Agenda, decisions and minutes
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Media
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Apologies for Absence
Additional documents: Minutes: An apology for absence was received from Mr Tim Evans and an apology for lateness from Mrs Denise Le Gal who arrived at 3.08pm during Item 8 on the agenda. |
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Minutes of Previous Meeting: 13 December 2016
Additional documents: Minutes: The minutes of the meeting held on 13 December 2016 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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Additional documents: Decision: There were six Members’ questions, three from Mrs Hazel Watson and three from Mr Jonathan Essex. Responses are attached as appendix 1. Minutes: There were six Members’ questions, three from Mrs Hazel Watson and three from Mr Jonathan Essex. Responses are attached as appendix A.
Mrs Watson asked two supplementary questions:
Whether residents should have the list of services to be cut whether or not the referendum was won or lost? The Leader stated that the details would be provided to Cabinet at its meeting on 28 March 2017.
Could she have a list of the 103 Council assets list. The Leader responded that the response to the question was on the table and to provide a full list was not an efficient use of time.
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Additional documents: Decision: One question was received from Mr John Oliver. This and the response are attached as Appendix 2.
Minutes: One question was received from Mr John Oliver. This and the response are attached as Appendix B.
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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: (i) Social Care Services Board
A response to the report from the Social Care Services Board is attached as Appendix 3.
(ii) Council Overview Board
A response to the report from the Council Overview Board is attached as Appendix 4.
Minutes: (i) Social Care Services Board
A response to the report from the Social Care Services Board is attached as Appendix 3.
(ii) Council Overview Board
A response to the report from the Council Overview Board is attached as Appendix 4. The recommendations made by the Council Overview Board were considered with item 8 on the agenda.
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Additional documents: Decision: RESOLVED TO RECOMMEND TO COUNCIL:
Recommendation 1 That a sibling link is introduced for Stoughton Infant School with Northmead Junior School for September 2018.
Reasons for Recommendation · There was overall support for this change · It would support families with more than one child as families with a sibling at Northmead Junior School would benefit from sibling priority at Stoughton Infant School · This proposal is in line with a separate proposal by Northmead Junior School to introduce a reciprocal sibling link with Stoughton Infant School. This was agreed by the Governing Body of Northmead Junior School on 18 January 2017. · It would provide continuity and a clearer transition for parents, children and schools and would reduce anxiety for parents · It would maximise the opportunity for families to keep children together or at schools with agreed links · It is supported by Governors at Northmead Junior School and by the Headteacher and Chair of Governors of Stoughton Infant School
Recommendation 2 That the published admissions number for St Andrew’s CofE Infant School in Farnham is decreased from 40 to 30 for September 2018
Reasons for Recommendation · It is supported by the Headteacher and Governing Body of the school · There will still be sufficient infant places for local children if the PAN is decreased · It will help support other local schools in maintaining pupil numbers · It will alleviate funding and staffing issues in the school · It will have no impact on children who are currently on roll at the school
Recommendation 3 That the published admissions number for Walsh CofE Junior School is decreased from 75 to 64 in September 2018
Reasons for Recommendation · It is supported by the Headteacher and Governing Body of the school · There will still be sufficient junior places for local children if the PAN is decreased · It will help support other local schools in maintaining pupil numbers · It will alleviate funding, accommodation and staffing issues in the school · It will have no impact on children who are currently on roll at the school
Recommendation 4 That Surrey’s Relevant Area is agreed as set out in Enclosure 3.
Reasons for Recommendation · The local authority is required by law to define the Relevant Area for admissions · The Relevant Area must be consulted upon and agreed every two years even if no changes are proposed · Setting a Relevant Area ensures that any schools who might be affected by changes to the admission arrangements for other local schools will be made aware of those changes · No change has been made to Surrey’s Relevant Area since it was last determined in March 2015
Recommendation 5 That the aspects of Surrey’s admission arrangements for community and voluntary controlled schools for September 2018, for which no change is proposed, are agreed as set out in Enclosure 1 and its Appendices.
