Agenda, decisions and minutes
PDF 430 KBVenue: Council Chamber,Surrey County Council, Woodhatch Place, 11 Cockshot Hill, Reigate, Surrey ,RH2 8EF
Contact: Huma Younis or Sarah Quinn Email: huma.younis@surreycc.gov.uk
Media
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Apologies for Absence
Additional documents: Decision: An apology was received from Sinead Mooney. Minutes: An apology was received from Sinead Mooney. |
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Minutes of Previous Meeting: 29 November 2022
To agree the minutes of the last meeting as a correct record of the meeting. Additional documents: Decision: These were agreed as a correct record of the meeting.
Minutes: These were agreed as a correct record of the meeting.
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Declarations of Interest
All Members present are required to declare, at this point in the meeting or as soon as possible thereafter:
(i) Any disclosable pecuniary interests and / or (ii) Other interests arising under the Code of Conduct in respect of any item(s) of business being considered at this meeting NOTES:
· Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest · As well as an interest of the Member, this includes any interest, of which the Member is aware, that relates to the Member’s spouse or civil partner (or any person with whom the Member is living as a spouse or civil partner) · Members with a significant personal interest may participate in the discussion and vote on that matter unless that interest could be reasonably regarded as prejudicial. Additional documents: Decision: There were none.
Minutes: There were none.
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Procedural Matters
Additional documents: |
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The deadline for Member’s questions is 12pm four working days before the meeting (14 December 2022).
Additional documents: Decision: There were three member questions. The questions and responses were published as a supplement to the agenda.
Minutes: There were three member questions. The questions and responses were published as a supplement to the agenda.
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Public Questions
The deadline for public questions is seven days before the meeting (13 December 2022).
Additional documents: Decision: There were none.
Minutes: There were none.
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Petitions
The deadline for petitions was 14 days before the meeting, and no petitions have been received.
Additional documents: Decision: There were none.
Minutes: There were none.
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Representations received on reports to be considered in private
To consider any representations received in relation why part of the meeting relating to a report circulated in Part 2 of the agenda should be open to the public. Additional documents: Decision: There were none.
Minutes: There were none.
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To consider any reports from Select Committees, Task Groups, Local Committees and any other Committees of the Council. Additional documents: Minutes: A report was introduced by the Chairman of the Communities, Environment and Highways Select Committee (in relation to item 8 on the agenda - Development and Introduction of Your Fund Surrey - Small Community Projects Fund) and he thanked the Cabinet Member for Community and Community Safety for her response to it. In addition, he requested than an annual report be provided for all councillors detailing all the projects under Your Fund Surrey.
The Cabinet Member for Community and Community Safety thanked the Communities, Environment and Highways Select Committee for the interest and time spent in looking at Your Fund Surrey and thought the suggestion for an annual report was a good one. She also praised the Community Link Officers for the good work undertaken in the community and said that support for the new fund would be kept under review.
RESOLVED:
That the report be noted.
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To note any delegated decisions taken by the Leader, Deputy Leader, Cabinet Members, Strategic Investment Board and Committees in Common Sub-Committee since the last meeting of the Cabinet. Additional documents: Decision: That the decisions taken since the last Cabinet meeting be noted.
Minutes: RESOLVED:
That the decisions taken since the last Cabinet meeting be noted.
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Cabinet Member of the Month
To receive an update from Clare Curran, Cabinet Member for Education and Learning. Additional documents: Decision: RESOLVED:
That the Cabinet Member of the Month update be noted.
Minutes: The report was introduced by the Cabinet Member for Education and Learning. The following key points were made:
RESOLVED:
That the Cabinet Member of the Month update be noted.
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DEVELOPMENT AND INTRODUCTION OF YOUR FUND SURREY - SMALL COMMUNITY PROJECTS FUND
This report proposes an amendment to Your Fund Surrey (YFS) following review and feedback from applicants, divisional members and members of the Communities, Environment and Highways Select Committee. The recommendation is the introduction of a new funding stream from the existing £100m Your Fund Surrey (YFS) capital fund for smaller community projects under £50,000. (The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee) Additional documents: Decision: RESOLVED:
1. That the introduction of a new subsidiary fund, ‘Your Fund Surrey – Small Community Projects’ be approved. 2. That the process, criteria and framework for Your Fund Surrey – Small Community Projects be agreed. 3. That Your Fund Surrey (YFS) be renamed as Your Fund Surrey – Large Community Projects to enable residents to differentiate between the funds.
