Agenda and minutes

There were no apologies for absence. 

There were no declarations of interest.

This meeting was recorded/webcast which can be viewed here

https://livestream.com/accounts/14063785/Cabinet-CLS-16Mar2018

(Councillor Symes decided to vary the agenda order of items to hear from those making deputations first.)

Purpose of report

To inform the Cabinet Member of the availability of grant aid from Historic England (HE) for the repair of the Barrack Block Bridges at Fort Purbrook, and to outline the implications in terms of liability and resource that accepting such a grant might have for Portsmouth City Council due to the nature of the lease agreement the Council has with the Peter Ashley Activity Centres Trust (PAACT).

RECOMMENDED

That  officers are authorised to enter into a tripartite grant agreement with PAACT and HE, subject to no financial obligations to contribute towards any costs without a further report to members setting out the works and any required Council match funding.

Councillor Symes explained that as a deputation request had been received for agenda item 6, Peter Ashley Activity Centres and Historic England, she would amend the order of the meeting and consider this item first.

A deputation was made by Mr Bruce Strugnell, Chair of the Project Steering Group and Chair of Finance Sub Committee.  Mr Strugnell spoke in support of the recommendation.  He was accompanied by Mr Colin Brooks (Vice Chair of Trustees), Darren Bridgman (Operations Director) and Graham Bryant (Chair of Trustees). 

Councillor Symes thanked Mr Strugnell for his deputation. 

Claire Looney, Partnership and Commissioning Manager introduced the report.  She explained there are some issues with the current wording of the lease arrangements between the council and the trust.  Whilst these issues are being resolved Historic England have advised that they would be willing to enter into a tripartite agreement which would both safeguard the money and provide a framework for the works to be carried out. 

Councillor Symes said the council has great recognition of the work the centre and added that although the council are trying to balance the budget, an additional £20,000 has been found which the council are willing to give to the Peter Ashley Centre to enable them to lever in additional funding. 

DECISION: The Cabinet Member authorised officers to enter into a tripartite grant agreement with PAACT and HE, subject to no financial obligations to contribute towards any costs without a further report to members setting out the works and any required Council match funding.

Purpose of report

The purpose of the report is to present a framework for future provision and management of sports pitches to serve existing and new communities across Portsmouth.

RECOMMENDED

(1) That the attached Playing Pitch Strategy 2018-2022 is adopted as the key document to guide future planning and decision-making around playing pitches.

(2) That the city council undertakes to monitor and review the strategy on an annual basis in line with Sport England guidelines.

The report was introduced by Kelly Nash, Corporate Performance Manager.

Councillor Morgan wished to thank officers for their hard work.

In response to a question from Councillor Morgan, Mrs Nash said that Portsmouth University was a key consultee to the strategy and have fed in some of their intentions.  The university were also a consultee to the indoor facility sports strategy adopted last year so those documents need to be considered as companion documents.  

Councillor Symes said the strategy was a great piece of work and had helped to identify gaps in provision and give an overview on what is available in the city.

DECISIONS:

(1)  That the attached Playing Pitch Strategy 2018-2022 is adopted as the key document to guide future planning and decision-making around playing pitches.

(2)  That the city council undertakes to monitor and review the strategy on an annual basis in line with Sport England guidelines.

Purpose of report

To set out the issues related to the current practice of charging fines for the late return of adult books and other library materials, in the light of changing patterns   of use and pilot schemes by other library services. To make recommendations         to change the practice of charging fines across Portsmouth Library Service as part of a broader campaign to bring back previous library users and attract new ones.

RECOMMENDED:

(1)  That for a pilot period of three years, Portsmouth Library Services ceases to charge fines for the late return of books and other library materials lent to the public from Portsmouth owned stock. Stock from other libraries will continue to be charged according to inter-library-lending requirements.

(2)  That for a pilot period of three years, Portsmouth Library Services cease to charge a reservation fee for books and other library materials, where the request can be satisfied within existing Portsmouth library lending stock. Stock obtained from other library sources and agreed with the requester will continue to be charged at cost.

(3)  That an evaluation of the two pilots is conducted throughout the three year period in terms of library membership, use of services and loan return rates, taking recommendations for further action to the Portfolio Holder in year three.  

(4)  That the pilots be accompanied by a vigorous communication and outreach campaign to inform residents of the changes and encourage engagement with library services.

The report was introduced by Lindy Elliott, Library and Archives Service Manager. 

Councillor Pitt said this was great work and said he thought anything that improves access for people, especially for those needing positive health and social outcomes and linking that with education, will go a long way to helping and felt this would be a major success.

In response to a question from Councillor Morgan, Ms Elliott said that the 'vigorous' communication and outreach campaign would include starting with an amnesty which would avoid having to engage with a lot of people to chase individual people who have outstanding loans.  The key issue is to get to the non-library users.  Communication will take place through Corporate Communications who will be getting the message out through Housetalk, Term times and Flagship publications.  There will also hope to have a campaign on the big screen and poster sites. 

