includes:

 

·      Cabinet Member with responsibility for Customer Experience and Improvement

·      Chairman or Vice-Chairman of Policy and Project Advisory Board. 

 

Nominations received are:

 

Conservative Group (3)	Labour Group (2)	Liberal Democrat Group (1)
Cllr J.H. Marsh Two vacancies	Cllr Gaynor Austin Cllr Nadia Martin	One vacancy

 

(5)      Elections Group

To appoint the Membership of the Elections Group. Membership of the Group includes:

 

·      Cabinet Member with responsibility for Electoral Issues

·      Chairman of Licensing, Audit and General Purposes Committee

·      Chairman or Vice-Chairman of Policy and Project Advisory Board. 

 

Nominations received are:

 

Conservative Group (1)	Labour Group (2)	Liberal Democrat Group (1)
Cllr S.J. Masterson	Cllr T.D. Bridgeman Cllr K. Dibble	One vacancy

 

(1)      Progress Group

 

RESOLVED: That the following members be appointed to serve on the Policy and Project Advisory Board Progress Group for the 2019/20 Municipal Year.

 

PPAB Chairman	Cllr J.B. Canty
PPAB Vice Chairmen	Cllr Sophia Choudhary Cllr P.I.C. Crerar
Conservative Group	Cllr C.J. Stewart
Labour Group	Cllr Gaynor Austin Cllr M.J. Roberts
Liberal Democrat Group	Cllr A.S. Dekker

 

(2)      Strategic Housing and Local Plan Group

 

RESOLVED: That the following members be appointed to serve on the Strategic Housing and Local Plan Group for the 2019/20 Municipal Year.

 

PPAB Vice-Chairman	Cllr P.I.C. Crerar
Leader of the Council	Cllr D.E. Clifford
Cabinet Member with responsibility for the Local Plan	Cllr Marina Munro
Chairman of Development Management Committee	Cllr B.A. Thomas
Conservative Group	Cllr C.J. Stewart Cllr M.J. Tennant
Labour Group	Cllr C.P. Grattan Cllr M.J. Roberts
Liberal Democrat Group	Cllr A.S. Dekker

 

(3)      Leisure Facilities and Contracts Task and Finish Group

 

RESOLVED: That the following members be appointed to serve on the Leisure Facilities and Contracts Task and Finish Group for the 2019/20 Municipal Year.

 

PPAB Chairman	Cllr J.B. Canty
Conservative Group	Cllr Prabesh KC Cllr Mara Makunura Cllr C.J. Stewart
Labour Group	Cllr T.D. Bridgeman Cllr C.P. Grattan
Liberal Democrat Group	Cllr A.S. Dekker

 

(4)      Rushmoor 2020 Modernisation and Improvement Task and Finish Group

RESOLVED: That the following members be appointed to serve on the Rushmoor 2020 Modernisation and Improvement Task and Finish Group for the 2019/20 Municipal Year.

 

PPAB Chairman	Cllr J.B. Canty
Cabinet Member with responsibility for Customer Experience and Improvement	Cllr K.H. Muschamp
Conservative Group	Cllr Sophia Choudhary Cllr P.J. Cullum Cllr J.H. Marsh
Labour Group	Cllr Gaynor Austin Cllr Nadia Martin
Liberal Democrat Group	One vacancy

 

(5)      Elections Group

 

RESOLVED: That the following members be appointed to serve on the Elections Group for the 2019/20 Municipal Year.

 

PPAB Vice-Chairman	Cllr Sophia Choudhary
Cabinet Member with responsibility for Electoral Issues	Cllr A.R. Newell
Chairman of Licensing, Audit and General Purposes Committee	Cllr J.E. Woolley
Conservative Group	Cllr S.J. Masterson
Labour Group	Cllr T.D. Bridgeman Cllr K. Dibble
Liberal Democrat Group	One vacancy

 

To discuss the Policy and Projects Advisory Board Work Programme (copy attached).

The Board NOTED the Work Programme and that it would be developed through the Progress Group