Reasons for decision:
The proposed improvements to the Fund build on the learning of running YFS over the past two years. Since the Fund was launched, the financial climate has changed which has shifted the focus of the fund away from the initial “think big” branding. The objectives of allocating a portion of YFS funding for smaller-scale projects are to: · Support smaller capital projects which might otherwise not have met the YFS criteria due to size or lack of wider community benefits · Make the process quicker, easier and more accessible for smaller community organisations · Ensure every Division benefits from YFS funding · Utilise the local knowledge of Divisional members to identify the needs within their communities and direct their support
(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee)
Minutes: The report was introduced by the Deputy Leader and Cabinet Member for Community and Community Safety who explained that there was £50k per member of the Council and that from February 2023 there was to be a simplified, faster process for smaller projects. She also thanked the previously responsible Cabinet Member for the foundation work he had done.
The Deputy Cabinet Member for Environment requested that details of all approved project be published for all councillors in order to garner inspiration and ideas. The Leader urged all 81 councillors to actively seek suitable projects within their communities.
RESOLVED:
1. That the introduction of a new subsidiary fund, ‘Your Fund Surrey – Small Community Projects’ be approved. 2. That the process, criteria and framework for Your Fund Surrey – Small Community Projects be agreed. 3. That Your Fund Surrey (YFS) be renamed as Your Fund Surrey – Large Community Projects to enable residents to differentiate between the funds.
Reasons for decision:
The proposed improvements to the Fund build on the learning of running YFS over the past two years. Since the Fund was launched, the financial climate has changed which has shifted the focus of the fund away from the initial “think big” branding.
The objectives of allocating a portion of YFS funding for smaller-scale projects are to:
· Support smaller capital projects which might otherwise not have met the YFS criteria due to size or lack of wider community benefits · Make the process quicker, easier and more accessible for smaller community organisations · Ensure every Division benefits from YFS funding · Utilise the local knowledge of Divisional members to identify the needs within their communities and direct their support
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DIRECT PAYMENTS STRATEGY 2023-2028
Cabinet is asked to support the production and publication of a Surrey Direct Payments Strategy covering the period 2023 to 2028. (The decisions on this item can be called-in by the Adults and Health Select Committee)
Additional documents: Decision: RESOLVED:
Reasons for decision:
Direct Payments provide individuals with greater choice and control over their care and support arrangements than can be the case where services are directly commissioned by the Council. This Strategy presents Surrey County Council’s ambition to increase resident take up of the system enabling them more autonomy and ownership of their lives. It sets out how we will seek to provide a stable, unified way of approaching direct payments which will resolve current issues and streamline the process, making it easier and more appealing to a wider resident base. Ultimately, we want to see out uptake rate increase to at least 40% by April 2028.
(The decisions on this item can be called-in by the Adults and Health Select Committee) Minutes: The report was introduced by the Cabinet Member for Adults and Health who explained that consultation was taking place on this strategy and the final paper would be presented to cabinet during 2023. The strategy aimed to provide more choice for residents and was not being enforced. Thanks was given to staff for their hard work.
RESOLVED:
That the production and publication of a Surrey Direct Payments Strategy covering the period 2023 to 2028 be supported.
Reasons for decision:
Direct Payments provide individuals with greater choice and control over their care and support arrangements than can be the case where services are directly commissioned by the Council. This Strategy presents Surrey County Council’s ambition to increase resident take up of the system enabling them more autonomy and ownership of their lives. It sets out how we will seek to provide a stable, unified way of approaching direct payments which will resolve current issues and streamline the process, making it easier and more appealing to a wider resident base. Ultimately, we want to see out uptake rate increase to at least 40% by April 2028.
