Councillors and committees

Agenda, decisions and minutes

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Contact: James Stanton  020 8541 9068 Email: james.stanton@surreycc.gov.uk

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Items
No. Item

1.

APOLOGIES FOR ABSENCE

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    Minutes:

    There were no apologies for absence.

2.

MINUTES OF PREVIOUS MEETING: 18 DECEMBER 2012

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    Minutes:

    The minutes of the meeting held on 18 December 2012 were confirmed and signed by the Chairman.

3.

DECLARATIONS OF INTEREST

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    Minutes:

    There were no declarations of interest.

4.

PROCEDURAL MATTERS

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4a/13

Members' Questions pdf icon PDF 29 KB

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    Minutes:

    Three Member questions were received. Responses were tabled and are attached as Appendix 1 to these Minutes.

     

    Mrs Hazel Watson (Dorking Hills) asked a supplementary question following the response to her first question as to why it had been necessary for two Members to visit China on Council business without a report being made afterwards. The Chairman explained the benefits that the trip had brought to the county in terms of the development of business links, including the presence of Chinese businesses at the County Show. In responding, the Chairman noted the amount of council officer time which had been used in preparing the response to the Member’s question. Whilst he was happy to answer questions on matters relating to the Cabinet, he asked that Members bear in mind when submitting their questions that council officers’ time would be better spent on their professional roles rather than investigating general or political questions.

     

    In relation to her second question, Mrs Watson asked whether the Council would agree to a policy that the Council should always use council properties for events. The Chairman responded that council buildings were used for hundreds of meetings including those between Members, officers and residents. As a very large organisation with huge responsibilities, the Council was always conscious of ensuring value for money. Cabinet Members gave examples of when external meetings had offered best value or necessary facilities. This included a meeting with teachers which could not fit into County Hall due to the numbers involved and the away day held at Farnham Castle which had led directly to the development of the Switch and Save policy. It was noted that, if successful, this policy would put £6m back into the pockets of the people of Surrey and represented very good value for money. The Chairman noted that the average cost of the away day had been less than the total amount spent by the questioner in attending conferences and events.

     

    Mrs Watson asked a third supplementary question regarding a difference in the figures from those given the previous month and enquiring when the occupation survey would be completed. The Cabinet Member for Assets and Regeneration Programmes advised that looking at freehold acquisition was a major part of his remit. £6.6million worth of savings had been achieved through efficiency measures. Occupancy studies were underway at the current time and the results would be provided to Mrs Watson on their completion.

4b/13

Public Questions pdf icon PDF 23 KB

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    Minutes:

    One question was received from a member of the public. A response was tabled and is attached as Appendix 2 to these Minutes.

4c/13

Petitions

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    Minutes:

    No petitions were received.

4d/13

Representations received on reports to be considered in private

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    Minutes:

    No representations were received.

5.

Report from Select Committees, Local Committees and other Committees of the Council

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5a/13

Recommendations from Children and Families Select Committee - Budget Monitoring 2012/13 pdf icon PDF 18 KB

5b/13

Recommendations from Communities Select Committee - Extracting Value from Customer Feedback pdf icon PDF 20 KB

6.

Revenue and Capital Budget 2013/14 to 2017/18 pdf icon PDF 287 KB

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    Decision:

    1.         The following recommendations be made to the meeting of the County Council on 12 February 2013:

    On the revenue and capital budget:

                             i.    Note the Chief Finance Officer’s statutory report on the robustness and sustainability of the estimates and the adequacy of the proposed financial reserves (Annex 2).

                            ii.    Note that dispensation has been sought for all county councillors to ensure their eligibility to vote on the recommendations in this report without any risk of non-compliance with the Localism Act 2011.

                          iii.    Set the County Council precept for band D council tax at £1,172.52, which represents a 1.99% increase.

                          iv.    Agree to maintain the Council Tax rate set above and delegate powers to the Leader and the Chief Finance Officer to finalise detailed budget proposals following receipt of the Final Financial Settlement.

                           v.    Approve the County Council budget for 2013/14.

                          vi.    Agree the capital programme proposals specifically to:

    ·     fund essential schemes over the five year period, schools and non-schools, to the value of £695m including ring-fenced grants;

    ·     seek to secure capital receipts over the five year period to 2017/18 of £50m; and

    ·     make adequate provision in the revenue budget to fund the capital programme.

                         vii.    Require Strategic Directors and Senior Officers to maintain robust budget monitoring procedures that enable Cabinet to monitor the achievement of efficiencies & service reductions through the monthly budget monitoring Cabinet reports, the quarterly Cabinet Member accountability meetings and the monthly scrutiny at the Council’s Overview & Scrutiny Committee.

                       viii.    Require an approved business case for all revenue invest to save proposals and capital schemes before committing expenditure.

    On treasury management and borrowing:

                          ix.    Approve the Treasury Management Strategy for 2013/14 and approve that their provisions have immediate effect. This strategy includes:

    a.   the investment strategy for short term cash balances;

    b.   the prudential indicators (Annex 1, section B, Appendix B1);

    c.   the treasury management policy (Annex 1, section B, Appendix B8);

    d.   the minimum revenue provision policy (Annex 1, section B, Appendix B7).

    2.         The medium term financial plan (MTFP) for the financial years 2013-18 be approved, including the following:

    ·     the total Schools Budget of £621.5m be approved(Annex 1, section A, paragraphs A32 to A34).