Reasons for Recommendation · This will ensure stability and consistency for the majority of Surrey’s parents, pupils and schools · The arrangements enable parents to have some historical benchmark by which to make informed decisions about ... view the full decision text for item 9/17 Minutes: The Cabinet Member for Schools, Skills and Educational Achievement began by explaining huge amount of work and the importance of the report that covered the admission arrangements Surrey’s community and voluntary controller schools and the co-ordinated admission schemes that would apply to all of Surrey’s state maintained schools for September 2018.
She informed Members that last September admissions were made to over 300 schools with 29,000 students; 2,000 of which were from outside of Surrey. She explained that this was a statutory report that had to be considered every year before the admissions arrangements were published in September for the following year, September 2018. She highlighted the 3 proposed changes within the recommendations which included: · A sibling link be introduced for Stoughton Infant School with Northmead Junior School for September 2018. · That the published admissions number for St Andrew’s CofE Infant School in Farnham is decreased from 40 to 30 for the September 2018. · That the published admissions number for Walsh CofE Junior School is decreased from 75 to 64 in September 2018.
Surrey County Council is responsible for setting the admission arrangements for its community and voluntary controlled schools and the coordinated admissions scheme. Academies, foundation, trust and voluntary aided schools are responsible for setting their own admission arrangements and as such are not covered in this report.
An error in paragraph 30 of the report was highlighted and should read: ‘For September 2018 it is proposed to decrease the PAN for Walsh CofE Junior School from 75 to 64.’
Following statutory consultation on Surrey’s admission arrangements for September 2018, Cabinet is asked to consider the responses set out in Enclosure 5 and make recommendations to the County Council on admission arrangements for Surrey’s community and voluntary controlled infant, junior, primary and secondary schools, the coordinated schemes that will apply to all schools for September 2018 and Surrey’s Relevant Area.
This report covers the following areas in relation to school admissions:
· Stoughton Infant School, Guildford – Recommendation 1 · St Andrew’s CofE Infant School, Farnham – Recommendation 2 · Walsh CofE Junior School, Ash – Recommendation 3 · Surrey’s Relevant Area – Recommendation 4 · Admission arrangements for which no change is proposed – Recommendation 5 · Primary and secondary coordinated admission schemes that will apply to all schools for 2018 – Recommendation 6
RESOLVED TO RECOMMEND TO COUNCIL:
Recommendation 1 That a sibling link is introduced for Stoughton Infant School with Northmead Junior School for September 2018.
Reasons for Recommendation · There was overall support for this change · It would support families with more than one child as families with a sibling at Northmead Junior School would benefit from sibling priority at Stoughton Infant School · This proposal is in line with a separate proposal by Northmead Junior School to introduce a reciprocal sibling link with Stoughton Infant School. This was agreed by the Governing Body of Northmead Junior School on 18 January 2017. · It would provide continuity and a clearer transition for parents, children and schools and would reduce anxiety for parents ... view the full minutes text for item 9/17 |
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Additional documents: Decision: RESOLVED:
1. The background information set out in the submitted report be noted. 2. The award of five localised contracts for three years from 1 April 2017, with an option to extend for two periods of one year each for Community Connections services in Surrey be approved. Reasons for Decisions:
The current agreements will expire on 31 March 2017. A full tender process, in compliance with the requirements of Public Contract Regulations and Procurement Standing Orders, has been completed and the recommendations provide best value for money for the Council following a thorough evaluation process.
Community Connections services will be delivered in Surrey from local bases. The recommended providers have committed to be proactive in providing apprenticeships and volunteering opportunities to Surrey residents whilst delivering efficiencies for the Council.
[The decision on this item may be called in by either the Council Overview Board or the Social Care Services Scrutiny Board] Minutes: The Cabinet Member for Adult Social Care, Wellbeing and Independence introduced this report which sought approval to award five contracts for the provision of Community Connections Services in Surrey to commence on 1 April 2017 as the current arrangements end on 31 March 2017. These contracts will enable Surrey County Council to fulfil its statutory duties under the Care Act 2014 to prevent, reduce and delay the care and support needs of those with mental health needs. Mental health services are significantly underfunded compared with physical health services. By commissioning these services, we will ultimately decrease the demand on, and cost of, the more complex mental health services. The Cabinet Member explained that there were 4,500 service users and that under the current contract the average cost per user was £118 as opposed to a typical cost of £11,300 for an acute psychiatric in-patient admission. The report provided details of the procurement process, including the results of the tender evaluation, engagement and consultation. Parts 1 and 2 of this report demonstrate why the recommended contract awards deliver best value for money and contribute to the strategic goals of Wellbeing and Resident Experience.
