Agenda, decisions and minutes
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Media
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APOLOGIES FOR ABSENCE
Additional documents: Minutes: Apologies for absence were received from Mrs Clack and Mrs Hammond. |
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MINUTES OF PREVIOUS MEETING:
The minutes will be available in the meeting room half an hour before the start of the meeting. Additional documents: Minutes: The minutes of the meeting held on 23 April 2013 were confirmed and signed by the Chairman. |
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DECLARATIONS OF INTEREST
To receive any declarations of disclosable pecuniary interests from Members in respect of any item to be considered at the meeting.
Notes: · In line with the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012, declarations may relate to the interest of the member, or the member’s spouse or civil partner, or a person with whom the member is living as husband or wife, or a person with whom the member is living as if they were civil partners and the member is aware they have the interest. · Members need only disclose interests not currently listed on the Register of Disclosable Pecuniary Interests. · Members must notify the Monitoring Officer of any interests disclosed at the meeting so they may be added to the Register. · Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest. Additional documents: Minutes: There were none. |
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PROCEDURAL MATTERS
Additional documents: |
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Members' Questions
(i) The deadline for Member’s questions is 12pm four working days before the meeting (22 May 2013).
Additional documents: Decision: Three questions had been received from Members. The questions and responses were tabled and are attached as Appendix 1. Minutes: Three questions had been received from Mrs Watson, local Member for Dorking Hills. The questions and responses were tabled and are attached as Appendix 1.
Mrs Watson asked a supplementary question in relation to question (3), which was: Had any Member of the Cabinet received a copy of the Police report detailing the findings of their investigation into the death of Gloria Foster. The Leader of the Council said that he was not aware that any Cabinet Member had received that report. |
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Public Questions
The deadline for public questions is seven days before the meeting (21 May 2013).
Additional documents: Decision: Two questions had been received from members of the public. The questions and responses were tabled and are attached as Appendix 2. Minutes: Two questions had been received from members of the public. The questions and responses were tabled and are attached as Appendix 2. |
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Petitions
The deadline for petitions was 14 days before the meeting, and no petitions have been received.
Additional documents: Minutes: No petitions were received. |
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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: Minutes: No representations were received. |
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Year End Financial Budget Outturn 2012/13
To note the revenue and capital budget outturn for 2012/13 financial year. The annexes to this report will be circulated separately prior to the Cabinet meeting and will present the final revenue and capital budget outturn for the 2012/13 financial year. This is based upon the final accounts at the end of March 2013. The report will also request approval for any further capital carry forwards and revenue reserve transfers, where appropriate.
[The decisions on this item can be called in by the Council Overview and Scrutiny Committee]
Additional documents: Decision:
(1) That the revenue budget underspending, as set out in Annex 1, Section A paragraph 4 of the submitted report, be noted.
(2) That the transfer of £2.5m in respect of the write down of prior accruals to the Budget Equalisation Reserve, as set out in Annex 1, Section A paragraph 4 and 68 of the submitted report, be approved.
(3) That the transfer of £2.7m of higher than expected government grants to the Budget Equalisation Reserve, as set out in Annex 1, Section A, paragraph 7 of the submitted report, be approved.
(4) That the in-year capital budget outturn, as set out in Annex 1, Section B of the submitted report, be noted.
(5) That grant and reserves movements changes be noted and that it be approved they are allocated to the relevant services, as set out in Annex 1, Section C of the submitted report.
(6) That the transfer of capital funding into future years, as set out in Annex 1, Section E of the submitted report, be approved.
Reason for Decisions To review and manage the budget outturn for the 2012/13 financial year in the context of a multi-year approach to financial management. To approve carry forwards to enable on-going projects to continue without delay. Minutes: The Leader of the Council highlighted the following points from the year end financial budget outturn 2012/13, based upon the final accounts at the end of March 2013.
Revenue – That the council set this year’s budget on the basis of rising demand for its services and the need to make significant reductions in its spending, totalling £71m. This was successfully achieved and the year ended with a small net underspending of £3.1m, or 0.2% of the budget.
He stressed the importance of getting the most out of every pound the council spent and cited procurement as a good example, as well as staffing spend where expenditure had been reduced through improved management of sickness and by reviewing the need to fill vacancies as they arose.
Looking into the future, he said that there was no let-up on the demands placed on the council to deliver more services with less resource and it was more important than ever that the council’s finances were managed on a long-term and multi-year basis, and not just by managing one year at a time. Therefore, £5.2m of funding from the late notification of government grants and from commitments and liabilities that the council no longer has, would be used to increase the council’s financial resilience in future years.