    ·     the revenue risk contingency be set at £13m to mitigate against the risk of non-delivery of service reductions & efficiencies.

    ·     earmarked reserves (as in Annex 1, section A, Appendix A7) be amended and £12m of general balances be applied to support the 2013/14 budget.

    ·     £11m of the approved carry forward revenue budget from 2012/13 be applied to support the 2013/14 revenue budget.

    3.         The process of reviewing the revenue budget and capital programme set out in the MTFP (2013-18) begin immediately after the first quarter of 2013/14.

     

    4.         It be noted that the final detailed MTFP (2013-18) will be presented to Cabinet on 27 March 2013 for approval following scrutiny by Select Committees.

     

    5.         That the recommendations of the Council Overview and Scrutiny Committee be noted and the Chief Finance Officer be requested to provide a response to the points made,  ...  view the full decision text for item 6.

    Minutes:

    The Cabinet considered proposals for the draft budget to be recommended to the meeting of the County Council on 12 February 2013. This included the draft revenue and capital budget for the five years 2013-18 and the level of the council tax precept for 2013/14. Cabinet Members also considered the revised treasury management strategy, including the borrowing and operation limits (prudential indicators) for 2013-18, the policy for the provision of the repayment of debt (minimum revenue provision (MRP)) and the treasury management policy.

     

    The Chairman noted that drawing up the budget proposals had involved difficult decisions under the current economic climate. The administration had listened to what residents had been telling them was important. This included schools, investment in roads, care for the vulnerable, elderly and children and young adults’ concerns about how they would get a job in Surrey. Now was the time to make decisions. Now was the time to invest.

     

    Surrey remains one of the councils which receive the lowest level of funding from central government. The Government offer of a one off grant to freeze council tax for a year would have had long term implications for Surrey. Accepting this offer would cripple the Council’s finances and create a £50m black hole within five years. Whilst it might be seen as an easy option to park the problem until after the election, this would be morally indefensible. The Chairman noted that people had given their trust and the issue had to be faced. It was for this reason that a council tax increase of 1.99% would be recommended to Council.

     

    The budget being recommended to Council would enable:

    ·       £10 million to be invested in raising education standards over 5 years and £45 million for additional school places. This would bring investment to a further £261 million and help provide the extra 12,000 places needed.

    ·       An extra £25 million to be invested in the county’s roads. The five year plan would mean that residents could have confidence in knowing that their road will be improved.

    ·       An additional £11million to be invested in adult social care. Surrey has the highest number of people aged over 80 and 85 in the country. The social care budget had increased by 25% over 3.5 years and further investment would address important concerns such as enabling people to be cared for in their own homes.

    ·       A £750,000 investment in young people, the economy and local businesses, creating further apprenticeships as part of what would be one of the largest apprenticeship programmes in the country.

    ·       An increase in the Community Improvement Fund to £1 million to continue investment in local projects, making a huge difference to community and voluntary groups.

    ·       £5 million as a risk contingency fund to ensure that the efficiency agenda was not compromised.

    ·       The use of £18m of reserves and carry forwards in 2013/4.

     

    It was noted that the final detail on the budget settlement was expected before the Budget Council meeting. An update would be provided to Council  ...  view the full minutes text for item 6.

7.

SCHOOLS EXPANSION PROGRAMME FROM SEPTEMBER 2013 pdf icon PDF 57 KB

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    Decision:

    The expansion of the following schools, as detailed in the report,  be agreed in principle noting that the approval of the detailed financial information for each school would be considered as part of agenda item 17 in Part 2 of the meeting:

     

    (i)       Burpham: Primary School (Increase by 220 places to 430)

    (ii)     Cranmere: New Primary School (Increase by 360 places to 630 plus 26 pre-school places)

    (iii)    Goldsworth: Primary School (Increase by 180 places to 630)

    (iv)    West Ewell: Infant School (Increase by 90 places to 360)

    (v)     Portesbery: New Special School (Increase by 35 places to 105)

     

    Reason for decision

    The schemes deliver a value for money expansion to the schools, which supports the Authority’s statutory obligation to provide additional school places for local children in Surrey. The individual projects and building works are in accordance with the planned timetables required for delivery of the new accommodation at each school.

     

    [The decisions on this item cam be called in by the Council Overview and Scrutiny Committee or the Education Select Committee]

    Minutes:

    The population in Surrey has increased steadily since 1981 and projections suggest that this growth will continue in the foreseeable future with the total rising to 1,230,780 in 2023. Surrey’s projections indicating future needs for schools places were significantly exceeded in 2012 and in several urban areas across the county officers have signalled that further places will be needed. The County has responded to this with a substantial planned School Basic Need investment programme for the period 2013-2018. 

     

    Burpham, Cranmere, Goldsworth, Portesbery and West Ewell schools had been identified as requiring expansion through the provision of permanent adaptations and additions to their existing facilities and the relocation and building of two of the schools on new sites.

     

    The Cabinet considered the individual business cases for expansion and creation of additional places at these schools to meet demand and noted that the financial aspects would be discussed during Part 2 of the meeting.

     

    Three of the schools had been rated as outstanding and two as good. Members of the Cabinet welcomed the proposals to meet demand in areas where there were excellent educational facilities. The expansion of the schools and their facilities was noted to be equivalent in place numbers to the provision of an extra two primary schools and formed part of the biggest education expansion in the history of Surrey. The rebuild of Portesbery School was welcomed in particular as it would provide new state of the art special school facilities. 

