Agenda, decisions and minutes
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APOLOGIES FOR ABSENCE
Additional documents: Minutes: Apologies were received from Mr Few and Mrs Hammond. |
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MINUTES OF PREVIOUS MEETING: 25 February 2014
Additional documents: Minutes: The minutes of the meeting held on 25 February 2014 were confirmed and signed by the Chairman.
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DECLARATIONS OF INTEREST
Additional documents: Minutes: There were none. |
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PROCEDURAL MATTERS
Additional documents: |
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Members' Questions
Additional documents: Minutes: No Members’ questions were received. |
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Public Questions
Additional documents: Minutes: No public questions were received. |
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Petitions
Additional documents: Minutes: No petitions were received. |
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Representations received on reports to be considered in private
Additional documents: Minutes: No representations were received. |
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Additional documents: Decision: Recommendations were received from the Council Overview and Scrutiny Committee in relation to the Budget Monitoring Report for January 2014. The response is attached as Appendix 1 to these Minutes.
Minutes: Recommendations were received from the Council Overview and Scrutiny Committee in relation to the Budget Monitoring Report for January 2014. The response is attached as Appendix 1 to these Minutes.
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Medium Term Financial Plan 2014 - 2019
Additional documents: Decision: 1. That the proposals for Directorates’ contributions to deliver the Corporate Strategy 2014-19, as set out in Annex 1of the submitted report, be approved. 2. That the detailed service revenue and capital budgets for the years 2014/15 and indicative budgets for 2015-19, including amendments resulting from the Final Local Government Financial Settlement and other Government funding changes announced after the 2014/15 budget was approved in February 2014, as set out in Annex 2 of the submitted report, be approved. 3. That the publication of the service revenue and capital budgets as the 2014-19 Medium Term Financial Plan be approved. 4. That the fees & charges approved under delegated powers be endorsed and other fee and charge proposals, as set out in Annex 3 of the submitted report, be approved. 5. That the work underway to secure the savings allocated to Adults Social Care in each year of the MTFP period, as set out in paragraph 9 of the submitted report, be noted. 6. That the requirement to re-profile the Adult Social Care savings across the period, as set out in paragraph 9 of the submitted report, be noted and the use of unused provisions and reserves to support that requirement be approved: · the reduction of the council’s potential loss on its investment in two Icelandic banks, leads to a reduction in the required reserve of £1.0m (paragraph 12 of the submitted report) · the settling of the council’s Mutual Municipal Insurance liability in late February 2014 leads to the release of £3.3m from the Insurance Reserve (paragraph 13 of the submitted report) · the use of £5.4m from the Budget Equalisation Reserve (paragraph 14 of the submitted report) · the use of £4.3m from the Economic Downturn Reserve (paragraph 14 of the submitted report) 7. That a report be received in July 2014 on the detailed savings programme following a further review by the Chief Executive and Chief Financial Officer. 8. That the Council will develop proposals to respond to damage to roads caused by flooding up to £10m, and that it is not the intention that this impacts on Project Horizon and also that it be noted that some funding is being made available from Central Government with any shortfall to be met by adjustments to the capital programme, and: 9. That a report be received in July 2014 on the impact of the severe weather on services work programmes and the council’s revenue and capital budgets.
10. That the Leadership Risk Register, as set out in Annex 4 of the submitted report, be noted.
11. That the Equality Impact Assessment of the savings proposals within the Directorate and service budgets, as set out in Annex 5 of the submitted report, be noted
Reasons for Decisions:
The 2014–19 MTFP is a five year budget that is aligned to the corporate strategy. It reflects assumptions about the current local and national financial, economic and political environment. Regular reporting through the year will enable progress to be effectively tracked and managed.
The Corporate Strategy 2014-19 ... view the full decision text for item 59/14 Minutes: The council set its budget envelope and council tax precept for the 2014/15 financial year at the County Council meeting on 11 February 2014. At the same time, the Council also refreshed its Corporate Strategy 2014-19. Concurrently, the Council also approved indicative budgets for the following four years, 2015/16 to 2018/19. This report now presented the detailed service revenue and capital budgets for 2014/15 and indicative budgets for the following four year period.
