Agenda and minutes

Venue: Anglia Room, The Committee Suite, Elizabeth House, Dereham

Items
No. Item

74.

Apologies

To receive apologies for absence. 

Minutes:

An apology for absence was received from Mr R.F Goreham.

75.

Declaration of Interest

Members are asked at this stage to declare any interests they may have in any of the following items on the agenda. The Members’ Code of Conduct requires that declarations include the nature of the interest and whether it is a personal or prejudicial interest.

Minutes:

Messrs P. Claussen and W. Smith declared a personal and prejudicial interest in agenda item 7 – Administration of the Breckland Housing Register: Appointment of a New Contractor – as non executive Members of the ARTP Board.  Both Members left the room whilst this item was under consideration.

76.

Non-Members Wishing to Address the Meeting

To note the names of any non-members who wish to address the meeting.

Minutes:

It was noted that Mrs Irving, Mr Borrett and Mr Kybird might wish to address the meeting.

77.

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 items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A to the Act.”

 

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 they involve the likely disclosure of exempt information as described in paragraph 3 of Schedule 12a to the Act.

78.

Project Create: Appointment of Temporary Business Transformation Director (Urgent Business)

Minutes:

The Chairman had agreed to take this matter as an item of urgent business, in order to avoid any delay in Project CREATE, which was at a crucial stage.  A temporary appointment was required to drive the agenda forward, pending the completion of the permanent appointment process. 

 

A report had been circulated, outlining the key projects which were under way and how these were being managed.  It was proposed that Keith Stevens, currently employed by the Council in a senior position, should be appointed as temporary Business Transformation Director pending the permanent appointment.  Such a proposal, if adopted, would require an exception to Contract Standing Orders to be authorised, in view of the aggregated spend to date on miscellaneous contracts with Amwell Consulting, Mr Stevens’ employer.

 

Members noted that the costs of the proposed temporary appointment of £44,000 were separate from the PFI work that was nearing completion.

 

The options available were to appoint Mr Stevens as Business Transformation Director until 30 September and approve an exemption to that part of Contract Standing Orders requiring open tendering, or not to make the temporary appointment.  The temporary appointment was being recommended as it ensured that focus remained on driving forward the CREATE work; any gap at this senior level would be detrimental to progress and this appointment would ensure that both the organisational and technical skills were available to minimise the learning curve and maintain progress on the key projects, i.e. creation of a planning and building control company, phase 2 of business transformation, mobile working and other projects from the phase 1 work undertaken.

 

RESOLVED that

 

(1)               Mr K Stevens be appointed as Business Transformation Director until 30 September; and

(2)       the necessary exception to Part C of the Contract Standing Orders be authorised.

79.

Administration of the Breckland Housing Register - Appointment of a New Contractor

Minutes:

The Strategic Housing Manager presented the report, which explained that the initial expressions of interest in the detailed specification had materialised into two full tenders.  A stringent evaluation process had taken place, the results of which were reported.  The circulated pro forma b, which had identified and explained various areas addressed during the evaluation process, referred to a budget shortfall over the five years of the proposed contract, the funding for which needed to be allocated via the Star Chamber process.  It was also pointed out that, in order to align with the six year rolling budget, the service would need to be maintained beyond year five of the contract and, if accepted, it was proposed that a full review take place in year three to ascertain marketing opportunities and associated efficiencies. 

 

The options available were to award the five year contract to administer the Housing Register and introduce a Choice Based Lettings Scheme on behalf of the Council be awarded to the preferred tenderer identified through evaluation, i.e. ARP Trading Ltd, or not to award the contract.  The tender submitted by ARP Trading scored more highly through the evaluation process than the other tender and, although not the most competitive tender in terms of cost, it had demonstrated a more appropriate approach to service delivery, it represented the lowest levels of risk and was more innovative in that it would provide the Council with more opportunities to deliver cashable and non cashable savings during the period of the contract. 

 

RECOMMEND that

 

(1)            the contract to administer the Housing Register and introduce a Choice Based Lettings Scheme on behalf of Breckland Council be awarded to ARP Trading Ltd;

(2)            a five year contract term be awarded to 2012, at a cost of £1,328,093.00; and

(3)      a comprehensive review be undertaken in year three of the contract into the future options for delivery of the service.

80.

Next Meeting

To note that the date of the next meeting of Cabinet will be held on 17 July 2007 at 9.30.

Minutes:

It was noted that the next meeting of Cabinet would be held on 17 July 2007 at 9.30am.