Agenda and draft minutes

To receive any apologies for absence.

Apologies were received from Councillor Andrew Gibson. Councillor Andrew Joy was in attendance as the deputy Conservative member.

All Members who believe they have a Disclosable Pecuniary Interest in any matter to be considered at the meeting must declare that interest and, having regard to Part 3 Paragraph 1.5 of the County Council's Members’ Code of Conduct, leave the meeting while the matter is discussed, save for exercising any right to speak in accordance with Paragraph 1.6 of the Code.  Furthermore all Members with a Personal Interest in a matter being considered at the meeting should consider, having regard to Part 5, Paragraph 4 of the Code, whether such interest should be declared, and having regard to Part 5, Paragraph 5 of the Code, consider whether it is appropriate to leave the meeting while the matter is discussed, save for exercising any right to speak in accordance with the Code.

Members were mindful that where they believed they had a Disclosable Pecuniary Interest in any matter considered at the meeting they must declare that interest at the time of the relevant debate and, having regard to the circumstances described in Part 3, Paragraph 1.5 of the County Council's Members' Code of Conduct, leave the meeting while the matter was discussed, save for exercising any right to speak in accordance with Paragraph 1.6 of the Code. Furthermore Members were mindful that where they believed they had a Personal Interest in a matter being considered at the meeting they considered whether such interest should be declared, and having regard to Part 5, Paragraph 2 of the Code, considered whether it was appropriate to leave the meeting whilst the matter was discussed, save for exercising any right to speak in accordance with the Code.

To confirm the minutes of the previous meeting held on 8 October 2019.

The minutes of the previous meeting held on 8 October 2019 were agreed as a correct record.

To receive any deputations notified under Standing Order 12.

There were no deputations.

To receive any announcements the Chairman may wish to make.

The Chairman praised the success of virtual County Council meetings using Microsoft Teams and noted that this way of working was becoming more familiar to all.

To consider a report of the Director of Culture, Communities and Business Services regarding the 2019/20 annual accounts for the Business Services Group.

The Panel considered a report of the Director of Culture, Communities and Business Services regarding the annual report and accounts for 2019/20 for the Business Services Group.

Members were aware of the competitive trading pressures and the financial pressures associated with the ongoing pandemic which had affected all three self-funding business units (HC3S, HTM and County Supplies). It was noted that despite these trading pressures and the overall deficit for the year, the business units continue to perform well against their competitors in the local area.

RESOLVED:

That the Panel make the following recommendation to the Executive Member for Commercial Strategy, Human Resources and Performance:

That 2019/20 annual report and accounts for the Business Services Group be approved.

To receive a presentation with information regarding the Property Services response to the Covid-19 pandemic.

The Panel considered a presentation of the Director of Culture, Communities and Business Services regarding the Property Services response to the pandemic and the impact upon operations.

Members heard that the initial response in the early days of the pandemic and lockdown had incorporated the necessary closure of facilities whilst ensuring operational continuity for key services across the estate of the County Council and partners Police and Fire. More recently, it was noted that the recovery phase had been supporting the safe re-opening of buildings in accordance with Government guidelines and the restarting of work temporarily paused in exiting buildings. Construction activities on stand alone sites were able to continue once safe procedures had been established and programmes remained largely unaffected.

The Panel discussed the options for future working arrangements and how office space and the use of technology may impact going forward.

RESOLVED:

That the Panel agreed:

i.              To note the contents of the presentation. 

ii.            To thank officers for their significant efforts during this challenging time.

To consider a report of the Director of Culture, Communities and Business Services regarding the management of Hampshire’s built estate.

The Panel considered a report of the Director of Culture, Communities and Business Services giving an update on progress made in managing Hampshire’s Built Estate.

The report outlined how Property Services was managing the County Council’s estate to ensure statutory compliance and the steps being taken to address the high level priorities of health, safety and risk management. The report also set out how existing Covid-19 related challenges had impacted the delivery of the built estate programme but that safe and innovative measures continued to be developed to ensure efficient management within all settings and facilities.

RESOLVED:

That the Panel advises the Executive Member for Commercial Strategy, Human Resources and Performance that:

i.              The progress made in delivery of the 2020/21 repairs and maintenance programmes for the corporate and schools estates is noted;

ii.            The additional schools condition allocation funding is noted;

iii.           The impact of Covid-19 and the steps taken by Property Services to mitigate this is noted.

To consider a report of the Director of Culture, Communities and Business Services seeking spend approvals for new contract arrangements.

The Panel considered a report of the Director of Culture, Communities and Business Services seeking agreement to a number of contractual arrangements.

RESOLVED:

That the Panel recommends to the Executive Member for Commercial Strategy, Human Resources and Performance that he:

i.              Approves a total contract spend of up to £5 million over 7 years for new grounds maintenance contract arrangements for Hampshire County Council corporate sites.

ii.            Approves total contract spend of up to £5 million over 5 years for a new Print Services contract.

iii.           Approves a total Hampshire County Council contract spend of up to £30 million over 4 years for a call off contract under the new Heating Oil and Road Fuels framework arrangement.

To consider a report of the Director of Culture, Communities and Business Services with an update on climate change and energy programmes.

The Panel received a report of the Director of Culture, Communities and Business Services on progress in relation to energy and carbon reduction programmes in the context of the declaration of a climate emergency by the County Council in 2019.

Members discussed some residents’ concerns that the switching off of street lighting, whilst beneficial for the environment, had raised perceived concerns about crime and disorder and perceptions of public safety. Some Panel Members had received feedback from members of the public who did not feel safe when street lighting had been turned off, particularly in the early morning. It was agreed that officers would discuss this with the Economy, Transport and Environment department to relay feedback and seek clarity on any further extensions of the programme. It was noted that a further phase of LED lamp conversion was planned on principal routes which continue the successful progress of energy and carbon emissions reduction.

Members also discussed the impact of the ‘new normal’, working in different ways during the pandemic, the potential to reduce office accommodation and how this could impact positively on carbon reduction in the future.

RESOLVED:

That the Panel agreed to:

i.              Note progress on the energy and carbon reduction programmes.

ii.            Note the further reduction in the County Councils carbon emissions to 2020 in relation to corporate buildings, street lighting and officer travel of 3.4% contributing to a total reduction since 2010 of 46.7%. This is well on track to meet the target of 50% by 2025 previously approved by the Executive Member.

iii.           Note the new context in which the carbon and energy programmes now sit and support the research into measuring the wider carbon emissions of the built estate. Proposals for future programmes of work will be brought back to this panel for consideration in due course.

iv.           Support the early work to define the challenge of achieving net zero carbon by 2050 in relation to the built estate in support of the County Councils commitments and in line with the Climate Change Strategy approved by Cabinet in September 2020.

v.            Ask that officers enter discussions with ETE colleagues regarding street lighting reductions, timings for street lighting to be switched off and the impact of this upon public safety with a view to making further savings where possible.

To consider a report of the Director of Culture, Communities and Business Services regarding major programmes of work underway in Property Services.

The Panel considered a report of the Director of Culture, Communities and Business Services regarding major programmes of work underway in Property Services.

RESOLVED:

That the Panel note the progress on each of the programmes of work.