Agenda and minutes

(Head of Research and Democratic Services)  To report the appointment of any substitute members for the meeting.

Noted that there were no substitute members for this meeting.

(Head of Research and Democratic Services). To declare interests in any items on the agenda.

In considering whether to declare a personal or a prejudicial interest under the Code of Conduct, Overview & Scrutiny members are asked pay particular attention to paragraph 11 of the Code in addition to the more familiar requirements.

This requires the declaration of a personal and prejudicial interest in any matter before an OS Committee which relates to a decision of or action by another Committee or Sub Committee of the Council, a Joint Committee or Joint Sub Committee in which the Council is involved and of which the Councillor is also a member.

Paragraph 11 does not refer to Cabinet decisions or attendance at an OS meeting purely for the purpose of answering questions or providing information on such a matter.

The Panel noted there were no declarations of interest.

To consider and agree the notes of the meeting of the Panel held on 21 November 2006.

The minutes of the meeting held on 21 November 2006 were agreed as a correct record.

(Chairman/Lead Officer) To note the attached updated Terms of Reference and associated Work Programme. The Panel are asked at each meeting to review both documents.

The Terms of Reference were noted and agreed.

The Work Programme was altered to accommodate the slippage in the timetable because of the cancelled meeting in January. It was now envisaged that the final report on the Review of Arts Provision, the Future Role of the Council in Community and Outdoor Events and the Roding Valley Meadows Local Nature Reserve would be put to the 5 April Overview and Scrutiny Committee, and then to Cabinet on 16 April 2007. It was unlikely that that the future Management of Waltham Abbey Sports Centre would be resolved in this timescale.

As Members are aware, on the 12^th September the Task and Finish Panel undertook a consultation meeting with respect to the Future Management of Roding Valley Meadows Local Nature Reserve.

The consensus of the Panel was that the Preferred Option would be to recommend that the Essex Wildlife Trust be offered a new Management Agreement for a length of twenty years (in order to attract external funding) but that the new agreement should provide for greater monitoring and evaluation of management practices, with more frequent and direct reporting to the Council.  In addition, the Panel also recommended that partnership working with Countrycare should be formalised to promote joint working, within any new arrangements.

The Panel recognised that the Grange Farm Trust have an interest as landowners on the Nature Reserve.  Unfortunately, the Trust could not send a representative to the consultation meeting.  As such, they would need to be consulted prior to any final decision.

The Head of Leisure Services met with the Grange Farm Trust for an initial discussion on the 16^th November 2006 and reported orally on the outcome, at the Task and Finish Panel’s last meeting on the 21^st November.

Subsequent to this meeting, the Head of Leisure Services attended another meeting with the Grange Farm Trust along with John Hall, Director of Essex Wildlife Trust.  The meeting was generally positive with the Grange Farm Trust taking the opportunity to raise a number of concerns they have regarding the management of the site, in particular the perceived loss of flora and fauna.

As a follow-up from the meeting, the Grange Farm Trust have formally written to the Head of Leisure Services outlining their view as to how the process could proceed.  Within the correspondence the Trust identify a number of key issues they would wish to see addressed in any future Management Agreement.  The letter is attached for Members of the Panel’s consideration.

It can be seen that whilst the Grange Farm Trust do not appear to have any fundamental objection to the re-appointment of Essex Wildlife Trust, they do express a view that other alternatives have not been adequately investigated.  To this end they have proposed an exploratory meeting with the Epping Forest Conservators.

Members of the Panel are asked to consider the correspondence from the Grange Farm Trust and in particular express a view on the Council becoming involved in talks regarding the management of Roding Valley Meadows Local Nature Reserve with the Corporation of London, Epping Forest Conservators.

The Panel noted the summary by the Head of Leisure Services on the recent meeting with the Grange Farm Trust and the Director of Essex Wildlife Trust. The Panel also noted the subsequent letter from the Grange Farm Trust, which was generally supportive of the Task and Finish Panel’s recommended way forward, but felt that the Corporation of London should be consulted. For clarification purposes it was advised that Matt Roberts is the Superintendent of Epping Forest and that Jeremy Dagley is their specialist advisor.

The Head of Leisure Services commented that the basis of the new Management Agreement with Essex Wildlife Trust must be absolutely clear. The Director of Essex Wildlife Trust had previously indicated to the Task and Finish Panel that they were able to carry on managing the Reserve at the current rate of £25,000 pa., plus inflation. With respect to other potential financial contributions, the Grange Farm Trust had indicated that they may well be interested in funding or part funding an extra wardens post and undertaking infrastructure improvements, such as water stand pipes.

