3 MINUTES OF THE MEETING OF THE LOCAL DEVELOPMENT FRAMEWORK SUB-COMMITTEE HELD ON 17TH NOVEMBER 2004 1
To note and endorse the Minutes of the Meeting of the Local Development Framework Sub-committee held on 17th November 2004. 1
4 SPITTAL CONSERVATION AREA APPRAISAL – CONSULTATION DRAFT 2
• Consultation has been undertaken following the publication of the Spittal Conservation Area Appraisal. 2
• Five responses were received at the Consultation Event and four written submission received during the consultation period. Most interest was shown for the Spittal Point Development Brief, with a good response rate, but some of the response forms for the Development Brief also include issues relating to the contents of the Conservation Area Appraisal. 2
• Most interest was shown over the proposal to extend the Spittal Conservation Area to include Spittal Point’, and there was general agreement and support to the recommendations and proposals included in the Spittal Conservation Area Appraisal 2
• Policy (Environment) Committee agreed on 13th October 2004 to provide free parking in Council controlled car parks on certain days before Christmas 4
• Approval also sought from Policy (Corporate Services and Regeneration) Committee. 4
6 UPDATING HOUSING NEEDS SURVEY AND RELATED RESEARCH 5
• To update the Borough wide housing needs survey which was last carried out in 2001 5
• Updated information will take account of the changing dynamics of the local housing market 5
• The survey should underpin priorities for new affordable housing set out in the Council’s revised housing strategy and in support of the Council’s Interim Planning Policy Statement and development of the Local Development Framework. 5
• Updated survey outcomes will underpin requirements on the part of developers for the inclusion of an element of affordable housing within individual planning applications for housing development 5
• The updated survey will help to develop recent work carried out by Roger Tym and Partners to support arguments for an annual increased housing allocation as part of the Regional Spatial Strategy 5
• To request that delegated authority be granted for approval of the final draft of the IEG4 submission. Report to be tabled at the meeting. 14
To advise Members of the IEG4 submission and to seek approval for submission of the document to the Office of the Deputy Prime Minister (ODPM) prior to the December 20th deadline. 14
11 BUDGETARY CONTROL FOR POLICY (CORPORATE SERVICES AND REGENERATION) COMMITTEE TO END OF SEPTEMBER 2004 14
• Exception report at the end of the first six months 14
• Under-spend shown of £137,100 against expected spend of £2,195,260 14
• Information on Policy (Environment) is also included to give a complete picture. 14
12 DETAILED ESTIMATES FOR POLICY (CORPORATE SERVICES AND REGENERATION) COMMITTEE 2005/06 18
• To provide draft estimates for the Policy (Corporate services and Regeneration) Committee budgets. 18
• The report is first being considered by Fundamental Budget review Working Group and any recommendation form the group will be tabled at the meeting. 23
e) It is recommended that Land Charges fees remain the same. Income in 2004/05 is reducing and estimates have been revised to reflect this. 24
PLACE: THE PARISH CENTRE, THE PARADE, BERWICK-UPON TWEED
Members: Councillors A R Bowlas, D G R Buckle, G M Elliott, Vacancy, A Hughes, E I Hunter, C M Liddell-Granger, J D Lockie, D McClymont, R J Patterson, L W Robson and J E Smith.
If you have any enquiries about items on this Agenda, please contact
The Meeting will be open to the Press and Public during consideration of
the items set out in Part 1 of this Agenda.
1 DECLARATION OF INTEREST
Members are invited to declare any interest they may have in any of the items included on the agenda for this Meeting.
[Note: Any Member wishing to seek clarification as to whether it may be appropriate to declare an interest in respect of any item on this agenda should seek advice from the Chief Executive or Borough Solicitor at least one working day before the Meeting].
2 MINUTES OF THE MEETING OF POLICY (CORPORATE SERVICES AND REGENERATION) COMMITTEE HELD ON 27TH OCTOBER 2004
Previously circulated; Chairman to sign.
3 MINUTES OF THE MEETING OF THE LOCAL DEVELOPMENT FRAMEWORK SUB-COMMITTEE HELD ON 17TH NOVEMBER 2004
To note and endorse the Minutes of the Meeting of the Local Development Framework Sub-committee held on 17th November 2004.
4 SPITTAL CONSERVATION AREA APPRAISAL – CONSULTATION DRAFT
Report Author: Michael Stocks, Conservation Officer (Forward Plans) 01289 301805 e mail ms @ Berwick-upon-Tweed.gov.uk
Summary:
• Consultation has been undertaken following the publication of the Spittal Conservation Area Appraisal.
• Five responses were received at the Consultation Event and four written submission received during the consultation period. Most interest was shown for the Spittal Point Development Brief, with a good response rate, but some of the response forms for the Development Brief also include issues relating to the contents of the Conservation Area Appraisal.
• Most interest was shown over the proposal to extend the Spittal Conservation Area to include Spittal Point’, and there was general agreement and support to the recommendations and proposals included in the Spittal Conservation Area Appraisal
Purpose:
To advise members on the outcome of the recent consultation undertaken following publication of the Spittal Conservation Area Appraisal, and to make recommendations for appropriate action.
Report:
The Spittal Conservation Area Appraisal was published for consultation in March 2003 and a consultation event took place in Spittal over the weekend of 24th to 27th of September 2004, and was attended by over 130 people.
*** A schedule of responses arising out of the consultation event, together with written representations received by the end of the consultation period, is appended to this report. Initial comments on both forms of response are also included.
The Spittal Conservation Area Appraisal received general support, including recommendations and proposals.
There were concerns expressed about the proposal to extend the Spittal Conservation Area to include Spittal Point, including the claim that extra controls imposed by designation may discourage development of the Spittal Point. This area contains old buildings and sites of particular industrial archaeological interest, and therefore considered worthy of designation. Further conservation controls will give extra protection for old buildings of historic and architectural interest and focus on the need for the design of redevelopment to be appropriate to the architectural and historic character of the area.
It is considered that the suggestion to include Princes Street in the Spittal Conservation Area should not be implemented, as the area does not contain buildings, structures or open spaces of sufficient architectural or historic character.
It is recommended that the Spittal Conservation Area boundary should be further extended to include two other areas to achieve better rationalisation and simplicity. Firstly, the area bounded by Sandstell Road, East Street and Main Street, including local authority built housing, and a car show room.
*** Secondly an area to the south east end of the settlement and Marine Terrace, and the north east side of Main Street, including mostly modern housing, as detailed in the attached plan.
The statutory requirement to enable the designation of the amended Spittal Conservation Area entails the advertisement of the proposal in the London Gazette and a local newspaper, and must be registered as a local land charge Also it is advised that English Heritage is notified of the designation.
An issue which has produced a particularly lively response, is the future of the old chimney, and whether or not it should be demolished. Including the Spittal Point within the Conservation Area will give the chimney, and other old buildings of interest some measure of protection against demolition, pending the production of Conservation Plans for buildings and structures in the area.
