LEISURE SUB-COMMITTEE 8TH JANUARY 1997
AGENDA
1. Apologies for absence 2. Minutes of meeting held on 12th September 1996, copy attached 3. To confirm that the items marked Part 1 will be considered in public and that any items marked Part 2 will be considered in private. 4. Notification of any other business or urgent items to be considered in public or private 5. To note that no matters fall within the provisions of Section 106 of the Local Government Finance Act 1992. 6. Report of the officers, copy attached
PART 1 - PUBLIC
1 Petition - Manor Farm, Ruislip - maintenance & security Page 1 (Ruislip Ward) 2 Petition requesting security measures at Kingston Lane Page 4 Playing Fields, Yiewsley (Colham & Yiewsley Wards) 3 Information Technology Strategy for the Libraries, Arts & Page 6 Information Service 4 Public Access to Information Technology - Libraries, Arts & Page 13 Information Service 5 European Information - Central Library, Uxbridge Page 16 6 Compass Theatre, Ickenham - Centrestage Drama Classes Page 18 7 Beck Theatre Advisory Committee Page 20 8 Travellers Page 23 9 Car Boot Sales - Springfield Road, Hayes, Field End Road, Page 25 Eastcote & Grosvenor Playing Fields, hayes (Charville, Townfield, Deansfield & Cavendish Wards) 10 Ruislip Woods Management - Grazing on Poor’s Field Page 27 (Ruislip, Northwood, Northwood Hills, Harefield & Eastcote Wards) 11 Ruislip Woodlands Centre (Ruislip, Northwood, Northwood Page 29 Hills, Harefield & Eastcote Wards) 12 Sports Achievers Page 31 13 Tennis - Hillingdon Court Park (Uxbridge North Ward) Page 32 14 Minet Site, Hayes (Townfield Ward) Page 34 15 Windsor Avenue Allotments site, Hillingdon (Hillingdon Page 36 North Ward)
7. Any other business or urgent items in Part 1 PART 2 - PRIVATE 8. Any items transferred from part 1 9. Any other business or urgent items in Part 2 LEISURE SUB-COMMITTEE - 8TH JANUARY 1997 PETITION REQUESTING MEASURES TO ITEM 1 UPGRADE THE MAINTENANCE OF MANOR FARM SITE, AND INCREASED POLICING
Contact Officer : Trisha Grimshaw Telephone: 01895 250700
SUMMARY
This report informs the sub-committee of a petition from residents in Ruislip expressing concern over issues of maintenance and hygiene at the Manor Farm site, and the vandalism experienced on the site this year.
RECOMMENDATIONS
1 That the report be noted.
2. That the Community and Environment Committee be requested to consider an allocation of resources for additional measures.
INFORMATION
1. A petition of 257 signatures has been received requesting the following:-
· the restoration of clean hygienic conditions · the upgrading of the general maintenance · increased policing to maintain safe public order
2. The Manor Farm site is a 20 acre site in the Ruislip conservation area with a significant grouping of Grade 2 listed buildings, including the Great Barn.
3. The grounds maintenance of the site is contracted out to Taylor Plan. The site is maintained to the specification standard for a general park, not as a specially identified site such as Eastcote House grounds. The grounds maintenance inspector checks the Manor Farm site regularly and walks the site once a week. Some changes have been made within the specification to improve the general maintenance. Within the small amount of variation funding available, a list of tasks to produce gradual improvements to the site over a period of time has been identified with the grounds maintenance inspector .e.g. removal of elm shoots from the edge of the Motte, ivy removal, an additional prune of shrubs, a clearance programme of perennial weeds
4. The long grass on the Motte has caused significant problems this year as it became a hiding place for young people who were gathering and drinking. This has been a source of disturbance to the residents living in St Martins Approach. The Conservation officer and the Ruislip Area Conservation Panel have agreed that the Motte will no longer be a conservation area for wild plants. This has enabled the specification for this area of the site to be altered to six cuts per year, instead of the single cut permitted for a conservation area.
5. The grounds maintenance inspector reports that the litter is collected twice a week, more frequently in the summer and that the contractor responds as is required by the specification. However, the litter bins are insufficient in number and in poor condition ,so that the wind scatters the litter across the site. The drinking on the site has added to the litter problem The current site budget can only support a bin replacement programme spread over a long period.
6. The pond does not come within the grounds maintenance contract, Maintenance work is carried out on a response basis, and litter picking on an ad hoc basis, within the variation funding available to the Recreation Service. The pond is naturally-fed and the water level reduces in the summer. As a result, the pond did smell this summer and this problem
Leisure Sub-Committee report 8th January 1997 Page 1 was exacerbated by the number of ducks in residence. A volunteer group has helped with clearing the pond surrounds of litter. A winter clean and a pruning is scheduled.
7. The site has suffered from vandalism this year, and from being a gathering place for young people who were often bringing drink on to the site. This is a general problem and is not restricted to the Manor Farm site. Windows have been broken, guttering pulled down, a lightning conductor pulled off a building, waste pipe broken off, wall graffitied ,information boards smashed, Stables building broken into, etc. Within the limited site funding, a number of crime prevention measures have been taken. Funding support for one measure has been received from the Ruislip Residents Association. As site funding permits, a security guard is employed on those nights when the site is felt to be particularly vulnerable. Since mid-July the acts of vandalism do appear to have stopped, though young people continue to gather on the site, particularly around the St Martin’s car park.
8. In October, after a long gap, a Youth worker was appointed to the Ruislip Youth Centre. It is hoped that this worker will be able to make contact with the young people on the site
9. Inspector Graham Wright of the Metropolitan Police has been consulted about the request in the petition for increased policing on the site. In his response, Inspector Wright referred to the time and support which had been given by the police to the Manor Farm site this year. Police foot patrols were increased through the site in the spring when the vandalism was at its worst. A week’s night surveillance was mounted on the site in May. Some young people have been spoken to for public order offences. In June two juveniles were arrested by the police in the act of breaking into the Stables building. On many evenings, a police patrol car drives through the site via the Pinn Way entrance. Police visibility acts as a deterrent. Recently, the police apprehended two people causing damage. All incidents on the site are reported to the police by staff and the police have been consistently supportive to the site and the site staff.
