To approve as a correct record, the Minutes of the meeting of the Executive held on 8 June 2010.

RESOLVED

the minutes of the meeting held on 8 June 2010 were confirmed as a correct record and signed by the Chairman.

To consider proposals, if any, to deal with any item likely to involve disclosure of exempt information as defined in the relevant paragraph(s) of Part I of Schedule 12A of the Local Government Act 1972 prior to the exclusion of the press and public.

The Executive noted that Agenda Item No 13, Day to Day Responsive and Programmed Electrical Maintenance Contract contained an exempt appendix that was not for publication by virtue of Paragraph 3 of Part l of Schedule 12A of the Local Government Act 1972.  Accordingly, the Executive agreed that if there was a need to consider the appendix that it could not be dealt with in the public part of the meeting and therefore the press and public would need to be excluded from the meeting during its consideration.

To receive any announcements and matters of communication from the Chairman.

(a)       Urgent Item of Business - £1.166bn Local Government in Year    Reductions

The Chairman advised the Executive that in accordance with Section 100B (4) of the Local Government Act, that she had agreed that a report on the £1.166bn Local Government in Year Reductions would be taken as urgent business as an immediate response was required to the Government’s in year grant reductions.

(b)       Variation in the Order of Business

The Chairman advised the Executive that she was going to vary the order of business and take Agenda Item 16 (£1.166bn Local Government in Year Reductions) before Agenda Item 15 (Forward Plan of Key Decisions) and that if the Portfolio Holder for Finance, Governance and People’s report had not been considered before 10.15am she would take the item at that point in the meeting as the Portfolio Holder had to leave at 10.30am to receive an Honorary Fellowship from the University of Northampton.

To consider any petitions received in accordance with the Scheme of Public Participation set out in Annex 2 of Part A4 of the Constitution.

There were no petitions received in accordance with the Scheme of Public Participation.

To deal with general questions and statements from members of the public in accordance with the scheme of public participation set out in Appendix A to Part A4 of the Constitution.

There were no questions received in accordance with the Scheme of Public Participation.

The report highlights the Quarter 4 performance for Central Bedfordshire Council. 

That the report highlighting the key Quarter 4 performance for Central Bedfordshire Council be noted.

The Executive considered a report from Councillor Richard Stay, Portfolio Holder for Policy and Performance highlighting the key Quarter 4 performance indicators for Central Bedfordshire Council. 

Whilstthe paper set out areas of strong performance, the focus of attention needed to be on exception reporting, looking at what the Council was doing to address areas where improvement needed to be made, as detailed in the submitted report. The Portfolio Holder explained that as the Authority continued to grapple with the difficult financial climate, a critical appraisal would be needed of  the indicators and targets that should be the focus of the Council’s attention in the future. 

Each Portfolio Holder then commented on performance in their respective areas.

Reason for decision: To ensure a rigorous approach to performance management.

RESOLVED:

that the report highlighting the key Quarter 4 performance for Central Bedfordshire Council be noted.

To consider the Corporate Property Assets Disposal Protocol and the Council’s approach to the management of its assets.

That the Corporate Property Assets Disposal Protocol be adopted as Central Bedfordshire Council’s approach to this part of the management of its assets.

The Executive considered a report from Councillor Steve Male, Portfolio Holder for Customers, Systems and Assets proposing a Corporate Property Assets Disposal Protocol for the period 2010/11, which set out the principles that the Council would draw on when determining the disposal of its assets.  The protocol also outlined the approach which would be used in the management of assets and the principles against which the Council’s asset disposal policy would be developed.

Reason for decision: The Corporate Property Assets Disposal Protocol sets out the principles which provide the platform from which the Council’s disposal policy will be developed and is an intrinsic element of the capital budgets.

RESOLVED

that the Corporate Property Assets Disposal Protocol be adopted as Central Bedfordshire Council’s approach to this part of the management of its assets.

In accordance with Section 100B(4) of the Local Government Act 1972 the Executive considered the following item of Urgent Business (Minute E/10/37refers).

The report sets out the impact of the in year reductions announced by CLG on 10 June and the steps being taken at Central Bedfordshire as a result.

That spending reductions be made in line with the Government grant reductions, as outlined in the submitted report.

The Executive considered a report from Councillor Maurice Jones, Portfolio Holder for Finance, People and Governance which set out the impact of the in year reductions announced by Government on 10 June 2010 and the steps being taken by Central Bedfordshire Council as a result.

The Portfolio Holder advised Members that the Government’s in year reductions equated to a £1.5M reduction to the previously announced funding for 2010/11 and impacted on the following funding streams:

• Area Based Grant
• Housing & Planning Delivery Grant
• Local Authority Business Growth Incentive,
• Performance Reward Grant
• Department for Transport capital grants.

