Agenda, decisions and minutes
PDF 64 KBVenue: Ashcombe Suite, County Hall, Kingston upon Thames, Surrey KT1 2DN. View directions
Contact: James Stanton 020 8541 9068 Email: james.stanton@surreycc.gov.uk
Media
| No. | Item |
|---|---|
|
APOLOGIES FOR ABSENCE
Additional documents: Minutes: There were no apologies for absence. |
|
|
MINUTES OF PREVIOUS MEETING: 26 MARCH 2013
Additional documents: Minutes: The minutes of the meeting held on 23 April 2013 were confirmed and signed by the Chairman. |
|
|
DECLARATIONS OF INTEREST
Additional documents: Minutes: There were no declarations of interest. |
|
|
PROCEDURAL MATTERS
Additional documents: |
|
Additional documents: Decision: Two questions had been received from Members. The questions and responses were tabled and are attached as Appendix 1. Minutes: Two questions had been received from Members. The questions and responses were tabled and are attached as Appendix 1 to these Minutes.
Mrs Hazel Watson asked a supplementary question as to whether the Council would agree to re-route the Vachery event cycling to avoid road closures taking place on different occasions in the same roads this summer.
The Chairman noted the huge success which Surrey had enjoyed with previous Olympic and Tour of Britain cycling events and how these events had been enjoyed by the community as a whole. Whilst these events were enjoyed by many, it was important that this was balanced against the impact on those most affected by any related road closures. The Council received hundreds and sometimes thousands of requests to close roads, for a variety of reasons, each year. These requests were considered by council officers on a case by case basis, taking into account the nature of the events and the safety issues involved. In view of the concerns which had been raised, the Chairman had asked officers to look at how these decisions might be taken in future to ensure that Surrey could continue to enjoy the benefits whilst ensuring that any inconvenience did not impinge on the same residents. The safety of all road users would continue to be of the utmost importance. A dialogue would take place over the next few weeks as to how these decisions could best be taken in future, including ensuring appropriate consultation, with any necessary changes being made to the Council's Constitution in the new council year. |
|
Additional documents: Decision: Six questions had been received from members of the public. The questions and responses were tabled and are attached as Appendix 2. Minutes: Six questions had been received from members of the public. The questions and responses were tabled and are attached as Appendix 2 to these Minutes.
Supplementary questions were asked by Mr Paul Placitelli, Ms Lesley Tinker (on behalf of Ms Tara Rutt), Mr Colin Terry and Ms Shirley Gill regarding short break respite care for children with disabilities. The questions asked related to access to local respite care, the coordination of joint strategic working between the Council and the NHS, whether consultation would include the option for families to specify preferred respite accommodation and whether the Cabinet could give an assurance that, following the review, the consultation would extend into special schools for children with severe learning difficulties to gain parents’ views and opinions.
The Cabinet Member for Children and Families thanked the questioners for their questions and stated the Council’s absolute commitment to support children in need and families of children with disabilities as set out in Section 17 of the Children’s Act. This commitment was demonstrated by Surrey County Council’s expenditure of more than £7million pounds on this area, more than twice the level set out in Every Child Matters. The Council would be working jointly with NHS Guildford and Waverley Clinical Commissioning Group, as the lead for local NHS commissioning on children’s services, to review all the options provided for children with disabilities and complex needs. The review would take place during summer 2013 and would provide clarity and joint strategic working going forward. The consultation and engagement as part of the review process would include the option for parents to state their preferences around respite care, though it was noted that decisions would always need to take into account professional opinions. The Cabinet Member gave her assurance that consultation would extend to special schools and would look at all requirements, including those with complex needs under 10.
The Cabinet Member for Children and Families advised anyone who did not feel that they were getting the support they needed to contact Nick Wilson, Strategic Director of Children, Schools and Families. The Council would look at any individual case and ensure that the family gets the right support. The Chairman joined with the Cabinet Member in noting that Surrey County Council had a high quality team who were committed to children’s services and advised that looking after children was his highest priority as Leader. |
|
|
Petitions
Additional documents: Minutes: No petitions were received. |
|
|
Representations received on reports to be considered in private
Additional documents: Minutes: No representations were received. |
|
|
BUDGET MONITORING AND PROVISIONAL BUDGET OUTTURN 2012/13 (PERIOD ENDING MARCH 2013)
Additional documents: Decision: 1. That the provisional revenue and capital year end budget outturns be noted.
2. That the revenue budget carry forward requests by services totalling £7.9m be approved.
3. That the carry forward of £17.5m committed capital budget be approved.
4. That the changes to government grants be reflected in directorate budgets.
Reason for decision To monitor the budget and approve carry forwards to enable on-going projects to continue without delay.
[The decisions on this item can be called in by the Council Overview and Scrutiny Committee] Minutes: The Cabinet considered the revenue and capital budget monitoring report for March 2013 and the interim budget outturn for the 2012/13 financial year. The final outturn report would be considered by the Cabinet on 28 May 2013.
