Executive Support Group
Minutes of the meeting held on Thursday 8th June 2006 at Committee Room No. 1, Bolsover District Council
BOLSOVER LOCAL STRATEGIC PARTNERSHIP
EXECUTIVE SUPPORT GROUP
Minutes of a meeting of the Bolsover Local Strategic Partnership Executive Support Group
held on Thursday, 8th June, 2006, at 9.30 a.m., Committee Room No. 1, Sherwood Lodge, Bolsover.
PRESENT
Mr. P. Gamble - Government Office for the East Midlands
Mr. A. Diggles - Employment & Enterprise Action Group
Ms. T. Oliver - Housing & the Environment Action Group
Mrs. J. A. Derricott - Health & Wellbeing Action Group
Miss D. M. Row - Education & Training Action Group
Mrs. F. M. Unwin - INVOLVE
Mrs. J. H. Wilkinson - INVOLVE
Councillor K. Reid - Parish/Town Councils
Councillor B. Murray-Carr - Bolsover Community Safety Partnership
Mr. R. Colgrave - Partnership Team
Mrs. L. Khella - Partnership Team
Mr. W. Lumley - Bolsover District Council
Mr. J. Young - Education & Training Action Group
Miss N. Price - Partnership Team
Councillor E. Watts - Bolsover District Council (Vice Chair)
Mrs. M. Chambers - North Eastern Derbyshire PCT (Chair)
Mrs. P. A. Brown - Partnership Team
Mr. B. Strutt - Derbyshire County Council
Mrs. S. Scott - INVOLVE (Voluntary Sector)
Mr. T. Whatton - INVOLVE (Community Sector)
IN ATTENDANCE
Councillor R. Janes (part) - Derbyshire County Council
Mr. D. Hill (part) - Bolsover District Council
Mrs. C. Johnson (part) - Voluntary Action Bolsover
Ms. B. Whitmore (part) - Voluntary Action Bolsover
Councillor J. Clifton (part) - Voluntary Action Bolsover
Mrs. M. Chambers in the Chair
ESG09/06 APOLOGIES
Apologies were received on behalf of:-
Mr. J. Sherwood - Housing & the Environment Action Group
Mr. T. Trafford - Housing & the Environment Action Group
ESG10/06 DERBYSHIRE COUNTY COUNCIL – YOUTH MATTERS
Councillor Janes reported that he was currently undertaking presentations to inform all Local Strategic Partnerships in Derbyshire of the proposals set out by the Government’s Youth Matters Green Paper.
Derbyshire County Council had established a Youth Forum which currently attracted over 20,000 votes and Bolsover District Council had been conducting its own Forum; it was hoped that these could be linked together at some time in the future.
Consideration was currently being given to developing a youth support service, the implications of which would look at ways of supporting young people through adolescence, into work and adulthood. Funding would be available through the Youth Opportunities Fund and Youth Activities Fund to be utilised for diversionary activities and extended education and approximately £1.5 million would be allocated to develop capital projects. The key to this initiative was to ensure that local young people were consulted.
It was recognised that in order to deliver a full range of activities and support services, it would be necessary to work in partnership with other organisations/agencies and the voluntary sector.
Councillor Janes asked that consideration be given to working in partnership to broaden activities for young people.
Councillor Murray-Carr commented that the Bolsover Community Safety Partnership utilised both Bolsover District Council’s Leisure Services and Derbyshire County Council’s Youth Services to provide diversionary activities to help reduce the incidences of criminal activity and that he felt that the Partnership should be involved in this initiative.
Mr. Young suggested that an audit of activity take place and commented that he felt the Education and Training Action Group could be involved.
Mrs. Scott commented that several community associations were working with young people and that the Community Empowerment Network (INVOLVE) would welcome being a partner.
Mrs. Derricott commented that a mapping exercise had been undertaken by the Primary Care Trust and the information gathered could link in with the Youth Matters initiative.
Councillor Janes advised that he would request one of the Officers leading on this initiative to contact the Partnership.
The Chair mentioned that the Bolsover Wellness project had been originally established to work with adults and that this had now been extended to include youth.
The Chair thanked Councillor Janes for his presentation.
