Agenda and minutes

To confirm the minutes of the last meeting of the Sub-Committee held on 27 July 2009 (attached).

            RESOLVED:

That the minutes of the meeting of the Committee held on 27 July 2009 be taken as read and signed by the Chairman as a correct record.

(Assistant to the Chief Executive) To declare interests in any item on this agenda.

There were no declarations of interest pursuant to the Council’s Code of Member Conduct.

Section 100B(4)(b) of the Local Government Act 1972, together with paragraphs 6 and 25 of the Council Procedure Rules contained in the Constitution require that the permission of the Chairman be obtained, after prior notice to the Chief Executive, before urgent business not specified in the agenda (including a supplementary agenda of which the statutory period of notice has been given) may be transacted.

In accordance with Operational Standing Order 6 (non-executive bodies), any item raised by a non-member shall require the support of a member of the Committee concerned and the Chairman of that Committee. Two weeks’ notice of non-urgent items is required.

(a) Use of land adjacent to Merlin Way, North Weald

The Chairman advised that following discussions with Members and Officers it had been decided to withdraw this report as it would be premature to set aside land in advance of the comprehensive review of users on the airfield.

(Deputy Chief Executive) To consider the attached report NWA-006-2009/10.

The Committee noted Cabinet approval on the 12 October 2009, to appoint appropriate qualified and experienced consultant to undertake an Aviation Intensification Study for North Weald Airfield.

Officers had met with the Essex Procurement Hub to obtain their advice and support in the appointment process. In terms of developing a shortlist, a Pre-qualification Questionnaire had been developed to establish the level of qualification, experience and financial standing of potential consultants and would be sent to consultants expressing an interest. The notification to potential bidders would be placed within the Aviation Press, Flight International and sent to a number of companies registered on the British Association of Aviation Consultants website, which satisfied the Council’s Financial Regulations and interest generated on an industry wide basis.

The Deputy Chief Executive reported that advertising and notification would take place in early January 2010, to develop a potential shortlist by the end of February 2010. Subsequently the shortlist of consultants would be required to submit a detailed brief and a fixed price bid with a method statement and after consideration firms would be invited to interviews that would include a presentation against the pre-set questions in front of a panel of elected Members and Officers. The decision of the interview panel would then be conveyed to all consultants and contract formalities would then be concluded.

The Committee were advised that they would oversee the study and the proposed final appointment should be in place by the end of May 2010 and a report from the consultants received by July/August 2010.

RECOMMENDED:

(1)    That the progress on the Appointment of Consultants to undertake an Aviation Intensification Study for North Weald Airfield be noted.   

(2)    That the Officers take steps to reduce the timescale involved with the aim of the consultants report be received earlier than July/August 2010;

(3)    That the pre-qualification Questionnaire be sent to the company which prepared an aviation study for North Weald Bassett Parish Council.

(Director of Environment and Street Scene) To consider the attached report NWA-007-2009/10.

The Committee considered a report on a proposal from The Caravan Club to use part of the Airfield for a caravanning and camping site in the lead up to and during the 2012 Olympics.

The Committee were advised that the club believed that they could occupy the area currently used for model flying and exist along side the current airfield uses including aviation and the Saturday Market, benefiting the market and bring in additional numbers into the locality. The club believed that 2,000 pitches could be made available; resulting in 34,000 overnight stays for the main Olympics and a further 15,000 for the Paralympics.

Members were advised that since the report had been prepared an additional two approaches had been made regarding the use of the Airfield. The Olympic Delivery Authority had suggested a Park and Ride system for the Broxbourne White Water Canoe Centre for a period of 4-5 days and First Buses, the official transportation for the Olympic athletes had enquired about stationing their buses at the airfield when they were not required.

The Committee were advised of concerns from the North Weald Airfield Users Group about the proposal from the Caravan Club, as it had been considered that the scale and location of the proposed sites would be incompatible with existing and other proposed activities on the airfield.

RECOMMENDED:

That Officers undertake further discussions with all interested parties and report back to the Committee on proposals achieving the best balance for all airfield users having regard to financial considerations and secondary benefits to local residents and the District.

To consider whether, under Section 100(A)(4) of the Local Government Act 1972, the public and press should be excluded from the meeting for the items of business set out below on grounds that they will involve the likely disclosure of exempt information as defined in the paragraph(s) of Part 1 of Schedule 12A of the Act indicated:

To resolve that the press and public be excluded from the meeting during the consideration of the following items which are confidential under Section 100(A)(2) of the Local Government Act 1972:

Paragraph 9 of the Council Procedure Rules contained in the Constitution require:

(1)       All business of the Council requiring to be transacted in the presence of the press and public to be completed by 10.00 p.m. at the latest.

(2)       At the time appointed under (1) above, the Chairman shall permit the completion of debate on any item still under consideration, and at his or her discretion, any other remaining business whereupon the Council shall proceed to exclude the public and press.

(3)       Any public business remaining to be dealt with shall be deferred until after the completion of the private part of the meeting, including items submitted for report rather than decision.

Background Papers:  Paragraph 8 of the Access to Information Procedure Rules of the Constitution define background papers as being documents relating to the subject matter of the report which in the Proper Officer's opinion:

(a)       disclose any facts or matters on which the report or an important part of the report is based;  and

(b)       have been relied on to a material extent in preparing the report does not include published works or those which disclose exempt or confidential information (as defined in Rule 10) and in respect of executive reports, the advice of any political advisor.

Inspection of background papers may be arranged by contacting the officer responsible for the item.

            RESOLVED:

That the public and press be excluded from the meeting for the items of business set out below on the grounds that they would involve the likely disclosure of exempt information as defined in the paragraphs of Part 1 of Schedule 12A of the Local Government Act 1972 and the exemption is considered to outweigh the potential public interest in disclosing the information.

Agenda                                                                     Exempt Information

Item No.         Subject                                              Paragraph Number

8                      North Weald Airfield Market            3

(Principal Valuer and Surveyor) To consider the attached restricted report.

The Committee considered options for granting a new license to run the market from August 2010. They considered information regarding the existing operation and noted the responses to enquiries made into other operators within the South East with respect to references, financial viability and contract fulfilment.

RECOMMENDED:

That in accordance with Contract Standing Orders C9 (Negotiated Tendering), subject to the Cabinet receiving a report and being satisfied about the financial position of the current operator, a new license be granted to that operator from August 2010 to 2017, with an annual landlord only break clause and the terms approved by the Cabinet on 31 July 2007.