Archived decisions

AT A MEETING of the BUILDINGS, LAND AND PROCUREMENT PANEL of the County Council held at The Castle, Winchester on 26 June 2007.

Councillors:

p M.J. Woodhall (Chairman)

194 APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors R.J. Baulk, A.P. Collett; J. Maxell and Mrs J. Porter.

195 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. No declarations of interest were made under this item.

Councillor K. Gill declared a personal interest in Minute No. 199 below relating to Bay House School as a Partnership Governor on the Governing Body.

196 MINUTES

The Minutes of the meeting held on 20 March 2007 were confirmed as a correct record and signed by the Chairman.

197 CHAIRMAN'S COMMUNICATIONS

There were no Chairman's communications made under this item.

198 DEPUTATIONS

No deputations had been notified under Standing Order 21.

199 EXTENSION TO PROFESSIONAL SERVICES CONTRACT 2008/09

The Panel considered the report of the Director of Environment (Item 6 in the Minute book) concerning an extension to the existing contract for transport planning and highway design related professional services by one year and, subject to continued good performance, the further extension of a single year, taking it to a revised contract end date of 31 March 2010.

During discussion of this item, Members commented on the advantages and disadvantages of in-house provision of this contract and were advised that whilst the Council had operated a significant in-house engineering resource to deliver much of this ongoing service for many years, additional transportation funding over the past six years had required the use of external private sector resources to assist with the increased workload. It was noted that the Policy and Resources Select Committee had included in its work programme a review of the level of consultancy deployed throughout the County Council.

RESOLVED:

That the Executive Member for Environment be advised to approve the proposal to extend the existing contract for transport planning and highway design related professional services by one year and, subject to continued good performance, the further extension of a single year, taking it to a revised contract end date of 31 March 2010.

200 BAY HOUSE SCHOOL, ALVERSTOKE, GOSPORT

The Panel considered the report of the Director of Property, Business and Regulatory Services detailing a project appraisal for a new sixth form building at this school.

In considering the project appraisal, it is noted that the school had been working in conjunction with the Learning Skills Council (LSC) and local education groups, and that the total cost of the scheme would be fully funded by the LSC.

RESOLVED:

That the Executive Member for Policy and Resources be advised that the design project appraisal for the scheme at Bay House, Gosport, at an estimated cost of £2.5m, excluding fees, be approved.

201 CORPORATE PROCUREMENT- UPDATE

The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 8 in the Minute Book) concerning progress on the corporate improvement programme and the action taken to extend the contracts for electricity with the existing suppliers for large and quarterly billed sites.

The Panel were advised that further to the despatch of the agenda paperwork additional information had been received affecting section 3 of the report. It was reported that further work had been completed on the offers received from Scottish & Southern and EON UK respectively, and it had become clear that the calculations were incomplete.  In particular, the figures for the large sites did not account for the impact of the Climate Change Levy (CCL) or the revised and increased premium for fully green or CCL Exempt (CCLx) supplies as appropriate.  The impact of these factors together with the latest discussions with the supplier meant that the percentage reduction for the large sites needed to be re-calculated.  Actual charges to customers at the large sites was now expected to fall by an average of 9.6% (whilst retaining electricity from fully sustainable renewable sources).  Charges to quarterly-billed customers would be reduced by around 9.4%, which was broadly in line with the previous projection.  Taken together, the average reduction over both contracts was expected to be 9.5% and should result in a reduction in cost of some £770,000 (with around £486,000 of this applying to the County Council's sites). 

The premium for fully green electricity for the large sites was included in the figures above and for the County Council's sites this amounted to £50,000 over and above the cost of 'brown' electricity.  The price offered for CCLx electricity also increased in the final round and would cost the County Council around £15,000 less than the fully green supplies.    

RESOLVED:

That the Executive Member for Policy and Resources be advised to approve:


(a) The corporate improvement programme for procurement.

(b) The action taken to extend the contracts for electricity with the existing suppliers for large and quarterly-billed sites.

(c) That the Director of Property, Business and Regulatory Services be authorised to conclude contracts for the supply of gas.

202 BUSINESS SERVICES GROUP - REPORT AND ACCOUNTS 2006/07

The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 9 in the Minute Book) detailing the summary financial performance of the self funded business units within Property, Business and Regulatory Services. Overall, there was an overall annual trading surplus for the group as a whole of £337,000 and a modest increase in the overall accumulated surpluses retained by the businesses.

In respect of Catering Services (HC3S), it was reported that discussions were underway to return the business to a surplus position, however the timetable for the implementation of the Council's Pay and Benefits project would impact on the breakeven position.

In respect of Hampshire Transport Management (HTM), it was noted that implementation of the new management system was well underway and was providing a good opportunity to review the productivity and costs within the HTM's five workshops. It was also noted that efforts to extend the customer base had been successful with Eastleigh Borough Council having recently agreed to purchase its commercial vehicles through HTM.

RESOLVED:

That the Executive Member for Policy and Resources be advised to approve the 2006/07 report and final accounts for the Business Services Group.

203 MAJOR PROJECTS UPDATE

The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 10 in the Minute Book) highlighting key issues with the following schemes:

· Ashburton Court

· Everest Community College

· Children's Centres

· Winchester Discovery Centre


In respect of the Winchester Discovery Centre Project, the Panel were advised that the financial contingency allocated to the project had been affected due to unforeseen circumstances in connection with the installation of the sprinkler system. The Panel expressed concern about this matter and requested the Director of Property, Business and Regulatory Services to review the role of all parties and report back to a future meeting of the Panel.


