Agenda, decisions and minutes

Cabinet
Wednesday, 19th June, 2019 9.30 am

Venue: King Charles Hall, Winchester Guildhall

Contact: Nancy Graham, Senior Democratic Services Officer  Tel: 01962 848 235, Email:  ngraham@winchester.gov.uk

Items
No. Item

1.

Membership of Cabinet Committees etc.

To give consideration to the approval of alternative arrangements for appointments to bodies set up by Cabinet or external bodies, or the making or terminating of such appointments.

 

Minutes:

 

The Leader announced a number of proposed changes to appointments to outside bodies.  The Council had received a request from St John’s Winchester Charity that Ian Tait be re-appointed until June 2022, noting that in practice, Mr Tait would resign with effect from 31 March 2020.  In addition, amendments to previous appointments made to Winchester Housing Trust and Interg8 CIC at Unit 12 were proposed, as detailed in the resolution below.

 

Cabinet agreed to the following for the reasons outlined above.

 

RESOLVED:

 

            That the following appointments to outside bodies be made:

 

a)            St John’s Winchester Charity – Ian Tait (until 31 March 2020);

b)            Interg8 CIC at Unit 12 – Councillor Prince to replace Councillor Weir as Observer (until May 2020);

c)            Winchester Housing Trust – Councillor Learney to replace Councillor Rutter as Director (until May 2020).

 

 

2.

Disclosure of Interests

To receive any disclosure of interests from Members and Officers in matters to be discussed.

Note: Councillors are reminded of their obligations to declare disclosable pecuniary interests, personal and/or prejudicial interests in accordance with legislation and the Council’s Code of Conduct.

 

Minutes:

 

Councillor Porter declared a personal (but not prejudicial) interest in respect Report CAB3169 as she was a County Councillor.  She remained in the room, spoke and voted thereon.

 

3.

Minutes of the previous meeting held on 16 May 2019 and special meeting held on 5 June 2019. pdf icon PDF 159 KB

Additional documents:

Minutes:

 

RESOLVED:

 

            That the minutes of the previous meeting held on 16 May 2019 and special meeting held on 5 June 2019 be approved and adopted.

 

 

4.

Public Participation

– to note the names of members of the public wishing to speak on general matters affecting the District or on agenda items (in the case of the latter, representations will normally be received at the time of the agenda item, after the Portfolio Holder’s introduction and any questions from Cabinet Members).

Minutes:

 

Patrick Davies spoke regarding report CAB3158 and his comments are summarised under the relevant minute below.

 

 

5.

Leader and Portfolio Holders' Announcements

Minutes:

The following announcements were made:

·         The “no idling” campaign would be officially launched on 19 June 2019 to encourage car drivers to switch off engines where possible;

·         The new Leisure Centre was progressing according to plan and the foundations for the new pool had been completed.  Environmental enhancements were also being considered for incorporation in the scheme.

 

6.

Environmental Services Contract - Procurement Process pdf icon PDF 90 KB

Additional documents:

Decision:

1.            That Cabinet approves the key terms to be included in the tender of the waste collection contract as set out in this Report (and further detailed in Appendix 3 to the report) and notes the timetable for the tendering process.

 

2.            That Cabinet approves the proposed procurement route of Competitive Procedure with Negotiation and the tender evaluation based on 50% price, 50% quality scoring criteria and the use of the quality evaluation process set out in Exempt Appendix 4.

 

3.            That the arrangements for (i) priced options in respect of a food waste collection service and (ii) the mobilisation of the contract extension, be noted.

Minutes:

 

Councillor Murphy introduced the report and explained that the new waste collection contract was substantially similar to the existing contract but included a four-weekly kerbside glass collection together with the collection of small electrical and electronic items.  The possibility of including food waste collection would be included as a “priced option.”

 

At the invitation of the Leader, Councillor Pearson addressed Cabinet and in summary, raised the following points:

·         There was no sense of urgency in the report regarding the recent Council declaration of a Climate Emergency;

·         It was unfortunate that it was not possible to specify the use of ultra low emission refuse collection vehicles (he acknowledged that the necessary technology was not yet available to enable the range of travel required in the rural areas of the district);

·         Concern that food waste collection might be prohibitively expensive;

·         New DEFRA provisions should be properly considered.

