Agenda and minutes

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

The Panel noted that Councillor Mrs J Whitehouse would be substituting for Councillor Mrs A Haigh.

(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.

Attached to this Agenda at Appendix 1, is the Final Report of the Leisure Task and Finish Panel 2006/07.  The Chairman of the Task and Finish Panel presented this report to the Cabinet for their consideration, (having previously been endorsed by Overview and Scrutiny Committee) on the 16^th April 2007.

The Report was well received and the recommendations received unanimous approval.  However, the Cabinet noted that two of the issues examined by the Task and Finish Panel, specifically Future Management Options for Waltham Abbey Sports Centre and the Review of Future Arts Development in the District would not conclude until 2007/08.  As such, the new Leisure Task and Finish Panel have been mandated to complete these two topics this municipal year.

In addition to the part-complete review items, the Panel has been asked to evaluate the success of the Council’s Youth Initiatives Scheme, through which local Town and Parish Council’s could apply for Grant-Aid to improve local outdoor children’s play and youth provision.

Finally, as a result of the Cabinet’s consideration of a report regarding the London Olympics 2012, which they discussed at their June 2007 Meeting (attached at Appendix 2), a request has been made and accepted by Overview and Scrutiny Committee, that a review of the opportunities presented by the 2012 Olympic and Paralympic Games is undertaken by the Leisure Task and Finish Panel.  Any proposals as to how the Council may wish to respond, including priorities for action and any resource implications, to be reported back to the Cabinet on completion.

Whilst the 4 topic areas have been identified in general terms, Members of the Panel will need to determine the final scope of the work and a set of Terms of Reference, which reflect these objectives.

In order to help the Panel, a set of ‘Notes for guidance’ for the operating of a Task and Finish Panel is also attached at Appendix 3.  This sets out how a Task and Finish Panel should ideally go about scoping its programme of work, gathering information and evidence.  The note also suggests how final reporting back to the main Overview and Scrutiny Committee and the larger Council is undertaken.  A draft layout for a Final Report is also attached, although last year’s Final Report at Appendix 1, is a useful practical example of what the Panel are required to produce.

In order to assist Members, a Draft set of Terms of Reference has been prepared for the Panel’s consideration and agreement.

LEISURE TASK AND FINISH PANEL: DRAFT TERMS OF REFERENCE

Terms of Reference:

1.         To consider the four topics for Review as identified by Overview and Scrutiny Committee i.e.

(i)                  Future Management of Waltham Abbey Sports Centre

(ii)                Feasibility of Alternative Arts Development and Delivery for the District.

(iii)               Evaluation of the Youth Initiatives Scheme; and

(iv)              Review of the opportunities presented by the London 2012 Olympic & Paralympic Games. 

2.         To gather evidence and information in relation to the four topics through the receipt of data, presentations and  ...  view the full agenda text for item 3.

The panel agreed the four topics areas identified by the Overview and Scrutiny Committee, that is:

i)                    The future management options for Waltham Abbey Sports Centre;

ii)                   The review of future Arts Development in the district;

iii)                 To evaluate the success of the Council’s youth Initiatives Scheme; and

iv)                 To review the opportunities presented by the 2012 Olympic and Paralympic Games.

Terms of Reference:

The Panel considered the draft terms of reference. They asked for a presentation on Arts Development in the District (item 2) to bring them up to speed as to what the district currently provides in this area.

            RESOLVED:

That the draft Terms of Reference be agreed and that a presentation of Arts Development in the district be arranged for a future meeting.

The proposals agreed to Overview and Scrutiny Committee form the basis and justification for the scrutiny of the four individual topics.  In order to assist Members of the Panel in determining the breadth and focus of the reviews, additional background information is detailed below:

i)          Future Management of Waltham abbey Sports Centre

The Final Report of the Leisure Task and Finish Panel 2006/07, contains under Topic 2, from P16, background information regarding Waltham Abbey Sports Centre and the steps taken to date to determine future management arrangements, post the termination of the current Dual Use Agreement in September 2007.

Since the Task and Finish Panel Report was considered by the Cabinet in March 2007, further meetings and dialogue have taken place with the Headteacher and Bursar of King Harold Secondary School.

The school seem to now have a better understanding of the implications of a third party Leisure Management Contractor, being appointed to undertake the day to day operation of the site and appear more open to this approach.  However, the school have also confirmed their desire that any direct contractual relationship is between the Council and any Contractor, the school being reluctant to enter into any contract management scenario. The School would therefore prefer a new Dual Use Agreement with Epping Forest District Council.

Officers within Leisure and Legal Services have been developing a revised Dual Use Agreement for consideration by the Task and Finish Panel and King Harold on this basis.  This document, which covers the main considerations in service and financial terms for the Council, along with an indicative timetable, will be presented to a future meeting of the Panel.

