Agenda and minutes

To receive any apologies for absence.

 

None. 

Members are asked to declare at this stage any interests that they may have in an item shown on this agenda. If any member of the Committee is unsure whether or not they should declare an interest on a particular matter, they should seek advice from the Head of Legal Services before the meeting.

 

Name	Item	Interest
Cllr Ward	10/63/ESC	Personal: Regular user of Marshall’s Airport
Cllr Herbert	10/64/ESC	Personal: Involved in Carbon Reduction Training for planners at Anglia Ruskin University
Cllr Saunders	10/63/ESC 10/65/ESC 10/67/ESC   10/66/ESC	Personal: Members of Cambridge, Past Present and Future     Personal: Supporter of Transitions Cambridge

 

 

To approve the minutes of the meeting held on 22^nd June 2010 as a correct record.

The Minutes of the 22^nd June meeting were approved and signed as a correct record subject to the following amendment:

·        Item 10/33/ESC Declarations of Interest.

Cllr Saunders interests to read, Item 16,17,18,19 and 20 Personal interest and a supporter of Transitions Cambridge.

Item 6 Personal Interest as a member of Cambridge Past, Present and Future.

Scrutiny Committee members will be invited to comment on the key decisions shown below. The relevant Executive Councillor will be present at the meeting and, following consideration by the committee, will make a decision taking into account the Committee’s comments. The non-key decisions have been referred to the committee for scrutiny before the Executive Councillor makes a decision. 

None. 

Matter for Decision:

Cambridge City Council monitors air quality at 5 locations as part of its statutory responsibilities.  The monitoring instruments at 3 of these locations are now overdue for replacement and require more frequent repairs; some equipment is obsolete and no longer covered by the service contract. 

 

Funds had been set aside in the Repair and Renewal Fund to fund the purchase of the capital equipment. Also, DEFRA grant funding has been allocated towards the cost of new equipment to monitor PM_2.5. 

 

The service/maintenance contract will be included in the tender; the revenue costs are anticipated to be similar to the current costs, so there are no additional revenue implications expected.

 

The service and maintenance contract for equipment at the two other permanent air quality monitoring stations are anticipated to be similar to the current costs.

 

Decision of Exec Cllr for Environmental and Waste Services:

Financial recommendations:

             I.      Agreed to recommend this capital scheme (which is not included in the Council’s Capital Plan) for approval by Council, subject to resources being available to fund the capital and revenue costs associated with the Scheme.  The total capital cost of the project is £120,000, and it is proposed that this funded from specific, identified R&R funds for the purpose, of £99,000 plus DEFRA grant of £21,000 which has already been secured. 

 

          II.      There are no additional revenue costs arising from the project.  The costs associated with the maintenance contract are expected to be similar to current costs.

 

Procurement recommendations:

       III.      Approved the carrying out and completion of the procurement of replacement air quality monitoring equipment and associated maintenance contract as detailed in the report.

 

      IV.      If the quotation or tender sum exceeds the estimated contract value by more than 15% the permission of the Executive Councillor and Director of Finance will be sought prior to proceeding.

 

The estimated contract value is £178,000.

 

Reason for the Decision:

Monitoring with accurate instrumentation is a statutory requirement because the levels of air pollution in Cambridge breach the National Objectives.  Accurate measurements are required to declare or remove an Air Quality Management Area.  PM_2.5 monitoring is a new requirement where a 10% reduction between 2010 and 2020 is to be pursued.

 

The data provided by these instruments is required for annual progress reporting to Defra.

 

Objective 3c in the Environmental Services Service Plan is to procure the replacement of air quality monitoring equipment at the permanent air quality monitoring stations in the City.

 

Any alternative options considered and rejected:

N/A

 

Scrutiny Considerations:

There was no debate on this item.

 

Conflicts of interest declared by the Executive Councillor (and any dispensations granted)

N/A

 

Matter for Decision:

To approval the commencement of this capital project to improve lighting, signage, parking and hard landscaping in the Wulfstan Way Local Centre. These are categorised in two key areas:

             I.      Environmental improvements to the physical environment creating a more inviting place to shop and visit.

          II.      Improvements to the management of the local centre, focused around parking management.

 

Decision of Exec Cllr for Climate Change and Growth:

 

Financial recommendations –

             I.      Approved the commencement of this capital project (which is included in the Environmental Improvements Programme in the Council’s Capital Plan) with additional £44,000 funding from S106 contributions and £29,000 from the Environmental

Safety Fund.

