Agenda, decisions and minutes

Agenda, decisions and minutes

Venue: Council Chamber, Priory House, Monks Walk, Shefford

Contact: Sandra Hobbs  0300 300 5257

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Items
No. Item

124.

Minutes pdf icon PDF 113 KB

To approve as a correct record, the Minutes of the meeting of the Executive held on 6 February 2018.

Additional documents:

Minutes:

 

RESOLVED

 

that the minutes of the meeting held on 6 February 2018 be confirmed as a correct record and signed by the Chairman.

 

 

 

125.

Members' Interests

To receive from Members any declarations of interest.

Additional documents:

Minutes:

 

None were declared.

 

 

 

126.

Chairman's Announcements

To receive any matters of communication from the Chairman.

Additional documents:

127.

Petitions

To consider petitions received in accordance with the Public Participation Procedure as set out in Part 4G of the Constitution.

Additional documents:

Minutes:

 

None were received.

 

 

 

128.

Public Participation

To respond to general questions and statements from members of the public in accordance with the Public Participation Procedure as set out in Part 4G of the Constitution.

Additional documents:

Minutes:

 

One member of public had registered to speak on item 8 ‘Potton Hall for All’.  See minute E/17/130 for further details.

 

 

129.

Forward Plan of Key Decisions pdf icon PDF 113 KB

To receive the Forward Plan of Key Decisions for the period 1 May 2018 to 30 April 2019.

Additional documents:

Decision:

That the Forward Plan of Key Decisions for the period 1 May 2018 to 30 April 2019 be noted.

Minutes:

 

RESOLVED

 

that the Forward Plan of Key Decisions for the period 1 May 2018 to 30 April 2019 be noted.

 

 

 

130.

Potton Hall for All pdf icon PDF 118 KB

 

To seek approval for the allocation of £863, 000 S106 funding and to transfer of land to the Hall for All community building.

Additional documents:

Decision:

1.         On receipt of a transfer notice from the developer, and to the timescale described in the S106 Agreement for land on the east side of Biggleswade Road, Potton, that the receipt of up to 0.52 ha of the community hall land on behalf of Potton Town Council for the purpose defined in the 2014 S106 Agreement for land east of Biggleswade Road, Potton, be approved.

2.      Subject to Potton Town Council and the Hall for All group confirming that the community building is fully funded, allocate the S106 funding which has been secured for the purposes of developing a Community Building from the Land east of Biggleswade Road (£579,132) and 64, Biggleswade Road (£179,859) developments, to Potton Town Council, to part fund the Hall for All community building.

3.      Request Potton Town Council to confirm greater commitment to the realisation of the community building.  Authorise the Directors of Regeneration and Community Services, in consultation with the relevant Executive Members, to make any further decisions regarding the transfer of the Community Hall Land and S106 funding to Potton Town Council. This should include ensuring a restrictive covenant is placed on the land for a community building or its use as public open space.

4.      That the S106 funding to Potton Town Council, upon receipt of evidence showing that full funding has been secured, be approved. This evidence must be provided within 2 years of the last S106 payment being received and the S106 money must be profiled in a Funding Plan to finance the final construction phase of the community building in Potton secured from future developments in Potton; and  

5.      To request that Potton Town Council and the CBC ward Members for Potton confirm to Central Bedfordshire Council that the reallocation of S106 funding detailed in the report to fund the Potton Hall for All community building is in line with their priorities for the use of S106 for the Town.

Minutes:

 

The Executive considered a report from the Executive Member for Regeneration that sought approval to transfer up to 0.52 ha of serviced land owned by the developer for a community building to Potton Town Council as set out in the S106 Agreement for the development of land on the east side of Biggleswade Road.  The report also set out the anticipated costs of the proposed community building and the proposed funding package.

 

The Chairman invited the public speaker to make their statement in accordance with the Public Participation Scheme.

 

Ms Gutteridge, spoke on behalf of the Potton Hall for All charity.  She explained that the S106 agreement monies available would only fund the build of a small Hall which she felt would not be useful nor viable option in the long term. She confirmed that Potton Town Council’s neighbourhood plan included support for the Hall for All project.

