Cabinet - Tuesday, 11th August, 2020 5.00 pm - Agenda and minutes

To confirm the Minutes of the meeting held on 14th July, 2020 (copy attached).

The Minutes of the meeting of the Cabinet held on 14th July, 2020 were confirmed.

To consider Report No. FIN2022 (copy attached), which sets out the Council’s anticipated financial position for 2020/21, based on the monitoring exercise carried out during July, 2020.

The Cabinet considered Report No. FIN2022, which set out the anticipated financial position for 2020/21, based on the monitoring exercise carried out during June and July, 2020. Members were informed that Covid-19 was having a widespread impact on local authority budgets, nationally. The Report provided an update on the likely impact on the Council’s finances and set out any known significant variations to budgets for the current financial year, along with any associated key issues and actions to be taken. The Cabinet had been advised in June 2020 that the net adverse variation had been forecasted to be £633,000  but, following the further review of the revenue budget, this figure had risen to £789,000. It was confirmed that this figure would be covered by the use of reserves at the current time. In response to a comment, it was acknowledged that the acceleration of projects within the Council’s transformation programme, as a result of the Covid-19 pandemic, had incurred additional costs but that this had been required to continue to provide the Council’s services to its customers.

The Cabinet RESOLVED that

(i)           the latest revenue forecasts and financial impact from Covid-19, as set out in Report No. FIN2022, be noted; and

(ii)          the establishment of a reserve to support work on the Council’s view on devolution proposals, as set out in paragraph 7.6 of the Report, be approved.

To consider Report No. FIN2023 (copy attached), which sets out the Council’s position regarding the Capital Programme for 2020/21, based on the monitoring exercise carried out during July, 2020.

The Cabinet received Report No. FIN2023, which provided the latest forecast regarding the Council’s Capital Programme for 2020/21, based on the monitoring exercise carried out during June, 2020. The Report advised that the Capital Programme for 2020/21, allowing for slippages from the previous financial year and additional approvals, totalled £56,319,000. It was noted that projects of major financial significance to the Council in the Capital Programme for 2020/21 included the Aldershot Town Centre Integration and Union Street developments, the Farnborough Civic Quarter development, the replacement of cremators at the Rushmoor Crematorium, the conversion of Voyager House, the establishment of a housing company and the further acquisition of investment properties. The Report also set out details of a contribution of £460,000 from the North East Hampshire and Farnham Clinical Commissioning Group to support the conversion of Voyager House and the withdrawal of a budget for improvements at the Aldershot Park Angling Club.

The Cabinet RESOLVED that

(i)           The latest Capital Programme monitoring position, as set out in Report No. FIN2023, be noted;

(ii)          contributions of £460,000 from the North East Hampshire and Farnham Clinical Commissioning Group, to support the conversion of Voyager House, be approved; and

(iii)         the withdrawal of a budget of £20,000 for the Aldershot Park Angling Club improvement project, as set out in the Report, be approved.

To consider Report No. FIN2021 (copy attached), which sets out a proposed Procurement Strategy for the Council.

The Cabinet considered Report No. FIN2021, which sought approval for a revised Procurement Strategy for the Council.

Members were informed that the Strategy had been updated so that it would more clearly reflect the Council’s strategic objectives, build upon the new National Procurement Strategy and incorporate new legislation and best practice. It was explained that the Strategy would not only focus on financial matters but would also consider the social implications of procurement practices. The use of local contractors would be encouraged and environmental factors would receive high priority.

In considering this item, the Cabinet requested that the following amendments should be made to the document before adoption:

-               that procurement activities should be coordinated across Council departments to enable the Council to achieve potential economies of scale; and

-               that the Council’s commitment to supporting, wherever possible, local businesses in its procurement activities should be highlighted early in the document.

It was confirmed that these changes would be made and the revised document circulated to members of the Cabinet prior to adoption.

