Archived decisions

ITEM 3

AT A MEETING of the BUILDINGS, LAND AND PROCUREMENT PANEL of the County Council held at The Castle, Winchester on 11 July 2006.

Councillors:

p M.J. Woodhall (Chairman)

113 APOLOGIES FOR ABSENCE

Councillor R.J. Baulk gave apologies along with Councillor D.A. Kirk who was on County Council business at a RETIS conference.

114 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.

Councillor M F Cartwright declared a personal interest in minute No. 120 below as a local member of Greatham Primary School, Liss.

115 MINUTES

The Minutes of the meeting held on 6 June 2006 were confirmed as a correct record and signed by the Chairman.

116 CHAIRMAN'S COMMUNICATIONS

The Chairman invited the Director of Property Business and Regulatory Services to give an oral update on the Ashburton Court refurbishment programme. The Panel were advised that there was a lengthy and complex planning period associated with the re-development proposals and the Government Office for the South East (GOSE) had received formal notification about the intentions of the County Council. If a positive response was received the County Council would then be in a position to submit a detailed planning application to Winchester City Council. Members of the public, staff and specialist groups had been consulted on the proposals and the majority of responses received had been positive. The arrangements for decanting of staff and parking facilities was also outlined, in particular it was noted that by the end of 2006, IT Services staff would move out of Ashburton Court East to Capital House and during early 2007 Environment Department staff would move out of Ashburton Court North and West to Capital House and other office accommodation. It was anticipated that construction would be completed by the end of 2008 and that the occupation of the completed buildings would be in spring 2009. The Director of Property Business and Regulatory Services also highlighted the various energy saving initiatives the refurbishment plans presented and advised the Panel that the Carbon Trust had chosen the County Council as a case study.

The Director of Property Business and Regulatory Services also advised the Panel that arrangements were underway for Members to visit various sites in the Alton area. Members would receive confirmation once a suitable date had been identified in the autumn period.

117 DEPUTATIONS

No deputations had been notified under Standing Order 21.

118 CONSTRUCTION RELATED PROCUREMENT REVIEW WITHIN THE ENVIRONMENT DEPARTMENT

The Panel considered the report of the Director of Environment (Item 6 in the Minute Book) concerning the establishment of a working group to develop a procurement strategy for construction related activities within the Environment Department. It was anticipated that the first meeting of the group would be held in September 2006.

RESOLVED:

That the Executive Member for Policy and Resources be advised to approve the appointment of a working group to assist in the ongoing review of construction related procurement within the Environment Department. The following Members were nominated:-

Councillors;

C.R. H. Davidovitz (Chairman)

M. F. Cartwright

B. D. Dash

A. Evans

Jo Kelly

107 BEAULIEU VILLAGE PRIMARY SCHOOL

The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 7 in the Minute Book) on a project appraisal for extensions to provide music/drama and library/IT facilities at this school.

RESOLVED:


That the Executive Member for Policy and Resources be advised that the design project appraisal and enabling works for Beaulieu Village Primary School, at an estimated cost of £494,000 excluding fees, be approved.

119 COVE SECONDARY SCHOOL, FARNBOROUGH

The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 8 in the Minute Book) on a project appraisal for an extension and relocation/refurbishment works at this school.

RESOLVED:


That the Executive Member for Policy and Resources be advised that the design project appraisal for Cove School, at an estimated cost of £672,000 excluding fees, be approved.

120 GREATHAM PRIMARY SCHOOL, LISS

Councillor M.F. Cartwright declared a personal interest in this item as a local ward member.


The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 9 in the Minute Book) on a project appraisal for an extension to provide additional permanent teaching accommodation at this school.

RESOLVED:

That the Executive Member for Policy and Resources be advised that the design project appraisal for the proposed scheme at Greatham Primary School, at an estimated cost of £695,000 excluding fees, be approved.

121 WOODLANDS EDUCATION CENTRE, HAVANT

The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 9 in the Minute Book) on a project appraisal for a replacement Education Centre and teaching accommodation for 48 secondary aged children, plus accommodation for Outreach professionals.

