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Agenda and minutes

Agenda and minutes

Venue: The Executive Meeting Room - Third Floor, The Guildhall, Portsmouth. View directions

Contact: Lisa Gallacher 02392834056  Email: lisa.gallacher@portsmouthcc.gov.uk

Items
No. Item

1.

Apologies for Absence

Minutes:

There were no apologies for absence.

2.

Declarations of Interest

Minutes:

There were no declarations of interest.

3.

Allotment Charges pdf icon PDF 423 KB

 

Purpose of report

 

(1)  In line with the ambition of Portsmouth City Council to ensure that the fees for discretionary services are set to cover the costs of delivery, officers are recommending two options to increase fee levels to meet this objective.

 

(2)  To inform the cabinet member that allotments will no longer be offered for rent in rods (an obsolete unit of measurement) but will instead be offered in square meters.

 

RECOMMENDED

 

(1)  That the cabinet member approves one of the options presented to move closer to the aim to ensure that fees generated from discretionary services cover the full cost of service delivery. In officers opinion, both options result in the same outcome financially, but option 1 has less risk, consequently option 1 is recommended.

 

(2)  That the cabinet member notes the change in units of measurement of allotment plots.

 

Minutes:

(TAKE IN REPORT BY THE HEAD OF TRANSPORT AND ENVIRONMENT SERVICE)

 

The report was introduced by David Moorman, Parks Manager who summarised the key points. 

The Cabinet member advised that one deputation request had been received for this item. She also advised that a substantial number of written representations had been received which had been made available to herself and to the Opposition Spokespersons before the meeting. 


Mr Scott Patterson, who was speaking on behalf of the allotment associations in the city, wished to speak against the recommendations and was invited to make his deputation.

In response to one of the points made in the deputation, Mr Moorman advised that the age related discounts had not been refused.  Officers had advised the Cabinet member that a wider consultation would need to take place on this however due to the change in administration there had not been sufficient time to carry this out.

 

The opposition spokespeople were invited to ask questions on the report.  In response to these officers clarified the following points:

 

·         Mr Moorman advised that officers continue to meet with the allotment associations four times a year to consult on changes and in recent years officers had circulated a copy of the briefing report to all allotment associations as this allowed more time to consult.

·         Officers had consulted with Mr Wilson in the Council's legal team with regard to the Leeds County Council case and Mr Lawther assured members that this case had been taken into account when writing the report.  Mr Wilson would be preparing a detailed response to the legal points raised in one of the written deputations which would be sent to the member of the public raising the queries, the Cabinet member and opposition spokespeople.

·         The rate rises for allotments are above those for swimming pools.  Bowling greens had been handed over to the clubs to manage; this was an option for allotments however when this had been suggested to them the allotment associations they had not felt this was practical.

·         The maintenance work of allotments took place by a contractor who the council believe provide good value for money.  The Council had offered allotment associations the option to take on the maintenance work themselves, however this would need to be on the basis of a full transfer and as not all plot holders are members of an allotment association, this was not feasible.  The council carries out inspections of all allotment sites between March and October and if they are not satisfied the contractor will be called back. If the allotment holders had concerns about the quality of the work provided by the maintenance contractor they should report this to the Council.

Councillor Swan said it was important to note paragraph 4.1 in the report which answered a lot of the points raised in the written deputations and said she was extremely unhappy with option 2 in the report.

 

The Cabinet member said that costs would be kept under review.  The Council is facing  ...  view the full minutes text for item 3.

4.

fees and charges for seafront open spaces, equipment pdf icon PDF 93 KB

 

 Purpose of report

To seek approval for changes to the fees and charges levied for the use of Culture and Leisure land within PCC.

RECOMMENDED

(1) That approval is given for all fees and charges to be increased by the rate of inflation as shown in Schedule A attached.

(2) That the fees and charges associated with sun hut hire are increased by 12% in order to achieve increased income targets.

(3) That the charge relating to seafront equipment is for a hire period of per event instead of per day.

(4) That a two tier charging rate is introduced for national and local charity events applying considerable discounts from commercial rates

(5)That new commercial hire fees for events on the Seafront are introduced where numbers are based on the guidelines for Premises Licences and charged as follows:

 

Licenced Event Capacity per day

Hire Fee

Additional Fees

  4,999

£2,000

Nil

  9,999

£2,000

5% of the average gross ticket price multiplied by the event capacity

14,999

£2,500

19,999

£3,000

29,999

£4,000

                 

(6) That an administration fee is levied for the processing of all event applications in accordance with the attached schedule.

                 

Numbers

On off non-refundable admin Fee

Local Charity / Community Event

£20

National Charity

£40

Up to 4,999 Attendance

£100

Up to 9,999 Attendance

£175

Up to 14,999 Attendance

£250

Up to 19,999 Attendance

£300

Up to 29,999 Attendance

£350

 

Additional documents:

Minutes:

(TAKE IN REPORT BY THE HEAD OF CITY DEVELOPMENT AND CULTURAL SERVICES)



Mr Evans, Seafront Manager introduced the report and in response to questions clarified the following points:

 

·         There are over 200 events on the seafront every year.

·        Each event organiser must ensure there is public liability insurance in place and the Council monitors this.

·        The increased fees would offset all costs.

·        The administration charge was proposed to ensure that once charities had booked the use of the seafront they were committed and do not pull out. 

 

Councillor Hunt felt that an additional 2% for sun huts was excessive. The opposition spokespeople felt that an administration charge should not be introduced to process event applications for charity and community events as this would discourage many from applying. It was instead agreed to remove the administration fee for charity and national events.  It was suggested that if an incomplete application is submitted then a charge be applied to cover the additional work that would be needed by officers and this could be added to the application form.

