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BABERGH DISTRICT COUNCIL
STRATEGY COMMITTEE
MINUTES OF A MEETING OF THE STRATEGY COMMITTEE HELD IN THE COUNCIL CHAMBER, COUNCIL OFFICES, CORKS LANE, HADLEIGH ON THURSDAY, 23RD JUNE 2005
PRESENT: Mr N A Ridley – Chairman
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Mr N A Bennett
Mr M P Booth
Mrs S P Clarke
Mr A J Hinton |
Mr D J Read
Mr H N Todd
Mrs S M Wigglesworth |
The following Members were unable to be present:- Mr A C Bavington, Mr C M Spence and Mr L H Young.
Mr J M Owen attended the meeting in order to present the recommendation of the Overview and Scrutiny (Stewardship) Committee referred to in Minute No. 23(a) below.
17 SUBSTITUTES
It was noted that in accordance with Council Procedure Rule No. 5, a substitute was in attendance as follows:-
Mr A J Hinton (substituting for Mr C M Spence).
18 DECLARATION OF INTERESTS
None declared.
19 MINUTES
RESOLVED
That the Minutes of the meeting held on 28th April 2005 be confirmed and signed as a correct record.
20 PETITIONS
None received.
21 QUESTIONS FROM MEMBERS
None received.
22 ISSUES ARISING FROM OVERVIEW AND SCRUTINY COMMITTEES (OVERVIEW AND SCRUTINY RULES 33 AND 34)
None received.
23 RECOMMENDATIONS AND REPORTS FROM COMMITTEES
(a) Public Consultation Strategy (Overview and Scrutiny (Stewardship) Committee Minute No. 10)
Mr J M Owen, on behalf of the Overview and Scrutiny (Stewardship) Committee presented Paper E27 concerning a Public Consultation strategy.
Following consideration of the item by the Overview and Scrutiny (Stewardship) Committee an updated report by Geoff Kistner, Corporate Director and the Corporate Support Manager had been prepared and this was submitted as Paper E43. The report also included a suggested approach to the "State of the District" event.
RECOMMENDED TO COUNCIL
(1) That the Public Consultation Strategy (Appendix 1) and Action Plan (Appendix 2) attached to Paper E43 be approved.
(2) That the consultation programme for 2005/06 attached as an appendix to Paper E43 be approved.
(b) Review Of Updated Race Equality Scheme And Action Plan 2005 – 08 (Overview and Scrutiny (Community Services) Committee Minute No. 10
RESOLVED
(1) That the Race Equality Scheme and Action Plan as set out in Paper E31 be approved subject to any amendments considered necessary as a result of the consultation process.
(2) That Mike Hammond, Corporate Director, be authorised to make any final adjustments to the Scheme and Action Plan as a result of the consultation process.
24 STRATEGY COMMITTEE WORK PLAN
The Head of Legal and Administrative Services submitted a report (Paper E44) on items identified for future meetings of the Strategy Committee.
RESOLVED
That the Work Plan set out in Paper E44 be noted.
25 ASYLUM AND REFUGEE INTEGRATION – RESPONSE TO EERA CONSULTATION ON ACCOMMODATION STRATEGY
The Chief Executive submitted a report (Paper E45) requesting endorsement of a response to consultation by the East of England Regional Assembly (EERA) in respect of possible future options for the accommodation and support of asylum seekers and refugees in the East of England region.
RESOLVED
That the response to consultation by EERA on future options for the accommodation and support of asylum seekers and refugees in the East of England region as set out in Appendix 1 to Paper E45 be endorsed.
26 2005/06 CAPITAL PROGRAMME
The Head of Technical Services submitted a report (Paper E46) requesting approval to carry out non-committed schemes on:-
· Conversions and adaptations to two properties at Great Cornard and Stanstead
· Works to two badly neglected properties at Hadleigh and Monks Eleigh.
RESOLVED
That the non-committed schemes outlined in Paper E46 be approved.
27 IMPLEMENTING ELECTRONIC GOVERNMENT (IEG) STATEMENT TO ODPM
The Head of Organisational Development submitted a report (Paper E47) requesting authority for the Chief Executive, in consultation with the E-Government Steering Group to approve the IEG 4.5 Statement for submission to the Office of the Deputy Prime Minister to meet the deadline of 18th July 2005.
It was noted that the submitted IEG 4.5 Statement would be reported to Council and that any changes identified could then be resubmitted to the ODPM after the deadline if this was necessary.
