Archived decisions
AT A MEETING of the BUILDINGS, LAND AND PROCUREMENT PANEL of the County Council held at The Castle, Winchester on 5 April 2005.
PRESENT:
Councillors: T. K. Thornber, CBE (Chairman); M. F. Cartwright; B. D. Dash;
C. Davidovitz; J. W. Stocks; J. K. West; M. J. Woodhall.
Also in attendance: Councillor Jo Kelly.
238 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.
239 MINUTES
The Minutes of the meeting held on 2 February 2005 were confirmed as a
correct record and signed by the Chairman.
Arising thereon:
Minute 228 : The Crescent Primary School, Eastleigh - Building Design
Project Appraisal - The Panel noted that the School had indicated that it
would like its buildings maintained rather than the removal of the two
temporary buildings.
Minute 237 : Proposed Purchase of the Mount Hospital Site, Bishopstoke -
The Chairman advised that despite the fact that the report on the Mount
Hospital had been confidential the local Member present at the meeting had
disclosed information. The Chairman advised that he intended to defer a
decision on the proposals and had asked for a review of the project in the light
of recent media comments and the position of the Borough Council.
240 CHAIRMAN'S COMMUNICATIONS
There were no Chairman's Communications.
241 DEPUTATIONS
There were no deputations.
242 PROJECT APPRAISAL : HAVANT BUS STATION
The Panel considered the report of the Director of Environment (Item 6 in the
Minute Book) on a project appraisal for the construction of a new bus station
and apron area on the existing site of Havant Bus Station. Members supported
the proposals to provide a new bus station to enhance conditions for existing
customers and encourage greater use of public transport in the area.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that the project appraisal for the construction of a new bus station and apron area on the existing site of Havant Bus Station, at an estimated cost of £1.655 million be approved and the maintenance programme be included within the overall capital programme.
243 COVE JUNIOR SCHOOL, FARNBOROUGH
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 7 in the Minute Book) on a building design project
appraisal for the provision of three permanent teaching classrooms, a music/drama studio and a kiln room at Cove Junior School, Farnborough.
Members supported the scheme and the opportunity which existed to improve facilities at this school.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that the building design project appraisal
for Cove Junior School, at an estimated cost of £743,000, excluding fees,
be approved.
244 THE MOUNTBATTEN SCHOOL AND LANGUAGE COLLEGE,
ROMSEY
(Councillor Thornber declared a personal interest as one of his relatives works
at the School and College)
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 8 in the Minute Book) on a building design project
appraisal to provide a new staff room, inclusion room and multi agency space
at Mountbatten School and Language College. Members welcomed the
proposals.
RESOLVED:
That subject to the carry forward of £117,000, excluding fees, to the 2005/06
Capital Programme, the Buildings, Land and Procurement Panel advises the
Executive Member for Policy and Resources that the design project appraisal
for the scheme at The Mountbatten School and Language College, Romsey, at
a cost of £448,000, excluding fees, be approved.
245 MAJOR PROJECTS STATUS REPORT
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 9 in the Minute Book) providing an update on the
major projects for which appraisals have been approved by the Executive
Member for Education which are now being progressed through to
completion.
RESOLVED:
(i) that the position of the major projects being undertaken by the Director of
Property, Business and Regulatory Services be noted.
(ii) that the additional funding added to the major capital projects at pre
contract stage, previously approved by the Executive Member's for
Education and Policy and Resources at design project appraisal stage, be
approved.
(iii) that the action being taken at the various secondary schools under the
New Deal for Schools Modernisation 2005/06 School Specialist
Accommodation Programme be approved by the Executive Member for
Policy and Resources be approved.
246 STRATEGY FOR THE BUILT ESTATE
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 10 in the Minute Book) identifying the key
objectives against the Strategy for the Built Estate for the coming financial
year and against this framework sets out the proposals for the revenue
maintenance, capital repairs and new Deal for Schools funds, which are
detailed in separate reports elsewhere on the Agenda. The Panel supported
continuing the policy and agreed that fire management should be considered in
a context not only involving the installation of sprinklers.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that:
(i) the strategy and objectives for 2005/06 be adopted.
(ii) the resources for 2005/06 are allocated in 2005/06 based on the strategic
objectives and the programme, identified in Appendix 1 of the report.
(iii) the programmes and reviews for 2005/06 have as their principal
objectives the reduction in long term liabilities within the estate.
247 STUDY OF PROCUREMENT OPTIONS FOR PROFESSIONAL
SERVICES
The Panel considered the report of the Director of Environment (Item 16 in the
Minute Book) exploring the options for procuring professional services within
the Environment Department which are necessary to supplement the internal
design consultancy in the design of highway and environmental works in
providing transport assessment and planning. The Panel supported the
proposed re tendering of the contract with Atkins for a period of two years
with the option for a further two year extension and to work forward on a
wider procurement objectives.