The report proposed that spending reductions be made in line with the lost grant and also the use of the Performance Reward Grant to offset potential redundancy costs.  In addition to the loss of the above grants, a further announcement was made by Government on 17 June cancelling the Free Swimming Grant.  In effect the grant, which was due to end on 31 March 20111, would cease from 31 July 2010.

Reason for decision: To enable actions to be taken to address the in year grant reductions by Central Government.

RESOLVED

that spending reductions be made in line with the Government grant reductions, as outlined in the submitted report.

The report proposes key operational changes to Customer Services that enable the Council to improve its customer management in line with the adopted Customer Services Strategy, whilst increasing value for money and addressing the pressures of an increasingly difficult fiscal environment.

1.         That the creation of a single Contact Centre, as outlined in the submitted report, be noted.

2.         That the proposal to create a series of “golden numbers” based around services being grouped into key themes and each theme allocated a single telephone contact number, be approved.

3.         That the principle of creating Community Hubs, subject to detailed business cases for each one, be agreed.

4.         That changes to the operating hours of the Customer Services Centres, as detailed in the submitted report, be noted.

5.         That the proposal for two Customer Access Points, as detailed in the submitted report, be approved.

6.         Noted that the procurement of the Customer Relationship Management           system will be put out to tender in August 2010.

7.         That the service migration plans, as outlined in the submitted report, be           noted.

8.         That authority to proceed with the implementation of each Community Hub and the authorisation of the procurement of a CRM be delegated to the Portfolio Holder for Customer, Systems and Assets and the Director of Customer and Shared Services.

9.         That the overall thrust of the recommendation from the Customer and Central Services Overview and Scrutiny Committee from its meeting on 21 June 2010, as set out in the Chairman’s Briefing Note, be supported and that a business case be put forward for the procurement of the Customer Relationship Management system to enable the process to continue on schedule. 

The Executive considered a report from Councillor Steve Male, Portfolio Holder for Customers, Systems and Assets proposing key operational changes to Customer Services.  The changes would enable the Council to improve its customer management in line with the adopted Customer Services Strategy, whilst increasing value for money and addressing the pressures of an increasingly difficult fiscal environment.

As part of the deliberations, the Portfolio Holder drew attention to the recommendation from the Customer and Central Services Overview and Scrutiny Committee from its meeting on 21 June 2010, as detailed in the Chairman’s Briefing Note.  The Executive concurred with the overall thrust of the recommendation that procurement of the Customer Relationship Management System was an essential component of the Customer Service Remodelling Programme and should be brought forward in advance of the current review of the capital programme.

Reason for decision: So that the Remodelling of Customer Services Programme can commence in order to deliver the desired efficiency and customer service improvement.

RESOLVED

1.         that the creation of a single Contact Centre, as outlined in the     submitted report, be noted.

2.         that the proposal to create a series of “golden numbers” based around services being grouped into key themes and each theme allocated a single telephone contact number, be approved.

3.         that the principle of creating Community Hubs, subject to detailed business cases for each one, be agreed.

4.         that changes to the operating hours of the Customer Services Centres, as detailed in the submitted report, be noted.

5.         that the proposal for two Customer Access Points, as detailed in           the submitted report, be approved.

6.         noted that the procurement of the Customer Relationship            Management system will be put out to tender in August 2010.

7.         that the service migration plans, as outlined in the submitted      report, be noted.

8.         that authority to proceed with the implementation of each Community Hub and the authorisation of the procurement of a CRM be delegated to the Portfolio Holder for Customer, Systems and Assets and the Director of Customer and Shared Services.

9.         that the overall thrust of the recommendation from the Customer and Central Services Overview and Scrutiny Committee from its meeting on 21 June 2010, as set out in the Chairman’s Briefing Note, be supported and that a business case be developed for the procurement of the Customer Relationship Management system to enable the process to continue on schedule. 

The report proposes that a deed of novation and section 16 agreement be entered into which will have the effect of transferring the Bedfordshire Highways Term Contract for Highways Services from Bedford Borough Council (as caretaker) to Central Bedfordshire Council.

1.         That the Council enters into an agreement under Section 16 of the Local Government and Public Involvement in Health Act 2007 under which the contract with Amey LG for highway works will be transferred from Bedford Borough Council (BBC) to Central Bedfordshire Council (CBC), together with a Deed of Novation which will give effect to the transfer.

2.         That authority be delegated to the Director of Sustainable Communities, in consultation with Portfolio Holder for Safer Communities and Healthier Lifestyles, to approve the terms of the documents referred to in recommendation 1 above, in accordance with the arrangements proposed in the submitted report.

