Agenda, decisions and draft minutes

Cabinet
Tuesday, 25 September 2018 2.00 pm

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

Contact: Vicky Hibbert or Angela Guest  020 8541 9075 Email: angela.guest@surreycc.gov.uk

Webcast: View the webcast

Items
No. Item

138/18

Apologies for Absence

139/18

Minutes of Previous Meeting: 17 July 2018

140/18

Declarations of Interest

    All Members present are required to declare, at this point in the meeting or as soon as possible thereafter

    (i)            Any disclosable pecuniary interests and / or

    (ii)           Other interests arising under the Code of Conduct in respect of any item(s) of business being considered at this meeting

    NOTES:

    ·         Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest

    ·         As well as an interest of the Member, this includes any interest, of which the Member is aware, that relates to the Member’s spouse or civil partner (or any person with whom the Member is living as a spouse or civil partner)

    ·         Members with a significant personal interest may participate in the discussion and vote on that matter unless that interest could be reasonably regarded as prejudicial.

    Additional documents:

    Minutes:

    Mr Tim Oliver declared a non-pecuniary interest for Item 9 – Supply and Distribution of Fresh Produce - in that he was Leader of Elmbridge Borough Council.

    Mr Mike Goodman declared a non-pecuniary interest for Item 12 – Community Partnered Libraries Changes to Support Arrangements – in that he was a Trustee for Bagshot Library.

     

141/18

Procedural Matters

141/181

Members' Questions pdf icon PDF 72 KB

    (i)    The deadline for Members’ questions is 12pm four working days before the meeting (19 September 2018).

     

    Additional documents:

    Decision:

    There were three questions from Members.  These and the responses were published as a supplement to the agenda.

     

     

    Minutes:

    There were three questions from Members.  These and the responses were published as a supplement to the agenda.

     

    There was one supplementary question from Mr Jonathan Essex who asked for the social and financial benefits as well as the rationale and long term cost implications in relation to Question 3.  The Cabinet Member explained that the private finance initiative contract was some time ago and that Anchor Trust were slowly exiting from care for the elderly and therefore the beds in question were surplus to their needs.  He was unable to give cost details as it was too early to say.

     

142/18

Public Questions

143/18

Petitions

144/18

Representations received on reports to be considered in private

145/18

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

146/18

Leader / Deputy Leader / Cabinet Member Decisions/ Investment Board Taken Since the Last Cabinet Meeting pdf icon PDF 102 KB

    To note any delegated decisions taken by the Leader, Deputy Leader, Cabinet Members and Investment Board since the last meeting of the Cabinet.

    Additional documents:

    Minutes:

    The Leader restated that it was with great sadness that he had made the decision to close Ripley CofE School. 

     

    RESOLVED:

     

    That the decisions taken by Cabinet Members / Investment Board since the last meeting as set out in Annex 1 to the report be noted.

     

    Reason for Decision:

     

    To inform the Cabinet of decisions taken under delegated authority.

     

147/18

Monthly Budget Monitoring Report pdf icon PDF 201 KB

    This report presents the Council’s financial position for 2018/19 as at 31 July 2018 for both revenue and capital budgets, including an update on key activity data for our highest risk budgets.

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1.    That the Council’s overall revenue and capital budget positions as at 31 July 2018 be noted.

     

    2.    That the management actions proposed  to achieve a further £25m in-year savings, bringing the total additional savings to £40m be noted.

     

    3.    That the adjustments to reduce and reprofile the service capital programme for 2018-21, outlined in paragraphs 58 to 61 of the submitted report and annexed to these minutes, be approved.

     

    4.    That the draw down of £170,000 carry forwards, as given below, be approved:

     

                a.        Communications to draw down the £70,000 agreed carry forward, allocated to a budget engagement activity that has been undertaken.

                b.        Legal Services forecasts a +£0.2m overspend mainly because of the high cost of childcare cases. This may increase further due to the high volumes. Legal Services to draw down the £100,000 carry forward agreed to fund the delayed case from the last financial year.

     

    Reason 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 Overview Select Committee]

     

    Minutes:

    The Leader of the Council introduced the budget and finance monitoring report to the end of July 2018. He explained the changes in presentation of the papers and annexes, which explained clearly the magnitude of the task the Council faced. In reality every County Council in the country was faced with the same harsh reality, and a shortfall of funding to cover over £1bn of pressures nationally.  This had been reported far and wide and included an article in the New York Times last week.

     

    He went on to say that he could not emphasise enough that unless all members, officers and partners create the environment to transform what we do and at pace, the Council will not be able to serve its residents in the best way it could within a fixed budget envelope.