AGREED that (1) the report be received, and
(2) a meeting be arranged between
Derbyshire
County
Council, Bolsover District Council’s Leisure Services and the Community Empowerment Network to discuss the nature of the youth offer, with particular focus on activities for young people and volunteering.
Councillor Janes left the meeting at 9.52 a.m.
ESG11/06 BOLSOVER DISTRICT COUNCIL – SUMMARY OF ACCOUNTS
Mr. David Hill, Head of Finance, Bolsover District Council, advised that the purpose of his presentation was to consult on the format of the Council’s Summary of Accounts. Three examples were circulated for information and comment.
A brief discussion ensued which considered the following points:
· The use of graphics
· The need for the document to be jargon-free and simple to read
· Performance Indicators to be included
Mr. Lumley suggested that non-financial Indicators also be included within the document, together with information relative to any case studies.
Mr. Hill thanked everyone for their comments and advised that he would submit a draft document to a future meeting for further discussion.
AGREED that the comments be noted.
Mr. Hill left the meeting at 10.17 a.m.
ESG12/06 MINUTES OF THE EXECUTIVE SUPPORT GROUP
MEETING HELD ON
26TH APRIL, 2006
AGREED that the Minutes of the meeting held on
26th April, 2006
, be accepted as a true and correct record.
Mrs. Wilkinson advised that she would need to leave the meeting at 12 noon.
ESG13/06 MATTERS ARISING
Community & Voluntary Sector Infrastructure Development – Letter dated 17th May, 2006, from the Trustees of Voluntary Action Bolsover
The Chair referred to the letter received from the Trustees of Voluntary Action Bolsover and reported that Mrs. Unwin and Mrs. Scott would leave the meeting for this item and Mrs. Johnson/Mrs. Whitmore/Councillor Clifton, Trustees of Voluntary Action Bolsover, had been invited to be present during the discussion.
Mrs. Unwin and Mrs Scott left the meeting at 10.15 a.m.
Mrs. C. Johnson, Mrs. B. Whitmore and Councillor Clifton joined the meeting at 10.16 a.m.
The Chair reminded those present that a mapping exercise had recently been undertaken by Peter Stone Consultants. Subsequent to this report a Steering Group had been established consisting of two members from Voluntary Action Bolsover and INVOLVE together with an Independent Chair. Councillor Reid had volunteered to be the Independent Chair. The letter had been received as a consequence to the Steering Group meetings.
The Chair asked Councillor Reid for a feedback report.
Councillor Reid reported that three meetings of the Steering Group had been held to date, the first of which was chaired by Mrs. Brown, the others being chaired by himself.
The letter as submitted was as a result of Voluntary Action Bolsover’s discontentment with the process in place to address the recommendations of the Peter Stone report and to adhere to the Executive Support Group
’s
requirements to access support from the Neighbourhood Renewal Fund up to the value of £90,000.
Councillor Reid, as Independent Chair of the Steering Group, reported that:-
· Representatives from Voluntary Action Bolsover had constantly challenged the role of the Local Strategic Partnership and why the Steering Group were expected to adhere to the requirements being imposed upon them
· Voluntary Action Bolsover representatives had not initially come to the table with a mandate to make decisions on behalf of their Board which caused a delay
· Representatives from Voluntary Action Bolsover queried the Independent Chair’s decision to only allow paid workers to be in attendance for specific relevant items. The reason for this was to prevent these workers being in a compromising position when difficult decisions would have to be made.
· Complete objection to the need for a Transitional Director. Voluntary Action Bolsover compromised only when the term “Director” was changed to “Co-ordinator” and the high importance and status given to the role was reduced. INVOLVE, however, preferred the Director post recommended by the report.
· Voluntary Action Bolsover objected to the “big bang” option within the report, preferring the “merger of functions”. INVOLVE wanted the “big bang” option.
He continued that the whole process had been hindered by what Voluntary Action Bolsover couldn’t, or wouldn’t do. There was also evidence that communication problems were being experienced between the Voluntary sector representative of the Executive Support Group
and Voluntary Action Bolsover Board which had resulted in a number of misconceptions.
