Agenda for Policy & Resources Committee (pre 2015) on Thursday, 11th October, 2012, 4.00pm

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Agenda, decisions and minutes

Venue: Council Chamber, Hove Town Hall. View directions

Contact: Mark Wall  Head of Democratic Services

Webcast: View the webcast

Items
No. Item

48.

Procedural Business

    (a)         Declaration of Substitutes: Where Councillors are unable to attend a meeting, a substitute Member from the same Political Group may attend, speak and vote in their place for that meeting.

     

    (b)        Declarations of Interest:

     

    (a)         Disclosable pecuniary interests not registered on the register of interests;

    (b)         Any other interests required to be registered under the local code;

    (c)         Any other general interest as a result of which a decision on the matter might reasonably be regarded as affecting you or a partner more than a majority of other people or businesses in the ward/s affected by the decision.

     

    In each case, you need to declare

    (i)           the item on the agenda the interest relates to;

    (ii)         the nature of the interest; and

    (iii)       whether it is a disclosable pecuniary interest or some other interest.

     

    If unsure, Members should seek advice from the committee lawyer or administrator preferably before the meeting.

     

    (d)         Exclusion of Press and Public: To consider whether, in view of the nature of the business to be transacted, or the nature of the proceedings, the press and public should be excluded from the meeting when any of the following items are under consideration.

     

    NOTE: Any item appearing in Part Two of the Agenda states in its heading the category under which the information disclosed in the report is exempt from disclosure and therefore not available to the public.

     

    A list and description of the exempt categories is available for public inspection at Brighton and Hove Town Halls.

    Additional documents:

    Minutes:

    (a) Declarations of Substitutes

     

    48.1         There were no declarations of substitutes.

     

    (b) Declarations of Interest

     

    48.2         There were no declarations of interest.

     

    (c) Exclusion of Press and Public

     

    48.3         The Chair stated that he wished to bring Item 68, Appointment of the Chief Executive into the open part of the meeting as negotiations had been completed and no confidential information was contained in the report.

     

    48.4         The Committee considered whether the press and public should be excluded from the meeting during the consideration of the items listed on Part 2 of the agenda, with the exception of Item 68 which would be taken in Part 1 of the meeting.

     

    48.5         RESOLVED: That the press and public be excluded from the meeting during consideration of the items listed on Part 2 of the agenda, with the exception of Item 68 having been brought into Part 1 of the agenda.

49.

Minutes pdf icon PDF 137 KB

    To consider the minutes of (a) the last ordinary meeting held on the 12th July and (b) the minutes of the special meeting held on the 6th September 2012 (copies attached).

    Additional documents:

    Minutes:

    49.1         The minutes of the last ordinary meeting held on the 12th July 2012 were approved as a correct record of the proceedings.

     

    49.2         The minutes of the special meeting held on the 6th September 2012 were approved as a correct record of the proceedings subject to paragraph 5.11 being amended as follows:

     

    “Councillor Peltzer Dunn asked if the number of children affected on the two routes could be confirmed and what numbers would be regarded as a success or non-success in terms of maintaining the routes.”

50.

Chair's Communications

    Additional documents:

    Minutes:

    50.1         The Chair noted that in September 2007 the statue of Steve Ovett that had been in Preston Park for 20 years was stolen. It had always been the council’s ambition to replace the statue, and in early 2012 the council was approached by a group of local businesses who wished to fund the replacement.  The group funded the replacement statue now placed on Madeira Drive in a position near to the finish line of the successful Brighton Marathon. Steve Ovett was invited to unveil the statue in July to coincide with the Olympics and also awarded Freedom of the City.

     

    50.2         Due to the short time scale, as Chair of the Policy & Rescores committee he was consulted and granted permission for the statue to be installed using emergency powers in the constitution and delegated powers under the Public Health Acts, Amendment Act 1890.  As required by the constitution he was now reporting this to the committee.

51.

Call Over

    (a)               Items (54 – 69) will be read out at the meeting and Members invited to reserve the items for consideration.

     

    (b)               Those items not reserved will be taken as having been received and the reports’ recommendations agreed.

    Additional documents:

    Minutes:

    51.1         The following items on the agenda were reserved for discussion:

     

                Item 54        -        Targeted Budget Management (TBM) 2012/13 Month 5

                Item 57        -        Armed Forces Community Covenant

                Item 58        -        Installation of Automatic Meter Reading (AMR) Equipment to Electricity, Gas, Water & Heat Meters

                Item 59        -        Voluntary Dedication of Land Under the CRoW Act

                Item 60        -        Accelerated Workstyles

                Item 62        -        Community Rights Under the Localism Act 2011

                Item 64        -        Shared Services: Request for Scrutiny Review

                Item 67        -        Accelerated Workstyles – Exempt Category 3

                                    

    51.2         The Head of Democratic Services confirmed that Items listed above had been reserved for discussion; and that the following reports on the agenda with the recommendations therein had been approved and adopted:

     

    Item 55        -        Annual Surveillance Report

    Item 56        -        Tenant Scrutiny

                Item 61        -        Corporate Procurement of Energy – Non Half Hourly Electricity (sub 100kw) Contract Commencing April 2013

    Item 63        -        Nomination of Member to serve on proposed Coastal West Sussex Strategic Planning Board

    Item 65        -        Nomination of a Representative for the Fire Authority

    Item 68        -        Appointment of Chief Executive

    Item 69        -        Part Two Minutes – Exempt Category 3

52.