     

    It was RESOLVED that the expansion of the following schools, as detailed in the report submitted, be agreed in principle noting that the approval of the detailed financial information for each school would be considered as part of agenda item 17 in Part 2 of the meeting:

     

    (i)           Burpham: Primary School (Increase by 220 places to 430)

    (ii)         Cranmere: New Primary School (Increase by 360 places to 630 plus 26 pre-school places)

    (iii)        Goldsworth: Primary School (Increase by 180 places to 630)

    (iv)        West Ewell: Infant School (Increase by 90 places to 360)

    (v)         Portesbery: New Special School (Increase by 35 places to 105)

     

    Reason for decision

    The schemes deliver a value for money expansion to the schools, which supports the Authority’s statutory obligation to provide additional school places for local children in Surrey. The individual projects and building works are in accordance with the planned timetables required for delivery of the new accommodation at each school.

8.

2012/13 QUARTER THREE BUSINESS REPORT pdf icon PDF 75 KB

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    Decision:

    1.               The Quarter Three Business Report covering Residents Survey feedback, people performance, financial stewardship and individual Directorate performance be noted.

    2.               The progress made in implementing the One County One Team People Strategy 2012/17 be noted.

    3.         The Leadership Risk Register as of January 2013 be agreed.

     

    Reason for decision

    To ensure effective business management of the County Council and delivery of improved outcomes and value for money for Surrey residents, the proper implementation of the Council’s One County One Team People Strategy 2012/17 and proper consideration of Leadership Risks.

     

    [The decisions on this item can be called in by the Council Overview and Scrutiny Committee]

    Minutes:

    The Cabinet considered the latest available Council-wide results on customer feedback, finance, workforce and performance, the progress report on the One County One Team People Strategy 2012/17 and the January 2013 Leadership Risk Register and acknowledged the success that Surrey County Council had achieved during the third quarter of 2012/13.

     

    Surrey County Council is a well performing council with 95% of residents satisfied with their neighbourhood as a place to live. Some of the Council’s key achievements during the past quarter included the completion of the three year Public Value Review programme, the launch of the ‘Switch and Save’ energy scheme and being shortlisted for Council of the Year as part of the Local Government Chronicle (LGC) Awards 2013. 

     

    Cabinet Members also noted other achievements including:

    ·        The completion of a new £4.5m road scheme to ease congestion outside the Surrey Research Park, Guildford.

    ·        Meeting the target of filling 200 apprentice places four months early.

    ·        Winning the 2012 national innovation award from the Society of Information Technology Management (Socitm) for innovative use of technology.

    ·        Other authorities had been seeking advice from Surrey County Council on how to reduce their adult social worker absence rates.

     

    It was noted that recycling rates had been affected by recent central government decisions, including stopping treefall recycling, however the partnership work with boroughs and districts continued to gather pace towards meeting the Council’s target March. It was noted that the target rate for 2013/14 would be clarified as part of future reporting.

     

    It was RESOLVED that:

     

    1.           The Quarter Three Business Report covering Residents Survey feedback, people performance, financial stewardship and individual Directorate performance be noted.

     

    2.           The progress made in implementing the One County One Team People Strategy 2012/17 be noted.

     

    3.      The Leadership Risk Register as of January 2013 be agreed.

     

    Reason for decision

    To ensure effective business management of the County Council and delivery of improved outcomes and value for money for Surrey residents, the proper implementation of the Council’s One County One Team People Strategy 2012/17 and proper consideration of Leadership Risks.

9.

BUDGET MONITORING FORECAST 2012/13 (PERIOD ENDING DECEMBER 2012) pdf icon PDF 33 KB

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    Decision:

    1.           The projected revenue budget underspend (Annex 1 – Section A of the report submitted) and the Capital programme direction(Annex 1 – Section B of the report submitted) be noted

     

    2.           That government grant changes be reflected in directorate budgets (Annex 1 – Section C of the report submitted)

     

    3.           Further quarter 3 financial information - treasury, debts reserves and balances (Annex 1 – Section D of the report submitted) and the Chief Financial Officer’s delegated authority to write off £156,566 of debts this quarter (Annex 1 – Section D of the report submitted) be noted.

     

    Reason for decision

    Consideration of the monthly budget monitoring report and any associated actions represents part of the Cabinet’s approved budget monitoring strategy.

     

    [The decisions on this item can be called in by the Council Overview and Scrutiny Committee]

    Minutes:

    The Cabinet received an update on the year-end revenue and capital budget monitoring projections as at the end of December 2012. Resources were being used effectively to respond to the needs of residents. The projected underspend on the capital programme was noted to be much lower than in previous years.

     

    The Chairman noted that the investment made in local committees had made a real difference locally and praised the winter maintenance undertaken in the current year. He also advised that, given the results, he hoped to see unanimity in support for the investment this year.

     

    Cabinet Members noted that the reference to the Fire & Rescue Service vehicle and equipment replacement scheme in Annex 1 (paragraph 68) to the report should state that it was unlikely that all purchases would be received by the end of the financial year due to the lead time for procurement.