RESOLVED
That the Chief Executive in consultation with the E-Government Steering Group, be authorised to approve the IEG 4.5 Statement and that it be submitted to the Office of the Deputy Prime Minister to meet the 18 July deadline.
28 EXCLUSION OF PUBLIC (WHICH TERM INCLUDES THE PRESS)
RESOLVED
That pursuant to Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the business specified below, on the grounds that if the public were present during these items, it is likely that there would be the disclosure to them of exempt information as indicated against each item.
29 CAST – STRATEGIC DIRECTION FOR HR ISSUES (Exempt information by virtue of Paragraphs 9 and 12 of Part 1)
The HR Panel submitted a report (Paper E49) advising that one of the key objectives of the Council to deliver the Cast project is to protect employees' terms and conditions as far as possible.
The HR Panel has agreed and recommends a strategic direction for HR issues and an employment model to guide how the project could be directed.
A copy of an e-mail received from the Babergh Branch of Unison outlining its views was circulated at the meeting.
It was noted that the proposals included the requirement that specialist employment law resources would be used at the appropriate time.
RECOMMENDED TO COUNCIL
(1) That the Council does not indicate a preference for any employment model and that potential suppliers be asked to describe how they would handle staffing issues. Proposals would be assessed against an agreed list of prioritised HR criteria.
(2) That the approach for dealing with any internal downsizing (i.e. reduction) of the workforce will be:-
(a) Use natural wastage by not filling those vacancies that can assist this process as and when they arise.
(b) Release those employees on temporary contracts specifically to aid this process.
(c) Invite applications from staff under the early voluntary retirement and redundancy policy.
30 SUCCESSION PLANNING (Exempt information by virtue of Paragraph 1 of Part 1)
The Chief Executive submitted a report (Paper E50) requesting approval to advertise for the post of Corporate Director with the objective of achieving an overlap between the retirement of the current postholder and the start date of the new appointee.
RESOLVED
(1) That immediate steps be taken to appoint a replacement Corporate Director with the objective of achieving an approximately five month overlap between the current postholder's retirement, (31st March 2006) and the start date of the new appointee.
(2) That it be noted that a report will be submitted to the next Council meeting proposing arrangements for the appointment process for the post of Corporate Director.
31 SANDRINGHAM COURT – REGENERATION PROJECT - (Exempt information by virtue of Paragraphs 7 and 9 of Part 1)
The Head of Housing and the Head of Technical Services submitted a joint report (Paper E51) advising that tenders had been received for the Sandringham Court Regeneration Project.
It was noted that the lowest negotiated tender is far greater than the original budget and the reasons for this were outlined to the meeting.
RESOLVED
(1) That the revised estimated cost for the Sandringham Court Regeneration Project be noted.
(2) That the tender from T J Evers Ltd for the project in the sum referred to in Paragraph 2.2 of Paper E51 be accepted.
(3) That the proposed revisions to budgets for 2005/06 and 2006/07 be approved.
At this point in the meeting the Press and Public were re-admitted.
32 CAST – PROCUREMENT OF PROJECT MANAGEMENT TEAM
The Head of Organisational Development submitted a report (Paper E43) advising that specialist consultants for the project management of the CAST project have been appointed following a market search undertaken with the assistance of 4 Ps and the IDeA which have detailed knowledge of this specialist area.
The procedure for the procurement of the Project Management Team was outlined in Paragraph 4 of Paper E48. It was noted that this effectively constitutes a departure from the Council's Contract Procedure Rules and the circumstances of every exemption must be reported to Members.
During the course of consideration of this item the following amendment was proposed and seconded:-
That the following words be added to the recommendation:-
"and that this matter be referred to the Overview and Scrutiny (Stewardship) Committee for a thorough investigation of the procurement and appointment processes so the lessons can be learnt".
Upon being put to the vote the amendment was lost.
A further amendment was proposed and seconded. Upon being put to the vote this was approved and incorporated into the decision referred to below.
RESOLVED
That the circumstances of the procurement of the Project Management Team for the CAST project be noted and that an exemption of the requirement to seek tenders under Contracts Procedure Rule No. 3 be approved subject to full recognition of the lessons learnt.
Note: Mr M P Booth and Mr D J Read voted against the decision referred to in Minute No. 32 and requested that this be recorded in the minutes.
Note: The meeting adjourned between 10.50 a.m. and 11.15 a.m. for refreshments.
The business of the meeting was concluded 12.25 p.m.
Chairman
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