Venue: Concorde Room, Council Offices, Farnborough
Contact: Chris Todd, Democratic Services on 01252 398825 or e-mail: chris.todd@rushmoor.gov.uk
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To confirm the Minutes of the Meeting held on 2nd June, 2015 (copy attached). Minutes: The Minutes of the meeting of the Cabinet held on 2nd June, 2015 were confirmed and signed by the Chairman. |
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To consider the
Corporate Director’s Report No. CD1503 (copy attached), on the future provision
of waste and recycling collections, street cleansing, grounds maintenance and
the cleaning of public conveniences. Presented By: Environment Service and Delivery Minutes: The
Cabinet considered the Corporate Director’s Report No. CD1507, which set out
the next stages of the procurement process and sought approval of various
matters. The Cabinet was reminded that the Council’s
current environmental services contract with Veolia ES (UK) Limited was ending
in March 2017 and that the Future Contracts Member Working Group had been set
up to make recommendations on how to deliver services after this date. It was
reported that the Group had met eight times and had explored a number of areas
relating to the delivery of services, including: ·
The
Council’s financial position ·
Recycling
performance ·
Innovation
in contract letting ·
Other
models of service delivery including joint venture ·
Views
of Rushmoor residents ·
Social
Value ·
Service
specifications The Group had agreed three objectives of the
procurement process: ·
Reduce
costs in line with the Council’s 8-Point Plan ·
Maintain
or improve service quality ·
Improve
recycling performance It was explained that
a timetable had been established and this would lead to a final contract award
taking place by September 2016. In order to meet this deadline, it was
necessary for the procurement to progress in line with the outline timetable
set out in Appendix 1 of the Report. The Group had considered whether the
services should be let in an integrated contract or split into separate lots
and had recommended that the most suitable procurement method would be to split
the services into smaller lots comprising waste collection and street cleansing
as lot one, grounds maintenance and toilet cleaning as lot two, with the third
lot being a combination of the two. It was explained that
the current service specifications for grounds maintenance would remain largely
unchanged but, taking on board feedback from soft market testing, would include
the use of newer technology and incorporate a place based approach to parks
management. The proposed street
cleansing specifications had been altered to place more onus on the contractor
to keep the Borough clean rather than to keep to a specific schedule. Regarding the specifications for the waste
and recycling contract, the Working Group had considered ways to improve
recycling performance and had concluded that, whilst some measures could lead
to a modest improvement in the recycling rate, the most significant improvement
would be brought about by the restriction in the volume of residual waste
collection by either the provision of smaller refuse bins or a switch to
alternate weekly collections. It was
reported that, of these options, only a switch to alternate weekly collections
would provide a financial saving to the Council. The Cabinet decided that this particular
issue would require further consideration and it was, therefore, agreed to
defer this element of the overall decision, so that it might be fully debated
at an additional meeting of the Cabinet, which would be set up for Tuesday 14th
July, 2015 at 4.30 p.m.. During discussion, Members discussed the
concept of Competitive Dialogue and the circumstances under which this process
would be considered to be appropriate, when procuring services. The Cabinet RESOLVED that ... view the full minutes text for item 17. |
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PROJECT INTEGRATION PLAN 2015 - 2018 PDF 123 KB To consider the Head of Community and Environmental Services’ Report No. COMM1506 (copy attached), which provides an update on progress against the Project Integra Action Plan for the period 2015 - 2018. Presented By: Environment and Service Delivery Minutes: The Cabinet considered the Head of Community
and Environmental Services’ Report No. COMM1506, which set out the Project
Integra Action Plan for the period 2015-18 and some minor changes to the
partnership’s constitution. It was noted that the
partnership had, for many years, been split into three main work streams: ·
The