Public Involvement pdf icon PDF 44 KB

    To consider the following matters raised by members of the public:

     

    (a)         Petitions: to receive any petitions presented by members of the public to the full council or at the meeting itself;

    (b)         Written Questions: to receive any questions submitted by the due date of 12 noon on the 4th October 2012;

    (c)         Deputations: to receive any deputations submitted by the due date of 12 noon on the 4th October 2012.

    Additional documents:

    Minutes:

    (a)               Petitions

     

    52.1         The Chair noted that there were no petitions due for presentation at the meeting.

     

    (b)              Written Questions

     

    52.2         The Chair noted that one written question had been submitted for the meeting, and invited Ms. Paynter to come forward and put her question to the meeting.

     

    52.3         Ms. Paynter thanked the Chair and asked the following question, “The Council owns the King Alfred/RNR site in Hove and I wonder if you can tell me if any consideration has been given to selling that site?”

     

    52.4         The Chair thanked Ms. Paynter for her question and stated that, “At the last meeting of the Economic Development & Culture Committee it was reported that the opportunity had been taken to look closely at the site and its potential, to review the current buildings and some of the costs associated with them.  We will be looking at the type of sports facilities that would be needed in the future following publication of the Sports Facilities Plan and to begin to put some figures together around options.  We have been approached by a number of developers, so we know there is interest in the site, and Councillor Geoffrey Bowden will shortly be establishing and chairing a Project Board to oversee the process of producing a development brief for tender.”

     

    52.5         Ms. Paynter noted the information and asked the following supplementary question, “Would the Project Board consider borrowing or under-writing the development at the King Alfred so that 400 enabling housing units were not required on the site?”

     

    52.6         The Chair stated that, “The intention was to look at all options available and there was no set outcome in mind, he hoped that all ideas would be welcomed by the Project Board and considered.  At this stage he would rule nothing out.”

     

    52.7         The Chair thanked Ms. Paynter for attending the meeting and noted that there were no other questions.

     

    (c)               Deputations

     

    52.8         The Chair noted that there were no deputations to be presented at the meeting.

53.

Member Involvement pdf icon PDF 39 KB

    To consider the following matters raised by councillors:

     

    (a)         Petitions: to receive any petitions submitted to the full Council or at the meeting itself;

     

    (b)         Letters:

    (i)   to consider a letter from Councillor Mitchell concerning the allocation of committee places (copy attached);

     

    (c)         Notices of Motion:

    (i)     to consider a Notice of Motion from Councillor G. Theobald concerning the allocation of committee places (copy attached).

    Additional documents:

    Minutes:

    (a)               Petitions

     

    53.1         The Chair noted that no there were no petitions to be presented at the meeting by councillors.

     

    (b)              Letters

    (c)               Notice of Motion

     

    53.2         The Chair noted that a letter and a notice of motion, concerning the need to review committee allocations to account for the change in political balance on the Council, had been submitted by Councillors Mitchell and G. Theobald respectively.  He stated that he was very happy for the Acting Chief Executive to report to the Council meeting on the 25th October and therefore suggested that both the letter and the notice of motion be noted.

     

    53.3         RESOLVED: That the letter from Councillor Mitchell and the notice of motion submitted by Councillor G. Theobald be noted.

54.

Targeted Budget Management (TBM) 2012/13 Month 5 pdf icon PDF 132 KB

    Report of the Director of Finance (copy attached).

    Additional documents:

    Decision:

    (1)               That the forecast outturn position for the General Fund, which was an underspend of £1.453m be noted;

     

    (2)               That the forecast outturn for the Housing Revenue Account (HRA), which was an underspend of £0.720m be noted;

     

    (3)               That the forecast outturn position on the Capital Programme be noted;

     

    (4)               That the following changes to the Capital Programme as detailed below be approved:

    (i)           The budget re-profiling and budget variations as set out in Appendix 2 to the report;

    (ii)         The carry forward of slippage into the 2013/14 Capital Programme, to meet on-going commitments on these schemes as set out in Appendix 2 to the report;

    (iii)       The new schemes as set out in Appendix 3 to the report.

     

    (5)               That the Acting Director of Finance be granted delegated authority, following consultation with the Chair of the Policy & Resources Committee, to approve the purchase and installation of new cremators and additional mercury abatement plant up to a value of £1.806m procured directly through an OJEU compliant route; and

     

    (6)               That the carbon budgets update as set out in Appendix 5 to the report be noted.