10. The general lighting levels on the site are inadequate in some places. The Ruislip Sector Focus Group propose to include 3,000 for lighting improvements for the Manor Farm site in their funding bid. The lighting improvements need to be designed to support any future site CCTV project. A full 24-hour monitored CCTV scheme for Manor Farm can only be achieved through linking to a future major scheme in the Ruislip area, possibly through a bid into the Home Office challenge scheme. The feasibility of a bid is being considered by the police, the Ruislip Chamber of Commerce, Ruislip Residents Association and the Ruislip Sector Focus team. A feasibility study for a CCTV system for the Manor Farm site with continuous recording has been completed and costed.
11. Capital funding has been allocated to the Manor Farm site over the last two years to enable structural repair work to be undertaken. The drought conditions of 1995 affected several buildings on the site. In the case of the Winston Churchill Hall, the drought worsened the structural problems that had existed for some time and major underpinning work was required. In the case of other buildings , new structural problems appeared. An underpinning scheme for the Manor Farm House is being handled by the Engineering Consultancy.
Director of Finance comments
12. The report mentions both revenue and capital work. Any Proposals which are not included in existing revenue and capital budgets will require the Community and Environment Committee to fund the associated costs. The cost of any service development will have to be funded from the Committee’s existing revenue budget, in accordance with Council policy. This requires the Community and Environment Committee to formally identify and agree compensatory budget savings before the measures are implemented.
Background Documents
Petition from residents received October 1996
Leisure Sub-Committee report 8th January 1997 Page 2 PETITION REQUESTING SECURITY MEASURES, ITEM 2 FENCING, ETC. AT KINGSTON LANE PLAYING FIELDS, YIEWSLEY (Colham & Yiewsley Wards)
Contact Officer : Gordon McLeod Telephone : 01895 250647 SUMMARY
This report informs the Sub Committee of a petition from residents of Yiewsley expressing concern over the security of Kingston Lane Playing Fields, following the illegal entry onto the land by travellers during July.
RECOMMENDATIONS
1. That officers include this site in future Parks Improvement Programme
2. That officers endeavour to seek funding as part of any Section 106 agreements for the area or other such similar funding opportunities.
INFORMATION
1. A petition of 265 signatures has been received requesting the following to secure Kingston Lane playing fields:-
· Wicket Gates at three locations · Main gates in Chestnut Avenue to be restricted in width and a height barrier fitted · Gates to be locked and unlocked daily and boards erected showing opening times · Fencing around the playing fields similar to that at Stockley Park · Railway sleepers sunk into the ground to deter regular access but to enable occasional access to the area as a temporary car park for events at Stockley Park. 2. The site is leased to Stockley Park Golf Limited as part of their management of Stockley Country Park and the company have indicated that they are not able to fund the improvements listed by the petitioners.
3. The incursion of travellers is unfortunate but there have been no other incidents of this nature to the site in the last 15 years, this most recent group were intent on staying within the Borough boundaries and had been moving around other local sites on a fortnightly basis.
4. The issue of motor cycles on open spaces is a borough wide problem and not always solved by gates and fencing. To effectively prohibit motorcycles may make it difficult for legitimate users such as families with push chairs etc. to gain access to the park.
5. Provisional cost have been placed against the items as listed :-
Kissing Gates 3 x 450 1,350 Main Gates 3,000 Fencing approx. 1,000mt 1.8 m. high at £50 per m. 50,000 Bollards 500
Director of Finance comments
6. The proposed measures are estimated to cost £54,850. There is no existing budget available to the Community and Environment Committee with which to fund these costs. The report asks that the proposals be considered for funding from either a Section 106 Agreement, or as part of a future ‘parks improvement programme.’
Background documents
Petition from residents dated 30.7.96
Leisure Sub-Committee report 8th January 1997 Page 3 THE INFORMATION TECHNOLOGY STRATEGY FOR ITEM 3 THE LIBRARIES ARTS AND INFORMATION SERVICE
Contact Officer : Duncan Westlake Telephone : 01895 250710 Summary
The strategy identifies the Information Technology requirements for the library service for the next five years
Recommendation
That the sub-committee endorses the Information Technology strategy for the Libraries, Arts and Information service, and receives further reports on progress.
Information
Introduction
1. The library service is heavily dependant on the use of Information Technology (IT) both for the automation of the library management system and for the provision of access to information in a wide variety of formats and contexts. The purpose of this paper is to plan for further development in a proper strategic fashion, to allow the service to budget successfully, and to take due regard of wider IT strategies within the authority and in the national libraries context.
The current position
2. The principal use of Information technology in use in the library service is the library management system, supplied by Geac Computers Ltd. In 1983, and upgraded in 1991. Each of the libraries is permanently connected to the system, which is used for almost all library operations. It is thus a critical system for the day to day operation of the service. Since the installation of this system significant developments in newer products have raised expectations which cannot currently be met. The terminals connected to the system are now becoming old, and most do not fully conform to Health and Safety requirements coming into force in 1997.
3. The Community Information System (CIS), residing on the library service Geac computer, Is an important information resource, consisting of some 4,500 records. These include information about council services, elected representatives, voluntary sector help and advice agencies, health services, and local organisations. It is available for direct use by the public in all seventeen Hillingdon libraries, and by dial-in from remote users. It is expected that it would be a key resource for First Stop Information points. Staff in the libraries access the system direct, and the data is periodically extracted for use off-line in the One-Stops. On-line access to the system is being extended to users in the Civic Centre: currently it is available in the Press Office, but as technical problems are being resolved it will be offered to other staff.
