ࡱ> '` :bjbj 7v1----8..db//"$/$/$/p2.22 b b b b b b bche< b<=0202@<=<= b$/$/ b2jCjCjC<=$/$/bjC<=bjCjC:cI@I$/. 9->I a4PbHbI.(g@(gII(gO(2N 6\jCh8L:222 b bA~222b<=<=<=<=$D dr!d  r! AT A MEETING of the BUILDINGS, LAND AND PROCUREMENT PANEL of the County Council held in the Chute Room, EII Court South, Winchester on 19 March 2013. Councillors: a Chairman: p T.K. Thornber C.B.E. p Vice-Chairman: p C.R.H. Davidovitz p B.D. Dash a K. House a A.D.G. Evans a R. Ellis p K. Mans (substituting for Councillor Thornber) p P. Edgar (substituting for Councillor Evans) p J. Wall (substituting for Councillor Ellis) 204 APOLOGIES FOR ABSENCE Apologies were received from Councillor Thornber, Councillor Ellis, Councillor House and Councillor Evans. 205 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. 206 MINUTES The Minutes of the meeting of the Panel held on 18 December 2012 were confirmed as a correct record and signed by the Vice Chairman. 207 CHAIRMANS ANNOUNCEMENTS The Chairman announced that the Rowner Renewal Partnership (whose members include First Wessex, Gosport Borough Council, Hampshire County Council, Homes and Communities Agency and Taylor Wimpey) had won the Sunday Times British Homes Build Quality Award for Alver Village in Gosport in the social housing development category. Congratulations were offered for the team involved for securing this award. Members agreed on the importance of continued partnership working particularly with regards to work being carried out for the Troubled Families programme and in ensuring creation of a fully integrated community. The Chairman drew Members attention to the next meeting scheduled for June. A sprinkler demonstration had been arranged and a consequential change of venue and time was noted. 208 MAJOR PROJECTS UPDATE The Panel considered the report of the Director of Culture, Communities and Business Services (Item 5 in the Minute Book) regarding the latest update on major projects being progressed within the Department. The Director informed the Panel on progress made by the Joint Working Programme with Hampshire Constabulary and Hampshire Fire & Rescue. This would be operational from April 2013 as its first transition year and would provide greater resilience and capacity for the services. Members were updated on the Solar Photovoltaic (PV) Programme currently under review in relation to use on the Councils corporate estate. Market evidence indicated that PV supply and installation costs had decreased, improving viability of the business case for the Council, however, regulations had changed regarding installations and detailed review was being undertaken. Aspects of the business case concerning the Feed in Tariff (FiT) were discussed and it was confirmed this was part of the review. The positive effect of smart meters in schools to raise awareness and give accurate energy consumption information was described and noted. The Director provided progress updates regarding completion and progress of the Portchester Community Centre, Havant Academy and Park Community School and the Adult Services Transformation projects. RESOLVED: That the Panel advises the Executive Member for Policy and Resources that: The progress on each of the reports is noted. A detailed review is undertaken of the County Councils business case for Solar PV on the Corporate (non-schools) Estate (suspended in December 2011). The results to be reported to the next meeting of the Panel. The current policy of installing Solar PV on the roofs of new primary school buildings be extended to include extensions to schools. This will be subject to a technical appraisal to ascertain a minimum level of efficient power generation due to local site conditions and roof design. WARBLINGTON COMMUNITY SCHOOL, HAVANT The Panel considered the report of the Director of Culture, Communities and Business Services (Item 6 in the Minute Book) regarding Warblington Primary School. It was confirmed that planning permission for the building improvement project had been granted and work would start in May. This was a priority project to improve existing building conditions. Members welcomed the initiative and noted all aspects of building works that were required. RESOLVED: That the Panel advises the Executive Member for Policy and Resources that: The project proposals for the construction of synthetic turf pitch (STP) and associated fencing, floodlighting and footpath improvements at Warblington Community School, Havant, at an estimated total cost of 1,033,000 be approved. ST PETERS CATHOLIC VOLUNTARY AIDED PRIMARY SCHOOL, WINCHESTER The Panel considered the report of the Director of Culture, Communities and Business Services on St Peters Catholic Voluntary Aided Primary School (Item 7 in the Minute Book). The Director outlined expansion plans for the School. The extensions were to include two classrooms and additional facilities including music room, toilet and extended kitchen to cater for increased pupil numbers in due course. Traffic and access concerns and the impact of nearby housing development at Pitt Manor were highlighted by the local member and it was confirmed that further work was being carried out to resolve outstanding issues. The Panel enquired about coordination of the extension plans with walking routes to school (Safer Routes to School initiative). It was confirmed that the teams had consulted widely with School Travel teams and related services in terms of pupil travel planning and this was being progressed. RESOLVED: That the Panel advises the Executive Member for Policy and Resources that: The project proposals for the St Peters School Catholic Voluntary Aided Primary School, at an estimated total cost of 1,330,000, be approved. 