    Minutes:

    54.1         The Acting Director of Finance introduced the report which detailed the forecast outturn position as at Month 5 on the council’s revenue and capital budgets for the financial year 2012/13.  He noted that since the last report improvements had been made in some of the critical budget areas and an underspend of £1.45m was now projected for the year end.  He stated that the value for money exercise was performing well but noted that pressure remained on the overall budget.  With regard to the capital budget the report detailed some re-profiling for which approval was sought.

     

    54.2         Councillor Littman welcomed the report and stated that he wished to thank Members and Officers involved in the budget process and hoped that further improvements would be achieved for the final year end position.

     

    54.3         Councillor A. Norman thanked the Acting Director of Finance for the report and stated that she had a number of questions regarding the information provided in the report.  She queried whether the savings referred to as a one-off for Children’s Services in the underspend of £1.45m should have been permanent and thereby reduced the previous budget savings target.  She also asked for clarity in regard to the overspend for transport for the Social Work Team and the shortfall of £700k  in parking revenue and queried what evidence showed that people were using buses rather than cars.  She stated that the overspend for communications was disappointing and noted that the advertising and sponsorship contract had yet to be awarded.

     

    54.4         The Acting Director of Finance stated that the performance in regard to the Children’s Services budget would be factored into future budget considerations, and could not have been accounted for at the time of budget setting as only known factors could be included.  The social care budget had been affected by staff transport costs following relocation of the team.  He was aware that the advertising and sponsorship contract had gone out to tender and a report should be coming forward in due course.

     

    54.5         Councillor A. Norman queried whether there was information available in regard to the welcome sign in Patcham/Withdean and whether the savings previously identified for HR were likely to be achieved.  She also referred to page 59 and asked for confirmation of the Information Commissioners recommendations in relation to the risk provision and why a further £600k was required for the Woodvale Cremators.  She asked if further information could be provided in writing in regard to the proposed £1.2m identified for bus improvements.

     

    54.6         Councillor Shanks stated that the social work team had moved the Hub at Whitehawk and this had had an impact on transport costs, but she noted that placement costs were coming down.

     

    54.7         The Acting Director for HR stated that the implementation and integration of the Pier management system was hoped to achieve the required savings.

     

    54.8         The Acting Director of Finance stated that the Information Commissioner was looking at the connectivity and security protocols for the council and their recommendations were awaited.  In regard to the Woodvale Cremators, additional works had been identified and having taken into account the experience of other authorities, the higher specification was seen as value for money.

     

    54.9         Councillor Mitchell noted the report and welcomed the achievements made to date in regard to the Children’s Services budget.  She was concerned about the parking revenue and noted that at the last Transport Committee meeting assurance had been given that there would be a review of charges across the city, including the half hour level.  She also queried what the capital spend for Shoreham Harbour referred to, and what action was being taken to address the overspend in communications and what had led to the overspend on the HRA in respect of tv aerials.

     

    54.10    The Strategic Director; Place stated that in relation to Shoreham Harbour, some minor transport works had been identified.

     

    54.11    The Acting Director of Finance stated that there was an overspend of £400k on the HRA budget because of the need to upgrade and cover additional security costs due to the recent increase in the value of scrap metal.

     

    54.12    The Chair stated that he could confirm that there would be a parking review and following that review action taken to address matters if it was needed.

     

    54.13    Councillor Hamilton referred to page 38 of the report and asked how much was left in the reserve that had been set aside for One Planet Living.  He also referred to page 43 and queried whether the Home to School Transport provision could be looked at corporately, as it may then be possible to utilise the underspend to meet other service provision.

     

    54.14    The Acting Director of Finance stated that he would need to check the details and would write to the councillor to confirm the remaining balance for the funding set aside for One Planet Living.

     

    54.15    Councillor Shanks stated that officers were looking at the Home to School Transport provision and how this could be improved in terms of the overall school transport provision.

     

    54.16    Councillor G. Theobald stated that the level of parking charges were having a detrimental affect on local businesses and needed to be reviewed as soon as possible.  He noted that one local business had had their cheque returned because the advertising and sponsorship contract had not been resolved and this was an example of failing to take advantage of support that was available to the council and meant that the sign in Patcham had not been put up.  He also asked if there was any information available in regard to the impact of the Police & Crime Commissioners appointment in November.

     

    54.17    The Chair stated that there was a need to confirm the ownership of the land in question where the sign would be placed before any advertising and sponsorship could be taken advantage of.

     

    54.18    The Acting Chief Executive stated that community safety funding streams would be determined by the new Police & Crime Commissioners and any changes would not be known until they were in office.

     

    54.19    Councillor Peltzer Dunn referred to page 52 of the report and queried the position in regard to the Dome payment and what had been achieved and also asked for clarification in regard to the changes that were taking place at Hove Town Hall to accommodate the Police.