As there are a number of new Members of the Leisure Task and Finish Panel, a visit to Waltham Abbey Sports Centre will be arranged.  A mutually convenient date to be agreed at the meeting.

ii)            Feasibility of Alternative Arts Development and Delivery for the District 

The Final Report of the Leisure Task and Finish Panel 2006/07 also contains under Topic 3, from P20, background information regarding the work at Epping Forest Arts and the main conclusions of the review.  On final consideration, the Cabinet accepted the main recommendations (P8), to activelly explore the feasibility of the third party delivery from suitably qualified and experienced Arts Organisations, in order to increase access to and participation in the Arts.

Leisure Officers have been undertaking some initial research in the intervening period with other Authorities who have outsourced or buy-in arts development services, to identify options for the District.  At a future meeting of the panel, a set of Key Objectives and proposed Methodology for the Arts Review will be presented for the Panel’s consideration.

iii)            Evaluation of Youth Initiatives Scheme

In response to demand from local Town and Parish Councils, the then Portfolio Holder for Finance and Performance Management, initiated a scheme, to support the provision of Outdoor Youth Facilities across the District.

In essence, £300,000 of District Development funding was allocated at a level of approximately £1000,000  ...  view the full agenda text for item 4.

a)         Future Management of Waltham Abbey Sports Centre

The Panel noted that since the Cabinet considered the Task and Finish Panel Report in March 2007, further meetings and dialogue have taken place with the Head Teacher and Bursar of King Harold Secondary School. In the meantime a new dual use agreement and timetable had been drafted, this would be brought to the next meeting.

The Panel thought it would be useful to have a guided tour of the centre.

b)            Feasibility of Alternative Arts Development and Delivery for the District

The Panel noted that Leisure officers had undertaken some initial research with other Authorities who have outsourced or bought in arts development services. At a future meeting of the panel, a set of key objectives and proposed methodology for the Arts Review will be presented for the Panel’s consideration, along with a presentation focussing on the current activity and policy of Epping Forest Arts, for the benefit of new members.  It was stressed by the Panel they had to clearly define their key objectives for this review. They also asked that a closer look be taken at the future sustainability of external funded arts agencies and specific project work, in light of the reductions in mainstream funding through the Arts Council. It was noted that all arts providers, whether local authority, voluntary or charitable organisations currently access funding from the same sources.

Councillor Mrs Whitehouse commented that the profile of the Epping Forest Arts should be raised and its connection as part of the District Council be made clearer. At present it seems to be a separate entity from the Council and not part of it.

c)            Evaluation of Youth Initiatives Scheme

It was noted that that the District Development funding of £300,000 was allocated at a level of approximately £100,000 per annum for three years.

The Panel noted that Chris Overend, the Policy and Research Officer, deals with grants. He would be asked to the next meeting to give further information on the background and to outline the options available.

The Panel also noted that a district Play Strategy and Funding application to the Big Lottery Fund was currently being developed by Leisure Services, in conjunction with a range of partners, which if successful, would unlock £243,871 funding for Play facilities in the district. Preparation for this had included a district wide audit and extensive consultation with the public regarding the need for new and improved play facilities and opportunities, and it was suggested that this information could be used as a basis for any future decision making on a youth initiatives fund.

The Panel queried the way the procurement of play equipment was undertaken locally and suggested that economies could be made if one play provider could be sourced, working not only to the District Council but also to the Parish and Town Councils?

It was noted that if members of the Panel wanted to visit sites they should do so on their own, and if they thought  ...  view the full minutes text for item 4.

Having considered the Scope of the Reviews and the Terms of Reference, it is necessary to agree a Work Programme to achieve the outcomes.

Members will appreciate that the scale of the task in undertaking four reviews within a relatively short timescale is ambitious.  It is therefore recommended that the topics are not taken sequentially but rather that an amount of work is undertaken in parallel.

The Panel therefore needs to consider the most effective way in which it wishes to organise in order to achieve its objectives.  This could be by frequent meetings of the full Panel or in some cases the appointment of smaller groups to carry out visits/interviews with others.

A suggested set of initial dates and visits proposed will be circulated separately in advance of the meeting for discussion in order to start the process.

The Panel should be aiming to put forward at least an interim report with outline recommendations, by the date of the Overview and Scrutiny Committee in October 2007 if it wants to make a bid to fund any recommendations in the Financial Year 2008/09

The draft work programme was agreed by the Panel and is attached to the minutes.

No other business was raised.

To be agreed as per item 6.

The following dates were agreed:

09 August 2007,

18 September 2007,

31 October 2007 and

27 November 2007.