Minutes Finance and Budget Committee 10.00 am, Thursday, 6 June 2013 Present CouncillorsCouncillors Rankin (Convener), Bill Cook (Vice-Convener), Corbett, Dixon, Edie, Godzik, Griffiths, Ricky Henderson, Jackson, Mowat (substituting for Councillor Whyte), McVey, Ross and Walker. 1. Deputation: Leith Theatre Trust – Leith Theatre and Thomas Morton Hall The Committee agreed to hear a deputation from Philip Neaves, John Paul MacGroarty and Jack Hunter, Leith Theatre Trust, in support of the recommendations in the Director’s report (item 2 below). The main points raised by the deputation were: Once on site, the Trust could devote more time to marketing the Theatre to businesses/organisations. The Theatre could be used for a number of different purposes, i.e. weddings. Relevant organisations had been researched to identify potential sources of grant funding. The Trust would be able to apply for Lottery funding to transform the main theatre into a usable condition. The Convener thanked the Deputation for their presentation and invited them to remain for the Committee’s consideration of the report by the Director of Services for Communities. (Reference – e-mail dated 20 May 2013, submitted.) 2. Leith Theatre and Thomas Morton Hall Details were provided of the lease terms and conditions for a five year lease of Leith Theatre and Thomas Morton Hall to the Leith Theatre Trust. Motion 1) To authorise officers to create a five year lease, on appropriate terms and conditions, for Leith Theatre and Thomas Morton Hall to Leith Theatre Trust (LTT). 2) To agree in principle to creating a further 30 year lease, giving LTT full financial responsibility. 3) To agree to end the lease and advertise the opportunity to other groups/organisations if Leith Theatre Trust’s plans did not prove to be viable. - moved by Councillor McVey, seconded by Councillor Ross. Amendment To approve the recommendations in the report, namely:- 1) To authorise officers to create a five year lease, on appropriate terms and conditions, for Leith Theatre and Thomas Morton Hall to Leith Theatre Trust (LTT). 2) To agree in principle to creating a further 30 year lease, giving LTT full financial responsibility. 3) To agree to end the lease and advertise the opportunity to other groups/organisations if Leith Theatre Trust’s plans did not prove to be viable. 4) To agree that, if no viable options were presented or developed within nine months following advertisement, Corporate Property should progress a financially beneficial asset management solution for the Council. - moved by Councillor Jackson, seconded by Councillor Mowat. Voting For the motion - 10 For the amendment - 2 Decision To approve the motion by Councillor McVey. (References – Culture and Leisure Committee, 22 June 2010 and 24 April 2012 (minute items 3 & 5); report by the Director of Services for Communities, submitted.) Finance and Budget Committee – 6 June 2013 Page 2 of 18 3. Minute Decision To approve the minutes of the Finance and Budget Committee of 21 March 2013 and the Special Meeting of the Finance and Budget Committee of 24 April 2013 as correct records. 4. Finance and Budget Key Decisions Forward Plan August and September 2013 The Finance and Budget Committee Key Decisions Forward Plan for August and September 2013 was presented. Decision To note the Key Decisions Forward Plan for August and September 2013. (Reference – Finance and Budget Committee Key Decisions Forward Plan August and September 2013, submitted.) 5. Business Bulletin The Finance and Budget Committee Business Bulletin was presented. Decision To note the Business Bulletin. (Reference – Finance and Budget Committee Business Bulletin, submitted) 6. Governance of Major Projects: Progress Report A quarterly update was provided on the progress of the Major Projects Portfolio. Decision 1) To note the current synopsis of the dashboard reports for the Major Projects Portfolio set out in Appendix 1 of the report. 2) To note the recommendations resulting form the Zero Waste assurance review and the forward schedule of assurance reviews in Appendix 2 to the report. 3) To note the progress made by the Corporate Programme Office (CPO) in establishing a Centre of Excellence in Project Management. (References – Policy and Strategy Committee, 4 September 2012 (minute item 3); report by the Director of Corporate Governance, submitted.) Finance and Budget Committee – 6 June 2013 Page 3 of 18 7. Loan to Edinburgh Leisure in Relation to the Edinburgh International Climbing Arena (EICA) at Ratho At the Finance and Budget Committee of 21 March 2013, the Loan to Edinburgh Leisure in Relation to the Edinburgh International Climbing Arena at Ratho report was continued to allow for a more detailed report to be brought back to Committee. Further details were provided and approval was sought to write-off the £230,000 loan advanced to Edinburgh Leisure in respect of the operation of the Edinburgh International Climbing Arena at Ratho. Decision To agree to the write-off of the loan of £230,000 advanced to Edinburgh Leisure in respect of the operation of the Edinburgh International Climbing Arena at Ratho. (References – Act of Council (No. 24), 28 June 2007; Culture and Sport Committee, 12 March 2013 (minute item 11); report by the Director of Corporate Governance, submitted.) 