Executive Minutes - 26 March 2002

THE “CALL IN”PERIOD FOR THESE DECISIONS (WITH THE EXCEPTION OF MINUTE 163 AND 168 (C) )EXPIRES AT 5.00 PM ON MONDAY 8 APRIL 2002 . NONE OF THE DECISIONS CAN BE IMPLEMENTED UNTIL AFTER THAT DATE.

MINUTES OF A MEETING OF THE EXECUTIVE HELD AT COUNTY HALL, NEWPORT, ISLE OF WIGHT ON TUESDAY, 26 MARCH 2002 COMMENCING AT 9.30 AM

Present :

Mrs S A Smart (Chairman), Mr R R Barry, Mr J A Bowker, Mr E Fox, Mr P G Harris, Mrs M A Jarman, Mr H Rees

Apologies :

Mrs B Lawson, Mrs J White

Also present non-voting :

Mr M J Cunningham, Mr J H Fleming, Mr C R Hancock, Mr R G Mazillius, Mr G P Price

160. MINUTES

RESOLVED :

THAT the Minutes of the meeting of the Executive held on 12 March 2002 be confirmed.

161. DECLARATIONS OF INTEREST

There were no declarations received at this stage.

162. PUBLIC QUESTION TIME

Questions were put to the Chairman as follows :

Mr D Rankine in relation to pedestrianisation of parts of Newport (PQ20/02)

Copies of the questions and replies given are contained in the Public Question Register.

163. AWARD OF THE 2002-2008 BEACH CLEANING CONTRACT

Members were informed that the existing Beach Cleaning Contract had expired and a new six year contract needed to be awarded. In order for the Isle of Wight to maintain the Seaside Awards it was important that cleaning commenced on 1 May 2002 as the Island could be inspected at any time and if beaches were found to be below standard, the awards would be withdrawn. The Portfolio Holder advised members that a lead in period of five weeks was required so that new machinery and vehicles could be purchased. The call in period would reduce the amount of time the successful contractor had to acquire such machinery to the point that it would be unable to commence on 1 May 2002. The Chairman of the Council had agreed, after taking advice from the Monitoring Officer, that the decision proposed was reasonable in all circumstances and to it being treated as a matter of urgency and therefore not subject to the call in process. The matter would be reported to the next meeting of the Council, outlining the reasons for the urgency.

In awarding the contract regard was given to the increased cost of the service due to changing legislation and recommendations put forward by the Best Value Improvement Plan. Members were advised that both tenders received were above the current budget provision by approximately £10,000 unless members agreed to some suggested changes in specification that would bring the contract within budget. Members did not wish to see any reductions to the specifications.

RESOLVED :

(i) THAT the contract for services to the current specification be awarded to contractor B and the additional funding be found within the Directorate’s cash limited budget.

(ii) THAT this decision shall not be subject to the call-in procedure in accordance with the process set out it the Constitution

164. EMERGENCY PLANNING BEST VALUE REPORT

Consideration was given to the Emergency Planning Best Value Report 2001. The Fire and Public Safety Select Committee had scrutinised the report on the 18 February 2002. The Committee recommended the acceptance of the Best Value Report and had requested Emergency Planning to submit further options for delivering their Training Plan.

RESOLVED :

THAT the report be accepted with consideration to be given to the funding of a Training Officer during the 2003/04 budget round under Best Value Improvements.

165. JULIA MARGARET CAMERON TRUST

Members were reminded the Executive had agreed at its meeting on 27 November 2001 to extend the loan period to 31 March 2002 in order to consider the matter with reference to a review of the Council’s procedures for making loans and grants. The Resources Select Committee on the 10 October 2001 decided to set up a task group to look into the issues further. Members discussed whether a further extension to the loan should be given. They also expressed concern that the review had still not yet been completed.

RESOLVED :

THAT the loan be extended for a further 6 months to 30 September 2002, with a progress report to be made to the Executive in June 2002.

166. ADULT LEARNING PLAN 2002/3

The Portfolio Holder presented the report on the Adult Learning Plan which was required to be submitted to the Learning and Skills Council no later than 28 March 2002. This was one of the Local Education Authority’s statutory Plans which would supercede the Lifelong Learning Development Plan. Failure to submit the Plan could jeopardise the funding of £177,351 which had been provisionally been allocated to the Local Education Authority to deliver the programme. The Plan had been considered by the Education, Community Development and Lifelong Learning Select Committee at its meeting on 11 March 2002. The Portfolio Holder informed members that the Select Committee would in future scrutinise plans after their adoption as this would give more time for discussion.

