Agenda, decisions and minutes

Members declared interests in the following agenda items:

10. South West Bicester Sports Village.

Councillor D M Pickford, Non Statutory Interest, as a member of Bicester Town Council.

12. South West Bicester Sports Village - Exempt Appendix.

Councillor D M Pickford, Non Statutory Interest, as a member of Bicester Town Council.

To confirm as a correct record the Minutes of the meeting held on 2 November 2015.

The minutes of the meeting held on 2 November 2015 were agreed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

The Chairman made the following announcement:

1.    Members of the public were permitted to film, broadcast and report on the meeting, subject to the efficient running of the meeting not being affected.

Report of Head of Environmental Services

Purpose of report

To review the performance of the previous Carbon Management Plan which covered the period April 2009 – March 2015 and to consider the proposed Carbon Management Plan for the period April 2015 – March 2020.

Recommendations

The meeting is recommended:

1.1         To note the avoided energy costs and the reduction in carbon emissions in the period April 2009 – March 2015.

1.2         To support the proposed Carbon Management Plan for the period April 2015 – March 2020.

Resolved

(1)          That the avoided energy costs and the reduction in carbon emissions in the period April 2009 – March 2015 be noted.        

(2)          That the proposed Carbon Management Plan for the period April 2015 – March 2020 be supported.

The Head of Environmental Services submitted a report to review the performance of the previous Carbon Management Plan which covered the period April 2009 – March 2015 and to consider the proposed Carbon Management Plan for the period April 2015 – March 2020.

Resolved

(1)          That the avoided energy costs and the reduction in carbon emissions in the period April 2009 – March 2015 be noted.       

(2)          That the proposed Carbon Management Plan for the period April 2015 – March 2020 be supported.

Reasons

The Carbon Management Plan for 2009-15 has helped deliver energy savings which have been financially beneficial to the organisation. Carbon emissions have reduced even though the reductions have been less than initially hoped for. Many projects implemented have brought about significant benefits, for instance PV panels generating £89k income per year.

A new Carbon Management Plan for 2015–2020 will help outline further reductions in the future. There are a number of unknowns, especially regarding Government policy. For instance, recent changes in Solar feed in tariff mean that the economics of installing any future PV panels do not currently look attractive. However, by taking opportunities when they arise such as replacing outdated technology with the latest in technology, reductions can be achieved.

Alternative options

Option 1: Approve the recommendations as set out.

Option 2: Reject the recommendations

Option 3: Ask officers to develop alternative options

Report of Head of Transformation

Purpose of report

To present the Council’s performance for the period 01 July – 30 September 2015 (quarter two), as measured through the performance management framework.

Recommendations

The meeting is recommended to:

1.1         note the achievements referred to in paragraph 3.1 (Table 1)

1.2         identify any performance related matters for review or consideration in future        reports identified in paragraph 3.1 (Table 2)

1.3         note any oral feedback on performance issues from Overview & Scrutiny Committee at its meeting on 24 November 2015 provided directly to The Leader.

Resolved

(1)          That the following achievements be noted: CBP1 2.4: Complete Bicester Town Centre regeneration including the Council's Commercial Building; CBP2 2.1 (Pledge): Improve local residents' satisfaction with street & environmental cleanliness continuing our successful programme of neighbourhood litter blitzes; CBP3 1.1 -1.2a: Deliver 150 units of affordable housing (Pledge) and 100 self-build housing projects as part of the HCA funded Build! programme whilst exploring new diverse funding regimes for the longer term sustainability of affordable housing across the district and the potential development of an off-site construction facility for the long term production of off-site units for affordable housing; CBP3 2.2a, b and c: Processing of Housing Benefit (HB) Claims; CBP3 2.5 (Pledge): Continue to support skills development, apprenticeships and job clubs; CBP3 2.5a Contribute to the creation and/or safeguarding of 200 jobs; CBP3 2.6 Extend Jobs Match service to support local companies to fill vacancies; CBP3 7.3 Processing of Major Applications within 13 weeks; and, CBP3 7.4 Processing of Minor Applications within 8 weeks.

(2)          That the following performance related matters be identified for review or consideration in future reports: CBP1 4.3 Establish new management arrangements for Stratfield Brake Sports Group; CBP2 1.6 : Maintain the current high levels of customer satisfaction with our waste  and recycling services; CBP2 2.1b : Number of fly tips recorded; CBP3 3.1a Number of households in temporary accommodation; CBP3 7.6 Percentage of planning appeals allowed against refusal decision; CBP4 6.1 Percentage of Council Tax collected; and, CBP4 6.2 Percentage of NNDR collected.