4. The Central Library has a Local Area Network (LAN) to improve the efficiency of staff using “office" applications, such as word processing, spreadsheets and electronic mail. A number of staff use cc:Mail to communicate with colleagues elsewhere in the authority, but also on a much wider basis via the Internet. Budget managers' access to the CFACS financial system Is also effected via this network, which is connected to the Corporate network.
5. The Central Library also has two 'stand alone’ computers for use by the public to locate information held on CD-Roms. Because this medium is rapidly expanding, the stand alone approach is becoming increasingly inefficient.
Leisure Sub-Committee report 8th January 1997 Page 4 Library Management system
6. A successful library management system is crucial to the proper operation of the library service. A ‘snapshot’ of the database on 1st November 1996 showed that there were 342,000 current transactions on file, with 150,000 items on loan. In the year 1995/6 the system handled over 4.5 million transactions, with almost 2.4 million items loaned, and associated hire fees and overdue charges calculated and managed. The library membership stood at 156,000 individuals, in 28 different borrower types, and there were 312,000 records in the catalogue, with 756,000 associated items in 38 different material types. 55,380 reservations were placed in this period, and between April and September 1996 2,029 of these were placed by the public themselves without staff intervention.
7. The original Geac system (GUS) was installed in 1983, and in 1991 this was upgraded to the latest versions of the GLIS product, running on proprietary hardware, software and operating systems. Although we have received many improvements to the software over the years, the fundamental design and principles of the system reflect the state of technology and thinking some fifteen years ago. As stated earlier, expectations now considerably outstrip the ability of the system to meet them. The contracts for maintenance of hardware and software expire in March 1999, and plans must be made for replacement.
8. Key points are:-
· The current networking infrastructure is preventing the service from progressing. In order for the benefits of open systems accessible at all service points to be realised, considerable investment in upgrading the network is required. Even if links between libraries and the Civic Centre were not improved, networks within the libraries need to be changed to accommodate any new system. it is likely that in practical terms such upgrades will need to be completed before changing the management system itself. Wherever practical the cabling scheme should follow the council standard for structured cabling.
· In order to resource and achieve this plans need to be agreed for a phased upgrade of both the network and library management system. A timetable has been drawn up, and the Sub-Committee will be kept fully informed. It is intended to come back to the Sub- Committee by Summer 1997 with costed recommendations.
· A solution is required which would enable access to library databases from other users, and to other systems from users in libraries or First Stop Information points.
· Current standards, both within the library world, and the wider Information Technology world, must be adopted.
· All functions of library management should be amenable to automation. including Acquisitions and self-service for the public. This is not to commit us to these functions, but the option to take them up should be included, and their feasibility must be thoroughly researched .
· Specialist services, services, such as the Schools Library Service and the Heritage Service, will have their own requirements of a library management system, which must be fully taken into account. (In addition, they have Information Technology requirements of their own, outside the library management system, which also need careful planning. Examples are providing schools with support for their own library management systems, and cataloguing the Museum collection.)
Leisure Sub-Committee report 8th January 1997 Page 5 · The specification of requirements must be brought up to date prior to the acquisition of a new system to enable proper evaluation of available options. To this end, a project team, composed of a range of library staff, has been established.
· The existing, rather limited Community Information package, will be obsolete when the Geac 9000 is replaced, so a new solution is required. The use of an “expert system" to guide staff with varied experience through the process of answering enquiries is under investigation. Because of its corporate nature, the replacement of the Community Information system is being examined in detail by the Council Wide Information system team.
· A full plan for training of staff must be drawn up prior to implementation of a new system.
Aspirations of the Library Service
9. Hillingdon's library service is delivered from sixteen branch libraries, a Central Library in Uxbridge, a Mobile Library, and by personal visits to the housebound. The period between now and the end of the century is widely expected to be revolutionary for British Public Library services, in large part due to developments in Information Technology. A central ethos in the public library service is that access to information should as far as is possible be provided on an equal basis to all, regardless of the location or economic circumstances of the user.
10. The principle of excluding no-one from free exchange of information is consistent with the ethos of public libraries. Views expressed in the DTI Multimedia Industry Group Report (December 1995), the Department of National Heritage's Public Library Review (1995), and the House of Lords Select Committee on Science and Technology (1996) all strongly indicate the pivotal role of a nationally and internationally networked public library service in providing all citizens with access to information and the national heritage of literature and art. A key development in this area is the bid for Millennium funds, called “Information for All" with the support of the Library and Information Commission, the Library Association, and the Library and Information Councils of Scotland and Northern Ireland. The aim of this bid is to “establish an electronic communication network that will give everyone free access to local and international information by linking the UK's 4,000 public libraries."
11. It is important that library staff and users can access information, regardless of where it resides, or the media on which it is stored, from a single desktop machine. (See appendices).
12. Hillingdon Libraries wish to be involved in the following key areas of activity.
· CD-Roms. Many reference sources are now published on CD-Rom, in some cases this is the only format available. As these increase in number, access becomes an issue. The solution is to include these resources on a network, making them accessible to users regardless of their location. The local Services Information Technology Strategy Team is investigating the best option to recommend, with the intention of providing access for other staff within the council.
· Word processing and spreadsheet packages are commonly provided in public libraries, as is tuition in the use of computer software, and there is frequently expressed expectation from our users that they should be able to use such facilities in our libraries. Ways of achieving this (as well as Internet access) at net financial gain to the council are being explored. This would be providing a useful service to members of the public who will in many cases enhance their job seeking prospects.
Leisure Sub-Committee report 8th January 1997 Page 6 · Open learning courses have been available in the Central Library for some tune. It is intended to contribute to the Council's policy for lifelong learning by expanding this service. IT plays a large part in this, as many courses use either computer based learning, or are specifically intended to enhance computer based skills.
· Internet access points. The Internet is a major information resource, to which members of the public require access. This is no different to the traditional role of public libraries in providing print based resources. Access should if possible be available from all branch libraries as well as the Central Library.
