No apologies for absence were received.

No declarations of disclosable pecuniary interests were made.

To confirm as a correct record of the proceedings the unrestricted minutes of the meetings held on 14 and 28 March 2017.

The minutes of the meetings held on 14^th and 28^th March were agreed and approved as a correct record. 

Consideration of any written comments received from members of the public in relation to any of the reports on the agenda.

[Any submissions should be sent to the clerk listed on the agenda front page by 5pm the day before the meeting]

There were no requests to make submissions relating to the agenda from members of the public.

To note for information individual decisions relating to the award of grants that have been taken by the Mayor the last meeting.

No urgent decisions had been discharged individually by the Mayor since the Sub Committee meeting on 28 March 2017.

Terry Parkin on behalf of Children’s Services Directorate presented the report which updated the Sub Committee on progress toward the establishment of an education partnership in the Borough.  This body would provide a means of securing high quality educational outcomes for children in the context of reducing Government funding.

The Chair invited comments from Elected Members.  The Grants Scrutiny Sub Committee (GSSC) comments relating to potential job losses and frequency of Board meetings were noted.  Councillor Saunders indicated that she supported the scheme in principle but there were some concerns around sufficiency of funding on a per child basis and the framework in terms of resilience and equivalence to current provisions.

DECISION

1.            That the progress in setting up the local model be noted.

2.            The proposed framework for the discharge of future accountabilities be approved

Terry Parkin on behalf of Children’s Services Directorate presented the report which updated the Sub Committee on progress toward the establishment of an education partnership in the Borough.  This body would provide a means of securing high quality educational outcomes for children in the context of reducing Government funding.

The Chair invited comments from Elected Members. 

The Chair of Grants Scrutiny Sub Committee (GSSC) relayed the written comments of GSSC Members and highlighted concerns around potential job losses and frequency of Board meetings. 

Councillor Saunders indicated that she supported the scheme in principle but there were some concerns around sufficiency of funding on a per child basis and the framework in terms of resilience and equivalence to current provisions.

RESOLVED

1.            That the progress in setting up the local model be noted.

2.            The proposed framework for the discharge of future accountabilities be approved

Judith St John Acting Divisional Director, Sports, Leisure and Culture presented the report which informed the Sub Committee of the framework around the delivery of a football tournament aimed at local football organisations.  Costs of the tournament were covered by private sponsorship from local business and contractors. 

The legal advisor confirmed that the award was not a grant as the Council did not have discretion in making the money awards, however the tournament was known as ‘the Mayor’s Cup’.

The Chair invited comments from Elected Members.  The Grants Scrutiny Sub Committee (GSSC) comments relating to poor gender representation were noted and supported by Members of the Sub Committee. Members recommended that future tournaments explore how better to include women.

DECISION

1.    That it be noted that the Mayor’s Cup Community Grants are funded through sponsorship money from the organisation of the tournament.

2.    That it be noted that the value of the sponsorship provided by the tournament sponsors is commercially sensitive and there is no agreement in place with sponsors to make this information publicly available.

3.    That it be noted that 33 grant applications were received with 23 being successful. A total of £17,250 was allocated in grant money, with each successful recipient organisation receiving £750.

Judith St John Acting Divisional Director, Sports, Leisure and Culture presented the report which informed the Sub Committee of the framework around the delivery of a football tournament aimed at local football organisations.  Costs of the tournament were covered by private sponsorship from local business and contractors. 

The legal advisor confirmed that the award was not a grant as the Council did not have discretion in making the money awards, however the tournament was known as ‘the Mayor’s Cup’.

The Chair invited comments from Elected Members. 

The Chair of GSSC relayed the comments of GSSC Members relating to poor gender representation were noted and supported by Members of the Sub Committee. Members recommended that future tournaments explore how better to include women.

RESOLVED

1.    That it be noted that the Mayor’s Cup Community Grants are funded through sponsorship money from the organisation of the tournament.

2.    That it be noted that the value of the sponsorship provided by the tournament sponsors is commercially sensitive and there is no agreement in place with sponsors to make this information publicly available.

3.    That it be noted that 33 grant applications were received with 23 being successful. A total of £17,250 was allocated in grant money, with each successful recipient organisation receiving £750.

Judith St John Acting Divisional Director, Sports, Leisure and Culture presented the report which concerned proposals to simplify the procedures to apply for small arts events funding and make it more accessible to the community.

The Chair invited comments from Elected Members.  GSSC written comments which supported facilitating access were noted.  GDSC Members indicated that they supported the proposal. 