Due to the commercial sensitivity involved in the contract award process, the detailed evaluation report and financial details of successful providers have been circulated as a Part 2 report.
RESOLVED:
1. That the background information set out in this report be noted. 2. That the award of five localised contracts for three years from 1 April 2017, with an option to extend for two periods of one year each for Community Connections services in Surrey was approved. (Details of the awards and the contract values are in the Part 2 report.)
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Revenue and Capital Budget 2017/18 to 2019/20, and Treasury Management Strategy
Additional documents: Decision: To note the following important features of the revenue and capital budget: 1. The Director of Finance has produced two statutory conclusions as follows. a. For the proposed budget: that the council’s budget is balanced and sustainable over the long term, although still requiring significant service transformation and efficiencies. b. For the substitute budget: that the budget can only be balanced and become sustainable through the identification of substantial and permanent further service reductions for implementation in 2017/18 and subsequent years. 2. The requirement for the council to approve a substitute budget, with a council tax rise of 4.99% that will be implemented if the proposed budget in not supported in a referendum. 3. The findings of the Financial Resilience Review completed in November 2016. Cabinet recommendations to Full County Council on the revenue and capital budget:
4. Increase the level of the general council tax by 1.99% and an additional 10% (35p per day) as a result mainly of social care pressures, making a total general council tax increase of 11.99%. 5. Increase council tax by a further 3% for the adult social care precept, which will provide £18m to support the growth in demand for services. 6. Set the County Council precept for band D council tax at £1,458.45 which represents a 14.99% up-lift. 7. Agree to maintain the council tax rate set above after the Final Local Government Financial Settlement. 8. Delegate powers to the Leader and the Director of Finance to finalise budget proposals and recommendations to Full County Council updated to take into account new information. 9. Require the Chief Executive and the Director of Finance to continue their work to ensure delivery of planned efficiencies and service reductions. 10. Approve the County Council’s £1,696m gross revenue expenditure budget for 2017/18 for the proposed budget. 11. Note that the existing revenue costs of funding past capital spending decisions is £30m for 2017/18. 12. Agree up to a total of £408m funding for capital schemes that funds essential schemes over the next three year period (schools and non-schools), including ring-fenced grants and a borrowing requirement of £94m over the three years. 13. Note that the detailed programme of schemes will be agreed at the March 2017 Cabinet as part of the Medium Term Financial Plan. 14. Require a robust business case to be prepared (and taken to the Investment Panel for review) before committing expenditure for the use of: · all revenue ‘invest to save’ proposals, and · capital schemes. Cabinet recommendations to Full County Council on the revenue and capital substitute budget:
15. Increase the level of the general council tax by 1.99%. 16. Increase council tax by a further 3% for the adult social care precept, which will provide £18m to support the growth in demand for services. 17. Set the County Council precept for band D council tax at £1,331.55 which represents a 4.99% up-lift. 18. Approve the County Council’s £1,666m gross revenue expenditure budget for 2017/18 for the substitute budget. 19. Require the Chief ... view the full decision text for item 11/17 Minutes: The Chairman of the Council Overview Board (COB) introduced the COB recommendations to Cabinet and made the following points: · He welcomed the scrutiny contributions to the budget process · Arrangements put in place this year had helped the budget position · He thanked key officers and the Cabinet Member for Business Services and Resident Experience as well as the Vice Chair of COB for their attendance at meetings and their input. · COB made no recommendation to reduce spending on social care and most of the savings were focussed on back office/support functions rather than front line services. · He hoped that all proposals put forward by COB would be given serious consideration and looked forward to awaiting the proposals for the alternative budget.