RESOLVED:
(i) that the future programme of work to examine procurement options to
inform the development of a procurement strategy for consideration by
Members later in 2005 be noted by the Buildings, Land and Procurement
Panel.
(ii) that the Executive Member for Environment be advised that the work to
prepare for the renewal of the professional service contract should
commence in April 2005 and proceed as recommended so as to ensure
continuity of resources required for service delivery.
248 REVENUE MAINTENANCE BUDGET 2004/05 AND 2005/06
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 11 in the Minute Book) providing an update on the
revenue budget position for the current financial year and proposing the
allocation of the budget for 2005/06. The Panel noted that 70% of the budget
was delegated to Schools and approximately 60% into engineering works.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that approval be given to:
(i) any uncommitted element of the winter contingency being carried forward
to 2005/06.
(ii) the budget allocations for 2005/06 as set out in Appendix 2 of the report.
249 CAPITAL REPAIRS 2004/05, 2005/06 AND BEYOND
(With the concurrence of the Chairman under Section 100(B)(4)(b) of the
Local Government Act 1972, this matter was included on the Agenda to ensure
that the Panel gives timely consideration to the level of budgetary commitment
against Capital Repairs Budget 2004/05, and allocations beyond).
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 12 in the Minute Book) on capital repairs 2004/05,
2005/06 and beyond. The Panel noted that the report set out the longer term
view of budgets.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that:
(i) the level of budgetary commitment in 2004/05.
(ii) the proposed allocation of the 2005/06 capital repairs budget.
(iii) the uncommitted balance of £1.095m from the 2004/-5 Advantageous
Land Budget be transferred to Policy Resources Capital Repairs allocation
in 2005/06 and allocated to the projects noted in paragraph 3.4.
(iv) the proposed additions to the programme of the Fire Suppression work at
Elizabeth II Court and the work to Register Offices at Havant, Petersfield,
Fareham, Alton and Romsey.
(v) the Director of Property, Business and Regulatory Services prepare a
report for a future meeting on how future liabilities and pressures can be
met over the next three years.
250 NEW DEAL FOR SCHOOLS CONDITION FUNDING 2005/06, 2006/07
AND 2007/08
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 13 in the Minute Book) on proposed priorities and
programmes for the New Deal for Schools Condition Fund allocation for
2005/06 and on matters relating to the two subsequent years. The Panel noted
with interest that the allocations were significant and that 65% of all pupils
had already benefited from the New Deal for Schools capital.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that approval be given to the priorities and
programmes for the New deal for Schools Condition Fund allocation for
2005/06 as detailed in Appendices 1 and 2 of the report.
251 CORPORATE PROCUREMENT - PROGRESS REPORT AND
FRAMEWORK FOR CORPORATE SAVINGS
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 14 in the Minute Book) providing an update on the Corporate Procurement Strategy and the ten key areas identified to deliver improvement following monitoring by the Corporate Procurement Network.
The Panel noted that the Hampshire template for Corporate Procurement could become a national model for Local Government and the County Council and would lead the building stream procurement for the South East Centre of Excellence of England.
RESOLVED:
1 that the progress against the local procurement action plan and the
milestones contained in the National Procurement Strategy for Local
Government.
2 that the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that approval be given to:
(i) the Corporate Procurement Unit being directed to address the wider
procurement agenda (in particular a programme of joint reviews with
departments).
(ii) additional capacity being established on the basis of adding a £150,000 of
costs to be matched by a similar increase in the corporate savings target.
(iii) further progress reports on the action plan, the outcome of the review by
Qualitar Consulting Limited and the wider procurement savings and
efficiency agenda be received by the Panel.
252 PROCUREMENT INITIATIVES
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 15 in the Minute Book) summarising the actions taken during 2004/05 in respect of procurement initiatives, analysing the outcomes, seeking approval to further procurement initiatives and proposing a number of procurement development objectives for 2005/06 and beyond.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that approval be given to:
(i) the procurement initiatives that have been implemented in the last year as
set out in Appendices 2 and 3 of the report.
(ii) the procurement initiatives set out in Appendix 3 of the report relating to:
· Brookfield School - Schools Access Initiative and Scola recladding.
· Hamble College - Science Lab and Escape Stair.
· Mill Chase - Science Labs and Specialist Teaching.
· Noadswood and Hayling School, Aldworth College - Design Technology.
· Roofing Framework - 2005/06 projects.
· Hard landscaping framework - development of arrangements.
· External Redecoration - 2005/06 projects.