 

However, Potton Hall for All was concerned that the capital funding required to build the larger community building was three times greater than the available in the S106 monies. In Ms Gutteridge’s opinion, Potton Town Council could raise sufficient funds in order to build the proposed Hall on their own.  Potton Hall for All could raise the funds, provided that they were named as the lead body for receipt of S106 monies.  This would then guarantee the match funding which was needed for other grants.

 

She asked that the Executive amend recommendation two in the report to allow the S106 funding to be allocated directly to the Potton Hall for All charity upon receipt of evidence showing that the full funding had been secured. 

 

Ms Gutteridge explained that Potton Hall for All have been advised in relation to recommendation three that further conditions on Potton Town Council were advisory and not.  She confirmed that in relation to recommendation five the Town Council, Ward members and Potton Hall for All charity were in full support of the project.

 

In response to questions, the Executive Member for Regeneration responded as follows:-

 

·         the Council was not minded to transfer S106 monies directly to the Potton Hall for All charity but rather to the town council, which was an elected body likely to remain in existence in perpetuity;

·         he confirmed that recommendation three was not a binding request to the Executive, but the Executive Member requested that Potton Town Council confirm a greater commitment to the realisation of the community building by using its precept to make a financial contribution towards the construction of the Hall;

·         that Potton Town Council should be encouraged to give serious consideration to relocating to the Community Hall once it has been constructed; and 

·         confirmed that the Council was supportive of the project.

 

The Executive Member moved an amendment to recommendation two in the report to clarify that the S106 funding will be secured to ‘part fund the Hall for All community building’.  This was duly seconded.

 

The Leader madereference to recommendation three indicating that there was flexibility to  ...  view the full minutes text for item 130.

131.

Your Health, Your Social Care, the Way Forward (An Examination of Good Practice) pdf icon PDF 61 KB

 

To provide Members with the outcomes of the scrutiny enquiry phase II into the integration of health and social care in Central Bedfordshire as reported to the Social Care, Health and Housing Overview and Scrutiny Committee.

Additional documents:

Decision:

1.      That the report and recommendations of the enquiry, set out at Appendix 1 to the report, be noted.

2.      That a response to the report be submitted to the Executive for consideration within two months indicating what action, if any, it proposes to take and if it decides to take no action, the reasons for that decision.

Minutes:

 

The Executive considered a report from the Chairman of the Overview and Scrutiny Enquiry that presented the outcome of the phase II enquiry into integration of health and social care in Central Bedfordshire.  The second phase of the enquiry had investigated additional examples of good practice.

 

In response to questions, the Executive Member for Health confirmed that the ultimate intention was to develop spokes as well as Health Care Hubs to meet the needs of the rural communities. 

 

Reason for decision:  To enable the Executive to review the recommendations emerging from the enquiry before determining its response.

 

RESOLVED

 

1.      that the report and recommendations of the enquiry, set out at Appendix 1 to the report, be noted; and

 

2.      that a response to the report be submitted to the Executive for consideration within two months indicating what action, if any, it proposed to take and if it decided to take no action, the reasons for that decision.

 

The decision was unanimous.

 

 

132.

Procurement of a Hybrid Mail Solution pdf icon PDF 65 KB

 

The report sets out options for improved efficiency in the printing and mailing of bulk items, most notably Council Tax bills and Benefit letters.

Additional documents:

Decision:

1.      That the procurement of a Hybrid Mail Solution be approved.

2.      That the approach of initially implementing the solution within the Revenues and Benefits Service with a view to widening it to encompass all Council services at a future date be endorsed.

3.      To authorise the Director of Resources, in consultation with the Executive Member for Corporate Resources, to award the contract for a Hybrid mail solution following completion of a Crown Commercial Services Framework procurement process.

Minutes:

 

The Executive considered a report from the Deputy Leader and Executive Member for Corporate Resources that set out the options for improved efficiency in the printing and mailing of bulk items, most notably Council Tax bills and Benefit letters.  Hybrid mail would be delivered using a combination of electronic and physical delivery and offered a cost-effective, flexible alternative to on-site print and mailing provision.  This process would act as a trial with the intention to widen its application to other parts of the Council.