The last Steering Group meeting had been very volatile, hostile and in some instances completely unacceptable in terms of conduct, use of language and behaviour towards other colleagues.
The letter raised further issues where the representatives of Voluntary Action Bolsover opposed the process.
The Chair referred those present to the last Minutes of the Executive Support Group
in particular the recommendations as detailed on page 4.
The Chair offered Mrs. Johnson the opportunity to provide feedback to the meeting.
Mrs. Johnson thanked the Chair for giving her the opportunity to attend the meeting. She confirmed that the Trustees of Voluntary Action Bolsover were formally committed to the process and accepted Councillor Reid’s comment that there was a communication problem. She added that there had been a problem with the voting rights, however, in her opinion, if both organisations were agreeable to the process, any disagreement could be overcome by negotiation.
Mrs. Johnson reported that Voluntary Action Bolsover was a charitable organisation and as such were bound by Charity Law. The Trustees of the Board were personally financially liable. She added that, in her opinion, the meetings were progressing well, although some heated debate had taken place.
Mrs. Whitmore commented that she felt there was no respect for Voluntary Action Bolsover and its charitable status within the Steering Group. Councillor Watts queried on what basis that was formed. Mrs. Whitmore answered that representatives from Voluntary Action Bolsover had been asked to forget their organisation was of charitable status and that there was a lack of understanding of what this entailed.
Mrs. Wilkinson did not agree with this statement and added that the lack of a mandate by Voluntary Action Bolsover representatives had hindered the process. She continued that the meetings had been traumatic at times and she did not feel that the problems being encountered could be overcome by negotiation. It had been a relief when the meetings were cancelled.
Mr. Whatton commented that he chaired Trustees for three separate charities and he did not accept that there was no understanding or respect for Voluntary Action Bolsover’s charitable status. He added that the meetings were unworkable, difficult and acrimonious. He was under the impression that the Chair had a vote and would be able to lead from the ground as per the recommendations in Peter Stone’s report. The problem with the Chair not having a vote was that there would always be an impasse. Mr. Whatton offered to be replaced on the Steering Group.
Councillor Reid explained the problems experienced when discussing, and agreeing, the Job Description for the Transitional Co-ordinator post, in particular the addition of “line management for staff”.
Councillor Watts raised his concern regarding progress to date. Councillor Reid commented that he felt the representatives from Voluntary Action Bolsover were using delay tactics and wanted to see a “super VAB”. Mrs. Johnson answered that she felt the process had been delayed as a result of the Independent Chair cancelling previously arranged meetings
The Chair reminded those present that it had been agreed at previous Executive Support Group
meetings, that the recommendations in Peter Stone’s report be adopted.
Mr. Young queried whether the meetings were held formally. Councillor Reid reported that the Steering Group had agreed a Terms of Reference, and agendas/minutes were circulated prior to meetings. All members of the Steering Group were aware of what was to be achieved and the time limit available. Mrs. Whitmore commented that Voluntary Action Bolsover had agreed to service the meetings, however, this task was undertaken by the Local Strategic Partnership. She added that problems were being experienced due to the lack of written requirements of the Executive Support Group
, and verbal communication. The Chair advised that the voluntary sector representative, nominated through INVOLVE, was an employee of Voluntary Action Bolsover and had been sent all the necessary documentation, as well as being present during discussions.
Mrs. Johnson raised her concern at the process for agreeing the Job Description and that she felt Voluntary Action Bolsover was not delaying progress, the process was delaying progress.
Councillor Murray-Carr noted that INVOLVE was willing to move towards the new organisation, but that Voluntary Action Bolsover was identifying reasons for not progressing to the new organisation. He commented that if reasonable progress was not made, the Local Strategic Partnership Board
would make the appropriate decision. It was disappointing that Voluntary Action Bolsover was seen to be extremely negative and also that the tone of the letter was critical of the Local Strategic Partnership’s Executive Support Group
and not helpful in finding a way forward.
The Chair commented that although the Local Strategic Partnership could empathise with the requirements of Voluntary Action Bolsover’s charitable status, the process to establish a new organisation could run parallel to the existing structure. Mrs. Johnson agreed that this could take place within a very short timescale, e.g. by early the following week.