The Leader referred to the report and the attached Annexes:
Annex 1 – Directorate Priorities Annex 2 – Detailed Service Revenue and Capital Budgets Annex 3 – Fees and Charges Schedules 2014/15 Annex 4 – Leadership Risk Register Annex 5 – Equality Impact Assessments
He proposed that each Cabinet Member would speak on their portfolio. He said that he was satisfied with the report and pleased with the input from the select committees. He referred to the recommendations from the Communities Select Committee relating to the proposed direction of travel for Surrey Fire and Rescue, which were tabled at the meeting (attached as Appendix 2 to these minutes).
He also highlighted two other tabled documents: Medium Term Financial Plan (MTFP) corrections (attached as Appendix 3 to these minutes) and revised recommendations – to include a new recommendation (8), with subsequent recommendations renumbered, which was:
‘ That the Council will develop proposals to respond to damage to roads caused by flooding up to £10m, and that it is not the intention that this impacts on Project Horizon and also that it be noted that some funding is being made available from Central Government with any shortfall to be met by adjustments to the capital programme, and:’
Key points made by Cabinet Members / Cabinet Associate Members were as follows:
Adult Social Care
· The Directorate had achieved significant savings in recent years · There was a very stretching target of £46m for this current year and it was hoped that £31m savings would be achieved by year end · There had been a detailed examination of the Friends, Family and Community Programme and strategies and processes were now in place to deliver savings from the programme in 2014/15 of £10m · Reference to recommendation (6) and the requirement to re-profile the Adult Social Care savings across the 5 year period · Note that the efficiencies risk analysis illustrates that the ‘red’ risks would be substantially less in 2014/15 but would increase in 2015/16
Children, Schools and Families
· The proposed budget for 2014/15 is £334m, an overall increase of £9m · There were planned savings of £9.1m for 2014/15 · The Directorate had established a Public Value programme to research and identify efficiency savings · Strengthening preventative work was crucial to making Directorate savings · The funding for the Special Education High Needs Block had not included growth to meet increased demand · Explanation of the reduction to the Dedicated Schools Grant
Customers and Communities
· Budget pressures of £6m over this five year planning period · Surrey Fire and Rescue were continuing to implement the Public ... view the full minutes text for item 59/14 |
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Monthly Budget Monitoring Report
Additional documents: Decision: (1) That the forecast revenue budget for 2013/14 to underspend by £6.4m, as set out in Annex 1, paragraph 1 of the submitted report be noted. (2) That the forecast ongoing efficiencies and service reductions achieved by year end is £62.1m, as set out in Annex 1, paragraph 85, be noted. (3) That the forecast capital expenditure and investment of £226.7m against a budget of £225.0m, as set out in Annex 1, paragraphs 90 to 96, be noted. (4) That a virement of£0.9m from Schools & Learning’s central risk budget to Services for Young People to meet the cost of learning difficulty and disability (LLDD) placements in 2013/14, as set out in Annex 1, paragraph 22 be approved.
Reasons for Decisions:
To comply with the agreed strategy of providing a monthly budget monitoring report to Cabinet for approval and action as necessary.
