Date : Wednesday, 26^th September 2007

Minute No

Item No and Title

Agenda Page No

Present:

The Leader of the Council, Councillor E I Hunter in the Chair;

Councillors J A Davidson, W F Grant, P Herdman, A H Murray, G O’Connell, R J Patterson, J A Robertson, A S Rogerson and J E Smith.

In attendance:

Councillor F I Simpson.

1. Apologies for Absence

None received.

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2. Declaration Of Interest

The following declarations of interest were made at the meeting by Members :

(a) Item 5 : Service Planning

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3. Minutes of the Meeting of Policy Committee held on Wednesday 5^th September 2007

DECISION: To approve as a correct record the Minutes of the meeting of Policy Committee held on 5^th September 2007.

[Note : Councillor J A Davidson jointed the meeting during consideration of the item set out above].

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4. Minutes of the Corporate Services Sub-Committee Meeting held on 22^nd August 2007

DECISION: To approve as a correct record the Minutes of the meeting of the Corporate Services Sub-Committee Meeting held on 22^nd August 2007.

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5. Service Planning

DECISIONS : (i) To agree the following service plans :

(ii) to request that the following service plans be completed for consideration at the 17^th October 2007 meeting of Policy Committee :

[Note : Councillors P Herdman and R J Patterson left the meeting during consideration of those Service Plans in which they had declared an interest].

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6. Berwick-upon-Tweed Borough Council – Inclusive Equalities Scheme

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7. Annual Car Parking Permit

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8. Review of Grass Cutting and Gardening Services

DECISIONS : (i) That all Parish Councils should be sent a copy of the plans showing which areas are maintained by the Borough Council, and details of the cutting schedule, to clarify the current position; (ii) that methods should be introduced to ensure that communications received regarding planting or gardening projects in any part of the Borough are logged, acknowledged, and passed on to the appropriate person (contractor and/or Parks and Cemeteries Manager) to ensure that these are not spoilt by the Council’s gardening works; (iii) that methods should be introduced to ensure that communications received regarding problems with the service, or outstanding works requiring attention, are logged, acknowledged and a formal response sent out within an agreed amount of time. It may not be possible for such problems to be addressed, but those who raise the issues should be informed of any action to be taken, or the reasons why action is not to be taken in the particular instance; (iv) that the Council considers a growth bid in the next budget round for resources in 2008-09 to increase the frequency of the grass cutting cycle from 14 days to 10 days, and to extend the grass cutting season to be from the beginning of March to the end of October; (v) that the Director of Environment prepare a bid for exceptional resources to cover both the cost of employing 0.7 FTE gardener for the remainder of the financial year 2007-08 to undertake edging and general maintenance work, and the cost of the contractor providing the same service outside the A1 Berwick Bypass area, and that this be presented to the Policy Committee meeting on 25^th September; (vi) that the Environmental Maintenance Manager ensure that training needs are reviewed and that any refresher training which is required is provided, to ensure that Parks and Cemeteries staff carry out their jobs safely, responsibly and to the standard required; and that monitoring of the contractor ensures that the contract is carried out safely, responsibly and to the standard required; (vii) that the Council work with Parish Councils to develop a viable partnership model by which Parish Councils may take on responsibility for grass cutting within their own parishes, or jointly with other neighbouring parishes within their belonging communities; and that the Council showcase examples of good practice demonstrating how community involvement can enhance local areas. Practical support should be made available to Parish Councils and to community groups, including the provision of plants and the loan of tools, and by providing information on fund-raising and direction to those support bodies which can help community organisations to raise project funding; (viii) that the Council collate information about insurance products available to community groups carrying out voluntary environmental projects, and about insurance requirements for Parish Councils or community organisations who employ staff to undertake gardening or environmental projects on their behalf; and (ix) to agree that budget proposals be incorporated into the Environmental Maintenance Service Plan as part of the agreed budgetary process.

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9. Improvements to Berwick Borough Museum and Art Gallery

DECISION : To recommend to Council to agree a supplementary estimate in the sum of £10,200 for Museum Accreditation work and related improvements.

[Note : Having previously declared an interest, Councillor P Herdman left the meeting during consideration of the item set out above].

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10. Seahouses Coast Protection Scheme : North Sunderland Harbour

DECISION: To agree that repair works be carried out to the existing breakwater and outer harbour wall at North Sunderland Harbour subject to receiving 100% grant aid from DEFRA.

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11. Local Transport Plan

DECISIONS: (i) To note and agree the report; and (ii) to forward details of any projects/schemes identified by Members for inclusion in the 5 year programme to the Environmental Maintenance Manager.

[Note : Having previously declared an interest, Councillor G O’Connell left the meeting during consideration of the item set out above].

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12. Regional Loans Scheme

DECISION : To support the establishment of a Regional Loans Scheme to take effect from April 2009. Approve a resolution under the Local Government Act 2000 and Local Authorities (Arrangement for the Discharge of Functions) (England) Regulations to allow the Accountable Body to perform the functions of bidding, controlling and otherwise administering the Regional Loans Programme.

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13. Event Safety Guide for Event Organisers

DECISIONS: To endorse the new Guide prior to a public launch and note the activities of the Safety Advisory Group during the previous 12 months.

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14. The Berwick Workspace - Procurement of Management Contract

DECISIONS : (i) To note the procurement arrangements, and (ii) to agree to receive a further progress report on the award of contract, in due course.

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15. Exclusion of the Press and Public

DECISION: To exclude under Section 100A(4)of the Local Government Act 1972 the press and public from the Meeting during consideration of Item 5 on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Act.

Minute 230: Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information).

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7. Hardship Rate Relief

DECISION: To refuse the application for discretionary relief as detailed in the report.

[Note : Having previously declared an interest, Councillor J A Robertson left the meeting during consideration of the item set out above].

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