Councillor Watts stated that he felt the letter was inflammatory. Mrs. Whitmore stated that Voluntary Action Bolsover had been assured that the Chair of the Working Group would be independent in order to ensure fairness and move the process forward. In their view this would be achieved with an Independent Chair without a vote. She felt that the delays in the process had been caused by the Independent Chair.
Mr. Lumley queried who commissioned, and paid for, the report. The Chair replied that the report had been funded by the Local Strategic Partnership and the Change Up Programme.
Mr. Lumley queried the Local Strategic Partnership’s duty to provide a community and voluntary sector infrastructure. Mr. Gamble responded that the Partnership must maintain a fit for purpose Community Empowerment Network representative of both the community and voluntary sectors. The Chair reported that she had recently received some guidance notes from Government Office for the East Midlands in this respect.
The Chair clarified that the situation had arisen as a consequence of Voluntary Action Bolsover, INVOLVE and the Community Economic Development Team requesting Neighbourhood Renewal Funding and that following the recommendations within Peter Stone’s report, it had become evident that it would be more sensible to support one organisation. Mrs. Brown confirmed this was the situation.
Mrs. Wilkinson advised that an INVOLVE Action Group meeting had taken place on 7th June, 2006, and asked that Miss Row provide feedback. Miss Row reported that the meeting had been well attended and a lengthy discussion had taken place on progress with establishing a new organisation to support the community and voluntary sector. Comment had been made that INVOLVE does employ staff through the Management Committee, although Derbyshire Rural Community Council was the Accountable Body. The outcome of the discussion was that the Community Empowerment Network wished to withdraw from discussions with Voluntary Action Bolsover, as it was felt that the meetings were not achieving anything. The Community Empowerment Network would continue in its own right as those present were confident that they were representative of the community and were able to feedback through the Local Strategic Partnership structure.
Mr. Gamble stated that the Safer Stronger Communities Fund guidance does provide core funding to co-ordinate a Community Empowerment Network on behalf of all partners. That would not change, however, it should be noted that support would only be given to a fit for purpose Community Empowerment Network.
Mrs. Whitmore queried why the two organisations were going through this process when INVOLVE was considered to be fit for purpose. The Chair answered that due to the limited funding available via Neighbourhood Renewal Funding for both organisations and following the recommendations contained within the Peter Stone report, it was felt that it would be more effective to create one fit for purpose organisation. Mrs. Whitmore raised her concern that INVOLVE was not representative of the voluntary sector. Mrs. Brown advised that INVOLVE had always had an input and representation from Voluntary Action Bolsover. However, when INVOLVE undertook their Performance Management Review, the voluntary sector element needed further improvement and had not developed in line with the community sector.
Councillor Watts commented that a solution needed to be agreed by the end of August. He also suggested that a comfort break be taken in order that members of the Steering Group could discuss the way forward.
The meeting adjourned at 11.10 a.m.
The meeting reconvened at 11.25 a.m.
Councillor Reid reported that following a discussion during the break, it was felt that the Steering Group could not move forward.
Mrs. Johnson asked that Voluntary Action Bolsover’s willingness to proceed with discussions be noted.
Councillor Watts suggested that representatives from both organisations consider this further away from the meeting and advise the Chair of any decision. Mrs. Wilkinson stated that INVOLVE’s community representatives had already made the decision to withdraw from negotiations via the Working Group and would progress to consider taking on the overall responsibility for both the community and voluntary sectors through the Community Empowerment Network (INVOLVE).
Mr. Young agreed with Councillor Watts suggestion and proposed to remit further action to the Chair and that the two organisations be contacted within the near future in order to given them the opportunity to reflect on the discussion today and confirm their decision. If it was evident that there was no way forward with the formation of a new organisation, this to be discussed at the next meeting of the Executive Support Group.
Mrs. Johnson asked that Mrs. Whitmore and herself be contacted at their home addresses and thanked those present for allowing them to be party to the discussion.