Project Integra Executive, which included the employed staff that delivered the bulk of
the actions in the plan ·
The
Materials Analysis Facility (MAF), which provided compositional
analysis for waste across the county and helped to
apportion income ·
Recycle
for Hampshire, which was the countywide communications programme It was now proposed
to discontinue most of the Recycle for Hampshire campaign to allow authorities
to focus communications at a local level. It was further
proposed to move to a true three-year action plan to replace the
three-year rolling action plan that had been in place previously. This would
mean that the action plan would only need to be approved
every three years as opposed to every year as at present. Update reports would still be produced on an annual basis. The action plan focused on nine key projects
and those of particular interest to Rushmoor were the
activity to increase the quality and quantity of recycling collected, the
delivery of the schools education programme and the implementation of the Waste
Prevention Plan. Rushmoor’s financial contribution for 2015/16 would be
£13,373. This represented a reduction in the payment for the previous financial
year. It was proposed to make minor changes to the partnership’s constitution
to reflect the move away from the three-year rolling action plan and also to clarify the implications for partner authorities
not wishing to take part in any of the actions contained in the action plan. In addition to the projects in the Project
Integra Action Plan, the main focus for the Council
would be the re-letting of the contract for direct services. It was noted that Rushmoor’s recycling performance stood at around 26%,
which was slightly lower than previous years. This was partly due to a national
downturn in performance since the recession. The current performance fell short
of the 50% target in the Waste Strategy for England 2007. To reach this level
of performance, Rushmoor would need to bring about a
step change in recycling performance. Options to improve performance were being explored by the Future Contracts Member Working
Group as part of the project to re-let the contract. The
Cabinet RESOLVED that (i)
the
Project Integra Action Plan for 2015-18 be endorsed; and (ii)
the changes to
the partnership’s constitution, as set out in the Head of Community and
Environmental Services’ Report No. COMM1506, be approved. |
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ADMINISTRATION AND MONITORING FEES FOR SECTION 106 AGREEMENTS PDF 73 KB To consider the Head of Planning’s Report No. PLN1529 (copy attached), which proposes the withdrawal of the scheme of charges in relation to the administering, monitoring and enforcing of Section 106 agreements. Presented By: Environment and Service Delivery Minutes: The Cabinet
considered the Head of Planning’s Report No. PLN1529, which set out a proposal
to amend the Council’s scheme for charging for the administering, monitoring
and enforcing of clauses in Section 106 agreements. Members were informed that a recent court case, Oxfordshire CC v.
Secretary of State and others, had held that local planning authorities should
not be routinely making such charges. It was concluded
that the cost of essential administration, monitoring and enforcement should be
met out of an authority’s own budget. It was accepted,
however, that fees could be levied from developers in exceptional cases, such
as where the development involved was particularly large or complex. It was considered that, on this basis, the Wellesley
development would continue to qualify for the imposition of such fees. The Cabinet RESOLVED that the proposal to cease charging administration and monitoring fees on Section 106 Agreements, other than in exceptional and justifiable circumstances, be approved |
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FARNBOROUGH AIRPORT COMMUNITY ENVIRONMENTAL FUND PDF 180 KB To consider the Head of Community and
Environmental Services’ Report No. COMM1512 (copy attached), which sets out
details of applications for grants from the Farnborough Airport Community
Environmental Fund. Presented By: Environment and Service Delivery Minutes: The Cabinet considered the Head of Community and Environmental Services’
Report No. COMM1512, which sought approval to award grants from the Farnborough
Airport Community Environmental Fund to assist local projects. The Cabinet Member for Environment and Service Delivery had considered
eight applications and had recommended that six awards should
be made. It was noted that two further awards had not
been recommended. Firstly, to the Cove Junior School, where