There were a few suggestions to amend the recommendations of buildings for listing. These items will be assessed, together with a review of listings included in the Appraisal. A revised schedule of buildings will be submitted to the Department for Culture, Media, and Sport with a request for their listing.
Proposals for enhancement received a generally positive response. Concern was expressed about the need expressed in the Appraisal to investigate provision of more off street parking, combined with visitors on street restrictions. It is considered that this measure will help solve the issue of parking shortage and reduce the visual intrusion of parked cars in the historic street scene.
A suggestion to improve the parking situation in Spittal is to provide a parking scheme for Billendean Road. This suggestion will be submitted to Northumberland County Council Highways for their consideration.
Implications:
Local Agenda 21:
The Spittal Conservation Area Appraisal is in accordance with local plan policy and will accord with national policy and guidance in relation to sustainability.
Equal Opportunities:
The appraisal includes proposals and recommendations to improve social and economic conditions, acknowledging the needs of all.
Crime and Disorder:
The Appraisal, by promoting the protection and enhancement of Spittal’s historic and architectural character, will improve the quality of life of residents and visitors alike, and therefore create an environment which is conducive to the reduction of crime and disorder.
Best Value and Best Practice:
The Appraisal has been prepared as a corporate and partnership document and formulated in accordance with government guidance on historic buildings and conservation.
Financial/Legal/Personnel:
There are no direct financial implications at this stage but may be in the longer term with regard to the implementation of enhancement schemes, building reinstatement and repair.
Further officer time will be required to progress the implementation of the recommendations and proposals contained in the Appraisal.
Recommendations: (i) To note the outcome of the consultation process; (ii) to recommend the adoption of the Spittal Conservation Area Appraisal, by the Corporate Services and Regeneration Committee; (iii) to recommend the designation of the extended Spittal Conservation Area, also including the two areas recommended in the report; and (iv) to recommend that a review of proposed listings be carried out and submitted to the Department of Culture, Media and Sport for their consideration.
5 CAR PARKING AT CHRISTMAS
Report Author: Gary McBride, Transport and Environmental Enforcement Manager, (01289) 301862, email gmc@berwick-upon-tweed.gov.uk
Summary:
• Policy (Environment) Committee agreed on 13th October 2004 to provide free parking in Council controlled car parks on certain days before Christmas
• Approval also sought from Policy (Corporate Services and Regeneration) Committee.
Purpose:
Members are asked once again to allow free parking in Berwick on Mondays only - 29 November until 13 December inclusive - and from the Sunday before Christmas until Christmas Eve.
Report:
Traditionally the Council have allowed free parking in Berwick on Mondays during December, on the Sunday of the Dickensian Christmas Market and the weekdays up until Christmas.
Implications:
Financial:
The loss of income is not considered to be significant.
Recommendations: (i) To note that this arrangement has been agreed for this year for Monday 29th November, 6th and 13th December, also from Sunday 19th until Friday 24th December 2004; and (ii) to agree to the proposal.
6 UPDATING HOUSING NEEDS SURVEY AND RELATED RESEARCH
Report Authors: Helen Bury, Head of Property and Housing, tel: (01289) 301830), email hlb@berwick-upon-tweed.gov.uk and Stephanie Linnell, Principal Planning Officer (Forward Planning and Conservation), tel: (01289) 301849), email slin@berwick-upon-tweed.gov.uk
Summary:
• To update the Borough wide housing needs survey which was last carried out in 2001
• Updated information will take account of the changing dynamics of the local housing market
• The survey should underpin priorities for new affordable housing set out in the Council’s revised housing strategy and in support of the Council’s Interim Planning Policy Statement and development of the Local Development Framework.
• Updated survey outcomes will underpin requirements on the part of developers for the inclusion of an element of affordable housing within individual planning applications for housing development
• The updated survey will help to develop recent work carried out by Roger Tym and Partners to support arguments for an annual increased housing allocation as part of the Regional Spatial Strategy
• The financial implications are outlined below
Purpose:
To seek in principle approval to update the Borough wide housing needs survey and related research, subject to resources being made available.
In view of the timing of work required to be carried out in respect of the Regional Spatial Strategy, it is proposed the funding required for the survey is included as an essential growth item of the budget setting process for 2005/06.
Report:
At the meeting of the Policy (Environment) Committee held on 13th October 2004, Members agreed to include the update of the Borough wide housing needs survey as an essential growth item of the budget process for 2005/06, subject to the financial implications, and to refer this item to the Policy (Corporate Services and Regeneration) Committee for consideration. Funding for the update of the survey would need to be met from the General Fund, see details of the financial implications below.
The Fundamental Budget Review Working Group will consider the details of this bid at their meeting on 1st December 2004.
A Borough wide housing needs survey was carried out in 2001, which updated the original work undertaken by the Northern Housing Consortium in 1998.
It is essential that this work be updated again in the very near future for a number of reasons. These are as follows:
• The local housing market has changed substantially, as evidenced by a significant increase in house prices. For example, during the first quarter of 2004 average house prices in the Borough had risen by 35.7% compared to the first quarter of the previous year. Average house prices are now £129,015. There has also been a marked decrease in the turnover of social housing in the Borough. Data from the 2001 survey is now extremely out of date and unreliable for the purposes outlined below. In addition, the survey will not capture the effects of changes resulting of the dualling of the A1 north of the border on the local housing market. These need to be monitored and, where appropriate, addressed;
• The development of the Council’s Housing Strategy 2005-2008 requires a review of priorities for new affordable housing, supported by evidence of housing need and demand in the Borough. As the allocation of approved development programme funding moves from the control of the Housing Corporation to the Regional Housing Board from April 2005, robust data is necessary to support future bids for affordable housing. Equally, with the review of the Regional Housing Strategy which will be underway in the very future, the needs of rural housing authorities must be recognised alongside those of urban ones, in particular Tyneside;
• The survey should also support the work developed by Roger Tym and partners, who were commissioned to investigate the housing market and housing land supply by Alnwick, Berwick and Castle Morpeth Council’s in support of objections to the Northumberland County and National Park Joint Structure Plan. Robust evidence of needs and demand for future housing development across the spectrum may add support for argument of the need for an increased allocation of housing per annum over the next 15 years. Members will recall, as part of the Structure Plan Review, the Council’s allocation had been reduced to 30 homes per annum, but increased to 60 pending adoption of the Panel’s Recommendations. However Pre Consultation drafts of the Regional Spatial Strategy are also proposing an average of 30 dwellings per annum. For the Council to be able to sustain its arguments for increased allocations, evidence of need will be required by September 2005. It is therefore imperative the survey is completed before this date.
• The survey will also support proposals set out in the Interim Planning Policy Statement, which is currently out to consultation. In the longer term, the survey outcomes should also support work to develop the Local Development Framework Documents, including where necessary definitions of and allocation for affordable housing.