DECISIONS:

(1) That approval is given for all fees and charges to be increased by the

rate of inflation as shown in Schedule A. With the exception that under Administration fees, community events and local charities should not be charged a fee.

(2) That the fees and charges associated with sun hut hire are increased

by 12% in order to achieve increased income targets.

(3) That the charge relating to seafront equipment is for a hire period of

per event instead of per day.

(4) That a two tier charging rate is introduced for national and local

charity events applying considerable discounts from commercial rates

(5)That new commercial hire fees for events on the Seafront are

introduced where numbers are based on the guidelines for Premises

Licences and charged as follows:

 

Licenced Event Capacity per day

Hire Fee

Additional Fees

  4,999

£2,000

Nil

  9,999

£2,000

5% of the average gross ticket price multiplied by the event capacity

14,999

£2,500

19,999

£3,000

29,999

£4,000

                 

(6) There will be no administration fee charged to charities either local or national.

 

                 

5.

Portsmouth Museums Strategy pdf icon PDF 106 KB

           

Purpose of report

 

            The report presents the draft strategy for Portsmouth Museums Service 'Unlocking Potential, Transforming Lives.'

 

RECOMMENDED

 

(1)   That the draft strategy is approved for circulation for consultation.

(2)   That the findings of the consultation are shared with Members and the draft strategy amended as appropriate at the next Culture, Leisure and Sport Cabinet Member Meeting. 

 

Additional documents:

Minutes:

(TAKE IN REPORT BY THE HEAD OF CITY DEVELOPMENT AND CULTURAL SERVICES)

 

The report was introduced by Dr Jane Mee, Museums and Records Service Manager.

Members congratulated officers on a detailed well written draft strategy.

DECISIONS:

(1) That the draft strategy is approved for circulation for consultation.

(2) That the findings of the consultation are shared with Members and the draft strategy amended as appropriate at the next Culture, Leisure and Sport Cabinet Member Meeting.

 

6.

Bookfest pdf icon PDF 371 KB

Purpose of report

 

To inform the Cabinet Member for Culture, Leisure and Sport, about the 2014 Portsmouth BookFest and to make plans and recommendations for the future development of the festival.

 

RECOMMENEDED

 

(1)  That the festival is moved to take place in February/March, starting at February half term and ending in World Book Day week in the first week of March. This change would begin in 2016.

(2)  That BookFest seeks to engage with venue partners and cultural

            organisations in the city to programme and deliver events jointly.

(3)  That BookFest retains its programme of local author events and involves authors individually and as groups directly in the planning of the festival.

(4)  That BookFest retains and develops online ticket sales, retains in person sales in libraries and removes telephone sales.

(5)  That Bookfest continues to actively seek external funding and sponsorship from commercial sources

 

Minutes:

(TAKE IN REPORT BY THE HEAD OF CITY DEVELOPMENT AND CULTURAL SERVICES)

 

Clare Forsyth, Service Development Manager introduced the report. In response to questions the following points were clarified:

·    The sponsors of the CSI event were Bello publishers.  Officers would approach them to see whether they would be willing to sponsor the event next year following the outcome of today's meeting.  Officers would advise members in due course about the sponsorship of next year's event.

·      Officers would research the possibility of funding from larger companies in due course.

·    Members were impressed with the online sales and felt this was an excellent event


DECISIONS

 

(1)   That the festival is moved to take place in February/March, starting at February half term and ending in World Book Day week in the first week of March. This change would begin in 2016.

 

(2)   That BookFest seeks to engage with venue partners and cultural

     organisations in the city to programme and deliver events jointly.

 

(3)   That BookFest retains its programme of local author events and involves authors individually and as groups directly in the planning of the festival.

 

(4)   That BookFest retains and develops online ticket sales, retains in person sales in libraries and removes telephone sales.

 

(5)   That Bookfest continues to actively seek external funding and sponsorship from commercial sources

 

7.

Q2 Cash limit and Capital Monitoring report pdf icon PDF 196 KB

Purpose of report

                 

The purpose of this report is to inform the Cabinet Member and Group Spokespersons of;

 

(1)  The forecast revenue expenditure for the year compared with the cash   limited budget

 

(2)  The forecast capital expenditure against the capital programme for the Culture Leisure and Sport Portfolio.

 

 

 

RECOMMENDED

 

That the overspend is noted and that officers continue to explore options to remove the overspend by the Quarter 3 reporting date. (Please note that as at Q3 it is being recommended that the future budget for maintenance of the Pyramids is brought forward to this financial year to meet the costs of the brought forward repairs and maintenance carried out.  This budget has been spent as it was intended albeit earlier that envisaged to take advantage of the closure of the facility.  This would in effect eliminate the in-year overspend)

 

Additional documents:

Minutes:

(TAKE IN REPORT BY THE HEAD OF FINANCE)

 

The report was introduced by Susan Aistrope. 

 

DECISION

That the overspend is noted and that officers continue to explore

options to remove the overspend by the Quarter 3 reporting date.

 

8.

Community Centres Update pdf icon PDF 126 KB

The following item is for information only

 

Purpose

To update the Cabinet Member for Culture, Leisure & Sport on the current 'state of health' of community centres within her portfolio and to outline any significant changes or events since the last update report in February 2013.

Minutes:

(TAKE IN INFORMATION REPORT BY THE HEAD OF CITY DEVELOPMENT & CULTURAL SERVICES)

 

The report was introduced by Chris Richards, Community Projects Officer.  She advised that a more detailed report would be brought back to the Cabinet member at a future meeting.

 

 

The Cabinet member noted the report.