Capital – The council’s capital programme invests in improving and maintaining service delivery and last year’s capital budget had been fully spent. This had provided a welcome boost to the local economy in these difficult times and demonstrated the council’s commitment to working with partners to achieve the best outcomes for our residents and businesses. Also, as a part of the investment in the local economy, the County Council had joined with Woking Borough Council in an innovative project to develop the town centre and investment had been provided in providing a presence in other town centres from which services can be delivered.
Finally, some projects and schemes which did not complete by the year-end deadline of 31 March 2013, would have funds carried forward, as detailed in Annex 1, Section E of the submitted report.
Other Cabinet Members made the following points:
· Delight that this was the third year running that the County Council had come in just below its estimated budget. · That Members would not be complacent and would continue to work to identify other savings. · Commended the S151 officer and the Finance team for effective management of the Capital Budget. · Pleased with the delegation of more funding to local committees. · Reference to the balance already returned to the Council from the failed Icelandic Banks and the possibility that the remaining balance would also be returned. · Attention was also drawn to the annexe with details of Council travel expenses, Members’ Allowances and expenses and that this information will form part of the County Council’s annual report, which will be published at the end of June.
RESOLVED: (1) That the revenue budget underspending, as set out in Annex 1, Section A paragraph 4 ... view the full minutes text for item 51/13 |
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School Expansion at St Martin's Infant and Junior Schools, Epsom
There is significant demand for new schools places within Surrey and for improvement of existing accommodation, which Surrey County Councils five year 2013-18 Medium Term Financial Plan significantly addresses.
St Martin’s Infant and Junior Schools in Epsom have been identified as requiring expansion.
Approval is sought for the individual business case for expansion and creation of additional places and facilities at the school to meet the demand.
Confidential information for this report is in the Part 2 annexe (item 11)
[The decisions on this item can be called in by either the Council Overview and Scrutiny Committee or the Children and Education Select Committee]
Additional documents: Decision:
That the expansion and adaptation of St Martin’s Infant and Junior School, as detailed in the submitted report, be agreed in principle subject to the consideration and approval of the detailed financial information as set out in Part 2 (item 11 ).
Reason for Decisions The scheme delivers a value for money expansion and improvements to the school and its infrastructure, which supports the Authority’s statutory obligation to provide additional school places and appropriate facilities for local children in Surrey. The project and building works are in accordance with the planned timetable required for delivery of the new accommodation at the school.
[The decisions on this item can be called in by either the Council Overview and Scrutiny Committee or the Children and Education Select Committee]
Minutes: The Cabinet Member for Schools and Learning said that she was pleased to present this report. This project formed part of Surrey County Council’s five year 2013-18 Medium Term Financial Plan and would help to meet the need for additional school places over the next decade.
The capacity at St Martin’s Infant and Junior Schools, Epsom would be increased by 210 places, providing a total of 630 places across both schools. Public consultation had been undertaken and she informed Members that she had already approved the expansion at her individual Cabinet Member Decision Making meeting in March 2013 and that this report sought approval for the business case for expansion. Financial details of the business case were set out in a part 2 report (item 11).
RESOLVED:
That the expansion and adaptation of St Martin’s Infant and Junior School, as detailed in the submitted report, be agreed in principle subject to the consideration and approval of the detailed financial information as set out in Part 2 (item 11).
Reason for Decisions The scheme delivers a value for money expansion and improvements to the school and its infrastructure, which supports the Authority’s statutory obligation to provide additional school places and appropriate facilities for local children in Surrey. The project and building works are in accordance with the planned timetable required for delivery of the new accommodation at the school.
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Contract Award for Schools Cleaning Services
The current contract for providing Schools Cleaning Services expires on 31 July 2013. It is therefore necessary to award a new contract, following a procurement activity, to the recommended suppliers described in Part 2 Annex (item 12) to provide Schools Cleaning Services starting on 1 August 2013.
Due to the commercial sensitivity involved in the contract award process, the names and financial details of the recommended suppliers have been circulated as a Part 2 Annex.
[The decisions on this item can be called in by the Council Overview and Scrutiny Committee]
Additional documents: Decision:
That a contract, in twelve separate ‘lots’ each covering a distinct geographical area, be awarded to the suppliers as described in the submitted confidential annex (item 12).