[The decisions on this item may be called in by the Council Overview and Scrutiny Committee] Minutes: The Leader of the Council presented the Council’s financial position at the end of period 11(February) of the 2013/14 financial year, and referred to the Council’s financial strategy of four key drivers which ensured sound governance in managing the finances and providing value for money. (1) Keep any additional call on the council taxpayer to a minimum · That there had been a £4.3m improvement on the revenue forecast since January. The forecast was for a £6.4m underspend. The improvement would have been greater but for the additional costs faced in tackling the flooding. · This was the fourth consecutive year that the Council had a small underspend or a balanced budget, demonstrating the tight financial management by budget holders across the Council. · In keeping with the Council’s multi-year approach to financial management, services would submit requests to a future Cabinet meeting to carry forward underspent funds to complete projects in 2014/15 that are not finished by 31 March 2014. (2) Continuously drive the efficiency agenda · At the end of February, services were making good progress in delivering efficiencies and forecast achieving over £62m on-going savings for the full year against a stretch target of £68m identified savings. · Services had identified and delivered other underspends to cover the shortfall. (3) Develop a funding strategy to reduce the Council’s reliance on council tax and government grant income · That reducing reliance on government grants and council tax was key to balancing the budgets over the longer term and the Revolving Infrastructure and Investment Fund had a significant part to play in this. By year end it was forecast that over £40m would have been invested in the Fund this year and a net income of £700,000 generated by year end. (4) Continue to maximise our investment in Surrey · The council’s capital programme not only improved and maintained service delivery and it was also a way of investing in Surrey and generating income for the council. This year the forecast was to invest £226.7m against the budget of £225m. · Finally, he said that, in addition to the council’s £61m capital investment in assets, £166m would be invested in front line service delivery from improving roads to the creation of more school places. However, with any large capital project there will be some delays with planning issues and archaeological finds.
Other Cabinet Members were invited to highlight the key points and issues from their portfolios, as set out in the Annex to the report.
RESOLVED: (1) That the forecast revenue budget for 2013/14 to underspend by £6.4m, as set out in Annex 1, paragraph 1 of the submitted report be noted. (2) That the forecast ongoing efficiencies and service reductions achieved by year end is £62.1m, as set out in Annex 1, paragraph 85, be noted. (3) That the forecast capital expenditure and investment of £226.7m against a budget of £225.0m, as set out in Annex 1, paragraphs 90 to 96, be noted. (4) That a virement of£0.9m from Schools & Learning’s central risk budget ... view the full minutes text for item 60/14 |
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Surrey Better Care Fund
Additional documents: Decision: (1) That the final draft of the Surrey Better Care Fund return on behalf of the County Council be noted. The return will proceed to the Surrey Health & Wellbeing Board for sign off and submission to NHS England by 4 April 2014 deadline.
(2) That the Assistant Chief Executive and Interim Strategic Director Adult Social Care, in consultation with the Leader of the Council and the Cabinet Member for Public Health and Health & Wellbeing Board be delegated, to agree any amendments to the Surrey Better Care Fund return prior to submission.
Reasons for Decisions:
The Local Government Association (LGA) and NHS England guidance on the Better Care Fund states that the return should be agreed between the County Council and Clinical Commissioning Groups and that it has to be signed off by the Health and Wellbeing Board for final submission by 4 April 2014.
[The decisions on this item may be called in by either the Council Overview and Scrutiny Committee or the Adult Social Care Select Committee]
Minutes: The Cabinet Member for Public Health and the Health and Wellbeing Board drew Members attention to the final draft of the Surrey Better Care Fund Return and the revised recommendations, which were tabled at the meeting.
In his introduction, he referred to the funding of the Better Care Fund and said that the County Council was working with Surrey’s six Clinical Commissioning Groups to co-design a service which would improve outcomes for people through better integrated care and support. This would be achieved by shifting resources from acute services into preventative services in primary care, community health and social care.
He also said that the Surrey Better Care Fund return had to be agreed between the County Council and Surrey’s six Clinical Commissioning Groups, signed-off by the Surrey Health & Wellbeing Board and submitted to NHS England by 4 April 2014.
RESOLVED (as amended):
(1) That the final draft of the Surrey Better Care Fund return on behalf of the County Council be noted. The return will proceed to the Surrey Health & Wellbeing Board for sign off and submission to NHS England by 4 April 2014 deadline.
(2) That the Assistant Chief Executive and Interim Strategic Director Adult Social Care, in consultation with the Leader of the Council and the Cabinet Member for Public Health and Health & Wellbeing Board be delegated, to agree any amendments to the Surrey Better Care Fund return prior to submission.
Reasons for Decisions:
The Local Government Association (LGA) and NHS England guidance on the Better Care Fund states that the return should be agreed between the County Council and Clinical Commissioning Groups and that it has to be signed off by the Health and Wellbeing Board for final submission by 4 April 2014.