• An update of the survey will also help to underpin requirements on the part of developers for the inclusion of an element of affordable housing within individual planning applications for housing development. This is essential in view of the above changes in the housing market, where housing development of this nature may afford the only opportunity for the provision of affordable housing. Without up to date and reliable evidence of need, there is a strong risk of challenges from developers over this requirement.
The implications are outline below. The timing of this work is crucial in terms of responding effectively to the regional spatial strategy housing allocations during December – February 2005 and preparing evidence for examination of the objections in September 2005.
Implications:
Best value and Best Practice:
As previously, consultants would be commissioned, via a tender exercise, for this work to ensure best value is sought.
Financial/Legal/Personnel:
It is estimated that the survey work will cost £25,000. Costs would need to be met from the General Fund and the timing of this work means that this will need to be considered as an essential growth item as part of the budget setting exercise for additional expenditure during 2005/06.
Recommendations: (i) That in principle approval is given to update the Borough wide housing needs survey and related research, subject to resources being made available; and (ii) in view of the timing of work required to be carried out in respect of the Regional Spatial Strategy, it is proposed the funding required for the survey is included as an essential growth item of the budget setting process for 2005/06.
• Applications for Mandatory and Discretionary Rate Relief under Sections 43 and 47 of the Local Government Finance Act 1988.
Purpose:
To consider applications for rate relief under sections 43 and 47 of the Local Government Finance Act 1988 as amended by Schedule 1 to the Local Government and Rating Act 1997 and the Rating (Former Agricultural Premises and Rural Shops) Act 2001.
Report:
80% relief under section 43 is mandatory where the ratepayer is a charity or the trustees for a charity and the property concerned is used for charitable purposes.
The cost of the mandatory relief is met by the NNDR Pool. Schedule 1 of the Local Government and Rating Act 1997 amended Sections 43 and 47 of the Local Government Finance Act 1988.
50% mandatory relief is also available in respect of land or buildings which were previously agricultural and subject to farm diversification enterprises. The scheme is effective from 15th August 2001, and will expire after a fixed period of five years. New qualifying “farm enterprises” can benefit from this relief if the property concerned:
• Has a Rateable Value of not more than £6,000,
• Consists wholly or mainly of land or buildings which were agricultural on at least 183 days during the period of one year prior to the date on which the scheme came into effect ie from 15 August 2000 to 14 August 2001.
In addition, the Council may grant discretionary relief to increase relief above the 50% mandatory level up to a maximum of 100%.
The cost of granting mandatory relief is met in full by the NNDR Pool, with no cost to the Council. The cost of granting discretionary relief is met 75% by the NNDR Pool, with the Council funding 25%.
The financial implications are detailed in the body of the report.
Recommendations: (i) To grant mandatory relief; and (ii) to consider the applications for discretionary relief for the period until 31st March 2005.
References:
Applications and supporting documentation.
Sections 43 and 47 of the Local Government Finance Act 1988. Schedule 1 Local Government and Rating Act 1997. The Rating (Former Agricultural Premises and Rural Shops) Act 2001.
• To provide Members with a progress report on the scheme, and inform them of changes to the current timetable.
• To outline proposed infrastructure works, costs and risks.
• To consider recommendations for procurement and additional spend in 2004/2005.
Report:
The 10 hectare site to the north of the existing industrial estate awaits development. The Borough Council is acting as enabler to this development by seeking to provide the basic infrastructure to the site which will facilitate employers and developers to take the site forward.
The initial scheme feasibility is nearing completion. This will provide the basis for preparing the grant applications to pay for the infrastructure and services to the site.
The initial work indicates that the site could be fully accessed and serviced at a cost of £2.5 million. Grant support is available but not secured from both Single Programme and ERDF to a value of just under £1.7 million. Therefore, the scheme proposed will only service up to 70% of the site.
This includes;
• site levelling
• new drainage system
• new utilities and services
• perimeter landscaping
• partial road infrastructure
The initial masterplan for the site indicates that it is a long term development opportunity potentially over three phases that would take between 10-25 years for it to be fully utilised. New developments on the site would provide at least 19,000 square metres of new employment floorspace within23 plots.
Report:
While this initial work has been achieved, there are two main issues which now need to be addressed in order for the scheme to go forward. These bring with them some additional risks for members to consider, and also a need to invest a significant additional amount of capital funding in this financial year.
Issues
(A) Archaeology
A more in depth archaeological survey is required to be undertaken. This will investigate ‘hot spots’ identified from the initial survey. It is necessary to be completed before the County Archaeologist can submit final comments in relation to the Outline Planning application for the site.
Without this extra work the planning application cannot be determined properly, thereby preventing development. The outcome of the detailed survey may identify areas of great archaeological significance which would ultimately reduce the area within the site that can be developed.
(B) Procurement
The initial work had been proceeding on the basis that the Borough Council would be able to procure the main elements of civil engineering design and construction works through a partnership route with Northumberland County Council. This would have given us access to their existing contractors with this construction expertise.
However, detailed legal advice suggests that this would not be appropriate for the Borough Council within its existing constitution and standing orders. We are therefore advised to procure the works for the scheme directly.
Taking the procurement forward directly, while beneficial to the Borough Council in demonstrating clear leadership and control of the project, presents us with capacity and funding risks.
The Borough Council will need to buy three main elements of work and expertise to deliver the proposed scheme. These are;
• civil engineering design services
• construction works for site infrastructure and utilities
• project and contract management services
Procuring these directly brings the risk of time delays to allow proper tendering procedures to take place. Consequently, this adds pressure to spend grant funding within the timescales they are available. In order to overcome some of the time pressure it is proposed that the Borough Council invests additional resources from the 2004/05 capital budget. This additional cost is set against income from receipts achieved through the early sale of development plots.
The additional works will be undertaken before 31st March 2005, and include the following estimates;
£
• detailed archaeology survey
30,000
• provision of temporary access to the site
10,000
• project management and procurement support services
45,000
• preparation of funding application documentation
5,000
• validation of initial scheme estimates
5,000
• contingency
5,000
Total
100,000
Northumberland Strategic Partnership has agreed to support this work with £30,000 extra grant in this phase of the project. The net cost to the Borough Council is expected to be up to £70,000.
In addition, it is requested that contract award is delegated to the Leader and Chief Executive, and reported back to committee. This will greatly assist in achieving the tight timescales needed.
The additional work identified as necessary impacts on the timetable to get the scheme to implementation and will push back implementation. The table below updates the scheme timetable.
Activity
Date as at September
Revised Timescale
Outline Planning application consideration
December 2004
March 2005
Funding bids submitted
December 2004
January 2005
Funding approval
January 2005
March 2005
Contract arrangements
Agreed
December 2004
December 2004
Contractor tendering process commences
January 2005
January 2005
Contractors appointed
March 2005
Feb/April/August 2005
Start on Site
March/April 2005
Summer 2005
Marketing of site commences
January 2005
March 2005
Implications
Financial
Members need to be aware that this investment would be in advance of the planning application being determined and before any grant funding to support implementation is approved. Therefore, it is ‘at risk’, and will not be reimbursed retrospectively should funding applications be fully supported. The additional capital spend proposed can be met under the Prudential Code by being initially ‘unsupported’ but then by funding this from sale of development plots. The main cost to the authority is in the loss of cashflow and this is estimated as up to £4,000.
