Agenda and draft minutes

Venue: Committee Rooms 1 & 2 - Deanes. View directions

Contact: Democratic Services Team 

Link: Video recording

Items
No. Item

9/19

Apologies for absence and substitutions

Minutes:

Councillor Capon sent his apologies

10/19

Declarations of interest

Minutes:

There were no declarations of interest.

11/19

Urgent matters

To consider any items of business, other than those shown on this agenda and which, by reason of special circumstances to be stated at the meeting, in the opinion of the Chairman, should be considered at the meeting as a matter of urgency.

 

Minutes:

The Project Director apologised to the Committee for the lateness of the hard copy supplementary agendas.

 

It was requested that the meeting be adjourned so that Members could read the hard copy supplementary agenda.  The Chair ruled against the request as all Members had received the electronic copy of the supplementary agenda on the 10th October which could be viewed via their iPad.

 

The Chair introduced Ian Boll the newly appointed Executive Director of Borough Development and Deputy Chief Executive who gave a background of his career to date.   He also advised the Committee that he had attended an all partner gateway programme review meeting of the Manydown project, where the highways issues had been identified and discussed and a development programme had been put in place so that the planning application could be brought forward to the Development Control Committee in February 2020.

 

12/19

Minutes of the meeting held on 2nd July 2019 pdf icon PDF 225 KB

The Chair will move that the minutes of the meeting be signed as a correct record. The only part of the minutes that can be discussed is their accuracy.

Minutes:

The minutes of the meeting held on the 2nd July 2019 were confirmed by the committee as a correct record and signed by the Chair.

 

13/19

Manydown - Project update Report pdf icon PDF 309 KB

Contact Officer:  Andrew Reynolds

To provide a general project update and report on the progress of the outline planning application

 

Report to follow

Additional documents:

Minutes:

The Cabinet Member for Regeneration and Property introduced the report and advised that the Manydown project continued to progress its work to obtain outline planning permission and to enter into contract with the selected private sector partner (PSP) in order to deliver the development.

 

He stated that work had proceeded to respond to a number of technical clarifications on the issues raised by the Highways Authority in their statutory response of February 2019 and to present a proportionate transport mitigation package for Manydown North. 

 

Advancement had been made with concern raised on the proposed layout for the A339/ Rooksdown Lane junction to the north of the Manydown site which proposed the banning of right-turns into and out of Rooksdown Lane.  In response a revised A339/Rooksdown Lane junction proposal had been submitted to the Hampshire County Council (HCC) Highway Authority for consideration, the local highway authority had confirmed it had no preference for either of the proposed solutions which enabled the project team to put forward the revised junction layout as the preferred solution to form part of the next stage of updates to the application.

In relation to Biodiversity and Ecology a separate detailed planning application had been submitted to the Local Planning Authority for planting and groundworks, which included drainage, to establish a wildlife corridor for bats and other species.

The outline planning application for the north Manydown development proposed a 20-metre wide corridor of mixed habitats, including woodland, grassland and scrub, on the eastern side of the lane between the B3400 and Wootton St Lawrence. The separate ecology planning application proposed that the wide corridor was provided on the western side of the lane instead and that existing sections of hedgerow on the eastern side of the lane were kept and reinforced to establish a six-metre wide hedgerow corridor.

He confirmed that representatives from the project team had attended parish councils and community group meetings in Winklebury, Buckskin, Sherborne St John and Wotton St Lawrence during September to provide an update on the progress of the outline planning application and would be attending a meeting at Oakley Parish Council during October.

 

He advised that fact sheets would be made available on the Manydown project website which referenced the final updates to the outline planning application and provide information on the key issues raised.

 

He stated that drop-in sessions had been held at Buckskin and Bishops Green which formed part of a wider, ongoing programme of youth engagement on the proposals for Manydown, following on from previous workshops held in January 2016 and August 2018.

 

He clarified the current position on the Government Funding Housing Infrastructure Fund (HIF) and said that Marginal funding of up to £10 million was submitted by Basingstoke and Deane Borough Council (BDBC) in their capacity as joint landowners at Manydown and would be considered by the Housing Investment Board alongside the Forward funding bid in October 2019.   HCC had submitted an expression of interest bid for up to £75 million to cover the initial  ...  view the full minutes text for item 13/19

14/19

Manydown - Southern Manydown Report pdf icon PDF 176 KB

Contact Officer:  Andrew Reynolds

To provide an update on Southern Manydown

 

Report to follow

 

Minutes:

The Project Director gave a presentation to the Committee on the future of the land at Southern Manydown.  He advised that the Masterplanning had focused around infrastructure studies in terms of connecting the green spaces between northern and southern manydown and input into the development of the transport strategy. 