The Council had demonstrated that spending was under control and was applying prudent financial management whilst continuing to provide services to the residents of Surrey. Services had been successful in containing expenditure. The revenue budget was forecast to be underspent by £3.8 million. Based on these forecasts, including the agreement that £7.9 million be carried forward to the 2013/14 financial year to continue and complete projects, the Council’s available general balances would be £20.6m at the year end. The full in-year capital budget had been spent or committed to be spent and the final overall capital budget position for 2012/13 would be reported in May 2013.
The Chairman and Cabinet Members noted that the quick reporting arrangements which were in place meant that residents could see the Council’s financial position and have confidence. The Deputy Leader commended the fact that the provisional outturn indicated that the Council would be under budget for the third year in a row. The importance that each directorate had also reported as being at or under their budgets was highlighted. The improved programming and delivery of capital projects was also noted.
RESOLVED that:
1. the provisional revenue and capital year end budget outturns be noted.
2. the revenue budget carry forward requests by services totalling £7.9m be approved.
3. the carry forward of £17.5m committed capital budget be approved.
4. The changes to government grants be reflected in directorate budgets.
Reason for decision To monitor the budget and approve carry forwards to enable on-going projects to continue without delay. |
|
|
PUBLIC HEALTH EQUALITIES IMPACT ASSESSMENTS
Additional documents: Decision:
That the contents of the Equalities Impact Assessments for Public Health be noted and agreed.
Reason for decision To ensure due consideration of the equalities implications of the proposals relating to Public Health as set out in the agreed Medium Term Financial Plan.
[The decisions on this item can be called in by the Council Overview and Scrutiny Committee] Minutes: The Cabinet considered the Public Health Equalities Impact Assessments which underpin the related sections of the Medium Term Financial Plan 2013-18. Service related Equalities Impact Assessments were considered by the Cabinet as part of the agreement of the Medium Term Financial Plan at its meeting on 26 March 2013. The Equalities Impact Assessments relating to Public Health had been updated since the previous meeting and the revised versions were presented to Cabinet for their consideration.
The Cabinet Member for Adult Social Care and Health noted that the Public Health team had recently transferred to the Council from the NHS and noted the excellent job which had been done in covering all aspects of the Equalities Impact Assessments for each of the areas. The Cabinet Member also made the following statement:
“As a Cabinet we would like to welcome the transfer of Public Health and the Public Health Team into the County Council from the beginning of April and this be recorded formally in the Minutes.
The Public Health Team are to be hosted in the Chief Executive’s office and the Assistant Chief Executive is working with myself and the Team to ensure a smooth and robust transfer to secure a good working relationship with the newly formed CCGs and the boroughs and districts to bring a new dimension to the role of Public Health within the Local Authorities.
This will clearly, through health and wellbeing, improve the life chances of all residents in Surrey.
I am working with the Assistant Chief Executive to determine how we recruit a Director of Public Health Surrey and I will update you over the coming weeks.”
The Cabinet Member for Community Safety noted that the Equality Impact Assessments now fully addressed the identified Public Health areas. The nature of the Council’s new public health duties was extensive and had highlighted the opportunities for better joint working to deliver benefits for the residents of Surrey. The Chairman noted the contributions of the Cabinet Member for Adult Social Care and Health and the Assistant Chief Executive in the transfer of public health responsibilities.
RESOLVED that the contents of the Equalities Impact Assessments for Public Health be noted and agreed.
Reason for decision To ensure due consideration of the equalities implications of the proposals relating to Public Health as set out in the agreed Medium Term Financial Plan. |
|
|
LEADER AND CABINET MEMBER DECISIONS TAKEN SINCE THE LAST CABINET MEETING
Additional documents: Decision: That the decisions taken by the Leader and Cabinet Members since the last meeting as set out in Annex 1 to the report submitted be noted.
Reason for decision To note the decisions taken by Cabinet Members under delegated authority. Minutes: The Cabinet noted the decisions taken by the Leader and Cabinet Members since the previous meeting.
RESOLVED that the decisions taken by the Leader and Cabinet Members since the last meeting, as set out in Appendix 3 to these Minutes, be noted.
Reason for decision To note the decisions taken by Cabinet Members under delegated authority. |
|
Additional documents: Decision: 1. The award of a 4 year framework agreement, and the immediate use of that framework to award a 3 year call-off contract, to a single supplier for SAP Managed Services with a 2 year optional extension to provide ongoing SAP maintenance and monitoring of the SAP system be approved.
2. The award of 4 year Framework Agreement for SAP Application Development, to provide SAP development services, that will allow a range of suppliers to compete for projects as they arise through the use of mini-competitions be approved.
Reason for decision To ensure the continuation of maintenance and support of SAP services via new shared contract arrangements with East Sussex. These arrangements provide value for money, deliver 38% savings on the current managed service contract, have a clearer specification and scope and offer further efficiencies through contract and supplier management. Minutes: The Cabinet agreed in December 2012, with the support of full Council in February 2013, the establishment of a partnership agreement between Surrey County Council and East Sussex County Council for the provision of a shared business support service. This included transactional support and IT hosting services. A procurement process to award a joint contract to provide SAP technical support to both councils had taken place to support this partnership.