Legal
The advice on procurement procedures was provided by specialist legal counsel external to the Borough Council.
Best Value and Best Practice
It is important to secure the services and construction contracts in order to achieve Best Value and making use of external expertise which currently is not available within the Borough Council.
Improvement Plan
The scheme and this report relates to the plan themes of:-
- Leadership – this project will demonstrate that it is taking a lead in the provision of new sites for employment purposes.
- Vision and priorities – the economic regeneration remains a key priority for the Borough with the Council acting as enabler for this site.
- Getting things done – the proposal within this report seeks the Borough Council to provide additional resources that will enable the grant and development to come forward.
Recommendations: (i) To note the changes to the delivery of the scheme and revised timetable; (ii) to agree additional capital expenditure of up to £100,000 within 2004/05 capital programme; and (iii) to agree to delegate authority for the award of contracts to the Leader of the Council and Chief Executive.
• Request to extend the term of IEG post for Member Support Officer to 31st March 2006
• To seek approval to convert the existing part time Web Master post to a full time Web Services Officer to 31st March 2006.
Purpose:
Through the use of IEG funds to seek the extension by one year to the IEG post of Member Support Officer, and the conversion of the existing part time Web Master post to full time hours for a fifteen month period commencing 1st January 2005. Due to the need for a different and extended range of skills for the Web Services Officer, the post needs to be filled following competitive advertising.
Report:
At Policy (Corporate Services and Regeneration) Committee on 10th December 2003 Members approved a request to extend the term for the one and a half IEG Officer posts to support our achieving the Government’s targets for electronic access to services by December 2005. These were approved up to the end of March 2005. The officers appointed to these roles have responsibility for upgrading our web services and to enable and support Members with their usage of ICT and other tasks associated with IEG issues. Their job descriptions enable expansion into other areas of IEG implementation where necessary.
New legislative changes involving the Disability Discrimination Act have meant that all Council web sites must meet a number of new standards in order to achieve compliance. As a consequence it has been necessary for the post holder to acquire new skills in order to fulfil these requirements.
The National Priority Outcomes (NPO) document issued by ODPM provides all Councils with a clear statement of what we are expected to achieve in terms of e-Government. A large proportion of this work will involve further significant developments to the Councils web site and related services. The current web master post was defined as part time although Members have agreed to temporarily extend the hours to full time for the period of August 2004 until December 2004.
A number of new initiatives have been identified within the NPO document which include the provision of on-line electronic forms, self service access to Council services including Planning, Benefits and Payments and the new Licensing system. Members and Officers are to have access to tools that will enable them to create content to our new web site in order to maintain up to date and useful information for our customers.
Due to of the extra work necessary to achieve the outcomes defined in the NPO documentation the existing part time post will be unable to achieve this volume of development.
Implications:
Financial/Legal/Personnel:
It is proposed that the salary plus on-costs and overheads associated with both the existing Members Support post as well as the proposed full time Web Services post be met in full from IEG funding. It is expected that our IEG4 submission will attract a further £150k however there are sufficient funds available from IEG3 to fund this proposal should our submission fail. Due to the need for a different range of skills and competencies for this second role it is proposed the post be subject to competitive advertising, rather than just increase the hours of the present post holder. The present post holder will be encouraged to apply.
Recommendations: (i) To agree to the proposal for a twelve month extension for the IEG officer post of Member Support Officer to 31st March 2006; and (ii) to agree to increase the hours of the web master post to full time and to advertising for a Web Services Officer post.
• To provide Members with an opportunity to comment and provide input to the IEG4 statement prior to submission on 20th December 2004.
• To request that delegated authority be granted for approval of the final draft of the IEG4 submission. Report to be tabled at the meeting.
Purpose:
To advise Members of the IEG4 submission and to seek approval for submission of the document to the Office of the Deputy Prime Minister (ODPM) prior to the December 20th deadline.
Report:
The latest IEG4 statement is being developed and will be ready for submission to ODPM by the 20th December deadline. In tabling the document today it is not intended that Members should comment on it at this meeting however should any Member wish to provide any input to the process please contact Nick Latham before December 15th 2004.
The time-scales for the submission don’t allow for further circulation of the final document prior to 20th December and work on the submission will continue up to the deadline.
In order to gain Member approval of our final submission it is requested that delegated authority be granted to the Chair, Vice Chair of CS&R and the Chief Executive.
Implications:
Financial/Legal/Personnel:
Approval of the submission by ODPM will provide an additional £150k to support the projects identified within the National Priority Outcomes document.
Recommendation: That Members acknowledge this submission and contribute to the process and approve delegated authority for the Chair and Vice Chair of CS&R and the Chief Executive to accept the final report prior to submission to ODPM by 20th December 2004.
11 BUDGETARY CONTROL FOR POLICY (CORPORATE SERVICES AND REGENERATION) COMMITTEE TO END OF SEPTEMBER 2004
• Exception report at the end of the first six months
• Under-spend shown of £137,100 against expected spend of £2,195,260
• Information on Policy (Environment) is also included to give a complete picture.
Purpose:
To identify key budget variances and any necessary corrective action.
Report:
Changes to the Committee budget.
*** A summary of net expenditure to the end of September is included as an annex. In accordance with an External Audit recommendation a summary is also included showing the gross expenditure and income position. The table below shows the move from original budget set in February to the latest budget.
Original budget
£
3,598,880
Capital charges adjustments
182,560
Agreed Carry-forwards
120,540
Agreed supplementary estimates
Museum rates
11,180
Misc – Independent tenant rep
Town Planning - Planning delivery grant
10,000
6,460
Latest budget
3,929,620
Salary Costs
Under-spending due to new posts being appointed later than budgeted was reported earlier in the year plus the settlement was less than budgeted. Salary estimates have now been re-calculated and it is possible to reduce salary estimates by some £26,000. This is built into the revised estimates later on the agenda.
Exception Report
Actual expenditure is £137,100 less than expected and the main variances are shown in the table below.
(under)/overspend
£
Archives
(2,812)
Camping and caravan sites
(3,993)
Parks and open spaces
(19,805)
Land and properties
(4,391)
Beaches and Foreshores
(6,570)
Sports and Community shores
(11,740)
Economic development
(5,468)
Town planning
(64,240)
Building regulations
(35,207)
Election expenses
17,224
Land Charges
6,651
Council Tax collection
(7,960)
Corporate management
(6,169)
Administration
8,990
Mayoralty and Civic Expenses
4,952
Miscellaneous
(5,757)
Other variances( 15 budget heads)
(805)
Total
(137,100)
Variances are considered below wherever the difference between expected spend and actual spend on a main heading is greater than £2,000.
Archives
Fees and charges are higher than expected and this is likely to lead to a small under-spend an outturn.
