Councillors and committees

Agenda, decisions and minutes

Venue: Ashcombe Suite, County Hall, Kingston upon Thames, Surrey KT1 2DN

Contact: Vicky Hibbert or Anne Gowing  020 8541 9938 Email: anne.gowing@surreycc.gov.uk

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93/17

Apologies for Absence

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    Minutes:

    Apologies have been received from Mrs Clack and Mrs Lewis.

     

94/17

Minutes of Previous Meeting: 30 May 2017

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    Minutes:

    The minutes of the meeting held on 30 May 2017 were confirmed and signed by the Chairman.

     

95/17

Declarations of Interest

96/17

Procedural Matters

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96/171

Members' Questions pdf icon PDF 321 KB

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    Decision:

    Six questions were received. The questions and the responses were attached as Appendix 1.

     

     

     

     

    Minutes:

    Six questions were received. The questions and the responses were attached as Appendix 1.

     

    Supplementary questions

     

    Q1 Mrs Watson expressed disappointment that an out of date figure was still on the Surrey County Council website and requested that it was amended. The Leader agreed to this request. However, he pointed out that £104m savings were required this year to balance the Council’s budget but that £150m savings would be required to provide a balanced and sustainable budget for the current year.

     

    Q3 Mrs White asked the Cabinet to explain why the Government could provide £1billion of funding for Northern Ireland but could not provide Surrey with sufficient funding for its Housing Related Support. The Leader of the Council said that it would be inappropriate for him to comment of that Government proposal. However, the Cabinet Member for Adults confirmed that where Surrey residents qualified for a personal assessment for Housing Related Support, they would receive it.

97/17

Public Questions

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    Minutes:

    There were no questions from members of the public.

98/17

Petitions

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    Minutes:

    No petitions were received.

99/17

Representations received on reports to be considered in private

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    Minutes:

    No representations were received.

100/17

Reports from Select Committees, Task Groups, Local Committees and other Committees of the Council

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    Minutes:

    There were none.

101/17

Surrey Safeguarding Adults Board Annual Report 2016 - 17 pdf icon PDF 138 KB

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    Decision:

    RESOLVED:

     

    1.          That the attached Surrey Safeguarding Adults Board Annual Report be considered and noted prior to it being published.

    2.          That the next steps for the publication of the Annual report be agreed.

    Reasons for Decisions:

     

    These recommendations demonstrate that the Council is well placed to fulfil its obligations under the Care Act to have an established Safeguarding Adults Board in its area.

     

    It will support the SSAB to be transparent by providing information to the public on the performance of the Board in the delivery of its strategic plan.

     

    [The decisions on this item can be called in by the Adults and Health Select Committee]

    Minutes:

    The Surrey Safeguarding Adults Board (SSAB) is a statutory Board with responsibilities set out in the Care Act 2014.

    The Board is chaired by an independent chairman, Mr Simon Turpitt, who attended the meeting and was invited to introduce the report. He considered that this was a progressive report with many positive achievements. He said that Safeguarding was good in Surrey and that the Board continued to work closely with its partners. He also said that this year, the Board had started to look independently at the way the main agencies worked, starting with Adult Social Care. This had highlighted areas of good practice and opportunities to improve.

    When asked for examples of closer working with the Children’s Safeguarding Board, he said that there was some overlap and that he didn’t want to see duplication of work but the Board would be working towards sharing training, a joint challenge event and transitions.

    He confirmed that every Board meeting had a representative from the Children’s Safeguarding Board but the aim was to achieve more joint collaboration. He also highlighted Appendix E to the Board’s report (Surrey Safeguarding Adults Board Annual Plan 2017 – 18) and agreed to include, as one of the key priorities for the Board – Co-operation and Partnership with both Boards, which would enable closer working together.

    When asked by Cabinet Members about any areas of concern, Mr Turpitt confirmed that he was happy with the support that the Board received from its partners and that he had no area of concern that he wished to highlight.

    RESOLVED:

     

    1.          That the attached Surrey Safeguarding Adults Board Annual Report be considered and noted prior to it being published.

    2.          That the next steps for the publication of the Annual report be agreed.

    Reasons for Decisions:

     

    These recommendations demonstrate that the Council is well placed to fulfil its obligations under the Care Act to have an established Safeguarding Adults Board in its area.