 

Reason for decision:  Hybrid mail solutions provide best value for the residents, business and users of Central Bedfordshire Council services.

 

RESOLVED

 

1.      that the procurement of a Hybrid Mail Solution be approved;

 

2.      that the approach of initially implementing the solution within the Revenues and Benefits Service with a view to widening it to encompass all Council services at a future date be endorsed; and

 

3.      to authorise the Director of Resources, in consultation with the Executive Member for Corporate Resources, to award the contract for a Hybrid mail solution, following completion of a Crown Commercial Services Framework procurement process.

 

 

The decision was unanimous.

 

133.

Award of Leisure Management Contract pdf icon PDF 83 KB

 

To consider an award of contract for the operation and management of the new Dunstable Centre and The Grove Theatre, Dunstable, and Tiddenfoot Leisure Centre, Leighton Buzzard.

Additional documents:

Decision:

That the leisure management contract for the new Dunstable Centre and The Grove Theatre, Dunstable, and Tiddenfoot Leisure Centre, Leighton Buzzard be awarded to bidder A.

Minutes:

 

The Executive considered a report from the Executive Member for Community Services that recommended the award of contract for the operation and management of the new Dunstable Centre and The Grove Theatre, Dunstable, and Tiddenfoot Leisure Centre, Leighton Buzzard.

 

In response to questions, the Executive Member for Community Services responded as follows:-

·         confirmed that the current contract with Stevenage Leisure ended in August 2018 and the contractor would take over from September 2018 which would allow for appropriate hand over arrangements and their involvement in the setting up of the new Leisure Centre in Dunstable.

·         He would explore the scope for employment opportunities at the Leisure Centres for people with learning disabilities.

 

Reason for decision:  To ensure the provision of leisure and cultural services at the Dunstable Centre, Tiddenfoot Leisure Centre and The Grove Theatre that offers best value in commercial terms and outcomes for the community.

 

RESOLVED

 

that the leisure management contract for the new Dunstable Centre and The Grove Theatre, Dunstable, and Tiddenfoot Leisure Centre, Leighton Buzzard be awarded to bidder A.

 

 

The decision was unanimous.

 

134.

Tender Award for SAP4/Hana Implementation Partner pdf icon PDF 72 KB

 

To recommend the award of contract for an implementation partner to work with CBC to upgrade the current EEC6 SAP financial applications, which includes finance, procurement and HR Payroll, to SAP4/Hana Enterprise Cloud (HEC).

Additional documents:

Decision:

That the contract for an implementation partner for the upgrade of the current SAP financial applications from EEC6 to SAP4/Hana Enterprise Cloud (HEC) be awarded to contractor C.

Minutes:

 

The Executive considered a report from the Deputy Leader and Executive Member for Corporate Resources that recommended the award of a contract for an implementation partner to work with the Council to upgrade the current EEC6 SAP financial applications, which included finance, procurement and HR Payroll to bring in line with SAP4/Hana Enterprise Cloud.  The upgrade was part of the SAP Optimisation Programme and would provide more rapid and more directive financial reporting.

 

Reason for decision:  To ensure resource and technical knowledge was secured to work with the Council for the upgrade of the SAP financial applications and that preferred contractor be appointed as implementation partner on the basis of best value in commercial terms and outcomes for the Council.

 

RESOLVED

 

that the contract for an implementation partner for the upgrade of the current SAP financial applications from EEC6 to SAP4/Hana Enterprise Cloud (HEC) be awarded to contractor C.

 

 

The decision was unanimous.

 

135.

Award of Contract - Cleaning Contract for General Needs, Independent Living, Gypsy & Traveller Sites, Transitional Accommodation & Sheltered Schemes pdf icon PDF 66 KB

 

To seek approval to award the contract for Cleaning Services to Housing Properties 2018 – 2023.

Additional documents:

Decision:

That the Cleaning Services Contract for the Council’s housing properties be awarded to Contractor C.

Minutes:

 

The Executive considered a report from the Executive Member for Adults, Social Care and Housing Operations that recommended the award of a contract for the Cleaning Services of Housing Properties 2018 – 2023.