     

    The Council was experiencing a 6.5% rise in need of essential services, but the income that the Council received from Council Tax and other sources of funding could only currently rise by 2.4%.  As the main part of the budget was seeing no increase from government grants, it clearly demonstrated the need for the Council to implement a major transformation strategy.  It was this transformation strategy that would help to provide services within the Council’s financial means so that it could meet its duties to residents.

     

    He also explained that over the summer period the Cabinet and Corporate Leadership Team had been working hard to identify additional operational savings in 2018/19 in order to ease the burden on 2019/20 and future years. Whilst the report clearly laid out that the £66m savings were on track to be delivered, it was critical to reduce operational costs the Council faced over the next three years budgets. He was delighted to say that a start had been made and thanked the Cabinet and Corporate Leadership Team for agreeing the areas to reduce forecast spend this year by a further £40m, which was laid out in Annex 4 to the report.

     

    The Cabinet Member for Children explained how national media focus was on adult social care problems but children’s’ services were experiencing the same issues. She highlighted the imperative need to drive forward the transformation plan following an adverse Ofsted judgement.   She also explained the service overspends.

     

    The Cabinet Member for All-Age Learning spoke of how she had been talking for over a year about the problems the Council had experienced regarding Special Educational Needs and Disabilities and that transformation required practice and cultural changes.  She explained some of the service overspends and how the number of children with an Education and Health Care Plan had risen 55% since 2010 and that work was being undertaken to ensure cost sharing with health was equitable.

     

    Other Cabinet Members were given the opportunity to highlight key points and issues from their portfolios.

     

    The Leader of the Council concluded that the Council were on track to make £66m revenue savings and highlighted the additional savings described in Annex 4 to the report.  ...  view the full minutes text for item 147/18

148/18

Finance Improvement Plan pdf icon PDF 111 KB

    The Chartered Institute of Public Finance and Accountancy (CIPFA) reports that the Council is in a difficult financial position – see Annex 1. Without major change, the Council will not have sufficient income or reserves to meet existing spending plans in the Medium Term Financial Plan (MTFP). To address this the Council needs to improve its financial management arrangements, both within the Finance Service and beyond.

     

    The finance improvement plan (see Annex 2) sets out the specific actions needed to remedy this position, together with the respective delivery responsibilities of Cabinet, Executive Officers on the Council Leadership Team, and the Finance team.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1.    That the key findings of the CIPFA review be noted and commitment to addressing the issues identified was affirmed.         

     

    2.    That the finance improvement plan set out in Annex 2 to the report be approved.

     

    3.    That the tasks, actions and deliverables assigned to the Cabinet in the finance improvement plan and that the Leader would initially lead on finance was agreed.

    Reason for Decisions:

     

    To remedy the financial position the Council faced would require the commitment of Members and officers to make difficult decisions on where savings could be made. Supporting the finance improvement plan would demonstrate that the Council had the collective drive to resolve the financial difficulties outlined in the CIPFA review.

     

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

     

    Minutes:

    The Leader of the Council introduced the financial improvement plan report which described how the Leader and Chief Executive had commissioned the Chartered Institute of Public Finance and Accountancy (CIPFA) to undertake a review of the Council’s finances and finance function. CIPFA were asked for an honest, independent challenge and their report had been published as a duty to inform residents. 

     

    The CIPFA review made for serious reading and the need for some unpalatable conversations about whether services could be provided.  He went on to say that the improvement plan was solid and would be worked on and monitored for the next few years.  The Leader was to lead on finance for the time being with a view to handing over to a Cabinet Member in the future.

     

    The Cabinet Lead Member for People spoke of the stark, painful messages of the review and the need for transparency.  He also spoke of the 18 streams of work detailed in the transformation programme and the importance of accurate information to get it right.  He went on to say that every Member of the Council and the select committees had a role to scrutinise the plan and that he believed the right structure was in place and the Chief Executive had the resources to deliver the plan.

     

    The Cabinet Lead Member for  Place spoke of how the journey for the next two to three years was going to be difficult and that all officers and members needed to get the message across that difficult decisions would need to be taken in order to finish in a better place.

     

    Cabinet expressed their thanks to the Chief Executive and to CIPFA for an open, honest review.

     

    RESOLVED:

     

    1.    That the key findings of the CIPFA review be noted and commitment to addressing the issues identified was affirmed.         

     

    2.    That the finance improvement plan set out in Annex 2 to the report be approved.

     

    3.    That the tasks, actions and deliverables assigned to the Cabinet in the finance improvement plan and that the Leader would initially lead on finance was agreed.