8. Corporate and Transactional Services Improvement Programme A quarterly update was provided on the progress of the Corporate and Transactional Services Improvement Programme. Decision 1) To note that progress had been made in planning and defining the approved Corporate and Transactional Services Improvement Programme and that key resources had been recruited. 2) To note the programme was on target to achieve the financial savings targets defined in the Council report. 3) To note that the next quarterly update would be provided to the Committee in September 2013. (References – Act of Council (No. 11), 31 January 2013; Finance and Budget Committee, 21 February 2013 (minute item 5); Finance and Budget Committee, 21 March 2013 (minute item 4); report by the Director of Corporate Governance, submitted.) 9. Freedom of Information (FOI) Update Details were provided of Freedom of Information (FOI) performance during 2012, and the current initiatives taking place to improve compliance, performance, and the management of information within the Council. Finance and Budget Committee – 6 June 2013 Page 4 of 18 Decision To note the developments and initiatives outlined in the Director’s report. (References – Act of Council (minute item 13), 31 January 2013; report by the Director of Corporate Governance, submitted.) 10. The City of Edinburgh Charitable Trusts – Donations from the Surplus Fire Fund Approval was sought for a donation of £26,648 to the Sick Kids Friends Foundation to partially fund the purchase of a Mini Image Intensifier for the Burns Unit of the Royal Hospital for Sick Children in Edinburgh. Decision To approve the donation of £26,648 to the Sick Kids Friends Foundation to partially fund the purchase of a Mini Image Intensifier. (Reference - report by the Director of Corporate Governance, submitted.) 11. Connected Capital Programme Status Update An update was provided on Edinburgh’s ‘Connected Capital’ Programme bid to the Urban Broadband Fund (UBF) as part of the UK Government’s Super-Connected Cities Initiative. Decision 1) To note the current status of the Connected Capital Programme and that the approach was in line with other successful Urban Broadband Fund (UBF) Cities across the UK. 2) To note that the fixed broadband capital infill programme would not now proceed as a result of the requirement for an EU state aid investigation. 3) To note that the Council had undergone a significant re-scoping exercise in very short timescales to redefine the programme to comply with the criteria and meet UBF outcomes. 4) To agree to the re-scoped proposals set out in sections 2.3 and 2.4 of the Director’s report. 5) To agree to Option C set out in section 2.5.1 of the Director’s report, namely to pursue the bid, if given approval by the Department for Culture, Media and Sport (DCMS), but ensure that for each element of the programme, a cost benefit analysis is carried out prior to a decision being taken on proceeding. Finance and Budget Committee – 6 June 2013 Page 5 of 18 6) To agree to the approach towards implementation set out in section 2.5 of the Director’s report. 7) To delegate authority to the Director of Corporate Governance to approve the terms and conditions of the grant funding with BDUK. (References – Corporate Policy and Strategy Committee, 16 April 2013 (minute item 6); report by the Director of Corporate Governance, submitted.) 12. Supply of Educational Materials - Scotland Excel Framework Agreements Approval was sought for the adoption of the Scotland Excel Framework for the supply and delivery of educational materials for the period 7 June 2013 to 31 March 2017. Decision 1) To approve the adoption of the Scotland Excel Framework for the Supply and Delivery of Educational Materials for the period 7 June 2013 to 31 March 2017. The Committee was asked to note that this award had an estimated total cost of £4.6m with an approximate total saving of £299,000 over 46 months. 2) To agree that a key part of the adoption would be a programme of communication to frontline staff within schools with lead responsibility for purchasing to ensure that the benefits of the framework were understood and that appropriate supplies could continue to be secured. (Reference - report by the Director of Children and Families, submitted.) 13. Provision of Notebook and Tablet Devices - Adoption of the National Framework Approval was sought for the adoption of the Scottish Procurement Framework for the provision of notebook and tablet devices. Decision To approve the adoption of the Scottish Procurement Framework for the provision of notebook and tablet devices for the period 7 June 2013 to 27 May 2014 with the option to extend for two further twelve month periods to 27 May 2016.