The Head of Grants & Benefits Service introduced the performance monitoring report which provided an interim update for the period October – December 2016. Members were informed that since the next MSG reporting cycle would deliver a full monitoring report after the period of the SoS directions had ended, it was intended to provide interim data covering red and amber rated projects.

 

At the Chair’s invitation representatives of Bethnal Green Weightlifting Club, Black Women’s Health and Family Support, Age UK and THCVS each addressed the Sub Committee concerning their written submissions. The written representation from Children Education Group was also considered.

 

Comments of Grants Scrutiny Sub Committee were noted.  Sub Committee Members’ and Commissioner Caller’s comments on the following broad issues were noted:

• Red performance ratings recorded in the period were as a consequence of premises issues;
• Premises issues were a matter identified by Commissioners in 2014;
• Moves toward regularising property arrangements had created significant financial issues for a number of community groups;
• The common issues raised by THCVS in its written representation which affected the projects delivering their schemes via Council properties could not be properly resolved in the meeting but required further discussion, analysis and review. These matters should therefore be progresses and a report made at a future meeting.

 

The Sub Committee considered and discussed each of the recommendations and

 

DECISION

 

Recommendation 1 – Children Education Group

That this project, on the basis that a prior meeting with the Mayor failed to take place, that the organisation had been offered alternative options in regard to rent and premises and on the basis of the written representation discussed by the Sub Committee, be offered a period of two weeks hence in order to make arrangements to meet with the Mayor to discuss their concerns and for mediation.  Failure to do so will result in the group being removed from the Grants programme.

 

Recommendation 2 – Bethnal Green Weightlifting Club

That this group, on the basis that it has engaged with the Council in respect of its property arrangements, its representation at the meeting and in view of the possibility of a partnership arrangement with Ability Bow organisation,

1. beoffered support to explore the viability of partnership with Ability Bow.
2. receive MSG funding one month in arrears while property issues are being resolved pending an update on the property agreement to be provided at the next meeting
3. be offered officer support to apply for Emergency Funding.

 

Recommendation 3 and 4 – Black Women’s Health and Family Support and Age UK

That, on the basis that both have confirmed their willingness to enter into a formal premises arrangement with the Council and that red performance ratings returned for both in the period are due to premises issues

1.  The quarterly MSG payment be paid to these organisations monthly in arrears (rather than quarterly in advance), subject to satisfactory MSG performance ratings excluding consideration of premises issues.

2.  That property issues are considered separately for the purposes of the MSG payments whilst the premises agreements are being finalised.

3.  That officers support these organisations to apply for Emergency Funding.

 

Recommendation 5 – Pollyanna Training Theatre

1.  That the current Red performance ratings allocated due to the premises issues be considered separately for the purposes of the MSG payments.

2.  That that whilst the premises agreement is being finalised, the quarterly MSG payment be paid monthly in arrears (rather than quarterly in advance), subject to satisfactory MSG performance ratings in the context of the first part of this recommendation.

 

Recommendation 6 – Evidence of Premises Arrangements Awaited

That in light of the on-going premises/MSG audit work and given each organisation’s commitment in providing evidence of their current premises arrangements it is recommended that MSG payments should continue to be released to organisations which required further verification in terms of their arrangements for the Council buildings that they were using subject to satisfactory performance ratings. 

 

Recommendation 7 – DeafPlus

That MSG payment should continue to be released to DeafPlus subject to satisfactory performance ratings.

 

Recommendation 8 – Limehouse Welfare Association

That MSG payment should continue to be released to the Limehouse Welfare Association subject to satisfactory performance ratings

 

 

Recommendation 9 – Splash Play

That MSG payment should continue to be released to Splash Play subject to satisfactory performance ratings.

 

Recommendation 10 – Our Base LTD

Since, additional checks were required on the address at which this organisation is based and the organisation does not have an appropriate property agreement on place, that payment to Our Base LTD be suspended until the organisation enters into an appropriate property agreement with the Council for the use of 16 Goulston Street.  That Asset Management enter into negotiations with the organisation for the development of an appropriate property agreement.

 

Recommendation 11 – Bromley By Bow Centre

That, since  there has been contact between the organisation and the Council on 14 February 2017 and it was confirmed that the organisation was not using  the Atlee Centre, payments be continued subject to satisfactory performance ratings. .

 

Recommendation 12 – Betar Bangla

That, since the landlord contacted the Council on 14 February 2017 and confirmed use of the premises by Betar Bangla, payments be continued subject to satisfactory performance.

 

Recommendation 13 – Wadajir Somali Community Centre

That, since the Council is presently awaiting confirmation of the use of Teviot Community Hall, payments be suspended until the organisation provides confirmation of its use of the premises.

 

Recommendation 14 – St Giles Trust – Gamechangers

That, following officer visits and the Mainstream Grants Spotlight Review Panel assessment of performance, outstanding payments be released to the organisation as a result of the organisation’s performance being classified as having a Green performance rating. 