     

    54.20    The Acting Chief Executive stated that the council had a long-term commitment to fund the Dome with RPI increases and in the budget setting exercise for 2011/12, officers tried to negotiate a change to that agreement which had not been possible, and therefore an overspend had resulted.  She noted that officers were still in discussion with the Dome and hopeful that a resolution could be found for future years.

     

    54.21    The Head of Property & Design confirmed that as part of the Workstyles changes, some refurbishment was taking place at Hove Town Hall and this also included provision of accommodation for the Police, however the changes did not affect the current allocation of rooms to Members.

     

    54.22    Councillor West welcomed the report and the underspend that he felt had been achieved through good management and wished to thank the officers concerned for their hard work.  He stated that further work was required and investment in carbon budgeting to enable further savings to be achieved and funding for other areas.

     

    54.23    Councillor Wakefield referred to page 60 of the report and welcomed the underspend for premises repairs and the introduction of pro-active works to improve the housing stock rather than having to react to matters as they arose.

     

    54.24    The Chair noted the comments and put the recommendations to the vote.

     

    54.25    RESOLVED:

     

    (1)         That the forecast outturn position for the General Fund, which was an underspend of £1.453m be noted;

     

    (2)         That the forecast outturn for the Housing Revenue Account (HRA), which was an underspend of £0.720m be noted;

     

    (3)         That the forecast outturn position on the Capital Programme be noted;

     

    (4)         That the following changes to the Capital Programme as detailed below be approved:

    (i)           The budget re-profiling and budget variations as set out in Appendix 2 to the report;

    (ii)         The carry forward of slippage into the 2013/14 Capital Programme, to meet on-going commitments on these schemes as set out in Appendix 2 to the report;

    (iii)       The new schemes as set out in Appendix 3 to the report.

     

    (5)         That the Acting Director of Finance be granted delegated authority, following consultation with the Chair of the Policy & Resources Committee, to approve the purchase and installation of new cremators and additional mercury abatement plant up to a value of £1.806m procured directly through an OJEU compliant route; and

     

    (6)         That the carbon budgets update as set out in Appendix 5 to the report be noted.

55.

Annual Surveillance Report pdf icon PDF 75 KB

    Report of the Acting Chief Executive (copy attached).

    Additional documents:

    Decision:

    (1)               That the continued use of covert surveillance as an enforcement tool to prevent and detect crime and disorder investigated by its officers, providing the activity is in line with the revised Policy and Guidance and the necessity and proportionality rules are stringently applied be approved;

     

    (2)               That the surveillance activity undertaken by the authority since the report to Committee in June 2012 as set out in Appendix 1 to the report be noted;

     

    (3)               That the findings of the Office of the Surveillance Commissioners’ audit of the authority in June 2012 be noted; and

     

    (4)               That the publication and use of the revised policy and Guidance document as set out in Appendix 2 to the report be approved.

    Minutes:

    55.1         RESOLVED:

     

    (1)         That the continued use of covert surveillance as an enforcement tool to prevent and detect crime and disorder investigated by its officers, providing the activity is in line with the revised Policy and Guidance and the necessity and proportionality rules are stringently applied be approved;

     

    (2)         That the surveillance activity undertaken by the authority since the report to Committee in June 2012 as set out in Appendix 1 to the report be noted;

     

    (3)         That the findings of the Office of the Surveillance Commissioners’ audit of the authority in June 2012 be noted; and

     

    (4)         That the publication and use of the revised policy and Guidance document as set out in Appendix 2 to the report be approved.

56.

Tenant Scrutiny pdf icon PDF 103 KB

    Report of the Strategic Director; Place together with extracts from the Housing Committee meeting held on the 26th September and the Housing Management Consultative Sub-Committee meeting held on the 4th September 2012 (copies attached).

    Additional documents:

    Decision:

    (1)               That the establishment of a Tenant Scrutiny Panel in Brighton & Hove, with the terms of reference set out in Appendix A to the report with effect from December 2012 be agreed; 

     

    (2)               That the Head of Housing be granted delegated powers to:

     

    (i)           after consultation with the Chair of the Housing Committee and tenant representatives as he/she considers appropriate, appoint the selection panel for the appointment of Members of the Tenant Scrutiny Panel;

     

    (ii)         after consultation with the Monitoring Officer, the Chair of Housing Committee and relevant tenant representatives, agree the code of conduct that would apply to Members of the Tenant Scrutiny Panel;

     

    (iii)  take any steps necessary or incidental to the establishment  and continued operation of the Tenant Scrutiny Panel, including the power to make transitional arrangements as he/she thinks fit.

     

    (3)               That the role of the Overview & Scrutiny Committee be noted, including the powers regarding scrutiny and call-in are not affected by these proposals although the existence of the Panel and its work will be a factor taken into account in deciding what issues the committee reviews.

