Archived decisions

AT A MEETING of the BUILDINGS, LAND AND PROCUREMENT PANEL of the County Council held at The Castle, Winchester on 14 July 2008.

Councillors:

p T.K. Thornber C.B.E.

a R.J. Baulk p K. Gill

p M.F. Cartwright a D.A. Kirk

p A.P. Collett p J.J. Maxwell

p B.D. Dash p Mrs J. Porter

p C.R.H. Davidovitz a A. Weeks

p A.D.G. Evans

248 APOLOGIES FOR ABSENCE

    Apologies for absence were received from Councillors Baulk, Kirk and Weeks.

249 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 save for exercising any right to speak in accordance with paragraph 12 of the Code.

250 MINUTES

    The Minutes of the meeting of the Panel held on 2 April 2008 were confirmed as the correct record and signed by the Chairman.

251 CHAIRMAN'S COMMUNICATIONS

    There were no communications.

252 DEPUTATIONS

    There were no deputations.

253 BUILDING SCHOOLS FOR THE FUTURE

    The Panel considered the report of the Director of Children's Services and the Acting Director of Property, Business and Regulatory Services (Item 6 in the Minute Book) setting out the County Council's current position in relation to the Building Schools for the Future (BSF) programme.

    Members expressed regret that the County Council's application for early entry to the BSF programme had been unsuccessful, but acknowledged that this would provide an opportunity for further work and consultation to be carried out on the Hampshire project prior to applying in the next round, scheduled to take place in early 2009. The Panel noted that there was an expectation that, as part of the outcomes of the BSF agenda, there would be a reduction in the number of surplus places in schools to around 5% of capacity, and that future consideration of strategies to manage surplus places would be required.

    RESOLVED:

    (a) That the Buildings, Land and Procurement Panel advises the Executive Member for Policy and Resources that approval be given to the strategy for implementation of Building Schools for the Future, as set out in the report, and taking due note of the default proposals.

    (b) That a working group be established comprising Councillors Davidovitz, Dash and Evans to guide officers with regard to matters requiring an urgent response.

254 BUSINESS SERVICES GROUP - REPORT AND ACCOUNTS

    The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 7 in the Minute Book) summarising the 2007/08 financial performance of the self-funding business units within the Property, Business and Regulatory Services Department. The results had been significantly above expectations for all of the business units, with further positive results expected for the current financial year.

    In the current context of rising fuel prices, Members noted that Hampshire Transport Management used diesel fuelled vehicles that provided a high level of fuel efficiency, and that a mix of diesel and bio diesel was used, as opposed to solely bio diesel, due to vehicle warranty issues.

    Members acknowledged that, whilst there had been an increase in school meal uptake in Primary Schools, this had not been replicated in secondary schools, and that levels of uptake were still relatively low. Members requested a report on the school meals initiative to be produced for the next meeting of the Panel.

    RESOLVED:

    That the Buildings, Land and Procurement Panel advises the Executive Member for Policy and Resources that the 2007/08 report and final accounts for the Business Services Group be approved.

255 CORPORATE PROCUREMENT UPDATE

    The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 8 in the Minute Book) on the progress of the corporate procurement initiatives within the last six months.

    The Panel discussed the large increases being reported in energy markets and it was anticipated that new contract prices for electricity would be significantly higher. It was noted that future contracts would be procured on a quarterly basis, as opposed to a yearly basis, in order to take advantage of any potential fluctuations within the energy market.

    The Panel requested that, for completeness, future updates should include non-cashable savings.

    RESOLVED:

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

    (a) The ongoing improvement programme for corporate procurement.

    (b) The Chief Executive being authorised to conclude new contracts for the supply of electricity for quarterly-billed small sites, monthly-billed small sites and monthly-billed large sites.

256 RISK MANAGEMENT STRATEGY FOR THE BUILT ESTATE 2007/08

    The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 9 in the Minute Book) setting out the 2007/08 Risk Management Strategy for the Built Estate, and provided an evidentiary basis for the current position in terms of identified risks to the Built Estate.

