Agenda and minutes

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

Contact: Democratic Services 

Link: Video recording

Items
No. Item

18/15

Apologies for absence and substitutions

Minutes:

Apologies were received from Councillor L James.

 

19/15

Declarations of interest

Minutes:

Councillor D Potter declared an interest on the grounds that his partner’s daughter worked for a company employed as a consultant on the Manydown Project. However, to the best of his knowledge, she was not involved in any work linked to the Manydown project.

20/15

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:

There were no urgent items.

21/15

Minutes of the meeting held on 6th October 2016 pdf icon PDF 222 KB

Minutes:

The minutes of the meeting held on 6 October 2016 were confirmed as a correct record and signed by the chairman.

22/15

Manydown Project - Update pdf icon PDF 530 KB

Contact Officer: Richard Bayley

This report provides an update on progress with the Manydown project.

Additional documents:

Minutes:

The chairman invited the Cabinet Member for Property and Development to introduce the report, which provided a general update on progress made with the Manydown project. Since the last meeting of the committee there had been a public consultation exercise on the project masterplan. In addition there had been a statutory pre-application consultation by the Local Planning Authority which took place between 1 September and 13 October 2016.

 

There had been a good level of public engagement over the four organised events. The feedback received from these events would be considered and used to inform the outline planning application that was due to be submitted to the Local Planning Authority in early 2017.

 

The Portfolio Holder confirmed that budget proposals were currently being prepared, with the 2017/18 budget allocation subject to full council approval in February 2017. Over the four project stages there was a current forecast gross spend of £1.31 million.

 

The chairman invited M Heath and M Biermann as members of the public to speak regarding this item. Both expressed concern at the level of air pollution that the Manydown project may produce and the need to ensure high environmental standards in construction.

 

In response to the comments made the Portfolio Holder confirmed that the landowners of Manydown take the issue of environmental sustainability very seriously, and this had been clearly stated in the principles for Manydown. These principles had been highlighted to prospective private sector partners so they were also aware. The development would encourage the use of non-car modes of transport and would aim to incorporate sources of renewable energy to mitigate against the environmental impact that building a large number of homes would necessarily create.

 

The chairman invited the committee to ask questions of the Portfolio Holder and the Project Director (Manydown) and make comments on the report, which included:

 

-       The rationale for designating the draft planning strategy as a confidential appendix. The Project Director explained that the draft planning strategy document included the landowner’s consideration of the pre-application response from the Local Planning Authority and the proposed approach to the outline planning application which related to the land-owning interest of both Basingstoke and Deane Borough Council and Hampshire County Council that necessitated it to be considered confidential.                             

-       The provision of a railway station at Manydown within the next 10 years to encourage non-car modes of transport and not the next 50 years, when the homes at Manydown would be half way through their useful lifespan. The Project Director outlined that analysis undertaken during Phase 1 of the Manydown project (up to 2029) had not indicated that a new train station to serve the residents of Manydown was required, however he assured the committee that the provision of a station was being considered as part of the Department for Communities Local Government studies which were considering the longer term transport strategy on a borough-wide basis.

-       The need for consideration of the total required capacity of parking provision at Manydown, including schools. The  ...  view the full minutes text for item 22/15

23/15

Manydown Delivery Vehicle - Governance and Procurement pdf icon PDF 447 KB

Contact Officer: Richard Bayley

This report sets out the proposed detailed Governance structure including further confirmation of the Top Co corporate structure that will be discussed as part of the detailed solutions phase of the procurement process to procure a private sector partner during Spring 2017.

Additional documents:

Minutes:

The Cabinet Member for Property and Development introduced the report which provided an update on the proposed governance and procurement arrangements for Manydown. He explained that as the Manydown Executive Committee had already approved the corporate structure for TopCo to be a Limited Liability Partnership (as part of the outline solution phase) the project team were now in the detailed solutions phase where specific details about commitments were being discussed with potential private sector partners. The Portfolio Holder reiterated the democratic oversight of the project that had been agreed previously, specifically a quarterly update to the Manydown Overview Committee together with an annual report and an annual review by the Audit and Accounts Committee.

 

In terms of procurement, and following delegated authority previously agreed by the Manydown Executive Committee, the Executive Director for Borough Development had determined six bidders to move forward to the next stage of the procurement process to appoint a private sector partner. A winning bidder was still expected to be announced around July 2017 on the basis of a full business plan which would be subject to approval by both Basingstoke and Deane Borough Council and Hampshire County Council as well as the board of the private sector partner.

 

The chairman invited the committee to ask questions and make comments. The committees’ comments included:

 

-       The tenure of councillors on the TopCo board. The Portfolio holder explained that the tenure would be the same as that of a Cabinet Member and for as long as that member was approved by the cabinet.                                                                                                       

-       The capacity in which officers of the council on the DevCo board would act when casting their vote. The Project Director advised that officers appointed to the board of DevCo would operate within the framework established by the business plan approved by TopCo, but would also be required to act in the interests of DevCo to ensure they effectively discharged their fiduciary responsibilities.

-       Whether the same representatives of council could jointly sit on the boards of both TopCo and DevCo. So as to avoid any conflict of interest the Project Director confirmed that it would be very likely that different representatives would sit on each board.

-       A request that the committee be sighted on papers to be presented at TopCo and DevCo in advance so that issues could be raised prior to the meeting.

-       Confirmation of the committee’s involvement in the later stages of the procurement process. The Project Director confirmed that at the point that three final bidders to become the private sector partner for Manydown had been selected the committee would be invited on an external visit to see exemplar sites.

 

Resolved:  The committee:

 

i.          note the progress made with the delivery vehicle for the Manydown project;

 

ii.         note that its comments will be presented to the Manydown Executive Committee at its meeting on 14 December 2016.

24/15

Department for Communities and Local Government Studies update

Contact Officer: Richard Bayley

To provide a verbal update on the Department for Communities and Local Government Studies.

Minutes:

The Project Director gave a verbal update on the Department for Communites and Local Government (DCLG) studies where he highlighted that Basingstoke and Deane Borough Council, Hampshire County Council and Enterprise M3 Local Enterprise Partnership had jointly received £375,000 on 1 November 2016 to undertake work regarding future transport and education projects. In response to a question concerning future infrastructure improvements, the Project Director confirmed that the studies were focused on identifying a long term and ‘joined up’ approach to the provision of infrastructure across the borough which included identifying the initial phases for specific projects that could then be implemented in the short term.

25/15

Confidential / exempt items for information

Agenda Item 5 - Manydown Project - Update: Appendix 2

 

Agenda Item 6 - Manydown Project  - Delivery strategy: Appendix 1