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Overview and Scrutiny Committee - Monday, 13th May, 2024 5.30 pm

May 13, 2024 View on council website Watch video of meeting Read transcript (Professional subscription required)
AI Generated

Summary

The meeting began with administrative details and introductions of new members, including Nick Grant, John Trolop, John Campbell, and Councillor Jules Perry. Apologies were noted from Claire Vickers, Councillor Sam Bateman, and Councillor Jonathan Taylor. The minutes from the last meeting on March 18th were approved.

The most significant topic discussed was the return of the arboricultural contract. The focus was on understanding why the contract failed, lessons learned, and future steps. Helen, a director, explained the procurement process, which began in April 2022, and involved seven bids. The successful contractor was not the lowest bidder but scored highest on both price and quality. Issues arose in November 2022, leading to rectification and default notices, and the contract was mutually terminated in December 2023. The council received compensation from the contractor. Future procurement will consider a framework agreement to reduce risks, involving multiple suppliers to avoid a single point of failure.

Councillor Circus raised questions about why full recompense was not sought and who judges the quality of contractors. It was explained that full recompense would have prolonged negotiations, and quality is judged by a team including the procurement team and the arboricultural officer. The interim solution involves multiple local contractors to avoid favoritism and ensure statutory requirements are met.

Other topics included the refuse vehicle refurbishment tender award. The contract was terminated due to non-performance, impacting the revenue budget as additional vehicles had to be hired. A new contractor will be sought through the framework to ensure timely and quality refurbishment.

The overview and scrutiny annual report was discussed, highlighting the committee's activities over the past year. Task and finish groups were updated, including one led by Councillor Bateman on outdoor sports and leisure for teenage girls, and another by Councillor Walters on lease contracts.

The work program and cabinet forward plan were reviewed, with a focus on both past decisions and future policies. An urgent business item involved examining the use of emergency powers for an insurance contract, with a task and finish group set up to investigate.

The meeting concluded with no further urgent business.

Attendees

Profile image for Councillor Paul Clarke
Councillor Paul Clarke  Conservative •  Pulborough, Coldwaltham and Amberley
Profile image for Councillor Dennis Livingstone
Councillor Dennis Livingstone  Liberal Democrats •  Nuthurst and Lower Beeding
Profile image for Councillor Sam Bateman
Councillor Sam Bateman  Liberal Democrats •  Billingshurst
Profile image for Councillor Tony Bevis
Councillor Tony Bevis  Chairman of the Council •  Liberal Democrats •  Roffey North
Profile image for Councillor Jon Campbell
Councillor Jon Campbell  Green Party •  Pulborough, Coldwaltham and Amberley
Profile image for Councillor Philip Circus
Councillor Philip Circus  Conservative •  West Chiltington, Thakeham and Ashington
Profile image for Councillor Len Ellis-Brown
Councillor Len Ellis-Brown  Green Party •  Pulborough, Coldwaltham and Amberley
Profile image for Councillor Nick Grant
Councillor Nick Grant  Liberal Democrats •  Holbrook East
Profile image for Councillor Alexander Jeffery
Councillor Alexander Jeffery  Liberal Democrats •  Southwater South and Shipley
Profile image for Councillor Gill Perry
Councillor Gill Perry  Green Party •  Henfield
Profile image for Councillor David Skipp
Councillor David Skipp  Cabinet Member for Wellbeing, Culture and Green Spaces •  Liberal Democrats •  Forest
Profile image for Councillor John Trollope
Councillor John Trollope  Liberal Democrats •  Billingshurst
Profile image for Councillor Claire Vickers
Councillor Claire Vickers  Conservative •  Southwater North
Profile image for Councillor Belinda Walters
Councillor Belinda Walters  Liberal Democrats •  Roffey North
Profile image for Councillor Jonathan Taylor
Councillor Jonathan Taylor  Cabinet Member for Enterprise and Property •  Liberal Democrats •  Broadbridge Heath

Topics

No topics have been identified for this meeting yet.

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