Councillor Symes said libraries are great places for the community to meet and these recommendations are very important as do not want people to be stigmatised and not use libraries.  The fact we are giving the opportunity to return books without any face to face contact with staff is an excellent idea.

DECISIONS:

(1)  That for a pilot period of three years, Portsmouth Library Services ceases to charge fines for the late return of books and other library materials lent to the public from Portsmouth owned stock. Stock from other libraries will continue to be charged according to inter-library-lending requirements.

(2)  That for a pilot period of three years, Portsmouth Library Services cease to charge a reservation fee for books and other library materials, where the request can be satisfied within existing Portsmouth library lending stock. Stock obtained from other library sources and agreed with the requester will continue to be charged at cost.

(3)  That an evaluation of the two pilots is conducted throughout the three year period in terms of library membership, use of services and loan return rates, taking recommendations for further action to the Portfolio Holder in year three.  

(4)  That the pilots be accompanied by a vigorous communication and outreach campaign to inform residents of the changes and encourage engagement with library services.

Purpose of report

To propose new venue hire charges for The D-Day Story and new Butterfly House and amended charges for other museum sites.

RECOMMENDED that the Cabinet Member:

(1)  Agree the new D-Day Story venue hire charges and Butterfly House venue hire charge as Appendix A.

(2)  Agree that the D-Day Story can discount venue hire up to 30%.

(3)  Agree amended venue hire and wedding charges for other museums.

(4)  Agree flexible pricing for optional catering in conjunction with room hire.

(5)  Agree to maintain current admission charges for Charles Dickens' Birthplace for 2018-19 including free entry for Portsmouth residents.

The report was introduced by Felicity Wood, Public Participation Officer - D-day Museum.

Councillor Pitt asked about trend for the take up rate for the hires.  Jane Singh, Visitor Services and Development Manager, explained that their biggest win is weddings at Southsea Castle where there is a large target which has been met.  The other sites are ticking along but have identified new opportunities at the Butterfly House at Cumberland House and once the D Day Museum is open very keen to look at other new opportunities.  

DECISIONS: the Cabinet Member

(1)  Agreed the new D-Day Story venue hire charges and Butterfly House venue hire charge as Appendix A.

(2)  Agreed that the D-Day Story can discount venue hire up to 30%.

(3)  Agreed amended venue hire and wedding charges for other museums.

(4)  Agreed flexible pricing for optional catering in conjunction with room hire.    

(5)  Agreed to maintain current admission charges for Charles Dickens' Birthplace for 2018-19 including free entry for Portsmouth residents.

Purpose of report

To review the achievements of Portsmouth Museums Service in 2017/18 and to present the service’s operational ‘Plan on a Page’ (PoP) for the next financial year.

RECOMMENDED that:

(1)  The review of last year's activity is noted, especially the progress made on Transforming the D-Day Museum.

(2)  Transforming the D-Day Museum remains a service priority with the focus on successful delivery of Activity and Business Plans, including preparing for the 75^th Anniversary of D-Day in 2019.   

(3)  Delivery of the Landing Craft Tank project continues in partnership with the National Museum of the Royal Navy.

(4)  The museums service continues to support delivery of the Paulsgrove project Capturing the Spirit and showcases the project at Portsmouth Museum.    

(5)  Access to the city's natural history collection is enhanced through the appointment of a curator of natural history.

(6)  A series of exhibitions and events are held at Portsmouth Museum reflecting city priorities and anniversaries including the new Conan Doyle exhibition.

The report was introduced by Jane Mee, Museums and Visitor Services Manager. 

Councillor Symes said this was a fantastic effort and thanked all the hard work of the team.  She added that it was great news that additional funding has been obtained which will allow curator of natural history to be appointed.

Councillor Pitt echoed these comments and said he appreciated it had been a difficult journey and he looked forward to the re launch of the D Day Museum and wished them every success. 

DECISIONS:

(1)   The review of last year's activity was noted, especially the progress made on Transforming the D-Day Museum.

(2)   Transforming the D-Day Museum remains a service priority with the focus on successful delivery of Activity and Business Plans, including preparing for the 75^th Anniversary of D-Day in 2019. 

(3)    Delivery of the Landing Craft Tank project continues in partnership with the National Museum of the Royal Navy.

(4)   The museums service continues to support delivery of the Paulsgrove project Capturing the Spirit and showcases the project at Portsmouth Museum.    

(5)   Access to the city's natural history collection is enhanced through the appointment of a curator of natural history.

(6)   A series of exhibitions and events are held at Portsmouth Museum reflecting city priorities and anniversaries including the new Conan Doyle exhibition.

Purpose of report

To update the Cabinet Member on the negotiations with Victorious Festival for a further contract period and to request authority to seek to agree to a contract for the single period, without an extension period for the full term.

RECOMMENDED that officers be authorised to enter into a contract with Victorious Festival for a period of 7 years from 2021 - 2027.

Councillor Symes introduced the report. 

DECISION:  that officers be authorised to enter into a contract with Victorious Festival for a period of 7 years from 2021 - 2027