Agenda and decisions

To approve as a correct record the Minutes of the meeting held on 12 June 2018.

To receive a report of the Committee Chairman.

Key Decision

That (A) the Council procures a new contract for the provision of grounds maintenance services with a Competitive Procedure with Negotiation as the preferred procurement approach;

(B)     the contract be let for a term of 8 years with the potential for a 5 year extension;

(C)     the contract be designed to deliver the same quality standards (described in Essential Reference Paper ‘B’ of the report submitted) across the District on EHC land, continuing with a performance/output approach as opposed to a scheduled delivery of works; and

(D)    savings be made to offset the increase in costs of a new contract by no longer funding a “top up” to cut Hertfordshire County Council verges to the East Hertfordshire Council standard (saving approximately £800,000 over the contract term).

Note – Essential Reference Papers B1 –B2 are enclosed for Members only as they contain exempt information as defined in paragraph 3 of Part I of Schedule 12A to the Local Government Act 1972.  In considering these matters, if necessary, the meeting may exclude the press and public in accordance with Agenda Item 19.

That (A) East Herts Council ceases the management of Bishop’s Stortford market to allow Bishop’s Stortford Town Council (BSTC) to own and manage the market under the Food Act 1984, transferring market rights as detailed in paragraph 2.13 of the report submitted;

(B)     in agreement with Bishop’s Stortford Town Council, the current contract with BSTC will terminate in conjunction with the implementation of recommendation (A) above;

(C)     delegated authority is provided to the Head of Operations to agree the details of the transfer arrangements including the financial support described in Essential Reference Paper ‘A’ of the report submitted, in conjunction with the Monitoring Officer, Chief Finance Officer and the Executive Member for Economic Development;

(D)    the position on the markets transfer from Hertford and Ware Town Councils as described in paragraphs 2.9 and 2.10 of the report submitted, be noted;

(E)     engagement with market traders in Hertford and Ware to seek their views on a street trading consent arrangement for the continuation of stalls to take place over summer 2018, be noted; and

(F)     the decision on the future of Hertford and Ware markets to be taken after consultation with market traders, be noted.

That (A) the Design and Build aspects of the leisure procurement for Grange Paddocks and Hartham leisure centres are separated from the leisure operating contract, replacing the previously approved “Design, Build, Operate and Maintain (DBOM)” procurement route (recommendations G and H; Council, July2017);

(B)     the procurement of the leisure operating contract in parallel to (A) above, be noted; and

(C)     the other recommendations from the Council meeting in July 2017 and those agreed in October 2017 remaining the same, be noted.

Note – Essential Reference Papers C – E are enclosed for Members only as they contain exempt information as defined in paragraph 3 of Part I of Schedule 12A to the Local Government Act 1972.  In considering these matters, if necessary, the meeting may exclude the press and public in accordance with Agenda Item 19.

To consider such other business as, in the opinion of the Chairman of the meeting, is of sufficient urgency to warrant consideration and is not likely to involve the disclosure of exempt information.

That (A) planning guidelines are prepared that will inform developers about the Council’s requirements in respect of the management of community assets in new developments; and

(B)     the determination by officers of the community assets management arrangements at Stortford Fields be endorsed, including:

(i)      the establishment of a Stortford Fields Community Trust in the role of the community assets management body, subject to the following conditions:

(a)     the submission of a five year business plan for consideration by the Bishop’s Stortford North Steering Group;

(b)     a review of the Trustee Board membership to be considered by the Bishop’s Stortford North Steering Group; and

(c)     the Trust having the ability to devolve activities if considered necessary at the appropriate time;

(ii)     a two-tier service charge according to property size.