(3)          That it be noted that the Overview & Scrutiny Committee considered the Quarter 2 2015/16 Performance Management Report at its meeting of 24 November 2015 and referred no items to Executive.

The Head of Transformation submitted a report to present the Council’s performance for the period 01 July – 30 September 2015 (quarter two), as measured through the performance management framework.

Resolved

(1)          That the following achievements be noted: CBP1 2.4: Complete Bicester Town Centre regeneration including the Council's Commercial Building; CBP2 2.1 (Pledge): Improve local residents' satisfaction with street & environmental cleanliness continuing our successful programme of neighbourhood litter blitzes; CBP3 1.1 -1.2a: Deliver 150 units of affordable housing (Pledge) and 100 self-build housing projects as part of the HCA funded Build! programme whilst exploring new diverse funding regimes for the longer term sustainability of affordable housing across the district and the potential development of an off-site construction facility for the long term production of off-site units for affordable housing; CBP3 2.2a, b and c: Processing of Housing Benefit (HB) Claims; CBP3 2.5 (Pledge): Continue to support skills development, apprenticeships and job clubs; CBP3 2.5a Contribute to the creation and/or safeguarding of 200 jobs; CBP3 2.6 Extend Jobs Match service to support local companies to fill vacancies; CBP3 7.3 Processing of Major Applications within 13 weeks; and, CBP3 7.4 Processing of Minor Applications within 8 weeks.

(2)          That the following performance related matters be identified for review or consideration in future reports: CBP1 4.3 Establish new management arrangements for Stratfield Brake Sports Group; CBP2 1.6 : Maintain the current high levels of customer satisfaction with our waste  and recycling services; CBP2 2.1b : Number of fly tips recorded; CBP3 3.1a Number of households in temporary accommodation; CBP3 7.6 Percentage of planning appeals allowed against refusal decision; CBP4 6.1 Percentage of Council Tax collected; and, CBP4 6.2 Percentage of NNDR collected.

(3)          That it be noted that the Overview & Scrutiny Committee considered the Quarter 2 2015/16 Performance Management Report at its meeting of 24 November 2015 and referred no items to Executive.

Reasons

In this report we show that the Council has again commenced the new performance year well, building on the high performance of 2014/15 and continuing the positive impact upon the 4 strategic priorities for our District that we set out to achieve. There are a small number of areas which the Council needs to keep under review to ensure targets are met and actions delivered. These and the rest of the business plan will be closely monitored over the next quarter and reported through the performance management framework.

Alternative options

Option 1: To note the report

Option 2: To request additional information on items and/or add to the work Programme for review and/or refer to Overview and Scrutiny

Report of Director of Resources

Purpose of report

This report summarises the Council’s Revenue and Capital position as at the end of the first six months of the financial year 2015-16 and projections for the full 2015/16 period.

Recommendations

The Executive is recommended:

 1.1        To note the projected revenue and capital position at September 2015.      

Resolved

(1)          That the projected revenue and capital position at September 2015 be noted.

The Director of Resources submitted a report which summarised the Council’s Revenue and Capital position as at the end of the first six months of the financial year 2015-16 and projections for the full 2015/16 period.

Resolved

(1)          That the projected revenue and capital position at September 2015 be noted.

Reasons

In line with good practice budget monitoring is undertaken on a monthly basis within the Council. The revenue and capital position is reported monthly to the Joint Management Team and formally to the Budget Planning Committee on a quarterly basis.

The revenue and capital expenditure in Q2 has been subject to a detailed review by Officers and reported monthly to management as part of the corporate dashboard.

Alternative options

Option 1: This report illustrates the Council’s performance against the 2015-16 Financial Targets for Revenue and Capital. As this is a monitoring report, no further options have been considered. However, members may wish to request that officers provide additional information.

Report of Director of Community and Environment

Purpose of report

To consider the progress and latest position regarding the project.

Recommendations

The Executive is recommended:

 1.1        To note the progress and activities of the project.

1.2         To support the actions taken to secure the earliest external funding contribution and delivery of the 3G artificial turf pitch.

1.3         To receive a further report on 1 February 2016 on the capital cost of the project following receipt of construction tenders and the delivery of the project in 2016. 

Resolved

(1)          That the progress and activities of the project be noted.

(2)          That the actions taken to secure the earliest external funding contribution and delivery of the 3G artificial turf pitch be supported.

(3)          That a further report be received on 1 February 2016 on the capital cost of the project following receipt of construction tenders and the delivery of the project in 2016. 

(4)          That the revised approach to the procurement and letting of the management contract as requested by Bicester Town Council be supported.

