Agenda and minutes

To confirm the minutes of the last meeting of the Sub-Committee held on 7 December 2009 (attached).

            RESOLVED:

That the minutes of the meeting of the Committee held on 7 December 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.

(a)        Pursuant to the Council’s Code of Member Conduct, Councillor Mrs M Sartin declared a personal interest in agenda item 7, Use of part of the Airfield as Park and Ride for Olympic White Water Centre, by virtue of being the Epping Forest District Council representative on the Lee Valley Regional Park Authority where the Olympic Centre will be based. The Councillor had determined that her interest was not prejudicial and would remain in the meeting for the consideration of the issue.

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)               Northern Showground on the Airfield.

A ward Member of North Weald queried the situation with a marquee on the northern showground of the airfield. The ward Member had attended a North Weald Parish Council meeting about the noise nuisance and complaints that had been reported to the District Council.

The Director of Environment and Street Scene advised that the noise standby team had been liaising with the owners of the marquee regarding the level of noise and how it could be controlled. Officers advised that noise notices had not yet been served on the owners and the marquee would be dealt with, as all other premises causing nuisance.

RESOLVED:

That the Director of Environment and Street Scene would write to the ward Member with the relevant information on the action being taken.

To consider the minutes for the Asset Management Group. (Minutes to follow)

This item would be dealt with under private session.

(Director of Environment & Street Scene) To consider the attached report NWA-010-2009/10.

The Committee considered a report on the use of land for a temporary waste depot to enable the relocation of the existing depot from Langston Road and the use of land adjacent to Merlin Way, North Weald for a waste transfer station.

The Committee were advised that since the Cabinet decisions on 5 January 2010 for the relocating of services from Langston Depot, active negotiations were underway with the current owners of the T11 site adjoining the Depot, on the possibility of a development encompassing both sites that would provide a significant receipt/revenue receipt to the Council.

The County Council had also expressed an interest in securing land adjacent to the airfield for use as a waste transfer station for handling residual waste from this District and Harlow.

The Committee were advised that the contract with Sita UK states that the Council had to provide a depot for Sita’s use and contractual duties. The current contract runs until November 2012 with an option to extend until November 2014. The report advised that for effective operation of the contract ‘local’ depot facilities would be required to prevent a rise in costs and risks to service standards.

Members were advised that Essex County Council was still interested in securing the land adjoining North Weald Airfield at Merlin Way, North Weald as a waste transfer station, but due to time constraints they would require a written commitment of land availability by not later than 31 August 2010.

RECOMMENDED:

1.                  That the Committee supported the relocation of the Council’s waste contractor’s depot on a temporary basis until the end at their contract period onto the land identified at appendix 1 and instructed offices to undertake any additional work necessary to facilitate the move.

2.                  That the continued interest of Essex County Council in securing an interest over the land adjoining North Weald Airfield at Merlin Way, North Weald for a waste transfer station be noted and that the committee believes that whilst undertaking the aviation intensification study the Council would be unable to provide a written commitment of land availability by the 31 August 2010.

(Director of Environment & Street Scene) To consider the attached report NWA-011-2009/10.

The Committee noted the Caravan Club had withdrawn its proposal to use part of North Weald Airfield as a camping site for the duration of the 2012 Olympics as a result of the Council being unable to provide sufficient land to meet their requirements without comprising the aviation operations at the airfield.

The Committee were advised that the Olympic Development Agency (ODA) had requested the use of North Weald Airfield as a park and ride facility for the White Water Centre from Sunday 29 July to Wednesday 1 August 2012. The park and ride facility would enable 5235 cars to park for the four day event with the organisers requesting an additional two days before the event to enable the site to be set up and two days after the event to enable the site to be cleared.

Members were advised that there was currently no routing information for cars and coaches coming to and leaving from the airfield, although the incoming vehicle route could mirror that used for the Saturday market. The use of the airfield would be not dissimilar to the scout’s use of the airfield as a ‘staging post’ for buses, other vehicles and equipment during their jamborees.

Officers advised that the ODA envisage that the Council would make the land available at no charge although they would cover legal and administration charges as well as making good any damages caused. Members were advised that it was not yet clear whether the Local Organising Committee for the Olympics Games (LOCOG) would charge users for the park and ride facility but in the event that they intended to, the Council should negotiate a share of the income.

RECOMMENDED:

1.                  That the Caravan Club’s has withdrawal of its proposal to use the part of the North Weald Airfield as camping site for the duration of the 2012 Olympics be noted;

2.                  That in principal the Olympic Development Agency’s request for the use of the North Weald Airfield as a park and ride facility for the white water centre be considered, subject to terms and conditions and a negotiated income share in the event that the LOCOG intended to charge spectators for parking ; and

3.                  That the Cabinet was advised accordingly.

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:

Agenda                                                                     Exempt Information

Item No.         Subject                                              Paragraph Number

5a                    Notes of the Asset Management   3

Group

9a                    Aviation Intensification Study           3

                        Update                                  

To consider the attached minutes for the Asset Management Group.

The Committee considered the notes of the Asset Management Group held on 20 April 2010. They considered the information regarding the sites own by District Council’s and noted the progress.

RESOLVED:

That the notes of the Asset Management Group be noted.

(Deputy Chief Executive) To receive the results of the initial evaluation of the tenders for the aviation intensification study for North Weald Airfield. (Attached)

The Committee noted the level of interest for the undertaking of the Aviation Intensification Study for North Weald Airfield. Forty one expressions of interest had  been received and from that fifteen pre-qualification questionnaires (PPQ) and invitation to tender documents were sent out to interested parties. Officers received eight PPQ’s and tender documents by the deadline and members were asked to consider the evaluation of the invitations to tender and the scoring for the Experience and Method Statement for bidders to be invited for interviews.

            RESOLVED:

1.      That Members noted the level of interest in the undertaking the Aviation Intensification Study for North Weald Airfield;

2.       That Members noted the results of the PPQ with eight bidders proceeding to the Invitation to Tender stage;

3.      That Members considered the assessment scoring for the Experience and Method Statement and recommend that the five highest scoring applicants be invited for interviews;

4.      That members preferred interview day of a Thursday; and

5.      That the interview panel includes the North Weald Airfield & Asset Management Cabinet Committee Members and that in the event that the North Weald Ward Member of the Committee was unable to attend the remaining North Weald Ward Member be co-opted onto the interview panel with voting rights.