     

    It was RESOLVED that:

     

    1.           The projected revenue budget underspend (Annex 1 – Section A of the report submitted) and the Capital programme direction(Annex 1 – Section B of the report submitted) be noted

     

    2.           That government grant changes be reflected in directorate budgets (Annex 1 – Section C of the report submitted)

     

    3.           Further quarter 3 financial information - treasury, debts reserves and balances (Annex 1 – Section D of the report submitted) and the Chief Financial Officer’s delegated authority to write off £156,566 of debts this quarter (Annex 1 – Section D of the report submitted) be noted.

     

    Reason for decision

    Consideration of the monthly budget monitoring report and any associated actions represents part of the Cabinet’s approved budget monitoring strategy.

10.

SURREY COUNTY COUNCIL STRATEGY AGAINST FRAUD AND CORRUPTION pdf icon PDF 58 KB

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    Decision:

    1.       The updated Strategy against Fraud and Corruption be endorsed

     

    2.       The work of Internal Audit in raising awareness of the risk of fraud and corruption across the Council be endorsed.

     

    Reason for decision

    To shape the Council’s existing practices to take account of best practice as set out in the Local Government Fraud Strategy “Fighting Fraud Locally” thereby continuing to protect the public purse through reducing the risk of fraud and corruption.

     

    [The decisions on this item can be called in by the Council Overview and Scrutiny Committee]

    Minutes:

    The National Fraud Authority (NFA) estimates that fraud in local government amounts to some £2.2bn per year.  In the public sector every pound lost through fraud is a pound taken from taxpayers and impacts on the provision of frontline services.  The NFA published a Local Government Strategy “Fighting Fraud Locally” in April 2012. This Strategy has been embraced by Surrey County Council as best practice against which its counter-fraud culture can be assessed and strengthened.

     

    Surrey County Council is alert to the risk of fraud and has adopted a zero tolerance approach.  The Cabinet considered the work which was being undertaken to ensure a robust counter-fraud culture across the Council and the Council’s revised Strategy against Fraud and Corruption which had been updated to include a Fraud Response Plan in line with best practice.

     

    It was RESOLVED that:

     

    1.       The updated Strategy against Fraud and Corruption be endorsed

     

    2.       The work of Internal Audit in raising awareness of the risk of fraud and corruption across the Council be endorsed.

     

    Reason for decision

    To shape the Council’s existing practices to take account of best practice as set out in the Local Government Fraud Strategy “Fighting Fraud Locally” thereby continuing to protect the public purse through reducing the risk of fraud and corruption.

11.

EDUCATION ACHIEVEMENT PLAN 2013-17 pdf icon PDF 62 KB

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    Decision:

    1.       The approach to raising education and achievement detailed in the plan be agreed.

     

    2.       The publication of the Education Achievement Plan be agreed and the Strategic Director for Children, Schools and Families, in consultation with the Cabinet Member for Children and Learning, be authorised to sign off any subsequent amendments to the plan before publication, provided there are no substantive changes.

     

    Reason for decision

    To agree the delivery of the plan for promoting the education and achievement of children and young people.

     

    [The decision on this item can be called in by the Education Select Committee]

    Minutes:

    The Education Achievement Plan sets out the County Council’s approach to working with education partners to shape education provision and raise achievement for children and young people over the next five years (2013-2017). The plan responds to changing needs and policy and is a key delivery mechanism for the Children and Young People’s Strategy 2012-17.

     

    The plan aims to secure a successful locally agreed model for school improvement that allows existing partnership arrangements to be developed, including those with both academy and non-academy schools.

     

    The development of the draft plan had been part of a wider engagement with headteachers to agree a primary and secondary vision for the education of children and young people to ensure all schools in Surrey are judged by Ofsted to be at least good schools by 2017.

     

    The Cabinet heard from the Cabinet Member for Children and Learning and a representative from Babcock4S on how the innovative partnership between the Council and Babcock had delivered. Three quarters of schools were rated good or outstanding and this percentage was being maintained against a new and tougher inspection framework introduced by Ofsted in September 2012. The Education Achievement Plan would be part of the focus on driving improvement in the remaining schools.

     

    The Chairman stated his admiration for the teaching profession and the Cabinet joined him in asking that their thanks be passed to all involved in the development of the plan. Better education services in Surrey would always focus on the child and their improvement and it was hoped that Surrey would be recognised in the top 4 or 5 authorities nationally within the new few years.

     

    It was RESOLVED that:

     

    1.       The approach to raising education and achievement detailed in the plan be agreed.

     

    2.       The publication of the Education Achievement Plan be agreed and the Strategic Director for Children, Schools and Families, in consultation with the Cabinet Member for Children and Learning, be authorised to sign off any subsequent amendments to the plan before publication, provided there are no substantive changes.

     

    Reason for decision

    To agree the delivery of the plan for promoting the education and achievement of children and young people.

12.

TACKLING TRAFFIC CONGESTION - INTRODUCTION OF A ROAD WORKS PERMIT SCHEME pdf icon PDF 88 KB

    Additional documents:

    Decision:

    1.       The report and recommendations of the Task Group on Utilities, including support for the introduction of a Permit Scheme, be noted and the response attached as Appendix 5 be agreed.

     

    2.       A Permit Scheme be introduced as set out in the report submitted subject to a successful consultation outcome and a successful application to the Department for Transport (DfT).

     

    3.       Agreement of the details of the Permit Scheme be delegated to the Assistant Director Highways in consultation with the Cabinet Member for Transport and Environment.

     

    Reason for decision

    To increase the County Council’s control over road works, enabling increased integration of utility works with those road works promoted by the Council and contribute towards minimising congestion across the whole of the road network in Surrey.