The Panel welcomed the proposals given that the Education Centre had been destroyed by fire in 2002 and was currently housed in temporary buildings. The Panel were advised that the Hampshire Fire and Rescue Service had concluded in their Fire Risk Assessment that this building was a medium to high fire risk and accordingly a sprinkler system would be installed.

RESOLVED:


That the Executive Member for Policy and Resources be advised that the design project appraisal for the provision of an Education Centre at Park House Farm Way, Havant at an estimated cost of £4,963,074, excluding fees, be approved.

121 PROCUREMENT INITIATIVES, PERFORMANCE ASSESSMENT, BUILDING COST TRENDS AND ADDITIONS TO THE CAPITAL REPAIRS PROGRAMME

The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 11 in the Minute Book) concerning a number of negotiated schemes including schemes to be procured under the second tier framework pilot arrangement. The report also provided a summary of the performance analysis carried out for projects completed during 2005/06 and also detailed a number of additions to the Capital Repairs programme.

Appendix 1 to the report detailed a number of projects it was proposed to negotiate with preferred contractors, including an update on projects to be procured through the second framework pilot arrangements. It was highlighted that the proposal relating to Whiteley School should be removed in view of the recent decision taken by Winchester City Council.

The report also recommended the appointment of five contractors in relation to the South East Centre of Excellence (SECE) Framework for major schemes. The Director of Property, Business and Regulatory Services advised the Panel that this framework contract would become the second largest contract in the country and that discussions were underway to set up a similar framework arrangement for the Fire and Rescue Service and Police Service.

The Panel warmly welcomed the report and asked that the relevant officers be thanked for their efforts associated with the SECE framework contract.


RESOLVED:

That the Executive Member for Policy and Resources be advised that:-


(a) The procurement proposals set out in Appendix 1 to the report relating

to the following be approved:

(b) The appointment of the following contractors in relation to the SECE

framework for major schemes be approved :-

(c) The information on performance, efficiencies, cost trends and whole life costing be approved.

(d) The schemes listed below be included in the Capital Repairs Programme:-

Up to £100,000 Thurlston House - fire alarm and emergency lighting Testwood School - roofing repairs Noadswood School - repair flat roof Swanmore School - repairs to Technology Block Harrison Primary School - external redecorations Bedenham Primary School - external redecorations Fryern Junior School - roofing repairs Bidbury Junior School - roofing repairs South Farnborough Infant School - roofing repairs Portchester School - replace windows Lee-on-Solent Library - repairs and refurbishment Hampshire Scientific Services Laboratory, Southsea - internal refurbishment Merrydale Children's Respite Unit - boiler replacement Crofton Secondary School - wall tie replacement £100,000-£250,000 Mill Chase School - roof and water tank repairs and upgrade of electrical supply (NDS funding) Testwood School - window replacement

122 COMBINED HEAT & POWER (CHP) AND BIO DIESEL

The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 12 in the Minute book) highlighting the potential advantages and disadvantages of using CHP, bio diesel and bio heating oil and set out opportunities where these could be used at County Council premises.

It was reported that there were a number of school campus' in Hampshire where there were opportunities to exploit CHP. One of these was Yateley and it was reported that a feasibility study was currently being undertaken to establish the viability of the application of CHP to this site. In addition it was reported that a feasibility study would be undertaken for a CHP installation in the IT suite of the redevelopment of Ashburton Court.

The Panel welcomed the report and strongly believed that the County Council should be a community leader on such initiatives. Discussions centred on opportunities for bio heating oil and it was suggested that further research by the Environment Department in consultation with the Director of Property, Business and Regulatory Services be undertaken into the viability of bio heating oil production in the south east.

RESOLVED:


That the Executive Member for Policy and Resources be advised that:-

(a) That the Buildings Land and Procurement Panel in October 2006 give

consideration to the outcome of the feasibility study on the CHP study at Yateley school campus.

(b) A feasibility study be undertaken for a CHP installation in the IT suite of the redevelopment of Ashburton Court.