    Members noted with concern the high maintenance and testing costs associated with tests on the sprinkler systems at a number of County Council owned sites, and asked officers to carry out a review of the current arrangements and to report to the Panel.

    RESOLVED:

    (a) That the Buildings, Land and Procurement Panel advises the Executive Member for Policy and Resources to approve the Implementation Plan for Property Services' Strategic Risk Register for 2007/08 as set out in Appendix 2 of the report.

    (b) That the budget provision for 2008/09 for strategic risk assessment and the likely impact on the budget over the coming financial year is noted.

    (c) That the investment achieved following the implementation of a new test and invest programme for electrical safety and development of further strategies to offer best value and well managed risk-taking is noted.

    (d) That a review be undertaken into the arrangements for the weekly maintenance checks and servicing of the twenty four County Council owned sites that have sprinkler systems installed, with a report back to the Panel in the autumn.

257 STRATEGY FOR THE BUILT ESTATE - MANAGING THE BACKLOG OF REPAIRS AND MAINTENANCE

    The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 10 in the Minute Book) setting out the current situation with regard to the backlog of repairs and maintenance, and the srategies in place to manage the position.

    RESOLVED:

    That the Buildings, Land and Procurement Panel:

    a) Notes that the level of backlog of repairs and maintenance for the built estate is estimated to be £448 million over the next 5 years.

    b) Endorses the overarching strategies in place to manage the backlog of repairs and maintenance anticipated within the County Council's property portfolio, summarised in Appendix 5 of the report.

    c) Acknowledges that future landlord's repairs and maintenance programme should, where appropriate, be targeted to reduce primary energy consumption and CO2 emissions.

258 A STRATEGY FOR MANAGING THE COUNTY COUNCIL'S BUILT ESTATE IN RELATION TO CLIMATE CHANGE AND THE GOVERNMENT'S CLIMATE CHANGE AGENDA

    The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 11 in the Minute Book) on the impact of climate change legislation on the Built Estate.

    A number of corporate workstreams to reduce the County Council's emission of greenhouse gasses were identified in the report and, in the interests of community leadership, Members agreed that a working group of Members and officers should be established to provide a strategic overview to the County Council's Carbon Reduction Commitment, and inform corporate and community thinking and direction in relation to Carbon reduction.

    RESOLVED:

    That the Buildings, Land and Procurement Panel:

    a) Advises the Executive Member for Policy and Resources that in order to promote best practice and as part of the County Council's community leadership role in relation to climate change, a "Carbon Reduction Commitment Working Group" be established comprising up to four Members to work with officers and engage experts in the field in it's deliberations, the Working Group to report directly to the Buildings, Land and Procurement Panel with plans and strategies to achieve carbon reduction.

    b) That the proposals to investigate alternative energy technologies - combined heat and power at the Yateley School campus and wood fuel boiler at Hillers Arboretum are noted.

    c) That the Carbon Trust be engaged to work with secondary and primary schools in a pilot study to develop best practice in local energy management.

259 PROCUREMENT INITIATIVES, PERFORMANCE ASSESSMENT, BUILDING COST TRENDS AND APPROVALS TO CAPITAL REPAIRS

    The Panel considered the report of the Chief Executive and the Acting Director of Property, Business and Regulatory Services (Item 12 in the Minute Book) setting out a number of additional procurement initiatives, an update on the work of Improvement and Efficiency South East (IESE) and a summary of performance analysis for projects completed during 2007/08. The Acting Director added to Appendix 7 (Project Approvals) of the report a proposal to reroof the Willis Museum, Basingstoke at an estimated cost of £300,000 funded from capital repairs.

    RESOLVED:

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

    (a) The continued development and contribution of the County Council to IESE and the 6 month pilot partnership with MACE with a full evaluation at the end of the year be endorsed.

