Minutes Extra-Ordinary Meeting 1st February 2017

Cllrs Stedman, James & Penn for minute 213 – amenity and planter contracts.

a)      Pecuniary Interests.

Members were asked to declare any other disclosable interests in items on the Agenda and their nature.

b)     Other Disclosable Interests. None.

a)      Have your say. No under 18s were present.

Catherine Nyman, Interim Headteacher of Salford Priors Primary School gave an update on the school.  Mary MacKay, Chair of Interim Executive Board was also in attendance.  Mrs Nyman introduced herself and gave a brief history of her career.  She confirmed the school is in Special Measures and as such there has been a change of teaching staff who have significant leadership experience in order to improve the school.  Mrs Nyman’s function is to improve the school at all levels and ensure accelerated progress is in place for all children.  The support staff are well qualified and bring a range of experiences.  There have been some recent successes – a group of 22 children attended the Young Voices concert at the Genting Arena.   Some pupils also took part in Education Sunday with the Bishop of Coventry.

She also advised the school are looking for volunteers for Reading Heroes – this is for a group of trained people to support children with individual reading for 40 mins per week in an afternoon with 2 children.  They are also looking for volunteers to support a gardening club.

Cllr James read out the proposed response Minerals Plan Consultation from the Parish Council.  Sally from SPAGE thanked the Parish Council.

There were some resident responses which will be discussed in minute 212.

The Chairman closed the adjournment at 20:00 hrs.

Cllr James proposed that the response be marked to show that the Parish Council would like to participate in the oral part of the examination.  Cllr Stedman seconded.  Unanimous approval.

It was decided that Mr Barlow’s comments should be incorporated into the response as well as Dr Roberts’ comments regarding the Rushford water course.  Flooding implications should also be taken into account as the Ban Brook’s water flow will increase over the next few years as Redditch expands towards Salford Priors further.

Cllr Maude will make the necessary amendments and forward to Cllr James.  This will be circulated to the Clerk for onward transmission.  A hard copy will also be sent – Cllr K Littleford will drop it in to the Council Offices Friday.  Response will be shown in Appendix A.

Cllr Stedman proposed the statement read out by Cllr James with amendments are made to the Minerals Plan.  Cllr Penn seconded.  Unanimous approval.

Cllrs Stedman, James & Penn left the meeting

Cllr Green stated that four tenders had been received.  These had been opened in the presence of Cllrs James, Littleford & himself and were lettered A, B, C & D.  A report had previously been circulated to Members showing the prices tendered for the contracts without disclosing the name of the contractors.  Three out of the four tenders complied fully with the specified requirements and all required documentation had been provided.

Members noted that Contractor A was the lowest tender for the amenity contract, however Contractor B was cheaper for the planter contract.  Contractor B was the highest tenderer for the amenity contract and Contractor D, although cheapest had been discounted.  The Contractors were offered the opportunity to split the contracts – it was confirmed that Contractor A was the only contractor who would accept either contract.

Cllr Green offered the following options :

1.       Award the amenity contract to Contractor A who is the lowest tenderer, consider retendering the planting contract or negotiate a revised planter contract with A.  The amenity contract is the most important.

2.       Award amenity and planter contract to Contractor C who is the cheapest tenderer over both contracts over the 3 years however, there are misgivings regarding this as the Contractor will have to come some way for any emergency or additional works.

3.       Decline all tenders and negotiate a 2 year extension with existing contractor which whilst legal, Clerk has consulted with NALC who advise against this course of action.

4.       Retender the contracts.

Cllr Green proposed that Contractor A is awarded the amenity contract.  The summer and winter flowering contract is not to be awarded at this time, the Council would seek to negotiate this contract with Contractor A.  Cllr Maude proposed the 2019/2020 percentage increase is negotiated.  Cllr Shale seconded.  Unanimous approval.

Cllrs Stedman, James & Penn returned to the meeting.

Council confirmed the date of the next Ordinary Parish Council Meeting on Wednesday 15th  February 2017 at 7.00pm in the Memorial Hall, Salford Priors.