AGREED that (1) the Steering Group’s feedback be noted,
(2) the comments be noted,
(3) the Chair and Vice Chair be given delegated powers to discuss the way forward with representatives of INVOLVE and Voluntary Action Bolsover, and
(4) if a way forward was not achievable, further discussion take place at the next meeting of the Executive Support Group
.
Mrs. Johnson, Mrs. Whitmore and Councillor Clifton left the meeting at 11.32 a.m.
Mrs. Unwin and Mrs. Scott rejoined the meeting at 11.33 a.m.
ESG14/06 NEIGHBOURHOOD RENEWAL FUND
2006-2008 Revised Action Plans
Mrs. Khella briefly explained the report and advised that the Housing and Environment Action Plan was still awaited.
Bolsover Community Safety Partnership
Councillor Murray-Carr reported that the Community Safety Partnership had agreed to support an initiative to reduce incidents of criminal damage to town centres through securing shops and premises. He also commented that further to Councillor Jane’s presentation, although there was no funding to support this initiative, the Partnership would continue to support youth programmes.
Mrs. Khella commented that this project was similar to one supported by the Employment and Enterprise Action Group and suggested that this may provide an opportunity to combine them into one. Councillor Murray-Carr said that he would like to attend the next Employment and Enterprise Action Group meeting to establish cross-cutting. Mr. Lumley asked that this be noted as an efficiency.
AGREED that the Bolsover Community Safety Partnership Action Plan be endorsed.
Health and Wellbeing Action Group
Mrs. Derricott briefly explained the content of the Action Plan.
Councillor Murray-Carr commented that he would welcome an opportunity to discuss working together to tackle under-age drinking.
Mr. Lumley asked that projects be cautious when requesting Neighbourhood Renewal Funding for the financial year 2007/08, as the funding would be routed through the Local Area Agreement. Mrs. Khella stated that she would seek guidance from Government Office for the East Midlands and include a condition within the offer letters.
AGREED that the Health and Wellbeing Action Plan be endorsed.
Employment and Enterprise Action Group
Mr. Diggles briefly explained the content of the Action Plan. He added that some reserve projects had been identified, one of which was cross-cutting with Education and another linked to Tourism.
Mrs. Khella noted that a commissioning brief had not been included for local procurement and queried whether this was to be progressed. Mr. Diggles asked that this be progressed, although it was originally intended to link this in with the LEGI. Unfortunately, LEGI funding would not be available until later than expected. Mrs. Khella confirmed the allocation of £10,000 to this initiative for 2007/08.
Councillor Murray-Carr referred to the HGV driving programme and queried whether this linked to the Sportsworld development. Mr. Diggles advised that the link to Sportsworld had not been as successful as anticipated and it was hoped that the link would now be made into the Markham Vale development.
AGREED that the Employment and
Enterprise
Action Plan be endorsed.
Education and Training Action Group
Mr. Young briefly explained the content of the Action Plan.
Councillor Murray-Carr raised his concerns with Shirebrook School in relation to permanent exclusions, poor attendance and the number of young people on the NISP programme. He suggested that a discussion take place after the meeting with Mr. Young.
Mr. Young reported that attendance at Shirebrook School was it its highest level for five years and exclusion levels had also decreased significantly. He did, however, have some concerns about engagement.
The Chair commented that there were also some health issues which needed to be addressed at Shirebrook School, and contact would be made with the Education and Training Action Group.
Mr. Young advised that the School would become an Academy as part of the Building Schools for the Future programme.
AGREED that the Education and Training Action Plan be endorsed.
Mrs. Wilkinson left the meeting at 12 noon.
2005-2006 NRF Spend Position
Mrs. Khella circulated a report detailing the final NRF spend position for 2005/06 and a summary of spend for information. She highlighted that the spend was within the 5% threshold which give the Partnership a green traffic light rating.
Mrs. Khella reported that overall the 2005/06 NRF underspend was £123,000, however, £45,693 of this related to project accruals and it was recommended that those projects identified be allowed to carry forward respective spend into 2006/07. In addition, it was recommended that £26,745 of the underspend be carried forward to 2006/07 for costs associated with the launch of the Sustainable Community Strategy.
Mrs. Khella asked that consideration be given to allocating the remaining 2005/06 underspend of £51,031 and referred to the options provided in the report.