211 WEEKE PRIMARY SCHOOL, WINCHESTER The Panel considered the report of the Director of Culture, Communities and Business Services regarding Weeke Primary School (Item 8 in the Minute Book). The project involved replacement of current temporary classrooms at the School with a four classroom extension to provide permanent classroom provision. The local Member for the area in Winchester had been consulted and supported the proposals and the planning application had been submitted. RESOLVED: That the Panel advises the Executive Member for Policy and Resources that: The project proposals for the Weeke Primary School, at an estimated total cost of 1,600,000 be approved. 212 THE WESTGATE SCHOOL, WINCHESTER It was announced by the Vice Chairman that this item (Item 9 in the Minute Book) had been withdrawn following extension required to the Planning Application process to enable further consideration prior to a decision to be taken by the Executive Member for Policy and Resources at a future meeting. 213 REVENUE AND CAPITAL REPAIRS BUDGETS: OUTTURN FOR 2012/13 AND PROGRAMMES FOR 2013/14 The Panel considered the report of the Director of Culture, Communities and Business Services (Item 10 in the Minute Book) providing an update on forecast outturn for revenue and capital repairs budgets in 2012/13 as well as funding levels and priorities for 2013/14. The County Council was in a good position for 2013/14 given the DFE funding situation. Some restructuring of Property Services charging mechanism for the SLA to schools was required as a result of DFE funding charges, which would generate the same level of pooled school funding as with current arrangements. Members asked about extension of the current SLA to schools outside of Hampshire. The Director confirmed that they operated with several partnerships in other areas. Primary focus however, was to retain business within Hampshire in the current changing market of school funding and status. RESOLVED: That the Panel advises the Executive Member for Policy and Resources that: The projected 2012/13 budget outturn position and proposed budget provisions for Revenue and Capital Repairs budgets be noted. The balance of the Landlord Capital Repairs and Capital Maintenance Grant budgets 2012/13 that are not expended by year end be carried forward to 2013/14 to meet the commitments made against these budgets. The Landlords capital repairs and CERA funded Programmes for 2013/14, as set out in Appendix 5 be approved. The contribution of the Landlords repairs and maintenance programmes towards reducing carbon dioxide emissions, be noted. From 2013/14 the Culture, Communities and Business Services department change its fee for the professional time to deliver works associated with the Capital Maintenance Grants Programmes at 16.5% to bring them in line with the fee agreement on the childrens services element of the grant. The procurement route for delivery of the Revenue and Capital Repairs programme to be either a suitable or existing or new OJEU compliant framework arrangement or via traditional single stage competitive tender. The procurement route for projects which cannot be delivered utilising the procurement strategies in10.8 above, be delegated to the Director of Culture, Communities and Business Services. 214 CORPORATE PROCUREMENT UPDATE AND CORPORATE PROCURMENT AND COUNTY SUPPLIES CONTRACTING ACTIVITY AND APPROVALS FOR 2013/14 The Panel considered the report of the Director of Culture, Communities, and Business Services (Item 11 in the Minute Book) providing an update on corporate procurement activity and approvals for the coming year. Progress of the Procurement Improvement Programme and efficiency savings were outlined. The procurement of professional services under its Strategic Partner Project was discussed, which would ensure all partners worked together to deliver a single coherent service across Property, Environment and Transport Services. Members discussed arrangements for the supervision of contractors. The Director explained the mechanisms that were in place and that performance criteria now tended to form part of the programme of contractor work rather than incurring extra cost of supervision in addition. Performance targets were built into projects to ensure quality of service. RESOLVED: That the Panel advises the Executive Member for Policy and Resources that: The update on the Procurement Improvement Programme and further efficiency savings be noted. Procurement and spend approvals, where required, be given for the programme of contracting activity shown in Appendix 1. The additional list of projects tabled as an amendment to the agenda item, are approved. 215 exclusion of the 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. 216 BUSINESS SERVICES GROUP BUSINESS PLANS 2013-14 (EXEMPT) The Panel considered the (exempt) report of the Director of Culture, Communities and Business Services (Item 13 in the Minute Book) regarding performance of the main business units for the Department and their 2013/14 business plans. Members noted and welcomed the high performance of these services, in particular, acknowledging the achievements of HC3S in making a difference to childrens diets. Proposed savings to be made by County Supplies through joint working was noted and performance commended by Members. Hampshire Transport Management and Hampshire Printing Service performance and proposed new projects for the coming year were also noted. RESOLVED: That the Panel advises the Executive Member for Policy and Resources that: The 2013/14 business plans for the Business Services Group be approved. The proposed investment and earmarking of funds within the accumulated surpluses of the Business Services Group be approved. The provision of up to 2 million annually for the purchase of new and replacement vehicles by HTM (such expenditure to be recovered through charges to customers and the realisation of residual values) be noted.      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