Agenda and minutes

Any apologies for absence that have been received will be noted at this point.

Mrs Apel welcomed members, officers, Mr Finch, Mr Steene, Mr Martin and the press.

Apologies for absence had been received from Mrs N Graves.

The committee agreed to swap the order of items 9 and 10.

To approve as a correct record the minutes of the Overview & Scrutiny Committee meeting held on 15 March 2016.

To consider progress against any recommendations.

In reference to minute 63, question one Mr Shaxson requested that it be noted that people generally are unable to explain what the term Novium means in relation to the function of the museum.

In reference to minute 64, paragraph four Mrs Dignum asked for the addition ‘as problems were more complex’ to the end of the first sentence.

In reference to minute 64, paragraph five, bullet point 1 Mrs Dignum asked for the addition of ‘with’ at the end of the bullet point.

Mrs Bushby updated the committee on the progress of the recommendations to the Community Safety Partnership (CSP):

·       Recommendation one would not be taken forward as the CSP felt that all priorities are treated with equal importance and as such are not listed in any preferential order

·       In reference to recommendation two the CSP regularly promote their work through the Members Bulletin, the CSP Newsletter and social media

Mrs Jones explained that in reference to minute 63 the questions raised by the committee regarding the Novium Museum would be addressed in both the June paper to Cabinet and the July paper to Overview and Scrutiny (OSC).

RESOLVED

That the minutes of the OSC held on Tuesday 15 March 2016 are approved as a correct record subject to the additions above.

Accordingly, Mrs Apel signed and dated the official version of the minutes.

The Chairman will announce any urgent items that due to special circumstances are to be dealt with under the agenda item below relating to Late Items.

There were no urgent items.

Members and officers are reminded to make any declarations of disclosable pecuniary, personal and/or prejudicial interests they may have in respect of matters on the agenda for this meeting.

Mrs Apel declared a personal interest in item six as a friend of both Chichester Festival Theatre and Pallant House Gallery.

Mrs Dignum declared a personal interest in item six as a friend of both Chichester Festival Theatre and Pallant House Gallery.

Mr Ransley declared a prejudicial interest in item six as a Trustee of Pallant House Gallery. Mr Ransley withdrew to the public seating area during this item and did not take part in the discussion.

The procedure for submitting public questions in writing no later than 12:00 on Monday 9 May 2016 is available upon request to Member Services (the contact details for which appear on the front page of this agenda).

There were no public questions.

The committee is asked to consider the final report from the Cultural Grants Task and Finish Group. Representatives from both Chichester Festival Theatre and Pallant House Gallery will attend. Questions have been sent to both organisations to answer in their presentations.

Mrs Apel welcomed Mr Alan Finch, Director of Chichester Festival Theatre (CFT).

Mr Finch explained that the 2015/16 year was the first full operating year after RENEW and had been a huge success. Shows had successfully transferred to London, some receiving critical acclaim. The production Gypsy was filmed whilst in London, resulting in a special BBC programme.

Mr Finch explained that the plan to renovate CFT began in 2007 following a VAT rebate. Redevelopment created an additional 100 seats so at full capacity the main theatre can now accommodate 1300 people. Over two years there had been a 20,000 increase in the audience figures. Additional seats create greater revenue for popular productions. RENEW raised £22 million of which £2.6 million was used to refurbish the Minerva theatre. The restaurant can now cater for a greater number of covers. Additional changing room space makes the theatre more appealing to actors and actresses and disabled access has been improved.

Mr Finch explained that the Youth Theatre produced Running Wild and were given a five star review by The Times newspaper. Subsequently Regents Park Theatre will be working with professionals and the Youth Theatre to show the production which will be codirected by a member of CFT staff.

Mr Finch acknowledged that CFT experienced some technical problems on the first day of ticket sales this season, however around 50,000 tickets were sold. Around 10%-15% of tickets are sold to new customers.

Mr Finch informed the committee that when productions leave CFT there is no financial risk attached. CFT receives a percentage of the ticket sales which can generate up to £200,000 in a good year.

During the 11 seasons Mr Finch and Mr Church have been Directors, 50 shows have continued after Chichester. Mr Finch suggested that the key to this success was creating theatre suitable to Chichester rather than creating theatre with the end goal of it showing in London.

Mr Finch explained that the apprenticeship programme is part funded by philanthropic sources. Apprenticeships available have included light, sound and stage work. Most apprentices have day release to a relevant training course at Chichester College. Past apprentices have been employed in theatre and education settings.

The Committee asked the following questions:

·       Do apprentices receive a qualification? More theatre qualifications are being developed particularly in the areas of lighting and video work. Some apprentices choose specific skill based qualifications.

·       What are the long term aspirations for the Minerva? In 2012 the lighting and sound equipment were replaced. The recent refurbishment has made the Minerva modernised for the 21^st century. Changes will increase audience enjoyment and therefore sustainability for the long term.

·       Will the refurbishment of the Minerva improve disability access both inside and out? The lift has been replaced. There are disabled ramps to the terrace and restaurant. There has also been an addition of a ground floor disabled toilet.

·       What is CFT’s aspiration towards self-sufficiency? CFT is not a commercial theatre. The theatre is part of the local culture and appropriate  ...  view the full minutes text for item 73.

At the last meeting Mrs Hamilton offered to volunteer as the committee’s representative on the corporate Leisure Contract Management Task and Finish Group. Mrs Hamilton has indicated that she wishes to stand down from this group and Mr Cullen has offered to take up this place.

