Agenda and minutes

Apologies for absence were received from Councillor Hutchinson.

To confirm the minutes of the previous meeting held 060618.

The minutes of the meeting held on 060618 were confirmed and authorised to be signed by the chair.

Members to declare any interest as appropriate in respect of items to be considered at this meeting.

Councillor de Burle notified the Committee that he chaired the working group responsible for the decision with regards to the housing repair contract on Item 4 of the agenda.

The Director for Legal and Democratic Services confirmed that there was no requirement for Councillor de Burle to declare an interest on Item 4 of the agenda.

There were no other declarations of interest.

The Interim Director of Growth and Regeneration to submit a report to seek approval to award the contract for responsive and void repairs to Council owned properties.

The Interim Director of Growth and Regeneration submitted a report to seek approval to award the contract for responsive and void repairs to Council owned properties.

Councillor de Burle introduced the report to the Committee and gave an overview of the journey to secure a new housing repairs and voids maintenance contract with an estimated value of £9m for maintaining the 1821 Council owned homes, over the next ten years.

Councillor de Burle noted the complex, multifaceted nature of the process that was achieved by the working group consisting of: Council officers, the tenant’s organisation TFEC, Members and consultants Fairthorne Farrel Timms (FFT), as well as the tenderers.

It was noted that after receiving eleven applicants, three tenders were carried forward:

·         Wates Living Spaces (current holder)

·         Jeakins Weir

·         Axis Europe Plc.

The successful candidate was determined using an OJEU compliant competitive procedure and the final assessment was split 50:50 between pricing and quality.

Members were informed of the stages of the process:

1.    Senior teams from each supplier were invited to meet the working group for discussion and clarification of the contract requirements.

2.    The working group visited each of the tenderers’ central offices.

3.    A panel consisting of Councillor Pearson, the Chair of TFEC, the Interim Housing and Commercial Asset Manager, the Maintenance Surveyor, the Customer Services Team Leader and the IT Manager met to mark the applicants’ final submission statements.

Members were assured that the process had been very thorough and resulted in a clear leader; Axis Europe plc.

It was noted that the winner’s bid modelled against the current year’s budget of £712,890 produced an outturn figure of £631,500; an 11% reduction. Also, the new contract will reduce the current time for replacing a bathroom or kitchen from 25 days to 15 days which provides further savings.

The new contract commits to providing five additional benefits to the local community:

1.    One new full time three year apprenticeship in each year of the contract.

2.    Two further job opportunities per annum.

3.    90% of specialist work to be delivered through the local supply chain.

4.    1% of annual contract value to be given to local charities.

5.    Additional training to support tenancy sustainment and reduce unemployment.

Councillor de Burle thanked FFT, TFEC, officers and Members for their excellent participation in awarding the new contract and proposed the recommendations within the report.

The Chair thanked everyone who participated in the process for their work.

A Member gave support for the focus on quality and asked what implications there are if quality isn’t met.

The Interim Housing and Commercial Asset Manager noted that monthly monitoring of performance will be carried out in line with the Key Performance Indicator (KPI) handbook and that if the standard falls below a certain level of quality then the contract is at risk.

A Member noted that, after talking to the Corporate Director, it would be valuable to share the KPIs so that Members can see what a ‘good’ performance is.

The Interim Housing  ...  view the full minutes text for item 14.

The Deputy Chief Executive to submit a report for Members to authorise the required Housing Revenue Account (HRA) funding for two Housing Officer posts within the Housing, Welfare and Safer Communities department. The Housing Officer resource was considered by the People Committee on 20^th June 2018.  The Place Committee has responsibility for the HRA, and is therefore required to authorise any new HRA expenditure.

The Deputy Chief Executive submitted a report to the Place Committee to authorise the required Housing Revenue Account (HRA) funding for two Housing Officer posts within the Housing, Welfare and Safer Communities department. The Housing Officer resource was considered by the People Committee on 20^th June 2018. The Place Committee has responsibility for the HRA, and is therefore required to authorise any new HRA expenditure.

The Interim Director of Growth and Regeneration noted that the proposed new officer posts would work proactively and build relationships with tenants and have a thorough understanding of our housing stock. The posts would be intensive and direct and would reduce the chance of tenants getting into problems such as arrears or health and safety risks because of the posts’ relationship with tenants. It would also give the Council the resource to take robust action when necessary. The posts do incur expenditure on the HRA, however in the long term the positions will reduce expenditure.

A Member gave support of the proposed posts and building a stronger relationship with tenants by working proactively.

The Chair sought a proposer and seconder.

All Members were in favour.

RESOLVED that the Place Committee to approve the required HRA funding, facilitating the recruitment of two housing officers within the People and Communities directorate.

The Chair asked that the Public be excluded during the consideration of the following item of business in accordance with Part 1 of Schedule 12A of the Local Government Act 1972 (Access to Information : Exempt Information) under paragraph(s) 3 & 5.

The Interim Director of Growth and Regeneration to submit a report to seek approval to execute a lease of the site at Prior Close where the skate park is located.

The Interim Director of Growth and Regeneration submitted a report to seek approval to execute a lease of the site at Prior Close where the skate park is located.

RESOLVED that Members approve the recommendations within the report in addition to the amended recommendations proposed.

To consider any other items that the Chair considers urgent.

There was no urgent business.