Camping and Caravan Sites
The under-spend is due to income being higher than expected and £8,000 has been vired to Economic Development this year for a compacts officer. A report was considered by Fundamental Budget Review Working Group (FBRWG) in November on camping and caravan sites. This work reinforced the urgent need to progress the spending of capital works at the site.
Sports and Community Centres
The main underspend is on professional fees for investigation of a Leisure trust. There are a number of small underspends across expenditure budgets. FBRWG have considered a report on this budget head and work is being planned in 2004/05 to progress the feasibility of the Leisure trust.
Parks and Open Spaces
Repairs and maintenance and transport related costs are far lower than expected. The budget holder advises that much of this is as a result of the timing of invoices and the outturn is expected to be close to budget.
Lands and Properties
There are a variety of small under spends and the variance on this budget head is expected to be small at outturn.
Beaches and Foreshores
Repairs and Maintenance is looking underspent following a carry forward of £9,000 from 2003/04, The Environmental Maintenance Manager reports that work in Magdalene Fields cliff will be completed within the year.
Sports and Community Centres
The main under-spend is on professional fees (£11,588) as work on the feasibility of a leisure trust has not been commissioned. There is also an under-spend on Sports co-ordinator expenses of £5,140 with only £3,122 spent out of a total budget of £16,730.
Economic Developments
Contributions are underspent but this is a delay and not a real under-spend. However, it has not been possible to start utilising any of the £40,000 growth in 2004/05 for inward investment and it is possible that there will be an under-spend on some of the salary element (£19,000 in total).
Town Planning and Building Regulations
An action plan was agreed at the last committee meeting. As reported there, these budget heads will under-spend this year as it is not possible to quickly use income to increase expenditure. However, members have agreed the principle of carrying forward the income to 2005/06 to meet the costs of the action plan
Election Expenses
Expenditure remains to be reimbursed for the European election and the outturn should be close to budget.
Land Charges
Income is lower than expected and it is possible there will be an overspend at outturn
Council Tax Collection
There are a number of small underspends. Recovery action for 2004/05 has now commenced slightly later than envisaged which will lead to increased expenditure.
Corporate Management
There are small under spends on superannuation and Councillors’ training. A virement has been used from superannuation to audit fees because the timing of CPA inspection fees is different to anticipated. Members may recall that audit fees underspent last year issue. The outturn is expected to be close to budget.
Administration
There a re a number of overspends on Printing and Stationery, publications and advertising. It is possible that this budget head will overspend and the feasibility of virement is being considered..
Mayoralty and Civic Expenses
The Mayor’s Official expenses is almost completely spent and the Mayor has been advised of this at the end of September. The variance shown is against expected spend as it was anticipated expenditure would be spread fairly evenly throughout the year and so it is feasible that the outturn may be close to budget.
Miscellaneous
£7,200 in contributions have been received against a total budget of £2,000 and this is being investigated. The outturn is expected to be close to budget.
The Overall Financial Position of the Authority
The Committee is expected to under-spend at outturn but by far less than last year. The result though may be deceptive for the following reasons:-
• the majority of under-spend is due to income on Town Planning and Building Regulations and members have already agreed in October the principle of carrying forward sufficient income to implement the action plan;
• a number of growth items in this years budget have not been able to be actioned yet e.g. £40,000 for inward investment, £10,000 contribution of a cultural and arts officer, £30,000 for Leisure Trust feasibility work (although work is planned for 2004/05). Again, if there is an under-spend on these items but they are then carried forward to 2005/06 then the financial position of the authority can appear to be better than it really is. Members are reminded that some £200,000 was approved in carry forwards to 2004/05.
• Given that Policy (Environment) appears to be heading for an overspend, the overall financial position of the authority is starting to tighten.
• Budgets in recent years have relied increasingly on a use of balances to fund them. Underspending has kept the financial position reasonably healthy. If under-spending decreases significantly then Members will see balances deteriorate quite quickly.
Fundamental Budget Review Working Group considered a report on the use of carry forward at its meeting on 3 November and a report is considered elsewhere on this agenda.-
Implications:
Financial/Legal/Personnel
This report is in line with revised budgetary arrangements agreed in June 2002 and is in accordance with best practice. A report later on the agenda provides revised estimates for 2004/05 draft estimates for 2005/06. This later report will consider what action is necessary in light of the variances above.
Recommendations: (i) That the spending position of both Committees is noted; and (ii) that the content of this report is borne in mind when considering a later report on draft estimates for 2005/06.
12 DETAILED ESTIMATES FOR POLICY (CORPORATE SERVICES AND REGENERATION) COMMITTEE 2005/06
• To provide draft estimates for the Policy (Corporate services and Regeneration) Committee budgets.
Purpose:
This is a key stage in the process of building up the draft budget
Report:
*** The summary and detailed estimates pages are attached showing the revised budget for 2004/05 and estimates for 2005/6 plus two forecast years.
The draft committee estimates take account of inflation and other necessary changes to maintain a current approvals budget. Current approvals means re-pricing the current level of activity as opposed to just adding inflation.
The Head of Finance (Accountancy and Audit) has a duty under the new Local Government Act 2003 to ensure that estimates are robust. Essentially this means that the estimates have to be realistic and for this reason it has been necessary to include a number of changes that are detailed in the notes.
The draft committee estimates take account of inflation but other changes are not included at this stage. For inflation we have allowed for the agreed salary settlement of 2.95% and 2.5% for non-salary inflation except for the following:-
1. Insurance – estimated at 6% although renewal is not until May and it is difficult to predict. The current state of the insurance market does suggest that increases in single figures are possible this year.
2. No inflation has been added to Camping & Caravan site rents, Parks rents, grass cutting on the ramparts, sports income, Golf course rent, Tourism advertising fees and sale of stamps, car parks income, HERS schemes, regeneration task force activity, NNDR costs and grants, Council Tax rebates and grants, Land and Properties rents, Register of Electors computers and sales, Land Charges income and computers, Freemen Trustees surplus, and several miscellaneous heads.
3. Asset rentals have been adjusted in line with new government guidance on changing the basis for setting the charges.
Detailed notes are provided for each budget head showing the move from original budget to revised budget in 2004/05 and to budget for 2005/06 but the changes are summarised below: -
Original budget
£
3,598,880
Capital charges adjustments
182,560
Agreed Carry-forwards
120,540
Agreed supplementary estimates
Museum rates
11,180
Misc – Independent tenant rep
Town Planning - Planning delivery grant
10,000
6,460
Latest budget for September budgetary control
3,929,620
Agreed supplementary estimate
improvement plan work
25,000
Revised Town Planning Income estimate
Revised Town Planning/Building Regs employees
(65,600)
16,340
Revised Building Regs Income Estimate
(34,370)
Freemen Reduction in Surplus
10,910
Land charges projected reduction in income
13,670
Administration - salary adjustments net of recharge
(53,490)
Changes to support services/service management allocation
4,370
Regeneration – adjustment for grant
(4,560)
Council Tax relief
(14,280)
Council Tax summons costs
13,000
Council Offices adjustment to recharge
Other changes
(14,110)
8,070
3,834,570
The capital charges adjustments result from the revaluation of assets at 31 March 2004 and are a statutory requirement for local authorities. The cost is reversed out in the Asset management Revenue Account so that it does not affect Council Tax levels.
