Agenda and draft minutes

Venue: Norfolk & Dereham Rooms, The Conference Suite, Elizabeth House, Walpole Loke, Dereham

Contact: Democratic Services  01362 656870

Items
No. Item

88/19

Minutes pdf icon PDF 96 KB

To confirm the minutes of the meeting held on 26 September 2019.

 

Minutes:

The minutes of the meeting held on 26 September 2019 were confirmed as a correct record and signed by the Chairman.

89/19

Apologies and Substitutes

To receive apologies for absence and to note substitute Members in attendance.

Minutes:

Apologies were received from Councillors Nairn, I Martin and Colman. Councillor Crane attended as substitute for Councillor Colman.

90/19

Chairman's Announcements (if any)

Minutes:

None.

 

Councillor Birt expressed his concerns over the late receipt of the report for the Waste and Related Services Contract and supporting documents. He said there had been insufficient time to review the documents and he had requested but had not yet received the Inter Authority Agreement which he felt would have been useful to have prior to the meeting. He stated it was incredibly difficult to scrutinise a report properly without sufficient evidence and time.

 

The Executive Manager Governance, Mark Stinson explained the Inter Authority Agreement was an agreement that tied three authorities together, Breckland, King’s Lynn and North Norfolk. Subject to a suitable tender being received, all three authorities had agreed at an early point to enter into an agreement to enable the process to continue and stated any relevant information had been referenced within the report. The Communities and Environmental Service Manager, Steve James, would ensure the Agreement was sent to Members for their information prior to the Full Council meeting that was being held later.

 

The Chairman re-iterated that Scrutiny Members should have access to all necessary documentation to enable the Commission to reach an informed conclusion.

 

The Executive Director Place, Rob Walker, said he would be happy to answer any questions in the closed session about the details, procurement process and compliant figure situation.

91/19

Urgent Business

To note whether the Chairman proposes to accept any item as urgent business pursuant to Section 100(B)(4)(b) of the Local Government Act 1972.

Minutes:

None.

92/19

Declaration of Interests

The duties to register, disclose and not to participate for the entire consideration of the matter, in respect of any matter in which a Member has a disclosable pecuniary interest are set out in Chapter 7 of the Localism Act 2011.  Members are also required to withdraw from the meeting room as stated in the Standing Orders of this Council.

 

Minutes:

None.

93/19

Next Meeting

To note the arrangements for the next meeting to be held on 19 December 2019, at 10:00am, in the Anglia Room, Elizabeth House, Walpole Loke, Dereham.

 

Minutes:

The arrangements for the next meeting on 19 December 2019 at 10:00am in the Anglia Room, Elizabeth House, Walpole Loke, Dereham were noted.

94/19

Waste and Related Services Contract pdf icon PDF 101 KB

Report of Executive Member for Contracts & Assets, Councillor Paul Hewett.

 

Minutes:

The Executive Member for Contracts & Assets, Councillor Paul Hewett explained Breckland had a good Contract with Serco but now asking the Commission to approve what he believed was a better cross authority contract where three authorities would work together.

 

The Executive Director Place, was then introduced to present the report who thanked Officers for their commitment to the project and hard work over the last 2 years, particularly the Place Manager Riana Rudland and the Contract and Compliance Team Leader, Sarah Simpson, along with the Officers involved at the two partner authorities.

 

Members were provided with a detailed overview of the whole process. The process began in September 2017 when Breckland agreed to procure a waste and related services contract jointly with North Norfolk District Council and The Borough of Kings Lynn and West Norfolk. An inter authority agreement was signed by the three councils in January 2019 committing the Councils to the procurement process.

 

Two strong bidders came forward who were well recognised for providing robust work in this field and after three rounds of negotiations final tenders were received on 15 November 2019. Evaluation of the bids had been completed and it was recommended that Bidder B be awarded the contract.

 

RESOLVED to recommend to Cabinet that:

 

1)    the most economically advantageous tender for the contract for the provision of waste and related services submitted by Bidder B is accepted, subject to formal contract and satisfactory conclusion of the statutory standstill time and that the Director of Place is authorised to complete and enter into the Contract;

 

2)    delegated authority be granted to the Director of Place in consultation with Executive Member for Contracts & Assets and the Executive Member for Finance & Growth, to determine when and whether to implement provisional items (clinical waste collection and garden waste for disposal);

 

3)    implementation of a food waste collection is not approved from the service commencement date, but the option to implement this in the future following periodic reviews be retained; and

 

4)    the recruitment of a 2 year fixed term Trade Waste Officer funded from income derived from the delivery of the commercial waste service be supported.

 

Recommend to FULL COUNCIL that:

 

5)    up to £5,000,000 approved capital budget be released for the purchase of vehicles and equipment; and

 

6)    the Council notes the budget implications as set out in Appendix B of the report, and the necessary adjustments be made to the Council budget, including those derived from the Cabinet decision at recommendation 3 above.

 

95/19

Exclusion of Press and Public

To consider passing the following resolution:

 

“That under Section 100(A)(4) of the Local Government Act 1972, the press and the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraphs 3 and 4 of Schedule 12A to the Act”.

 

PART B – ITEM FROM WHICH THE PRESS AND THE PUBLIC ARE EXCLUDED 

 

 

Minutes:

RESOLVED that under Section 100(A)(4) of the Local Government Act 1972 the press and public be excluded from the meeting for the following items of business on the grounds that they involve the disclosure of exempt information as defined in paragraphs 3 and 4 of Part 1 of Schedule 12A to the Act.

 

96/19

Waste and Related Services Contract Appendices A & B

Additional documents:

Minutes:

Noted.