· Internet publishing. As the Internet becomes a key environment for the provision of information, public libraries will increasingly need to publish information here. Examples will be catalogues of library and museum collections, user guides, and community information.
· Loan of information in electronic formats. Many books are now published with an accompanying CD-Rom. Other information is only published electronically, and the library service should work towards being able to provide these resources as well.
Wider Information Technology Strategies
13. It is essential that the strategy for Libraries Information Technology conforms as far as is possible to Information technology strategies already in place. in the wider context. These are:
· Local Services I.T. Strategy · Corporate I.T. Strategy · Council Wide Information System (CWIS)
Disaster recovery
14. An important element in a strategy for Information Technology for libraries will be a Disaster Recovery Plan, which should be a part of larger plans for the library service overall, and corporate I.T. Disaster Recovery.
Director of Finance comments
15. The report identifies some major service developments which have significant consequences for both the revenue and capital budgets of the Community and Environment Committee. Any Proposals which are not included in existing revenue and capital budgets will require the Community and Environment Committee to fund the associated costs. The cost of any service development will have to be funded from the Committee’s existing revenue budget, in accordance with Council policy. This requires the Community and Environment Committee to determine its priorities, and then to formally identify and agree compensatory budget savings. Officers do not have delegated authority to enter into financial commitments until the Community and Environment Committee has approved a specific budget for the service department.
16. Proposals which will incur additional expenditure need to be considered in the context of the need for the Community and Environment Committee to make substantial budget reductions in 1996/97, and 1997/98, as reported to the meeting of that Committee on 8th October 1996.
Background documents
Report to Leisure Committee 14 January 1982 (L. 142-4/81-82 (1) Report to Leisure Committee 13 January 1983 (L. 148-4/82-83 (1)
Leisure Sub-Committee report 8th January 1997 Page 7 Report to Leisure committee 1989/90 Ll 1(J) Report to H strategy group 6th December 1990 Report to the leisure Committee 2nd October 1990 (L35 (I)) Report to Finance and resources Committee 9th April 1991 FR6 1 contract between LBHA and Geac Computers Ltd March 1992
Leisure Sub-Committee report 8th January 1997 Page 8 plan
Leisure Sub-Committee report 8th January 1997 Page 9 chart
Leisure Sub-Committee report 8th January 1997 Page 10 PUBLIC ACCESS TO INFORMATION ITEM 4 TECHNOLOGY - LIBRARIES, ARTS AND INFORMATION SERVICE
Contact Officer : Trisha Grimshaw Telephone : 01895 250700
SUMMARY
This report outlines a proposal to enable access for the public to a range of IT facilities in the Central Library, Uxbridge
RECOMMENDATION
That approval be given to further work being undertaken to evaluate and implement this project.
INFORMATION
1. A range of computer facilities for public use such as word processing, spreadsheet packages and training in the use of computer software are now provided in many public libraries. Library users in Hillingdon frequently enquire whether the Service provides such facilities for them to use. Public access to Information Technology is a key element in the current Service plans However, we are currently unable to provide within our budget the equipment and more particularly the staffing which is needed to start up and maintain such a facility.
2. One route to achieving this service development is through partnership with the private sector. The Libraries Arts and Information Service is currently seeking to identify and approach companies who are active in the field. Input /Output Centres is one such company which specialises in developing public computer facilities in partnership with local authorities and their libraries. Their background and way of working is as follows:
3. The first Input/output Centre was established in 1994 and there are now 9 in operation in the Central Library of public library authorities. and a further 10 sites are in the pipeline. Local authorities include Sutton, Westminster, Hounslow, Birmingham, Reading and Merton.
4. The key services provided by Input/Output are:
· DIY computer facilities · computer training · free access to the Internet
5. The Libraries, Arts and Information Service would provide suitable space within the Central Library , Uxbridge. Initially ten workstations would be set up and further expansion would be demand-led. Input/ Output Centres would undertake to provide all hardware, software, furniture ,security and telecommunications links. They would provide two full-time staff . These would be recruited locally and fully trained in the latest software. The venture would be marketed as a local authority initiative and a local promotional campaign would be mounted by the company.
6. The public would receive the following benefits:
· Access to a range of the latest software and IT facilities, including printing, for £5 per hour. · The scheme can be incorporated into Leisurecard. · A range of IT training courses would be available, including Word for Windows, Apple Mac, Pagemaker, Excel, desktop and design packages.
Leisure Sub-Committee report 8th January 1997 Page 11 · Input/Output is an accredited NVQ training provider. Training would be offered at £12 per hour or a course rate, and free introductory sessions.
7. The expected benefits to the Service are:
· A key service development at little cost to the authority · Projected income in the first year of £8 000 to £10,000, (10% of gross income) · The opportunity to attract non-library users. At other sites 50% of the customer base are non-library users. · Partnership with a company that is active in developing the range of IT that can be made available to the public e.g. discussions with BBC and the Open University to provide on-line learning, the development of E-mail post office, and support to the Millennium fund bid to network public libraries.
8. The project could become operational in autumn 97. For this to be the case, detailed planning would have to start as soon as possible.
Director of Finance comments
9. The report indicates that the proposals will carry a cost to the Community and Environment Committee. There is no current budget for this work, and therefore the Community and Environment Committee will be required to fund the associated costs. The cost of this service development will have to be funded from the Committee’s existing overall revenue budget, in accordance with Council policy. This requires the Community and Environment Committee to determine its priorities and then to formally identify and agree compensatory budget savings. Officers do not have delegated authority to enter into financial commitments until the Community and Environment Committee has approved a specific budget for the service development.
10. Proposals which will incur additional expenditure need to be considered in the context of the need for the Community and Environment Committee to make substantial budget reductions in 1996/97, and 1997/98, as reported to the meeting of that Committee on 8th October 1996.