Overall there is a reduction in budget of £95,050 following revision of estimates after September budgetary control. The majority of this is income although Land charges income is not expected to achieve as much as original estimated. There is also a net reduction in salary costs mainly due to new posts but the reduction above is offset by an increase in Policy (Environment) Committee employee costs to bring an overall reduction of some £26,000 for all committees. .
The movement from original budget in 2004/05 to original estimates for 2005/06 can be summarised as follows.
Original budget for 2004/05
£
3,598,880
Inflation (excluding administration)
151,257
Changes to capital charges
Increased cost of pensions
168,350
135,833
Increase in Town Planning income estimate
Town planning/Building Regs employees
Increase in Building Regs income estimate
(66,580)
112,850
(25,370)
Corporate management – actuarial strain
(72,530)
Leisure Trust – professional fees
(15,000)
Administration - adjustment to recharges
(30,860)
IT – adjustment for contract payments
(10,830)
Other adjustments
(22,700)
Original estimate in 2005/06
3,923,300
*** In order to give clarity to the budget process and aid decision making, all other possible changes have been included in a bid list to be first considered by Fundamental Budget Review Working Group. The reason for this is so that the extent of new additional expenditure can be seen and debated. It is suggested that the sub-committee should further look at the bids in detail
Conclusion
The estimates for 2004/05 have been revised to bring them as close to reality as possible in order to give a better estimate of future balances. This does mean that scope for further virement during the year is much more limited. The 2005/06 estimates are the current level of activity re-priced for inflation and any necessary adjustments to ensure they are robust.
Implications:
None directly
Recommendation: To consider and agree detailed current approvals estimates of Policy (Corporate Services and Regeneration) Committee subject to the setting of the overall budget for 2005/06.
• This has been considered and agreed by Fundamental Budget Review Working Group
• This is an in improvement identified through the CPA process
Purpose:
The policy is set out below. It incorporates best practice from Blyth plus a survey of what is available through the internet.
Berwick-upon-Tweed Borough Council Income and Charging Policy
Report:
a. The Council recognises that the levying of fees and charges can do more than simply raise income for the authority. It can play a significant role in the achievement of a range of objectives such as social inclusion, environmental protection and promoting the health of the population.
b. The Council also recognises that Fees and Charges have a central role to play in service delivery and this encompasses maintaining income levels, controlling access, responding to competition, funding investment and affecting user behaviour.
c. With the above in mind the Council will adopt the following principles when setting or reviewing fees and charges.
Principles
d. This policy covers the overall approach to setting fees and charges but cannot include the detail for each service. Service specifics should be covered within individual customer care polices.
e. The Council will comply with the law and all statutory guidance relating to the levying of charges for any of its services. Similarly it will refer to non-statutory guidance wherever it is available.
f. The Council will maintain a schedule of all services for which a charge is made
g. In cases where discretion is available the Council will decide which services should be charged for and which users of a particular service should be charged. The Council will also decide what levels of subsidy, if any, should be given to different categories of service user.
h. In agreeing the level of Fees and Charges for a particular service the Council will take account of any corporate or service objectives relating to that service.
Frequency and Responsibility for setting charges
i. The decision process is through Policy (Corporate Service and Regeneration) making recommendations to Council as part of the budget setting process.
j. It is the responsibility of budget holders for each service to put forward proposals to increase charges in response to a request from the Head of finance (Accountancy and Audit).
k. The basic approach to increasing fees and charges will be to increase by inflation as measured by the retail price index. Where the increase is impracticable, such as rounding required for coin operated machines e.g. car parks or public conveniences, then the increase in inflation should be achieved by averaging the appropriate period.
l. Proposals to vary fees and charges for a particular service by greater than inflation need to be considered by Policy (Corporate Services and Regeneration) Committee prior to budget setting for the coming year. Ideally this should be before the end of December so that proper consideration can be given to the financial implications. It is likely that significant amount of time will be consumed on car park charges, if previous experience is a guide. This is a particular area where proposals from members need to be received early and perhaps annual increases agreed over a longer period of time such as three years.
m. In assessing the impact of increases in charges, Officers need to make explicit what their assumptions are on the effect on future demand for the service.
Setting income budgets
n. A prudent approach is needed to setting income budgets in order not to become over reliant on the achievement of income. This is because demand for services and resulting income is outside our control in many services.
o. Income related to the housing market will be largely dependent on the economic climate within the region. In the past there has been a marked economic cycle but this is easy to forget at the moment. We need to be able to smooth the impact of fluctuations in income. For this reason income estimates for land charges, building control and town planning fees will continue to be based on the average of the last three years income and revised during the year following the outturn for the previous year
p. Significant increases in income can also bring significant increases in workload for particular services. It is recognised that those services have first priority to use excess income to meet the increased demand. However increases in expenditure above the delegated limits for virements is still subject to committee approval. Currently this limit is £10,000 per budget head in any one year. In making decisions to utilise additional income to increase expenditure, Members must take account of advice given about the overall financial position of the authority
q. Future income needs to be projected in order to plan the right resources for changing demand. Any such assessment brings in risk if future expenditure is based on uncertain income. It is the duty of officers to be explicit about both the risks and their assessment of those risks when considering income and related expenditure. Members have a duty to consider the reasonableness of that assessment in making decisions.
r. Recent regulations stipulate that Building control income should be matched by expenditure over a rolling three year period. The thrust of the regulations is that authorities should neither subsidise nor make excessive income from this service, although there has been no central direction as to what constitutes excessive income. The Director of Regeneration and Development will review the likely net expenditure position at least annually and bring forward proposals to Members to meet the regulations.
s. The largest income arises from car parking. From 2004/05 income estimates have been set at the level of the previous year’s projected income. This is a departure from the previous more cautious approach but reflects the dramatic increase in car park income in recent years.
t. Any proposal to increase services or develop new services through increasing income must include a full business case.
Implications
None directly.
Recommendation: To agree the policy and commend it to Council.
• The report is first being considered by Fundamental Budget review Working Group and any recommendation form the group will be tabled at the meeting.
Purpose:
To consider miscellaneous fees and charges for 2005/06
Report:
*** The attached draft fees and charges are for consideration and have been prepared in the light of the Income and Charging Policy which is due to be considered elsewhere on this agenda. Principally, inflation has been achieved wherever possible and charges marked with an asterisk reflect this. Account has also been taken of the cash machines limitations. The main areas where this latter requirement is important is for Public Convenience income (remaining at 20p) and Car park Income (selective increases). The attached is a starting point for discussion.