          II.      The revenue costs of the project are £210, these are to be funded from the existing Housing revenue budget for security

lighting.

Procurement recommendations:

       III.      Approved the procurement of construction services through Cambridgeshire Highways via Cambridgeshire County Council.

      IV.      If the quotation or tender sum exceeds the estimated contract value by more than 15% the permission of the Executive Councillor and Director of Finance will be sought prior to proceeding.

 

Reason for the Decision:

This project and the recommendations set out in this report directly

support the City Council’s Vision for:

 

A city which is diverse and tolerant, values activities which

bring people together and where everyone feels they have a

stake in the community.

 

Any alternative options considered and rejected:

N/A

 

Scrutiny Considerations:

There was no debate on this item.

 

Conflicts of interest declared by the Executive Councillor (and any dispensations granted)

N/A

Matter for Decision:

The City Council is planning to tender a new framework agreement to provide civil engineering construction services across all of its user departments. These services are planned to be in place by summer 2011, following a procurement process. In the meantime an interim supplier of civil engineering construction services is required, to enable the City Council to continue to deliver its services. This report requests an approval to procure civil engineering construction services from Cambridgeshire Highways, through a written agreement with Cambridgeshire County Council, in accordance with the City Council’s procurement rules.

 

Decision of Exec Cllr for Climate Change and Growth:

       I.      Approved the procurement of interim civil engineering construction services from Cambridgeshire Highways through a written agreement with Cambridgeshire County Council in accordance with City Council procurement rules and relevant legislation.

     II.      Noted the proposed development of a new City Council framework agreement for civil engineering construction services.

 

Reason for the Decision:

The City Council has a requirement for construction services across many departments, from housing maintenance to capital environmental improvements (EIP), of which EIP schemes form the majority.

 

The Legal Services Team has reviewed the Cambridgeshire Highways Contract. In their opinion, the arrangements that we are proposing to put in place with the County Council, to deliver City Council schemes through this contract are acceptable.

 

Any alternative options considered and rejected:

       I.      Letting a new contract for construction services. This is planned, but as indicated, the timescales associated with the procurement process would not allow any construction work to be completed this financial year. Additionally a review of the long term funding of the EIP programme is due in October 2010 and until that is completed there is no clear vision of future work volumes. 

    II.      Requesting individual quotations for each item of work. This would not only be resource intensive, significantly reducing the amount of work constructed, but would also fail to meet the procurement rule associated with the aggregation of contracts and not bring economies of scale.

 III.      An agreement with Cambridgeshire County Council to provide construction services through their contract with Cambridgeshire Highways is seen as the most appropriate option to ensure the continuation of the delivery of City Council projects planned for this financial year.

 

 

Scrutiny Considerations:

The committee received a report form the Environmental Projects Manager.

 

The Scrutiny Committee considered and endorsed the recommendations in the report by 6 votes to 0.

 

The Executive Councillor for Climate Change and Growth approved the recommendations.

 

Conflicts of interest declared by the Executive Councillor (and any dispensations granted)

N/A

 

 

Matter for Decision:

The City Council has already identified a capital programme for the replacement and provision of new bus shelters across Cambridge.

In order to deliver the remit of this capital programme, the award of a new Framework Agreement for bus shelters is necessary. A 4 year framework is proposed, with a first year contract value of circa £221,000. Further use of this agreement would also be available in the subsequent 3 years, subject to further approved capital funding.

 

Decision of Exec Cllr for Climate Change and Growth:

Approved the procurement and contract award of a new framework agreement for bus shelter suppliers in order to deliver the City Council Capital Programme for new and replacement bus shelters for a maximum period 2011-2015 at an estimated first year value of £221,000, with the facility for any future approved capital funding to make use of this framework during 2012 - 2015.

 

Reason for the Decision:

For passengers and prospective service users, bus shelters are a gateway to the public transport system, contributing to the perception that residents and visitors have of their public transport network. They are also important items of street furniture and their physical appearance, location and branding impacts considerably on the surrounding area.

 

The varied ownership and maintenance of bus shelters is currently too complex and inefficient.

 

This procurement process plans to reduce this complexity and provide a more efficient format for managing the bus shelter stock.