    (b) The joint development of a consultancy framework arrangement by IESE and the Office of Government Commerce be approved.

    (c) The procurement of a single supplier framework arrangement for the provision of Construction (Design and Management) Co-ordinator services and construction health and safety advice with an estimated value of £300,000 over four years be approved.

    (d) The increase in the estimated value of the proposed transport planning framework to £400,000 over four years be approved.

    (e) The increase in the estimated value of the proposed town planning and urban design framework to £1.2 million over four years be approved.

    (f) The additional capital repair schemes as set out in Appendix 7 of the Report be approved including the reproofing scheme at the Willis Museum, Basingstoke.

    (g) The appointment of a contractor to undertake design for the new sixth form block at Hamble Community College, as set out in Appendix 7 of the Report, at an estimated fee of £500,000 be approved.

    (h) The proposal to add a package of refurbishment and alteration works at Aldworth Science College to the fire precautions contract with Lakehouse Contracts Limited, as set out in Appendix 7 of the Report, at an estimated cost of £300,000, be approved.

    (i) The proposal to enhance the value of the existing contract at Bishops Waltham House to incorporate window replacements, as set out in Appendix 7 of the report as revised, at an estimated additional cost of £250,000, be approved.

    (j) The appointment of the following consultants as set out in section 8 of the report be approved:

      · t-three to work with CMT and Assistant Directors (up to £20,000).

      · Create Tomorrow Today to work with the Senate (up to £15,000).

      · Oxford Economics to complete research for the South East County Leaders in respect of the Sub National Review (up to £35,000).

260 REVIEW OF COMMUNITY ASSET TRANSFERS 2007

    Councillor M.F. Cartwright declared a personal interest due to support he had given in connection with Tor Way, Petersfield in his role as local Member.

    The Panel considered the report of the Acting Director of Property, Business and Regulatory Services (Item 13 in the Minute Book) on the implications of the "Quirk Review" for community asset transfers. It was felt that there was a need to be proactive in response to community asset transfers, and recognise the resultant benefits from transferring assets for the benefit of the local community.

    RESOLVED:

    That the Buildings, Land and Procurement Panel advises the Executive Member for Policy and Resources that the current and proposed future support to local communities in Hampshire through the effective use of property assets and property reviews be endorsed, and each proposal for a transfer of a community asset be reported to the Executive Member for Policy and Resources accordingly.

261 MAJOR PROJECTS UPDATE (PART A)

    The Panel received and noted the report of the Acting Director of Property, Business and Regulatory Services (Item 14 in the Minute Book) providing an update on the major projects currently being progressed by the County Council.

262 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 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 reports.

263 MAJOR PROJECTS UPDATE (PART B)

    The Panel considered the exempt report of the Acting Director of Property, Business and Regulatory Services (Item 16 in the Minute Book) providing an update on a project currently being progressed by the County Council.

    RESOLVED:

    That the Buildings, Land and Procurement Panel:

    (a) Endorses the findings of the feasibility study contained within the report.

    (b) Advises the Executive Member for Policy and Resources to authorise the course of action set out in paragraph 2 (b) of the report.

264 STRATEGIC PROPERTY REVIEW (HAMPSHIRE WORKSTYLE)

    The Panel considered the exempt report and presentation of the Acting Director of Property, Business and Regulatory Services (Item 17 in the Minute Book) regarding the Strategic Property Review (Hampshire Workstyle). The aim of the review was to rationalize the office space used by the County Council to boost occupancy levels and ensure suitability for modern working, particularly flexible working. A presentation on the matter was scheduled for the Autumn half day whole Council briefing.

    RESOLVED:

    a) That the Buildings, Land and Procurement Panel advises the Cabinet that approval be given to:

    (1) The re-occupation strategy for Ashburton Court, as set out in the report.

