Agenda, decisions and minutes

To confirm the minutes of the last meeting of the Sub-Committee (previously circulated).

(1)        That the minutes of the meeting held on 5 September 2012 be taken as read and signed by the Chairman as a correct record.

Resolved:

(1)        That the minutes of the meeting held on 5 September 2012 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.

(Director of Environment & Street Scene) To consider the attached report (NWA-005-2012/13).

(1)        That the brief to be issued to consultants on the Government Procurement Service “Multi-Discipline Consultancy Framework Agreement (RM353) for the review of North Weald Airfield be agreed, subject to the following amendments:

(a)        a broad assessment of the different categories for the Council’s business objectives for the Airfield being given, prior to the actual objectives being agreed;

(b)        changing the evaluation criteria to:

·                     40% weighting for Relevant Experience & Proposed Approach; and

·                     40% weighting for presentation;

(c)        each lead consultant to bring the key members of their team to the presentation scheduled for January 2013; and

(d)        an additional requirement for the team that undertakes the review to stay together for the duration of the review, as far as is practically possible;

(2)        That authority be delegated to the Chairman of the North Weald Airfield & Asset Management Cabinet Committee to agree the final draft of the brief, prior to its issue to potential consultants;

(3)        That the role of the review of the Airfield forming an intrinsic part of the ongoing Local Plan preparation process be noted;

(4)        That the Member interview panel for the appointment of the preferred consultant be formed by members of the Cabinet Committee and District Council ward members for North Weald Bassett;

(5)        That the Chairman of Council be requested to waive the requirement for this decision to be subject to call-in, due to the need to schedule the review of the Airfield in conjunction with the on-going Local Plan preparation process.

The Director of Environment & Street Scene presented a report concerning the proposed Strategic Review of North Weald Airfield.

The Director reported that following consideration of the Ernst and Young review of the Halcrow Report by the Cabinet at its meeting in September, a brief had been drawn up for appropriate consultants to bid for undertaking the Strategic Review of North Weald Airfield. Some changes had been made to the consultation requirements in view of the receipt of Counsel’s advice about ensuring there was no conflict between the consultation undertaken as part of this review and that which was required as part of the preparation of the Local Plan, in effect ensuring that this strategic overview formed part of the Local Plan preparation process. The Director requested the Cabinet Committee to consider an additional recommendation to request the Chairman of the Council to waive the requirement for the decision to be subject to call-in, due to the need to integrate the review of the Airfield with the on-going Local Plan preparation process.

The Director stated that, following the receipt of Counsel’s opinion, the Consultants would be expected to consult with all relevant key stakeholders as part of their consideration of options, before a District-wide public consultation on the future of the Airfield would be undertaken as part of the Local Plan ‘Preferred Options’ consultation process in the summer of 2013. The tender documents would be issued on 9 November with a deadline of 12 December for their return. The returns would be assessed by 11 January 2013, with the interview panel to meet the shortlisted candidates at the Airfield on 22 January and a report to the Cabinet to determine the successful candidate in February 2013. The successful consultant would be expected to start by the end of February and report back to the Cabinet in April 2013. It was acknowledged that the schedule was very demanding but the Council was under an obligation to conduct the review in conjunction with the Local Plan being undertaken across the whole of the District.

The Director went through the Brief for the benefit of the Cabinet Committee, and highlighted that the Council’s objectives for the Airfield needed to be in place by February 2013, a report would be considered by the Cabinet in December 2012, and that the 80/20 approach for the evaluation criteria had been set by the use of the Government Multi-Discipline Consultancy Framework Agreement RM353.

The Cabinet Committee was concerned only 30% of the weighting was being given to the presentation aspect, where the bidders would show that they had the ability to fulfil the contract. The Director stated that the draft document showed the suggested 50/30 weighting between Relevant Experience & Proposed Approach, and the Presentation, for the Cabinet Committee to be satisfied that the Consultant could perform the task. However, this could be amended if the Cabinet Committee considered it necessary. The Cabinet Committee agreed that the weighting be amended to 40/40 for these two criteria, to ensure that  ...  view the full minutes text for item 21.

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.

It was noted that there was no other urgent business for consideration by the Cabinet Committee.