Noadswood School
Governing Body
Additional General Purposes Meeting
Friday 12 July 2013, 3pm
MINUTES
Governors Present:
Beverley Audoire BA
Alex Bernard (Head Teacher) AB
Jackie Rapson (Chair of Governors) JR
Mike Roberts (Chair of GP Committee) MR
Diane Smith DS
Paul Uglow PU
In Attendance:
Sally Callander (Clerk) SC
Sarah Staley (Business Manager) SS
Agenda
Item
Action
The meeting opened at 3.02pm. It was confirmed that the meeting
was quorate in accordance with the Terms of Reference of the
General Purposes Committee.
1
Landscaping Works Tender Report
Filenames: Tender Report - App C -Tender Analysis V2.pdf
Tender Report - Noadswood Landscaping V1.pdf
SS circulated the Tender Report of Maughan Mitchell Jupp (Chartered
Surveyors) to the Governors and then gave an overview of its
contents. This document contains information on the tendering
process and an overview of the final revised tendered costs for the
three interviewed suppliers.
E Williams Landscapes is a small local company and were highly
recommended by Terry Drew of Upcher & Co (the Landscape
Consultants). They asked lots of questions regarding the project and
their tender and plans were very detailed. E Williams Landscapes can
start the project on 22nd July 2013.
Scandor Landscape Contractors have completed a previous project
in Noadswood, which went well. However the contract included some
“road works” into the school. PU did a tour of these “road works”
recently and found the restoration of the ground finished to a poor
standard. Hampshire County Council managed this project, not the
School. The general feeling is that this job is ‘just another project’ to
them, however they can start on 22nd July.
Greenspan Projects dropped their original tender price by 10%. They
have worked in other schools and currently have a lot of work on
which means they are unable to start this project as early as the other
contractors. Although they are now the cheapest, they could not
guarantee there wouldn’t be more costs once the project started.
Greenspan can start the project on 29th July but will also have other
projects on-going at the same time. PU and AB have concerns due to
the big reduction in their tender price and PU thinks that maybe
Greenspan are not ‘up to the job’ and AB also feels that they will not
be able to complete the works on schedule. PU feels they have not
budgeted correctly for this project. AB stated that maybe their
reduction on costs might lead to cutting corners.
MR asked what kind of contract was being offered. SS confirmed that
it was ‘fixed price’ with a £5k contingency included.
3.10pm AB arrived.
DS asked the timescale and SS confirmed that all the ground works
and foundations can be started immediately and once planning
approval has been given – decision date is around 17th August – then
the remainder of the work can be carried out with a timespan of about
6 – 8 weeks.
AB stated that of the three, Greenspan Projects were his least
favourite due to their lack of confidence in being able to state a
timescale. They had not produced a schedule for the project and AB
still had concerns as to the reasons behind their large price cut.
PU completed the credit checks on Greenspan Projects and E
Williams Landscapes. Greenspan is a partnership and had a credit
rating of £1000. They require a 50% deposit. E Williams require a
30% deposit and have a credit rating of £500.
MR asked if there were any projects that E Williams Landscapes has
been involved in that could be viewed. SS confirmed that this would
not be possible as these projects were for high profile people.
MR asked for a decision to be made. AB confirmed that he favours E
Williams Landscapes despite the price drop by Greenspan Projects. E
Williams Landscapes is a local company and is highly recommended
by the Landscape Consultants on this Project. The Governors were
asked to vote for the company they would like to undertake the
landscaping works. The Governors voted for E Williams Landscapes
– the decision was unanimous.
2.
Insurance
SS sent off the required changes to the Insurance Company and is
waiting for a revised quote. The changes are detailed below to enable
a Governor agreement to be reached today, subject to these changes
to be made:
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Updated details on salaries
Reduced the renewal rebuild fees to £20k
Increased the value of the Astro turf to £240k
Increased the contents a small amount
Added in estimates for total contract works in progress for
£200k
Governors Liability cover is now £5m
Legal Expenses have been included
Personal Accident has been removed
Attending Conferences/Conventions (national or regional
meetings of a significant size) SS to ask for more detail about
this
SS
SS
SS
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Business Travel SS to ask for more detail about this
Terrorism cover SS to find out the cost of adding this clause
Added a note about to the Insurers regarding our attendance
of the Business Impact Analysis Workshop
MR asked for Governors to vote on the Insurance Policy cost of
approximately £50k taking into account the above amendments. The
decision by Governors was unanimous.
Meeting closed at 3.43pm.
Minutes Approved by……………………………………………
Position……………………………………………………………
Signature………………………………………………………….
Date………………………………………………………………..