     

    It will support the SSAB to be transparent by providing information to the public on the performance of the Board in the delivery of its strategic plan.

102/17

Contract Award - Countywide Carers Support pdf icon PDF 225 KB

    Additional documents:

    Decision:

    RESOLVED:

     

    That the award of four contracts for the provision of specialist countywide carers support services be approved to the following:

    ·                Young Carers and Young Adult Carers awarded to Action for Carers Surrey

    ·                “Giving Carers A Voice” And Multi Agency Awareness Raising awarded to Action for Carers Surrey

    ·                Back Care Services awarded to Action for Carers Surrey

    ·                Benefits Advice for Carers awarded to Surrey Welfare Rights Unit.

    Each contract is for a period of two years commencing 1 August 2017 with an option to extend on one or more occasions for up to a total period of two years.

    Reasons for Decisions:

    Local Authorities have a statutory duty to support adult and young carers in case of need, which could be met through a variety of approaches. There are also specific key objectives in the National Carers Strategy to engage with carers and young carers in co-design and to ensure staff are properly briefed about carers needs. Following an assessment of several service delivery and procurement options, it was concluded that a full competitive tender based on subject specific lots was the most appropriate approach. The project is funded from the Better Care Fund and forms part of the Surrey Better Care Plan.

    This procurement exercise was carried out in collaboration with Surrey’s six NHS Clinical Commissioning Groups (CCGs). The objective being to secure the best supplier(s) delivering cost effective, high quality services against agreed specifications that will improve the quality of life for carers.

    An open, fair and transparent tender process was undertaken and potential providers were invited to bid for one lot for each service. Following a thorough evaluation process suppliers were selected for each area. 

    The recommended bidders have demonstrated that they can deliver high quality services expected by Surrey County Council (SCC) and the CCGs.

    There is strong evidence from national cost modelling, that support to carers helps prevent breakdown of caring situations and avoids far greater cost for the provision of more expensive, more intrusive “care packages” or interventions. Although no accurate calculation of the benefits can be made it is estimated £17.2 million of additional care and support costs will be prevented over the life of these contracts.

    [The decisions on this item can be called in by the Adults and Health Select Committee]

     

    Minutes:

    Introducing this report, the Cabinet Member for Adults said that ensuring that there was adequate support for carers was a key priority for both Adult Social Care (ASC) and the Clinical Commissioning Groups (CCGs) in Surrey.

    According to the 2011 Census there were 108,433 carers in Surrey and of these, 52,050 carers were providing over 20 hours care a week. Therefore, to ensure its effective delivery, the CCGs and SCC had undertaken joint procurement exercises for four support services for Carers:

    ·                Specialist Young Carers Service

    ·                Giving carers a voice and multi-agency awareness raising for carers

    ·                Back Care Services

    ·                Welfare Benefits Advice for carers

     

    The services were currently being delivered as eight individual grant agreements which would end on 31 July 2017.

        

    He said that a procurement exercise had been undertaken but due to the commercial sensitivity involved in the contract award process, the financial details of the successful providers and the scoring summary were detailed in the Part 2 annex to this report.

    He also highlighted the financial and value for money implications, as set out in the report, and said that there was strong evidence that supporting carers helped prevent breakdown of caring situations and avoided far greater costs for the provision of more expensive and more intrusive ‘care packages’.

    Finally, he drew attention to the comprehensive Equality Impact Assessment attached to the report.

    The Cabinet Member for Children said that she was pleased to see that these contracts for Countywide Carers support incorporated young carers and stressed the importance of recognising and identifying them.

    RESOLVED:

     

    That the award of four contracts for the provision of specialist countywide carers support services be approved to the following:

    ·                Young Carers and Young Adult Carers awarded to Action for Carers Surrey

    ·                “Giving Carers A Voice” And Multi Agency Awareness Raising awarded to Action for Carers Surrey

    ·                Back Care Services awarded to Action for Carers Surrey

    ·                Benefits Advice for Carers awarded to Surrey Welfare Rights Unit.

    Each contract is for a period of two years commencing 1 August 2017 with an option to extend on one or more occasions for up to a total period of two years.

    Reasons for Decisions:

    Local Authorities have a statutory duty to support adult and young carers in case of need, which could be met through a variety of approaches. There are also specific key objectives in the National Carers Strategy to engage with carers and young carers in co-design and to ensure staff are properly briefed about carers needs. Following an assessment of several service delivery and procurement options, it was concluded that a full competitive tender based on subject specific lots was the most appropriate approach. The project is funded from the Better Care Fund and forms part of the Surrey Better Care Plan.