The Cabinet RESOLVED that, subject to the changes to the document and the process set out above, the adoption of the Procurement Strategy 2020 - 2024, as set out in Report No. FIN2021, be approved.

To consider Report No. ELT2003 (copy attached), which sets out the Council Business Plan performance monitoring information for the first quarter of 2020/21, including progress in delivering the Council’s corporate projects and the Regeneration and ICE programmes.

The Cabinet received Report No. ELT2003, which set out progress against the Council Business Plan, as at the end of the first quarter of the 2020/21 municipal year. The Report brought together monitoring information in respect of the actions identified as key activities in the three year business plan, including the Council’s corporate projects and the Regeneration and ICE Programmes, which had been identified as two key areas of work that were essential in delivering the priorities. It was confirmed that the Council had continued to perform well in all areas, despite restrictions imposed as a result of Covid-19.

The Cabinet NOTED the progress made towards delivering the Council Business Plan, as set out in Report No. ELT2003.

To consider Report No. RP2012 (copy attached), which sets out a proposed procurement route to appoint a construction contractor to deliver the leisure centre and community hub, within the proposed Farnborough Civic Quarter.

The Cabinet considered Report No. RP2012, which set out a proposed procurement route to appoint a construction contractor to deliver the Leisure Centre and Community Hub.

Members were informed that, whilst the scheme was in the early stages of feasibility at present, the approval of the proposed procurement route at this time would allow for early engagement and input from the contractor, prior to the formal appointment of a main contractor, should the decision be taken to proceed with the scheme. The Report set out the procurement routes available to the Council. It was recommended that the Procurement Hub Major Projects Framework would be the most effective model for the Council and this would result in the appointment of Wilmott Dixon Construction as contractor. Members were informed that this company was based locally and had good experience of delivering combined leisure and civic developments.

The Cabinet expressed strong support for the proposed approach, especially in light of Wilmott Dixon Construction’s local connection.

The Cabinet RESOLVED that

(i)           the proposed procurement approach to appoint a construction contractor to deliver the Leisure Centre and Community Hub project via a direct award framework, as set out in Report No. RP2012, be approved; and

(ii)          the engagement of Wilmott Dixon Construction, through the Procurement Hub Consortium Major Projects Framework, as set out in the Report, be approved.

To consider Report No. RP2013 (copy attached), which sets out proposed placemaking principles in relation to the masterplanning process for the Civic Quarter development.

The Cabinet considered Report No. RP2013, which set out a set of proposed placemaking principles in relation to the next stage of the masterplanning process for the Civic Quarter development.

The Report set out the process by which a set of sixteen placemaking principles had been established, including input from the Policy and Project Advisory Board. These would now be passed onto the Rushmoor Development Partnership, for use in its RIBA Stage 2 masterplanning process.

In response to a question, it was confirmed that the green agenda had been given the highest priority rating and that good quality buildings and the provision of a landmark building as part of the scheme had been set out in the document.

The Cabinet RESOLVED that

(i)           the Civic Quarter placemaking principles, established as a result of input from Members and the Policy and Project Advisory Board, as set out in Report No. RP2013, be approved to inform the next stage of the masterplanning process by the Rushmoor Development Partnership; and

(ii)          the next steps in further developing the Council’s policy position on the key principles, particularly in terms of sustainable regeneration, as set out in the Report, be noted.

To consider Report No. OS2011 (copy attached), which sets out options for the future delivery of the Council’s CCTV service.

The Cabinet considered Report No. OS2011, which set out options for the future delivery of the Council’s CCTV service, following a recent review.

Members were reminded that the CCTV service had started in 2002 and had, since 2013, operated jointly in conjunction with Hart District Council. It was reported that many of the cameras and associated equipment were now outdated and were approaching end of life. In considering how the service might be provided in future, the review had indicated that the best option for the Council would be to enter into an agreement with an external provider rather than to provide an in house service. The provision of an external service would necessitate the ending of the shared service arrangement with Hart District Council. The Council had entered into a ‘soft market testing’ process with a number of public and private sector companies and this had shown that Runnymede Borough Council was best placed to offer both an enhanced service and significant cost saving opportunities for the Council.

