Agenda, decisions and draft minutes

Members are reminded of their responsibility to declare any pecuniary interest in respect of matters contained in this agenda.

If you have a pecuniary interest you must withdraw from the meeting. Normally you should leave the room before the business starts to be discussed. You do, however, have the same right to speak as a member of the public and may remain in the room to enable you to exercise that right and then leave immediately. In either case you must not seek to improperly influence a decision on the matter.

There were no declarations of any interests.

Resolved: that the minutes of the Executive Cabinet meeting held 13 June 2024 be confirmed as a correct record for signing by the Executive Leader.

Members of the public who have requested the opportunity to ask a question(s) on an item(s) on the agenda will have three minutes to put their question(s) to the respective Executive Member(s).  Each member of the public will be allowed to ask one short supplementary question. 

There were no public questions.

To receive and consider the report of the Deputy Chief Executive.

1.    To endorse the Chorley Productivity Plan (at Appendix 1) and agree that it can be submitted to the Department of Levelling Up, Housing and Communities.

The Executive Leader and Cabinet Member (Economic Development and Public Service Reform) presented the report of the Deputy Chief Executive which sought the endorsement of the Executive Cabinet for the Chorley Productivity Plan to be submitted to the Department of Levelling Up, Housing and Communities, as required as part of the last Local Government Financial Settlement.

Resolved:

To endorse the Chorley Productivity Plan (at Appendix 1) and agree that it can be submitted to the Department of Levelling Up, Housing and Communities.

Reasons for recommendations

The recommendation ensures that Chorley Council meets the request of Simon Hoare MP, detailed in his letter of April 2024 (Appendix 2).

Other options considered and rejected

Not applicable – all local authorities have been asked to submit a Productivity Plan. Following the announcement of a general election, this requirement was checked and it remained the case that submission of Productivity Plans should take place by 19 July 2024.

To consider the exclusion of the press and public for the following items of business on the ground that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972.

By Virtue of Paragraph 3: Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Condition:

Information is not exempt if it is required to be registered under-

The Companies Act 1985

The Friendly Societies Act 1974

The Friendly Societies Act 1992

The Industrial and Provident Societies Acts 1965 to 1978

The Building Societies Act 1986 (recorded in the public file of any building society, within the meaning of the Act)

The Charities Act 1993

Information is exempt to the extent that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Information is not exempt if it relates to proposed development for which the local planning authority may grant itself planning permission pursuant to Regulation 3 of the Town & Country Planning General Regulations 1992(a).

Approved.

Resolved: that the press and public be excluded from the meeting for the following item of business on the grounds that it involves the disclosure of exempt information as defined by paragraph 3 of Part 1 of schedule 12A to the Local Government Act 1972.

To receive and consider the report of the Director of Finance. 

1.    To approve the procurement strategy as outlined in this report.

2.    To approve the proposed evaluation criteria for the contract.

3.    To delegate authority to the Executive Member (Resources) to award the contract to the successful bidder identified through the procurement process.

The Deputy Executive Leader and Cabinet Member (Resources) presented the confidential report of the Director of Finance which sought approval to undertake a joint procurement exercise with South Ribble Borough Council, in respect of asset valuation services for the purposes of financial accounts completion and insurance information.

Resolved:

1.    To approve the procurement strategy as outlined in this report.

2.    To approve the proposed evaluation criteria for the contract.

3.    To delegate authority to the Executive Member (Resources) to award the contract to the successful bidder identified through the procurement process.

Reasons for recommendations

The Council requires asset valuations for the purpose of completion of its accounts. It is also proposed to ask for valuations as supporting evidence for insurance purposes to improve the accuracy of cover procured. It is proposed to enter into a three year arrangement, with an option to extend for a further two years, to allow for consistency of relationship and information flows.

Other options considered and rejected

To use in house valuations. Given the considerable resource required, and within the specific time frames mandated by DLUHC to complete and publish audited statutory accounts, this was rejected.

To receive and consider the report of the Director of Planning and Property. 

1.    To approve that the cricket pitch contract will be procured as a medium value exercise with contract award to be approved by the Executive Member (Planning and Development) by Executive Member Decision.

2.    To approve the proposed procurement methodologies and evaluation criteria for the high value contract to create a new football pitch comprising a single stage open tender with suitability questionnaire / quality element and the use of the Joint Contracts Tribunal (JCT) intermediate works contract.

3.    To approve the omission of the social value evaluation criteria from the football pitch creation contract.

4.    To approve the proposed procurement methodologies and evaluation criteria for the high value contract to construct a new changing pavilion comprising a single stage open tender with suitability questionnaire / quality element / social value assessment and the use of the JCT standard form of building contract.

5.    To approve the delegation of contract award for both the football pitch creation and pavilion construction contracts to the Executive Member (Planning and Development) by Executive Member Decision.

The Cabinet Member (Planning and Development) presented the confidential report of the Director of Planning and Property which sought approval for the proposed methodology to procure three elements in relation to improvement works at Gillet Playing Fields, delivery of cricket pitch improvements, creation of a football pitch and construction of a new changing pavilion.

As referenced within the report, the omission of the social value evaluation criteria with regards to the football pitch creation contract was highlighted to members, due to the specialism of contractors required to undertake the work and them being based in various parts of the country.

Resolved:

1.    To approve that the cricket pitch contract will be procured as a medium value exercise with contract award to be approved by the Executive Member (Planning and Development) by Executive Member Decision.

2.    To approve the proposed procurement methodologies and evaluation criteria for the high value contract to create a new football pitch comprising a single stage open tender with suitability questionnaire / quality element and the use of the Joint Contracts Tribunal (JCT) intermediate works contract.

3.    To approve the omission of the social value evaluation criteria from the football pitch creation contract.

4.    To approve the proposed procurement methodologies and evaluation criteria for the high value contract to construct a new changing pavilion comprising a single stage open tender with suitability questionnaire / quality element / social value assessment and the use of the JCT standard form of building contract.

5.    To approve the delegation of contract award for both the football pitch creation and pavilion construction contracts to the Executive Member (Planning and Development) by Executive Member Decision.

Reasons for recommendations

All funding is in receipt to deliver the cricket pitch improvement contract and approval to spend the money was given by Executive cabinet on 14 May 2024. There is a degree of urgency with this contract as the works are required to start in August 2024 in order to be complete and ready to play by the start of the cricket season in May 2025.

All funding is in receipt to deliver the football pitch creation contract and approval to spend the money was given by Executive cabinet on 14 May 2024. It is proposed that this work this will commence on site in March 2025 allowing a full year to establish before being ready to play in August 2026.

Some funding required to deliver the pavilion contract is still pending (and subject to receipt of S106 funding), with an unconfirmed timescale for receipt, therefore the pavilion contract will only be tendered once this funding is in place and detailed timescales cannot be confirmed at this stage.

It is felt that the nature of the football pitch creation procurement exercise would be unlikely to realise sufficient social value to justify the standard minimum evaluation weighting in respect of Social Value.

Other options considered and rejected

Procuring the contracts in aggregate was considered. However, there is a need to urgently start the cricket pitch works  ...  view the full minutes text for item 18.

There was no urgent business.