 

Recommendation 15 – Cubitt Town Bangladeshi Cultural Association

That in light of the Mainstream Grants Spotlight Review Panel assessment, of this project,

1.    performance should remain Amber rated for this period.

2.    that the organisation be awarded two thirds of MSG funding due, in accordance with the agreed procedures.

 

 

Recommendation 16 – Somali Parent’s Children and Play - Somali Women’s Engagement Forum

That in the light of the Mainstream Grants Spotlight Panel considerations and the further officer performance review subsequently undertaken,

1.    the project performance should remain Amber rated for this period.

2.    that the organisation be awarded two thirds of MSG funding due, in accordance with the agreed procedures.

 

 

 

 

Recommendation 17 – EC Lighthouse (Lithuanian School)

As a result of the Mainstream Grants Spotlight Review Panel assessment of performance

1. that that the organisation be classified as having a Green performance rating. 
2. that any outstanding payments be released to EC Lighthouse as a result of the assessment

 

Recommendation 18 – Written Representations from THCVS

In the light of the common issues raised by THCVS on behalf of a number of organisations relating to:

• a disparity between VCS organisations creating a sense of an uneven playing field, (some discussions focussing on market rent and some on community rent),
• the actual or potential usage of the buildings rather than their designation,
• Pressure on organisations to sign leases with very little time for discussion or negotiation,
• little or no reference to the community benefit offset.  Lack of information about the offset means that organisations currently feel under pressure to sign leases quickly are therefore unable to predict what the real costs of occupying their premises will be.
• substantial and unexpected increases in rent, threatening the viability of local VCS organisations,

That the issues highlighted by CVS be afforded more consideration and a report be made at a future meeting addressing the matters raised in the representation

 

The Head of Benefits Services presented the report which reported performance of projects under the Mainstream Grants Programme (MSG) for the period April-June 2017 and provided verbal updates on four of the projects rated amber/red.

 

The written comments of GSSC were noted.

 

DECISION

 

That the recommendations relating to the following red and amber rated projects be approved.

 

Recommendation 1 – Our Base

1. That the committee note the progress being made with Our Base in respect of premises and a premises update be provided in the next MSG quarterly monitoring report (July to September 2017).

2. That the outstanding lease/premises issues and performance monitoring work be resolved before funds can be released.

 

Recommendation 2 – Pollyanna Training Theatre

1. That a premises update be provided in the next MSG quarterly monitoring report (July to September 2017) in respect of the Pollyanna Training Theatre together with the finalised significant variation request.

2. That it be noted that no funds will be released until premises issues are resolved.

 

Recommendation 3 – Children’s Education Group  

In acknowledgement that the CEG have been Red rated for performance for a period of 12 months due to the premises issues which remain unresolved, mindful too that CEG projects delivery have ceased as a consequence of grant funding being suspended, CEG be removed from the MSG programme.

 

Recommendation 4 – Tower Hamlets Youth Sports Foundation

1. That the verbal update on progress to resolve premises issues be noted.

2. That in acknowledgement of the verbal performance monitoring update provided concerning Hub Club and Stepping Stones projects,  payments be released subject to satisfactory progress on the premises issues.

3. That a premises update be provided in the next MSG quarterly monitoring report (July to September 2017) in respect of the Tower Hamlets Youth Sports Foundation.

 

Recommendation 5 - Family Action

 

That in acknowledgement of Family Action completing their old license, including payment of rent and considering their willingness to enter into an appropriate property agreement, MSG payments be released for this period subject to satisfactory performance.

 

 

 

Recommendation 6 – Wadajir

 

That whilst negotiations take place between the Trustees of the Teviot Community Hall and the Council, MSG payments to Wadajir continue subject to satisfactory performance.

 

Recommendation 7 - Community Building Review – extended scope

 

1. That payment continue to be paid to Bethnal Green Weightlifting Club, Black Women’s Health and Family Support, Age UK and Tower Hamlets Community Transport whilst the review is concluded, subject to satisfactory performance.

2. That the verbal update on progress towards addressing premises issues for the above organisations arising from the re-classification of premises as community buildings and non-community buildings be noted.

 

Recommendation 8

That the significant variation request to reduce the number of participants, received from Cubitt Town Bangladeshi Cultural Association be approved.

 

Recommendation 9

That the significant variation request to realign the periods to measure user outcomes, received from Half Moon Professional Theatre Venue for Young People in Tower Hamlets 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 an audit of premises agreements relating to buildings in which the Council has an interest, be agreed:

 

Recommendation 8

That, MSG payment continues to be paid to the Legal Advice Centre whilst the survey is undertaken and revised Heads of Terms are offered to the organisation, given that the Legal Advice Centre had an existing lease and discussions on the lease between the Council and the organisation have just commenced.

 

Recommendation 9

That,

a)    given that Tower Hamlets Community Transport had an existing lease and the Council has yet to commence liaison with the organisation on premises issues arising from the audit, MSG payment continues to be paid whilst the survey is undertaken and revised Heads of Terms are offered to the organisation.

b)    it be noted that a further update will be provided at the Grants Determination (Cabinet) Sub-Committee meeting on 20^th June 2017.