DECISION

That the following documents be approved:

Appendix A: - Event Fund Guidelines and Criteria

Appendix B: - EF1 Applications £501 to £2500

Appendix C: - EF2 Applications up to £500

Judith St John Acting Divisional Director, Sports, Leisure and Culture presented the report which concerned proposals to simplify the procedures to apply for small arts events funding and make it more accessible to the community.

The Chair invited comments from Elected Members. 

GSSC written comments which supported facilitating access were noted.  GDSC Members also indicated that they supported the proposal. 

RESOLVED

That the following documents be approved:

Appendix A: - Event Fund Guidelines and Criteria

Appendix B: - EF1 Applications £501 to £2500

Appendix C: - EF2 Applications up to £500

Judith St John Acting Divisional Director, Sports, Leisure and Culture presented the report which provided monitoring information for grants made for small scale events in the period October – December 2016.

The Chair invited comments from Elected Members.  The comments of GSSC concerning the geographical spread of the awards and suggestions for the development of online evaluation forms were noted.  Members of the Sub Committee indicated that they had no comments that they wished to make.

DECISION

That the report be noted.

Judith St John Acting Divisional Director, Sports, Leisure and Culture presented the report which provided monitoring information for grants made for small scale events in the period October – December 2016.

The Chair invited comments from Elected Members. 

The comments of GSSC concerning the geographical spread of the awards and suggestions for the development of online evaluation forms were noted.  GDSC Members indicated that they had no comments that they wished to make.

RESOLVED

That the report be noted.

To follow

Steve Hill, Head of Benefits Services presented the report which concerned an agreement that the Council has entered into with the crowdfunding portal, Spacehive, to pilot support to local VCS organisations who wish to raise funding for projects via the internet (crowdfunding).  The Council will make available match-funding through its Innovation Fund to successful organisations that submit an application and meet relevant criteria. Awards made would be reported and monitored through the Sub-Committee

The Chair invited comments from Elected Members. The comments of GSSC and GDSC Members in support of the proposals were noted.

DECISION

1.    That the process for awarding match-funding for crowdfunded projects through the Innovation Fund as detailed in paragraph 3.8 and 3.9 be agreed.

2.    That the Corporate Director Resources, be authorised, after consultation with an officer panel including an external grant funder, to determine all match funding issues and to report quarterly to the Grants Determination Sub-Committee.

3.    That the criteria for the Innovation Fund and related information set out in the fact sheet for the Innovation Fund as detailed in Appendix A be approved.

Steve Hill, Head of Benefits Services presented the report which concerned an agreement that the Council has entered into with the crowdfunding portal, Spacehive, to pilot support to local VCS organisations who wish to raise funding for projects via the internet (crowdfunding).  The Council will make available match-funding through its Innovation Fund to successful organisations that submit an application and meet relevant criteria. Awards made would be reported and monitored through the Sub-Committee

The Chair invited comments from Elected Members.

The written comments of GSSC and the comments of GDSC Members in support of the proposals were noted.

RESOLVED

1.    That the process for awarding match-funding for crowdfunded projects through the Innovation Fund as detailed in paragraph 3.8 and 3.9 be agreed.

2.    That the Corporate Director Resources, be authorised, after consultation with an officer panel including an external grant funder, to determine all match funding issues and to report quarterly to the Grants Determination Sub-Committee.

3.    That the criteria for the Innovation Fund and related information set out in the fact sheet for the Innovation Fund as detailed in Appendix A be approved.

Steve Hill, Head of Benefits Services presented the report and addendum which provided performance updates for Period 6 (Januaryto March 2017)covering projects performance rated Red andAmber.  An addendum was tabled to reflect the most up-to-date position on the projects and this information was also provided verbally to GSSC on 3^rd May 2017.

The comments of Grants Scrutiny Sub Committee were noted. 

The Chair:

• noted the property updates provided verbally by the Business Support Manager on behalf of the Divisional Director for Property and Major Projects
• recommended that discussions to regularise property arrangements for all projects should be pursued so that all anomalies may be resolved.
• agreed to receive comments at the meeting from representatives of Wadajir project, Tower Hamlets CVS and Voluntary Sector Children and Youth Forum  relating to property matters.

On the basis of the rationale provided in the report against each of the areas reported, the Sub Committee agreed the following recommendations:

DECISION

1. That the following funding decisions which relate to property issues be agreed:

Recommendation 1

That grant funding continue to be suspended until confirmation that Children Education Group have entered into the lease agreement.