 

Any alternative options considered and rejected:

N/A

 

Scrutiny Considerations:

The committee received a report from the Environmental Projects Manager. In response to members questions, the officer outlined the consultation process and stated that the final decision would be brought to this committee in March. The procurement process was being undertaken with other authorities and a Project Team, including the Urban Design Team would consider issues such as, vandal prevention, sustainability, design, cost and quality.

 

The Project Team would select three or four styles which could be used to suit the various locations. Ward Councillors would be consulted as part of this shortlisting process. However, the aim is to produce a coherent look across the City. On-going maintenance will be simpler if there are fewer styles across the City. On new developments and fringe sites, developers would be encouraged to use the same suppliers.

 

The existing arrangement with Adshel, who have provided and maintain 84 shelters at not cost to the City, will continue to run until the end of the agreement in 2019. These shelters are also owned by Adshel.

 

The Scrutiny Committee considered and endorsed the recommendations in the unanimously.

 

The Executive Councillor for Climate Change and Growth approved the recommendations.

 

Conflicts of interest declared by the Executive Councillor (and any dispensations granted)

N/A

 

 

Matter for Decision:

             I.      The City Council has duties under Section 69 of the Planning (Listed Buildings and Conservation Areas) Act 1990 to periodically review its Conservation Area designations, boundaries, and consider any new areas, and under Section 71 of the Act to formulate and publish proposals for the preservation and enhancement of these areas.

 

          II.      Trumpington was the subject of one of the Council’s earliest Conservation Area Appraisals, which was published in 1998. This Appraisal, and the Conservation Area boundary, have been reviewed as part of the Pro-Active Conservation Programme. This work was prioritised because of the development pressures affecting Trumpington.

       III.      Consultants drafted the Appraisal and proposed boundary extensions.  A period of public consultation was held from 23 June to 4 August 2010. The majority of the responses were in favour.  

      IV.      Suggestions have been made for amending the proposed boundary, The recommendation supports some of the suggestions. 

Decision of Exec Cllr for Climate Change and Growth:

Approved the designation of the Conservation Area extensions and the content of the draft Appraisal.

 

Reason for the Decision:

The Trumpington Conservation Area was designated in 1969. The 1998 Appraisal led to the boundary being extended, principally to include Trumpington Hall and associated parkland.

In recent years Trumpington has been subject to major growth pressures. In the recommendations and conclusions of a 2003 report by Landscape Design Associates on Land West of Trumpington Road, Cambridge: Study to Identify the Potential for Development Through Green Belt Release, it was concluded that the green gap between Trumpington and Cambridge (the Green Belt) is important in retaining the feeling of a small city, dominated by its historic core. The Trumpington Meadows development site immediately borders the Conservation Area, with the Clay Farm and Glebe Farm sites close by. These development pressures, and the consequent traffic and other pressures on the public realm, were factors in Trumpington being identified as Cambridge’s only “Conservation Area at risk” in English Heritage’s 2009 survey.

Any alternative options considered and rejected:

N/A

 

Scrutiny Considerations:

The committee received a report from the Senior Conservation and Design Officer regarding the extension to the conservation area.  Cllr Znajek read a quote from Chaucer’s, ‘The Reeve’s Tale‘ concerning Symkyn, the miller, who lived in Trumpington. He suggested this fact should be celebrated in the conservation appraisal.

 

Members discussed the inclusion of a crescent of 1950’s shops included in the appraisal. The officer explained that it was included following discussions with English Heritage and due its relationship to the open space attached. The officer clarified that the owners of building within the area are not routinely notified individually.

 

Cllr Blair noted the defensive nature of the comments from Cambridgeshire Highways. She has high hopes that a reduction of street furniture would vastly improve the appearance of the area. 

 

The Scrutiny Committee considered and endorsed the recommendations in the report unanimously.

 

The Executive Councillor for Climate Change and Growth approved the recommendations.

 

Conflicts of interest declared by the Executive Councillor (and any dispensations granted)

N/A

 

 

Matter for Decision:

The Executive Councillor was asked to approve a project to procure and award a contract to provide an authorisation and processing service for cashless parking charges on the City’s off-street car parks. The total cost of the contract is approximately £500,000 over five years, and this is to be funded from car park revenue.

 

Decision of Exec Cllr for Climate Change and Growth:

Agreed to authorise the Director of Environment to tender and, in consultation with the Director of Resources and the Head of Legal, to award a new contract for three years, with the option to extend for up to a further two years via two annual options) for the processing of cashless parking payments on the City’s off-street car parks from September 2011.