Background documents
Nil
Leisure Sub-Committee report 8th January 1997 Page 12 EUROPEAN INFORMATION - CENTRAL LIBRARY, ITEM 5 UXBRIDGE
Contact Officer: Penny Pennell Telephone: 01895 250603
SUMMARY
This report outlines the European Community Collection which has recently been set up at the Central Library, Uxbridge.
RECOMMENDATION
That the report be noted.
INFORMATION
1. At a national conference in 1994 the European Commission, in association with the federation of Local Authority Chief Librarians, proposed the setting up of a public information relay through the public library service of the United Kingdom.
2. While some sectors, including the business and academic communities have set up efficient information networks to serve their particular sectors' information needs regarding EU questions, there has hitherto been no guarantee of access to relevant and user-friendly information locally for the general public.
3. The aim of the Relay is therefore to enable easy access to European information locally and to provide links with other members so that referrals may be made to the appropriate place.
4. In 1995 Hillingdon Libraries signed an agreement with the Europe Commission in London to become a member of the Public Information Relay. To date 150 of the 167 library authorities in the UK have joined.
5. As a member of the PIR we receive supplies of all hand-out material produced by the Commission. In addition we receive a 50% discount on priced publications.
6. A new section has now been set up in the library to display the material we receive from the European Commission and also to bring together in one place material on the EC from a variety of sources which was previously scattered throughout the library.
7. The collection comprises a range of leaflets, basic texts including the Treaties, statistics and the Directory of Community legislation in force, from the EC. From independent sources there is information on many aspects of the Community, including grants, environment, law, constitution, employment, education and training, consumer issues, business and social policy.
8. A window display was staged in September to advertise the collection: It is being promoted through the branch libraries and to schools and Uxbridge College.
Leisure Sub-Committee report 8th January 1997 Page 13 9. Library staff have received a number of favourable comments from the public about this new section.
10. We had anticipated that most use of the collection would be by students at school and in further education, and observation of the use made of the collection so far bears this out. Use of the collection is being monitored on a monthly basis.
Director of Finance comments
None.
Background documents
Agreement between the European Commission and the London Borough of Hillingdon on the establishment of a Public Information Relay, dated 3.5.95
Leisure Sub-Committee report 8th January 1997 Page 14 COMPASS THEATRE, CENTRESTAGE DRAMA ITEM 6 CLASSES
Contact officer: Trisha Grimshaw Telephone : 01895 250700
Summary
This report outlines a proposal for the continuation of Centrestage classes at the Compass Theatre.
Recommendation
That the proposed course of action be endorsed. Information
1. The Youth and Community service have provided regular weekly drama classes for the 7 to 10 age group at the Compass Theatre, under the name of Centrestage for several years. 2. The retirement of one of the Centrestage Youth workers coincided with a review of what the Youth and Community Service could provide in the changed circumstances of reduced resources.
3. The Youth and Community Service felt that work with young people outside the main youth service age range of 13/14 years upwards could no longer be supported, so the decision was taken to close the class at the end of the Christmas term, 1996.
4. Drama classes are run at the Compass for the following age groups:
· up to 6 years, monthly on Saturday mornings, run by Compass volunteers. · 11 to 14 years olds, weekly, run by Centrestage Youth worker. · 15 upwards - Magnetic North. Youth & Community Service.
5. The present classes for 7 to 10 year olds are both full, with a waiting list of 20 names.
6. The Libraries, Arts and Information Service, through the Compass manager, wish to continue the classes if possible as it is felt important to sustain the interest of the children and their families in drama activities and their involvement in the Compass as a community arts facility.
7. The classes have been costed and can be provided on a cost recovery basis at a cost of £12 per child per term with 25 children per class. This represents a £ 2 increase on the present termly fees. It is proposed to restart the classes in the New Year, with a new drama tutor, given that the required level of take-up is achieved.
Director of Finance comments
8. If the income raised from charges does not cover the expenditure, the net cost will be an additional charge to the Community and Environment Committee.
9. Proposals which will incur additional expenditure need to be considered in the context of the need for the Community and Environment Committee to make substantial budget reductions in 1996/97, and 1997/98, as reported to the meeting of that Committee on 8th October 1996.
Background Documents
Nil
Leisure Sub-Committee report 8th January 1997 Page 15 BECK THEATRE ADVISORY COMMITTEE ITEM 7
Contact Officer : Linda Ash Telephone: 01895 250701
SUMMARY
In 1992 the Council appointed Apollo Leisure (UK) to manage the Beck Theatre on its behalf. The Management agreement made provision for an advisory committee to be established.
RECOMMENDATIONS That approval be given for officers to establish a Beck Theatre Advisory Committee in accordance with the general guidelines below.
INFORMATION 1. Objectives
The overall objective of the Committee will be to involve the local community in the running and operation of the Theatre and to nurture the growth of the existing support for the Theatre. 2. Specific objectives
· to reflect the interests of the user groups who use the Beck Theatre for their own productions
· to provide a forum to enable the local community to comment on programming and generally to exchange ideas
· to encourage participation of the local community and users of the Beck Theatre in supporting this venue
· to receive reports from the Theatre Manager on matters relating to the operation and management of the Beck Theatre.
3. Membership
3.1 It is proposed that the Committee membership comprises:
· up to 3 representatives of the user groups who use the Beck Theatre, including a representative from Hillingdon Arts Association
· a representative of the local community
· a representative of the Beck Theatre audience
· representatives of the Beck Youth Theatre
· a councillor representative who will be nominated through the appropriate channels
· a senior manager of the Libraries, Arts & Information service
· the Manager of the Beck Theatre
· the London Divisional Manager of Apollo Leisure
3.2 The Advisory Committee members will be nominated by their organisation to serve on the Committee on an annual basis.
Leisure Sub-Committee report 8th January 1997 Page 16 3.3 The same person will not be able to represent more than one nominating organisation or group.
3.4 The Committee will be appointed at the AGM. The same meeting will elect the Chair and Secretary. The posts of Chair and Secretary may be held for two consecutive years.