    Minutes:

    56.1         RESOLVED:

     

    (1)         That the establishment of a Tenant Scrutiny Panel in Brighton & Hove, with the terms of reference set out in Appendix A to the report with effect from December 2012 be agreed; 

     

    (2)         That the Head of Housing be granted delegated powers to:

     

    (i)           after consultation with the Chair of the Housing Committee and tenant representatives as he/she considers appropriate, appoint the selection panel for the appointment of Members of the Tenant Scrutiny Panel;

     

    (ii)         after consultation with the Monitoring Officer, the Chair of Housing Committee and relevant tenant representatives, agree the code of conduct that would apply to Members of the Tenant Scrutiny Panel;

     

    (iii)  take any steps necessary or incidental to the establishment  and continued operation of the Tenant Scrutiny Panel, including the power to make transitional arrangements as he/she thinks fit.

     

    (3)         That the role of the Overview & Scrutiny Committee be noted, including the powers regarding scrutiny and call-in are not affected by these proposals although the existence of the Panel and its work will be a factor taken into account in deciding what issues the committee reviews.

57.

Armed Forces Community Covenant pdf icon PDF 101 KB

    Report of Head of Policy, Performance & Analysis (copy attached).

    Additional documents:

    Decision:

    (1)               That the Brighton & Hove Community Covenant attached as Appendix 1 to the report be approved;

     

    (2)               That the establishment of a Military Civil Partnership Board to support the Brighton and Hove Armed Forces Community be approved; and

     

    (3)               That the re-launch of the Brighton & Hove Heroes Welcome campaign to show support to British Armed Forces personnel in the city be approved.

    Minutes:

    57.1         The Head of Communities & Equality introduced the report, which outlined a draft community covenant for approval following a notice of motion to council and the establishment of a Military Civil Partnership Board.  She noted that it had taken some time to bring the proposed community covenant to committee but hoped that it would now be supported and taken forward.

     

    57.2         Councillor A. Norman welcomed the report and the proposed Partnership Board, but felt that there was a lack of ambition when compared to other authorities who had progressed with a community covenant.  She hoped that there would be some form of local signing event to promote the covenant and queried whether housing issues affecting military personnel would be considered by the Partnership Board.

     

    57.3         The Head of Communities & Equality welcomed the proposal for a signing ceremony and stated that she would look at how this could be taken forward.

     

    57.4         Councillor G. Theobald stated that he was a little disappointed about the length of time it had taken to bring this matter forward and hoped that it could be progressed rather more quickly.

     

    57.5         Councillor Mitchell stated that the Labour & Co-operative Group supported the covenant and hoped that further information would be made available in regard to housing and support for the military personnel.

     

    57.6         The Chair noted the comments and stated that he hoped the Partnership Board would be able to take matters forward and put the recommendations to the vote.

     

    57.7         RESOLVED:

     

    (1)         That the Brighton & Hove Community Covenant attached as Appendix 1 to the report be approved;

     

    (2)         That the establishment of a Military Civil Partnership Board to support the Brighton and Hove Armed Forces Community be approved; and

     

    (3)         That the re-launch of the Brighton & Hove Heroes Welcome campaign to show support to British Armed Forces personnel in the city be approved.

58.

Installation of Automatic Meter Reading (AMR) Equipment to Electricity, Gas, Water & Heat Meters pdf icon PDF 101 KB

    Report of the Strategic Director; Place (copy attached).

    Additional documents:

    Decision:

    That the Head of Property and Design be authorised to approve the procurement and award of:

     

    (i)      A contract with a term of five years for the purchase and installation of AMR equipment to all Priority 1 and 2 sites for water, gas, electricity and heat metered supplies to schools, common ways of housing flats and other corporate buildings through the existing Government Procurement Services framework agreement at an estimated initial cost of up to £500,000 with subsequent annual data collection charges estimated at £60 per meter per annum (up to £50,000 per year) for five years; and

     

    (ii)     A contract with a term of five years for the provision of a suitable AMR monitoring software tendered using an open procedure in order to maximise the benefits of the AMRs including consumption monitoring, high consumption alerts and web-based ‘live’ information available to schools and building users. The cost of the contract for the AMR monitoring software is included in 1 (i) above.

    Minutes:

    58.1         The Head of Property and Design introduced the report and stated that it would enable the council to reduce its carbon footprint and have greater control over its consumption of energy in its buildings with the installation of automated meter reading equipment.

     

    58.2         Councillor G. Theobald stated that in principle he felt it was a good idea; however he was concerned about the level of expenditure required for the equipment when taking the current budgetary position into account.

     

    58.3         The Chair noted the concern and stated that there was a need to take action and address the costs of energy bills, bearing in mind that the Government was expected to introduce changes and the council needed to be able to manage its energy consumption more effectively.

     

    58.4         The Acting Director of Finance stated that the energy bills were substantial and there was a need to be able to identify the costs more effectively so that action could be taken to address the situation and make savings.

     

    58.5         Councillor Peltzer Dunn stated that he had assumed council buildings and land was already metered and that costs could be identified and action therefore taken to reduce these.

