Archived decisions

ITEM 3

AT A MEETING of the BUILDINGS, LAND AND PROCUREMENT PANEL of the County Council held at The Castle, Winchester on 2 April 2008.

Councillors:

p M.J. Woodhall (Chairman)

231 APOLOGIES FOR ABSENCE

Apologies for absence from the meeting were received from Councillors Baulk, Cartwright, Gill and Maxwell; and for late arrival from Councillor Dash.

232 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. One such declaration was made, and is recorded under minute 247 below.

233 MINUTES

The Minutes of the meeting of the Panel held on 15 January 2008 were confirmed as a correct record and signed by the Chairman.

234 CHAIRMAN'S COMMUNICATIONS

The Chairman reported the retirement of Ian Parker as Head of Estates, and Members expressed their appreciation for his contribution to the County Council's work. He would be continuing in a part time capacity to assist the Chief Executive with major property issues. He welcomed Tony Davison, who would be attending future meetings of the Panel as interim Head of Estates.

He reminded the Panel of Karen Murray's new role as interim Director of Property, Business and Regulatory Services, and explained the respective roles of Steve Clow and Neil Jones in the new interim structure. He also welcomed Karen Widdowson in her seconded capacity as Democratic Services Manager in the Property, Business and Regulatory Department. He finally explained that Peter Colenutt would, in future, be attending Panel meetings instead of Bob Eardley following a review of roles in the Children's Services Department.

235 DEPUTATIONS

There were no deputations notified on this occasion.

236 PROJECT APPRAISAL - ELVETHAM HEATH PRIMARY SCHOOL

The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 6 in the Minute Book) on the expansion of this school to three-form entry. Members noted the need for extra capacity at this school, which arose from planning permissions for additional housing numbers in the area. In the circumstances, it had proved a challenge to negotiate with the developers and Hart District Council an extension to the school site. However, the new configuration for the school would have the welcome benefit of improved playing fields and better community access facilities.

RESOLVED:

That the Buildings, Land and Procurement Panel advise the Executive Member for Policy and Resources that:

(a) The design project appraisal for the scheme at Elvetham Heath Primary School, Fleet, at an estimated total cost of £3,031,000, excluding fees be approved.


(b) The existing commission for the design/development of the project with Mansell Construction be extended to a value of up to £250,000, in order to keep the project on target to meet the programme completion date in April 2009.

237 STRATEGY FOR THE BUILT ESTATE

The Panel considered the report Acting Director of Property, Business and Regulatory Services (Item 7 in the Minute Book) on the key objectives of the Strategy. The Panel welcomed the strategy set out in the report for managing the County Council's built estate, which was notable for the age profile and diversity of the buildings which it contained. Among the specific action points to which Members drew attention were :-

· Report on progress with the office accommodation review requested for the next meeting of the Panel.


· Carbon emissions and carbon trading identified as a subject for a future Members' briefing.


· Reports on strategy for the built estate to come back half-yearly to the Panel.


RESOLVED:

That the Buildings, Land and Procurement Panel advises the Executive Member for Policy and Resources that approval is given to :


(a) adoption of the annual strategy plan for 2008/09 as set out in paragraph 4.1 of the report;


(b) proposals for the revenue and capital financial framework for 2008/09;


(c) proposal for NDS and capital repair programmes;


(d) further reports on the strategic property review, the office accommodation review, capital receipts, strategy and climate change agenda being presented to future meetings of the Panel.

237 1. NEW DEAL FOR SCHOOLS (NDS) MODERNISATION (CONDITION) PROGRAMMES AND FUNDING FOR 2007/08 AND 2008/09
2. LANDLORD'S CAPITAL REPAIRS PROGRAMME 2008/09


The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 8 in the Minute Book). In discussing the report, Members highlighted the following:-

· Savings of about £1m per year on maintenance being achieved through the recladding of Scola buildings.


· The implications of the Government's proposals for the rebuilding, refurbishment or remodelling of all secondary schools in a programme expected to start in 2010/11.


· Concerns at the conditions likely to be attached for such secondary school provision, e.g. PFI, different procurement arrangements and the status of such schools, e.g. academies or trust schools.


· The County Council are likely to assemble a bid for secondary schools in the Leigh Park area of Havant.


