Agenda and draft minutes

Buildings, Land and Procurement Panel - Tuesday, 8th October, 2019 10.00 am

Venue: Mountbatten Room, EII Court, The Castle, Winchester

Contact: Email: members.services@hants.gov.uk 

Items
No. Item

74.

Apologies for absence

To receive any apologies for absence.

Minutes:

No apologies were received for this meeting.

75.

Declarations of interest

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.

Minutes:

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 4 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.

76.

Minutes of previous meeting pdf icon PDF 228 KB

To confirm the minutes of the last meeting held on 26 March 2019.

Minutes:

The minutes of the last meeting were reviewed and agreed.

77.

Deputations

To receive any deputations notified under Standing Order 12.

Minutes:

No deputations had been received for this meeting.

78.

Chairman's Announcements

To receive any announcements the Chairman may wish to make.

Minutes:

The Chairman announced that he had recently visited Oakmoor Academy in Bordon, the excellent replacement new secondary school building will house 900 students, with the capacity to expand to 1,200.

 

He reported on the impressive building and facilities which was testimony to the County Council’s expertise designing and delivering schools that are excellent learning environments both inside and out.

79.

Property Services Business Review pdf icon PDF 392 KB

To receive a report and presentation from the Director of Culture, Communities and Business Services on Property Services’ performance and financial outturn for 2018/19 and priorities for 2019/20 and beyond.

Additional documents:

Minutes:

The Panel received and considered a report and presentation (Item 6 in the Minute Book) from the Director of Culture, Communities and Business Services on the County Council’s Property Services’ performance and financial outturn for 2018/19 and priorities for 2019/20 and beyond.

 

Members were shown a presentation including images which detailed the achievements to date, including completed projects such as the Lookout at Lepe.

 

It was reported that Property Services had had another successful year in 2018/19, achieving a balanced budget position across more than £40m of expenditure within the Property and Facilities function. The Service also delivered in excess of £50m of repairs and maintenance expenditure across schools and the County Council’s corporate estate.

 

A number of questions were answered including:

 

·         The impact the current economic uncertainty could have on the public sector

·         Making our buildings more energy efficient

·         The cyclical trend in the number of primary and secondary places required over time

 

RESOLVED:

 

That the Panel notes the successful outturn for Property Services in 2018/19

and the implementation of its new operating model as part of the Property

Futures transformation programme. This ensures that the service continues its strong performance and has the ability to:

 

·         respond to ongoing and emerging County Council priorities;

·         deliver effective services to schools, Police and Fire under the respective shared services arrangements;

·         generate external income to maintain capacity and skills and make a substantial contribution to overheads.

 

80.

Managing Hampshire’s Built Estate pdf icon PDF 346 KB

To consider a report of the Director of Culture, Communities and Business Services giving an update on progress made in 2019 towards managing Hampshire’s Built Estate.

Minutes:

The Panel considered a report of the Director of Culture, Communities and Business Services (Item 7 in the Minute Book) giving an update on progress made in managing Hampshire’s Built Estate.

 

The report outlined how Property Services is managing the County Council’s estate to ensure statutory compliance and the steps it takes to address the high level priorities of health, safety and risk management. 

 

It was noted that a total of around £43 million of capital and revenue investment is spent in the repair and maintenance of schools and HCC corporate buildings in Hampshire.

 

The Panel were made aware of the increased risk to the health of trees as a result of ash dieback on the  corporate and maintained school’s estate. It was reported that a collaborative approach to responding to this was being undertaken across all relevant services of the Council.

 

The Schools Funding programme was also discussed and it was agreed that the Chairman would write to the Schools Minister at the appropriate time regarding the level of funding received by the County Council for schools maintenance and in particular the high liability of system buildings in the Hampshire estate.

 

RESOLVED:

 

That the Panel notes:

 

1.    progress made against the 2019/20 Planned and Revenue Repairs programme across the corporate and maintained schools estates.

2.    the additional schemes to be added to the 2019/20 programme for the corporate estate.

3.    the progress made to reduce health and safety risks and the maintenance liability in the corporate estate in the context of the available budgets.