     

    58.6         Councillor Hamilton expressed concern that accurate information could not be obtained and the various energy companies challenged over their bills, and questioned the level of expenditure when no guarantee of future savings could be made and therefore could not support the recommendations.

     

    58.7         The Head of Property and Design stated that the utility companies were not obliged to read the meters more than once a year and the aim was to enable the council to be in a position whereby leaks could be identified at an early stage and therefore addressed and costs reduced.

     

    58.8         Councillor West stated that there was a need to tackle the situation and reduce energy costs and prevent the waste of water etc…  The intention of installing the equipment was to enable problems to be identified quickly and save resources so that the savings could then be used elsewhere to maintain services.

     

    58.9         Councillor Mitchell stated that she could not accept the recommendations and questioned why the proposals were not part of the overall budget planning process and suggested that there should be a review prior to any implementation.

     

    58.10    The Chair stated that it did come into the budget plans and there was a need to conserve resources and therefore action needed to be taken so that the costs could be clearly established.  He therefore put the recommendations to the vote.

     

    58.11    RESOLVED: That the Head of Property and Design be authorised to approve the procurement and award of:

     

    (i)      A contract with a term of five years for the purchase and installation of AMR equipment to all Priority 1 and 2 sites for water, gas, electricity and heat metered supplies to schools, common ways of housing flats and other corporate buildings through the existing Government Procurement Services framework agreement at an estimated initial cost of up to £500,000 with subsequent annual data collection charges estimated at £60 per meter per annum (up to £50,000 per year) for five years; and

     

    (ii)     A contract with a term of five years for the provision of a suitable AMR monitoring software tendered using an open procedure in order to maximise the benefits of the AMRs including consumption monitoring, high consumption alerts and web-based ‘live’ information available to schools and building users. The cost of the contract for the AMR monitoring software is included in (i) above.

59.

Voluntary Dedication of Land under the CRoW Act pdf icon PDF 91 KB

    Report of the Strategic Director; Place (copy attached).

    Additional documents:

    Decision:

    (1)               That the dedication of land identified below as public access land into perpetuity under procedures set out in the CRoW Act be authorised:

     

    ·        1. Land at Ditchling Road (37.07 hectares)

    ·        2. Patcham Court (Patcham Court Valley) (96.32 hectares)

    ·        3. Patcham Court (Scare Hill & Tegdown North)  (178.58 hectares)

    ·        4. Land at Plumpton  (27.29 hectares).

    Minutes:

    59.1         The Head of Property & Design introduced the report and stated that it supported the objectives of the Corporate Plan to have a more sustainable city and provide greater access across the download, promoting healthy living.  She stated that the CRoW Act enabled the authority to open up the download with measures in place.

     

    59.2         The Chair welcomed the report and thanked the officers involved in enabling this to happen.

     

    59.3         Councillor West stated that it was very good news and he hoped would see greater use of the area in question and raise awareness of the benefits of enabling greater access for residents of the city.

     

    59.4         Councillor G. Theobald stated that he welcomed the report in principle but queried whether the loss of rent revenue could have been reduced through negotiations with the tenant farmer.

     

    59.5         The Head of Property and Design offered to provide Councillor Theobald with a briefing note on the process of enabling the land to be released.

     

    59.6         The Chair noted that a briefing note would be given to Councillor Theobald and put the recommendations to the vote.

     

    59.7         RESOLVED: That the dedication of land identified below as public access land into perpetuity under procedures set out in the CRoW Act be authorised:

     

    ·               1. Land at Ditchling Road (37.07 hectares)

    ·               2. Patcham Court (Patcham Court Valley) (96.32 hectares)

    ·               3. Patcham Court (Scare Hill & Tegdown North)  (178.58 hectares)

    ·               4. Land at Plumpton (27.29 hectares).

60.

Accelerated Workstyles pdf icon PDF 118 KB

    Report of the Strategic Director; Place (copy attached).

    Additional documents:

    Decision:

    (1)               That the options appraisals for accelerated workstyles and the two possible future options as set out in the report at Section 3 be noted;

     

    (2)               That the Strategic Director Place be granted delegated authority to carry out soft market testing and further development of the detailed business case, design, initial consultations and preparatory works to test out for the preferred options; and

     

    (3)               That the Strategic Director Place be instructed to report back to Policy & Resources Committee on the outcome of the measures described in (2) above.

    Minutes:

    60.1         The Head of Property and Design introduced the report which detailed the progress of the Workstyles Transformation project and the recent work, options appraisals and analysis undertaken to accelerate and potentially integrate the corporate Workstyles programme and next phases.  She noted that in seeking to take the project forward, the committee’s views were sought on options 3 and 4 listed in the report.

     

    60.2         The Chair stated that a lot of work had been undertaken and he wished to thank the officers involved for that and noted that a number of benefits had already been achieved.

     

    60.3         Councillor Mitchell welcomed the report and stated that she supported the recommendations and was mindful that more work was required and hoped that this could be progressed.  She also queried whether consideration had been given to the front facing part of Kings House being used as a hotel should a decision be taken to vacate it.