     

    [The decisions on this item can be called in by Environment and Transport Select Committee]

    Minutes:

    Surrey County Council is committed to reducing congestion and disruption caused by road works. To assist in achieving this outcome the authority will introduce a permit scheme to improve the coordination and scheduling of road works. This greater control will enable increased integration of utility works with those road works promoted by the Council. The permit scheme would contribute to minimising congestion across the whole of the road network and could save the people of Surrey an estimated £6.7m.

     

    Mrs Pat Frost, Lead Spokesperson for the Utilities Task Group, informed the Cabinet of the work which had been undertaken by the group and how this had formed their recommendations, including support for a road works permit scheme. Themes from the report included the need to improve communication, to involve local Members and that the lessons learnt should apply to Surrey’s own planned works as well as those of utilities companies.

     

    The Cabinet Member for Transport and Environment thanked Mrs Frost, Members of the Task Group and officers for the magnificent work which had been carried out. He noted that the Task Group had done a thorough job and consulted widely. The work and report of the Task Group was noted by Cabinet Members as an exemplar of how this type of work could be done in future.

     

    The Cabinet Member for Transport and Environment would be preparing a short report for Surrey MPs on the benefits of the scheme and this would also be raised with the SE7 group of councils to explore the potential for major efficiencies. It was hoped that the scheme would be in place before December 2013.

     

    It was RESOLVED that:

     

    1.       The report and recommendations of the Task Group on Utilities, including support for the introduction of a Permit Scheme, be noted and the response attached as Appendix 5 be agreed.

     

    2.       A Permit Scheme be introduced as set out in the report submitted subject to a successful consultation outcome and a successful application to the Department for Transport (DfT).

     

    3.       Agreement of the details of the Permit Scheme be delegated to the Assistant Director Highways in consultation with the Cabinet Member for Transport and Environment.

     

    Reason for decision

    To increase the County Council’s control over road works, enabling increased integration of utility works with those road works promoted by the Council and contribute towards minimising congestion across the whole of the road network in Surrey.

13.

SURREY LOCAL ASSISTANCE SCHEME pdf icon PDF 77 KB

    Additional documents:

    Decision:

    1.      A Local Assistance Scheme be established using the full allocation of funds from the Department of Work and Pensions (DWP) in order to deliver local assistance payments across Surrey.

     

    2.      The proposed delivery model to manage the Local Assistance Scheme be approved as set out in the report submitted.

     

    Reason for decision

    To ensure that the Council is able to continue providing vital support for some people with the highest needs in Surrey. In 2011/12, 7,340 awards for emergency cash and essential items were made to Surrey residents via the Crisis loan for living expenses and Community Care Grant elements of the Social Fund. The new scheme will deliver support through a more local and holistic approach which will seek to signpost applicants to more sustainable support wherever possible.

     

    [The decisions on this item can be called in by Adult Social Care Select Committee]

    Minutes:

    The Department for Work and Pensions (DWP) had allocated a total sum of £2,316,356 to Surrey County Council (SCC) over the period 2012/13 – 2014/15 through a discretionary grant to establish a Local Assistance Scheme in Surrey. The Local Assistance Scheme would replace two elements of the Social Fund (which is currently administered by the DWP), Crisis loans for living expenses and Community Care Grants that will be abolished from April 2013.

     

    Adult Social Care officers have been working with colleagues and partners to develop a scheme to deliver these discretionary payments. As a result of the likely impact of welfare reform that will take place over the coming years, the full DWP allocation is required in order to meet existing and projected demand.

     

    The Cabinet Member for Adult Social Care and Health commended the proposal to the Cabinet as a means to helping those in real distress. Successful applicants would be able to access furniture and white goods or a payment card. The Cabinet was advised of the work which was being done to recycle items at low cost for those in need and noted the importance of publicising the scheme.

     

    It was RESOLVED that:

     

    1.      A Local Assistance Scheme be established using the full allocation of funds from the Department of Work and Pensions (DWP) in order to deliver local assistance payments across Surrey.

     

    2.      The proposed delivery model to manage the Local Assistance Scheme be approved as set out in the report submitted.

     

    Reason for decision

    To ensure that the Council is able to continue providing vital support for some people with the highest needs in Surrey. In 2011/12, 7,340 awards for emergency cash and essential items were made to Surrey residents via the Crisis loan for living expenses and Community Care Grant elements of the Social Fund. The new scheme will deliver support through a more local and holistic approach which will seek to signpost applicants to more sustainable support wherever possible.

14.

DIRECT PAYMENT INFORMATION ADVICE AND SUPPORT SERVICE: APPROVAL TO AWARD A CONTRACT pdf icon PDF 62 KB

    Additional documents:

    Decision:

    1.       The information relating to the procurement process, as set out in the report submitted, be noted

     

    2.       The award of a contract to Surrey Independent Living Council be agreed on the basis set out under item 18 in Part 2 of the agenda.

     

    Reason for decision

    The existing contract will expire on 28 February 2013. A full tender process, in compliance with the requirement of EU Procurement Legislation and Procurement Standing Orders had been completed, demonstrated that best value for money for the Council will be delivered following a thorough evaluation process.

     

    [The decisions on this item can be called in by Adult Social Care Select Committee]

    Minutes:

    The Cabinet considered the award of a contract to Surrey Independent Living Council for the provision of the Direct Payment Information Advice and Support Service from 1 March 2013. The recommended contract award delivered best value for money following the procurement process.