    This procurement exercise was carried out in collaboration with Surrey’s six NHS Clinical Commissioning Groups (CCGs). The objective being to secure the best supplier(s) delivering cost effective, high quality services against agreed specifications that will improve the quality  ...  view the full minutes text for item 102/17

103/17

Annual Governance Statement 2016/17 pdf icon PDF 131 KB

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    Decision:

    RESOLVED:

     

    1.       That the 2016/17 Annual Governance Statement, attached as Annex 1 to the submitted report be approved and signed by the Leader of the Council and the Chief Executive for inclusion in the Statement of Accounts.

     

    2.       That the Audit and Governance Committee continue to monitor the governance environment and report to the Cabinet, Cabinet Member or Select Committees as appropriate.

     

    Reason for Decisions:

     

    There is a statutory duty to annually review and report on governance through an Annual Governance Statement.  The identification of areas for focus and continuous improvement ensures high standards of governance.

     

    [The decisions on this item can be called in by the Corporate Services Select Committee]

     

    Minutes:

    The Annual Governance Statement provides a comprehensive assessment of the Council’s governance arrangements.  Once signed by the Leader of the Council and the Chief Executive, the Annual Governance Statement is incorporated in the Statement of Accounts.

     

    Prior to the start of this item, the Chairman of the Audit and Governance Committee was invited to speak. He confirmed that his committee had given detailed consideration of the Annual Governance Statement and overall they were satisfied with it. The committee had requested the inclusion of the following sentence, in the Engagement and Collaboration section:

     

    ‘A Board consisting of Leaders from the partner organisations, oversees the operation of MASH (Multi Agency Safeguarding Hub).’

     

    He commended the Annual Governance Statement to Cabinet for approval.

     

    RESOLVED:

     

    1.       That the 2016/17 Annual Governance Statement, attached as Annex 1 to the submitted report be approved and signed by the Leader of the Council and the Chief Executive for inclusion in the Statement of Accounts.

     

    2.       That the Audit and Governance Committee continue to monitor the governance environment and report to the Cabinet, Cabinet Member or Select Committees as appropriate.

     

    Reason for Decisions:

     

    There is a statutory duty to annually review and report on governance through an Annual Governance Statement.  The identification of areas for focus and continuous improvement ensures high standards of governance.

104/17

Finance and Budget Monitoring Report: 31 May 2017 pdf icon PDF 136 KB

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    Decision:

    RESOLVED:

     

    1.         That an early forecast revenue budget outturn for 2017/18, ahead of identifying mitigating actions, is a £24m overspend, as set out in the Annex, paragraph 1 to the submitted report. This includes:
    £9m savings to be identified,
    £7m savings considered unachievable,
    £11m service pressures.

    2.         That the forecast savings for 2017/18 total £88.4m against £104.0m target be noted, as set out in the Annex, paragraph 31 of the submitted report.

    3.         That the Section 151 Officer’s commentary and the Monitoring Officer’s Legal Implications commentary, paragraphs 15 to 18 of the submitted report, be noted.

    4.         That the following revenue budget virements be approved:

    ·      £1m from Early Help to the Multi Agency Safeguarding Hub, as set out in the Annex, paragraph 28 of the submitted report.

    ·      £3m from Schools and SEND to Children’s Services, as set out in the Annex, paragraph 29 of the submitted report.

    ·      £14,000 from Budget Equalisation Reserve to Surrey Safeguarding Board, as set out in the Annex, paragraph 30 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 decisions on this item can be called in by the Corporate Services Select Committee]

     

     

    Minutes:

    The Leader of the Council presented the budget monitoring report for period two of 2017/18.

    He said that, in February the Council set its budget for 2017/18 in the face of  significant rising demand pressures (particularly in social care), falling Government funding and continuing restraint on the Council’s ability to raise funds locally.   Therefore, in order to balance 2017/18’s budget the Council had to make plans to deliver an unprecedented £104m of savings and that this challenge came on top of making over £450m savings since 2010.