RESOLVED:


That the Executive Member for Policy and Resources be advised to approve:

a) The progress with the Ashburton Court project.

b) The progress with the Everest Community College project which is

due to open at the start of the new school year in September 2007.

c) The proposals for the provision of Children's Centres within Hampshire

d) The Director of Property, Business and Regulatory Services being authorised to negotiate terms and enter into appropriate property transaction legal agreements to meet the implementation of the approved Children's Centres Programme.

e) The Chief Executive be authorised to enter into any planning legal agreements required as part of the implementation of the approved Children's Centres Programme.

204 PROCUREMENT INITIATIVES, PERFORMANCE ASSESSMENT, BUILDING COSTS AND APPROVALS TO THE CAPITAL REPAIRS/NDS CONDITION PROGRAMMES

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 and providing an update on the number of long term procurement arrangements currently being established including the second and third tier framework arrangements. The report also provided members with a summary of the performance analysis carried out for projects completed during 2006/07.

RESOLVED:

That the Executive Member for Policy and Resources be advised to approve:


a) Projects to be undertaken through the Framework for Major Schemes as identified in Appendix 1 to the report.

b) Projects to be undertaken through the SECE Framework for major Schemes (Tier 1) as identified in Appendix 2 to the report.

c) Progress in establishing second and third tier framework arrangements.

d) The commission to procure consultancy arrangements on behalf of the Learning and Skills Council.

e) Proposals to establish consultancy arrangements through the South East Centre of Excellence.

f) Proposals to tender consultancy arrangements for the County Council as set out in Appendix 3.

· Publishing a Prior Information Notice setting out the intention to procure consultancy frameworks, a roofing framework and an external decorations framework.

· The proposed procurement initiatives set out in Appendix 3 relating to:

· Second Tier framework (SME) pilots - additional projects proposed

· External Decorations - additional packages of work

· Temporary Buildings Term Contract - update on tender and proposed interim arrangements

· Reactive Maintenance Term Contract - update on tender

· Consultant Framework Arrangements - proposals for renewal and extension of current Structural Engineering arrangement

· Children's Centre Programme - procurement proposals

· Kings Somborne Primary School - reinstatement of fire damage

· Hampshire Integrated Community Equipment Service - internal alterations to new premises

· Various Properties - Hot Surfaces Protection Work

· Basingstoke School Plus - internal alterations and extension

· Oakridge Infant School - re-cladding phase 2

· North Farnborough - re-roofing

· Pennington Infant School - re-roofing

· Applemore College - Scola re-cladding phase 3

· Yateley School - Scola re-cladding phase 2

· Cranbourne Business and Enterprise College - Scola re-cladding phase 3

· Brookfield Community School and Language College - fire precaution works

· Perins School - replacement of sports hall floor

· Kings' School - science laboratory refurbishment

· Chrismas Lodge - demolition works

· Recovery work following major incidents - Framework arrangement

· Rowner Infant School - Toilet refurbishment & associated drainage

g) The performance assessment, efficiencies and building cost trends

h) The additions/amendments to the Capital repairs/NDS Condition Fund programmes as detailed in paragraph 13.3 to the report.

205 RISK MANAGEMENT FOR THE BUILT ESTATE 2006/07

The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 12 in the Minute Book) concerning the health and safety priorities for 2007/08 through the risk management framework.

RESOLVED:

That the Executive Member for Policy and Resources be advised to approve:

a) The implementation plan for Property Services Strategic Risk

Register for 2006/7 at Appendix 2 to the report.

b) The budget position for strategic risk assessment and the impact

likely on the budget over the coming financial year.

c) The proposed profiling of resources associated with the Dedicated

School grant and uncertainty over future NDS funding beyond 2008

along with the impact associated with the non-school estate.

d) To support the principle of test and invest strategies which represent best value and well managed risk taking and specifically implementation of the new T & I programme and combined Structural and AMP programmes.

205 BIO FUEL PILOT PROJECT

The Panel considered the report of the Director of Property, Business and Regulatory Services (Item 13 in the Minute Book) concerning a pilot study at the Adult Services Office in Romsey to consider the viability of converting a conventional oil fired boiler to bio fuel (rape seed oil).

RESOLVED:

That the Executive Member for Policy and Resources be advised to approve:

a) The implementation of a pilot study into the use of bio fuel at the Adult Services Office in Romsey.


b) A progress report on the pilot study be presented to the Panel during Autumn 2007/08.

c) Further work be undertaken on the potential to develop a local supply chain for bio heating oil at a competitive price.

206 EXCLUSION OF PRESS AND PUBLIC

RESOLVED:

That in relation to the items set out in Minutes 207 and 208 below, the press and public were excluded from the meeting, as it was 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 the items there would be disclosure to them of exempt information within paragraph 3 of Part 1 of Schedule 12A to 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 two reports concerned.

207 LAND AT WOOLSTON ROAD, HAVANT

The Panel considered the exempt report of the Director of Property, Business and Regulatory Services (Item 15 in the Minute Book) concerning the disposal of land adjoining the new special school at Woolston Road, Havant together with other financial considerations.
[SUMMARY OF AN EXEMPT MINUTE]

208 LIBRARY HEADQUARTERS AND REFERENCE LIBRARY, NORTH WALLS, WINCHESTER

The Panel considered the exempt report of the Director of Property, Business and Regulatory Services (Item 16 in the Minute Book) outlining the outcomes of the marketing of the library headquarters and reference library, Winchester which would become surplus upon completion of the Winchester Discovery Centre and detailing the disposal of the property to the preferred developer.
[SUMMARY OF AN EXEMPT MINUTE]