4.      the progress in addressing the health and safety risks and condition liabilities in the school estate and the continuing maintenance pressures arising from system buildings of the 1960s and 1970s.

81.

Property Services: Major Programmes Update pdf icon PDF 273 KB

To consider a report of the Director of Culture, Communities and Business Services giving an update on a number of key programmes of work being undertaken by Property Services.

Minutes:

The Panel considered a report of the Director of Culture, Communities and Business Services (Item 8 in the Minute Book) giving an update on major programmes being progressed through Property Services.

 

The Director highlighted the major programmes being progressed which included:

 

·         Construction Framework and Category Management

·         Corporate Office Accommodation

·         Adult Health and Care

·         Children’s Services Capital Programme

·         Isle of Wight Priority Schools Building Programme (PSPB2)

 

 

RESOLVED:

 

The Panel noted the progress of each of the programmes of work.

82.

Energy and Carbon Management Activities Update pdf icon PDF 256 KB

To consider a report of the Director of Culture, Communities and Business Services giving an update on progress made in reducing the County Council’s carbon emissions and the ongoing programmes of work to achieve this.

Minutes:

The Panel considered a report of the Director of Culture, Communities and Business Services Department (Item 9 in the Minute Book) giving an update on progress made in reducing the County Council’s carbon emissions and the ongoing programmes of work to achieve this.

 

The Director highlighted the main points of the report including excellent progress towards meeting the 2025 carbon emission target; the ongoing success of the many energy reduction programmes and the changes to the Climate Change Levy (replaced the Carbon Reduction Commitment (CRC) scheme) which will be charged on all energy used by all consumers, unlike CRC which applied only to large consumers of energy in the public and private sectors like the County Council.

 

A number of questions were answered in relation to Carbon emissions for staff travel and street lighting shown in paragraph 25 of the report.

 

It was noted that a number of school sites were being considered with regard to electric vehicle charging points to ensure a network of suitable locations for Council Services and staff for business use.

 

RESOLVED:

 

That:

 

1.    The positive achievements of the Carbon Management Strategy Phase 2 reduction of 3.1% year on year, with an overall reduction of 43.3% against the 2025 target of 50% be noted.

2.    The further £230,000 of carbon tax reductions in Phase 2 be noted.

3.    A further saving of £300,000 in energy costs over the past year be noted.

4.    The good progress in Energy Performance Programmes Phases 4 and 5 be noted.

5.    The positive engagement with schools be noted.

6.    The Panel recommends to the Executive Member for Policy and Resources that projects totalling £610,000 be added to the capital programme funded from the remaining £1.11 million of the previously identified £7m capital funding identified for green energy and energy saving initiatives. The projects would support the further expansion and development of the electric vehicle infrastructure, further Solar PV and battery storage in support of the carbon reduction and energy saving targets for HCC’s corporate estate.

7.    The Panel recommends to the Executive Member for Policy and Resources that approval be sought from Cabinet to use the remaining £0.5 million of this investment to create a £1million De-Carbonisation Clean Growth energy recycling fund with 50:50 match funding basis through Salix Finance.

8.      The Panel endorses the commitment made to sign up to the Department of Business, Energy and Industrial Strategy’s (BEIS) Emissions Reduction Pledge 2020.

83.

Business Services Group - 2018/19 Annual Report and Accounts pdf icon PDF 676 KB

To consider a report of the Director of Culture, Communities and Business Services providing a summary of the financial and business performance of the Business Services Group.

Minutes:

The Panel considered a report of the Director of Culture, Communities and Business Services regarding the annual report and accounts for 2018/19 for the Business Services Group (Item 10 in the Minute Book).

 

Members were made aware that despite trading pressures, the three self-funding business units ((HC3S, HTM and County Supplies) continued to perform well against their competitors in the local area, with HC3S receiving several accreditations and awards for the quality and sustainable sourcing of its meals.   

 

A number of questions were answered including:

 

·         The reasons for the reduction in the take up of school meals and

·         The promotion of pooled vehicles for staff

 

 

RESOLVED:

 

That the Panel make the following recommendation to the Executive Member for Commercial Strategy, Human Resources and Performance that:

 

The 2018/19 annual report and accounts for the Business Services Group be approved.