     

    Due to the commercial sensitivity involved in the contract award process, the financial details of the potential supplier were considered in Part 2 of the meeting.

     

    It was RESOLVED that:

     

    1.       The information relating to the procurement process, as set out in the report submitted, be noted

     

    2.       The award of a contract to Surrey Independent Living Council be agreed on the basis set out under item 18 in Part 2 of the agenda.

     

    Reason for decision

    The existing contract will expire on 28 February 2013. A full tender process, in compliance with the requirement of EU Procurement Legislation and Procurement Standing Orders had been completed, demonstrated that best value for money for the Council will be delivered following a thorough evaluation process.

15.

Leader / Deputy Leader / Cabinet Member Decisions taken since the last Cabinet meeting pdf icon PDF 28 KB

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    Decision:

    The decisions taken by the Leader, Deputy Leader and Cabinet Members since the last meeting be noted as set out in Annex 1 of the report submitted.

     

    Reason for decision

    To note the decisions taken by Cabinet Members under delegated authority.

    Minutes:

    The Cabinet noted the delegated decisions taken by the Leader, Deputy Leader and Cabinet Members since the last meeting of the Cabinet.

     

    It was RESOLVED that the decisions taken by the Leader, Deputy Leader and Cabinet Members since the last meeting be noted as set out in Annex 1 of the report submitted.

     

    Reason for decision

    To note the decisions taken by Cabinet Members under delegated authority.

16.

EXCLUSION OF THE PUBLIC

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    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 paragraph 3 of Part 1 of Schedule 12A of the Act.

PART TWO - IN PRIVATE

THE FOLLOWING ITEMS OF BUSINESS WERE CONSIDERED IN PRIVATE BY THE CABINET. SET OUT BELOW IS A PUBLIC SUMMARY OF THE DECISIONS TAKEN.

Additional documents:

17.

SCHOOL EXPANSION PROGRAMMES FROM SEPTEMBER 2013

17a/13

EXPANSION OF BURPHAM PRIMARY SCHOOL TO 2 FORMS OF ENTRY FROM SEPTEMBER 2013

Decision:

1.      The business case for the project to expand Burpham Primary School be approved at the cost set out in recommendation 1 of the report submitted

 

2.      The arrangements by which a variation of up to 10% of the total value may be agreed by the Strategic Director for Change and Efficiency in consultation with the Cabinet Member for Assets and Regeneration Programmes be approved.

 

Reason for decision

The scheme delivers a value for money expansion to a school that supports the Authority’s statutory obligation to provide additional school places for local children in the wider Guildford Town area. Release of the funding allocation is required so that building works can commence as soon as possible in order to deliver the new accommodation by September 2013.

 

[The decisions on this item can be called in by the Council Overview and Scrutiny Committee or the Education Select Committee]

Minutes:

The Cabinet considered the provision of a permanent build to expand Burpham Primary School to 2 forms of entry to meet basic need requirements for primary places in the Guildford Town wider area.

 

It was RESOLVED that:

 

1.      The business case for the project to expand Burpham Primary School be approved at the cost set out in recommendation 1 of the report submitted

 

2.      The arrangements by which a variation of up to 10% of the total value may be agreed by the Strategic Director for Change and Efficiency in consultation with the Cabinet Member for Assets and Regeneration Programmes be approved.

 

Reason for decision

The scheme delivers a value for money expansion to a school that supports the Authority’s statutory obligation to provide additional school places for local children in the wider Guildford Town area. Release of the funding allocation is required so that building works can commence as soon as possible in order to deliver the new accommodation by September 2013.

17b/13

CRANMERE PRIMARY SCHOOL, ESHER - TWO FORM OF ENTRY EXPANSION TO MEET BASIC NEED

Decision:

1.       The business case for the project to expand Cranmere Primary School be approved at the cost set out in recommendation 1 of the report submitted

 

2.      The arrangements by which a variation of up to 10% of the total value may be agreed by the Strategic Director in consultation with the Cabinet Member for Assets and Regeneration Programmes be approved.

 

Reason for decision

The project supports the Authority’s statutory obligation to provide sufficient school places to meet the needs of the population in the Elmbridge area.

 

[The decisions on this item can be called in by the Council Overview and Scrutiny Committee or the Education Select Committee]

 

Minutes:

The Cabinet considered the business case for the provision of a permanent two form entry increase at Cranmere Primary School to meet the basic need requirements in the Elmbridge area.

 

It was RESOLVED that:

 

1.       The business case for the project to expand Cranmere Primary School be approved at the cost set out in recommendation 1 of the report submitted

 

2.      The arrangements by which a variation of up to 10% of the total value may be agreed by the Strategic Director in consultation with the Cabinet Member for Assets and Regeneration Programmes be approved.

 

Reason for decision

The project supports the Authority’s statutory obligation to provide sufficient school places to meet the needs of the population in the Elmbridge area.

17c/13

GOLDSWORTH PRIMARY SCHOOL, WOKING - ONE FORM ENTRY EXPANSION TO MEET BASIC NEED

Decision:

1.      The business case for the project to expand and relocate Goldsworth Primary School be approved at the cost set out in recommendation 1 of the report submitted

 

2.      The arrangements by which a variation of up to 10% of the total value may be agreed by the Strategic Director for Change and Efficiency in consultation with the Cabinet Member for Assets and Regeneration Programmes be approved.