    He went on to say that after two months into the new financial year, services had already achieved over £30m of savings, with another £38m on track for delivery, which was good news. Adding to this, he said that savings facing potential barriers had fallen from £43m to £14m, with £6m considered at serious risk. However, £7m of savings were now considered to be unachievable in 2017/18 (including nearly £3m each in Early Help and Waste Disposal and £1m due to delays in Fire & Rescue Service savings).   Lastly, whilst £9m of savings had yet to be identified fully, Cabinet team and Senior Management team had held discussions about possibilities and further discussions were on-going.

    In setting the 2017/18 budget, he reiterated that this Council faced significant demand and cost pressures, mostly in social care and that the first two months of this financial year had seen pressures intensify above what was expected.   For example, in Children’s Services, increasing demand was adding a £9m pressure and in Public Health, retendering of a major contract was adding a nearly £2m pressure.

    He said that whilst there were some offsetting forecast underspends, such as in Schools & SEND, at this early stage of the financial year and before the Council had identified mitigating actions, the combined impact of the lower savings and rising demand was a £24m forecast overspend for 2017/18.

    He explained that this early budget monitoring report demonstrated that the Council still had some way to go before a sustainable medium term financial plan was achieved and there were many reasons why Members and officers needed to keep working to restore the financial position.   Not least among them, as pointed out by the Section 151 Officer and the Monitoring Officer, was the requirement of the Local Government Finance Act to ensure that the County Council’s spending did not exceed its resources. This £24m forecast overspend was before taking account of any mitigating actions. 

    Finally, he said that, given the gravity of this forecast position, it was vital that Members and officers continued their actions to identify and implement ways to mitigate the impact of savings shortfalls and service pressures.   The Council needed to identify and implement alternative savings and cost reductions quickly to address the ongoing issues affecting the 2017/18 budget and the Council’s future financial sustainability.

    Other Cabinet Members were invited to highlight the key points and issues from their portfolios, as detailed in the Annex to the report.

     

     

    RESOLVED:

     

    1.         That  ...  view the full minutes text for item 104/17

105/17

Surrey County Council Public Bus Contract Retendering 2017 pdf icon PDF 219 KB

    Additional documents:

    Decision:

    RESOLVED:

     

    1.       That the background information set out in the report be noted.

     

    2.       Following consideration of the results of the procurement process in part 2 of the meeting, the award of contracts to the following nine operators be agreed:

     

           Hallmark Connections, Falcon Coaches, Stagecoach South, Cardinal Buses, Reptons Coaches, C E Jeatt & Son, London United Busways, Carlone Buses and Compass Travel.

     

           The contract length will be three years with the option to extend up to a maximum of eight years, as permitted by the 1985 Transport Act. The total annual value of these contracts will be £2.827m of which £2.619m relates to the services in north Surrey.

     

    Reasons for Decisions:

     

    This recommendation will enable Surrey County Council to achieve:

     

    ·                A net full year saving of £0.7m compared to the previous aggregated cost of the routes.

    ·                A robust bus network delivery of essential public transport to residents of Surrey.

    ·                Services delivered by Operators who are reputable and meet the Council’s minimum level of quality.

    ·                Funding arrangements with Operators that are sustainable.

    ·                Ensuring the Council complies with the Procurement Standing Orders (PSO), requiring Cabinet approval for those contracts that reach a specified value.

     

    [The decision on this item may be called in by either the Corporate Services Select Committee or the Environment and Infrastructure Select Committee]

     

     

     

    Minutes:

    The Cabinet Member for Environment and Transport considered that the re-tendering of these public bus contracts was ‘good news’ for Surrey residents because these contract awards, which covered Abellio bus routes would improve services in some areas whilst saving the Council £700,000 annually.

     

    He said that this report sought to award 24 bus contracts to 9 operators for the provision of public bus services to commence on 2 September 2017. Of these, twenty two contracts related to north Surrey, principally in the Elmbridge, Runnymede, Spelthorne and Woking areas, for services currently or formerly operated by Abellio. The remaining two contracts are for services in the rural area between Guildford and Cranleigh. The financial details relating to these contracts were set out in a part 2 report to be considered later in the meeting.

     

    He referred to Abellio scaling back its operation in north Surrey in December 2016 and that withdrawn services had been covered by other operators. He also highlighted those services with planned improvements to their service, such as extending the 555 route to Whiteley Village. He also drew attention to the financial and value for money implications set out within paragraph 34 of the report.

