Agenda, decisions and minutes

The agenda and reports associated with this minute can be found here

Please note that if any changes are made to this minute at the point of approval, these will outlined in the subsequent minute and this document will not be retrospectively altered.

The Convener proposed that the Committee consider item 10.1 (Workplans and Business Cases – Exempt Appendices) with the press and public excluded.

The Committee resolved:-

in terms of Section 50(A)(4) of the Local Government (Scotland) Act 1973, to exclude the press and public from the meeting during consideration of item 10.1 on today’s agenda so as to avoid disclosure of exempt information of the class described in paragraph 8 of Schedule 7(A) of the Act.

There were no declarations of interest.

The Committee had before it the minute of its meeting of 28 March 2019 for approval.

The Committee resolved:

to approve the minute as a correct record.

The Committee had before it the committee business planner as prepared by the Chief Officer – Governance.

The Committee resolved:-

to note the business planner.

The Committee had before it a report by the Chief Officer – Governance which presented the annual committee effectiveness report of the Strategic Commissioning Committee for 2018/19.

The report recommended:-

that Committee note the report.

The Committee resolved:-

to note the annual report.

With reference to article 8 of the minute of the meeting of the City Growth and Resources Committee of 18 September 2018, the Committee had before it a report by the Chief Officer – City Growth which presented the evaluation on the Christmas Village 2018 as required by the Council’s Funding and Service Provision Agreement with Aberdeen BID Company Ltd (trading as Aberdeen Inspired) which ran from 1st August 2016 to 31st January2019 to enable the Committee to monitor the service delivery against expected outcomes.

The report recommended:-

that the Committee monitor the Christmas Village 2018 Research Report contained as Appendix 1 against the expected outcomes.

Mr Adrian Watson, Chief Executive, Aberdeen Inspired was in attendance and answered questions from Members.

The Committee resolved:-

(i)          to note that Mr Watson, Aberdeen Inspired, would provide a copy of the separate local business evaluation report regarding the Christmas Village 2018 to all members of the Committee;

(ii)         to instruct the Chief Officer – City Growth, following review of the final accounts submitted by Aberdeen Inspired, to provide the Committee, by way of email, with a financial statement regarding the Christmas Village 2016-2018 and that this include (1) the outcome of the profit share agreement for 2016-2018 Christmas Village event; and (2) confirmation of whether the agreement required any profit to be divided up annually or at the end of the three year period;

(iii)        to instruct the Chief Officer – City Growth to advise the Committee, by way of email, of the advertising strategy used to promote the Alive After Five initiative; and

(iv)        to note the Christmas Village 2018 Research Report as contained at Appendix 1.

With reference to article 6 of the minute of the meeting of the Strategic Commissioning Committee of 28 March 2019, the Committee had before it a report by the Chief Operating Officer which (1) presented procurement workplans where revenue expenditure was  included for Operations, Customer, Place and Commissioning Functions to Committee for review; (2) sought approval of the total estimated revenue expenditure for each proposed contract as detailed in the Procurement Business Cases (listed below) appended to the report and contained at item 10.1 of today’s agenda (article 8 refers); and (3) presented a summary of 3.10 memos approved since the last meeting.

The list of Procurement Business Cases were:

The report recommended:-

that the Committee –

(a)          note the workplans of the Operations, Customer, Place and Commissioning Functions as detailed in the Appendices;

(b)          approve the total estimated revenue expenditure for each proposed contract, and delegates authority to the Head of Commercial and Procurement Services following consultation with the relevant Chief Officer to procure appropriate goods and services, and enter into any contracts relating thereto; and

(c)          note that Business Cases for procurements exercises to be commenced after 28th May 2019 would be submitted on a phased basis to future meetings of the Strategic Commissioning Committee.

The Vice Convener, seconded by Councillor Duncan moved:-

that the Committee –

(1)  approve the recommendations contained within the report; and

(2)  instruct the Chief Officer – City Growth to provide a procurement business case to the meeting of the Strategic Commissioning Committee on 21 November 2019, detailing all procurement options, including financial commitment required for each, available for the delivery of the Aberdeen Christmas Village for 2020 onwards, noting that any budgeting decision for future years would be considered as part of the Council’s budget process.

Councillor Flynn, seconded by Councillor Cameron moved as an amendment:-

that the Committee –

1. approve recommendations 2.1 and 2.3 as contained in the report; 
2. approve the total estimated revenue expenditure for each proposed contract, with the exception of Business Case PLA011 (Delivery Contract for Aberdeen Christmas Village 2019) and delegates authority to the Head of Commercial and Procurement Services following consultation with the relevant Chief Officer to procure appropriate goods and services, and enter into any contracts relating thereto;
3. agree that every opportunity should be provided to ensure that local businesses were able to participate in the Christmas Village, and accordingly

(i)            did not approve the recommendation in Business Case PLA011 (Delivery Contract for Aberdeen Christmas Village 2019);

(ii)          instruct the Chief Officer - City Growth, following consultation with the Head of Commercial and Procurement Services to undertake tender exercises to appoint various suppliers that  ...  view the full minutes text for item 7.

The Committee had before it exempt appendices relating to the Workplans and Business Cases – Revenue report on today’s agenda (article 7 of this minute refers).

The Committee resolved:-

to note the exempt appendices.

- COUNCILLOR JOHN, Vice Convener