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 Jon 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 to 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 that there were no declarations of interest made pursuant to the Council’s Code of Conduct.

To consider and agree the notes of the meeting of the Panel held on 9 August 2007.

The minutes of 9 August 2007 were noted and agreed as a correct record, subject to the addition of Councillor M Cohen’s apologies for absence.

(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 Panel noted the Terms of Reference and Work Programme, which they considered still to be relevant and would not require any amendment.

The Panel members were taken on a tour of the Sports Centre by the Centre’s General Manager, Bill Ovens. He offered an insight into the facilities available and answered questions from the members.

After the tour the Assistant Head of Leisure Services informed the Panel that there was to be consultation with King Harold’s Secondary School regarding a list of issues on the joint use agreement. The draft contract would then be finalised and would be presented at the following Panel meeting for their agreement.

Background and Context:

Members of the Panel have previously been circulated a copy of the final report of the Leisure Task and Finish Panel 2006/07, which outlined the process of review undertaken in exploring the feasibility of third party involvement in the development of community arts in the District.  The Panel reached the following conclusions.

i)                    The Panel noted that the work currently undertaken by Epping Forest Arts, not only celebrates and contributes to the “Special Character” of the District but also helps to improve the quality of life of a diverse cross section of our local community.

ii)                   Arts initiatives are being used successfully to target groups at risk of social exclusion as well as delivering Key Objectives within the Community, Council and Best Value Performance Plans.

iii)                 Much of the work currently delivered by the Council’s Arts Service is innovative and fairly unique, in local authority terms in the region, a fact that has been recognised by external funding support from the Arts Council East.

iv)                 A key feature of the work of Epping Forest Arts is the strong and effective network of Partnership work that they have developed, to promote opportunities and participation in the Arts for all ages and abilities.

v)                  Epping Forest, unlike many other local authorities does not currently provide or mange any purpose-built arts facilities such as Theatres, Galleries or Studio/Workshop/Rehearsal space.  Although some of these types of facilities do exist, on a more limited basis, in the voluntary and education sectors, local people generally have to travel outside of the District to attend performances or exhibitions.

vi)                 Due to the lack of Council owned arts facilities, the vast majority of Arts Development Work undertaken by Epping Forest Arts is on an outreach basis, using other local facilities and the wealth of outdoor spaces across the District.

vii)               The wider development of Arts Activity in the District is limited by the current Human and Financial Resources available, in what is a Discretionary Service and by the constraints of working within a Local Authority framework.

viii)              A significant amount of Added value has been brought to the Arts programme by the successful procurement of external funding through Grants etc.  However, there is a question mark as to how sustainable this approach will be for the future, as there could well be a reluctance for Charitable Grant making bodies to continue to fund public organisations and as we re-apply to existing funders, who may wish to distribute support to others in the Region.

ix)                 The District and adjacent areas host a number of other Arts Organisations who deliver arts opportunities to our residents, albeit there would appear to be considerable demand.

x)                  There has been a willingness expressed to explore the potential of some or indeed all of the Council’s directly managed arts development work, to be in future delivered by third parties.  There may be potential to increase the number of opportunities and participation in the arts by alleviating some of the current limitations  ...  view the full agenda text for item 24.

The Panel reviewed the proposed key objectives for the review of Arts development and requested that an extra point be added to reflect the Council’s wider objectives that include such things as crime and disorder and health issues, this was added as the first objective. The Panel agreed the following:

i)                    That the Arts Service make a contribution to wider Council objectives, including crime and disorder and health improvement.

ii)                   To continue to promote and deliver the Council’s adopted Arts Policy.

iii)                 To increase access to and participation in the Arts, for people of all ages and abilities.

iv)                 To ensure that the current strong and effective network of partnership working is retained.

v)                  To ensure that equality of access to the Arts is maintained and that targeted work is continued with groups at risk of social exclusion.

vi)                 To ensure that the Arts Service is delivered by the most cost effective means possible and that Value For Money is optimised whilst maintaining a creative and forward thinking arts programme.

vii)               To ensure that the District continues to benefit from investment in the Arts through the maximisation of External Funding opportunities.

