Agenda, decisions and minutes

Apologies were received from Councillors Tom Hunt, Carla Morson and Merel Rehorst-Smith.

In accordance with the local Code of Conduct, a councillor is required to disclose at the meeting any disclosable pecuniary interest (DPI) that they may have in respect of any matter for consideration on this agenda.  Any councillor with a DPI must not participate in any discussion or vote regarding that matter and they must also withdraw from the meeting immediately before consideration of the matter.

If that DPI has not been registered, the councillor must notify the Monitoring Officer of the details of the DPI within 28 days of the date of the meeting.

Councillors are further invited to disclose any non-pecuniary interest which may be relevant to any matter on this agenda, in the interests of transparency, and to confirm that it will not affect their objectivity in relation to that matter.

There were no declarations of interest.

To confirm the minutes of the meeting of the Executive held on [date].

The minutes of the meeting held on 3 October 2024 were confirmed as correct.  The Chairman signed the minutes.

The minutes of the meeting held on 3 October 2024 were confirmed as correct.  The Chairman signed the minutes.

The Leader made the following announcements:

The Autumn edition of our resident e-newsletter, About Guildford, was published this week.  It is packed with news, stories and updates from our borough. If you haven’t yet signed up to receive our quarterly update you can register on our website by searching for ‘digital newsletter.’

A name had been chosen for the road bridge in Ash

Over 400 people entered our competition to name the new bridge. The entries were carefully considered by a panel of local residents, who had a wealth of knowledge about Ash and its history. It included local historians, students from Ash Manor School, a former borough and parish councillor and a member of the local Scout group.

After much deliberation, the name Chester Bridge, came out on top. The name refers to the Chester Arms pub which was situated near the station and named after the Chester family who lived nearby in Poyle Park. The most well-known was Dr Henry Morris Chester who was a major benefactor in the area.

This year we’ll be holding two events to mark Remembrance in Guildford. You're welcome to join us or other acts of Remembrance taking place in your local towns and villages.

The Borough Service of Remembrance will take place on Sunday 10 November. Flowers will be laid under the VC stones in Tunsgate, shortly before a 9.45am service at Holy Trinity Church. 

After the church service, the parade will form at around 10.30am on Guildford High Street. Led by the Friary Brass Band, it will make its way to the Castle Grounds for the two-minute silence and laying of wreaths at the war memorials. 

On Monday 11 November, a short ceremony will take place on the Guildhall balcony in the High Street. At 11am, the Mayor of Guildford, the balcony party, and members of the public will observe the two-minute silence.  

These acts of remembrance offer an opportunity for us to come together as a community and honour the sacrifice that our Armed Forces have made.

Decision:

Authorised the entering into of a contract with T.S.G. Building Services Plc.  under Fusion 21 Framework Heating, Renewables, and Electrical Framework Lot 1 for the appointment of contractor for Servicing of Domestic Boilers with a financial cap of £1.3 million pounds for a term of 1 year.

Reason(s):

The Council is preparing a tender for a longer-term contract which is envisaged to be awarded in 12 months period. The current contract is being delivered by same contractor T.S.G. Building Services Plc. It is imperative that whilst the council is preparing for a long-term contract, the regulatory service of Domestic Boiler Servicing is provided continuously. Any new contractor will need a 3-month mobilisation period and considering that new long-term contract will be ready for execution in 12 months’ time, continue of the incumbent supplier becomes imperative. 

Additionally, the costs for demobilisation of current contractor and cost of system integration and mobilisation of new contract for a short period would outweigh any benefit from bringing in any potential new supplier.

Value for money is demonstrated by continuity of the service (via incumbent supplier T.S.G. Building Services Plc) under a compliant call off contract against Fusion 21 Framework Heating, Renewables, and Electrical Framework Lot 1.

Other options considered and rejected by the Executive:

If we do not enter into a contract, the Council will fail in providing its statutory Gas and Boiler Servicing requirements. This presents a significant risk to the Council given the risk involved in not servicing a boiler to Health and Safety and duties of the council.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None.

The Executive considered a report that sought approval to award a contract to supplier T.S.G. Building Services Plc (TSG). under the Fusion 21 Framework (Fusion21 Heating, Renewables, and Electrical Framework- Lot 1 Domestic Heating [Combustibles]). The contract would enable the Council to deliver its statutory duty of servicing of domestic boilers. This was a regulatory service for Gas safety compliance.

The current contract with TSG covering east region of the Council expired on 4th of November 2024.  The long-term procurement was listed on the Procurement Pipeline Plan as of 24 September 2024. Approval for the west area would be sought at the next meeting of the Executive.

It was noted that the report did not include any record of the potential climate change implications and this should be included in future reports.  The council was working to deliver a sound and forward looking procurement pipeline to provide a long term strategic process providing good value for money.

The recommendation supported the council’s strategic objectives to provide good homes. Consequently, the Executive,

RESOLVED:

Authorised the entering into of a contract with T.S.G. Building Services Plc.  under Fusion 21 Framework Heating, Renewables, and Electrical Framework Lot 1 for the appointment of contractor for Servicing of Domestic Boilers with a financial cap of £1.3 million pounds for a term of 1 year.

Reason(s):

The Council is preparing a tender for a longer-term contract which is envisaged to be awarded in 12 months period. The current contract is being delivered by same contractor T.S.G. Building Services Plc. It is imperative that whilst the council is preparing for a long-term contract, the regulatory service of Domestic Boiler Servicing is provided continuously. Any new contractor will need a 3-month mobilisation period and considering that new long-term contract will be ready for execution in 12 months’ time, continue of the incumbent supplier becomes imperative. 

Additionally, the costs for demobilisation of current contractor and cost of system integration and mobilisation of new contract for a short period would outweigh any benefit from bringing in any potential new supplier.

Value for money is demonstrated by continuity of the service (via incumbent supplier T.S.G. Building Services Plc) under a compliant call off contract against Fusion 21 Framework Heating, Renewables, and Electrical Framework Lot 1.

Decision:

Agreed to purchase the long leasehold interest of 42 Round Hill Way for £262,000 and enter into a settlement agreement. 

Reason(s):

The Council already have an obligation for the structural repairs to the property and as such has a liability in relation to this property as it suffers from significant structural defects.

To take ownership of the property will enable the property to be put back to the most appropriate use within the HRA. 

Other options considered and rejected by the Executive:

Do not purchase property – legal action has been threatened which brings high risk of substantial damages for disrepair and legal costs, a court order requiring the Council to carry out the works of repair, and damage to reputation.

Do the Works – doing the works will not remove the risk of a claim in damages for historical losses suffered by the leaseholder and will mean that the property remains in private ownership.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None.

The Executive considered a report that sought authority to purchase the long leasehold interest of a one-bedroom ground floor flat which was affected by structural defects which, as freeholder of the property, were the Council’s responsibility.

This property was purchased under the Right to Buy on 21 December 1998 and then later sold privately in October 2009. Purchasing former council property would see it regained to the council’s housing stock and a claim for damages would be avoided.

It was noted that the council owned the flat directly above and the purchase would make repair of the two properties easier.

Consequently, the Executive,

RESOLVED:

Agreed to purchase the long leasehold interest of 42 Round Hill Way for £262,000 and enter into a settlement agreement. 

Reason(s):

The Council already have an obligation for the structural repairs to the property and as such has a liability in relation to this property as it suffers from significant structural defects.

To take ownership of the property will enable the property to be put back to the most appropriate use within the HRA.