 

Recommendation 10

That:

a)    Since Wadajir are waiting for a resolution between the Teviot Community Hall TRA and Council concerning permission for Wadajir to hire the facilities, that MSG payment continues to be paid whilst discussions take place between the council and the TRA on the use of the Teviot Community Hall.

b)    it be noted that a further update will be provided at the June Grants Determination (Cabinet) Sub-Committee meeting.

 

Recommendation 11

That:

a)    MSG payment continues to be paid to ‘Splash; whilst discussions take place between the Council and the St Vincent’s Porta-cabin TRA on the shared use of the premises.

b)    it be noted that a further update will be provided at the June Grants Determination (Cabinet) Sub-Committee meeting.

 

Recommendation 12

That:

a)    given the spread of premises used by Tower Hamlets Youth Sports Foundation across the borough, MSG payment continues to be paid whilst the organisation gathers appropriate premises agreements form the various venues from which they deliver.

b)    it be noted that a further update will be provided at the June Grants Determination (Cabinet) Sub-Committee meeting.

 

Recommendation 13

That given the successful conclusion of the City Gateway project delivered at Harford Street Multicentre on 31 March 2017, the final payment of MSG be released to City Gateway on production of the booking form for the premises.

 

Recommendation 14

That:

MSG payments be released for this quarter to Community of Refugees from Vietnam - East London – Home School Liaison Project but the organisation be advised that a completed booking form for the use of the Aberfeldy Centre must be provided before the next Grants Determination (Cabinet) Sub Committee meeting on 20^th June 2017, or future MSG payments will be suspended until a completed booking form is provided.

 

Recommendation 15

That:

a)   Given, the lease renewal is at an advanced stage, MSG payments to Citizens Advice Bureau(CAB) be released for this quarter but

b)   the CAB must provide a completed lease before the next Grants Determination (Cabinet) Sub Committee meeting or their future MSG payments will be suspended until the lease is signed.

 

 

3.    That the following decisions relating to performance matters be agreed:

 

Recommendation 16 –

That:

a)    it be noted that the following organisations have submitted late performance monitoring returns for Period 6, however their returns have been evaluated and Green performance rated.

Teviot British Bangladeshi Association (TBBA)

Island House Community Centre (three projects)

Shadwell Basin Outdoor Activity Centre

Betar Bangla Ltd

b)    that it be noted that Our Base LTD have suspended project delivery and for this reason be Red performance rated.

c)    that it be noted that Osmani Trust - Saathi Family Support Programme submitted a late return and have performance issues that require further work, their performance be Red rated

d)    it be noted that the Bethnal Green Weightlifting Club failed to submit a performance monitoring return for Period 6 within deadline and as a consequence their performance be Red rated.

e.  that the above three organisations be Red rated and MSG payments be suspended.

 

Recommendation 17

That having received subsequent confirmation that the Princes Trust have achieved getting four participants into work and in so doing have thereby achieved their performance target for the quarter; the Princes Trust be Green rated for performance for Period 6 and receive the appropriate grant payment in accordance with procedure.

 

Recommendation 18

In light of Toynbee Hall’s engagement with the Council regarding performance and their confirming delivery of five workshops already in the current quarter together with five more planned before the end of quarter 7, it is agreed that Toynbee Hall be Amber rated for this project and receive two thirds payment in accordance with procedure.

 

Recommendation 19

That in acknowledgment of current performance and subsequent engagement with the Council in this regard, the Green Candle Dance Company be Amber rated for performance and receive two thirds payment in accordance with procedure.

 

Recommendation 20

That The Somali Parents and Play Association – Somali Women Engagement project, in acknowledgement of their engagement with the Council in regard to performance and subsequent Green performance rating, be awarded their final quarterly payment less £417.49 in respect of the project underspend as the project as now concluded.

 

Recommendation 21

That it be noted that the debtor issue reported in the main report concerning Routeways to Employment and Welfare Advice Services – Bromley By Bow Centre has been resolved.  Bromley by Bow Centre is Green performance rated and therefore the organisation will receive their full MSG payment for the quarter.

 

Recommendation 22

That in acknowledgement of the engagement with the Council on 28 April 2017, Grants Spotlight Review panel considered the significant variation request in relation to the proposed reduction in delivery to beneficiaries, as the panel concluded that the request required further work before it could be brought to Grants Determination Sub-Committee, it be agreed that Cubitt Town Bangladeshi Cultural Association be Amber rated for performance for Period 6, pending the outcome of their significant variation request and receive two thirds payment in accordance with procedure for this quarter.

 

4.  That the following decisions relating to significant variation requests be agreed:

 

Recommendation 23

That the Bromley by Bow Centre grant agreement be varied to remove the requirement for evening and weekend advice sessions in response to customer demand. 

 

Recommendation 24:

That, following engagement with the Council on 28 April 2017, the variation request to retrospectively increase fees from £5 to £6 in respect of The Half Moon Young Peoples Theatre project be agreed and the grant agreement be varied accordingly.