Some points for consideration are:
a) Members will see that a lot of charges produce very little income and members are advised to concentrate on the high income areas.
b) Policy (Environment) Committee on 14 July 2004 agreed a new approach to charging for the Charter Market for the remainder of 2004/05 and 2005/06. This is moving from a cost per linear foot to a cost per square foot and reducing the minimum charge. Members should also note that the income estimates have been reduced both in 2004/05 and in the draft estimates from 2005/06 by some £17,000 p.a. The impact of changing the charging structure needs to be further assessed before finalising the budget.
c) Beadnell Bay - Income has reduced in 2004/05 from £15,290 to £13,245 following a change to the charging structure. As with Car Parking, the Transport and Environmental Regulation Manager has suggested some charges as a starting point for debate
d) Taxi Licensing – it is recommended that charges are pegged at the 2003/04 level in order to achieve the objective of only covering costs and not making excessive income out of this regulatory function. Charges were not increased in 2004/05 through an error resulting from the post responsible being vacant and others covering for this function. Therefore the proposal is no change on the existing charges being levied.
e) It is recommended that Land Charges fees remain the same. Income in 2004/05 is reducing and estimates have been revised to reflect this.
f) The main area of debate has always been car park charges. The Transport and Environmental Regulation Manager has revised selective charges In order to increase income but has not yet carried out detailed costing of the overall impact. This is purely a starting point for debate and the Working Group is likely to look at further options in detail on 13th December.
g) Trade Refuse – we are awaiting notification from the County Council on increases for Landfill Tax. We have recently lost some businesses to competition and so it is recommended that increases do not rise above inflation.
h) We are still awaiting advice of some of the statutory fees to levy under the Environmental Protection Act.
FBRWG are considering this item on 1 December and any recommendations will be tabled. However, it is expected that further debate will be necessary on 13 December.
Implications:
Government funding is hardly keeping pace with inflation. Increasing fees and charges by less than inflation will reduce the availability of resources for expenditure.
Recommendations: (i) To consider miscellaneous fees and charges and either; (ii) to agree any recommendations of FBRWG from 1 December; and (iii) to identify further areas for the working Group to consider and report back.
• Potentially the current practice is de-stabilising financial management.
• Proposal for amending current practice.
• Fundamental Budget review working Group recommended this proposal on 3rd November
Report:
A formal carry forward of budgets has been agreed in recent years by Council following recommendations from the Policy committees. This is in line with financial regulation 1.3.2, which requires the Head of Finance (Accountancy and Audit) to administer a scheme within guidelines approved by full Council.
The Problem:
Some £200,000 was agreed as a carry forward from 2003/04. Council agreed to set a budget for 2004/05 using some £260,000 from balances. Agreement was then made for a revenue contribution to capital of £70,000 for car parks. Therefore, if spending is in-line with budget, some £0.5 million will be spent from balances in 2004/05.
The reality is that some carry forward requests result from general underspending and are not absolutely necessary or urgent. However, agreement of these then ties up resources, which could otherwise be spent on higher priorities.
The Head of Finance (Accountancy and Audit) has to take account of the potential to take £0.5 million from balances in 2004/05. His advice can therefore appear overly cautious when balances have increased during the last few years. However, if expenditure does move in line with budget then balances could be entirely spent within a few years. This is potentially very de-stabilising. The ideal is to reduce reliance on balances when setting the budget and ensure spending happens in line with priorities
The Proposal:
The carry forward mechanism should remain an important tool of financial management, but should be used only where there is a clear necessity.
Budget holders should request a carry forward to Committee by the end of March in a financial year, but preferably as soon as possibly.
All carry forward requests should be accompanied by a short explanation of why expenditure has been delayed and some justification for the necessity of granting the request.
The above was agreed by FBRWG at the meeting on 3 November 2004.
Implications:
Financial:
Under the current arrangements, underspending is passively encouraged and this is leading to under-utilisation of resources.
Recommendation: That the above change to carry forward arrangements is agreed.
• Complaints from North Sunderland Parish Council regarding use of War Memorial as a general meeting place.
• Proposals to provide railings and gates to restrict access.
Purpose:
To consider a request from North Sunderland Parish Council supported by the Leader, Councillor A Hughes, to provide railings and gates at the War Memorial in the Centre of the village to restrict access.
Report:
The Parish Council have recently contacted the Council regarding the unacceptable use of the War Memorial located in the centre of Seahouses as a meeting/resting place by members of the public during the day, and youths at night time. Members of the public can regularly be seen sitting on the low wall which surrounds the War Memorial eating fish and chips etc, with youths accessing the area at other times with bicycles etc.
A scheme has been prepared showing a rail on top of the existing low wall with lockable gates at each entrance. This will enable access to the site to be controlled at all times.
There is a need for these works to be completed before the busy tourist season begins in Easter 2005 [last weekend in March]
The budget cost for these works is approx. £7500.00.
Implications:
Financial:
Capital resources have now been committed to the 2004/5 programme, including all anticipated receipts. Given the amount, it is proposed that this be funded as a revenue contribution i.e. it is met from the General Fund Balance.
An alternative approach would be to utilize part of the £70,000 agreed for car park improvements as no scheme has been finalised yet. The Head of Finance (Accountancy and Audit) reminds Members though, that money can only be spent once.
Recommendation: To consider the request from North Sunderland Parish Council to provide railings and gates at the War Memorial in Seahouses.
17 SWAN LEISURE CENTRE/OPTIONS APPRAISAL FOR FUTURE MANAGEMENT ARRANGEMENTS
Report Author: Shona Alexander, Director of Regeneration and Development, tel (01289) 301800, email spa@berwick-upon-tweed.gov.uk
Summary:
• A review of progress with the option appraisal study
• A recommended course of action to make progress, as agreed by the Culture and Arts Working Group
Purpose:
This report informs Members about the need to progress with work on appraising options for the future management arrangements of the Swan Leisure Centre.
Report:
For some time, Members have expressed an interest in exploring the potential for new management arrangements for the Swan Leisure Centre. In particular, Members are keen to appraise the potential benefits of operating the Centre via a charitable trust structure. Such a structure may provide additional benefits to the community in terms of financial savings which could then be used to improve leisure facilities and services in the Borough.
In order to progress with this appraisal exercise, we will need to commission a particular piece of work from an external consultant. At present there is no capacity for this work to be undertaken by Council officers alone.
The Swan Leisure Centre is our main sports and leisure facility in the Borough. It is owned by the Council and managed by Leisure Connection on our behalf. The current management contract will expire on 31 March 2008, so we need to review the existing arrangements and consider options for the future. Many Councils have opted for the creation of charitable trusts as a way of securing extra resources and better management control over their facilities. Members of the Council are keen to explore this option, looking at examples of different structures. Officers have built up a considerable amount of information about other forms of leisure services management, and have held discussions with colleagues in neighbouring authorities about these. However, there is a lack of capacity within existing staff to concentrate on collating this information and doing a proper options appraisal study. It is important that this work progresses as soon as possible to enable us to fully explore the potential benefits of all possible options.