The Chairman of the Economic Prosperity, Environment and Highways Board (EPEH) supported the proposals and welcomed the referendum. He explained the underestimation of the budget shortfall in Learning Disabilities services due to increasing numbers of users. He went on to explain the importance of the Surrey countryside for economic prosperity for the county and asked that it not be used as an easy target for cuts.
The Leader of the Council highlighted the changes made to the recommendations which had been tabled. He opened the debate by making the following points: · There was a lack of fairness in the amount of money it gave to Government and the level of cuts · Cabinet Members had met many times over the last five months to discuss how to deal with the funding issue and made several representations to Government and MPs · He explained that it was a councillor’s first duty to look after the residents who did not deserve what was happening with the funding issues. That there was still £30m worth of savings to be found in the proposed budget and £93m of cuts proposed to services. · It was irresponsible to use the last of the reserves as they were considered to be too low. Last year the reserves had been used to cover costs of widespread flooding which was not fully funded by Government. · He highlighted the S151 Officer’s and Legal Officer’s annexes to the report. · The people of Surrey must decide to protect services or for the council to implement the substitute budget. · The substitute budget would not provide sustainability to the Council and £50m of borrowing for capital items would not be possible if substitute budget was implemented. · There was much sadness from Members that these decisions needed to be taken.
Members raised the following points during the debate:
· The proposals were counter-intuitive as Conservative members · If the Government were to provided more funding this would be discussed with the Chief Executive and S151 Officer and if necessary call an emergency meeting of full Council · All councillors had signed up to work under the 7 Nolan Principles which were at the forefront of decisions and discussions. · The Conservative Group were 100% behind the Leader and it must be stressed to residents that the extra Council Tax proposed would ... view the full minutes text for item 11/17 |
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Leadership Risk Register
Additional documents: Decision: RESOLVED:
That the content of the Surrey County Council Leadership risk register, attached as Annex 1, to the submitted report be noted and the control actions put in place by the Statutory Responsibilities Network be endorsed.
Reasons for decisions:
To enable the Cabinet to keep Surrey County Council’s strategic risks under review and to ensure that appropriate action is being taken to mitigate risks to a tolerable level in the most effective way.
[The decision on this item may be called in by the Council Overview Board] Minutes: The Cabinet Member for Business Services and Resident Experience introduced the report by highlighting the changes as contained in paragraph 5 of the submitted report and explaining the amount of work undertaken by officers/services in producing the risk register.
RESOLVED:
That the Surrey County Council Leadership risk register (Annex 1 to the report) was noted and the control actions put in place by the Statutory Responsibilities Network endorsed.
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Finance and Budget Monitoring Report to 31 December 2016
Additional documents: Decision: RESOLVED:
That the report be noted, including the following:
1. That the forecast revenue budget outturn for 2016/17 was +£1.1m overspend, down from +£6.1m last month (Annex, paragraph 1 of the submitted report). 2. That forecast efficiencies and service reductions for 2016/17 were £65.1m, up from £62.9m last month (Annex, paragraph 48 of the submitted report). 3. That the quarter end positions for: balance sheet, earmarked reserves, debt and treasury management be noted (Annex, paragraphs App 7 to App 21 of the submitted report). 4. That the Section 151 Officer’s commentary and the Monitoring Officer’s Legal Implications commentary be noted(paragraphs 16 to 20 of the submitted report). . 5. That a reduction in the 2016/17 capital budget by £10.7m related to local growth deal programme consolidation be noted (Annex, paragraph 59 and 60 of the submitted report). 6. That £1.4m highways capital funding and expenditure relating to maintenance and flood risk management between 2016/17 and 2017/18 be re-profiled (Annex, paragraph 61 of the submitted report). 7. That the 2016/17 capital budget by £0.8m related to re-evaluation of the scheme for a new fire station in Spelthorne be reduced (Annex, paragraph 62 of the submitted report). Reasons for decisions:
This report is presented to comply with the agreed policy of providing a monthly budget monitoring report to Cabinet for approval and action as necessary.