 

He stated that the project would evolve and embrace key issues such as health and green and blue infrastructure going forward.  Consideration would be given to how Southern Manydown could achieve carbon neutral and recognition for consideration for where a new hospital would be located.

 

He said that a report would be considered by the Manydown Overview Committee at a future date that would set out the objectives around the project which was to prepare the land for promotion of Southern Manydown as a site for inclusion in the new local plan.  

 

He confirmed that a project initiation document would be established which would include community and stakeholder engagement and the project governance and joint working arrangements would need to put in place.

 

The next step would be subject to the Committee’s comments, a report would be presented at the Manydown Executive Committee on the 12th November to establish the project and then updates would be provided to the Manydown Overview Committee.

 

The Chair proposed that due to the confidential nature of information contained within the presentation, the Council pass a resolution that by virtue of paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972, the public be excluded from the meeting.

 

On resumption of the open session the Chair confirmed that the committee had received an update from the Project Director.

 

15/19

Manydown - Delivery and Governance Report pdf icon PDF 402 KB

Contact Officer:  Andrew Reynolds

To provide an update on the contract award and the governance proposals for the project

 

Report to follow

 

Additional documents:

Minutes:

 

The Cabinet Member for Regeneration and Property introduced the report and advised that the aim was for the Councils to finalise the suite of contract documentation and subsequently enter into contract with the Preferred Bidder in autumn 2019.

 

He stated that on the 02 September 2019 chief and senior officers from both councils and representatives from MGC LLP convened in order to conduct a corporate governance review of the proposed suite of contract documentation the councils are set to enter into with Invest Co. The joint project team and its advisors produced reports and gave a presentation summarising the proposed contract; the clarification and optimisation of the final contract process and an analysis of the impact of the key commercial clarifications to the bid since the Full Business Case was produced at the Final Tender stage with consideration to risk and deliverability.

The councils’ advisors reports supported their decision in selecting the Preferred Bidder confirming the bid was legally compliant and represented value for money and Cabinet were briefed on the 18 September 2019.

 

Following the support of the Gateway Review, the councils were preparing to proceed to Contract Award.  Should any material issues arise from the final technical reports and finalisation of any outstanding points on the contract documentation, the project team would notify the Gateway Review representatives and the steps it would take to resolve.

 

The Dev Co Interim Business Plan would be incorporated once Dev Co is established following the completion of the procurement of private sector partner.

 

He updated Members on the Manydown Garden Communities LLP Board, key achievements had included the development of a service level agreement where the two Councils provided officer resources to the Board.  Following Board approval of the Loan Facility Assessment, which would govern how the Councils fund MGC in order to cover its operational expenses and running costs until such a time as it started to receive dividends from Dev Co, the first drawdown of funding had been completed.

 

The Project Director role should be extended to encompass a role that of a Chief Operating Officer and Advisor to the member representatives of both Councils on the Board.  On 9 July 2019 BDBC Cabinet approved the amendment and proposed, as a result of the Project Director resigning from the Board, that BDBC’s third Member Representative would be the Executive Director Finance and Resources.

 

Urban&Civic’s original proposal included a detailed financial model which forecasted land values, infrastructure and build costs, incomes and returns.  The councils were now in the process of having this revised model audited by BDBC and HCC to confirm that the model is still fit for purpose.

 

The working capital, cashflow and funding requirements of delivering the scheme via the Dev Co agreed business plans would remain the contractual responsibility of the private sector partner and their proposed funding and delivery strategy.  It was still in the process of being confirmed as part of the final commercial and contractual review and BDBC Cabinet and HCC Executive Member  ...  view the full minutes text for item 15/19

16/19

Review of work programme pdf icon PDF 182 KB

The committee is asked to note and review its Work Programme.

Minutes:

The Project Director confirmed the work programme, which the committee noted.

 

Members asked for a report to be supplied following the decision of the Development Control Committee on the outline planning application.

 

In the absence of the HCC education representative at the meeting an invitation be extended to attend the next meeting of the committee.