Agenda item

*RESOLVED –

1.   That the Cabinet Member for Housing initiates conversations with the Chesterfield Care Group regarding the hiring of community rooms.

2.   That the Cabinet:

a.   Supports the refurbishment and retention of Bonsall Court as a community room.

b.   Notes and endorses the arrangements to lease Burns Close to the Umbrellas Cosy Group on a five year lease.

c.   Agree that alternative uses be explored for Monkwood Road in line with the Council’s health and wellbeing priorities.

3.   That the website be updated and amended to include a central location for finding room hire information for all venues across the Council including the community rooms.

4.   That a dedicated phone line for community room enquiries be established within the Careline and Support Service with a voicemail facility.

5.   That the call centre staff be provided with up to date information on the hire of community rooms.

6.   That the promotion of community rooms on the Council’s website be improved, making the rooms more obvious to potential hirers.

7.   That a new leaflet be produced that includes details of all the community rooms.

8.   That a promotional drive take place to coincide with the completion of the work to the sheltered schemes.

9.   That a booklet be produced that incorporates terms and conditions for the community rooms along with how to use the facilities in the rooms.

10.    That the door entry systems that have been installed at Wimborne Crescent and Winster Court be kept under review to understand if this is the most effective way for hirers to gain access.

REASONS FOR DECISIONS

1.   To increase the usage of the community rooms by improving awareness of the facilities, reaching new potential hirers and consolidating information on all the Council’s venues for hire into a central place.

2.   To have a clear and transparent process for managing the rooms, ensuring the rooms are used by all hirers under the same terms and conditions and that the accounts show a true reflection of the income and expenditure costs.

The Lead Member of the Community Rooms Scrutiny Project Group, Councillor Caulfield, presented the report and recommendations of the Community, Customer and Organisational Scrutiny Committee on the Council’s community rooms, which are managed by the careline and support service.

The full report of the Scrutiny Project Group was attached at appendix A to the Cabinet report.

The recommendations of the Scrutiny Project Group had been considered and approved by Community, Customer and Organisational Scrutiny Committee on 26 September, 2019.

The Committee’s recommendations were now required to be considered by Cabinet and a formal response provided to the Community, Customer and Organisational Scrutiny Committee, in accordance with the Council’s Scrutiny Procedure.

The Scrutiny Project Group reviewed the 6 community rooms managed by the housing service to understand the usage, income and expenditure, suitability of facilities, booking process and promotion of the rooms.

The Lead Member thanked the Careline and Support Services Manager for his input into the review.

*RESOLVED –

1.   That the Cabinet Member for Housing initiates conversations with the Chesterfield Care Group regarding the hiring of community rooms.

2.   That the Cabinet:

a.   Supports the refurbishment and retention of Bonsall Court as a community room.

b.   Notes and endorses the arrangements to lease Burns Close to the Umbrellas Cosy Group on a five year lease.

c.   Agree that alternative uses be explored for Monkwood Road in line with the Council’s health and wellbeing priorities.

3.   That the website be updated and amended to include a central location for finding room hire information for all venues across the Council including the community rooms.

4.   That a dedicated phone line for community room enquiries be established within the Careline and Support Service with a voicemail facility.

5.   That the call centre staff be provided with up to date information on the hire of community rooms.

6.   That the promotion of community rooms on the Council’s website be improved, making the rooms more obvious to potential hirers.

7.   That a new leaflet be produced that includes details of all the community rooms.

8.   That a promotional drive take place to coincide with the completion of the work to the sheltered schemes.

9.   That a booklet be produced that incorporates terms and conditions for the community rooms along with how to use the facilities in the rooms.

10.    That the door entry systems that have been installed at Wimborne Crescent and Winster Court be kept under review to understand if this is the most effective way for hirers to gain access.

REASONS FOR DECISIONS

1.   To increase the usage of the community rooms by improving awareness of the facilities, reaching new potential hirers and consolidating information on all the Council’s venues for hire into a central place.

2.   To have a clear and transparent process for managing the rooms, ensuring the rooms are used by all hirers under the same terms and conditions and that the accounts show a true reflection of the income and expenditure costs.