AT A MEETING of the BUILDINGS, LAND AND CONTRACTS PANEL of the COUNTY COUNCIL held at The Castle, Winchester on 20 December 2002.

PRESENT:

Councillors: T K Thornber CBE (Chairman); M F Cartwright; B D Dash; K House; D A Kirk; Sir James J Scott; W H Wheeler

Also present:

Councillors: F Bright; K Chapman, A P Collett; C R Davidovitz; Jo Kelly; A W Rice TD; M J Woodhall

1. DECLARATIONS OF INTEREST

Members were mindful that, where they believed they had a personal or personal prejudicial interest in any matter to be considered at the meeting, they should normally at the time of the debate, declare their interest and, having regard to the circumstances described in paragraphs 9, 10, 11 and 12 of the County Council's Code of Conduct, consider whether to leave the meeting whilst the matter was discussed.

2. CHAIRMAN'S COMMUNICATIONS

The Chairman reported, that in view of the number of decisions on project appraisals which it fell to him to make on his decision days, he required some more systematic member input in order to ensure that all relevant aspects were taken into consideration. The membership of 8 was noted, and the Leader agreed to give further consideration to the possibility of increasing the number of members so that all interests were fully represented.

3. DEPUTATIONS

There were no deputations notified.

4. TERMS OF REFERENCE

The Panel considered a report of the chief executive (item 4 in the Minute Book) on proposed terms of reference for the Panel

RESOLVED:

That the Executive Member, Policy and Resources, be advised as follows:

That it be a RECOMMENDATION to the County Council.

That the Terms of Reference for the Buildings, Land and Contracts Panel be adopted as follows:

To advise the Leader of the Council in relation to:-

(a) Buildings maintenance programmes including allocations between different heads of expenditure within the Revenue Budget for building maintenance, improvements to buildings and energy conservation and the overall allocation of resources for these purposes.

(b) Building management and land management policies where the County Council is landlord so as to minimise running costs and ensure effective, efficient and optimal use of the County Council's land and premises.

(c) Project appraisals which are the subject of key decisions by the Leader of the Council, such matters to be considered wherever possible before the key decision is made. Where this is not possible the Leader shall, in order to avoid delay, make the decision subject to the views of this Panel.


(d) Development briefs and strategies for the development of land which are the subject of key decisions by the Executive Member, Policy and Resources, and major acquisitions or disposals as appropriate.


(e) The County Council's policies for the purchase of goods and services, including contract and agency arrangements and the operation of the Council's Central Supplies Organisation, and the relevant business plans and strategies for Property Business & Regulatory business services and operations.


(f) The operation of Standing Orders and the Code of Practice relating to central purchasing items as therein defined and, in a similar capacity in relation to those contracts regulated by the Local Government Act 1999 in which a County Council business service organisation is involved.


(g) To consider the Corporate Risk Assessment for the Built Estate and the Health and Safety Performance Plan.


(h) To consider the development of landlord services to schools.


(i) To consider Procurement Initiatives and supply chain arrangements for building construction projects.

5. THE COUNCIL CHAMBER SOUND SYSTEM

The Panel considered a report of the Director of Property, Business and Regulatory Services (Item 5 in the Minute Book) on proposed acoustic improvements to the sound system in the Council Chamber. Councillor Thornber declared an interest on the grounds that he received a small pension as a former employee of Philips, the proposed supplier of the system.

The Director of Property, Business and Regulatory Services gave an update report on negotiations with the suppliers. The result would be a tried and tested system estimated to cost £42,000 but which could be expanded in future to cover webcam broadcasting, electronic voting and any other refinements which the County Council might wish to include. Members generally were in favour of an improved audio system with a loop facility which would be of great help to those with hearing problems. Many felt that the seating in the Council Chamber could be made a good deal more comfortable. There was a general view that there was scope for substantially greater use to be made of the Council Chamber to accommodate larger meetings and also to be made available to the community. They considered that it might be possible to transfer the meetings currently held in the conference/committee rooms, Ashburton Court, to the Council Chamber and this would have the effect of releasing a substantial area for the purpose of office accommodation. Members generally felt that the Council Chamber, if fitted out with modern electronic equipment and systems, could be used to generate income for the County Council. With this in mind, members generally were in favour of improved facilities in the Council Chamber, but were sceptical at this stage at the prospect of electronic voting.

RESOLVED:

That the Executive Member, Policy and Resources, be advised as follows:

That the action of the Director of Property, Business and Regulatory Services be endorsed in having negotiated with Philips improvements to the audio and sound system in the Council Chamber at an estimated cost of £42,000, such system to include flexibility for further refinements to be added in due course; and that other modest improvements to comfort and arrangements for the effective functioning of the County Council's Democratic processes in the Council Chamber be made as opportunities arise.

6. SPRINKLER SYSTEMS

The Panel considered a report of the Director of Property, Business and Regulatory Services, (Item 6 in the Minute Book) on the proposal that in future, sprinkler systems should be installed in all new County Council buildings. This had been the subject of a motion put forward by Councillor K Chapman at the September meeting of the County Council. Councillor Chapman and the Deputy Chief Fire Officer attended the meeting for this item.

The Director of Property, Business and Regulatory Services and the Deputy Chief Fire Officer gave a full and detailed explanation of the various regulations governing County Council buildings and on the liaison between the County Council and the Hampshire Fire and Rescue Service. In future the approach was likely to move away from regulations and towards a risk assessment for each building to be constructed, extended or refurbished by the County Council.

Members generally took the view that the County Council should take the lead by starting a programme of installing sprinklers in its newly-constructed buildings with a view to encouraging District Council and other public authorities to do likewise; such a campaign could eventually lead to the installation of sprinkler systems in new homes. The County Council was felt to be well placed to set an example, since its buildings such as schools and residential homes represented valuable assets where both life and property might be at risk from fire. Members considered that the presumption in new buildings should be in favour of sprinkler systems being installed and that would be an aspect to be taken into account when the project appraisal was approved. There would also be cases of buildings being extended or refurbished where the installation of sprinklers would be a suitable option, but again, that could be determined at individual project appraisal stage. In conclusion, members felt that the County Council should also exercise its influence by including provision of sprinkler systems within the development briefs when land was marketed for residential development.

RESOLVED:

That the Executive Member, Policy and Resources be advised as follows:

That the policy of installing sprinkler systems in new stand-alone County Council buildings be endorsed and that the decision be considered on approval of design project appraisals in each case; that suitable opportunities be taken to consider sprinkler systems in buildings being refurbished where appropriate; that provision be made within development briefs for sprinkler systems to be included where County Council land is released for residential development; and that District Councils and other public authorities be encouraged to promote the provision of sprinkler systems in their building developments.

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