 

Reason for decision:  To ensure that housing accommodation owned by Central Bedfordshire Council was maintained in an acceptable condition.

 

RESOLVED

 

that the Cleaning Services Contract for the Council’s housing properties be awarded to Contractor C.

 

 

The decision was unanimous.

 

136.

Revenue Budget Monitoring Provisional Forecast Outturn (Quarter 3) pdf icon PDF 116 KB

 

The report sets out the forecast outturn financial position for 2017/18.

Additional documents:

Decision:

1.      That the revenue forecast outturn position which is currently an overspend of £2.2m, be noted.

2.      To note that the budget includes £2.1m of contingency against which no call has yet been made.  If this contingency is released then this results in an overall net overspend of £0.1m.

3.      That officers continue to look for compensatory savings in order to deliver a balanced budget.

4.      To authorise the Chief Executive and the Director of Resources (s.151 Officer), in consultation with the Leader and the Deputy Leader and Executive Member for Corporate Resources, to approve the 2017/18 Revenue, Capital and Housing Revenue Account provisional financial outturn positions, subject to audit.

5.      That the above delegation is subject to the final outturn position not being more than 1% over/under net budget.

Minutes:

 

The Executive considered a report from the Deputy Leader and Executive Member for Corporate Resources that set out the forecast outturn financial position for 2017/18 as at December 2017.

 

Reason for decision:  To facilitate effective financial management and planning.

 

RESOLVED

 

1.      that the revenue forecast outturn position which was currently an overspend of £2.2m, be noted;

 

2.      to note that the budget includes £2.1m of contingency against which no call has yet been made.  If this contingency was released then this results in an overall net overspend of £0.1m;

 

3.      that officers continue to look for compensatory savings in order to deliver a balanced budget;

 

4.      to authorise the Chief Executive and the Director of Resources (s.151 Officer), in consultation with the Leader and the Deputy Leader and Executive Member for Corporate Resources, to approve the 2017/18 Revenue, Capital and Housing Revenue Account provisional financial outturn positions, subject to audit; and

 

5.      that the above delegation was subject to the final revenue outturn position not being more than 1% over/under net budget.

 

 

The decision was unanimous.

 

137.

Capital Budget Monitoring Forecast Outturn Report (Quarter 3) pdf icon PDF 76 KB

 

The report sets out the Capital projected outturn for 2017/18.

Additional documents:

Decision:

RESOLVED

1.      That the gross forecast outturn of £79.8m, excluding the HRA, but including deferred spend from 2016/17 which is currently below the approved budget by £30.9m (£6.1m below last year against a higher budget of £132.6m), be noted.

2.      That the net forecast of £18.0m below budget (£9.5m below budget at the same stage last year) be noted.

RECOMMENDED TO COUNCIL

1.      That the budget for the Stratton Phase 5 project be increased from £2.7m in the 2018/19 Capital Programme to £4.8m, as set out in paragraphs 54 and 55 in Appendix A to the Executive report.

Minutes:

 

The Executive considered a report from the Deputy Leader and Executive Member for Corporate Resources that set out the Capital forecast outturn for 2017/18 at as December 2017.    The forecast outturn was a substantial under spend against budget.  Primarily this was due to a number of schemes which were dependent on the award of external funding, such as:

 

·         A421 dualing.

·         M1/A6 Link Road

·         East / West Rail.

 

 

Reason for decision:  To facilitate effective financial management and planning.

 

RESOLVED

 

1.      that the gross forecast outturn of £79.8m, excluding HRA, but including deferred spend from 2016/17 which was currently below the approved budget by £30.9m (£6.1m below last year against a higher budget of £132.6m), be noted; and

 

2.      that the new forecast is £18.0m below budget (£9.5m below budget at the same stage last year) be noted.

 

RECOMMENDED TO COUNCIL

 

that the budget for the Stratton Phase 5 project be increased from £2.7m in the 2018/19 Capital Programme to £4.8m, as set out in paragraphs 54 and 55 in Appendix A to the Executive report.

 

The decision was unanimous.

 

138.