The Cabinet was supportive of the suggested approach but requested that the provision of mobile cameras should be added to the specification and that the wording of this should be agreed with the Leader of the Council, prior to the making of the legal agreement with Runnymede Borough Council.

The Cabinet

(i)           RESOLVED that approval be given to:

(a)          the establishment of a legal agreement for the Council’s CCTV service to be provided by agreement with Runnymede Borough Council, as set out in Report No. OS2011, subject to the addition of mobile cameras to the specification, in consultation with the Leader of the Council, as set out above;

(b)          the commencement of all necessary technical feasibility and other preliminary works to effect the external provision of the service;

(c)          the termination of the existing shared service agreements with Hart District Council; and

(ii)          RECOMMENDED TO THE COUNCIL that approval be given to:

(a)          an additional revenue budget of £10,000 to meet the costs of the associated works in 2020/21, as set out in the Report;

(b)          a separate capital budget programme of works of £400,000 to upgrade the Council’s camera stock and network to a partially wireless system in preparation for the change; and

(c)          a revenue budget of £75,000 in 2021/22 for the decommissioning of the current CCTV control room.

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:

Item                Schedule      Category

No.                  12A Para.

                        No.

10                    3                      Information relating to financial or business affairs

RESOLVED: That, taking into account the public interest test, the public be excluded from the meeting during the discussion of the under mentioned item to avoid the disclosure of exempt information within the paragraph of Schedule 12A to the Local Government Act, 1972 indicated against the item:

Minute           Schedule      Category

No.                  12A Para.

                        No.

22                   3                      Information relating to financial or business affairs

To consider Exempt Report No. RP2014 (copy attached), which sets out an update in relation to the disposal of the Parson Barracks Car Park, Aldershot.

The Cabinet considered Exempt Report No. RP2014, which set out an update on progress in relation to the disposal of the Parsons Barracks Car Park, Aldershot. The Chairman invited the Leader of the Labour Group (Cllr K. Dibble) to attend and contribute to this item.

Members were reminded that the decision to dispose of the Council’s freehold interest associated with the Parsons Barracks Car Park had been taken by the Cabinet at its meeting on 15th October, 2019. The purpose of bringing back the item to Cabinet was to agree terms in relation to the clawback clause in favour of the Ministry of Defence, included in the 1988 transfer from the Ministry of Defence to the Council. Negotiations had taken place with the Ministry of Defence and it was now proposed that a settlement should be made to facilitate the removal of the clause. The Ministry of Defence had indicated that it was prepared to settle at the figure set out in the Report.

At the meeting, Exempt Report No. RP2014 was amended at paragraph 4.1 to remove the word “neither”, which had been included in error.

In considering this item, Members were assured that the settlement figure would be partly offset by a contribution from the end user of the site.

The Cabinet RESOLVED that the payment to release the covenant, in the sum set out in Exempt Report No. RP2014, as amended at the meeting, be approved, subject to the agreement of the Rushmoor Development Partnership Board that it is treated as a priority return and paid contemporaneously to the Council from the receipt of the monies from the end user.

NOTE:  The Leader of the Council (Cllr D.E. Clifford) and Cllr M.J. Tennant each declared a personal interest under Part 6 of the Members’ Code of Conduct, by virtue of their appointment, by the Council, to the Rushmoor Development Partnership Board. This interest was not considered to be a disclosable pecuniary interest as no payments and, therefore, no profits or gains would be due to partners. This personal interest was considered, however, to be prejudicial, under Part 8 of the Code, as this matter affected the financial position of the Rushmoor Development Partnership and a member of the public, with knowledge of the relevant facts, would reasonably regard this to be so significant as to prejudice that councillor’s judgement of the public interest. Therefore, Cllrs Clifford and Tennant left the meeting during the discussion and voting on this item.