Agenda and minutes

To receive any apologies for absence.

Apologies were received from Councillor Peter Edgar. Councillor Andrew Joy was in attendance as the Conservative substitute 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 3 January 2018.

The minutes of the meeting held on 3 January 2018 were agreed as a correct record and signed by the Chairman.

To receive any deputations notified under Standing Order 12.

There were no deputations.

To receive any announcements the Chairman may wish to make.

The Chairman made the following announcements:

·         Museums and Heritage Awards 2018 – The Royal Victoria Chapel refurbishment project had been shortlisted for an Award in the ‘Fundraising Initiative of the Year’ category for the ‘Raise the Roof’ campaign.  To date, this had successfully raised almost £7,000 towards the project.

·         Electric Vehicle Charging Framework – The County Council was leading the way in getting more Electric Vehicle (EV) charging points installed across the county and beyond. A new public sector framework had recently been procured and let. By promoting plans for public sector organisations to install charging points at briefings earlier this month, the Council aimed to help both drivers of electric vehicles access this technology and, at the same time, improve air quality for all Hampshire residents.The County Council was working with public sector organisations from across the south of England on plans to access grant funding and private sector investment to install charging points for general public use as well as public sector vehicles. The plans build on work to explore how best to grow the electric vehicle network. Earlier this year the County Council began an electric vehicles pilot which would reduce energy costs by 97% compared to equivalent diesel vehicles.

·         Energy Performance Programmes – Around £750,000 of works were completed in 2017/18 and a further £1.2m is planned in the next financial year. As part of this, the replacement of lights with LED fittings in the Elizabeth II South building would be undertaken. This would  reduce electricity consumption on lighting by over 70% and save around £33,000 in energy costs each year. This was another successful contribution to a major programme of LED lighting that will save £240,000 every year.

To consider a report of the Director of Transformation and Governance – Corporate Services seeking approval to various contracts within the County Council.

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

The Director highlighted the appendix attached to the report which detailed the three projects seeking support from the Panel namely, the Water and Waste Supply Agreement, the Provision of supply teachers and staff into Schools and Educational Establishments and the Employee Assistance Programme.

RESOLVED:

That the Buildings, Land and Procurement Panel makes the following recommendation 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 giving an update on major programmes being progressed within Property Services.

The Panel considered a report of the Director of Culture, Communities and Business Services (Item 7 in the Minute Book) on major programmes being progressed through the department.

The Director highlighted the major programmes/projects within the New Schools Delivery Programme, Adult Services Programme, Construction Framework and Carbon and Energy Programmes and answered a number of detailed questions.

Members were advised that there were currently a further eight new schools identified to be delivered in the next four years. The County Council’s Property Services was working closely with the Department for Education and the Education and Skills Funding Agency for the delivery of a number of new Free Schools for which a contribution of around £20m from those bodies had been confirmed.

The Director also gave an update on each of the existing and emerging Transformation programmes within Adults Services, being delivered by Property Services, particularly Learning Disability Residential provision, Adults with a Disability Housing and Older Persons Extracare Programmes.

Members attention was also drawn to the positive progress being made within the Carbon and Energy Programme since the targets had increased to a target reduction of 50% by 2025. 

RESOLVED:

That progress of each of the Programmes be noted.

To consider a report of the Director of Culture, Communities and Business Services regarding current risk management performance and actions in relation to Hampshire’s built estate.

The Panel considered a report of the Director of Culture, Communities and Business Services (Item in the Minutes Book) giving an update on the current risk management performance and actions in relation to the built estate.

Members were advised on the key issues that were being addressed and the key actions being taken by Property Services.

The Panel noted the level of risk for both the management of asbestos and Legionella within the County Council’s built estate, both of which had seen improved controls being put in place to manage these risks.

RESOLVED:

That the current risk management performance and actions in relation to the County Council’s built estate be noted.

To consider a report of the Director of Culture, Communities and Business Services outlining the strategies for the County Council’s Built Estate.

The Panel considered a report of the Director of Culture, Communities and Business Services (Item 9 in the Minute Book)

Members heard that the County Council’s  total planned capital and revenue investment for projects and programmes within schools and corporate buildings in Hampshire totalled £43m, which was being funded through a combination of local resources, school contributions and government grant.

During discussion, the Director advised that the County Council had received confirmation of its £17.3m Schools Condition Allocation, as a grant from the Department of Education,  which would enable the planned programme to be committed early in the financial year. He also answered a number of detailed questions around the schools maintenance programme.

RESOLVED:

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

a)    Approves the proposal to carry forward the balance of the Landlord Repairs and School Condition Allocation budgets 2017/18 that are not expended by year-end to 2018/19 to meet the commitments made against these budgets.

b)    Approves the Landlord’s Corporate Estate repair and maintenance programme for 2018/19 as set out in Appendix E.

c)    Approves the planned Schools revenue and Schools Condition Allocation (SCA) programmes for 2018/19 as set out in Appendix F.

d)    Notes the progress made to reduce the maintenance liability in the Corporate Estate in the context of the available budgets.

e)    Notes the progress in addressing the condition liabilities in the School Estate and the continuing pressures of the maintenance legacy of the huge growth in school places created in the 1960s and 1970s.

f)     Notes the projected 2017/18 budget outturn position for reactive and planned repairs budgets.

g)    Notes the contribution of the Landlord’s repairs and maintenance programmes towards reducing carbon emissions.

To resolve that the public be excluded from the meeting during the following item of business, 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 this item 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 report.

The public were excluded from the meeting during the following item  of business, 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 these items there would have been disclosure to them of exempt information within Paragraph 3 of Part I 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 outweighed the public interest in disclosing the information, for the reasons set out in the report.

To consider an exempt report of the Director of Culture, Communities and Business Services seeking approval of the business plans for 2018/19 for the Business Services Group.

The Panel considered the exempt report of the Director of Culture, Communities and Business Services (Item 11 in the Minute Book) regarding the 2018/19 Business Plans for the Business Services Group.

The Director updated Members on plans of each of the business units within the Business Services Group and key points were highlighted.

RESOLVED:

That the Buildings, Land and Procurement Panel made the following recommendations to the Executive Member Economic Development:

a)    That the 2018/19 business plans for the Business Services Group be approved.

b)    That the planned application of funds in the accumulated surpluses of the Business Services Group as set out in paragraphs 4.7 and 4.8 of the report be noted.

c)    That the provision of up to £3 million annually for the purchase of new and replacement vehicles by Hampshire Transport Management, as set aside in the County Council’s Capital Programme, be noted.