 

Councillor Murphy and the Strategic Director confirmed that food waste was included as a “priced option”, in the context of the DEFRA consultation, to enable the Council to ascertain the cost.  With regard to the refuse vehicle fleet, the contract specified a minimum Euro 6 standard and stated that the provision of ultralow emission vehicles would be welcomed.  The feasibility of providing electric charging points for refuse vehicles at the Council’s depot was also being investigated.

 

In response to questions, the Strategic Director advised that the County Council (as disposal authority) did not have any Hampshire based facilities for processing food waste as, at the current time, only one Hampshire district council collected food waste.  Councillor Murphy confirmed that through her involvement with Project Integra she would be encouraging the County Council to increase its range of facilities for recycling different types of waste. 

 

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

 

RESOLVED:

 

1.         That the key terms to be included in the tender of the waste collection contract be approved as set out in this Report (and further detailed in Appendix 3 to the report) and the timetable for the tendering process be noted.

 

2.         That the proposed procurement route of Competitive Procedure with Negotiation and the tender evaluation based on 50% price, 50% quality scoring criteria and the use of the quality evaluation process set out in Exempt Appendix 4 to the report be approved.

 

3.         That the arrangements for (i) priced options in respect of a food waste collection service and (ii) the mobilisation of the contract extension, be noted.

 

 

7.

Repairs to the Weirs adjacent to the River Itchen, Winchester pdf icon PDF 98 KB

Additional documents:

Decision:

1.            That total expenditure of £725,000 required for the remaining three phases of repair works to the river bank at The Weirs, Winchester and as detailed in paragraph 2.2 be approved.

 

2.            That approval is delegated to the Corporate Head of Regulatory Services to carry out an open tender procurement process and to appoint a Contractor to carry out the repair works to the river bank at the Weirs Winchester.

 

3.            That it is agreed to vary Contract Procedure Rule 29.1 re Tender Evaluation which provides for a 60:40 ratio for cost and quality so that the quality requirement for this procurement is increased to 60% and cost reduced to 40%.

Minutes:

 

Councillor Murphy introduced the report and emphasised the importance of the repair works.

 

At the invitation of the Leader, Councillor Pearson addressed Cabinet and in summary expressed concern about the possible impact of the repair works on City Mill.

 

The Special Maintenance Manager confirmed that the repairs would not result in any more water passing through the main channel towards City Mill.  In addition, National Trust had spent approximately £0.25m on repairs to the Mill which had improved its structural integrity.

 

One Cabinet Member expressed some concern that the expenditure was not included in the annual Council budget approved in February 2019.  It was confirmed that various alternative funding sources had been investigated but these were primarily offered for flood defence measures, rather than repairs.  However, the County Council had provided funding as highway authority as detailed in the report.

 

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

 

RESOLVED:

 

1.         That total expenditure of £725,000 required for the remaining three phases of repair works to the river bank at The Weirs, Winchester and as detailed in paragraph 2.2 of the report be approved.

 

2.         That approval is delegated to the Corporate Head of Regulatory Services to carry out an open tender procurement process and to appoint a Contractor to carry out the repair works to the river bank at the Weirs Winchester.

 

3.         That it is agreed to vary Contract Procedure Rule 29.1 re Tender Evaluation which provides for a 60:40 ratio for cost and quality so that the quality requirement for this procurement is increased to 60% and cost reduced to 40%.

 

 

8.

Local Plan 2036 - Update pdf icon PDF 132 KB

Decision:

To note progress with the preparation of Local Plan 2036.

 

Minutes:

 

Councillor Porter introduced the report and drew Members’ attentions to key elements, as set out in the report.

 

Patrick Davies spoke during public participation as summarised below:

·         He appreciated the issues regarding changes to Government guidance but expressed some concern regarding any possible delays;

·         He requested an update on the status of neighbouring local authorities Local Plans;

·         He noted the proposal to establish a ‘task and finish’ working group but asked for further clarification of the process for taking forward consideration of the Local Plan;

·         He queried how the presentation from the City of Winchester Trust to members of the Winchester Town Forum on the Vision document would be taken forward.

 

At the invitation of the Leader, Councillors Brook and Horrill addressed Cabinet as summarised below.

 

Councillor Brook welcomed the update but queried the following points:

·         How would the climate emergency declaration impact on the Local Plan?

·         The parish workshops had been well received but how would this work be taken forward?  In particular, parishes had not yet received the packs referred to at the workshops for them to consider potential changes within their own settlements.

·         What was the impact of Natural England’s recent action regarding nitrate neutrality of sites?

