Agenda and minutes

To receive any apologies for absence.

Apologies were received from Councillor Andy Tree.

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 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 Personal Interest in a matter being considered at the meeting should consider, having regard to Part 5, Paragraph 4 of the Code, whether such interest should be declared, and having regard to Part 5, Paragraph 5 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 Personal interest in a matter being considered at the meeting they considered whether such interest should be declared, and having regard to Part 5, Paragraph 5 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 11 October 2021.

The minutes of the meeting held on 11 October 2021 were agreed as a correct record 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 announced that Hampshire County Council stood in solidarity with the people of Ukraine and the communities affected by the war in Ukraine, including residents with roots in Russia, and the wider region who also have grave concerns about the ongoing war. 

Alongside our partners, our priority was enabling the Homes for Ukraine scheme and the support that Ukrainian refugees, and their sponsors, require from local authorities, including safeguarding and accommodation checks, financial arrangements and providing help to access schools and health services.

In addition to the devastating impact on the people of Ukraine, the conflict and its associated impact on the global economy was affecting supply chains across all sectors.  Both Business Services and Property Services continued to work with their supply chains to manage these pressures.  The County Council, and its supply chain, recognised the valuable skills that the Ukrainian citizens arriving to the UK bring and encouraged those seeking employment opportunities that were available within the County Council’s services.

To consider a report of the Director of Culture, Communities and Business Services setting out the County Council’s repair and maintenance priorities for 2022/23. It also provides an update on proposals from the 2021/22 repairs and maintenance budgets.

The Panel considered a report of the Director of Culture, Communities and Business Services regarding the management of Hampshire’s built estate (Item 6 in the Minute Book).

The Director highlighted the salient points in the report including the County Council’s repair and maintenance priorities for 2022/23 for the corporate and schools’ estates and gave details on project appraisals for named capital schemes within the 2022/23 CCBS capital programme.

An update was also provided on the delivery of the County Council’s current Decarbonisation Programme, which had been largely funded by the Government’s Public Sector Decarbonisation Scheme (PSDS). Members also noted the progress on the County Council’s climate change objectives for its

built estate and the ongoing impacts of current construction industry market conditions.

RESOLVED:

That the Buildings, Land and Procurement Panel recommends that the Executive Member for Commercial Strategy, Estates and Property:

a.    Notes the progress made on the delivery of the 2021/22 repairs and maintenance programme and the projected 2021/22 outturn position for the repairs and maintenance budgets.

b.    Approves the carry forward of the unexpended balance of the 2021/22 repairs and maintenance budgets to 2022/23 to meet the commitments made against these budgets.

c.    Approves the high-level allocation of the 2022/23 repairs and maintenance budgets for the corporate and schools’ estates as set out in the report, to address the priorities for health and safety, compliance, condition and business continuity.

d.    Approves the provision of £670,000 of additional Schools Condition Allocation (SCA) funding for the planned “SCOLA” recladding project at Wavell School, identified in the 2022/23 CCBS capital programme, giving a revised total scheme value of £3,402,600, as set out in paragraph 57 and in the project appraisal within Appendix 3.

e.    Recommends to Cabinet for its approval, the allocation of £1,485,000 of additional SCA funding for the thermal improvement works to the listed block at Warblington School, identified in the 2022/23 CCBS capital programme, giving a revised total scheme value of £3,489,000, as set out in paragraph 58 and in the project appraisal within Appendix 3.

f.     Notes that the detailed programmes of works within each budget allocation, that fall within Chief Officer financial delegations, will be approved by the Director of Culture, Communities and Business Services.

g.    Notes the progress made on the Decarbonisation Programme, the forecasted reductions in carbon emissions arising from this work and the emerging work to shape a long-term strategy for climate change for the built estate.

h.    Notes the update on the construction industry market conditions and associated impacts on work being delivered across the County Council’s built estate.

To consider a report of the Director of Culture, Communities and Business Services which provides an overview of the alterations and refurbishment at Fareham Parkway and sets out the proposed procurement and delivery of the scheme.

The Panel considered a report from the Director of Culture, Communities and Business Services regarding a project appraisal for the refurbishment of Fareham Parkway (Item 7 in the Minute Book).

Members noted that Fareham Parkway is a two-storey building constructed in the 1980’s which was in a fair condition and functioned effectively as office accommodation. However, elements of the building fabric and services were now in need of modernisation by replacement and/or upgrading as identified by a building fabric condition survey and mechanical and electrical condition appraisals.

The Director advised that these works would provide suitable office accommodation commensurate with the County Council’s standards.

RESOLVED:

That the Buildings, Land and Procurement Panel recommends that the Executive Member for Commercial Strategy, Estates and Property grants spend approval for the project proposals for Fareham Parkway at a total capital cost of £2,500,000.

To resolve that the public be excluded from the meeting during the following items 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 these 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.

The press and public were excluded from the meeting during the following items 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 reports.

To consider an exempt report of the Director of Culture, Communities and Business Services regarding a number of formal transactions relating to County Council owned or occupied assets.

The Panel considered an exempt report from the Director of Culture, Communities and Business Services (Item 9 in the minute book) regarding

Property Services asset decisions.

Members were informed of various transactions across the estate, including acquisitions. The Panel was supportive of the proposals within the report.

RESOLVED

That the Buildings, Land and Procurement Panel recommends that the Executive Member for Commercial Strategy, Estates and Property:

a) Approves the asset transactions set out in the schedule at Appendix 1.

b) Approves that the Director Culture, Communities and Business Services be authorised to settle the detailed terms and conditions.

To consider an exempt report of the Director of Culture, Communities and Business Services regarding the business plans for 2022/23 for the Business Services Group.

The Panel considered an exempt report of the Director of Culture, Communities and Business Services regarding the business plans for 2022/23 for the Business Services Group (Item 10 in the Minute Book).

The Director summarised some of the key achievements during 2021/22 and the key objectives in the 2022/23 Business Plans. Members were also made aware of the on-going impact of the Covid-19 pandemic on trading conditions for the 2021/22 financial year. Despite these difficult trading conditions, it was noted that the business units had worked hard to deliver their 2021/22 business plan objectives. The Director also updated Members on the main elements of the 2022/23 business plans for each of the self-funding business units and key points were highlighted.

RESOLVED:

That the Buildings, Land and Procurement Panel recommends that the Executive Member for Commercial Strategy, Estates and Property:

a)    Approves the 2022/23 business plans for the Business Services Group.

b)    Notes the planned application of funds of up to £64,000 from the accumulated surpluses in 2022/23 as set out in paragraph 23.

c)    Notes the provision of up to £3.4 million annually for the purchase of new and replacement vehicles by Hampshire Transport Management, as set aside in the County Council’s Capital Programme.