Agenda, decisions and minutes

To confirm as a correct record the Minutes of the Executive meeting held on 24 January 2019.

RESOLVED: that the Minutes of the Executive meeting held on 24 January 2019 be approved as a correct record and signed.

To receive any apologies for absence.

Executive Members: Councillor A.C.J. Horwood and Councillor G.J. Knight.

Non-Executive Members: Councillor N.D. Harrison, Councillor R.C. Newstead and Councillor B.A. Stead.  

To receive any declarations of interest.

None.

To consider an update in relation to the Development Management Plan (Main Modifications) and Local Development Scheme.  

Councillor K. Foreman, Executive Member for Planning Policy, submitted a report that sought the endorsement of the proposed Schedule of Main Modifications to the Development Management Plan (DMP) for a period of public consultation as part of the examination process.

Following the examination hearing sessions into the DMP in October/November 2018, it was highlighted that the Council had received initial findings from the Inspector. In response to questions, Councillor Foreman explained that the Council had received a Post Hearing Advice Note which had set out a number of Main Modifications which the Inspector considered necessary in order to secure the soundness of the Plan. It was noted that the positive feedback from the Inspector reflected the hard work that the Council had put in to preparing the document. 

It was explained that the Main Modifications, set out in the report presented, would be subject to a six week period of public consultation and that following this the Inspector would be in a position to draft a Final Report.

In order to finalise the Schedule prior to consultation the Executive Member for Planning Policy explained that there was on-going dialogue with the Inspector. It was noted that this was likely to result in some tweaks or additions the Main Modifications and that delegated authority was being sought to make these changes in order to avoid any delay.

In response to questions, it was made clear that the endorsement sought from the report, and the proposed consultation, focused on the Main Modifications and did not represent an opportunity to re-open other aspects of the DMP. It was also highlighted that the Main Modifications were essentially those that the Inspector had identified as being necessary in order to make the DMP sound. It was noted that failure to accept them for consultation would risk the plan being found unsound.

During the discussion a number of issues were considered, including matters relating to:

-       Policy MLS1: Managing land supply;

-       Policy MLS2: Safeguarded land for development beyond the plan period;

-       Policy DES6: Affordable Housing

-       Policy TAP1: Access, parking and servicing;

-       The National Planning Policy Framework; and   

-       The Community Infrastructure Levy (CIL).

Councillor Foreman concluded by explaining that the report also sought approval for a revised Local Development Scheme (LDS). This set out the Council’s timetable for preparing Local Plan documents. It was noted that the revisions reflected the fact that the examination of the DMP had taken longer than envisaged, resulting in a slightly later expected adoption date. It was also highlighted that the revised LDS set out an updated timetable for bringing forward a replacement for the Council’s Core Strategy. This would ensure the Borough continued to have robust, relevant and appropriate local planning policies.       

RESOLVED that:

(i)            The Development Management Plan: Schedule of Main Modifications, set out in Annex 1 of the report presented, be endorsed for public consultation and that the Head of Planning, in consultation with the Executive Member for Planning Policy, be authorised to  ...  view the full minutes text for item 101.

To consider awarding a contract for facilities management mechanical services.

Councillor Mrs N.J. Bramhall, Executive Member for Property and Acquisitions, submitted a report recommending the award of a three year contract for mechanical services. It was noted that Executive authority was required as this was a Strategic Procurement under the Council’s Contract Procedure Rules.

The Executive Member for Property and Acquisitions explained that the recent tender had been procured in line with EU Procurement Regulations and the Council’s procurement procedures and had demonstrated Best Value in the marketplace.

In response to questions, it was explained that the new contract consolidated a number of existing services which provided centralisation and simplification for management purposes, along with formalising a 24 hour 365 day responsive services for elements included within the contract. It was anticipated annual orders would be placed from existing revenue budget provisions.  

Councillor Mrs Bramhall explained full details of the scoring process and financial implications of the contract had been set out in the exempt Part 2 report on the agenda.

Clerk’s note – at this point in the meeting (at 8.01pm) agenda item 5 (Strategic Procurement of Facilities Management – Mechanical Services Contract) was adjourned so that exempt information, at agenda items 9 (Exempt Business) and 10 (Strategic Procurement of Facilities Management – Mechanical Services Contract – Exempt) could be considered ahead of making a decision.

Clerk’s note – the minutes of the meeting reflect the order of business listed on the published agenda, not the order taken during the meeting. On conclusion of agenda item 9 (at 8.04pm) the Executive returned to agenda item 5 and;       

RESOLVED that the Council award a three year contract to the successful contractor, set out in the exempt report in Part 2 of the agenda, based upon annual orders placed for mechanical services for an initial three year term, commencing on 1^st April 2019 – 31^st March 2022, with the option for up to two one year extensions (the extensions being subject to satisfactory performance and budget affordability).

Reason for decision: Executive authority was required for this contract as this was a Strategic Procurement under the Council’s Contract Procedure Rules.

Alternative options: The recommended option of a five year contract (three years plus two sequential one year options to extend) complied with the Council’s Contract Procedure Rules and EU Procurement Regulations. The other options (to continue with current suppliers or retender the services on an annual basis) were not available to the Council as these would not have been legally compliant for reasons set out in the report presented.

To consider any property acquisitions proposed.

There was no business to be considered under this agenda item.

To receive any statements from the Leader of the Council, Members of the Executive or the Chief Executive.

None.

To consider any item(s) which, in the opinion of the Chairman, should be considered as a matter of urgency – Local Government Act 1972, Section 100B(4)(b).

(Note:  Urgent business must be submitted in writing but may be supplemented by an oral report).

None.

RECOMMENDED that members of the Press and public be excluded from the meeting for the following item of business under Section 100A(4) of the Local Government Act 1972 on the grounds that:

(i)            it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act; and

(ii)          the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

RESOLVED that members of the press and public be excluded from the meeting for agenda item 10 (Strategic Procurement of Facilities Management - Mechanical Services Contract - Exempt) under Section 100A(4) of the Local Government Act 1972 on the grounds that: (i) it involved the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act; and (ii) the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

To consider the exempt information in relation to the Strategic Procurement of Facilities Management – Mechanical Services Contract (set out at agenda item 5).

RESOLVED that the exempt information in relation to the Strategic Procurement of Facilities Management – Mechanical Services Contract be noted.

To consider exempt information in relation to these proposals.

There was no exempt business to be considered under this agenda item.