The only way this work can be done at present is via an external consultant, preferably with expertise in the leisure management field.
Implications:
Financial and Legal:
A key objective of this options appraisal exercise is to assess the scope for significant financial benefits from a revised management structure for the Swan Leisure Centre. The costs of the study can be met from within existing resources already allocated for this purpose.
Improvement Plan:
Improving access to the Council’s services and good management of our capital assets are key objectives within our Improvement Plan.
Environmental and Sustainability:
The improved management of the Swan Leisure Centre must include environmental improvements, particularly reducing energy use.
Background Papers:
• Notes from the meeting of the Culture and Arts Working Group 16 November 2004-11-30
• Sports Strategy 2004
• Reports to Council on the Swan Leisure Centre 1997 – to date
Recommendation: The Culture and Arts Working Group recommends the Council to commission a consultant to carry out an appraisal on future management options for the Swan Leisure Centre. This consultancy study can be funded from the resources already allocated for this work in this year’s budget.
Subject to approval by this Committee, this options appraisal study will be commissioned as soon as possible, using a competitive tendering process. It is anticipated that the work will be commissioned in early January, for completion within the current financial year.
• Details of stakeholder briefing document produced by Strategic Rail Authority (SRA)
• Companies invited to tender
• Outcome of meetings with Train Operating Companies (TOC).
Purpose:
To consider the implications of the tendering procedure for the renewal of the East Coast Main Line Franchise.
Report:
The SRA issued the stakeholder briefing document in early October 2004 despite repeated requests for this information to be made publicly available at an earlier date. The new franchise is scheduled to be awarded to the successful company in February 2005 with a commencement date of 1st May 2005. Four companies have been invited to bid:
DSB (Danish Railways)
First Group
GNER
Virgin
which has to be submitted to the SRA by 6th December 2004.
The briefing document required the companies to submit different bids:
Base Case:
This specification focuses on delivering the present service more reliably and efficiently, improving on present performance and increasing both productivity and net revenue. However, there have been a number of refinements to the timetable i.e. the withdrawal of 17.30 Kings Cross – Edinburgh [Berwick at 21.22] and 18.35 Edinburgh – Newcastle [Berwick at 1920]. It is suggested that the refinements are intended to reduce operating costs, improve yield, respond to new opportunities and enable improved engineering access to facilitate more efficient and economic maintenance and renewal of the network by Network Rail.
Operators are also required to demonstrate a strategy for improving punctuality, reliability and how they intend to manage seating capacity, rolling stock condition, fares, integration of other companies, customer security and service quality. There are also requirements to look at management processes at stations including car parking.
Variant Bids:
Companies are also required to submit fully priced bids against two variant specifications to the base case, reflecting the added operating value to the franchise. The first variant bid is to take effect from December 2008 and includes extra peak trains between Newcastle and London with the second variant bid including an enhanced frequency of 5 trains an hour on the route south of Doncaster from 2010. Although, these additional services do not affect Northumberland, they are linked to strategic infrastructure improvements, which will add to the capacity of the line and should improve the reliability of the route as a whole. They are also being encouraged to include any other improvements in the knowledge that they must be self financing, as there will be no increase in the subsidy!
Meetings have now been held with all of the TOC except DSB. They all gave good presentations and discussed a number of matters in greater detail i.e.
Meetings have now been held with all of the TOC except DSB. They all gave good presentations and discussed a number of matters in greater detail i.e.
Timetable
- need for more co-ordination with all users all details on one timetable regardless of operator
- more use of journey planner/travel line for providing information.
- possibility of developing Eurostar links
Fares
- too complicated at present
- want to work closely with local authorities to provide discounted fares to help promote tourism with joint publicity
- more through ticketing and integration with buses
On board services
- improve on-train environment and ambience consistent with a long distance operator
- manage loadings to mitigate risk of overcrowding.
Rolling Stock
- ensure robust management of vehicles reliable in terms of the on board equipment such as toilets, catering equipment and air conditioning
Stations/Car Parks
- should offer an accessible, welcoming and comfortable environment with passenger information and other amenities appropriate for long distance passengers including baggage assistance
- facilitate easy interchange with other modes of transport
- provide timely, accurate and comprehensive information
- easy access to ticket retailing facilities throughout the day
All TOC were aware of the parking problems at Berwick Station and all gave a commitment to work closely with this authority to improve the position.
There was genuine concern amongst the TOC that the renewal of the franchise is being “cost driven” by the Government.
The Committee may wish to write to each TOC and SRA seeking their support with the following:
• Reinstatement of 18.35 Edinburgh – Newcastle service.
• Reinstatement of 17.30 Kings Cross – Edinburgh service.
• Introduce later departures from Edinburgh especially at week-ends.
• Better integration of services on completion of the bus/rail interchange at Berwick Station.
• Improved car parking facilities at Berwick Station.
• Continue to include in the franchise the provision of “requested fares” i.e. super savers, etc.
• Ensure that the “early morning train arriving in London at 10am continues to stop at Berwick.
• Promote more through ticketing to destinations.
It has also recently been suggested that a Rail User Group should be formed to regularly meet with representatives from the rail industry to discuss matters of mutual interest. Contact has been made with other groups and a verbal update will be made at the meeting.
Implications:
Best Value & Best Practise:
The proposals for renewing the franchise are aimed at improving choice and the quality of life.
Local Agenda 21:
Measures to reduce the reliance on car use and encourage alternative means of transport and specifically aimed at promoting a better quality environment.
Recommendation: To consider the report and agree to write to each TOC and SRA seeking their support with the following:
(i) Reinstatement of 18.35 Edinburgh – Newcastle service; and
(ii) Reinstatement of 17.30 Kings Cross – Edinburgh service.
(iii) Introduce later departures from Edinburgh especially at week-ends.
(iv) Better integration of services on completion of the bus/rail interchange at Berwick Station.
(v) Improved car parking facilities at Berwick Station.
(vi) Continue to include in the franchise the provision of “requested fares” i.e. super savers, etc.
(vii) Ensure that the “early morning train arriving in London at 10am continues to stop at Berwick.
(viii) Promote more through ticketing to destinations.
19 EXCLUSION OF PRESS AND PUBLIC
The Committee are asked to consider passing the following resolution:
'That under Section 100A (4) of the Local Government Act 1972, the press and public be excluded from the Meeting during consideration of the following items on the grounds that they would involve the likely disclosure of exempt information as defined in Part I Schedule 12A of the Act:
Item 20 and 21 : Paragraph 9 : Any terms proposed or to be proposed by or to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services.
Or other exclusion paragraphs – check part II items
PART II
The Press and Public are likely to be requested to leave the meeting during consideration of the items set out in Part II of this Agenda.
20 WALKERGATE REGENERATION PROJECT
Report Author: Shona Alexander, Director of Regeneration and Development, tel (01289) 301800, email spa@berwick-upon-tweed.gov.uk
This report had not been completed by the day of agenda dispatch. The report will be sent to Members by the end of this week.