Members asked where the Chigwell Parish Council fits in. The Head of Leisure Services answered that the Grange Farm Trust has a Section 106 agreement for the Sports Fields and the Sports Pavilion, and of particular relevance an area of land to be brought into Nature Conservation use, which when completed are intended to be managed in the future by Chigwell Parish Council. It may be that there will need to be some sort of formal agreement with the Parish Council to this effect.

The Grange Farm Trust had asked for and been supplied with historical financial figures on Roding Valley Meadows which appeared to meet their requirements.

Agreed that Officers should go ahead and have a meeting with the Grange Farm Trust, Corporation of London and Epping Forest Conservators regarding the management of Roding Valley Meadows Nature reserve, prior to entering into any new Management Agreement with Essex Wildlife Trust.

At their meeting in November 2006 Members of the Panel had the opportunity to visit Great Stoney, Ongar Arts and Education Centre and hear of the work of Theatre Resource.  The Director of Theatre Resource, Jeff Banks stressed the importance of the relationship with the District Council and touched on ways in which the Partnership could be strengthened to include Theatre Resource practically delivering some aspect or indeed all of the work currently undertaken by the Council’s Arts Team.  It is understood that this view was also expressed in a follow-up letter, sent by Theatre Resource, thanking Members of the Panel for their interest.

Panel Members had a thorough presentation on the work of Epping Forest Arts back in July 2006. Whilst Theatre Resource have some similarities in that they undertake a good deal of work with people with special needs and those at risk of social exclusion, the emphasis on Arts Education is clearly different.

Similarly, their current work is not confined to Epping Forest but undertaken on a Regional Basis, with the work they do undertake locally largely focused on the Ongar locality.

Notwithstanding, the role of Scrutiny Task and Finish Panels is to challenge and review the way that services are currently delivered.  Therefore, Members views are sought on the desirability of undertaking further feasibility work on third party delivery of Arts Development work in the District.  This would need to be undertaken on a wider basis than simply a dialogue with Theatre Resource to avoid acquisitions of anti-competitiveness and ensure that the Council achieved maximum value for money in whatever course of future action it may follow.

The Panel noted that at their tour and meeting with the Director of Theatre Resources at the Ongar Arts and Education Centre, Mr Jeff Banks had put forward a notion that perhaps the partnership between EFDC and Theatre Resources could be strengthened by them delivering some aspect, or maybe all, of the work currently undertaken by the Council’s Arts Team. Members were asked if they wished officers to explore the feasibility of a third party taking on some or all of the Councils Arts work.

The Council’s Arts officer reminded Members that they are an innovative team highly regarded both regionally and nationally. They work both with young and old people, people with disabilities, Town and Parish Councils and other public/local bodies. A presentation on all the work that the Arts Team covers was given to the Panel in June 2006. In response to a question about Arts funding the Head of Leisure Services commented that unlike other districts in Essex, Epping Forest did not own or manage a Theatre, Arts Centre or Gallery but rather had invested in outreach community Arts Development in the district.

Councillor Mrs Rush said that Theatre Resource could offer some things that the Council could not, such as their planned residential centre. Councillor Mrs Rush felt that we needed whilst acknowledging that what  our arts team do especially with elderly people, is wonderful, as a Scrutiny Panel we should at least look at the options open to us. Councillor Mrs Grigg agreed but added that we could not limit ourselves to looking exclusively at Theatre Resources and would have to look at a wider field.

The Head of Leisure Services said that Officers could scope a feasibility study/soft market testing exercise, this, using their internal arts expertise to develop terms of reference. He stressed that Members need to discern what outcomes they are seeking to achieve. It was suggested that perhaps some visits to other Districts to observe what they do may be beneficial. Similar to the Leisure Facilities Management Tender the Council could then seek expressions of interest from local arts groups. This would not necessarily be a formal CCT Tendering process, but rather perhaps seeking a best value / partnership arrangement.

Action: A proposal to the effect that the Council should actively explore the feasibility of third party involvement in the delivery of Community Arts Services to be formally put to the Overview and Scrutiny Committee and to have the item added to any future Panel’s terms of reference.

Outdoor and Community Events have long been a feature and reflection of the “Special Character of the Epping Forest District.  Participation in such Events, whether they be school fetes, village days, festivals or major outdoor shows, can foster a sense of community well-being and promote social inclusion, by bringing a wide range of people together to celebrate, commemorate, raise funds or simply to enjoy themselves.