RESOLVED TO RECOMMEND TO COUNCIL :

THAT the Isle of Wight Adult Learning Plan for 2002/03 be adopted.

167. HOMELESSNESS STRATEGY AND ACTION PLAN

Members were advised that the Homelessness Act 2002 required all local authorities to produce a homelessness strategy. Although the Act was unlikely to come into force before the autumn, a strategy and action plan had been written based on current practices. It was stressed that it would need to be altered to incorporate the new requirements of the Government’s Bed and Breakfast Unit, and later, when all the Orders and Code of Guidance under the Act had been published. The Social Services, Housing and Benefits Select Committee had supported the strategy and action plan at its meeting on 6 February 2002. The Executive expressed strong support for the strategy and recognised the serious issue of homelessness and the problems associated with a lack of affordable housing.

RESOLVED :

THAT the Homelessness Strategy and Action Plan be endorsed.

168. PORTFOLIO HOLDER FOR RESOURCES

(a) Printing Arrangements

The Portfolio Holder informed members of the outcome of a meeting of the Resources Select Committee on the 24 January 2002 which had discussed why a large amount of work had been placed with outside printers. Members were advised that one of the recommendations following an independent review, was for all printing to be sourced through the Print Manager to ensure the in-house Print Unit’s resources were fully utilised. New printing rates had been introduced which allowed all the operational costs to be covered without a profit being made. In circumstances where the Print Unit were unable to handle the work, the, Print Unit Manager would seek out the most economical way in which the customers needs could be met

RESOLVED :

(i) THAT all Directorates be instructed to source all print work via the Print Unit forthwith.

(ii) THAT all Directorates use the Print Unit for its work where it is most competitive and within its capability, cost, quality and ability to meet deadlines.

(iii) THAT the Print Unit be staffed to fully recover all its operational and actual costs in line with the current practice.

(iv) THAT a future Best Value Review examines the Authorities printing procurement.

(b) Proposed Retail Development, Bus Station and South Street Car Park, Newport

(Mr M Cunningham declared a non pecuniary interest in relation to South Vectis)

Consideration was given to a retail development for Newport Bus Station and the Council’s adjoining land in South Street, Newport. The Council had been requested to commence negotiations for the grant of an option with terms being brought back at a later date. There were two proposals which were currently being considered and further details were to be requested. The first, proposed developing the Bus Station site only and the second larger scheme would incorporate Council property in South Street, Newport. If the second scheme were to progress, then consideration would need to be given to the replacement of offices, loss of public conveniences and public car park facilities.

RESOLVED :

THAT the Council enter into discussions for further details to formulate a recommendation and that a further report be brought back to the Executive.

Members were reminded that 5 and 6 Market Street formed part of the route to a new wider roadway into the central area of Ventnor. Members had already considered the proposals to formulate new parking arrangements, the clearance of derelict buildings and the possibility of new retail development. The Chairman informed the Executive that the local member supported the proposal.

The Portfolio Holder reported that the option to purchase the two properties would expire at the end of March. The Property Services Manager had been unsuccessful in negotiating an extension of the option in order to allow the call in period to expire without incurring further costs. Therefore, the Chairman of the Council had agreed, after taking advice from the Monitoring Officer, that both the decision proposed was reasonable in all circumstances and to it being treated as a matter of urgency and not subject to the call in process. The matter would be reported to the next meeting of the Council, outlining the reasons for the urgency.

EXCLUSION OF THE PUBLIC AND PRESS

During the debate it was moved and seconded that the public and press be excluded from the meeting.

RESOLVED :

THAT under Section 100(A) (4) of the Local Government Act 1972 the public and press be excluded from the meeting for part of this item, on the grounds that there was likely to be disclosure of exempt information as defined in paragraphs 7 and 9 of Part 1 of Schedule 12A of the Act.

Members discussed the current value of the two properties together with the value of the option to purchase. Details were also made available as to the consideration to be paid to the Council by the purchaser and the envisaged timescale. The Property Services Manager confirmed that the proposed arrangements represented best consideration for the Council

RESOLVED :

(i) THAT the cottages be acquired and sold on the terms set out in the confidential appendix attached to the report.

(ii) THAT the disposal be subject to an option to repurchase the two properties at the same price within a period of 24 months

(iii) THAT this decision above shall not be subject to the call-in procedure in accordance with the process set out it the Constitution

CHAIRMAN