the applicants had been advised to re-apply for the sensory garden element of
the project. Secondly, to the Cove Brook Greenway
Group, where the benefits of the proposal to create a grazing area for cattle
at Southwood Meadows, were not deemed to be sufficient to warrant an award. The Cabinet RESOLVED that grants be
awarded from the Farnborough Airport
Community Environmental Fund to the following organisations: Bechkwin Community Cycling Club £4,800 Farnborough Lawn Tennis Club £3,921 The Farnborough Society £5,000 The Species Recovery Trust £2,500 Tweseldown Infant School PTFA £5,000 The Vine Day Centre £15,000 NOTE: Cr. K.H. Muschamp
declared a personal interest in this item in respect of his involvement with
the Bechkwin Community Cycling Club and, in
accordance with the Members’ Code of Conduct, remained in the meeting during
the discussion and voting thereon. |
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GRANTS TO VOLUNTARY ORGANISATIONS PDF 173 KB To consider the Head of
Community and Environmental Services’ Report No. COMM1513 (copy attached),
which sets out applications for grants from voluntary organisations. Presented By: Concessions and Community Support Minutes: The Cabinet received
the Head of Community and Environmental Services’ Report No. COMM1513, which
set out details of applications for grants from voluntary organisations. In
accordance with the agreed procedure for the allocation of grants, the Cabinet
Member for Concessions and Community Support had approved twelve grants for
£1,000 or less. The Cabinet Member also recommended that the Aldershot Garrison
should receive an award of £2,000 towards the cost of putting on the Aldershot
Military Festival 2015. The Cabinet (i)
NOTED
the following grants totalling £8,930 had been approved by the Cabinet Member
for Concessions and Community Support: Farnborough Football in the
Community £400 Aldershot Library £250 Blackwater Valley Scouts £250 Sixth Form College Farnborough £1,000 Cove Football Club £1,000 Creating Futures Charity (The
Gaming Zone) £1,000 Coppers Project (Farnborough
Sixth Form College) £600 Fernhill Primary School £995 Parkside (Aldershot and
District Learning Disability) £500 Hampshire Cultural Trust £1,000 Let’s Crochet UK £935 The Vine Day Centre £1,000 (ii)
RESOLVED
that a grant of £2,000 to the Aldershot Garrison be approved. |
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RENT RELIEF TO VOLUNTARY ORGANISATIONS PDF 546 KB To consider the Head of
Community and Environmental Services’ Report No. COMM1510 (copy attached),
which sets out the findings of a recent review of the rent relief provided to voluntary
organisations that lease land and/or buildings from the Council. Presented By: Concessions and Community Support Minutes: The Cabinet
considered the Head of Community and Environmental Services’ Report No.
COMM1510, which set out details of applications received from voluntary
organisations for rent relief. Members heard that
all 27 applicants represented organisations that leased land and / or buildings
from the Council and all were, currently, in receipt of rent relief. In
carrying out a review of the rent relief currently granted, the Cabinet Member
for Concessions and Community Support proposed that, given the considerable
benefits these organisations and their volunteers provided for local residents,
the current level of rent relief should be extended to 31st March, 2017. In discussing this,
the Cabinet felt that, over time, the level of relief granted should be
reviewed, especially in cases where organisations were performing particularly
well. The Cabinet RESOLVED that rent relief be awarded to the 27 organisations set out in Appendix A of
the Head of Community and Environmental Services’ Report No. COMM1510. |
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ALDERSHOT LIDO - REVISED FINANCIAL ARRANGEMENT FOR 2015 PDF 136 KB To consider the Head of Community and Environmental Services’ Report No. COMM1511 (copy attached), which sets out a proposal to enter a revised financial arrangement in respect of the Aldershot Lido. Presented By: Leisure and Youth Minutes: The Cabinet
considered the Head of Community and Environmental Services’ Report No.
COMM1511, which set out a revised financial arrangement for 2015 in respect of
the Aldershot Lido. It was reported that the Council and Places for People had been
working closely with the Friends of Aldershot Lido (FOAL) and were promoting a
new range of family season tickets, discounted books of tickets and a loyalty
card. Places for People had also promoted the Lido through a military magazine.