Historically, Leisure Services has had an important role to play in the facilitation and Management of Events, such as the Epping Fireworks Carnival, Ongar Carnival, Waltham Abbey Festival Week and Carnival of Lights, the initial Debden Day and World Mental Health Day.  This was in addition to special events in the Council’s Leisure Centres and the Leisure promotional “Roadshow”.

However, as far back as the Best Value Review of Leisure Management in 2001, it was noted that whilst there was a significant expressed demand for the council to assist in the Management of Events (and indeed also to participate in them), due to a lack of dedicated resources, as the Council focused on other aspects of community development work, this was likely to be unsustainable in the longer term.

Therefore, whilst the Council has retained significant expertise in the form of Leisure Services Marketing and Events Manager, the level of practical involvement in Events Management has been severely curtailed over time, as other staff with the training and experience of the production of Events have not been replaced and the Council’s own stock of specialist equipment has been depleted through time, because of reduction in expenditure for maintenance and replacement.

As such, more recently Leisure Services has only been able to practically assist in a much-reduced number of community events on a re-charge basis, such as the Epping Fireworks Carnival whilst also providing technical advice to other Event Organisers.  This also includes the important on-going role at North Weald Airfield, ensuring that the Major Outdoor Events Programme at the site adheres to Event Health and Safety Standards and other legislation and Contractors are aware of such organisational requirements.

In recent years, Event Management has developed into a specialist area of work.  This is due to an increasingly complex technical framework and a proliferation of Best Practice Guidelines and Recommendations.  This is set against an increasingly litigious outlook and a risk aversion from Insurers in relation to Events.

Notwithstanding, as highlighted earlier there is an ongoing expressed demand from local people, Town and Parish Council, Voluntary Organisations and Charitable Groups who turn to the Council for operational and legislative assistance with Events.  This demand currently cannot be met within existing resources.  The Council itself does not have a Corporate Council wide approach to managing its own Events, nor-indeed, a fully co-ordinated approach to participation at other Public Events, where the opportunity existing to showcase the quality of the Council Service and raise the profile of Key Community issues.

It was therefore proposed that the Council needs to address its future role in Event provision and look  ...  view the full agenda text for item 44.

Gerry Kehoe, the Councils Marketing and Events Manager gave the Panel a presentation on the Value, Role and Benefits of Events. He explained that outdoor community events had long since been a feature of the special character of the Epping Forest District. Historically, Leisure Services has had an important role to play in the facilitation and management of such events.

However, as far back as the Best Value Review of Leisure Management in 2001, it was noted that whilst there was a significant expressed demand for the District Council to assist in the Management of Events (and indeed also to participate in them), due to a lack of dedicated resources, as the Council focused on other aspects of community development work, this was likely to be unsustainable in the longer term.

Therefore, whilst the Council has retained significant expertise in the form of a Leisure Services Marketing and Events Manager, the level of practical involvement in Events Management has been severely curtailed over time, as other staff with the training and experience of Events have not been replaced and the Council’s own stock of specialist equipment has been depleted through time.

The Marketing and Events Manager initiated a discussion by the Panel as to why the council should have events, how, as a district council we could capitalise on events to assist its aims and objectives, where the risk/expenditure balance should be and what resources should be used. In order to do this he asked the members present to fill out a questionnaire, asking for their priorities on various aspects events and the risks that should be taken.

The results of this small-scale survey exercise indicated that the Panel regarded that events could promote local identity and pride; that events provide the opportunity to engage directly with the local community to raise awareness of the Council and its services; and this should be valued and promoted.

More specifically from the discussion, it was the view of the Panel that currently the Council is not effectively represented corporately at Events.  The image that the Council projects was considered important and it was asked that thought should be given as to how we can improve this situation, enabling the Council’s aspirations around consultation, feedback, profiling of services and policy initiatives, to be achieved.

Members also felt that whilst a programme of major Events currently takes place at North Weald Airfield, reflecting the good location and infrastructure, these are predominantly promoted by external organisations.  As such, it was considered that the Council were not maximising the opportunity to generate additional usage and income, by not producing its own major Events.  Reference was made to firework events and air shows.  It was noted that Air Displays are highly specialist presenting complex issues around availability of dates and aircraft, however large scale community events such as fireworks displays and music concerts, could potentially in the future be undertaken by the Council.  Notwithstanding, this would involve the Council being exposed to a financial risk, although Members  ...  view the full minutes text for item 44.

To consider any other urgent business.

The Head of Leisure Services advised of the potential need to continue a Leisure Task and Finish Panel into the new municipal year, if Overview and Scrutiny accepted the recommendations with respect to Arts and Community Events, which may need further work, and to finalise the future Management of Waltham Abbey Sports Centre.

To be agreed.

A suitable date is to be identified.