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AGILE OFFICE ESTATE - NORTH-WEST AND SOUTH-WEST CORPORATE OFFICE WORKSPACE
This report seeks Cabinet approval for the north-west and south-west elements of the Agile Office Estate (AOE) strategy, to complete a programme plan for the county-wide rationalisation and modernisation of Surrey County Council’s (the Council) office centric workspace. (The decisions on this item can be called-in by the Resources and Performance Select Committee) Additional documents: Decision: RESOLVED:
Reasons for decision:
Approving the recommendations in this report will build on the Agile Office Estate strategy and all associated benefits to: · Continue to progress delivery of the Agile Office Estate programme through definition of the north-west and south-west elements. · Optimise the existing corporate office estate, increasing colocation of services and further reducing the overall estate footprint, to deliver greater efficiencies.
(The decisions on this item can be called-in by the Resources and Performance Select Committee)
Minutes: The report was introduced by the Cabinet Member for Property and Waste who described the need for agile, flexible and sustainable workspaces for the council and its partners. She explained the new hubs and centres being made available and that costings were in the Part 2 report. Members welcomed the provision of working spaces that were fit for purpose.
RESOLVED:
Reasons for decision:
Approving the recommendations in this report will build on the Agile Office Estate strategy and all associated benefits to:
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CHOBHAM AND LINGFIELD FIRE STATIONS - REDEVELOPMENT SCHEMES
This report seeks Cabinet approval to redevelop Chobham and Lingfield Fire Stations to address and mitigate constraints to the service provided by the Surrey Fire and Rescue Service (SFRS) and health and safety issues for SFRS operational crews and staff. (The decisions on this item can be called-in by the Resources and Performance Select Committee) Additional documents: Decision: RESOLVED:
Reasons for decision:
It was essential to redevelop both Chobham and Lingfield Fire Stations in order to:
(The decisions on this item can be called-in by the Resources and Performance Select Committee)
Minutes:
The report was introduced by the Deputy Leader and Cabinet Member for Community and Community Safety and explained the upgrading of stations to provide stations fit for purpose following a review. The planning process would start in March 2023. Projects at Reigate, Epsom and Dorking would follow.
The Leader thanked the Chief Fire Officer who was present for the support given to Ukraine.
RESOLVED:
Reasons for decision:
It is essential to redevelop both Chobham and Lingfield Fire Stations in order to:
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ARRANGEMENTS FOR CIVIL PARKING AND MOVING TRAFFIC ENFORCEMENT IN SURREY FROM 2023/24
Cabinet is asked to approve the award of a contract for parking and moving traffic enforcement and associated administration services commencing April 2023 following the completion of the procurement process.
(The decisions on this item can be called-in by the Communties, Environment and Highways Select Committee) Additional documents: Decision: RESOLVED:
Reasons for decision:
An effective and cost-effective parking and moving traffic enforcement service will enable the Council to help achieve its Community Vision 2030 objectives, including that: · Residents live in clean, safe and green communities, where people and organisations embrace their environmental responsibilities; and · Journeys across the county are easier, more predictable and safer. In addition, as part of the Council’s organisational strategy, Surrey County Council wants to work in partnership with residents, businesses, partners and communities to collectively meet challenges and grasp opportunities. The effective enforcement of highway restrictions helps in making travel and transportation schemes more effective and could be a key tool in helping deliver the Council’s strategic objectives to reduce congestion and to improve facilities for buses, cycles and pedestrians, particularly vulnerable road users.
(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee) Minutes: The report was introduced by the Cabinet Member for Highways and Community Resilience and explained the contract for the management of parking enforcement across the county from April 2023. Consultation had taken place with district and borough councils. Recruitment and retention could be difficult, so he was happy that there was a commitment to working with Surrey charities to assist the long term unemployed. Costs were expected to be met by income.
The Cabinet Member for Transport and Infrastructure spoke in favour of this report and explained the investment and support into public transport and the social value gained from this contract was excellent.
RESOLVED:
Reasons for decision:
An effective and cost-effective parking and moving traffic enforcement service will enable the Council to help achieve its Community Vision 2030 objectives, including that:
· Residents live in clean, safe and green communities, where people and organisations embrace their environmental responsibilities; and · Journeys across the county are easier, more predictable and safer.
In addition, as part of the Council’s organisational strategy, Surrey County Council wants to work in partnership with residents, businesses, partners and communities to collectively meet challenges and grasp opportunities. The effective enforcement of highway restrictions helps in making travel and transportation schemes more effective and could be a key tool in helping deliver the Council’s strategic objectives to reduce congestion and to improve facilities for buses, cycles and pedestrians, particularly vulnerable road users.