    Reason for Decisions:

     

    To remedy the financial position the Council faced would require the commitment of Members and officers to make difficult decisions on where savings could be made. Supporting the finance improvement plan would demonstrate that the Council had the collective drive and will to resolve the financial difficulties outlined in the CIPFA review.

149/18

Supply and Distribution of Fresh Produce pdf icon PDF 143 KB

    This paper requests approval for the award of a contract for the supply and distribution of a fresh fruit and vegetables for Commercial Services. This will provide continuity of supply of the fresh produce required to deliver the school meals service in Surrey schools.

     

    NB There is a Part 2 annex at item 15.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    That the award of a contract for three years to two suppliers; Cheesman Bros Ltd and AG Axtons for the supply and distribution of a fresh fruit and vegetables was approved. The total contract value for all lots was £2.58M.

     

    Reason for Decision:

     

    The contract awards supported the Draft Vision for Surrey in 2030, the ambitions and themes of the Transformation Programme by meeting the high service and quality standards for food supplied for Surrey schools, involving the use of local suppliers and producing a saving against current contract value.

     

    The awards supported Commercial Services for the Council in assisting school governors meet their statutory requirement to provide school meals.

     

    The current contracts which were extended in agreement with the incumbent bidders expired on in 31 October 2018, and the new contract would commence on 1 November 2018.

     

    The tender had been conducted in compliance with the requirement of Public Contract Regulations 2015 and Procurement Standing Orders.

     

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

     

    Minutes:

    The Cabinet Member for All-Age Learning introduced a report which requested approval for the award of a contract for the supply and distribution of a fresh fruit and vegetables for Commercial Services (CS). This would provide continuity of supply of the fresh produce required to deliver the school meals service in Surrey schools.  Elmbridge Council also used the contract for supply of meals in their care homes and other premises.

     

    She went on to explain that school governors had a statutory requirement to provide school meals and the Council had a discretionary responsibility within the Education Act 1996. This contract was key to support the delivery of the school meals service through the Council’s trading arm Commercial Services which was also an award winning service.  Strict legal standards are prescribed for school meals and fruit and vegetable consumption is a key requirement.  It was also a key target of the Obesity Strategy that fruit and vegetable consumption be increased within the target age range of the school meals service.

     

    The supply and delivery of fruit and vegetables into schools was not an easy contract to deliver and hence procure but it was absolutely business critical to the supply of meals.  The requirement was for many and frequent small drops within a tight delivery window through Surrey roads and school gate congestion.  Key Performance Indicators (KPIs) require missed or sub quality items to be immediately replaced requiring additional vehicle movements and the costs of vehicles and drivers with the number of small drops make this challenging for suppliers, but promote a right first time approach to performance.  Local produce was an aim of the contract but there were high volume items required that were not grown in Surrey or even the U.K.

     

    RESOLVED:

     

    That the award of a contract for three years to two suppliers; Cheesman Bros Ltd and AG Axtons for the supply and distribution of a fresh fruit and vegetables was approved. The total contract value for all lots was £2.58M.

     

    Reason for Decision:

     

    The contract awards supported the Draft Vision for Surrey in 2030, the ambitions and themes of the Transformation Programme by meeting the high service and quality standards for food supplied for Surrey schools, involving the use of local suppliers and producing a saving against current contract value.

    The awards supported Commercial Services for the Council in assisting school governors meet their statutory requirement to provide school meals.

    The current contracts which were extended in agreement with the incumbent bidders expired on 31 October 2018, and the new contract would commence on 1 November 2018.

    The tender had been conducted in compliance with the requirement of Public Contract Regulations 2015 and Procurement Standing Orders.

    Mr Tim Oliver declared a non-pecuniary interest in that he was Leader of Elmbridge Borough Council which also used the suppliers recommended in the report.

150/18

Contract Award for Residential Dementia and Nursing Care Home and Leasehold Disposal of the Land at Former Older Persons In-House Care Home at Brockhurst, Brox Road, Ottershaw pdf icon PDF 200 KB

    This report asks the Cabinet to award a contract for the construction and operation of a dementia specialist residential and nursing care home in North West Surrey at the site of the former Older Person’s in house home, Brockhurst, The contract is for a period of 25 years.

     

    NB There is a Part 2 annex at item 16.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1.    The conclusion of the procurement process for the award of a care services contract to Care UK Community Partnerships Ltd was approved and the agreement of the final care services contract terms and conditions delegated to the Cabinet Member for Adults and the Executive Director for Adult Social Care.