 

Reason for the Decision:

At present two different agencies authorise and process credit and debit card payments on the City’s car parks reflecting the two different makes of equipment in use). At the Grand Arcade, payments are processed without customers having to enter a PIN number. Everywhere else, a ‘Chip and Pin’ solution is in place, where customers must enter their PIN before payment is authorised.

 

Improvements in payment technologies are now available that can offer a range of ways to pay without using cash, including on-line payment, payment by phone and contactless, ‘Wave and Pay’ technology. It is proposed to future–proof our current parking systems to enable full advantage to be made of this potential.

 

Any alternative options considered and rejected:

The option to ‘do nothing ‘ was considered, but discounted, as it would

·        Lead to rising equipment maintenance costs, and increasing costs of cash collection,

·        Mean that from January 2012 it would no longer be possible to accept payment by credit or debit cards at the Grand Arcade car park, which is likely to be unpopular with customers.

 

Scrutiny Considerations:

The committee received a report from the Operations Manager.

 

The Scrutiny Committee considered and endorsed the recommendations in the report unanimously.

 

The Executive Councillor for Climate Change and Growth approved the recommendations.

 

Conflicts of interest declared by the Executive Councillor (and any dispensations granted)

N/A

 

 

Matter for Decision:

Approval of the report which provided an update on discussions between the Cambridgeshire authorities on a joint planning statement setting out the development strategy for Cambridgeshire following the recent abolition of Regional Strategies. 

 

Decision of Exec Cllr for Climate Change and Growth:

Approved the joint statement on the development strategy for Cambridgeshire set out in Appendix A of the report.

 

Reason for the Decision:

The Cambridgeshire authorities have undertaken initial work to:

·        Agree a joint position statement, setting out the development strategy for Cambridgeshire in the absence of the Regional Spatial Strategy

·        Scope out what further work may be required for future strategic planning in Cambridgeshire

 

Any alternative options considered and rejected:

N/A

 

Scrutiny Considerations:

The committee received a report from Head of Policy and Projects regarding the Joint Position Statement.

 

Cllr Herbert stated that the reality of life in the future will be that developers and residents will be left to fight out disputes with Cambridge City Council in the middle. Cllr Blair stated that previously disputes had been over centrally imposed targets. The statement is intended to take things forward in a consultative manner. She felt that there was a general acceptance that growth was necessary and desirable. The previous top down approach had acted as a brake on development. The long-term view is positive and the localism bill should bring further benefits.

 

Cllr Herbert asked for a diagram of the structures for delivering housing. He questioned how localism would work. While applauding the fringe developments, he stated that the problems of housing in the City would be better addressed by a regional approach. There was no single body orchestrating housing delivery.

 

The Head of Policy and Projects responded that the government is looking for housing delivery but local authorities are free to set their own targets based on local evidence on what is possible and achievable. The New Homes Bonus should deliver increased housing and the position of requiring 40% affordable will remain unchanged.

 

Cllr Blair responded that the fringe sites are moving to the delivery phase. Looking forward there will be no super quango. Targets will be agreed locally and in partnership with others.  A structure chart is not possible at present and there are too many unknowns.

 

The Scrutiny Committee considered and endorsed the recommendations in the report by 6 votes to 2.

 

 

The Executive Councillor for Climate Change and Growth agreed the proposal subject to the amendments detailed above.

 

Conflicts of interest declared by the Executive Councillor (and any dispensations granted)

N/A

 

 

Matter for Decision:

       I.      The City Council is a key partner in Cambridgeshire Together. This partnership had overall responsibility for negotiating the Local Area Agreement (LAA) for Cambridgeshire and is overseeing its delivery.

 

    II.      Cambridgeshire Together has delegated responsibility for delivery of targets within the LAA to 6 thematic strategic partnerships.  The Leader sits on Cambridgeshire Together and an Executive Councillor from the City Council sits on each of the thematic strategic partnerships.

 

 III.      It was agreed that they should present an annual report on performance against their partnership’s LAA targets to the relevant City Council Scrutiny Committee. The paper was related to the LAA targets delegated to the Environmental Sustainability Partnership. The Executive Councillor for Climate Change and Growth represents the City Council on this partnership.