[The decision on this item may be called in by the Council Overview Board] Minutes: The Leader of the Council introduced the report by stating that in September, several significant financial risks crystallised resulting in an unprecedented forecast outturn of +£22.4m overspend for this year. By the end of December, actions to bring this year’s budget back into balance had brought the forecast outturn position down to +£1.1m overspend. Whilst this was better the budget had still not quite balanced and many of the measures used to reduce the 2016/17 overspend were spending delays and one off savings.
He explained that the council’s financial position was under continuous pressure and there remained an £18m shortfall against planned efficiencies and the underlying overspend will continue into 2017/18, which was reflected in the Budget Report being considered.
He went on to say that the Council still had some way to go before it achieved a sustainable medium term financial plan. There were many reasons why the council needed to keep working to restore the financial position and highlighted the Section 151 Officer’s and the Monitoring Officer’s commentaries to the report which included the requirement of the Local Government Finance Act to ensure council spending does not exceed resources.
He said that cost, demand and funding pressures have meant overspends in Adult Social Care and Children’s Services amounting to £27m. Many of these pressures were preventing the implementation of savings plans and contributing to the £18m shortfall against our £83m savings target for 2016/17. These pressures continued to have a substantial and detrimental impact on the council’s medium term financial position, which was not yet sustainable.
He went on to explain that the Chief Executive and Director of Finance had agreed with service directors to review all spending plans and consider all options for managing service demand more effectively have improved the 2016/17 financial position and needed to continue.
Furthermore, wherever sensible, Cabinet would continue not to agree further spending commitments until they were assured of a balanced budget and had made progress towards a sustainable Medium Term Financial Plan. Given the gravity of the financial situation, it was vital members and officers continue their actions to identify and implement ways to reduce the overspend in 2016/17 and address the ongoing issues affecting the council’s financial sustainability for 2017/18 and subsequent years.
He concluded that Cabinet and other leading members must continue to bring the Council’s budget issues to the attention and understanding of Surrey’s MPs.
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:
That the report be noted, including the following:
1. That the forecast revenue budget outturn for 2016/17 was +£1.1m overspend, down from +£6.1m last month (Annex, paragraph 1 of the submitted report). 2. That forecast efficiencies and service reductions for 2016/17 were £65.1m, up from £62.9m last month (Annex, paragraph 48 of the submitted report). 3. That the quarter end positions for: balance sheet, earmarked reserves, debt and treasury management be noted (Annex, ... view the full minutes text for item 13/17 |
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Additional documents: Decision: RESOLVED:
1. The use of a range of existing framework agreements to deliver Surrey County Council’s (SCC) construction projects be approved.
2. In order to reduce timescales for awarding these contracts that authority to award contracts above £500,000 in value, either where a competitive tender procedure has been followed under a Framework Agreement compliant with the Public Contracts Regulations 2015, or where a local procedure has been followed in accordance with Procurement Standing Orders for contracts below the Regulations Thresholds be delegated to the Chief Property Officer in consultation with the Leader of the Council, Cabinet Portfolio Holder as appropriate, Assistant Director of Procurement and Section 151 Officer.
Reasons for decisions:
Property Services are responsible for delivery of construction projects including the Schools Basic Needs Programme which together are estimated to be £200m over the next 4 years.
In order to deliver this Programme Property and Procurement Services are developing a Delivery Model for Orbis which will involve the use of a suite of complementary procurement arrangements. These include existing regional construction frameworks and other frameworks for construction works and services which are used by the Council, as listed in paragraph 4 of the submitted report.
The Delivery Model will be supplemented with a new Orbis Construction Framework and Orbis Professional and Technical Services Framework which are being procured concurrently. The recommendation to award/use these two Orbis Construction Frameworks will be presented to Cabinet for approval in June 2017.
In order to reduce timescales for awarding contracts above £500,000 in value Cabinet is requested to delegate authority to award contracts. This proposed scheme builds on the principles established under previous delegations for contracts over £500,000 in value approved by Cabinet on 25 September 2012 and on 4 February 2014.
[The decision on this item may be called in by the Council Overview Board]
Minutes: In order to meet the timescales for delivering assets and infrastructure projects including those which form part of Schools Expansion Programme approval to use a range of framework agreements and to delegate authority to award contracts over £500,000 was requested.
