Agenda, decisions and minutes

The Chairman will read the following announcement:

“This meeting is to be webcast.

I would like to remind everyone present that this meeting will be broadcast live to the Internet and will be capable of subsequent repeated viewing, with copies of the recording being made available for those that request it.

By being present at this meeting, it is likely that the recording cameras will capture your image and this will result in your image becoming part of the broadcast.

You should be aware that this may infringe your human and data protection rights. If you have any concerns then please speak to the Webcasting Officer.

Please could I also remind Members to activate their microphones before speaking.”

The Chairman made a short address to remind everyone present that the meeting would be broadcast live to the internet, and would be capable of repeated viewing, which could infringe their human and data protection rights.

To report the appointment of any substitute members for the meeting.

The Cabinet Committee noted there were no substitute members.

To declare interests in any item on the agenda.

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

To confirm the minutes of the last meeting of the Council Housebuilding Cabinet Committee held on 08 September 2020.

(1)        That the minutes of the Council Housebuilding Cabinet Committee meeting held on the 8^th December 2020 be taken as read and would be signed off by the Chairman as a correct record.

Resolved:

That the minutes of the Council Housebuilding Cabinet Committee meeting held on 08 September 2020 be taken as read and would be signed by the Chairman as a correct record.

That the Service Director, Housing Management and Home Ownership to present a report to the Council Housebuilding Cabinet Committee with regard to updating the Committee on the progress of the Council House Building Programme, Phases 3 to 5.

(1)        That the contents of the Progress Report on Phases 3 to 5 of the Council House Building Programme be noted and presented to the Cabinet in line with the Terms of Reference of the Council Housebuilding Cabinet Committee.

Deborah Fenton, Service Manager, Housing Management and Home Ownership, presented a report recommending that the Council House Building Progress report Phases 3 to 5 be noted.

She advised that the report set out the progress that had been made across phases 3 to 5 of the House building programme and that were either completed, on-site or were currently being procured.

Phase 3

Queens Road, North Weald: HR116

10 x 3 Bed Houses & 2 x 2 Bed Houses

The completion date was originally August 2020 however due to the Government Restrictions in place relating to Covid-19 and the consequential effect on the supply chain, there have been two Extensions of Time (EOT) awards. The first for 5 weeks and the second 23 weeks and 2 days. This took the site completion through to 28/02/21 however, it was currently anticipated that (based upon the contractor’s latest programme) all 12 units would achieve completion simultaneously on 21.01.21.

The anticipated final account was £2,914,732 this was £444,239 over contract value relating mainly to contamination removal, the under provision for utilities and Covid-19 delays. The contractor Storm Limited, are claiming £99,000 for preliminaries based on the awarded EOTs. Contractually, this was being resisted.

Phase 4

The sites in Phase 4 were progressing albeit slowly due to the Government restrictions in place relating to Covid-19 and the associated supply chain disruption this has particularly impacted on a number of areas limiting progress and materials e.g. fencing materials.

Phase 4.1 – Contracted with TSG Ltd

The start on site activity has now occurred on Chequers Rd (A), Bushfields, Chester Road and Queensway with Millfield to follow shortly.

Pick Hill, Waltham Abbey HR145 : 2 x units

A Tender Report for the previously envisaged group of 4.3 sites (which included the Single Unit Sites) were carried out, however the tender report was redrafted, given the single unit sites were held pending confirmation of their planning status (this had also enabled a review to be made as to what other options could be best pursued this resulted in an amended report being prepared for the Portfolio Holders approval recommending that Pick Hill was included within the 4.1 group of sites.

An advanced traffic assessment study had been carried out along Pick Hill which concluded that no abnormal provisions were required with regard to construction traffic movement.

Once confirmation of approval was received contracts would be issued  ...  view the full minutes text for item 24.

That the Service Director, Housing Management and Home Ownership to present a report to the Council Housebuilding Cabinet Committee with regard to updating the Committee on the Tender Approval for Phase 4.3 and variations to Phases 4.1 and 4.2.

1)         That acceptance is recommended of the tender submitted by TSG Building Services PL in the sum of £4,039,436.45 including a £53,750 provisional sum for contaminated material removal. In addition a £197,655 provisional sum for statutory connections and diversions together with the proposed construction period of 52 weeks;

(2)        That acceptance is recommended that Pick Hill is issued as a variation on Phase 4.1 and a new JCT Design and Build contract is placed, once planning is determined, for Woollard Street and Pentlow Way; and

(3)        That acceptance is recommended that a contract is placed with Keith Peattie Associates for £28,230.00 for the Clerk of Works role on the Phase 4.2 group of sites.