·         Would the Council strongly oppose the proposal in the Eastleigh Local Plan to introduce a link road in the Winchester district?

·         Would the Local Plan be proactive in seeking new sites for waste recycling?

·         The report did not include a timeline – would the first draft of the Plan be available by the end of 2019?

 

Councillor Horrill welcomed the confirmation in the report at paragraph 11.19 that the duty to cooperate did not equate to a duty to agree.  She expressed concern that any potential delays in the Local Plan process could leave the Council vulnerable to speculative development.  She emphasised the importance of ensuring economic development in addition to provision of housing.  With regard to the current uncertainty regarding Government housing requirements, she highlighted that in reality numbers were not going to reduce.  In general, she expressed concern that the process did not appear to be open and transparent and would welcome further discussions with Cabinet in order to address concerns.

 

With regard to the timetable, the Strategic Director advised that the aim remained to submit the Local Plan for examination in 2021.  Strategic Planning Manager confirmed that the Council were working with Natural England on a case by case basis regarding nitrogen neutrality and that the matter would be explored through preparation of the Local Plan which could include a mitigation strategy.  The approach taken to the link road required by the Eastleigh Local Plan was set out in paragraph 11.22 of the report.

 

With regard to the packs of maps which would be issued to parish councils, the Strategic Planning Manager  apologised that this issue had been delayed but the decision had been taken to wait until the Strategic Housing and Economic Land Availability Assessment (SHELAA) had been published in order that parishes could be provided  ...  view the full minutes text for item 8.

9.

Approval of 2019 Strategic Housing and Employment Land Availability Assessment (SHELAA) for publication pdf icon PDF 106 KB

Additional documents:

Decision:

1.            That the Strategic Housing and Employment Land Availability Assessment (SHELAA) attached at Appendix 1 be agreed and published as part of the evidence base for the Local Plan 2036.

 

2.            That authority be granted to the Strategic Planning Manager, in consultation with the Portfolio Holder for the Built Environment, to make any necessary edits and minor alterations prior to the publication of the SHELAA.

Minutes:

 

Cabinet agreed to the following for the reasons outlined in the Report.

 

RESOLVED:

 

1.         That the Strategic Housing and Employment Land Availability Assessment (SHELAA) attached at Appendix 1 be agreed and published as part of the evidence base for the Local Plan 2036.

 

2.         That authority be granted to the Strategic Planning Manager, in consultation with the Portfolio Holder for the Built Environment, to make any necessary edits and minor alterations prior to the publication of the SHELAA.

 

10.

To note the future items for consideration by Cabinet as shown on the July 2019 Forward Plan. pdf icon PDF 112 KB

Minutes:

At the invitation of the Leader, Councillor Horrill addressed Cabinet and in summary, noted that a number of the items for consideration at the next Cabinet meeting on 17 July related to housing matters.  She queried whether it was proposed to consult with the TACT representatives prior to these reports being submitted to Cabinet, as had been the practice for reports to the previous Cabinet (Housing) Committee.

 

The Leader assured Councillor Horrill that TACT would continue to be fully involved and given the opportunity to address the Cabinet meeting, should they wish.

 

RESOLVED:

That the list of future items, as set out in the Forward Plan for July 2019, be noted.

 

11.

EXEMPT BUSINESS:

To consider whether in all the circumstances of the case the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

(i)            To pass a resolution that the public be excluded from the meeting during the consideration of the following items of business because it is likely that, if members of the public were present, there would be disclosure to them of ‘exempt information’ as defined by Section 100 (I) and Schedule 12A to the Local Government Act 1972.

Minutes:

RESOLVED:

 

1.         That in all the circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

2.         That the public be excluded from the meeting during the consideration of the following items of business because it is likely that, if members of the public were present, there would be disclosure to them of ‘exempt information’ as defined by Section 100I and Schedule 12A to the Local Government Act 1972.

 

Minute

Number

Item

 

Description of

Exempt Information

12.

Environment Services Contract – Procurement Process (exempt appendices)

 

)

)

)

)

)

)

Information relating to the financial or business affairs of any particular person (including the authority holding that information). (Para 3 Schedule 12A refers)

 

 

12.

Environmental Services Contract - Procurement Process (exempt appendices)

Minutes:

 

RESOLVED:

 

That the information contained in the exempt appendices be noted.

 

 

 

Cabinet on Wednesday, 19th June, 2019, 9.30 am{sidenav}{content}