Agenda and minutes

There were none. 

The record of the meeting held on 29 March 2011 was agreed and signed by the Leader as correct. 

There were none.

Background:

This report presented details of the Council’s performance for the third quarter of 2010/2011 against indicators and actions agreed in the 2010-2013 Council Plan.

Appendix 1 to the report provided a summary of performance against the six priorities in the Council Plan and Appendix 2, as an exceptions report, set out the performance achieved against actions and indicators where performance was below target.

It was noted that of the 51 key measures that could be reported this quarter 36 (71%) had achieved or outperformed the target and a further 4 (8%) were below target but within acceptable variance limits. 11 (22%) key measures were below target and outside acceptable variance limits.

The report set out in detail the discussions that had taken place on the report at the council’s Overview and Scrutiny Committee meetings.

Reasons:

Full and accurate performance reporting to Members is consistent with best practice, and allows Members to review the Council’s performance.

Background:

This report sought authority to grant an easement for a right of way to serve the former Akzo Nobel site at Pier Approach Road, Gillingham.

It was noted that the approved masterplan for Berkeley Homes (Eastern) Limited’s development of the former Akzo Nobel site required a secondary emergency access over Pier Approach Road, as the level of residential development was above the threshold for a single access route. The Council in its capacity as the Gillingham Pier Authority owned a short section of land on Pier Approach Road, as shown hatched on the plan attached to the report, and therefore consent had been requested for a vehicular right of way for emergency vehicles.

Reasons:

The proposed Deed of Easement will enable the Council to obtain a capital receipt for the continued management and maintenance of the Pier and facilitate the continued regeneration of the area.

Background:

This report sought authority to grant a lease of Eastgate Annex, High Street, Rochester on the best terms reasonably obtainable.

It was noted that Eastgate Annex had recently become vacant and, as the Council did not have an immediate operational use for the building, there was an opportunity to let the premises in the short to medium term.

Reasons:

The letting will increase income and reduce costs in maintaining an empty building.

Background:

This report presented information on vacancies that officers had requested approval to commence recruitment for, following the process agreed by Cabinet on 7 January 2003 (decision number 9/2003).

Appendix 1 to the report provided details of the posts, with a further post being circulated under separate cover.

Reasons:

The posts presented to Cabinet support the efficient running of the Council.

Background:

This report sought permission to secure the design skills of a specialist supplier to supply and fit cremators and abatement equipment by December 2012 at Medway Crematorium. The scheme had been tendered as single stage tender, but would be let as a two-part contract. The first part being the design stage and the second being the supply and installation.

The supplier would join a design team delivering the wider project that incorporated the new equipment at the crematorium and enlarging chapel accommodation and parking space.

It was reported that the Cabinet had agreed to commence procurement (Gateway 1) on 8 June 2010 and the report gave details of the procurement process, the options available and an evaluation of the tender information. An exempt appendix set out details of the whole life costings for the contract, together with the detailed tender evaluation information.

It was noted that the Strategic Procurement Board had considered this report on 30 March 2011 and referred it to Cabinet for approval.

Reasons:

The contractor satisfied the compliance checks and its proposal indicated that the scheme would be within budget. The criteria as set out in the Invitation to Tender were met and the Public Contracts Regulations 2006 (as amended) require the decision to award the contract be on the basis of the most economically advantageous tender.

Background:

This report provided a review on the progress of the Bereavement and Registration Services Grounds Maintenance Contract, which was currently awarded to The Landscape Group (previously English Landscapes).

The contract was for the provision of grounds maintenance activities at Medway Crematorium and 5 cemeteries across Medway and included grass cutting; litter collection; road and hard surface cleaning; the maintenance of tress, hedges, roses, flower and shrub borders; the fixing of memorials and some premises security.

This Procurement Gateway 4 report has been approved for submission to Cabinet after review and discussion at the Business Support Directorate Management Team meeting on 22 March 2011 and the Strategic Procurement Board on 30 March 2011.

Reasons:

There are no adverse observations regarding this contract and the contractor is performing to a standard equal or better than that set out in the contract specification.

Background:

This report sought permission to extend the responsive repairs and maintenance contract, approve a pilot fixed fee approach for three months and give authority, subject to the success of the fixed fee trial, to enter into arrangements to formalise this arrangement for the remainder of the contract period. The contract was currently awarded to Mears PLC.

The contract included repairs to tenanted properties (including sheltered schemes and communal areas), vacant property repairs, out of hours emergency repairs, gas servicing/breakdowns and capital works.

It was noted that approval to extend the contract was based upon the procurement process undertaken during 2006, which led to an award of contract in December 2006 to Erinaceous Property Maintenance and commenced 1 April 2007. The Contract was subsequently novated to Mears PLC, and the contract contains provisions, which allow for it to be extended.

The Strategic Procurement Board reviewed a Gateway 4 Appraisal Report on 16 February 2011 and this Gateway 5 report was ratified by the Strategic Procurement Board on 30 March 2011 and recommended for referral to Cabinet.

Reasons:

The reasons for the decisions are set out in Option 1 in section 4.1 of the report. This option provides for:

·           budgetary stability

·           further development of improvements with Mears that have been made over the last 12 months

·           further efficiencies in terms of other cost savings

·           increased speed of customer service

·           development of ICT to improve service delivery

·           Officers to concentrate on management of the existing contract rather than be distracted by work to re-tender the contract and potentially have a new contractor to build working methods and relationships with from April 2012.

The Leader announced that Councillor Janice Bamber would be leaving the Council in May and Members recorded their thanks for her contribution and support during her term of office.