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ANNUAL PROCUREMENT FORWARD PLAN FY2023/24
The revised Procurement and Contract Standing Orders agreed by the Council in May 2019 require the preparation of an Annual Procurement Forward Plan (APFP) during the business planning cycle. The APFP has been developed for 2023/24 and Cabinet is asked to approve the plan to allow implementation of the identified procurement activity. (The decisions on this item can be called-in by the Resources and Performance Select Committee)
Additional documents: Decision: RESOLVED:
Reasons for decision:
(The decisions on this item can be called-in by the Resources and Performance Select Committee)
Minutes: The report was introduced by the Cabinet Member for Finance and Resources who explained the need to produce this plan as well as the agreement process. Items that needed to come back to Cabinet were identified.
RESOLVED:
Reasons for decision:
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MONTHLY BUDGET MONITORING- 2022/23 MONTH 07
This report provides details of the County Council’s 2022/23 financial position as at 31st October 2022 (M7) for revenue and capital budgets, and the expected outlook for the remainder of the financial year.
(The decisions on this item can be called-in by the Resources and Performance Select Committee) Additional documents: Decision: RESOLVED:
1. That the Council’s forecast revenue and capital budget positions for the year and the commitment to develop Directorate budget recovery plans be noted. 2. That the introduction of a new fee to charge Adult Social Care providers for work that the Council needs to undertake to enable the payment of VAT for care services under a Self-Billing arrangement, compliant with HMRC regulations be approved. 3. That Legal Services be authorised to execute and seal any future Deeds of Novation or any other legal documentation, as appropriate, in respect of Adult Social Care Providers. 4. That authority be delegated to the Director of Education and Lifelong Learning in consultation with the Executive Director of Children, Families and Lifelong Learning, the Executive Director of Resources and the Cabinet Member for Education and Learning to determine the mechanism for funding schools and the use of the proposed contingency from the DfE Homes for Ukraine Education and Childcare grant. 5. That the use of earmarked reserves of £1.1m and an increase in the capital budget of £7m, representing the additional costs associated with the moving of the go live date for the Council’s new finance, HR, payroll and procurement systems be approved.
Reasons for decision:
To comply with the agreed policy of providing a monthly budget monitoring report to Cabinet for approval of any necessary actions.
(The decisions on this item can be called-in by the Resources and Performance Select Committee) Minutes: The report was introduced by the Cabinet Member for Finance and Resources who set the context for the difficult financial situation and included the following in his highlights:
The Chairman for Performance and Resources Select Committee sought assurances that Cabinet were fully up to date on the IT project and were happy that value for money would be got for the £8m. The Cabinet Member for Finance and Resources responded that lessons had been learned and that whilst nothing was risk free, he was assured that the project would deliver. The Leader added that he had regular briefings with the Director for Finance and that whilst the project was behind it was important for it to be completed. The Leader did not expect to see any further request for funding until the next financial year.
RESOLVED:
1. That the Council’s forecast revenue and capital budget positions for the year and the commitment to develop Directorate budget recovery plans be noted. 2. That the introduction of a new fee to charge Adult Social Care providers for work that the Council needs to undertake to enable the payment of VAT for care services under a Self-Billing arrangement, compliant with HMRC regulations be approved. 3. That Legal Services be authorised to execute and seal any future Deeds of Novation or any other legal documentation, as appropriate, in respect of Adult Social Care Providers. 4. That authority be delegated to the Director of Education and Lifelong Learning in consultation with the Executive Director of Children, Families and Lifelong Learning, the Executive Director of Resources and the Cabinet Member for Education and Learning to determine the mechanism for funding schools and the use of the proposed contingency from the DfE Homes for Ukraine Education and Childcare grant. 5. That the use of earmarked reserves of £1.1m and an increase in the capital budget of £7m, representing the additional costs associated with the moving of the go live date for the Council’s new finance, HR, payroll and procurement systems be approved.
Reasons for decision:
To comply with the agreed policy of providing a monthly budget monitoring report to Cabinet for approval of any necessary actions.