Cabinet would exercise control over commitment of expenditure via a forward plan tracker, member updates and by the continuing need for Cabinet approval for the Business Case of projects before they were formally tendered.
RESOLVED:
1. The use of a range of existing framework agreements to deliver Surrey County Council’s (SCC) construction projects be approved.
2. In order to reduce timescales for awarding these contracts that authority to award contracts above £500,000 in value, either where a competitive tender procedure has been followed under a Framework Agreement compliant with the Public Contracts Regulations 2015, or where a local procedure has been followed in accordance with Procurement Standing Orders for contracts below the Regulations Thresholds be delegated to the Chief Property Officer in consultation with the Leader of the Council, Cabinet Portfolio Holder as appropriate, Assistant Director of Procurement and Section 151 Officer.
Reasons for decisions:
Property Services are responsible for delivery of construction projects including the Schools Basic Needs Programme which together are estimated to be £200m over the next 4 years.
In order to deliver this Programme Property and Procurement Services are developing a Delivery Model for Orbis which will involve the use of a suite of complementary procurement arrangements. These include existing regional construction frameworks and other frameworks for construction works and services which are used by the Council, as listed in paragraph 4 of the submitted report.
The Delivery Model will be supplemented with a new Orbis Construction Framework and Orbis Professional and Technical Services Framework which are being procured concurrently. The recommendation to award/use these two Orbis Construction Frameworks will be presented to Cabinet for approval in June 2017.
In order to reduce timescales for awarding contracts above £500,000 in value Cabinet is requested to delegate authority to award contracts. This proposed scheme builds on the principles established under previous delegations for contracts over £500,000 in value approved by Cabinet on 25 September 2012 and on 4 February 2014.
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Leader / Deputy Leader / Cabinet Member Decisions Taken Since the Last Cabinet Meeting
Additional documents: Decision: RESOLVED:
The delegated decisions taken by Cabinet Members since the last meeting of the Cabinet be noted.
Minutes: The Cabinet received the delegated decisions taken by Cabinet Members since the last meeting of the Cabinet.
RESOLVED:
To note the decisions taken by Cabinet Members since the last meeting as set out in Annex 1 of the submitted report.
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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 AND SET OUT BELOW IS A PUBLIC SUMMARY OF THE DECISIONS TAKEN. |
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Approval to award contracts for the provision of Mental Health Services in Surrey - Community Connections
Decision: RESOLVED: That in conjunction with the recommendations made in the Part 1 Cabinet report five Community Connections Services localised contracts be awarded for three years from 1 April 2017, with an option to extend for two periods of one year each, as detailed in the submitted Part 2 report. The funding allocation between Surrey County Council, the CCGs and the Better Care Fund is detailed in paragraph 12 of the submitted report.
Reasons for decisions:
The current contracts will expire on 31 March 2017. A full tender process, in compliance with the requirement of EU Procurement Legislation and Procurement Standing Orders, has been completed and the recommendations provide best value for money for the Council following a thorough evaluation process.
[The decision on this item may be called in by either the Social Care Services Board or the Council Overview Board]
Minutes: The Cabinet Member for Adult Social Care, Wellbeing and independence said that this report contained the confidential financial and value for money information relating to item 7. RESOLVED: That in conjunction with the recommendations made in the Part 1 Cabinet report five Community Connections Services localised contracts be awarded for three years from 1 April 2017, with an option to extend for two periods of one year each, as detailed in the submitted Part 2 report. The funding allocation between Surrey County Council, the CCGs and the Better Care Fund is detailed in paragraph 12 of the submitted report.
Reasons for decisions:
The current contracts will expire on 31 March 2017. A full tender process, in compliance with the requirement of EU Procurement Legislation and Procurement Standing Orders, has been completed and the recommendations provide best value for money for the Council following a thorough evaluation process.
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PUBLICITY FOR PART 2 ITEMS
Additional documents: Decision: It was agreed that non-exempt information may be made available to the press and public, where appropriate. Minutes: It was agreed that non-exempt information may be made available to the press and public, where appropriate. |