Agenda and minutes

To receive any apologies for absence.

Apologies were received from Councillor Bill Withers Lt Col (Retd). Councillor Andrew Joy was in attendance as the Conservative Deputy member.

All Members who believe they have a Disclosable Pecuniary Interest in any matter to be considered at the meeting must declare that interest and, having regard to the circumstances described in Part 3 Paragraph 1.5 of the County Council's Members' Code of Conduct, leave the meeting while the matter is discussed, save for exercising any right to speak in accordance with Paragraph 1.6 of the Code. Furthermore all Members with a Non-Pecuniary interest in a matter being considered at the meeting should consider whether such interest should be declared, and having regard to Part 5, Paragraph 2 of the Code, consider whether it is appropriate to leave the meeting while the matter is discussed, save for exercising any right to speak in accordance with the Code.

Members were mindful that where they believed they had a Disclosable Pecuniary Interest in any matter considered at the meeting they must declare that interest at the time of the relevant debate and, having regard to the circumstances described in Part 3, Paragraph 1.5 of the County Council's Members' Code of Conduct, leave the meeting while the matter was discussed, save for exercising any right to speak in accordance with Paragraph 1.6 of the Code. Furthermore Members were mindful that where they believed they had a Non-Pecuniary interest in a matter being considered at the meeting they considered whether such interest should be declared, and having regard to Part 5, Paragraph 2 of the Code, considered whether it was appropriate to leave the meeting whilst the matter was discussed, save for exercising any right to speak in accordance with the Code.

To confirm the minutes of the previous meeting held on 27 June 2017.

The minutes of the meeting held on 27 June 2017 were agreed and signed by the Chairman.

To receive any deputations notified under Standing Order 12.

There were no deputations on this occasion.

To receive any announcements the Chairman may wish to make.

The Chairman made an announcement following the recent fire at Three Minsters House in Winchester and noted that the evacuation procedures followed had been exemplary and that there had been no injuries. Members heard that staff based in Three Minsters House were working temporarily from alternative locations and that a Service Recovery Plan was in place. It was noted that the Contractor was responding positively and working with Property Services to clear the site and prevent any further damage. The Panel thanked the Fire Service and the officer Emergency Response Team for their actions.

The Chairman was pleased to announce that Property Services had recently received several awards including:

• Civitas Academy in Reading which had received a Regional Royal Institiute of Chartered Surveyors (RICS) Community Benefit Awards 2017. Members heard that this project would go forward to the National RICS Awards in November.
• Wessex Learning Centre at Winchester Cathedral which had received an Award from the Campaign to Protect Rural England (CPRE) in the Sustainable Building Category.
• The landscape design and construction of a courtyard at Portchester School which had been recognised with a national British Association of Landscape Industries (BALI) Award.

·         The Property Services Workstyle Team had won the Apprentice Team of the Year at the Hampshire County Council’s Annual Investors in Young People Awards.

To consider a report of the Director of Transformation and Governance regarding procurement, amendments and extensions to contracts over £1million in value.

The Panel considered the report from the Director of Transformation and Governance – Corporate Services regarding procurement, amendments and extensions to contracts over £1million in value (Item 6 in the Minute Book).

An Appendix was attached to the report which detailed the projects which were seeking endorsement from the Panel.

Members’ discussion focused upon the procurement of the HPSN3 contract and it was noted that, in making the Panel’s recommendation to Executive Member for Policy and Resources, the contract term as referred to in Appendix 1 would be amended to make the Executive Member aware that other contract term options were being explored.  

RESOLVED:

That the Buildings, Land and Procurement Panel make the following recommendations to the Executive Member for Policy and Resources:

a) That procurement and spend approvals, as appropriate, be given for the

contracts as detailed in Appendix 1.

To consider a report of the Director of Culture, Communities and Business Services providing an update on major projects and issues currently being progressed with in the department.

The Panel considered the report of the Director of Culture, Communities and

Business Services (Item 7 in the Minute Book) which provided an update on

major projects that were being progressed within the department.

It was confirmed, in response to Members’ questions, that the Southern Construction Framework generated an income of £1.157 million throughout 2016/17. The income prediction for 2017/18 was £1.136 million.

Members discussed the County Council’s partnership with the Education and Skills Funding Agency (ESFA) and it was noted that Property Services would continue to work closely with the ESFA to design and deliver the new Free Schools as outlined within the report.

The Panel were advised that information regarding any local construction projects or new school facilities was periodically shared with both the local County Councillor and the Member of Parliament for the area.

RESOLVED:

That the Buildings, Land and Procurement Panel recommends to the

Executive Member for Policy and Resources that:

a)    Progress of each of the programmes is noted.

b)    Approval is given to the project appraisal for the Learning Disability

Transformation project proposals in the Havant Day Services building on the basis summarised in the report to establish a Keystone Service at a total cost of £700,000.

c) That procurement and spend approval for contracting activity

associated with the projects as outlined in this report is granted.

d) That approval is given to the full retention of the capital receipt from

the sale of the asset identified in this report in order to re-invest and

finance elements of the proposed Camping Pods project at Calshot

Activities Centre.

e) That the proposal to invest in the Camping Pods, subject to confirmation of funding, be added to the 2017/18 Policy and

Resources Capital Programme.

To consider a report of the Director of Culture, Communities and Business Services providing an update on the strategies for managing the County Council’s Built Estate.

The Panel considered the report of the Director of Culture, Communities and Business Services (Item 8 in the Minute Book) with an update on the management of the County Council’s built estate.

RESOLVED:

That the Buildings, Land and Procurement Panel notes:

a)     The progress being made against the 2017/18 planned repairs and maintenance programme.

b)     The improvements in service delivery and procurement implemented over the summer with the introduction of new Maintenance Contracts, Minor Works Frameworks and new efficient digital tools to improve service delivery, efficiency, customer interface and reduce costs.

To consider a report of the Director of Culture, Communities and Business Services with an update on the Carbon Management Plan.

The Panel considered the report of the Director of Culture, Communities and

Business Services providing an update on progress so far with a series of

Energy Programmes (Item 9 in the Minute Book).

Discussion was held regarding the 40% reduction in carbon emissions by 2025 target and whether, taking account of progress to date, this target could be extended. The Panel agreed that an updated proposal be brought to a future meeting following further analysis.

RESOLVED:

a)    The positive achievements of the Carbon Management Strategy Phase 2 are noted. This has produced a further reduction of 38.1% against a target of 40% by 2025. This equates to around £30m gross energy cost savings since 2010 for both schools and the County Council.

b)    The further £130,000 of carbon tax reductions in Phase 2 is noted.

c)     That the good progress in Energy Performance Programmes Phases 4 and 5 is noted.