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Proposed Expansion of St John the Baptist Catholic Secondary School
Additional documents: Decision: (1) A completed expansion of St John the Baptist Catholic Secondary School by two forms of entry in 2018, which would create an additional 400 places (including additional 6th form provision) be approved.
(2) Delivery of the scheme in two phases be approved - Phase 1 to be delivered by September 2015 which would provide 3 additional classrooms, 2 studio spaces, office accommodation, changing rooms (as a result of converting the existing gymnasium) a new sports hall and Multi Use Games Area (MUGA).
(3) Subject to a detailed curriculum analysis, Phase 2 to be delivered by 2018 which would comprise 12 additional classrooms to be provided through a mixture of new build and remodelling of existing spaces and additional 6th form rooms. Improved services and an allowance for fixtures and fittings will also be provided as part of the project. These approvals are subject to the detailed financial information for the school as set out in Part 2 of this agenda (item 14).
Reasons for Decisions:
The Local Authority has a statutory duty to ensure there are sufficient school places in the County. Woking is an area where the demand for school places has increased significantly. St John the Baptist is an Ofsted rated ‘outstanding’ secondary school and has been oversubscribed even at existing levels of demand for many years. With the recent expansions at St Dunstan’s and the Marist Catholic Primary schools, which are both direct feeders to St John the Baptist, there is a very strong case to expand the school. It is recommended to divide the project into two phases. The site is restricted and completing the project in two phases will minimise disruption to the operation of the school and the early delivery of Phase 1 will release existing accommodation for conversion under Phase 2 of the expansion. This will address the existing deficiency in sports facilities at the school as early as possible and avoids inflationary costs in later years.
[The decisions on this item may 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 confirmed that Surrey County Council was undertaking the biggest School Investment Programme that the County had known and would be investing about £330m over the next five years. He said that this project was to expand the St John the Baptist Catholic Secondary School by two forms of entry to meet the demand coming through the primary sector and considered that the ‘One team’ approach, with colleagues from Property and Education working together was the way forward.
The Cabinet Member for Schools and Learning said that managing building projects at secondary schools was more complex and very different to primary school expansion which was why the expansion of this school would be in two phases. It was also on a very restricted site.
Two Catholic primary schools in the area had recently completed expansions approved by Cabinet. St Dunstan’s and The Marist Schools were direct feeder schools to St John the Baptist, which without expansion would be unable to meet the future demand for catholic secondary school places in the Borough.
The school only had one small gymnasium and no sports hall. Phase 1 would provide a new sports hall and Multi-Use Games Area (MUGA), as well as three additional classrooms, 2 studio spaces, a small office and changing rooms, as a result of converting the existing gym. The capacity of the school would be increased from 900 to 1200 places.
She said that St John the Baptist school was an outstanding school, pupils achieved excellent results there and she commended the recommendations to Cabinet.
RESOLVED:
(1) A completed expansion of St John the Baptist Catholic Secondary School by two forms of entry in 2018, which would create an additional 400 places (including additional 6th form provision) be approved.
(2) Delivery of the scheme in two phases be approved - Phase 1 to be delivered by September 2015 whichwould provide 3 additional classrooms, 2 studio spaces, office accommodation, changing rooms (as a result of converting the existing gymnasium) a new sports hall and Multi Use Games Area (MUGA).
(3) Subject to a detailed curriculum analysis, Phase 2 to be delivered by 2018 which would comprise 12 additional classrooms to be provided through a mixture of new build and remodelling of existing spaces and additional 6th form rooms. Improved services and an allowance for fixtures and fittings will also be provided as part of the project. These approvals are subject to the detailed financial information for the school as set out in Part 2 of this agenda (item 14).