Reasons for Decisions The existing contracts for Schools Cleaning Services will expire on 31 July 2013. A full tender process, in compliance with the EU Procurement Legislation and Procurement Standing Orders has been completed, and the recommendations provide best value for money for the Council. In addition to delivering savings, the contract will also deliver an improved service with strengthened performance measures and robust contract management.
[The decisions on this item can be called in by the Council Overview and Scrutiny Committee] Minutes: The Cabinet Member for Business Services introduced this report and informed Members that the current contract for providing Schools Cleaning Services expired on 31 July 2013 and it was therefore necessary to award a new contract, commencing on 1 August 2013.
She referred to the part 2 annex (item 12) which set out the names and financial details of the recommended suppliers. She advised Cabinet that the recommended supplier for this contract would deliver a saving of nearly £3m (approximately 25% on the existing contract) for Surrey schools over the five year term.
The Cabinet Member for Schools and Learning was also pleased to endorse the recommendations and stressed the importance of good cleaning in schools. She considered that the award of this contract had been subject to a thorough evaluation process.
RESOLVED:
That a contract, in twelve separate ‘lots’ each covering a distinct geographical area, be awarded to the suppliers as described in the submitted confidential annex (item 12).
Reasons for Decisions The existing contracts for Schools Cleaning Services will expire on 31 July 2013. A full tender process, in compliance with the EU Procurement Legislation and Procurement Standing Orders has been completed, and the recommendations provide best value for money for the Council. In addition to delivering savings, the contract will also deliver an improved service with strengthened performance measures and robust contract management. |
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Highways Localism Legal Agreement
Surrey County Council is working with parish and town councils and other local organisations to explore and establish, where feasible, appropriate locally-managed highways service delivery. A Grant Funding Agreement (GFA) will be entered into, where proposals from parish councils and other local organisations will require them carrying out minor highways tasks on behalf of Surrey County Council. This paper introduces a revised GFA, drafted by Surrey County Council Legal Services with representatives from Surrey Association of Local Councils (SALC), which alters the focus from the ‘delegating of responsibility’ under S19 of the Local Government Act 2000 to a GFA. This revised approach will enable the Highways Localism initiative to proceed positively with a wider number of partners and organisations in Surrey and see the delivery of responsive minor highway works at a local level.
[The decisions on this item can be called in by the Environment and Transport Select Committee] Additional documents: Decision:
(1) That the policy change from formal ‘delegation of responsibility’ to ‘Grant Funding Agreement (GFA) for provision of services’ for the Highways localism initiative be approved.
2. That the revised Highways Grant Annual Funding Agreement for the localism initiative (Annex 1 to the submitted report) be approved, with any further changes delegated to Assistant Director, Highways, in consultation with the Cabinet Member for Transport, Highways and Environment.
Reasons for Decisions Under the Highways localism initiative, a GFA will be required where proposals from parish councils and other local organisations will require them carrying out minor highways tasks. The revised annual funding agreement in Annex 1 of the submitted report, drafted by Legal Services with input from Surrey Association of Local Councils (SALC), alters the focus from the ‘delegating of responsibility’ under S19 of the Local Government Act 2000 to a GFA for provision of minor highway works at a local level. This new GFA will enable the Highways localism work to proceed positively with a wider range of organisations. A previous legal document which was in the form of a contract has proved unacceptable or inappropriate to many partners. Funding and delivery for the initial tranche of successful bids from local organisations can be progressed once this agreement has been formally confirmed by Surrey County Council.
[The decisions on this item called be called in by the Environment and Transport Select Committee] Minutes: Introducing the report, the Cabinet Member for Transport, Highways and Environment said that he supported the development of partnership agreements at local level. The introduction of a Grant Funding Agreement (GFA), which would replace the existing legal agreement, would broaden the scope to enable the Highways localism initiative to proceed positively with a wider number of partners and organisations in Surrey and see the delivery of responsive minor highway works at a local level.
Other Cabinet Members fully supported these proposals.
RESOLVED:
(1) That the policy change from formal ‘delegation of responsibility’ to ‘Grant Funding Agreement (GFA) for provision of services’ for the Highways localism initiative be approved.
2. That the revised Highways Grant Annual Funding Agreement for the localism initiative (Annex 1 to the submitted report) be approved, with any further changes delegated to Assistant Director, Highways, in consultation with the Cabinet Member for Transport, Highways and Environment.