     

    Cabinet Members were pleased that service levels had been retained. They were also advised that the new bus timetables would be on the Surrey County Council website shortly.

     

    RESOLVED:

     

    1.       That the background information set out in the report be noted.

     

    2.       Following consideration of the results of the procurement process in   2 part of the meeting, the award of contracts to the following nine operators be agreed:

     

           Hallmark Connections, Falcon Coaches, Stagecoach South, Cardinal Buses, Reptons Coaches, C E Jeatt & Son, London United Busways, Carlone Buses and Compass Travel.

     

           The contract length will be three years with the option to extend up to a maximum of eight years, as permitted by the 1985 Transport Act. The total annual value of these contracts will be £2.827m of which £2.619m relates to the services in north Surrey.

     

    Reasons for Decisions:

     

    This recommendation will enable Surrey County Council to achieve:

     

    ·                A net full year saving of £0.7m compared to the previous aggregated cost of the routes.

    ·                A robust bus network delivery of essential public transport to residents of Surrey.

    ·                Services delivered by Operators who are reputable and meet the Council’s minimum level of quality.

    ·                Funding arrangements with Operators that are sustainable.

    ·                Ensuring the Council complies with the Procurement Standing Orders (PSO), requiring Cabinet approval for those contracts that reach a specified value.

     

     

106/17

Approval to appoint building contractors to Orbis Construction framework Agreement pdf icon PDF 148 KB

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    Decision:

    RESOLVED:

     

    1.       That the appointment of selected building contractors to the Orbis Construction Framework be approved.  

     

    2.       In order to reduce timescales for awarding contracts under the Orbis Construction Framework, authority to award contracts above £500,000 in value, where a mini-competition tender procedure has been followed, be delegated to the Chief Property Officer, in consultation with the Leader of the Council, Cabinet Portfolio Holder, Assistant Director of Procurement and Section 151 Officer.

     

    Reasons for Decisions:

     

    Property Services are responsible for delivery of Surrey County Council’s capital construction projects which are estimated to be £200m over the next 4 years.

     

    In order to deliver these projects Property and Procurement Services developed a Delivery Model for Major Capital Projects which involves the use of a suite of complementary procurement arrangements. The Delivery Model includes existing regional frameworks and other frameworks for construction works and services which are used by the Council. Where local markets exist for construction contracts the Delivery Model allows for tendering local building contractors in accordance with the Council’s Procurement Standing Orders.

     

                The use of a combination of complementary procurement arrangements will ensure best value is obtained particularly in terms of quality of service and reduced contract award timescales.

     

    Sussex Cluster Construction Framework which formed part of the Delivery Model expired on 28 February 2017. Sussex Cluster Construction Framework will be replaced with a new Orbis Construction Framework which will supplement the Delivery Model with a flexible procurement arrangement.

     

    Procurement and Property Services undertook a restricted tender procedure to select a group of building contractors with demonstrable experience and capacity to deliver construction projects between £1,000,000 and £10,000,000 in value. The tender for the new Orbis Construction Framework is at a stage where Cabinet approval is required in order to conclude the tender procedure and appoint successful building contractors to the Framework.

     

    This new Orbis Construction Framework will enable rapid contractor deployment via mini-competition route. In order to reduce timescales for awarding contracts above £500,000 in value, Cabinet is requested to delegate authority to award contracts to Chief Property Officer in consultation with the Leader of the Council, Cabinet Portfolio Holder, Assistant Director of Procurement and Section 151 Officer.

     

    This proposed schedule of delegation is the same as the previous schedule which was approved by Cabinet on 31 January 2017 for Assets & Infrastructure contracts over £500,000 in value. 

     

     

     

    Cabinet will 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 are formally tendered.

     

    [The decision on this item may be called in by the Corporate Services Select Committee]

     

     

    Minutes:

    The Cabinet Member for Property and Business Services said that the new Orbis Construction Framework would supplement a number of procurement arrangements which were available to Surrey County Council to deliver capital construction projects.

     

    He also informed Cabinet that the objectives of the Framework would put an emphasis on the delivery of social value benefits in the local community such as creation of employment, training and apprenticeships opportunities for residents and sub-contracting opportunities for local contractors.

     

    Finally, he confirmed that the Framework would be split into two value banded lots:

     

    ·         Lot 1 for works between £3m and £10m

    ·         Lot 2 for works between £1m and £3m.