Reasons for Decisions:
The Local Authority has a statutory duty to ensure there are sufficient school places in the County. Woking is an area where the demand for school places has increased significantly. St John the Baptist is an Ofsted rated ‘outstanding’ secondary school and has been oversubscribed even at existing levels of demand for many years. With the recent expansions at St Dunstan’s and the Marist Catholic Primary schools, which are ... view the full minutes text for item 62/14 |
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LEADER / DEPUTY LEADER / CABINET MEMBER DECISIONS TAKEN SINCE THE LAST CABINET MEETING
Additional documents: Minutes: The Cabinet Member for Transport, Highways and the Environment clarified the decision that he had taken on 12 March 2014 in relation to a Speed Limit Review on A217 Reigate Road, Hookwood. He said that the decision had been to clarify the start and finish of the reduction from 50mph to 40mph, from a point 255m north of the northern kerb line of Horse Hill, southwards and south eastwards to a point 2m north of the boundary between the properties known as ‘Maynel’ and ‘Hamilton’, Reigate Road.
RESOLVED:
That the decisions taken by Cabinet Members since the last meeting, as set out in Annex 1 of the submitted report, be noted.
Reasons for Decisions:
To inform the Cabinet of decisions taken by Cabinet Members under delegated authority. |
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SE Business Services Commercial Opportunity
Additional documents: Decision: That S.E. Business Services Ltd (a wholly owned company of the county council) provides Fire Services under a commercial contract arrangementbe endorsed.
Reasons for Decisions:
The reasons are:
· The securing of an alternative source of income for the benefit of Surrey residents and the wider community.
· This opportunity demonstrates the County Council’s intent and ability, through SE Business Services, to secure alternative commercial sources of revenue.
· The opportunity provides a sound platform for future Business Development and the pursuit of other value adding opportunities.
· The opportunity provides an excellent practical learning experience for development of commercial capabilities within a public service ethos. Placing Surrey County Council at the forefront of Public Service thinking.
[The decisions on this item may be called in by the Communities Select Committee]
Minutes: The Cabinet Member for Business Services introduced the report and said that Surrey County Council, as with other public sector bodies, was faced with delivering services to the public in the context of reduced funding. One option was to realise alternative sources of revenue through commercial activities. SE Business Services had recently been selected as the preferred bidder for the provision of Fire Services to a commercial customer. In common with standard commercial practice this opportunity was covered by a legally binding Non-Disclosure Agreement and therefore, the detail of this opportunity would be covered in Part 2 (item 13).
RESOLVED:
That S.E. Business Services Ltd (a wholly owned company of the county council) provides Fire Services under a commercial contract arrangementbe endorsed.
Reasons for Decisions:
The reasons were:
· The securing of an alternative source of income for the benefit of Surrey residents and the wider community.
· This opportunity demonstrates the County Council’s intent and ability, through SE Business Services, to secure alternative commercial sources of revenue.
· The opportunity provides a sound platform for future Business Development and the pursuit of other value adding opportunities.
· The opportunity provides an excellent practical learning experience for development of commercial capabilities within a public service ethos. Placing Surrey County Council at the forefront of Public Service thinking. |
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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.
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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Fire Service Commercial Opportunity
Decision:
That S.E. Business Services Ltd (a wholly owned company of the county council) be endorsed to provide Fire Contingency Services to the company named in the submitted report, under a commercial contract.
Reasons for Decisions:
The provision of the services under contract would secure an alternative source of income for the benefit of Surrey residents and provide a sound platform for future business development and the pursuit of other value adding opportunities.
[The decisions on this item may be called in by the Communities Select Committee]
Minutes: This was the Part 2 report, relating to item 11. The Monitoring Officer was invited to speak and drew Cabinet’s attention to the Risk Management and Implications section of the report which set out mitigating actions for identified risks. RESOLVED:
That S.E. Business Services Ltd (a wholly owned company of the county council) be endorsed to provide Fire Contingency Services to the company named in the submitted report, under a commercial contract.
Reasons for Decisions:
The provision of the services under contract would secure an alternative source of income for the benefit of Surrey residents and provide a sound platform for future business development and the pursuit of other value adding opportunities.
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Proposed expansion of St John the Baptist Catholic Secondary School
Decision: (1) That a total budget for the expansion scheme, as set out in the Medium Term Financial Plan 2014-2019 inclusive of fees, inflation and all other associated costs be approved. (2) That the delivery of the scheme would be in two phases. Phase 1 to be delivered by September 2015 would provide 3 additional classrooms, 2 studio spaces, a small office, changing rooms (as a result of converting the existing gymnasium), a new sports hall and MUGA (Multi Use Games Area) at a total cost as set out in the submitted report.