4. Number of meetings
4.1 There will be an AGM and a minimum of three meetings of the Committee each year. Dates and times of meetings will be decided at the AGM. Special meetings may be called at the Committee’s discretion.
4.2 The Secretary will give 10 working days notice of the date of Committee meetings to all members.
5. Dissolution
5.1 A proposal to wind up the Committee will be subject to the approval of the AGM or a Special General Meeting called for that purpose. The London Borough of Hillingdon, through the Leisure Sub-Committee will be empowered to wind up the Committee at its discretion. 6. The Hillingdon Arts Association and Apollo Leisure have been consulted on these proposals and support the recommendation.
Director of Finance comments
The Community and Environment Committee has a financial interest in the Beck Theatre. It will be important to make arrangements with the advisory committee to ensure that the Community and Environment Committee can properly consider matters which may have financial consequences at an early stage. Background Documents
Nil
Leisure Sub-Committee report 8th January 1997 Page 17 TRAVELLERS ITEM 8
Contact Officer : Richard Shaw Telephone : 01895 250648
SUMMARY
The report brings to Members’ attention the number of times travellers occupied land in contravention of legislation.
RECOMMENDATION That the report be noted.
INFORMATION
1. Members may well be aware of the almost constant problem experienced in recent years through travellers illegally camping on Council own land. There have been 26 separate occurrences since April 1996. They have been on different sites throughout the borough, including recreation grounds, car parks, road-side verges, nature reserves and other general open spaces. 2. On each occasion the cost of processing the required procedure through the courts is approximately £500. The clearing up operation when the travellers have been removed varies from £500 to £3,000. The cost to the Council this year alone is estimated at over £35,000 including officer time.
3. As things stand, when an Order to move travellers has been made by the magistrates, it only covers the specified site for 3 months. That means that each site has a potential to be occupied at least 3 times a year.
4. Needless to say, there is a considerable hidden cost for the officer time taken up dealing with the hundreds of complaints that arise from each encampment. It is also difficult to explain that fencing does not keep travellers out [it is simply torn down] and why it takes a week to move them.
5. This work has to be undertaken and obviously has a considerable detrimental effect on the grounds maintenance budget. Director of Finance comments
6. The report indicates that the cost of remedial measures is estimated at £35,000 for 1996/97. There is no budget with which to fund this cost. The net cost of work will have to be funded from the Committee’s existing revenue budget, in accordance with Council policy. This requires the Community and Environment Committee to determine its priorities, and then to formally identify and agree compensatory savings of £35,000. Officers do not have delegated authority to enter into financial commitments until the Community and Environment Committee has approved a specific budget for this service development. 7. Proposals which will incur additional expenditure need to be considered in the context of the need for the Community and Environment Committee to make substantial budget reductions in 1996/97, and 1997/98, as reported to the meeting of that Committee on 8th October 1996. Background documents
Nil
Leisure Sub-Committee report 8th January 1997 Page 18 CAR BOOT SALES ITEM 9
Contact Officer : Richard Shaw Telephone : 01895 250648
SUMMARY
This report reviews the 2 existing car boot sales in Hayes and Eastcote and recommends the trial of a further site at Grosvenor Playing Fields, Hayes.
RECOMMENDATIONS 1. That the contract with McDonald Markets for the Springfield Road site at Hayes be renewed until the future development of the site is finalised.
2. That the contract with Calver Associates for the Field End Recreation site at Eastcote be renewed until the future development of the site is finalised.
3. That McDonald Markets and Calver Associates be invited to tender to operate 3 car boot sales during the summer of 1997 at Grosvenor Playing Fields, Hayes, as a trial. INFORMATION
[a] Springfield Road, Hayes
1. This site has the benefit of temporary planning permission. This was granted recognising the temporary nature of the site as it is due for development. Plans are currently in abeyance awaiting the outcome of the Hayes Stadium Inquiry.
2. Temporary planning permission was granted personally to McDonald Markets who have managed the site for several years. This recognised the temporary nature of the operation; the company’s expertise in managing the existing markets and the stability of the operation. The Council receives a competitive rent for the site.
3. Given the current restrictions on the site, it would be difficult to tender it on a temporary basis. It is recommended that McDonald Markets continue to manage boot sales until the future development of Springfield Road is finalised and that an increased fee is negotiated.
[b] Field End Recreation Ground
4. This site is managed by Calver Associates for 14 car boot sales per annum [the maximum allowed without planning permission].
5. The site was tendered and Messrs Calver offered the best price by a considerable margin.
6. Again, this site has a insecure future and it would be difficult to re-tender when short notice may have to be given to terminate. Car boot sales can be difficult to manage and Calver Associates have proven experience with this site and have responded to every request made by the Council. It is therefore recommended that the existing contract is extended until the future of the site is decided and that an increased fee is negotiated.
[c] Grosvenor Playing Fields, Hayes
7. Car boot sales offer the Council the opportunity to gain substantial income from unoccupied land with little or no cost. In an effort to maximise income, the officers have looked at possible sites for car boot sales and the playing fields at Grosvenor would appear to be suitable for a car boot sale on a similar basis to that at Field End Recreation Ground, Eastcote.
Leisure Sub-Committee report 8th January 1997 Page 19 8. It is not envisaged to hold any more than the 14 allowed at Eastcote during the summer months so planning permission would not be required.
9. However, as this is a new site, it is recommended that an initial 3 sales be held in the summer of 1997 and their operation assessed and reported back to this committee.
10. As stated above, the existing managers of car boot sales in the borough are known to be competent and can be relied upon to enforce Council rules and regulations in the running of the site. In the short term it s recommended that McDonald Markets and Calver Associates be invited to tender for 3 sales at this site. Should they prove successful the site can then be tendered on the open market for 14 per annum.
Director of Finance comments
11. The level of income currently obtained from car boot sales is significant (£52,000 from the two sites in 1995/96). Income of this level falls within the requirements set out in the Council’s Standing Orders. Also, the best value for money is likely to be achieved by obtaining competitive quotations or tenders to test whether a higher level of income could be obtained.