 

Reason for decision

The project delivers and supports the Authority’s statutory obligation to provide sufficient school places to meet the needs of the population in the Woking area.

 

[The decisions on this item can be called in by the Council Overview and Scrutiny Committee or the Education Select Committee]

Minutes:

The Cabinet considered the provision of a permanent one form entry increase at Goldsworth Primary School to meet basic need requirements in the Woking area.

 

It was RESOLVED that:

 

1.      The business case for the project to expand and relocate Goldsworth Primary School be approved at the cost set out in recommendation 1 of the report submitted

 

2.      The arrangements by which a variation of up to 10% of the total value may be agreed by the Strategic Director for Change and Efficiency in consultation with the Cabinet Member for Assets and Regeneration Programmes be approved.

 

Reason for decision

The project delivers and supports the Authority’s statutory obligation to provide sufficient school places to meet the needs of the population in the Woking area.

17d/13

PORTESBERY SCHOOL, CAMBERLEY - RELOCATION AND EXPANSION

Decision:

1.      The business case for the project to expand and relocate Portesbery SEN School be approved at the cost set out in recommendation 1 of the report submitted

 

2.      The arrangements by which a variation of up to 10% of the total value may be agreed by the Strategic Director for Change and Efficiency in consultation with the Leader and Cabinet Member for Assets and Regeneration Programmes be approved.

 

Reason for decision

The current school site and building is below the recommended Department for Education (DfE) standard, so a new site and school was deemed to be required and fits with the Special Education Needs strategy.

 

[The decisions on this item can be called in by the Council Overview and Scrutiny Committee or the Education Select Committee]

Minutes:

The Cabinet considered the business case for the relocation and expansion of Portesbery Special School in Camberley, to meet the Authority’s strategy to develop its special school provision.

 

It was RESOLVED that:

 

1.      The business case for the project to expand and relocate Portesbery SEN School be approved at the cost set out in recommendation 1 of the report submitted

 

2.      The arrangements by which a variation of up to 10% of the total value may be agreed by the Strategic Director for Change and Efficiency in consultation with the Leader and Cabinet Member for Assets and Regeneration Programmes be approved.

 

Reason for decision

The current school site and building is below the recommended Department for Education (DfE) standard, so a new site and school was deemed to be required and fits with the Special Education Needs strategy.

17e/13

Expansion of WEST EWELL INFANT school to 4 forms of entry from September 2013

Decision:

1.      The business case for the project to expand and relocate West Ewell Infants School be approved at the cost set out in recommendation 1 of the report submitted.

 

2.      The arrangements by which a variation of up to 10% of the total value  may be agreed by the Strategic Director for Change and Efficiency in consultation with the Cabinet Member for Assets and Regeneration Programmes be approved.

 

Reason for decision

The scheme delivers a value for money expansion to a school that supports the Authority’s statutory obligation to provide additional school places for local children in Epsom and Ewell. Building works need to commence as soon as possible in order to deliver the new accommodation by September 2013.

 

[The decisions on this item can be called in by the Council Overview and Scrutiny Committee or the Education Select Committee]

Minutes:

The Cabinet considered the business case for the provision of a permanent build to expand West Ewell Infant School to 3 forms of entry to meet basic need requirements for primary places in the Epsom and Ewell area.

 

It was RESOLVED that:

 

1.      The business case for the project to expand and relocate West Ewell Infants School be approved at the cost set out in recommendation 1 of the report submitted.

 

2.      The arrangements by which a variation of up to 10% of the total value  may be agreed by the Strategic Director for Change and Efficiency in consultation with the Cabinet Member for Assets and Regeneration Programmes be approved.

 

Reason for decision

The scheme delivers a value for money expansion to a school that supports the Authority’s statutory obligation to provide additional school places for local children in Epsom and Ewell. Building works need to commence as soon as possible in order to deliver the new accommodation by September 2013.

18.

Direct Payment Information Advice and Support Services: Approval to Award a Contract

    Decision:

    A framework contract be awarded to Surrey Independent Living Council (SILC) for the value stated in the Part 2 report recommendation (for a 2 year + 2 year extension contract period) for the provision of Direct Payment Information Advice and Support to commence on 1 March 2013.

                                                         

    Reason for Decision

    The existing contract will expire on 28 February 2013. A full tender process, in compliance with the requirement of EU Procurement Legislation and Procurement Standing Orders has been completed, and the recommendations demonstrate that best value for money for the Council will be delivered following a thorough evaluation process.

     

    [The decisions on this item can be called in by the Adult Social Care Select Committee]

    Minutes:

    The Cabinet considered financial information relating to the award of a contract for Direct Payment Information Advice and Support (minute item 14).

     

    It was RESOLVED that a framework contract be awarded to Surrey Independent Living Council (SILC) for the value stated in the recommendation of the Part 2 report (for a 2 year + 2 year extension contract period) for the provision of Direct Payment Information Advice and Support to commence on 1 March 2013.

                                                         

    Reason for Decision

    The existing contract will expire on 28 February 2013. A full tender process, in compliance with the requirement of EU Procurement Legislation and Procurement Standing Orders has been completed, and the recommendations demonstrate that best value for money for the Council will be delivered following a thorough evaluation process.

19.

Property Transactions

19a/13

ACQUISITION OF AN OFFICE PROPERTY IN GUILDFORD

Decision:

1.      The acquisition of the freehold interest in the property be approved on the basis set out in paragraph 1(i) of the report submitted.         

