The Delegated Decisions meeting of Milton Keynes Council on 16 September 2025 was scheduled to cover topics relating to the public realm, including highway advertising, parks and play areas, and tree management. Also on the agenda was a discussion of a proposed contract for low carbon heat supply to council buildings. Councillor Shanika Mahendran, Cabinet Member for Planning & Placemaking, and Councillor Jennifer Wilson-Marklew, Cabinet Member for Public Realm, were expected to make decisions on these topics.

Low Carbon Heat Supply Contract

The report pack included a proposal to directly award a ten-year contract to Milton Keynes Energy Limited (MKEL) for heat network supply to council buildings. The buildings in question were the Civic, Central Library and Woughton Leisure Centre.

The report stated that Milton Keynes City Council had set a target to be Net Zero by 2030, and had been successful in a Public Sector Decarbonisation Scheme (PSDS) application to support the decarbonisation of council-owned buildings. The grant would facilitate the connection of the three buildings to a new low carbon heat network funded by the Green Heat Network Fund.

The report noted that a market engagement exercise in June 2025 identified heat network suppliers in the Milton Keynes area who could provide low-carbon heat into the council's buildings by December 2027, with a long stop date of January 2028. According to the report:

Only one response was received. A detailed analysis which provides justification for a direct award as requested are contained in the exempt Annex A to this report including detailed consideration of other alternatives. Based on the facts, it is considered that the Council can award a contract to MKEL under section 41 (1) on the grounds that there is absence of competition for technical reasons, and only MKEL can supply low carbon energy to the Council's buildings within the stated timescales and no reasonable alternatives currently exist.

The report also stated that both the capital and operating costs are lower for connecting to a heat network when compared to a standalone Air Source Heat Pump (ASHP) system.

Tree Insurance Policy and Operational Tree Policy

The report pack contained a discussion of the council's tree management procedures, specifically the Tree Insurance Policy and an updated Operational Tree Policy. The council aimed to ensure that its trees:

• contribute positively to the quality of the local environment
• do not pose a risk to safety, or of damage to property
• are protected from unnecessary harm

The Tree Insurance Policy was included in the report pack as Annex A. It explained the process followed when a resident or business believes a council-owned tree is responsible for damage to their property. The policy also addresses scenarios involving storms and subsidence¹. The updated Operational Tree Policy was included as Annex B. It sets out how the council manages trees on land adopted by the authority, and was described as useful for councillors, residents, and businesses to understand when the council will or will not take action on a tree. The policy update was intended to clarify processes and timescales for residents and manage interactions with insurance claims handlers.

Elmswell Gate Park and Play Area

The report pack included a proposal to commence an open tender process for a contractor to construct a new park and play area facility within the new Elmswell Gate development, east of Tower Gate, Wavendon. The Landscape Architecture team had prepared detailed plans and specifications for the works, which include new footpath connections, soft landscaping, and a large neighbourhood play area. The estimated contract value was between £850,000 and £950,000.

The Tariff Programme is required to deliver the park and play area in accordance with planning policy and the specific planning obligations for this development. The report stated that the developer's initial design and build costs were deemed too high, leading to the decision to deliver the facility directly. The design has been submitted to discharge condition 18 (Play and Open Space) of outline planning permission reference Planning Application: 15/02768/OUT and is due to be determined 11 September 2025 - Planning Application: PLN/2025/1488.

The park and play area will transfer to the Parks Trust following completion, with future maintenance and management costs funded through the Tariff.

Procurement of Advertising on Highway Assets

The report pack included a proposal to re-procure the 'Advertisement on Bus Stop and Free Standing Unit' contract. In 2015, the council entered a ten-year concessionary contract with Clear Channel UK Ltd for the installation and management of advertising boards and bus shelter advertising panels. This contract was due to end on 7 February 2026.

The report stated that to continue with a compliant contract from 7 February 2026, a short-term concession agreement was to be sought through an available compliant procurement framework, while a revised wider specification and procurement is finalised. This interim step would allow wider market engagement and development of an expanded scope and specification to help meet medium term financial plan challenges.

The proposal was to re-procure the contract via Crown Commercial Services (CCS) Framework RM6349 Income Generation from Assets and Estates under Lot 4 (Commercial Advertising: Combined Lots 1, 2 and 3). The proposed contract term was an initial one-year period, with a further two six-month extension periods, subject to market commercial opportunities.