Agenda and minutes

To receive apologies for absence and notification of any substitutes present

(1)       Apologies for absence were received from Mrs Dean, Mr King and Mr Ridings.  Mr Chittenden and Mr Chard attended as substitutes for Mrs Dean and Mr King respectively.

(2)       Apologies were also received from Mr Cooke (Cabinet Member for Corporate and Democratic Services).

(3)       In the absence of Mr King (Chairman of the Property Sub Committee), Miss Carey (Vice-chairman) was in the chair.

In accordance with the Members’ Code of Conduct, Members are requested to declare any interests at the start of the meeting.  Members are reminded to specify the agenda item number to which it refers and the nature of the interest being declared

There were no declarations of interest.

To consider and approve the minutes as a correct record

Resolved that the minutes of the meeting held on 27 March 2015 be approved as a correct record and signed by the Chairman.

To note the dates for meetings of the Property Sub Committee scheduled to take place at 10am on the following dates:

Wednesday 23 March 2016

Thursday 29 September 2016

Tuesday 21 March 2017

Resolved that meetings of the Property Sub Committee be held on Thursday 29 September 2016 and Tuesday 21 March 2017 and that the date of the meeting in March 2016 be confirmed at a later date.

(1)       The Chairman said she did not consider it possible for the sub-committee to consider the reports without reference to the exempt appendices and exempt reports.  She therefore proposed that the press and public be excluded from the meeting.

(2)       Resolved that under Section 100A of the Local Government Act 1972 the press and public be excluded from the meeting for the following items of business on the grounds that they involved the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act.

(3)       The Chairman said that Item C1 would be considered first as representatives from the Total Facilities Management contractors were waiting to give presentations.

To receive an update on the performance of the three Total Facilities Management Contractors since the 1^st biannual review

(1)       Rebecca Spore (Director of Infrastructure) and Tom Micklewright (PFI and FM Contracts Team Manager) introduced the report which gave an update on the performance of the three Total Facilities Management (TFM) contractors since the first biannual review in March 2015.  Each of the three contractors gave a short presentation on their performance, service delivery and future plans and answered Members’ questions.

(2)       In response to questions, Mrs Spore said that the contractors’ performance was monitored monthly and quarterly and that there had been a marked improvement since the previous update to the sub-committee.  She also confirmed that a list of key performance indicators had previously been presented to the sub-committee and further information would be supplied on request.

(3)       Resolved that:

(a)       The performance of the Mid-Kent, West Kent and East Kent TFM contractors since the first biannual review be noted;

(b)       The issues that had occurred and actions taken to resolve them be noted;

(c)        The existing KCC contract governance in place to manage and monitor the performance of the Total Facilities Management Contracts be noted. 

To consider and endorse, or make recommendations on the Cabinet Member’s proposed decision

(1)       Andrew White (Estates Surveyor) introduced the open report at Item B1 on the agenda and the exempt report at Item D1 on the agenda which sought approval to enter into a new long lease with the governing body of Wyvern School, Ashford.

(2)       He answered questions from Members relating to the terms of the lease set out in the exempt report.

(3)       Resolved that the proposed decision by the Cabinet Member for Corporate and Democratic Services to enter into a new lease at Rainbow Lodge and for the Director of Infrastructure to finalise the terms and complete the transaction be endorsed.

To consider and endorse, or make recommendations on the Cabinet Member’s proposed decision

(1)       Andrew White (Estates Surveyor) introduced the open report at Item B2 on the agenda and the exempt report at Item D2 on the agenda which sought approval to enter into a new long lease with the governing body of Barton Court Grammar School, Canterbury.

(2)       He answered questions from Members relating to the terms of the lease set out in the exempt report.  He also said that a letter had been written to the Department of Education on 11 September 2015 seeking confirmation that the former Chaucer Technology College site would revert to the County Council’s ownership.

(3)       Resolved that the proposed decision by the Cabinet Member for Corporate and Democratic Services to enter into a new lease for the detached playing field to the former Chaucer Technology College and for the Director of Infrastructure to finalise the terms and complete the transaction be endorsed.

To consider and endorse, or make recommendations on the proposed Cabinet Member decision

(1)       Mrs Spore (Director of Infrastructure) introduced the report and gave a presentation.  She then answered Members’ questions. 

(2)       Resolved that proposed decision to be taken by the Cabinet Member for Corporate and Democratic Services, as set out in the exempt report, be endorsed.

(Voting:  For 5; Against 1; Abstentions 0)