Mr. Gamble commended the Partnership on the final spend figure. The Chair thanked Mrs. Khella for her input into achieving the required spend.
Mr. Strutt mentioned that the Markham Vale development was about to commence (September 2006) and opportunities may arise to enable local people to be in a position to gain employment. A brief discussion ensued which considered the use of LEGI funding. Mr. Strutt was asked to submit a report to the next meeting.
Mrs. Khella reminded those present that Action Groups had been encouraged to identify reserve projects in order to ensure that the Neighbourhood Renewal Fund was fully committed.
AGREED that (1) project accruals are carried forward into 2006/07,
(2) monies are carried forward into 2006/07 for costs associated with the launch of the Community Strategy,
(3) Option 2 (extension of the Fire Lighting and Affordable Warmth project) be agreed,
(4) the Accountable Body and Chief Executive’s & Partnership Team revisit NRF grant conditions and report back to Executive Support Group,
(5) Mr. Strutt submit a report to the next Executive Support
Group meeting in order that consideration could be given to supporting the Markham Vale development,
(6) the report and comments be noted.
ESG15/06 LOCAL
ENTERPRISE
GROWTH INITIATIVE –
ALLIANCE
FOR
ENTERPRISE
– NOMINATION
Mrs. Brown briefly explained the report.
AGREED that the nomination put forward by the Employment and Enterprise Action Group - Mr. A. Diggles, Groundwork Creswell – be endorsed.
ESG16/06 DERBYSHIRE COUNTY COUNCIL LOCAL STRATEGIC PARTNERSHIP DEVELOPMENT FUND 2005-06
Mrs. Brown reported that a joint letter from the Bolsover and CHART Local Strategic Partnerships had been sent to Derbyshire County Council requesting clarification of Local Education Authority representation at meetings. A response had been received and Mr. Gerry Richardson was the nominated representative. Further liaison would be undertaken in order to identify how much input the representative would have in terms of support to the Executive Support Group
and Education and Training Action Group.
AGREED that the comments be noted.
ESG17/06 DERBYSHIRE COUNTY COUNCIL LOCAL STRATEGIC PARTNERSHIP DEVELOPMENT FUND 2005-06
Mrs. Brown briefly explained the report.
Mr. Strutt confirmed that Derbyshire County Council had agreed to make a contribution for Local Strategic Partnership activity but not core costs.
AGREED that the report and comments be noted.
ESG18/06 PERFORMANCE – MONITORING AND EVALUATION FEEDBACK (ACTION GROUPS/INVOLVE)
Housing and the Environment
Nothing to report.
Education and Training
AGREED that the report be accepted.
Employment and Enterprise
AGREED that the report be received.
Bolsover Community Safety Partnership
Councillor Murray-Carr reported that the Authority was the only one in the County that had been subjected to an inspection by Her Majesty’s Inspectorate of Strategies because of all the work which had been done by the Communities Neighbourhood Team.
AGREED that the report and comments be received.
Health and Wellbeing
AGREED that the report be received.
INVOLVE
AGREED that the report be received.
ESG19/06 ANY OTHER BUSINESS
Miss Price circulated a copy of the draft Self Assessment document for information. Mr. Young commented that it had been a good process this year and was well led. The Chair thanked everyone for their input into the Self Assessment process.
Mr. Colgrave reported that the second meeting of the Cultural Forum had taken place and a Chair and Vice Chair had been elected. One of the priorities was considered to be representation onto the Executive Support Group
and a formal request would be made at the next meeting. The Chair suggested that a representative from the Cultural Forum be offered a seat on the Executive Support Group
.
Miss Oliver referred to the £50,000 allocation to the Affordable Warmth project and commented that it was important for the Local Strategic Partnership to be associated with the scheme. The Chair asked that discussions take place with Mr. Colgrave regarding publicity.
AGREED that the comments be noted.
ESG20/06 DATE OF NEXT MEETING
Thursday, 13th July, 2006, at 9.30 a.m., Committee Room No. 1, Sherwood Lodge, Bolsover.
The meeting concluded at 12.25 p.m.