· Chantry House.
· Asbestos Survey Work.
· Responsive Maintenance.
· Floodlighting to NOF MUGAs and STPs.
· Harriet Costello College, Basingstoke.
· North Popley - Urban extension- acceptance of tender for Contract 1 phases 1a and 1b.
(iii) that the development of the following schemes under the Framework Agreement
for Major Schemes and Programmes of Work be noted:
· Holbury Infant School.
· Waterside Primary School.
· New 1 FE Primary School (Dowd's farm site).
· New 1 FE Primary School (Kings Copse School).
· Pinewood School.
· Romsey Primary (amalgamation).
· Harriet Costello, College , Basingstoke.
· Ashburton Court.
(iv) a summary of the key actions and findings from this report is presented to Cabinet
particularly in light of the number of Social Services and Education schemes
being completed through the framework arrangements.
(v) that a `value for money' statement be included in the project
development/appraisal process and that further consideration be completed to
establish how whole life costs will fit with the assessment of efficiency gains.
253 SUSTAINABILITY KEY PROJECT WORK 2005/06
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 17 in the Minute Book) identifying sustainability
proposals for the built estate in 2005/06 to support the United Kingdom
climate change agenda. The Panel noted the proposal to work with 13
secondary schools, the highest users with poor levels of energy performance.
The Panel also noted with interest that meeting improved regulations, the
purchase of green electricity and oil to gas conversions which would put
pressure on carbon emissions.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that approval be given to:
(i) the proposal to work with 13 secondary schools with low environmental
credentials and develop improvement plans to produce improved energy
performance.
(ii) continuing to develop and implement the water conservation measures
identified in the report.
(iii) progressing initiatives for working with the Building Research
Establishment (BRE) in respect of managing construction waste and
Building Research Establishment Environmental Assessment Method
(BREEAM).
(iv) the Director of Property, Business and Regulatory Services report to a
future meeting of the Panel on the effectiveness and viability of Combined
Heath and Power Schemes.
254 THE MANAGEMENT OF LEGIONELLA - ANNUAL UPDATE
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 18 in the Minute Book) clarifying the arrangements
in place to manage and control legionella within County Council buildings and
to meet best practice guidelines in the Approved Code of Practice Guidance
L8.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that approval be given to:
(i) the improvements in the test results in the residential care homes as
identified in the report be endorsed.
(ii) continuing to improve the quality of the management of Legionella in line
with the best practices outlined in L8.
(iii) the Director of Property, Business and Regulatory Services reminding
Chief Officers of the appropriate regulations and best practice to be
delivered by local building managers.
255 REPORT ON SPRINKLER SYSTEMS - ANNUAL REVIEW
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 19 in the Minute Book) on the methodologies and
the list of projects with sprinkler systems proposed or installed.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that approval be given to:
(i) the methodologies and list of projects with sprinkler systems proposed or
installed.
(ii) that the Director of Property, Business and Regulatory Services reports
again in a year's time, reviewing developments and outcomes of the Policy
introduced in early 2004.
(iii) that the Director of Property, Business and Regulatory Services reports to
the next meeting on the pressures on the available maintenance budgets
from existing policies including sprinkler installation.
256 DISABILITY DISCRIMINATION ACT ACCESS AUDITS AND
IMPROVEMENTS STRATEGY
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 20 in the Minute Book) on progress in 2004/05 on
the Strategy and on the resource implications for the full implementation of the
Strategy in 2010/11. The Panel noted the good news report and the steady
progress against targets and the completion of 53% of phase 1.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that:
(i) progress on the Strategy be noted and that the annual funding from the
Policy and Resources capital repairs budget continues in 2005/06.
(ii) Access Audits be included in the new Service Level Agreement for schools
operational from April 1997.
(iii) planning for Phase 3 commences in 2005/06 and that funding implications
of this phase be considered at a future meeting.
257 SMOKING AND PASSIVE SMOKING ISSUES
The Panel considered the report of the Director of Property, Business and
Regulatory Services (Item 21 in the Minute Book) on work undertaken on
Smoking and passive smoking issues following an earlier paper to the Panel.
The Panel agreed that employees should not smoke in vehicles when engaged
on Hampshire County Council business with passengers and that support would
be given to employees asking passengers not to smoke.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources to endorse the draft policy on Smoking and
Passive Smoking at Work is adopted as corporate policy.
258 EXCLUSION OF THE PRESS AND PUBLIC
RESOLVED
That, by virtue of paragraph 9 of Part 1 of Schedule 12A of the Local
Government Act 1972, the press and public be excluded for the remainder of
the meeting.