Members heard that the Council would be redecorating the changing rooms and
toilets prior to the summer holiday period and Places for People were about to
install additional seating close to the café area and had installed Wi-Fi
around the grounds. It was hoped that all these
activities would help to increase attendances at the Lido. In light of the
additional work carried out by FOAL and the Council, through discussions with
Places for People, it was proposed to share equally
any surpluses or deficits from Places for People’s budgeted profit figure of
£21,000, with a maximum risk or return to the Council capped at £20,000. This
would help to ensure that any increased support from local residents would have
the potential to reduce the Council’s subsidy rather than solely improve the
profit to the contractor. The Cabinet
expressed its support of the innovative approaches that had
been introduced this year with the aim of increasing attendances at the
Aldershot Lido. The Cabinet RESOLVED that the revised financial
arrangements for the 2015 Aldershot Lido season, as set out in the Head of
Community and Environmental Services’ Report No. COMM1511, be approved. |
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BUDGET STRATEGY WORKING GROUP PDF 92 KB To consider the Corporate Director’s Report No. CD1504 (copy attached), which sets out a proposal to set up new Cabinet Working Group in place of the existing Budget Working Group, that currently reports to the Corporate Services Policy and Review Panel. Presented By: Corporate Services Minutes: The Cabinet considered the Corporate
Director’s Report No. CD1504 which proposed changes to the current Budget
Working Group. Members were reminded that this Group had been set up in 2008 by
the Corporate Services Policy and Review Panel. Its aim had been to consider
issues in relation to Member involvement in the budget process and the overall
scrutiny of the Council’s strategic
approach to its budget. Whilst much valuable work had been carried out, Members
of the group had recently queried the current scope of the group and its future
role especially in light of the financial challenges facing the Council and the
development of a strategic approach through the 8-Point Plan. This was why
these changes were being proposed. It was proposed that the Group’s role should
be expanded to cover the Council’s 8-Point Plan and the themes within it. The
Cabinet Member for Corporate Services had recently joined the Group and for
this reason and with its more strategic role, it was felt that it should be
renamed the Budget Strategy Working Group and that it should become a Cabinet
working group. The proposed Terms of Reference for the new Group were set out
in an appendix to the Report and it was suggested that the initial membership
should include all of the Members that were on the Budget Working Group in
2014/15, together with the Cabinet Member for Corporate Services and one other
Cabinet Member. The new Group would meet on a regular basis and would make
recommendations to the Cabinet directly and through the officer reports it
would receive on budget and finance issues.
The revised approach had been discussed and endorsed at the meeting of
the Corporate Services Policy and Review Panel on the 4th June 2015. |
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EXCLUSION OF THE PUBLIC To consider resolving: That, subject to the public interest test, the public be excluded from this meeting during the discussion of the undermentioned item to avoid the disclosure of exempt information within the paragraphs of Schedule 12A to the Local Government Act, 1972 indicated against such item:
Minutes: RESOLVED: That, taking into account the public interest test, the public be
excluded from the meeting during the discussion of the under mentioned items to
avoid the disclosure of exempt information within the paragraph of Schedule 12A
to the Local Government Act, 1972 indicated against the items: Minute Schedule Categories Nos. 12A Para. Nos. 64 3 Information relating to
financial or business affairs |
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THE FOLLOWING ITEM WAS CONSIDERED IN THE ABSENCE OF THE PUBLIC |
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PURCHASE OF PLOT NO. 10A WELLESLEY HOUSE, FARNBOROUGH INDUSTRIAL ESTATE, FARNBOROUGH PDF 316 KB To consider the Solicitor to the Council’s Exempt Report No. LEG1512 (copy attached), which seeks authority to purchase the freehold interest in Plot No. 10A Wellesley House, Farnborough Industrial Estate, Farnborough. Presented By: Corporate Services Minutes: The Cabinet
considered the Solicitor to the Council’s Exempt Report No. LEG1512, which
sought approval for the purchase of the leasehold interest in Plot No. 10A
Wellesley House, Farnborough Industrial Estate, Farnborough as an investment
asset. Members heard how
the current leaseholders had entered administration on 10th November, 2014.
There was, currently, a sub-tenant on part of the ground floor and it was
anticipated that they would remain occupiers if the purchase were to proceed.
The remainder of the property was vacant and the Council had sought advice from
Hollis Hockley as to the probable market rent that the Council would be likely
to achieve for this premises. It was anticipated that this would attract a rent
in the region of between £10 and £12 per square foot. The property had been
inspected and was considered to be in good repair and condition. A survey would
be carried out should the purchase proceed. Members were informed that demand
for office accommodation in Farnborough had increased over the past two years,
with a number of other sites having been converted to domestic accommodation or
with consent for such a conversion. Comparisons had been made with other office
accommodation available in the Farnborough and Aldershot areas and this was
considered to offer best value. The purchase price had been recommended by the
Council’s professional valuer. The Cabinet RESOLVED that |