     

    The financial details relating to this Framework were set out in a part 2 annex.

     

    RESOLVED:

     

    1.       That the appointment of selected building contractors to the Orbis Construction Framework be approved.  

     

    2.       In order to reduce timescales for awarding contracts under the Orbis Construction Framework, authority to award contracts above £500,000 in value, where a mini-competition tender procedure has been followed, be delegated to the Chief Property Officer, in consultation with the Leader of the Council, Cabinet Member for Property and Business Services, Assistant Director of Procurement and Section 151 Officer.

     

    Reasons for Decisions:

     

    Property Services are responsible for delivery of Surrey County Council’s capital construction projects which are estimated to be £200m over the next 4 years.

     

    In order to deliver these projects Property and Procurement Services developed a Delivery Model for Major Capital Projects which involves the use of a suite of complementary procurement arrangements. The Delivery Model includes existing regional frameworks and other frameworks for construction works and services which are used by the Council. Where local markets exist for construction contracts the Delivery Model allows for tendering local building contractors in accordance with the Council’s Procurement Standing Orders.

     

                The use of a combination of complementary procurement arrangements will ensure best value is obtained particularly in terms of quality of service and reduced contract award timescales.

     

    Sussex Cluster Construction Framework which formed part of the Delivery Model expired on 28 February 2017. Sussex Cluster Construction Framework will be replaced with a new Orbis Construction Framework which will supplement the Delivery Model with a flexible procurement arrangement.

     

    Procurement and Property Services undertook a restricted tender procedure to select a group of building contractors with demonstrable experience and capacity to deliver construction projects between £1,000,000 and £10,000,000 in value. The tender for the new Orbis Construction Framework is at a stage where Cabinet approval is required in order to conclude the tender procedure and appoint successful building contractors to the Framework.

     

    This new Orbis Construction Framework will enable rapid contractor deployment via mini-competition route. In order to reduce timescales for awarding contracts above £500,000 in value, Cabinet is requested to delegate authority to award contracts to Chief Property Officer in consultation with the Leader of the Council, Cabinet Portfolio Holder, Assistant Director of Procurement and Section 151 Officer.

     

    This proposed schedule of delegation is the same as the previous schedule which  ...  view the full minutes text for item 106/17

107/17

Leader / Deputy Leader / Cabinet Member/ Investment Board Decisions Taken Since the Last Cabinet Meeting pdf icon PDF 83 KB

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    Decision:

    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.

     

    Minutes:

    This Annex set out the decisions taken by individual Cabinet Members since the last meeting of the Cabinet. Members were given the opportunity to comment on them.

     

    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.

     

108/17

EXCLUSION OF THE PUBLIC

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    Decision:

    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 the relevant paragraphs of Part 1 of Schedule 12A of the Act.

     

    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 the relevant paragraphs of Part 1 of Schedule 12A of the Act.

     

109/17

Contract Award - Countywide Carers Support

    Decision:

    RESOLVED:

     

    That the information within this Part 2 report be noted, in conjunction with the recommendations made in the Part 1 Cabinet report noting that the value of each of recommended awards is set out in the Part 2 report.

    Reasons for Decisions:

     

    Following a competitive tendering processes in compliance with the requirements of Public Contracts Regulations 2015 and the council’s Procurement Standing Orders, the recommended bidders have demonstrated they are able to deliver the high standard of service expected by Surrey County Council and will work with the Council over the full contract duration to make continuous improvements, deliver social value objectives and add value. The service will improve the quality of life for carers.

     

    [The decision on this item may be called in by the Adults and Health Select Committee]

     

    Minutes:

    Introducing this report, the Cabinet Member for Adults said that this report contained the confidential financial and value for money information relating to item 7. He said that it should be noted that despite eleven expressions of interest, only two bids were submitted. However, the bids were evaluated in line with the criteria, as set out within the tender documentation, and the panel were confident that the bids were of a high quality and met all of the Council’s service, financial and capacity requirements.

    RESOLVED:

     

    That the information within this Part 2 report be noted, in conjunction with the recommendations made in the Part 1 Cabinet report noting that the value of each of recommended awards is set out in the Part 2 report.