Background Documents Nil
Leisure Sub-Committee report 8th January 1997 Page 20 RUISLIP WOODS MANAGEMENT - GRAZING ON ITEM 10 POOR’S FIELD (Ruislip, Northwood, Northwood Hills, Harefield & Eastcote Wards)
Contact Officer : Colin Chambers Telephone : 01895 250651
SUMMARY
The principle of reinstatement of grazing as a means of vegetation control on Poor’s Field was agreed by the Sub-Committee on 23.1.96. Progress was impeded by the legal position with regards to fencing a registered Common in the Metropolitan area. This report advises the Sub-Committee of progress with the proposal.
RECOMMENDATIONS
1. That officers be instructed to implement works on Poor’s Field during winter 1996/97 towards cattle being introduced onto the site by spring 1997.
2. That thanks be recorded to members of the Ruislip Woods Community Ranger Service for all the voluntary work undertaken in the Ruislip Woods since 1992.
INFORMATION
1. Under the Metropolitan Commons Act 1866, fencing a common or creating an enclosure is unlawful and as such would have prevented the proposal to enclose Poor’s Field so as to introduce grazing on it, from proceeding. Legal opinion has been taken and an alternative means of keeping any cattle on the land, including hedge laying as well as fencing on land owned by the Council but which is just outside the boundary of Poor’s Field is considered lawful.
2. Ultimately the benefits of grazing Poor’s Field are that the area will continue to be an open common which is of benefit to local people who may be concerned about walking in a confined woodland setting. This represents a cost saving in that annual mechanical cutting of the land will not be required and there will be a gradual increase in the nature conservation interest of the site. 3. The cost of the fencing and gates which will be needed to preserve access for pedestrians, runners and horse riders, as well as providing a water supply for the cattle, will be met by grant aid from English Nature with materials supplied from the Woods.
Director of Finance comments
4. None.
Background Documents
Report to Leisure Sub-Committee 23.1.95 Ruislip Woods Management - Poor’s Field Ruislip - Reinstatement of Grazing The Ruislip Woods Long Term Management Plan 1982
Leisure Sub-Committee report 8th January 1997 Page 21 RUISLIP WOODLANDS CENTRE (Ruislip, Northwood, ITEM 11 Northwood Hills, Harefield & Eastcote Wards)
Contact Officer : Colin Chambers Telephone : 01895 250651 SUMMARY
Shortly after Whitbread plc opened the new restaurant facility at Ruislip Lido, the adjacent Ruislip Woodlands centre was officially opened by the Chair of the Sub-Committee. This report informs the Sub-Committee of work that has been undertaken by the Woodlands Centre Working Group and makes recommendations on the future development of the centre. RECOMMENDATIONS
1. That the Ruislip Woodlands Centre Working Group be instructed to prepare a development brief for the future use of the Ruislip Woodlands Centre. 2. That the Ruislip Woodlands Trust be asked to consider funding the cost of the development brief.
3. That thanks be recorded to the members of the Ruislip Woodlands Centre Working Group for their help and advice.
INFORMATION
1. Following a report to the Sub-Committee on 25.3.96, the Ruislip Woodlands Centre Working Group was reconvened. The group, which includes members from the Ruislip Woods Management Advisory Group and the Ruislip & District Natural History Society started from the bare shell of the building and worked on the interior specification for everything which can now be seen at the Centre.
2. In order to open the Centre to coincide with the function of the main building, a modest display has been put up, mainly from existing material. While there is some expertise within the working group it is considered that the future development of the Centre will be limited by the experience of its members. It is therefore recommended that the Woodlands Centre Working Group be instructed to draw up a brief in order that a specialist in interpretive centres can advise the Council on the future development of the Centre. The brief would contain advice on the full range of interpretive methods and educational material, with an estimate of costs and advice on the availability of grant aid.
3. The new Ruislip Woods Trust has been formed by the Ruislip Woodlands Management Advisory Group and includes representatives from that Group. A further report will be submitted to a future meeting of the Sub-Committee to inform members of the constitution of the Trust. It is recommended that the Trust be requested to consider funding the cost of the development brief, estimated at £750 to £1,000, as an early project.
4. Whenever possible the Woodlands Centre will be let either within the Council or to local interest groups who wish to hire it for a use which is commensurate with its purpose and location. Charges will be made to reflect those for a similar facility at Haydon Hall, i.e. commercial groups £21.50 per hour, community rates £11.50 per hour.
5. For the foreseeable future the Centre will be opened on Saturday and Sunday from noon to 3.45pm and is staffed by the Head Countryside Warden, however, officers will continue to look for individuals or groups who would be willing to assist with maintaining a presence at the Centre or mounting a display.
Director of Finance comments
6. None.
Background Documents
Report to Leisure Sub-Committee 19.3.96
Leisure Sub-Committee report 8th January 1997 Page 22 Ruislip Lido - Proposed Interpretive Centre
Leisure Sub-Committee report 8th January 1997 Page 23 SPORTS ACHIEVERS ITEM 12
Contact Officer : Alan Coker telephone : 01895 250454 SUMMARY
This report informs the Sub-Committee of the outline proposals to introduce an award scheme to recognise local achievers in sport.
RECOMMENDATION
That approval be given to the principle of awards being introduced and that a further report be submitted to the next meeting of the Sub-Committee with detailed proposals.
INFORMATION
1. For some time there has been demand from the local sporting community for recognition of sporting achievement and help in training costs.
2. The introduction of the Hillingdon Gold Card offers a convenient and controllable means of providing free use of facilities and services and it is proposed that each recipient of an award will receive a free Gold Card entitling them to free use of leisure facilities for one year.
3. A maximum of 3 adults and 3 junior Gold Cards will be issued as awards and in addition one adult Gold Card to a local coach or administrator in recognition of services to sports.