Housing Revenue Account Budget Monitoring (Quarter 3) pdf icon PDF 55 KB

The report sets out the Housing Revenue Account projected outturn for 2017/18.

Additional documents:

Decision:

1.      That the Revenue forecast position to achieve a balanced budget with a contribution to HRA Reserves of £5.861m, thus strengthening the Council’s ability to invest and improve its stock of Council houses, be approved.

2.      To note that the Capital forecast position indicates a net outturn of £10.881m, against a budget of £14.342m.  To approve the deferral of £3.344m of works to 2018/19.

3.      That Right to Buy sales be monitored for the possible impact on predicated surpluses in the medium to longer term.

4.      To note that the Executive approved on 5 December 2017, the virement of the underspend at Croft Green (£3.725m) to the new build and acquisitions budget line, to enable further purchases of properties that will partly address the increasing transitional accommodation pressures in the General Fund.

Minutes:

 

The Executive considered a report from the Deputy Leader and Executive Member for Corporate Resources that set out the Housing Revenue Account (HRA) 2017/18 projected outturn revenue and capital position as at December 2017. 

 

Overall, the forecast position for the capital budget showed an underspend as a result of delays in the delivery of key projects such as Houghton Regis Central.

 

The Executive Member for Adults, Social Care and Housing Operations commented on the strong performance within Housing. 

 

In response to questions, the Executive Member for Adults, Social Care and Housing Operations confirmed that a process of value engineering was taking place for Houghton Regis Central but the Council was committed to the scheme.  The Council was also exploring a new build scheme in Windsor Drive in Houghton Regis for transitional accommodation although some concerns have been raised by local residents.

 

 

The Executive Member for Adults, Social Care and Housing Operations explained the approach to funding improvements on housing estates which contained properties in both Council and in private ownership.

 

Reason for decision:  To facilitate effective financial management and planning.

 

RESOLVED

 

1.      that the Revenue forecast position to achieve a balanced budget with a contribution to HRA Reserves of £5.861m, thus strengthening the Council’s ability to invest and improve its stock of Council houses, be approved;

 

2.      that the Capital forecast position indicates a net outturn of £10.881m, against a budget of £14.342m, be approved.  It was proposed that £3.344m of works be deferred to 2018/19;

 

3.      that Right to Buy sales be monitored for the possible impact on predicated surpluses in the medium to longer term; and

 

4.      to note that the Executive approved on 5 December 2017, the virement of the underspend at Croft Green (£3.725m) to the new build and acquisitions budget line, to enable further purchases of properties that would partly address the increasing transitional accommodation pressures in the General Fund.

 

 

The decision was unanimous.

 

139.

2017/18 Quarter 3 Performance Report pdf icon PDF 868 KB

 

To receive the 2017/18 quarter 3 performance monitoring report.

Additional documents:

Decision:

1.      That performance against the indicators currently being used to help support the monitoring of progress against the Medium Term Plan priorities be noted.

2.      That officers be requested to investigate and resolve underperforming indicators as appropriate.

 

Minutes:

 

The Executive considered a report from the Deputy Leader and Executive Member for Corporate Resources that set out the 2017/18 Quarter 3 performance update for the Council’s Medium Term Plan indicator set.

 

Reason for decision:  To ensure a rigorous approach to performance management across Central Bedfordshire Council.

 

RESOLVED

 

1.      that the performance against the indicators currently being used to help support the monitoring of progress against the Medium Term Plan priorities be noted; and

 

2.      that officers be requested to investigate and resolve underperforming indicators as appropriate.

 

The decision was unanimous.

140.

Award of Leisure Management Contract

 

To receive the exempt Appendix.

Minutes:

 

See minute E/17/133 for further details.

 

 

 

141.

Tender Award for SAP4/Hana Implementation Partner

 

To receive the exempt Appendix.

Minutes:

 

See minute E/17/134 for further details.

 

 

 

142.

Award of Contract - Cleaning Contract for General Needs, Independent Living, Gypsy & Traveller Sites, Transitional Accommodation & Sheltered Schemes

 

To receive the exempt Appendix.

Minutes:

 

See minute E/17/135 for further details.