Agenda and minutes

To approve as correct the minutes of the meeting held on 24^th March 2016

The minutes of the meeting of the Cabinet held on 24^th March 2016 were approved as a correct record and signed by the Leader.

To receive any declarations of interest from Members of the Cabinet

There were no declarations of interest.

To receive any announcements from the Leader, Cabinet Members or the Chief Executive

There were no announcements.

To receive questions from and provide answers to the public in relation to matters which in the opinion of the person presiding at the meeting are relevant to the business of the meeting

No questions had been received.

Report of the Cabinet Member for Waste, Recycling and Cleansing on the approval of the building construction contract for the redevelopment of Hop Oast Depot

The Cabinet Member for Finance and Assets reminded Cabinet that at their meeting on 26th March 2015, they had approved the redevelopment of the waste depot at Hop Oast and, on 29th April 2015, Council had approved a budget for the project of £4,550,000, comprising of £4,300,000 for construction and fees and £250,000 as a sum to ensure business continuity during the construction period.

On 28th January 2016, Cabinet had approved the selection of a building contractor, Sunninghill Construction Co Limited, from the Sussex Cluster Contractor Framework on a two stage design and build basis, which enabled the contractor to join the project team before a final price had been established.

The design process had now been completed and the selected building contractor had provided a price for completion of the works of £3,883,000 plus professional fees of £138,000.  In addition a £185,000 contingency budget had been allocated for the construction works.  The total figure including fees and contingency was therefore £4,206,000, which was below the original estimated budget for the construction element of the project.

Cabinet approval was now required to enter into the building contract for this sum and to proceed to the construction phase of the project.  It was expected that the works on site would start towards the end of June 2016 and that the building contract would be completed and the depot operational from the new facility in Autumn/ Winter 2017.

            RESOLVED

            That the tender received from Sunninghill Construction Co Limited be approved and a contract entered into so that the construction phase of the building contract could commence.

            REASON

            To undertake the redevelopment of the Hop Oast Depot and provide an improved waste disposal depot.

Report of the Cabinet Member for Waste, Recycling and Cleansing on the appointment of an in-cab technology equipment supplier

The Cabinet Member for Finance and Assets, on behalf of the Cabinet Member for Waste, Recycling and Cleansing, reminded Members that the Council had been awarded £392,270 by the Department for Communities and Local Government in December 2012 for the implementation of a number of service improvements, particularly with regard to improving the quality and quantity of recycled waste collected.  As part of this funding application a technologies solution, known as ‘in-cab’ devices, which offered the benefit of an enhanced customer service with options in the software to improve recycling quality and participation had been proposed.

The technology would enable refuse operatives to relay real-time information to the Council’s contact centre if bins were not collected due to the quality of the materials (e.g. contamination of recycling materials) or if a bin had not been put out for collection.  It would also be possible to record which households required assisted collections and which households needed to be targeted with publicity and advice on materials to be recycled etc., with information explaining which material could and could not be placed in the recycling bins being automatically generated for sending to the household.  This would enable timely and correct information to be provided to customers.  Additionally the system would enable the migration of collection information to the website, keeping customers up to date with developments linked to scheduled collections such as weather conditions and vehicle breakdowns.

In order to identify what products were available, all suppliers listed on the Crown Commercial Services Local Authority Software Agreement (LASA) Lot 11 Framework had been invited to tender against a specification which met the Council’s requirements.  This had resulted in the submission of a single tender which had been evaluated and compared with other similar installations in the marketplace to ensure that the Council was obtaining value for money.

            RESOLVED

            That the tender submitted by Company A be accepted and that they be awarded the contract for 27 hardware installations plus software (residential and commercial options) with maintenance and licensing included.

            REASON

            Under the Council’s procurement rules it is necessary for Cabinet to agree to the award of a contract of this value.

Report of the Cabinet Member for Finance and Assets on a property investment purchase

The Cabinet Member for Finance and Assets reminded Cabinet that on 9^th September 2015, the Council had approved an allocation of £5,000,000 for the purposes of investment in commercial property as an additional revenue stream to support the Council’s budget.

A suitable property for investment purposes had now been identified within Horsham.  Details of the property, purchase price and rental income were provided in an exempt appendix to the report.  It was noted that the minimum target yield approved by the Council was 6% and that this investment, if approved, would produce a yield on cost in excess of that figure.

            RESOLVED

(i)         That the purchase of the investment property, as reported, be approved subject to the final details being agreed by the Director of Planning, Economic Development & Property in consultation with the Cabinet Member for Finance and Assets.

(ii)        That the Cabinet Member for Finance and Assets be authorised to approve the external valuation which has been commissioned.

REASON

The Council has approved the allocation of £5m for investment purchases and the property is a suitable investment for these purposes.

To consider any matters referred to Cabinet by the Scrutiny & Overview Committee – There are no matters currently outstanding for consideration

There were no matters currently outstanding for consideration.

To note the Forward Plan

The Forward Plan was noted.  Relevant Policy Development Advisory Group dates would be included in future versions.

There were no matters of special urgency to be considered.