Deborah Fenton, Service Manager (Housing Revenue Account), presented a report to the Cabinet Committee, she advised that as part of the Epping Forest District Council Phase 4 Council House Building Programme, Airey Miller undertook a competitive tender process with Epping Forest Framework Contractors for the phase 4.3 sites, consisting of 8  separate developments, however 5 Single Unit Sites were later excluded pending further review.

Tenders were invited from four Contractors from the Epping Framework Alliance Contract – Council House Building Programme; Indecon Building Ltd, Neilcott Construction Ltd, Roof Ltd and TSG Building Services PLC.

·      Indecon Building Ltd confirmed their intention to tender;

·      TSG Building Services PLC confirmed their intention to tender;

·     Roof Ltd declined the tender process due to their resource constraints after initially confirming their willingness to tender; and

·     Neilcott Construction withdrew from pricing citing pre-construction resource constraints.

Tender returns were received on the 14 August 2020 as instructed within the Invitation to Tender.

Decision:

(1)        That acceptance was recommended of the tender submitted by TSG Building Services PL in the sum of £4,039,436.45 including a £53,750 provisional sum for contaminated material removal. In addition a £197,655 provisional sum for statutory connections and diversions together with the proposed construction period of 52 weeks;

(2)        That acceptance was recommended that Pick Hill was issued as a variation on Phase 4.1 and a new JCT Design and Build contract was placed, once planning was determined, for Woollard Street and Pentlow Way; and

(3)        That acceptance was recommended that a contract was placed with Keith Peattie Associates for £28,230.00 for the Clerk of Works role on the Phase 4.2 group of sites.

Reasons for Decision:

To ensure progression of the Council House Building Programme.

Other Options Considered and Rejected:

Not to progress with the Council House Building Programme.

That the Service Director, Housing Management and Home Ownership to present a report to the Council Housebuilding Cabinet Committee with regard to updating the Committee on the proposed purchase of the Land at Mason Way, Waltham Abbey to build up to 10 units for affordable rent.

(1)   That approval be given to purchase the land at Mason Way (subject to planning approval) for the purpose of building up to 10 units for affordable rents.  At a cost of £800K (land cost) and approval be given to build out the scheme (subject to planning approval) total cost £2,347,671.

Deborah Fenton, Service Manager (Housing Revenue Account), presented a report to the Cabinet Committee she advised that the report set out the opportunity to purchase discounted land which was at present land locked.  This report follows on from a Portfolio Holders Report in August 2020 which sought consent to appoint Metaplan to carry out a feasibility study and provide EFDC with an options appraisal.  The findings of the appraisal were favourable when proposing a mix of one and mainly 2 bed properties. This would form part of phase 5 of the Council House Building Programme. The cost of the land will come from the HRA account however the build costs (estimated at £2,347,671) will be part funded by a grant either from Homes England or from RTB receipts.

The historical context was contained in the report attached to the agenda.

Decision:

(1)             That approval be given to purchase the land at Mason Way (subject to planning approval)         for the purpose of building up to 10 units for affordable rents.  At a cost of £800K (land cost) and approval be given to build out the scheme (subject to planning approval) total cost £2,347,671.

Reasons for Decision:

Set out in its Terms of Reference, the Council House Building Cabinet Committee was to monitor and report to the Council on an annual basis progress and expenditure concerning the Council House Building Programme.

Other Options Considered and Rejected:

Not to purchase the land, and build out, subject to planning.  This would mean the council would miss out on the opportunity to provide 10 much needed units for affordable rent.

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.

The Cabinet Committee noted that there were no other matters of urgent business for consideration.

Exclusion

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 following paragraph(s) of Part 1 of Schedule 12A of the Act (as amended) or are confidential under Section 100(A)(2):

The Local Government (Access to Information) (Variation) Order 2006, which came into effect on 1 March 2006, requires the Council to consider whether maintaining the exemption listed above outweighs the potential public interest in disclosing the information. Any member who considers that this test should be applied to any currently exempted matter on this agenda should contact the proper officer at least 24 hours prior to the meeting.

Background Papers

Article 17 - 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 and does not include published works or those which disclose exempt or confidential information and in respect of executive reports, the advice of any political advisor.

The Council will make available for public inspection one copy of each of the documents on the list of background papers for four years after the date of the meeting. Inspection of background papers can be arranged by contacting either the Responsible Officer or the Democratic Services Officer for the particular item.

The Cabinet Committee noted that there was no business for consideration which would necessitate the exclusion of the public and press from the virtual meeting.