The committee is therefore asked to formally confirm Mr Cullen’s appointment to the corporate Leisure Contract Management Task and Finish Group as the committee’s representative.

Further to the meeting of 15 March 2016, minute 67, Mrs Hamilton had indicated that she wished to step down from the Task and Finish Group on Leisure Contract Management and Mr Cullen has offered to take up this place.

RESOLVED

That Mr M Cullen be appointed to replace Mrs E Hamilton on the corporate Leisure Contract Management Task and Finish Group.

The Leader of Chichester District Council is invited to present his priorities and areas of focus over the next year.

Mr Dignum introduced the item explaining that he was requested to present the Cabinet’s priorities and areas of focus. Mr Dignum explained that by nature Council’s work has many plans and projects ongoing every year. The Business Routing Panel (of which Mr Dignum and Mrs Apel are members) had recently examined 30 A3 pages of projects based on the five corporate plan objectives:

·       Improvethe provisionofandaccesstosuitablehousing

·       Support our communities, especially the disadvantaged

·       Manage and protect our built and natural environments

·       Improveandsupport thelocal economy

·       Ensure value for money for our council taxpayers

Mr Dignum explained the eight major challenges for the Council in 2016-17 including the top challenge facing each Cabinet Portfolio Holder as follows:

1.     Recycling - Mr Barrow will be leading the Waste Panel to address the challenge of 50% recycling

2.     Local Plan Review – Mrs Taylor will lead identifying potential areas towards the end of the year

3.     Grants - Mrs Lintill will be leading on the determination of grants to PHG and CFT

4.     Museum - Mrs Keegan will lead and a consultant will address the options shortly, with proposals being developed later in the year

5.     Support Services - Mr Finch will be taking forward the shared services project with Arun and Horsham for areas such as IT, Customer service and Revenues and Benefits

6.     Four Year Financial Plan - Mrs Hardwick will be agreeing the framework with DCLG to provide clarity of Government funding until 2019-20

7.     Devolution - A seminar three weeks ago made little progress and all is on hold until after the referendum

8.     Chichester Vision and Southern Gateway – Mr Dignum will lead on these two major projects for the City

a.     The Vision focuses on the future of the City as a whole

b.     The Southern Gateway project represents a redevelopment opportunity in one part of the City

In approaching the challenges Mr Dignum explained he has applied the following principles:

·       Maintaining services – public conveniences, CCTV installations and council tax support are among the areas that would be protected

·       Ensuring that services are provided efficiently - the two big targets for cost reduction while maintaining the services to the public were the leisure centres and the Novium museum

o   The leisure centres cost around £1 million per annum excluding support and capital replacement costs

o   The Novium museum costs over £600,000 per year

·       Examining how costs could be cut by sharing services with neighbouring councils such as support services and building control

·       Using assets more effectively:

o   £3 million has been invested in commercial property in the City

o   £6 million will be invested in the Enterprise Gateway

o   £5 million will be invested in the Local Authority Property Fund with a further £5 million to follow

o   Further investments are planned

o   Rents yield far more than having the capital on deposit

·       Regularly reviewing charges to ensure they are set at competitive levels

o  ...  view the full minutes text for item 75.

The Committee is asked to consider the latest version of the Forward Plan and to raise any issues for possible review.

Mrs Apel invited the committee to comment on the Forward Plan attached to the agenda and members made the following comments:

·       The Southern Gateway project should be regularly reviewed by the committee

·       Mr Cullen should provide regular feedback to this committee from the corporate Leisure Contract Management Task and Finish Group

RESOLVED

That the Forward Plan be noted.

The committee met to discuss its work programme for the forthcoming year and a number of areas of work were suggested. The work programme has been developed and members are now requested to consider the final version and to agree the timescales.

Mrs Jones explained that the work programme had been drafted following the annual scrutiny committee workshop. The five standard meetings per year had been increased to six at the committee’s request a couple of years ago and with the special meeting in July there will be an increase to seven meetings this year. Officers’ capacity to uphold this level of support will need to be monitored. The only item raised at the workshop not on the work programme is Planning Enforcement which will be covered corporately.

Members made the following comments and suggestions:

·       Request for a letter to be written to the Police asking for an update on the effects of restructure of Police Community Support Officers and reassurance that the district will still be effectively policed

·       Include funding provision from CIL in the terms of reference for the Education Task and Finish Group

·       Request British Telecoms (BT) Openreach to attend to discuss the provision of line services and how this is managed following natural disaster or incident

RESOLVED

That the committee agrees its work programme for 2016/17 and that the Chairman of the committee and the Lead Officer for Overview and Scrutiny be granted approval to make amendments to the work programme before presentation to Council in July.

RECOMMENDED TO COUNCIL

That Council notes the OSC Work Programme for 2016/17.

Consideration of any late items as follows:

a)    Items added to the agenda papers and made available for public inspection.

b)    Items which the Chairman has agreed should be taken as matters of urgency by reason of special circumstances reported at the meeting.

The Committee discussed extending the length of future OSC meetings. Suggestions included allowing for all day meetings or starting at 9.30am.

The committee took a vote on starting at 9.30am.

RESOLVED

That future meetings of the committee should start at 9.30am.

There are no restricted items for consideration.

There were no restricted items for consideration.