259 FIRE SAFETY POLICY IN THE BUILT ESTATE - ANNUAL REVIEW
The Panel considered the confidential report of the Director of Property,
Business and Regulatory Services (Item 23 in the Minute Book) on progress
made against the targets agreed in the Fire Safety Policy for the Built Estate.
The Panel requested the Director of Property, Business and Regulatory
Services to take advice from the Council's Legal Services as to what powers
Hampshire County Council has in enforcing fire management in schools and
that a report be submitted to a future meeting of the Panel.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that the following be approved:
(i) the progress on the management of fire precautions in the built estate is
noted but concern is expressed at the preparedness of schools in meeting
fire management policy and that a report be submitted by the end of the year
on progress made.
(ii) that a report on the outcome of the structural fire precaution surveys in the
Elderly Persons' Homes and `other residential' properties, along with a
strategy to address the emerging issues is presented to Members in June
2005.
(iii) that the budget position on fire precautions and the impact likely on budget
over the coming financial year be noted.
(iv) that Members support the development of a working Partnership with
Hampshire Fire and Rescue Service across the County Council and the
formal partnership agreement be presented to the Panel at a future meeting.
(v) the Panel endorses the Director of Property, Business and Regulatory
Services approach and formally requests the County Education Officer to
facilitate fire management risk assessment in Hampshire County Council's
Schools.
(vi) that the Director of Property, Business and Regulatory Services report to a
future meeting on fire management in schools.
260 NURSING CARE ACCOMMODATION - PROGRESS REPORT
The Panel considered the confidential report of the Director of Property,
Business and Regulatory Services (Item 24 in the Minute Book) on progress
on the ten schemes in the nursing care accommodation programme. The Panel
noted that additional time had been taken beyond that allowed in the original
programme for some schemes to ensure greater cost certainty.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that:
(i) the progress on the implications of the schemes and the cost and risk
management strategies including the review of the detail of the three
schemes be endorsed.
(ii) any decision on funding the planned maintenance work is deferred until a
review of the Enhanced programme and other priorities for Social Care is
completed.
261 COUNTY SUPPLIES - CONTRACTING ACTIVITY
The Panel considered the confidential report of the Director of Property,
Business and Regulatory Services (Item 25 in the Minute Book) seeking
approval to the expected contracting activity of County Supplies and the
Corporate Procurement Unit for the period through to July 2006.
RESOLVED:
That the Buildings, Land and procurement Panel advises the Executive
Member for Policy and Resources that approval be given to the list of
forthcoming contracts for the period up to July 2006 as detailed in Appendix 1
of the report.
262 LAND TO THE REAR OF PALMERSTON HOUSE, BOTLEY ROAD,
ROMSEY
(Councillor M. J. Woodhall declared a personal interest in view of knowing
one of the Companies making a bid).
The Panel considered the confidential report of the Director of Property,
Business and Regulatory Services (Item 26 in the Minute Book) on the
disposal of land at the rear of Palmerston House, Botley Road, Romsey.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that authority be given to:
(i) the disposal of approximately 0.41 hectares (1.02 acres) of land at the rear
of Palmerston House, Botley Road, Romsey on the basis set out in the
report.
(ii) the Director of Property, Business and Regulatory Services (Head of
Estates Practice) to settle the detailed terms and conditions of sale.
263 OLD SCHOOL BUILDING, CANNON STREET, LYMINGTON
The Panel considered the confidential report of the Director of Property,
Business and Regulatory Services (Item 27 in the Minute Book) on the future
of the Old School Building, Cannon Street, Lymington.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that:
(i) approval be given to the disposal of the Old School Building, Cannon
Street, Lymington to Swaythling Housing Society for an affordable housing
scheme on the basis set out in the report, the scheme to include an element
of key worker housing, with nomination rights granted to Hampshire
County Council.
(ii) the Director of Property, Business and Regulatory Services be authorised to
settle detailed terms for the disposal and approve the design of the scheme
to be implemented.
(iii) approval be given to the use of part of the income in the 2004/05 budget
from reducing the Council Tax discount on second homes to provide a
subsidy for the key worker units to the maximum sum quoted in the report,
if required.
264 GORDON HOUSE, WINCHESTER
The Panel considered the confidential report of the Director of Property,
Business and Regulatory Services (Item 28 in the Minute Book) on the
disposal of Gordon House, Winchester.
RESOLVED:
That the Buildings, Land and Procurement Panel advises the Executive
Member for Policy and Resources that approval be given for the disposal of
Gordon House, Winchester, to the preferred purchaser as set out in the report
and the Director of Property, Business and Regulatory Services (Head of
Estates Practice) be authorised to settle detailed terms and conditions including
such adjustment to the purchase price as may be agreed following minor
amendments to the proposals.