The Arts Officer and the Community and Cultural Services Manager introduced a presentation on the future development of the arts in Epping Forest. The presentation is attached.

The officers outlined the national picture for Local Authority Arts Delivery, that 312 Local Authorities (out of 414 authorities) in England and Wales have an in-house service. Only 1 of the 414 have outsourced their arts service solely. 2 sets of councils share their arts provision, where this consists of arts facility management and a sole Arts Officer. The 5 options for Epping Forest Arts Delivery were then considered:

1.            Outsource service to an external existing Arts organisation who may be either a Voluntary Sector or Commercial entity.

2.            Transfer of Service to a new body specifically established to deliver arts development, which may take the form of a charitable entity, re Trust or Company Limited by Guarantee.

3.            Explore the possibility of a “Shared Services” approach with another Neighbouring Authority or the County Council.

4.            Reduce the level of direct delivery and enter into either a Service Level Agreement, or grant-assisting arrangement with another external Arts Organisation, whilst retaining a Strategic/Co-ordinating role.

5.                  With the likelihood of Community and Cultural Services (to include Arts) transferring under Top Management Review, to a more corporate position under the Deputy Chief Executive, investigate how the Arts Service could be re-focused across the wider work of the Authority in pursuit of Community/Council/BVPP Key Objectives.

A quick resume of the two most significant arts organisations in the district was given; Buckhurst Hill Community Association and Theatre Resource (Ongar) and the work of the commercial arts training organisations in the area such  as E15, Stage One and Loughton Music Academy was outlined.

The officers then took each option in turn and ran through the benefits and issues that were connected with them and then summed up each  ...  view the full minutes text for item 24.

Following on from the Panel’s consideration of the Essex Legacy Plan and the presentation on the options for the Council’s future involvement, the Deputy Chief Executive will give a verbal report on developments across the County, to include local developments in the District, over the last few months.

Members will also be asked to review the local Legacy Action Plan (to follow).

The Deputy Chief Executive updated the Panel on the latest developments in the Legacy Action Plan.

Brentwood: the Mountain Bike Competition is to be held at the Weald Country Park. This was to be held in Epping Forest, but the Corporation of London did not want it for ecological reasons.

The competition will take place during the last weekend of the games.  It would include 80 of the top male competitors and about 50 of the top female competitors. Brentwood is very keen on this and will construct a special 5km course, which will stay as a legacy for the area. They are also developing a cycle network in the area in conjunction with the Olympic course to promote cycling generally.  To enable public participation they have also set up a consultation forum.

Broxbourne: White Water Canoe facility. The proposed venue is to be ready for the 2010 World Championships, although they have yet to receive planning permission for the site. The site is contaminated and Thames Water does not want water used on the site to enter the natural water channel of the River Lea, so a self-contained system is being proposed.

There are also major concerns about excessive traffic, and the Olympic Delivery Agency is to encourage the spectators to travel to the site by rail. The Council will continue to liase closely with Broxbourne.

The course will be left as a permanent legacy for the region for Whitewater sports.

Generally:

• Cultural Olympiad: there will be about £42 million to be spent to celebrate the games, but this will be steered towards national events and the opening and closing ceremony and the money is unlikely to trickle down to district level.
• North Weald Airfield has not yet been included as a proposed Park and Ride facility in the Olympic Transport latest plan, although it featured in the original bid.
• There is a Business Breakfast event (on 17^th October) coming up to discuss key topics; details will be put in the Members Bulletin.
• An Officer Group will also be set up to co-ordinate EFDC’s reaction to the Olympic plans.

No other business was raised.

To note the dates of the next scheduled meetings:

• 31 October 2007 and
• 27 November 2007.

The following were agreed:

31 October 2007 and

27 November 2007.