· The Children's Services department would be requested to produce a briefing note on new funding/tendering arrangements under Building Schools for the Future, for presentation to the Panel and the Cabinet.


RESOLVED:

That the Buildings, Land and Procurement Panel advises the Executive Member for Policy and Resources that approval be given to:-


(a) The allocation of NDS and Landlord's capital repairs funding for buildings and engineering services as set out in Appendix 1 of the report.


(b) The programmes of NDS and Landlord capital repairs for 2008/09 as set out in Appendices 4 and 5 of the report.

238 MANAGEMENT AND CONDITION OF THE TEMPORARY BUILDINGS STOCK

The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 9 in the Minute Book) on the numbers of temporary buildings owned by the County Council, their condition, the strategies to remove them from sites or to replace them with permanent accommodation, and the expected levels of investment required to achieve these objectives. Members felt that the County Council had made remarkable progress over the last 15 years in reducing the total numbers of temporary buildings from over 1000 to 149, a net reduction of over 900. They now represented 2% of the total building stock. Opportunities would be taken to remove any further buildings, particularly those in poor condition, but it was recognised that a reserve of temporary buildings was an appropriate means of giving flexibility, for instance, to decant staff or pupils when major building projects were undertaken, or to cope with temporary bulges in pupil numbers, in which case permanent construction was not appropriate or cost effective. The Panel therefore noted the report and paid tribute to the achievements made under the County Council's long term strategy.

RESOLVED:

That the Executive Member for Policy and Resources be advised to note the good progress made in reducing the number of temporary buildings and that it remains an objective of the County Council to replace the poor and very poor condition temporary buildings with either new temporary or permanent building solutions.

239 REVENUE AND CAPITAL REPAIRS BUDGET 2007/8 AND 2008/09

The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 10 in the Minute Book). In response to questions it was reported that:

· Arrangements were being made to take contributions from schools in full when contracts for building programmes were let, in order to avoid schools being left with excessive balances.


· There appeared recently to be a welcome reduction in the number of incidents of fire, arson and vandalism to buildings; on the other hand there had been several incidents of theft of lead from roofs.


RESOLVED:

That the Buildings, Land and Procurement Panel advise the Executive Member for Policy and Resources that approval be given to:


(a) the predicted outturn against the 2007/08 budget including the proposal to carry forward any unspent balance on the winter maintenance contingency in full.


(b) the proposed allocation of the 2008/09 revenue budget (Appendix 2).


(c) the proposal to carry forward into 2008/09 the sum of £1.938m relating to specific commitments that have been unavoidably delayed.


(d) The proposed allocation of the 2008/09 capital repairs budgets (Appendix 4).

240 PROCUREMENT INITIATIVES

The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 11 in the Minute Book) on various procurement initiatives and activities. Members welcomed the achievements in terms of value for money, cost effectiveness, efficiency and partnership working through the South East Centre for Excellence, which helped to spread good practice and achieve economies of school for the many authorities which participated. Hampshire played a leading role in the procurement process and was able to provide support and advice for other authorities tackling major construction projects.

RESOLVED:

That the Panel advises the Executive Member for Policy and Resources that

(a) The proposals to tender the following consultant framework arrangements during 2008/09 be approved:


· Acoustics - anticipated value up to £100,000 per annum


· Archaeology - anticipated value up to £150,00 per annum


· Building Control - anticipated value up to £250,000 per annum


(b) The proposal to extend the current temporary buildings contract with Elliott Group until 31 October 2009, with an estimated annual value of £800,000 be approved.


(c) The proposal to tender a framework arrangement for external decoration work, with an anticipated value of £4m per annum be approved.


(d) The proposal to establish a roofing framework with an anticipated value of £2m per annum be approved.

241 CORPORATE PROCUREMENT AND COUNTY SUPPLIES - CONTRACTING ACTIVITY

The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 12 in the Minute Book) on the expected programme of activity from now until September 2009. Reference was again made to the joint working arrangements which achieve cost effectiveness on behalf of all the Local Authorities involved in the Central Buying Consortium.





RESOLVED:

That the Buildings, Land and Procurement Panel advise the Executive Member for Policy and Resources that approval be given to the schedule of forthcoming contracts for the period up to September 2009 as detailed in Appendix 1 to the report.