    (2) The asset management strategy arising from the completion of the major refurbishment project and vacation of various Winchester offices, as set out in the report.

    b) That, in the context of the wider property and organisational change programme now being proposed arising from work on the Ashburton Court project and the Strategic Property Review, the Buildings, Land and Procurement Panel advises the Cabinet that approval be given to:

    1) A new strategic direction based on organisational change and business re-engineering, affording the opportunity to consolidate the County Council's office portfolio into a small number of main offices, and a network of supporting drop-in facilities.

    2) The project vision statement, broad project objectives, and key success factors (as set out in the report) and the programme from now on be known and referred to corporately as `Hampshire Workstyle'.

    (3) The development of an implementation plan based on cultural change, flexible use of space, improved corporate networking, and underpinned by property rationalisation.

    (4) The programme framework, as set out in the report.

    (5) The appointment of suitable consultants to secure appropriate advice in relation to proposed disposals associated with dilapidations claims, and other specialist areas to support the Hampshire Workstyle disposal strategy subject to the necessary funding being identified as part of the business case.

    (6) The development of a managed site promotion and potential disposal strategy for a number of those properties listed in appendix3 of the report to ensure inclusion in the emerging Local Development Frameworks, and the Acting Director of Property, Business and Regulatory Services be authorised, subject to the necessary consultation and communication, to amend the lists as necessary.

265 STRATEGIC LANDHOLDINGS

    The Panel considered the exempt report of the Chief Executive (Item 18 in the Minute Book) on the County Council's strategic landholdings, within the context of the wider Strategic Property Review.

    RESOLVED:

    That the Buildings, Land and Procurement Panel advises the Cabinet to:

    (a) Authorise the Chief Executive working with the Acting Director of Property, Business and Regulatory Services to proceed to investigate the development potential of land identified in the report through submissions to the Local Development Plan system.

    (b) Authorise the procurement of Framework Consultancy arrangements to carry out this work, with funding from within the current Capital Programme.

266 MERTON RISE, BASINGSTOKE PHASE IV/V AND WIDER PROJECT UPDATE - OUTCOME OF MARKETING

    The Panel considered the exempt report of the Acting Director of Property, Business and Regulatory Services (Item 19 in the Minute Book) on the progress for delivery of Phases 4a and 5, as well as a general update on the progress made. Significant progress had been made on delivery of elements of the development, although some difficulties had arisen linked to the current market conditions.

    RESOLVED:

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

    (a) Approval be given to proceed with the delivery options on Phase 2, with a view to reporting on progress at a later date.

    (b) The Acting Director of Property, Business and Regulatory Services (Interim Head of Estates) be authorised to select the preferred purchasers for sub-phases 4a and 5 Merton Rise, Basingstoke at the second stage of offers, which are due on 1 August 2008.

    (c) The Acting Director of Property, Business and Regulatory Services (interim Head of Estates) be authorised to proceed with an appropriate disposal strategy on each phase and to settle the detailed terms and conditions of sale, including any adjustments to the purchase price that may be agreed allowing for market conditions and following minor amendments to the scheme(s) of development.

267 MERTON RISE, BASINGSTOKE - OUTCOME OF MARKETING OF PARCEL 2D, PHASE 2

    The Panel considered the exempt report of the Acting Director of Property, Business and Regulatory Services (Item 20 in the Minute Book) on the outcome of a recent marketing exercise undertaken for Phase 2d of the Merton Rise development. Phase 2d was intended to particularly high standards of sustainability and, if possible, no carbon dioxide emissions, based on a balance of 50% sustainability, 25% design and 25% finance.

    RESOLVED:

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

    (a) The Acting Director of Property, Business and Regulatory Services (Interim Head of Estates) be authorised to select the preferred purchaser on Parcel 2d Merton Rise, Basingstoke as set out in the report.

    (b) The Acting Director of Property, Business and Regulatory Services (Interim Head of Estates) be authorised to settle detailed terms and conditions of sale, including any adjustment to the purchase price that may be agreed allowing for market conditions and following minor amendments to the scheme of development.