 

Decision of Exec Cllr for Climate Change and Growth:

Received the 2009/10 year-end performance against the LAA indicators that have been assigned to the Environmental Sustainability Partnership.

 

 

Reason for the Decision:

The Local Area Agreement  (LAA) for Cambridgeshire is an agreement between the government and Cambridgeshire County Council and its partners for improving selected services and getting better outcomes for local people.  It contains a number of targets (55) against which the government will appraise performance, with the possibility of Reward Grant being distributed based on their achievement at the end of a 3 year period (2008/09 to 2010/11).  This grant could, however, be reduced or withdrawn as a part of the government’s public spending review.

 

Any alternative options considered and rejected:

N/A

 

Scrutiny Considerations:

The committee received a report from Head of Policy and Projects regarding the Local Area Agreement Performance Report.

Cllr Herbert expressed concern that the loss of partnerships would result in losing coherence. He expresses a view that there was a role for a partnership group to bring together the good work that various bodies have been undertaking regarding carbon reduction and climate change related issues.

 

Cllr Blair stated that some of the new partnership structures did not add value and were not an effective use of scarce resources. The public can see such bodies as making decision behind closed doors and without openness and transparency.

 

The Scrutiny Committee considered and endorsed the recommendation.

 

The Executive Councillor for Climate Change and Growth approved the recommendation.

 

Conflicts of interest declared by the Executive Councillor (and any dispensations granted)

N/A

 

 

Matter for Decision:

Approval of the Capital Project Appraisal and Procurement Report and the S106 Public Art Initiative Funding of £28,815 Towards the Provision of Public Art as Part of the Upper River Cam Biodiversity Project.

 

The City Council is in the process of developing a Public Art Commissioning Strategy, which will be finalised in early 2011. The principle of the inclusion of public art within the Upper River Cam Biodiversity Project, has already been identified as part of that work. However, the project is proposed to be developed prior to the approval of the Public Art Commissioning Strategy, in order to ensure its integration with the wider Upper River Cam project and to also ensure it’s development and delivery prior to the expiration of a repayment clause within for the S106 contribution, which is proposed to be used for this project.

 

Decision of Exec Cllr for Climate Change and Growth:

Approved the Capital Project Appraisal and Procurement Report and the S106 Public Art Initiative funding of £28,815 Towards the Provision of Public Art as Part of the Upper River Cam Biodiversity Project.

 

Reason for the Decision:

The project supports the Council’s Nature Conservation Strategy objectives, both through the enhancement of an existing LNR (Paradise LNR) and the positive management of the adjacent Sheep’s Green and Coe Fen County Wildlife sites.  The designation of Sheep’s Green and Coe Fen as Local Nature Reserves is proposed for 2011.

 

Any alternative options considered and rejected:

N/A

 

Scrutiny Considerations:

The committee received a report form the Senior Arts and Urban Designer regarding the Upper River Cam Biodiversity Project. In response to members questions, the officer outlined the aims of the project. The intention is to enhance the range of bio-diversity and accessibility of the area. Wayfinding would be improved. There will be no single piece of art. The project will be sensitive to the nature of the area and respect its current character.

 

There would be an opportunity to join a project steering group and Cllr Blair suggested that some members had nominated themselves with their level of interest in this project. 

 

Cllr Herbert suggested that some local residents did not use the area as it is hard to access via public transport. He felt that the area was special and the project should encourage more people to use it. However, intrusive signage should be avoided. Cllr Kightley disagreed and felt the area was already easily accessible.

 

The Chair suggested that a walking tour of the area should be arranged for members once the project team have formulated their proposals.

 

Members discussed the use of this amount of money on something the public may regard as a luxury in the current economic climate. The Chair explained that the funding for the project was via S106 contributions, which could only be spent on public art and that a repayment clause, attached to this particular S106 contribution would mean that if a public art commission was not undertaken, then the contribution would have to be returned to the developer, who provided it. The Director of Environment stated that the Council has made a long-term commitment to creating quality public spaces based on the premise that you only get one chance to get it right and public art plays an important role in achieving this.

 

The Scrutiny Committee considered and endorsed the recommendations in the report unanimously.

 

The Executive Councillor for Climate Change and Growth approved the recommendations.

 

Conflicts of interest declared by the Executive Councillor (and any dispensations granted)

N/A

 

 

The decision of the Executive Councillor was noted. 

The decision of the Executive Councillor was noted.