242 MAJOR PROJECTS UPDATE

The Panel received and noted a report by the Acting Director of Property, Business and Regulatory Services (Item 13 in the Minute Book) on progress with the following schemes:

· Ashburton Court


· Children's Centres


· Merton Rise, Basingstoke


· Carfax Site, Winchester


· Everest Community College, Basingstoke


With regard to Ashburton Court, the east block had been occupied in January by staff from Children's Services; construction works on the north block and west block were proceeding, with a view to the entire project being substantially completed in April 2009. Details were given of the proposed new entrance, reception, auditorium, meeting rooms, café and restaurant. The main benefits expected from the reconstruction of Ashburton Court were improved and more efficient ways of using workspace; greater thermal and energy efficiency; and a consequent substantial reduction in carbon emissions. Experience gained from the move of staff into the east block would enable improvements to be made at comparable stages in occupation of the north and west blocks.

With regard to Children's Centres, Members noted with interest the modular method of construction which achieved economies of scale through the unit being constructed in a factory and then assembled on-site. Members asked for consultation to take place with local members on arrangements for the development of Children's Centres in their areas.

All concerned were congratulated on the commendation from the Civic Trust achieved for Everest Community College.

RESOLVED:

That the Buildings, Land and Procurement Panel note the progress on all the major projects set out in the report.

243 EXCLUSION OF PRESS AND PUBLIC

RESOLVED:

That in relation to the following items the public be excluded from the meeting, 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 the items 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.

244 MERTON RISE - PHASE III - OUTCOME OF MARKETING

The Panel considered an exempt presentation from the Acting Director of Property, Business and Regulatory Services (Item 15 in the Minute Book). The presentation focused on the overall philosophy for the Merton Rise Development and the combination of uses, including residential, the new Everest Community Secondary School, the neighbourhood centre, open space and highway infrastructure.

RESOLVED:

That the Buildings, Land and Procurement Panel advises the Executive Member for Policy and Resources that authority should be given to:

(a) The progress on the procurement of the remaining infrastructure and implementation strategy for parts of the strategic landscape procurement be noted.


(b) Approval be given to the revised basis of sale of the Phase 2/Neighbourhood Centre Phase sub parcels as set out in the presentation, with the Director of Property, Business and Regulatory (Head of Estates) authorised to settle detailed terms and conditions of sale, including any adjustment to or phasing of the purchase prices that may be agreed.


(c) Approval be given to the selection of the preferred purchasers for sub-phases 3A and 3B, Merton Rise as set out in the presentation, with the Director of Property, Business and Regulatory (Head of Estates) authorised to settle terms and conditions of sale, including any adjustment to the purchase prices that may be agreed following a mi nor amendment to the scheme(s) of development.

245 PIER HOUSE, LEE-ON-THE-SOLENT - OUTCOME OF MARKETING

The Panel considered the exempt report of the Acting Director of Property, Business and Regulatory Services (Item 16 in the Minute Book) on the outcome of marketing this property.



RESOLVED:

That the Buildings, Land and Procurement Panel advises the Executive Member for Policy and Resources that approval be given to:

(a) The sale of Pier House, Lee-on-the-Solent, to the preferred purchaser on the basis set out in the report.


(b) The Acting Director of Property, Business and Regulatory Services (Head of Estates) settling detailed terms and conditions of sale.

246 HINTON HOUSE, KINGSWORTHY - OUTCOME OF MARKETING.

The Panel considered the exempt report of the Acting Director of Property, Business and Regulatory Services (Item 17 in the Minute Book) on offers received following the marketing this property. Councillor Mrs. J. Porter declared a personal interest as she was a Local Education Authority-appointed Governor at Kingsworthy Primary School.

RESOLVED:

That the Buildings, Land and Procurement Panel advises the Executive Member for Policy and Resources that approval be given to:

(a) The disposal of Hinton House and driveway including approximately 1.0 hectare (2.5 acres) of land adjoining Kingsworthy Primary School to the purchaser named in the report or, if satisfactory proposals cannot be agreed with this party, that approval be given to proceed on a similar basis with a disposal to the next highest bidder who can proceed unconditionally on a basis which meets the requirements of the Principles of Conversion.


(b) The Acting Director of Property, Business and Regulatory Services (Head of Estates) be authorised to settle detailed terms and conditions, including any adjustments to the purchase price that may be agreed in order to meet the requirements of the County Council.

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