Both Surrey County Council and East Sussex County Council use SAP as their main transactional system, covering activities such as payroll, accounts payable & receivable and general ledger functionality. The joint procurement of SAP technical support had enabled the shared strategic vision for a single SAP system supporting both Councils to be achieved. The proposed contract arrangements delivered value for money, a 38% saving on the current managed service contract and the opportunity for further efficiencies.
The Cabinet noted that the details of the recommended contract awards and the cost savings to be delivered would be considered in the private part of the meeting (minute item 82/13).
RESOLVED that:
1. The award of a 4 year framework agreement, and the immediate use of that framework to award a 3 year call-off contract, to a single supplier for SAP Managed Services with a 2 year optional extension to provide ongoing SAP maintenance and monitoring of the SAP system be approved.
2. The award of 4 year Framework Agreement for SAP Application Development, to provide SAP development services, that will allow a range of suppliers to compete for projects as they arise through the use of mini-competitions be approved.
Reason for decision To ensure the continuation of maintenance and support of SAP services via new shared contract arrangements with East Sussex. These arrangements provide value for money, deliver 38% savings on the current managed service contract, have a clearer specification and scope and offer further efficiencies through contract and supplier management. |
|
|
EXCLUSION OF THE PUBLIC
Additional documents: 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. |
|
|
Framework Agreement for the provision of SAP Managed Services and SAP Development Services Decision: That a Framework Agreement be awarded on a 4 year term in two Lots as follows:
i). Lot 1: Managed Services be awarded on the basis of an overall framework to the recommended single supplier, as set out in the Part 2 Annex to the report, to provide a managed service for the ongoing SAP maintenance and monitoring of the SAP system.
ii). Lot 2: Application Development be awarded on the basis of a framework agreement with the appointment of the ten recommended suppliers, as set out in the Part 2 Annex to the report, to provide SAP development services.
Reason for decision To provide value for money and deliver both savings and efficiencies for the Council.
[The decisions on this item can be called in by the Council Overview and Scrutiny Committee] Minutes: The Cabinet considered a Part 2 Annex to the report received under minute item 80/13. The Annex had been circulated in Part 2 of the agenda as it contained information 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).
RESOLVED that a Framework Agreement be awarded on a 4 year term in two Lots as follows:
i). Lot 1: Managed Services be awarded on the basis of an overall framework to the recommended single supplier, as set out in the Part 2 Annex to the report submitted, to provide a managed service for the ongoing SAP maintenance and monitoring of the SAP system.
ii). Lot 2: Application Development be awarded on the basis of a framework agreement with the appointment of the ten recommended suppliers, as set out in the Part 2 Annex to the report submitted, to provide SAP development services.
Reason for decision To provide value for money and deliver both savings and efficiencies for the Council. |
|
|
PROPERTY TRANSACTION: ACQUISITION OF OFFICE PREMISES IN WOKING Decision: 1. The acquisition of the freehold interest of the identified office premises in Woking for potential future service needs or regeneration purposes be approved in principle.
2. The final approval for the acquisition of the property be delegated to the Strategic Director for Change & Efficiency, in consultation with the Leader, Cabinet Member for Assets and Regeneration and the Chief Finance Officer, upon provision of a high level feasibility study demonstrating either:
a. The acquisition and holding costs over a two year period are met or exceeded by the income potential and any capital receipts on sale, or
b. The acquisition and holding costs over any project life span are met or exceeded by the income potential and any capital receipts on sale.
3. The freehold interest of the property be purchased for a maximum acquisition cost not exceeding the sum stated in the recommendation o fthe Part 2 report submitted.
Reason for decision To acquire the property for potential future service needs or regeneration purposes.
[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 office premises in Woking for potential future service delivery improvements and economic regeneration purposes. The report had been circulated in Part 2 of the agenda as it contained information exempt from Access to Information requirements by virtue of paragraph 3 – information relating to the financial or business affairs of any particular person.
RESOLVED that:
1. The acquisition of the freehold interest of the identified office premises in Woking for potential future service needs or regeneration purposes be approved in principle.
2. The final approval for the acquisition of the property be delegated to the Strategic Director for Change & Efficiency, in consultation with the Leader, Cabinet Member for Assets and Regeneration and the Chief Finance Officer, upon provision of a high level feasibility study demonstrating either:
a. The acquisition and holding costs over a two year period are met or exceeded by the income potential and any capital receipts on sale, or
b. The acquisition and holding costs over any project life span are met or exceeded by the income potential and any capital receipts on sale.
3. The freehold interest of the property be purchased for a maximum acquisition cost not exceeding the sum stated in the recommendation of the Part 2 report submitted.
Reason for decision To acquire the property for potential future service needs or regeneration purposes. |
|
|
PUBLICITY FOR PART 2 ITEMS
Additional documents: Minutes: RESOLVED that no publicity be agreed for the contract and property terms considered in Part 2 of the meeting due to the likely disclosure of exempt financial information. |