Reasons for Decisions Under the Highways localism initiative, a GFA will be required where proposals from parish councils and other local organisations will require them carrying out minor highways tasks. The revised annual funding agreement in Annex 1 of the submitted report, drafted by Legal Services with input from Surrey Association of Local Councils (SALC), alters the focus from the ‘delegating of responsibility’ under S19 of the Local Government Act 2000 to a GFA for provision of minor highway works at a local level. This new GFA will enable the Highways localism work to proceed positively with a wider range of organisations. A previous legal document which was in the form of a contract has proved unacceptable or inappropriate to many partners. Funding and delivery for the initial tranche of successful bids from local organisations can be progressed once this agreement has been formally confirmed by Surrey County Council. |
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Leader / Deputy Leader / Cabinet Member decisions taken since last Cabinet meeting
To note any delegated decisions taken by the Leader, Deputy Leader and Cabinet Members since the last meeting of the Cabinet.
Additional documents: Decision: That the decisions taken by the Leader, Deputy Leader and Cabinet Members since the last meeting as set out in Appendix 3 be noted.
Reasons for Decisions To inform the Cabinet of decisions taken by Members under delegated authority. Minutes:
RESOLVED:
That the decisions taken by the Leader, Deputy Leader and Cabinet Members since the last meeting as set out in Appendix 3 be noted.
Reasons for Decisions To inform the Cabinet of decisions taken by Members under delegated authority. |
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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: 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. |
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St Martin's Infant and Junior School, Epsom - expansion by one form of entry from September 2014
To approve the provision of an additional permanent one form of entry increase at St Martin’s Infant and Junior Schools to three forms of entry to meet basic need requirements for primary places in the Epsom area. The number of primary school places in Epsom is increasing and there are insufficient primary school places to meet this demand an increase in primary provision is therefore needed. St Martin’s Infant and Junior Schools share a campus and are the schools best placed to grow to meet this increased demand. This expansion of St Martin’s Infant and Junior Schools is required for September 2014 to meet the growing requirement for places.
Exempt: Not for publication under paragraph 3
Information relating to the financial or business affairs of any particular person (including the authority holding that information)
[The decisions on the following items can be called in either by the Council Overview and Scrutiny Committee or the Children and Education Select Committee]
Decision:
(1) That the business case for the project to expand St Martin’s Infant and Junior Schools up to a maximum cost, as set out in the submitted report, be approved.
(2) That the arrangements by which a variation of up to 10% of the total value may be agreed by the Strategic Director for Business Services and the Cabinet Member for Assets and Regeneration Programmes, in consultation with the Leader of the Council, be approved.
(3) That the award of the contract to carry out the works to provide the additional pupil places be approved.
Reasons for Decisions The proposal delivers and supports the Authority’s statutory obligation to provide sufficient school places to meet the needs of the population in the Epsom area.
[The decisions on this item can be called in by either the Council Overview and Scrutiny Committee or the Children and Education Select Committee] Minutes:
The Cabinet Member for Assets and Regeneration Programmes informed Cabinet that this report contained confidential information relating to the business case for the expansion of St Martin’s Infant and Junior Schools (item 6). He confirmed that the project was included in the County Council’s school basic need capital programme.
RESOLVED:
(1) That the business case for the project to expand St Martin’s Infant and Junior Schools up to a maximum cost, as set out in the submitted report, be approved.
(2) That the arrangements by which a variation of up to 10% of the total value may be agreed by the Strategic Director for Business Services and the Cabinet Member for Assets and Regeneration Programmes, in consultation with the Leader of the Council, be approved.
3. That the award of the contract to carry out the works to provide the additional pupil places be approved.
Reasons for Decisions The proposal delivers and supports the Authority’s statutory obligation to provide sufficient school places to meet the needs of the population in the Epsom area. |
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Contract Award for Schools Cleaning Services
The information contained in this Annex relates to item 7 and may not be published or circulated beyond this report and will remain sensitive for the length of the Contracts.
Exempt: Not for publication under paragraph 3
Information relating to the financial or business affairs of any particular person (including the authority holding that information)
[The decisions on the following items can be called in either by the Council Overview and Scrutiny Committee or the Children and Education Select Committee]
Decision: Exempt information relating to item 7. Minutes: The Cabinet Member for Business Services said that this item contained the exempt information relating to item 7, the contract award for school cleaning services. It provided details of the evaluation process and the recommended suppliers for each Borough and District. |
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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: RESOLVED:
That no publicity be agreed for the items considered in Part 2 of the meeting due to the likely disclosure of exempt information. |