(c) That further investigation be carried out into the viability of bio heating oil production, in particular the:-

_ The technical issues involved in bio heating oil production and bio mass for fuel.

_ Potential for growing sufficient oil seed rape

_ Possible partnership and supply chain arrangements.

_ Further research by the environment department on the opportunities to produce bio heating oil in the south east.

123 HOSEPIPE BAN AND DROUGHT ORDER

The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 13 in the Minute Book) setting out the potential impact on the County Council should a hosepipe ban and drought order be introduced. Most of the County Council's services would not be affected by a Drought Order unless the most severe Order i.e. level 3 was introduced. The imposition of a level 2 Drought Order would not materially affect most of the services provided by the County Council, the one major exception would be the Sir Harold Hillier Gardens

In considering the report the Panel suggested that the Executive Member for Policy and Resources raise the issue of water shortages in the south east through the Local Government Association (LGA).

RESOLVED:

That the Executive Member for Policy and Resources be advised:-

(a) That the position regarding potential water restrictions/drought order be monitored and a contingency plan be produced should a level 3 drought order be introduced.

(b) That the situation regarding water shortages in the south east be raised by the Executive Member for Policy and Resources through the Local

Government Association (LGA).

123 BUSINESS SERVICES GROUP - REPORT & ACCOUNTS 2005/06


The Panel considered the report of the Director of Property Business and Regulatory Services (Item 14 in the Minute Book) summarising the financial performance of the self funding business unit within the Property Business & Regulatory Services Department during 2005/06.

RESOLVED

That the Executive Member for Policy and Resources be advised that the 2005/06 Report and Final Accounts for the Business Services Group be approved and that consideration be given to more appropriate media coverage to the business efficiencies gained through corporate procurement.


124 CORPORATE PROCUREMENT REVIEW PROGRAMME - ADULT SERVICES

The Panel considered the report of the Director of Property Business and Regulatory Services (Item 15 in the Minute Book) detailing the Corporate Procurement Review for Adult Services.

RESOLVED

That the Executive Member for Policy & Resources be advised that approval be given to:-

(a) Undertake as a priority, full procurement reviews in Adult Services

relating to:-

(b) Report progress and outcomes on these high priority reviews to the

Panel on a regular basis.


(c) Develop more detailed plans and resource requirements for

additional procurement reviews in Adult Services over the next 12 months.


125 EXCLUSION OF PRESS AND PUBLIC


That in relation to Minute No's 126 -129, the public be excluded from the meeting during the following, as it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during that item there would be disclosure to them of exempt information within Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972, and further that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons set out in the reports.


126 STRATEGIC PROPERTY REVIEW - UPDATE (EXEMPT)

The Panel considered the exempt report of the Director of Property Business and Regulatory Services (Item 17 in the Minute Book) concerning three reviews being undertaken as part of the strategic property review approved by Cabinet in February 2006 [SUMMARY OF AN EXEMPT MINUTE].


127 AFFORDABLE HOUSING AND KEY WORKER HOUSING - BI ANNUAL UPDATE (EXEMPT)

The Panel considered the exempt report of the Director of Property Business and Regulatory Services (Item 18 in the Minute Book) detailing progress made following the approval of the Affordable Housing and Key Worker Strategy by Cabinet in January 2006 [SUMMARY OF AN EXEMPT MINUTE].


128 WHITEDOWN SPECIAL SCHOOL, ALTON - DISPOSAL (EXEMPT)

The Panel considered the exempt report of the Director of Property, Business and Regulatory Services (Item 19 in the Minute Book) concerning the disposal of surplus property at the school [SUMMARY OF AN EXEMPT MINUTE]

129 FORMER RAILWAY STATION, GOSPOST (EXEMPT)

The Panel considered the exempt report of the Director of Property, Business and Regulatory Services (Item 20 in the Minute Book) concerning negotiations with a third party for the purchase of the former railway station, Gosport [SUMMARY OF AN EXEMPT MINUTE].