3.          That, if CBC and BBC are unable to proceed with Deed of Novation, the Executive endorses BBC continuing to manage the contract and that CBC enters into a separate agreement with BBC for the remaining duration of the contract until March 2013.

The Executive considered a report from Councillor David McVicar, Portfolio Holder for Safer Communities & Healthier Lifestyles proposing that a deed of novation  be entered into, which would have the effect of transferring the Bedfordshire Highways Term Contract for Highways Services from Bedford Borough Council (as caretaker) to Central Bedfordshire Council.  Attention was drawn to a revised recommendation two as detailed in the Chairman’s Briefing Note that superseded the second recommendation in the main report.

Councillor McVicar reminded Members that a report had been considered by the Executive on 14 April 2009 on contract options for highways services (Minute E/08/125 refers).  As a result of extensive discussions between Central Bedfordshire Council, Bedford Borough Council and Amey LG over the last twelve months, agreement had been reached to transfer the Bedfordshire-wide highways term contract to Central Bedfordshire.

The Executive concluded discussion by commending the Portfolio Holder and officers for securing an outcome which was in the best interest of Central Bedfordshire Council.

Reason for decision: To enable Central Bedfordshire Council to take the place of Bedford Borough Council as employer under the Term Contract for Highway Services with Amey LG, thus allowing the Council to assume full responsibility for the contract and for the delivery of services under the contract in its area.

RESOLVED

1.         that the Council enters into an agreement under Section 16 of the Local Government and Public Involvement in Health Act 2007 under which the contract with Amey LG for highway works will be transferred from Bedford Borough Council (BBC) to Central Bedfordshire Council (CBC), together with a Deed of Novation which will give effect to the transfer.

2.         that authority be delegated to the Director of Sustainable Communities, in consultation with Portfolio Holder for Safer Communities and Healthier Lifestyles, to approve the terms of the documents referred to in recommendation 1 above, in accordance with the arrangements proposed in the submitted report.

3.          that, if CBC and BBC are unable to proceed with Deed of Novation, the Executive endorses BBC continuing to manage the contract and that CBC enters into a separate agreement with BBC for the remaining duration of the contract until March 2013.

To consider the requirements of the Local Government and Public Involvement in Health Act 2007 in respect of the Council’s executive arrangements and how the Council should respond to those requirements.

RESOLVED

The Executive notes:-

(a)       the requirement for the full Council to pass a resolution by 31 December 2010 to adopt either a “new style” leader and cabinet executive or elected mayor and cabinet arrangements;

(b)       that the Central Bedfordshire bid submission, which was subject to extensive public consultation, was based on the adoption of the “new style” leader and cabinet arrangements; and

(c)         that the Constitution already contains all the required statutory provisions of the Local Government and Public Involvement in Health Act 2007 relating to the “new style” leader and cabinet executive arrangements, save for the provision relating to the extension of the term of office of the Leader (paragraph 7 of the submitted report refers).

RECOMMENDED TO COUNCIL

That Council be recommended to resolve at its meeting on 16 September 2010, that it is minded, subject to consideration of views received, to pass a resolution at its meeting on 25 November 2010, to adopt the “new style” leader and cabinet executive arrangements for implementation on the third day after the elections in May 2011.

The Leader introduced the Portfolio Holder for Finance, Governance and People’s report setting out the requirements of the Local Government and Public Involvement in Health Act 2007covering the Council’s executive arrangements and the proposed response to those requirements.

(NOTE:  A copy of the report had been circulated with the Executive agenda to all Councillors.)

The Executive noted that the majority of the requirements of the “new style” leader and cabinet executive were already in place and had been subject to wide consultation both with the public and key stakeholders as part of the case for unitary government in Central Bedfordshire.  In view of this it was considered that it would be inappropriate and disproportionate to undertake a further round of extensive consultation on the Council’s executive arrangements. 

Members noted that should the authority decide to retain the leader and cabinet model, there would still be a statutory requirement to pass a formal Council resolution before 31 December 2010 to adopt the new style of leader and cabinet arrangements which would then come into effect 3 days after the local elections in May 2011.  It was noted that the Constitution would also need to be amended to reflect the extension of the Leader’s term of office to four years.

Reason for decision: To comply with the requirements of the Local Government and Public Involvement in Health Act 2007 to pass a resolution by 31 December 2010 to adopt new style leader and cabinet executive arrangements.