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EXCLUSION OF THE PUBLIC
That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information under the relevant paragraphs of Part 1 of Schedule 12A of the Act. Additional documents: Decision: RESOLVED: That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information under the relevant paragraphs of Part 1 of Schedule 12A of the Act.
Minutes: RESOLVED: That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information under the relevant paragraphs of Part 1 of Schedule 12A of the Act.
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AGILE OFFICE ESTATE - NORTH-WEST AND SOUTH-WEST CORPORATE OFFICE WORKSPACE
This Part 2 annex contains information which is exempt from Access to Information requirements by virtue of paragraph 3 – Information relating to the financial or business affairs of any particular person (including commercially sensitive information to the bidding companies).
(The decisions on this item can be called-in by the Resources and Performance Select Committee)
Additional documents: Decision: RESOLVED:
See Exempt Minute [E-30-22]
Reasons for Decisions:
See Minute 209/22
(The decisions on this item can be called-in by the Resources and Performance Select Committee) Minutes: The Cabinet Member for Property and Waste introduced the Part 2 report which contained information which was exempt from Access to Information requirements by virtue of Paragraph 3: information relating to the financial or business affairs of any particular person (including the authority holding that information).
RESOLVED:
See Exempt Minute [E-30-22]
Reasons for Decisions:
See Minute 203/22
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CHOBHAM AND LINGFIELD FIRE STATIONS - REDEVELOPMENT SCHEMES
This Part 2 annex contains information which is exempt from Access to Information requirements by virtue of paragraph 3 – Information relating to the financial or business affairs of any particular person (including commercially sensitive information to the bidding companies).
(The decisions on this item can be called-in by the Resources and Performance Select Committee)
Additional documents: Decision: RESOLVED:
See Exempt Minute [E-31-22]
Reasons for Decisions:
See Exempt Minute [E-31-22]
(The decisions on this item can be called-in by the Resources and Performance Select Committee) Minutes: The Deputy Leader and Cabinet Member for Community and Community Safety introduced the Part 2 report which contained information which was exempt from Access to Information requirements by virtue of Paragraph 3: information relating to the financial or business affairs of any particular person (including the authority holding that information).
RESOLVED:
See Exempt Minute [E-31-22]
Reasons for Decisions:
See Exempt Minute [E-31-22] and Minute 204/22
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ARRANGEMENTS FOR CIVIL PARKING AND MOVING TRAFFIC ENFORCEMENT IN SURREY FROM 2023/24
This Part 2 annex contains information which is exempt from Access to Information requirements by virtue of paragraph 3 – Information relating to the financial or business affairs of any particular person (including commercially sensitive information to the bidding companies).
(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee)
Additional documents: Decision: RESOLVED:
See Minute 211/22
Reasons for Decisions:
See Minute 211/22
(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee Minutes: The Cabinet Member for Highways and Community Resilience introduced the Part 2 report which contained information which was exempt from Access to Information requirements by virtue of Paragraph 3: information relating to the financial or business affairs of any particular person (including the authority holding that information).
RESOLVED:
See Exempt Minute [E-32-22]
Reasons for Decisions:
See Minute 205/22
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ANNUAL PROCUREMENT FORWARD PLAN FY2023/24
This Part 2 annex contains information which is exempt from Access to Information requirements by virtue of paragraph 3 – Information relating to the financial or business affairs of any particular person (including commercially sensitive information to the bidding companies).
(The decisions on this item can be called-in by the Resources and Performance Select Committee)
Additional documents: Decision: RESOLVED:
See Exempt Minute [E-32-22]
Reasons for Decisions:
See Exempt Minute [E-32-22]
(The decisions on this item can be called-in by the Resources and Performance Select Committee) Minutes: The Cabinet Member for Finance and Resources introduced the Part 2 report which contained information which was exempt from Access to Information requirements by virtue of Paragraph 3: information relating to the financial or business affairs of any particular person (including the authority holding that information).
RESOLVED:
See Exempt Minute [E-33-22]
Reasons for Decisions:
See Minute 206/22
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PUBLICITY FOR PART 2 ITEMS
To consider whether the item considered under Part 2 of the agenda should be made available to the Press and public. Additional documents: Minutes: It was agreed that non-exempt information may be made available to the press and public, where appropriate. |