Agenda and minutes

To take any questions from members of the Public.

Please note: Members of the Public are requested to inform the Democratic Services Officer before the meeting begins if they wish to ask a verbal question to the Committee.

No questions were asked or had been submitted by members of the Public.

Members are asked to declare the existence and nature of any Disclosable Pecuniary Interests in respect of any item of business to be considered at the meeting.

No declarations of interest were made by Councillors in items on the agenda for this meeting.

The Committee is asked to confirm as a true record the Minutes of the Meeting of the Committee held on 28 June 2016 (attached) and to authorise the Chairman to sign them.

The Minutes of the meeting of the Audit, Crime & Disorder and Scrutiny Committee held on 28 June 2016 were agreed as a true record and signed by the Chairman.

This report presents the Audit, Crime & Disorder and Scrutiny Committee with the Report of the Scrutiny Review Task Group on Bourne Hall and Hook Road Arena.

The Committee received a report of the Scrutiny Review Task Group on Bourne Hall (including Bourne Hall Museum) and Hook Road Arena. The report provided an overview of the Task Group’s investigation into both venues, alongside its findings and recommendations.

The Committee noted the arrangements for the Task Group’s formation and its terms of reference. The Task Group would also consider the services provided by Epsom Playhouse and Ewell Court House; these would be undertaken as its next phase of work and detailed in a report to a future meeting of the Audit, Crime & Disorder and Scrutiny Committee.

The Vice-Chairman provided the Committee with a verbal introduction and summary of the Task Group’s report, which was attached as Annexe 2 to the Committee report. The following matters detailed within the Task Group’s report were considered:

a)            Continuance of the Bourne Hall Museum. The Committee was informed that the Task Group viewed the work of the Museum and its staff as being of importance to the community, and that it was much valued by educational establishments and public who visited it. The Task Group considered that the Bourne Hall Museum should continue as it was currently operated, but that officers should continue to monitor the Museum’s collection management to ensure that it remained relevant, manageable and accessible. The Task Group also considered that a report on the activities of the Museum, including appropriate statistical data should continue to be presented to members of the Community and Wellbeing Committee on an annual basis.

b)            Bourne Hall catering arrangements. The Task Group had expressed concern that the catering contract for Bourne Hall was reliant upon the extension of an arrangement which had expired in 2014. It had been reassured by the action being taken by officers to address this matter and noted that a decision on the catering arrangements for the venue would be linked to a decision regarding the nature of the kitchen facilities provided.

c)            Internal configuration and refurbishment of Bourne Hall. The Task Group supported the principle of altering the internal configuration of Bourne Hall, and undertaking refurbishment works to improve its visual appearance. In particular, the Task Group considered that benefits would be received if the configuration could be amended to enable the external patio area to be utilised for wedding functions, or a café. This would require a change to the location or layout of the library, and therefore also require an agreement with Surrey County Council. The Task Group considered that internal refurbishment of the Banqueting Suite and access corridor would be necessary to achieve a higher level of occupancy for those rooms.

d)            Level of usage of Bourne Hall. The Committee noted that Bourne Hall was a very well used community facility, and that it met the needs of a wide variety of users. The Task Group had been informed that over 130 different organisations hired facilities at Bourne Hall each year. However, the utilisation levels of rooms identified in Table 2  ...  view the full minutes text for item 15.

This report updates the Committee on its work programme 2016/17.

The Committee received and noted its work programme 2016/17. During consideration of the report, the following matters were considered:

a)            Scrutiny Review of the Arrangements for Publicising and Determining Planning Applications – Progress Update. The Committee noted that this item had been omitted from its work programme in error, and would be presented to its meeting in April 2017.

b)            Review of CCTV Provision. The Committee was informed that this item was likely to be presented to its February 2017 meeting, rather than November 2016, as information and a decision regarding street scene CCTV was still awaited from partners.