4. The cards will be valid for one year from 1st April and selection panels to decide on awards will take place in January/February each year.
Director of Finance comments
5. None at this stage.
Background Documents
None.
Leisure Sub-Committee report 8th January 1997 Page 24 TENNIS - HILLINGDON COURT PARK (Uxbridge North ITEM 13 Ward)
Contact Officer : Richard Shaw Telephone : 01895 250648
SUMMARY
This report outlines proposals from the tennis coach who manages various Council owned courts to turn Hillingdon Court Park courts into an LTA Community Tennis Club.
RECOMMENDATIONS
1. That the Community & Environment Committee be recommended to approve in principle the leasing of changing rooms at Hillingdon Court Park to the Hillingdon Academy of Tennis for 25 yrs. 2. That the Hillingdon Academy of Tennis be permitted to develop the changing rooms into a clubhouse on condition that [i] a bar is not installed and [ii] 4 changing rooms are maintained to service the four available football pitches, subject to them obtaining any necessary planning consents. 3. That the officers be instructed to investigate the scheme further with the Hillingdon Academy of Tennis and the Lawn Tennis Association.
INFORMATION
1. Terry Stidder and his partner currently manage the courts at Hillingdon Court Park , Fassnidge Park and Swakeleys Park. Their management agreement gives the Council a fee in return for which they manage the courts, charging the Council-set charges for casual users but allowing them to utilise the courts for coaching.
2. The system has worked extremely well, leading to proper use of the courts and reducing vandalism. The Lawn Tennis Association has now instituted a scheme of community tennis. In the light of the natural deterioration of the facilities and ever decreasing funds, it is proposed by the Hillingdon Academy of Tennis to become involved in the LTA 2001 project.
3. This aims to: i] “Build a partnership with local authorities and schools to develop an integrated approach to tennis in the area.” [LTA 2001 Oct 1995] ii] “Encourage the formation of Community Tennis Clubs on freehold local authority or school facilities through memberships or coach led drives.” [LTA 2001 Oct 1995]
4. Although this would not alter the current provision of tennis courts and services available from Hillingdon Academy of Tennis it would make funds available from the LTA and Lottery grants to improve and upgrade the facilities. 5. The benefits the LTA foresee for Local Authorities include: i] upgrade and develop the facilities ii] enhance the profile of tennis in the community iii] provide a complete development package from the LTA iv] obtain financial and professional support from the LTA v] improve opportunities for grant support
6. The benefits for Hillingdon Academy of Tennis include: i] upgrade and development of facilities ii] enhance the profile of the Academy in the community iii] scholarships for coach education iv] sustain a flow of players
Leisure Sub-Committee report 8th January 1997 Page 25 v] training programme to upgrade coaching qualifications
7. For the scheme to progress and the LTA to become involved and give financial assistance, they require that the professional has a long term management agreement or lease with the local authority, a clubhouse facility and the potential for development.
8. The Council will continue to receive a management fee for the courts and the income from hire of pitches including changing facilities. The services should improve considerably from having a permanent presence on the site with a resulting diminution of vandalism. 9. As this scheme is very much in line with existing Council policy, it is recommended that the officers should pursue the proposals further both with Hillingdon Academy of Tennis and the Lawn Tennis Association and report back to a future meeting.
Director of Finance comments
10. No financial implications at this stage but there may be the possibility of additional income from the proposed lease.
Background documents
Nil.
Leisure Sub-Committee report 8th January 1997 Page 26 MINET SITE, HAYES (Townfield Ward) ITEM 14
Contact Officer : Gordon McLeod Telephone : 01895 250647
SUMMARY
This report updates members on the progress and revised programme of construction made since the previous report to the Sub Committee of 12th September
RECOMMENDATION That the Sub Committee note the progress and the change in timetable.
INFORMATION
1. The previous Committee report indicated that construction works were due to start in November 96. There was a delay in preparing the tender documents because of additional works required on compaction tests to land formation the programme thus slipped.
2. The revised schedule is appended to the report members will note that work started on the 6th January and are due to be completed mid to end of March. The works are weather dependant and some further slippage may occur if ground conditions deteriorate through bad weather.
Director of Finance Comments
3. None. Background Documents
Nil
Leisure Sub-Committee report 8th January 1997 Page 27 chart
Leisure Sub-Committee report 8th January 1997 Page 28 WINDSOR AVENUE ALLOTMENTS (Hillingdon North Ward) ITEM 15
Contact Officer : Gordon McLeod Telephone : 01895 250647 SUMMARY
This report seeks the Sub Committee’s approval to release a small area of land currently a disused allotment site for future use as a community garden. RECOMMENDATIONS
1. That officers negotiate a licence with the Oak Farm Residents Association to manage the small area of land marked on the plan attached to this report. 2. That officers agree a design brief and programme of works with local residents/schools for the improvement of the site for community use
3. That officers liaise with the Colne Valley Groundwork Trust to seek some external funding for the development of the site
4. That the Sub Committee agree the sum of £2,000 from the Parks Improvement Programme as the Council’s contribution to the improvement of the area as a community facility. INFORMATION
1. The Council have been requested by local residents via the Oak Farm Residents Association to improve the area of land previously used as allotments. Though their prime concern was for the whole site they are particularly keen that the smaller triangular site be improved as a wildlife and community garden.
2. Officers from Recreation Services and Groundwork Colne Valley have looked at the area and agree that a modest improvement to this could be achieved to create a natural area for local interest.
3. The design brief is to include :- low maintenance, retention of some of the existing scrub areas, the planting of only indigenous species, basic seating, some fencing, interpretation material for use by schools.
4. Other than the initial funding of £2,000 for the improvements it is intended that once completed the community garden will not incur any additional direct maintenance cost to the Council. It is also recognised that the funding provided by the Sub-Committee is to be expended the end of the current financial year.
Director of Finance comments
None
Background Documents
Nil
Leisure Sub-Committee report 8th January 1997 Page 29