(5)          That a Funding Agreement with Bicester Town Council on the terms outlined in the report addendum (exempt annex to the Minutes as set out in the Minute Book) be progressed.

The Director of Community and Environment submitted a report to consider the progress and latest position regarding the project.

Resolved

(1)          That the progress and activities of the project be noted.

(2)          That the actions taken to secure the earliest external funding contribution and delivery of the 3G artificial turf pitch be supported.

(3)          That a further report be received on 1 February 2016 on the capital cost of the project following receipt of construction tenders and the delivery of the project in 2016. 

(4)          That the revised approach to the procurement and letting of the management contract as requested by Bicester Town Council be supported.

(5)          That a Funding Agreement with Bicester Town Council on the terms outlined in the report addendum (exempt annex to the Minutes as set out in the Minute Book) be progressed.

Reasons

The project is progressing in a way which addresses the many components of the project and the different procurement and other processes, many of which need to run concurrently but which influence each other.

Alternative options

The project has been approved and is progressing in accordance with these approvals. There are no other options being considered at this time other than proposals to remain within the approved funding envelope.

The following reports contain exempt information as defined in the following paragraphs of Part 1, Schedule 12A of Local Government Act 1972.

3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information).

Members are reminded that whilst the following items have been marked as exempt, it is for the meeting to decide whether or not to consider it in private or in public. In making the decision, members should balance the interests of individuals or the Council itself in having access to the information. In considering their discretion members should also be mindful of the advice of Council Officers.

No representations have been received from the public requesting that this item be considered in public.

Should Members decide not to make a decision in public, they are recommended to pass the following recommendation:

“That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following item of business on the ground that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

Resolved

That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following item of business on the ground that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Resolved

(1)          That the exempt appendix be noted.

Exempt Report of Director of Community and Environment

Resolved

(1)          That the conclusions, recommendations and the proposed range of actions arising from the internal review be supported.

(2)          That the Overview and Scrutiny Committee be requested to consider an annual report on safeguarding activities to be timed to include the annual self-assessment submission requirement for Section 11 of the Children’s Act 2004. 

The Director of Community and Environment submitted an exempt report to consider the findings of the review of the Council’s approach to and arrangements for safeguarding the vulnerable.

Resolved

(1)          That the conclusions, recommendations and the proposed range of actions arising from the internal review be supported.

(2)          That the Overview and Scrutiny Committee be requested to consider an annual report on safeguarding activities to be timed to include the annual self-assessment submission requirement for Section 11 of the Children’s Act 2004. 

Reasons

The issue of safeguarding across Council services is an important matter which all councils should be considering. It is a subject which is of recent increased statutory significance and has many facets. Therefore it needs a structured approach to be effectively managed.

Some good progress has been made over the past year or so but it is recognised that there is more to do, hence the joint internal review with South Northamptonshire Council. This review has proven very beneficial in strengthening the Council’s position and to ensure good practice is applied.

Alternative options

Option 1: To accept in part only or to reject the review report recommendations

** The appendix to this report will follow as it is currently being reviewed and finalised **

Exempt Report of Director of Community and Environment

Resolved

(1)          That the outcome of the final tender evaluation process and conclusions be noted.

(2)          As set out in the exempt decisions.

(3)          That the appointment of Tenderer 1 as the Council’s preferred bidder for the delivery of facility improvements at Woodgreen Leisure Centre and for the provision of leisure management services over a period of up to 18 years be agreed.

(4)          As set out in the exempt decisions.

The Director of Community and Environment submitted an exempt report which brought the Executive fully up to date with the progress of this project and sought the Executive’s approval, following the evaluation of final tenders, to the appointment of a preferred bidder to enable the project to move forward.

Executive thanked all officers who had been involved in the tender process for their hard work.

Resolved

(1)          That the outcome of the final tender evaluation process and conclusions be noted.

(2)          As set out in the exempt minutes.

(3)          That the appointment of Tenderer 1 as the Council’s preferred bidder for the delivery of facility improvements at Woodgreen Leisure Centre and for the provision of leisure management services over a period of up to 18 years be agreed.

(4)          As set out in the exempt minutes.

Reasons

The Council has received bids from two operators for the contract to refurbish and manage Woodgreen Leisure Centre. Both bids offer annual revenue savings to the Council when compared to the existing cost of the facility made up of the Parkwood management fee and Council retained costs.

The evaluation scores have identified that Tender 1 is the strongest according to the evaluation criteria.

Alternative options

Option 1: To reject either or both final tender submissions. This is rejected as a competitive platform is desirable and both core bids are compliant.