     

    60.4         The Head of Property and Design stated that whilst there was a potential for Hotel use, the sale of Kings House for Housing was likely to generate a greater capital receipt.

     

    60.5         The Chair noted that various options would be considered and further reports brought to committee and therefore put the recommendations to the vote.

     

    60.6         RESOLVED:

     

    (1)         That the options appraisals for accelerated workstyles and the two possible future options as set out in the report at Section 3 be noted;

     

    (2)         That the Strategic Director Place be granted delegated authority to carry out soft market testing and further development of the detailed business case, design, initial consultations and preparatory works to test out for the preferred options; and

     

    (3)         That the Strategic Director Place be instructed to report back to Policy & Resources Committee on the outcome of the measures described in (2) above.

61.

Corporate Procurement of Energy - Non Half Hourly Electricity (sub 100kW) Contract Commencing April 2013 pdf icon PDF 98 KB

    Report of the Strategic Director; Place (copy attached).

    Additional documents:

    Decision:

    (1)               That the Head of Property and Design be authorised to approve the procurement and award of a contract for a maximum period of four years for the Council’s non half hourly (sub 100kW) electricity supply from 100% renewable sources through a  flexible framework agreement offered by a Central Purchasing Body (CPB) following a Request for Information (RFI) evaluation process;

     

    (2)                That the options available for the purchase of electricity on ‘Standard’, ‘100% Renewable’ or ‘Green Certified’ electricity tariffs and approves the continuing minimum requirement for a ‘100% Renewable’ tariff be noted;

     

    (3)               That the Head of Property and Design be authorised to procure a ‘Green Certified’ supply of non half hourly (sub 100kW) electricity only if such a supply is available through the successfully evaluated CPB and at no additional cost to the 100% Renewable tariff; and

     

    (4)               That a waiver of Contract Standing Order 12.6 to enable the contract to be entered into but not as a deed, provided that it is in a form agreed by the Head of Law be approved.

    Minutes:

    61.1         RESOLVED:

     

    (1)         That the Head of Property and Design be authorised to approve the procurement and award of a contract for a maximum period of four years for the Council’s non half hourly (sub 100kW) electricity supply from 100% renewable sources through a  flexible framework agreement offered by a Central Purchasing Body (CPB) following a Request for Information (RFI) evaluation process;

     

    (2)         That the options available for the purchase of electricity on ‘Standard’, ‘100% Renewable’ or ‘Green Certified’ electricity tariffs and approves the continuing minimum requirement for a ‘100% Renewable’ tariff be noted;

     

    (3)         That the Head of Property and Design be authorised to procure a ‘Green Certified’ supply of non half hourly (sub 100kW) electricity only if such a supply is available through the successfully evaluated CPB and at no additional cost to the 100% Renewable tariff; and

     

    (4)         That a waiver of Contract Standing Order 12.6 to enable the contract to be entered into but not as a deed, provided that it is in a form agreed by the Head of Law be approved.

62.

Community Rights Under Localism Act 2011 pdf icon PDF 99 KB

    Report of the Monitoring Officer (copy attached).

    Additional documents:

    Decision:

    (1)               That the introduction of the Community Right to Challenge and the Community Right to Bid and the new rights they afford to local communities be noted;

     

    (2)               That a window of opportunity for expressions of interest under the Community Right to Challenge as set out at paragraph 3.13 of the report be approved;

     

    (3)               That the proposed procedure for administering an expression of interest under the Community Right to Challenge as set out in Appendix 1 to the report, including delegation to the relevant Strategic Director or Director the assessment of timescales for determining expressions of interest, within a minimum and maximum time period of 6 to 26 weeks be approved;

     

    (4)               That the Head of Property and Design and to the Head of Law be granted delegated authority to take all steps necessary to comply with the statutory obligations placed on the Council in relation to the Community Right to Bid, including authority to determine appeals and claims for compensation; and

     

    (5)               That officers be instructed to publicise details of the Community Right to Challenge and the Community Right to Bid on the Council’s website, and in Town Halls and libraries, including how to submit expressions of interests and nominations.

    Minutes:

    62.1         The Principal Lawyer introduced the report which outlined two new community rights which had come into force following the Localism Act 2011; and sought approval for the process outlined to accommodate these new rights that were available to local communities.

     

    62.2         Councillor G. Theobald welcomed the report and the proposed arrangements to enable the council to deal with any issues raised under either of the two rights.

     

    62.3         The Chair noted that the proposals enabled the council to plan ahead for any matters that may be raised and therefore supported the recommendations which he put to the vote.