(3) Phase 2 to be delivered by 2018. This will include 12 additional classrooms provided through a mixture of new build and remodelling of existing spaces and additional 6th form rooms and includes improved services and fixtures and fittings. The remaining budget, as detailed in the submitted report will be allocated for Phase 2 to complete the expansion of the school by the due date.
(4) That a letter of agreement be signed between the County Council and the Governing Body of St John the Baptist, setting out the roles and responsibilities of both parties in relation to the funding and management of the scheme prior to the commencement of any works.
Reasons for Decisions:
As set out in the part 1 report (item 9).
[The decisions on this item may be called in by either the Council Overview and Scrutiny Committee or the Children and Education Select Committee]
Minutes: The Part 1 report set out the rationale for the proposal and the key issues for consideration. This Part 2 report set out the financial case including the expected costs of the proposal.
RESOLVED:
(1) That a total budget for the expansion scheme, as set out in the Medium Term Financial Plan 2014-2019 inclusive of fees, inflation and all other associated costs be approved. (2) That the delivery of the scheme would be in two phases. Phase 1 to be delivered by September 2015 would provide 3 additional classrooms, 2 studio spaces, a small office, changing rooms (as a result of converting the existing gymnasium), a new sports hall and MUGA (Multi Use Games Area) at a total cost as set out in the submitted report.
(3) Phase 2 to be delivered by 2018. This will include 12 additional classrooms provided through a mixture of new build and remodelling of existing spaces and additional 6th form rooms and includes improved services and fixtures and fittings. The remaining budget, as detailed in the submitted report will be allocated for Phase 2 to complete the expansion of the school by the due date.
(4) That a letter of agreement be signed between the County Council and the Governing Body of St John the Baptist, setting out the roles and responsibilities of both parties in relation to the funding and management of the scheme prior to the commencement of any works.
Reasons for Decisions:
As set out in the part 1 report (item 9).
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Property Transactions
Decision: (1) That the freehold interest of retail and office premises in Staines upon Thames for a purchase price, together with ancillary costs of purchase (stamp duty, legal costs and surveyor’s fees), as set out in the submitted report, be approved.
(2) That Property Services reviews the opportunity for the conversion or redevelopment of the upper floor offices to residential use for key worker accommodation, and upon the formulation of a final business case, the final decision be delegated to the Strategic Director for Business Services in consultation with the Cabinet Member for Assets and Regeneration Programmes, the Cabinet Member for Business Services and the Leader of the Council.
Reasons for Decisions:
To purchase the property and undertake a conversion of the upper floors to residential use to provide key worker housing in the heart of Staines upon Thames town centre.
[The decisions on this item may be called in by the Council Overview and Scrutiny Committee]
Minutes: The Cabinet Member for Assets and Regeneration Programmes requested that Cabinet authorised the acquisition of the freehold interest of retail and office premises in Staines for potential conversion of part to key worker housing accommodation.
RESOLVED:
(1) That the freehold interest of retail and office premises in Staines upon Thames for a purchase price, together with ancillary costs of purchase (stamp duty, legal costs and surveyor’s fees), as set out in the submitted report, be approved.
(2) That Property Services reviews the opportunity for the conversion or redevelopment of the upper floor offices to residential use for key worker accommodation, and upon the formulation of a final business case, the final decision be delegated to the Strategic Director for Business Services in consultation with the Cabinet Member for Assets and Regeneration Programmes, the Cabinet Member for Business Services and the Leader of the Council.
Reasons for Decisions:
To purchase the property and undertake a conversion of the upper floors to residential use to provide key worker housing in the heart of Staines upon Thames town centre.
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PUBLICITY FOR PART 2 ITEMS
Additional documents: Minutes: That non-exempt information relating to items considered in Part 2 of the meeting may be made available to the press and public, as appropriate. |