 

2.      Surrey County Council acquire the balance of the lease of car parking spaces (included as part of the consideration for the above) as set out in paragraph 1(ii) of the report submitted.

        

3.      Surrey County Council complete the agreed lease transactions to existing and proposed tenants, if any remain outstanding at the time of exchange, on the terms agreed.

 

4.      Property Services consider the long term opportunity afforded by the ownership of the property in connection with the economic regeneration of this area of Guildford and the County’s own future office accommodation strategy. Such a report and its recommendations to be considered at a future Cabinet when required.

 

Reason for decision

The property is a prime office building in a commercially active M25 town. The acquisition will provide the opportunity for the Council to participate in a wider town centre regeneration opportunity and in the meantime will produce income for the County Council.

 

[The decisions on this item can be called in by the Council Overview and Scrutiny Committee]

Minutes:

The Cabinet considered the acquisition of an office building in Guildford, together with a separate long lease interest in associated car spaces, to enable its participation in future regeneration opportunities.

 

It was RESOLVED that:

 

1.      The acquisition of the freehold interest in the property be approved on the basis set out in paragraph 1(i) of the report submitted.         

 

2.      Surrey County Council acquire the balance of the lease of car parking spaces (included as part of the consideration for the above) as set out in paragraph 1(ii) of the report submitted.

        

3.      Surrey County Council complete the agreed lease transactions to existing and proposed tenants, if any remain outstanding at the time of exchange, on the terms agreed.

 

4.      Property Services consider the long term opportunity afforded by the ownership of the property in connection with the economic regeneration of this area of Guildford and the County’s own future office accommodation strategy. Such a report and its recommendations to be considered at a future Cabinet when required.

 

Reason for decision

The property is a prime office building in a commercially active M25 town. The acquisition will provide the opportunity for the Council to participate in a wider town centre regeneration opportunity and in the meantime will produce income for the County Council.

19b/13

DISPOSAL OF 26 NIGHTINGALE ROAD, GUILDFORD

Decision:

1.      The disposal of 26 Nightingale Road, Guildford, as set out in paragraph 1 of the report submitted, be approved subject to exchange of papers taking place within 21 days, with completion taking place within a further 28 days.

 

2.      Should completion not take place within the required timeframe, the Asset Strategy Partner, in consultation with the Cabinet Member for Assets and Regeneration Programmes, be authorised to pursue completion with the other bidders on the basis of the same timeline as set out above.

 

Reason for decision

To expedite the sale of a property no longer required for service reasons, to reduce the cost of managing an empty property and to maximise potential receipts without additional risk.

 

[The decisions on this item can be called in by the Council Overview and Scrutiny Committee]

Minutes:

The Cabinet considered the sale of 26 Nightingale Road, Guildford following the results of a marketing exercise by appointed Estate Agents.

 

It was RESOLVED that:

 

1.      The disposal of 26 Nightingale Road, Guildford, as set out in paragraph 1 of the report submitted, be approved subject to exchange of papers taking place within 21 days, with completion taking place within a further 28 days.

 

2.      Should completion not take place within the required timeframe, the Asset Strategy Partner, in consultation with the Cabinet Member for Assets and Regeneration Programmes, be authorised to pursue completion with the other bidders on the basis of the same timeline as set out above.

 

Reason for decision

To expedite the sale of a property no longer required for service reasons, to reduce the cost of managing an empty property and to maximise potential receipts without additional risk.

19c/13

PURCHASE OF RETAIL AND OFFICE PREMISES IN THE HIGH STREET, EGHAM

Decision:

1.      The freehold interest of the property be acquired for the price set out in paragraph 1(i) of the report submitted upon conclusion of legal and property due diligence.

 

2.      Surrey County Council, simultaneous to the purchase, grant a lease on the basis and terms set out in paragraph 1(ii) of the report submitted.

 

3.      Property Services review the opportunity for the reuse of the property or redevelopment of the upper floor offices, and upon the formulation of a business case, report back to Cabinet on the options considered and make further recommendations.        

 

Reason for decision

To purchase the property and explore the long term potential to relocate services into the property, thus releasing an asset held on a long lease with alternative use value.

 

[The decisions on this item can be called in by the Council Overview and Scrutiny Committee]

Minutes:

The Cabinet considered the acquisition of the freehold interest of retail and office premises in High Street, Egham for potential future service delivery and economic regeneration.

 

It was RESOLVED that:

 

1.      The freehold interest of the property be acquired for the price set out in paragraph 1(i) of the report submitted upon conclusion of legal and property due diligence.

 

2.      Surrey County Council, simultaneous to the purchase, grant a lease on the basis and terms set out in paragraph 1(ii) of the report submitted.

 

3.      Property Services review the opportunity for the reuse of the property or redevelopment of the upper floor offices, and upon the formulation of a business case, report back to Cabinet on the options considered and make further recommendations.        

 

Reason for decision

To purchase the property and explore the long term potential to relocate services into the property, thus releasing an asset held on a long lease with alternative use value.

20.

PUBLICITY FOR PART 2 ITEMS

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    Additional documents:

    Minutes:

    It was RESOLVED that non-exempt information relating to the items considered in Part 2 of the meeting, particularly the £32million investment in schools and the relocation and expansion of Portesbery School, may be made available to the press and public, as appropriate.