RESOLVED

the Executive notes:-

(a)       the requirement for the full Council to pass a resolution by 31 December 2010 to adopt either a “new style” leader and cabinet executive or elected mayor and cabinet arrangements;

(b)       that the Central Bedfordshire bid submission, which was subject to extensive public consultation, was based on the adoption of the “new style” leader and cabinet arrangements; and

(c)        that the Constitution already contains all the required statutory provisions of the Local Government and Public Involvement in Health Act 2007 relating to the “new style” leader and cabinet executive arrangements, save for the provision relating to the extension of the term of office of the Leader, as set out in paragraph 7 of the submitted report refers.

RECOMMENDED TO COUNCIL

that Council be recommended to resolve at its meeting on 16 September 2010, that it is minded, subject to consideration of views received, to pass a resolution at its meeting on 25 November 2010, to adopt the “new style” leader and cabinet executive arrangements for implementation on the third day after the elections in May 2011.

The report proposes to award the Day to Day Responsive and Programmed Electrical Maintenance Contract 2010 – 2013.

That the Day to Day Responsive and Programmed Electrical Maintenance Contract 2010 – 2013 be awarded to Contractor E, as detailed in the exempt appendix of the submitted report.

The Executive considered a report from Councillor Rita Drinkwater, Portfolio Holder for Housing proposing the award of the Day to Day Responsive and Programmed Electrical Maintenance Contract 2010 – 2013. 

The report outlined the outcome of the tendering process for the contract which should provide improved value for money for the Council in times of financial constraint and also deliver good quality and customer care for the Council’s Tenants.  The Portfolio Holder confirmed that the customer care had been built into the Contract.

Reason for decision: To award the Contract.

RESOLVED

that the Day to Day Responsive and Programmed Electrical Maintenance Contract 2010 – 2013 be awarded to Contractor E, as detailed in the exempt appendix of the submitted report.

To consider the recommendations of the Customer and Central Services Overview and Scrutiny Committee from its meeting on 21 June 2010.  (Report to follow)

That the recommendations from the Customer & Central Services Overview & Scrutiny Committee from its meeting on 21 June 2010 be noted and referred to the Chief Executive to address as management issues.          

The Executive considered the recommendations from the Customer & Central Services Overview & Scrutiny Committee from its meeting on 21 June 2010 regarding certain aspects of the Corporate Commissioning and Procurement Strategy.

In noting the recommendations, the Executive agreed that the matter should be referred to the Chief Executive to look at as a management issue.

Reason for decision: To respond to the recommendations of the Customer & Central Services Overview and Scrutiny Committee.

RESOLVED

that the recommendations from the Customer & Central Services Overview & Scrutiny Committee from its meeting on 21 June 2010 be noted and referred to the Chief Executive to address as a management issue.         

To receive the Forward Plan of Key Decisions for the period 1 July 2010 to 30 June 2011.

The Forward Plan for the period 1 July 2010 to 30 June 2011 was received.

RESOLVED

that under Section 100A of the Local Government Act 1972 the Press and Public were excluded from the meeting for the following item of business on the grounds that consideration of the item was likely to involve the disclosure of exempt information as defined in the paragraph 3 of Part I of Schedule 12A of the Act.

To consider the acquisition of land in Flitwick.

1.                  That approval be given to the purchase of land, as shown on the plan attached to the exempt report, on the terms detailed in the report subject to the further money being received from the Homes and Communities Agency (HCA) when authorised by the Minister for Housing and Local Government, as detailed in the exempt Briefing Note.

2.         That responsibility for proceeding with the exchange of contracts, upon receipt of the further money referred to in Resolution 1 above, be delegated to the Portfolio Holder for Customers, Systems & Assets and the Director Customer and Shared Services.

The Executive considered a report from Councillor Steve Male, Portfolio Holder for Customer, Systems and Assets proposing the purchase of land in Flitwick using Growth Area Funding (GAF) money, together with an addendum which contained a briefing note setting out details of further funding that was awaited from the Homes and Communities Agency (HCA).

The Portfolio Holder advised Members that acquiring the land would enable the Council to have a greater influence over the re-generation of the Town Centre in line with the Masterplan and provided good value for money to Central Bedfordshire Council for the reasons set out in the exempt report. 

Reason for decision: Acquiring the land will provide the Council with opportunity value in terms of its ability to have a greater influence on the regeneration of the Town Centre of Flitwick. 

RESOLVED         

1.                  that approval be given to the purchase of land, as shown on the plan attached to the exempt report, on the terms detailed in the report subject to the further money being received from the Homes and Communities Agency (HCA) when authorised by the Minister for Housing and Local Government, as detailed in the exempt Briefing Note.

2.         that responsibility for proceeding with the exchange of contracts, upon receipt of the further money referred to in Resolution 1 above, be delegated to the Portfolio Holder for Customers, Systems & Assets and the Director Customer and Shared Services.