     

    62.4         RESOLVED:

     

    (1)         That the introduction of the Community Right to Challenge and the Community Right to Bid and the new rights they afford to local communities be noted;

     

    (2)         That a window of opportunity for expressions of interest under the Community Right to Challenge as set out at paragraph 3.13 of the report be approved;

     

    (3)         That the proposed procedure for administering an expression of interest under the Community Right to Challenge as set out in Appendix 1 to the report, including delegation to the relevant Strategic Director or Director the assessment of timescales for determining expressions of interest, within a minimum and maximum time period of 6 to 26 weeks be approved;

     

    (4)         That the Head of Property and Design and to the Head of Law be granted delegated authority to take all steps necessary to comply with the statutory obligations placed on the Council in relation to the Community Right to Bid, including authority to determine appeals and claims for compensation; and

     

    (5)         That officers be instructed to publicise details of the Community Right to Challenge and the Community Right to Bid on the Council’s website, and in Town Halls and libraries, including how to submit expressions of interests and nominations.

63.

Nomination of Member to serve on proposed Coastal West Sussex Strategic Planning Board pdf icon PDF 67 KB

64.

Shared Services: Request for Scrutiny Review pdf icon PDF 53 KB

    Extract from the proceedings of the Overview & Scrutiny Committee meeting held on the 10th September 2012 (copy attached).

    Additional documents:

    Decision:

    That officers be requested to bring a report to the next meeting of the committee outlining the work that was being undertaken in relation to the possibility of sharing services and the options available in regard to the introduction of shared services, taking into account the request submitted to the Overview & Scrutiny Committee by Councillor Theobald.

    Minutes:

    64.1         The Monitoring Officer introduced the extract from the proceedings of the Overview & Scrutiny Committee meeting held on the 10th September, which referred to a request from Councillor G. Theobald for a review to be undertaken on the possibility of having shared services.  He noted that the Overview & Scrutiny Committee had referred the request to the Policy & Resources Committee as it was felt that it went beyond the role of overview and scrutiny and the committee was mindful that all services were reviewing how they operated as part of the budget process.

     

    64.2         Councillor G. Theobald stated that he could not think of a more appropriate time for a scrutiny review of shared services and hoped that the committee would agree to a review being undertaken.

     

    64.3         The Chair stated that he was happy for a report to be brought back to the next meeting of the committee on the question of shared services and how such provision could be taken forward.

     

    64.4         Councillor Mitchell stated that it would be helpful to have a report to the next meeting and asked that it identify what tangible options could be considered.

     

    64.5         The Chair noted the comments and put the recommendations to the vote.

     

    64.6         RESOLVED: That officers be requested to bring a report to the next meeting of the committee outlining the work that was being undertaken in relation to the possibility of sharing services and the options available in regard to the introduction of shared services, taking into account the request submitted to the Overview & Scrutiny Committee by Councillor Theobald.

65.

Nomination of a Representative for the Fire Authority

66.

Items Referred For Council

    To consider items to be submitted to the 25th October 2012 Council meeting for information.

     

    In accordance with Procedure Rule 24.3a, the Committee may determine that any item is to be included in its report to Council.  In addition, each Minority Group may specify one further item to be included by notifying the Chief Executive no later than 10.00am on 8th October 2012 (the eighth working day before the Council meeting to which the report is to be made), or if the Committee meeting takes place after this deadline, immediately at the conclusion of the Committee meeting.

    Additional documents:

    Decision:

    No items from the agenda were referred to the next Council meeting.

    Minutes:

    66.1    RESOLVED: That no items from the agenda be referred to the next Council meeting.

Part Two Summary

Additional documents:

67.

Accelerated Workstyles - Exempt Category 3

68.

Appointment of Chief Executive

    Report of the Monitoring Officer (circulated to Members only).

    Additional documents:

    Decision:

    (1)               That the Council be recommended to:

     

    (i)           Appoint Ms Penny Thompson as Chief Executive and Head of Paid Service;

    (ii)         Approve the salary for the post to be set at £150K per annum; and

    (iii)       Approve the appointment to be effective on 12th November 2012 subject to the transitional arrangements referred to in paragraph 3.5 of the report; and

     

    (2)               That the Director of Adult Social care (in her capacity as the Director  with interim responsibility for Human Resources) and after consultation with the Leader of the Council, be authorised to take all steps necessary or incidental to implementation of the appointment, including any detailed terms or administrative arrangements that may be outstanding.

    Minutes:

    68.1         RESOLVED:

     

    (1)         That the Council be recommended to:

     

    (i)           Appoint Ms Penny Thompson as Chief Executive and Head of Paid Service;

    (ii)         Approve the salary for the post to be set at £150K per annum; and

    (iii)       Approve the appointment to be effective on 12th November 2012 subject to the transitional arrangements referred to in paragraph 3.5 of the report; and

     

    (2)         That the Director of Adult Social care (in her capacity as the Director  with interim responsibility for Human Resources) and after consultation with the Leader of the Council, be authorised to take all steps necessary or incidental to implementation of the appointment, including any detailed terms or administrative arrangements that may be outstanding.

     

    Note:  The item was taken into the open part of the agenda and copies of the report made available at the meeting and the above resolution has accordingly been produced in full for public information.

69.

Part Two Minutes

70.

Part Two Proceedings

 


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