Recommendation 2

That, as detailed in the 14^th March 2017 Grants Determination (Cabinet) Sub-Committee, payment of grants be suspended as no confirmation of property arrangements has been received from the Bethnal Green Weightlifting Club by the 9^th May 2017.

Recommendation 3

That (in acknowledgement of the developments for 82 Russia Lane and) whilst the revised Heads of Terms are devised and sent to Black Women’s Health and Family Support, the quarterly MSG payments continue to be paid quarterly in advance, subject to satisfactory MSG performance ratings.

Recommendation 4

That (in acknowledgement of the developments for 82 Russia Lane) whilst the revised Heads of Terms are devised and sent to Age UK East London, the quarterly MSG payments continue to be paid quarterly in advance, subject to satisfactory MSG performance ratings.

Recommendation 5 

That,

a)    in view of the ongoing work relating to premises issues and ongoing review of arrangements of Pollyanna Training Theatre, no payments be made and the project be Red rated until the satisfactory outcome of the review (including premises arrangements).

b)    in the event that the review is concluded satisfactorily and in light of underperformance in respect of the project beneficiaries discussed at Grants Spotlight Review Panel on 28^th April 2017, performance then be Amber rated.

Recommendation 6

That MSG payments continue to be suspended to Our Base LTD until an appropriate property agreement is in place.  That the organisation be given until the next Grants Determination Sub Committee (GDSC) meeting (20^th June 2017) to confirm their intention of entering into an appropriate agreement, at market rate.

Recommendation 7

That, since the process for preparing a licence is underway, MSG payments to Family Action continue to be paid monthly in arrears pending the appropriate premises agreement being signed.

2.    That the following funding decisions, which concern issues arising from  ...  view the full decision text for item 6.6

Steve Hill, Head of Benefits Services presented the report and addendum which provided performance updates for Period 6 (Januaryto March 2017)covering projects performance rated Red andAmber.  An addendum was tabled to reflect the most up-to-date position on the projects and this information was also provided verbally to GSSC on 3^rd May 2017.

The comments of GSSC in relation to premises issues and late submission of performance data were noted. 

The Chair:

• noted the property updates provided verbally by the Business Support Manager on behalf of the Divisional Director for Property and Major Projects
• recommended that discussions to regularise property arrangements for all projects should be pursued so that all anomalies may be resolved.
• agreed to receive comments at the meeting from representatives of Wadajir project, Tower Hamlets CVS and Voluntary Sector Children and Youth Forum relating to property matters.

On the basis of the rationale provided in the report against each of the areas reported, the Sub Committee agreed the following recommendations:

RESOLVED

1. That the following funding decisions which relate to property issues be agreed:

Recommendation 1

That grant funding continue to be suspended until confirmation that Children Education Group have entered into the lease agreement.

Recommendation 2

That, as detailed in the 14^th March 2017 Grants Determination (Cabinet) Sub-Committee, payment of grants be suspended as no confirmation of property arrangements has been received from the Bethnal Green Weightlifting Club by the 9^th May 2017.

Recommendation 3

That (in acknowledgement of the developments for 82 Russia Lane and) whilst the revised Heads of Terms are devised and sent to Black Women’s Health and Family Support, the quarterly MSG payments continue to be paid quarterly in advance, subject to satisfactory MSG performance ratings.

Recommendation 4

That (in acknowledgement of the developments for 82 Russia Lane) whilst the revised Heads of Terms are devised and sent to Age UK East London, the quarterly MSG payments continue to be paid quarterly in advance, subject to satisfactory MSG performance ratings.

Recommendation 5 

That,

a)    in view of the ongoing work relating to premises issues and ongoing review of arrangements of Pollyanna Training Theatre, no payments be made and the project be Red rated until the satisfactory outcome of the review (including premises arrangements).

b)    in the event that the review is concluded satisfactorily and in light of underperformance in respect of the project beneficiaries discussed at Grants Spotlight Review Panel on 28^th April 2017, performance then be Amber rated.

Recommendation 6

That MSG payments continue to be suspended to Our Base LTD until an appropriate property agreement is in place.  That the organisation be given until the next Grants Determination Sub Committee (GDSC) meeting (20^th June 2017) to confirm their intention of entering into an appropriate agreement, at market rate.

Recommendation 7

That, since the process for preparing a licence is underway, MSG payments to Family Action continue to be paid monthly in arrears pending the appropriate premises agreement being signed.

2.    That  ...  view the full minutes text for item 6.6

Nil items