Agenda and minutes

Following nomination, it was proposed, seconded and AGREED for Councillor Mark Whittington to act as Chairman, for this meeting.

Following nomination, it was proposed, seconded and AGREED for Councillor Ian Selby to act as Vice - Chairman, for this meeting.

The Council welcomes engagement from members of the public. To speak at this meeting, please register no later than 24 hours prior to the date of the meeting via democracy@southkesteven.gov.uk.

There were no public speakers.

Apologies for absence had been received from Councillors Emma Baker, Rhys Baker, Ben Green, Lee Steptoe and Murray Turner.

Councillor Graham Jeal substituted for Councillor Ben Green.

Councillor Virginia Moran substituted for Councillor Lee Steptoe.

Councillor Harrish Bisnauthsing substituted for Councillor Murray Turner.

Members are asked to disclose any interests in matters for consideration at the meeting.

Councillor Charmaine Morgan declared that she was Vice-Chairman of the Planning Committee.

Members of the Planning Committee also declared an interest, due to the nature of the topic being discussed.

Councillor Mark Whittington declared that the current depot and proposed new depot was situated in his Lincolnshire County Council division.

There were none.

The Joint Finance and Economic and Environment Overview and Scrutiny Committee is asked to consider the proposals and agree next steps to enable the development of a new depot at Turnpike Close Grantham. 

The Head of Policy, Performance and Corporate Projects provided background information on the history of the current depot at Alexandra Road, Grantham. The existing depot was facing increased maintenance costs and levels of investment to meet adequate welfare facilities. The site was not large enough to accommodate additional operational vehicles, the Council was one additional vehicle away from maximising their Operators License.

As part of the report to acquire the Turnpike Close, Grantham site a Business Case was completed in 2021. In summary the key components supporting the development of the site were:

• It had good accessibility and no conflict with neighbouring uses meaning the risk of restrictions or the revoking of the licence is mitigated.

• There were no planning risks and the principle of a depot would be supported by the Local Planning Authority.

• The site was fully serviced and benefits from all the main utilities.

• There were no major technical constraints or risks that would prevent the Council from developing a new depot.

• The site was large enough for the Council’s new depot.

• The site offered flexibility for future expansion.

• It would provide productive use of a site that had been vacant for a significant period.

The primary element of the business case for the relocation of the depot was based on a single location in Grantham with close proximity to the main trunk roads on the edge of town (A1, A52, A607). This was due to a number of key considerations:

• Close proximity to the waste transfer station at Gonerby Moor Grantham

• The avoidance of duplicate depots sites that would require management, fuel, workshop and other supporting infrastructure

• The acquisition of a site in the south of the District

• The mobilisation of the workforce to 2 locations

The design team were currently at RIBA (Royal Institute of British Architects) Stage 3 – Spatial coordination, this stage involved the production of spatially coordinated designs to support a Planning Application. A Design PAD meeting had taken place in mid-July and a further meeting was scheduled for September 2023, should a budget allocation be approved.

The scope of the design had changed significantly since July 2021, the development of the drawings now included waste, street scene (including grounds maintenance), the direct works organisation (repairs) and a workshop for in-house fleet repairs and servicing.

The report included a draft outline programme and key milestones:

Budget approval timetable:

• Cabinet 12th September 2023 (recommendation to Council)

• Council 28th September 2023 (Council approval for budget)

Planning:

• Submission of Planning Application 29th September 2023

• Planning Application determination (13 weeks major application) Jan/Feb 2024

Procurement:

• Prepare documents for Expressions of Interest via a framework October 2023

• Evaluate Expressions of Interest November 2023

• Tender on design and build contract December 2023 – February 2024

• Approval of contractor March 2024

• Award Contractor April 2024

Construction Process:

 • Mobilisation on site May – June 2024

• Construction programme anticipated  ...  view the full minutes text for item 7.

The Chairman of Environment Overview and Scrutiny Committee requested the Committees interest on visiting other waste depots locally.

The Chairman closed the meeting at 13:55.