    Reasons for Decisions:

     

    Following a competitive tendering processes in compliance with the requirements of Public Contracts Regulations 2015 and the council’s Procurement Standing Orders, the recommended bidders have demonstrated they are able to deliver the high standard of service expected by Surrey County Council and will work with the Council over the full contract duration to make continuous improvements, deliver social value objectives and add value. The service will improve the quality of life for carers.

     

110/17

Surrey County Council Public Bus Contract Retendering 2017

    Decision:

    RESOLVED:

     

    That the award of the twenty four local bus contracts to nine operators, as detailed in table 2 of the submitted Part 2 report, be approved.

     

    Reasons for Decisions:

     

    To enable Surrey County Council (SCC) to achieve the required savings and ensure the Council complies with Procurement Standing Orders, requiring Cabinet approval for those contracts that reach a specified value.

     

    [The decision on this item may be called in by either the Corporate Services Select Committee or the Environment and Infrastructure Select Committee]

     

    Minutes:

    The Cabinet Member for Environment and Transport said that this report contained the confidential financial and value for money information relating to item 10.

    RESOLVED:

     

    That the award of the twenty four local bus contracts to nine operators, as detailed in table 2 of the submitted Part 2 report, be approved.

     

    Reasons for Decisions:

     

    To enable Surrey County Council (SCC) to achieve the required savings and ensure the Council complies with Procurement Standing Orders, requiring Cabinet approval for those contracts that reach a specified value.

     

111/17

Approval to appoint building contractors to Orbis Construction Framework Agreement

    Decision:

    Resolution and Reasons for Decisions, as set out in the Part 1 report (item 11).

     

    [The decision on this item may be called in by the Corporate Services Select Committee]

    Minutes:

    Members agreed that there would be regular annual reviews of the companies appointed to the Orbis Construction Framework Agreement and that any disparity be brought back to Cabinet.

     

    The Resolution and Reasons for Decisions, were as set out in the Part 1 report (item 11).

     

112/17

Property Transaction - Disposal

Decision:

RESOLVED:

 

1.       Surrey County Council enters into a Landowners Agreement with the Kenward family in regard to their landholdings at Coxbridge Farm, West Street, Farnham, to include the lifting of restrictive covenants over the land owned by the Kenwards. In the event there is no signed agreement, the restrictive covenants will remain in place.

 

2.       Surrey County Council enters into a Promotion Agreement with Sentinel Housing (operating as Vestal Developments Ltd) to permit the promotion of the land owned by the council and the Kenwards and to bear a proportion of the cost of promotion, as outlined in paragraph 14 of the submitted report.

 

3.       As part of the Promotion Agreement, Surrey County Council agrees to dispose of its freehold interest, provided it meets a prescribed minimum land price per acre, as outlined in paragraph 23 of the submitted report and authority be delegated to the Chief Property Officer, in consultation with the Leader and Cabinet Member for Property and Business Services, Director of Finance and the Director of Legal, Democratic and Cultural Services, to enter into a sale contract, provided this condition is met.

 

Reasons for Decisions:

 

To secure a significant capital receipt from the modification of the restrictive covenants and sale of the Surrey County Council owned land that has been identified in Waverley Borough Council’s emerging local plan as a potential residential extension to Farnham.

 

[The decision on this item may be called in by the Corporate Services Select Committee]

Minutes:

The Cabinet Member for Property and Business Services introduced the report in which he requested that Cabinet entered into a Landowners Agreement with the Kenward family.

 

Cabinet requested that an additional sentence was added to recommendation 1, namely that in the event that there was no signed agreement the restrictive covenants would remain in place.

 

RESOLVED:

 

1.       Surrey County Council enters into a Landowners Agreement with the Kenward family in regard to their landholdings at Coxbridge Farm, West Street, Farnham, to include the lifting of restrictive covenants over the land owned by the Kenwards. In the event there is no signed agreement, the restrictive covenants will remain in place.

 

2.       Surrey County Council enters into a Promotion Agreement with Sentinel Housing (operating as Vestal Developments Ltd) to permit the promotion of the land owned by the council and the Kenwards and to bear a proportion of the cost of promotion, as outlined in paragraph 14 of the submitted report.

 

3.       As part of the Promotion Agreement, Surrey County Council agrees to dispose of its freehold interest, provided it meets a prescribed minimum land price per acre, as outlined in paragraph 23 of the submitted report and authority be delegated to the Chief Property Officer, in consultation with the Leader and Cabinet Member for Property and Business Services, Director of Finance and the Director of Legal, Democratic and Cultural Services, to enter into a sale contract, provided this condition is met.

 

Reasons for Decisions:

 

To secure a significant capital receipt from the modification of the restrictive covenants and sale of the Surrey County Council owned land that has been identified in Waverley Borough Council’s emerging local plan as a potential residential extension to Farnham.

113/17

Property Transaction - Update on Gatwick Diamond Site (Phase 2)

Decision:

RESOLVED:

 

1.         That the provision of additional capital funding, as detailed in the submitted report be approved, taking the total approved net capital funding to the amount also set out in the report, to provide a contingency reserve.

2.         That Property Services be authorised to conclude the negotiation of commercial terms with L3 Commercial Training Solutions Ltd and enter into the Agreement for Lease and Lease, in accordance with the Heads of Terms attached within Annex 1 of the submitted report, on a subject to planning basis upon confirmation from the Chief Property Officer that the terms agreed with the tenant comply with S123 of the Local Government Act 1972.

3.         That the council be authorised to enter into a Main Building Works Contract with Wilmott Dixon Construction Ltd, subject to the following pre-conditions:

a.      the agreed contract does not exceed a gross capital cost estimate of the figure set out in the submitted report, or where this is exceeded, it relates solely to Tenant works which are to be recovered in full from L3 Training and Simulation Ltd (L3)

b.    completion of the Agreement for Lease with L3 in line with the heads of terms.

 

Reasons for Decisions:

 

To allow Surrey County Council to secure a significant, pre-committed and long term revenue stream in line with the Council’s stated Investment Strategy.

 

The proposed development, let on a 20 year lease will continue to generate a substantial net return to Surrey County Council in the event the contingency reserve is required.

 

Whilst modifications are being sought to the building design and specification, to set the overall project cost (to both developer and tenant) within the cap set by the previous Cabinet authority, an additional contingency reserve is necessary to revert to the original building design for which planning consent has already been secured. Such a course of action does not materially impact on the business case previously approved by Cabinet and the impact is more than offset by the reduction in the borrowing costs. 

 

[The decision on this item may be called in by the Corporate Services Select Committee]

Minutes:

In October 2016, Cabinet authorised the funding of a detailed planning application and submission of tender documentation in respect of Phase 2 of the Surrey County Council owned site in Gatwick Road, Crawley.

 

The Cabinet Member for Property and Business Services advised Members that there could be a need for additional contingency to enable the County Council to meet potential planning requirements in the design and specification of the two buildings and therefore Cabinet was requested to authorise a contingency reserve of capital funding for the project.

 

RESOLVED:

 

1.         That the provision of additional capital funding, as detailed in the submitted report be approved, taking the total approved net capital funding to the amount also set out in the report, to provide a contingency reserve.

2.         That Property Services be authorised to conclude the negotiation of commercial terms with L3 Commercial Training Solutions Ltd and enter into the Agreement for Lease and Lease, in accordance with the Heads of Terms attached within Annex 1 of the submitted report, on a subject to planning basis upon confirmation from the Chief Property Officer that the terms agreed with the tenant comply with S123 of the Local Government Act 1972.

3.         That the council be authorised to enter into a Main Building Works Contract with Wilmott Dixon Construction Ltd, subject to the following pre-conditions:

a.      the agreed contract does not exceed a gross capital cost estimate of the figure set out in the submitted report, or where this is exceeded, it relates solely to Tenant works which are to be recovered in full from L3 Training and Simulation Ltd (L3)

b.    completion of the Agreement for Lease with L3 in line with the heads of terms.

 

Reasons for Decisions:

 

To allow Surrey County Council to secure a significant, pre-committed and long term revenue stream in line with the Council’s stated Investment Strategy.

 

The proposed development, let on a 20 year lease will continue to generate a substantial net return to Surrey County Council in the event the contingency reserve is required.

 

Whilst modifications are being sought to the building design and specification, to set the overall project cost (to both developer and tenant) within the cap set by the previous Cabinet authority, an additional contingency reserve is necessary to revert to the original building design for which planning consent has already been secured. Such a course of action does not materially impact on the business case previously approved by Cabinet and the impact is more than offset by the reduction in the borrowing costs.  

114/17

PUBLICITY FOR PART 2 ITEMS

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