    2.    The progression of the leasehold disposal of the former older peoples in house care home at Brockhurst was approved and:

    a)    authority to sign off that the Council had met its requirements under Section 123 of the Local Government Act 1972: Disposal of land by principal councils was delegated to the Lead Cabinet Member for Place and the Chief Property Officer; and

    b)    the agreement of the final terms and risk exposure to the Council of the Brockhurst agreement for lease and ground lease was delegated to the Lead Cabinet Member for Place and the Chief Property Officer.

     

    Reason for Decisions:

     

    The Council’s vision was to promote independence, choice and control in all of its practice and to achieve this in a financially challenging climate, where the demographic of need is inherently changing.

     

    With changing demographics, increasing financial challenges, and a joint health and social care strategy to support people to live independently in their homes for as long as possible, the Council needed to commission the right accommodation options to meet our resident’s health and wellbeing needs.  This included those with complex needs that can only be catered for in a specialist residential care or nursing care setting. Key to generating these options, was shared working between the Council, partners and the private sector to develop and shape the market for accommodation with care and support.

     

    There was an opportunity to develop dementia and nursing residential care provision on the Brockhurst site. The Council was confident of the need for such provision and analysis of the site confirms its suitability, based on the site’s size, accessibility, existing planning class use and the location.

    A full tender process, in compliance with the requirement of Public Contract Regulations and Procurement Standing Orders had been completed, and the recommendations provided best value for money for the Council following a thorough evaluation process.

     

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

     

    Minutes:

    The Cabinet Member for Adults presented a report which set out the Cabinet’s approved direction of travel for Surrey’s Accommodation with Care and Support.  This set out a clear vision to reshape adult social care’s accommodation options for older people, people with learning disabilities and mental health. The vision outlined the need to develop accommodation choices that met residents’ health and wellbeing needs and supported them to live as independently as possible as part of their local community. 

     

    He explained that the Council had a responsibility to meet the needs of people eligible for care, to support both them and their carers, and to fund care for those people with needs who met the financial eligibility criteria. This could be achieved by working with providers to develop a range of fit for purpose and financially self-sustaining accommodation that was accessible to those eligible for social care funding.

     

    The Council was striving to provide good quality and appropriate services, whilst under significant strain due to increasing demands and long and sustained financial challenges. The Council’s approach to managing the market needed to take account all of these factors. There was a trend that showed a declining demand for ‘traditional’ residential care, with residential services being predominately for people living with dementia and/or other complex needs which couldn’t be met within an individual’s home. This was unsurprising given the increasing prevalence of disability related to dementia. Research published by Lancet Public Health medical journal, says cases of dementia related disability will rise by 40% among people aged 65 to 84. Similarly in Surrey, by 2025 there will be 24% more people living with dementia than in 2016.

     

    Surrey was facing a shortfall in specialist residential and nursing provision that could be provided for people who had complex and challenging needs for whom independent living schemes such as extra care may not be able to offer the right environment to meet their needs. As part of the accommodation with care and support programme, officers have been working on options to meet this shortfall, including the potential to use council-owned land to stimulate the market. 

     

    Cabinet were recommended to award a contract for the construction and operation of a dementia specialist residential and nursing care home in North West Surrey at the site of the former Older Person’s in house home, Brockhurst. The contract was for a initial period of 25 years. 

     

    Mr Jonathan Essex spoke to this item and asked several detailed questions for which a written response would be sent to him.  The Leader requested prior sight of such detailed questions before the meeting in future, in order to be able to give the correct response at meetings.

     

    RESOLVED:

     

    1.    The conclusion of the procurement process for the award of a care services contract to Care UK Community Partnerships Ltd was approved and the agreement of the final care services contract terms and conditions delegated to the Cabinet Member for Adults and the Executive Director for Adult Social Care.  ...  view the full minutes text for item 150/18

151/18

Provision of Personal Protective Equipment for Surrey Fire & Rescue Service pdf icon PDF 102 KB

    Surrey Fire and Rescue Service (SFRS) has a statutory duty to provide firefighters with appropriate Personal Protective Equipment (PPE), compliant with the Personal Protective Equipment at Work Regulations 1992, in order that SFRS can conduct its statutory core functions in line with the Fire and Rescue Services Act 2004 (Fire safety, Fire-fighting, Road traffic accidents, Emergencies).

     

    The current contract (in collaboration with the South East and Eastern Regional Fire Services) was awarded to Cosalt Ballyclare Ltd for a fully managed service providing firefighting PPE.  The contract commenced in early 2012 and will expire on 8 January 2020.A new solution will need to be ordered and implemented prior to expiry of this contract.

     

    NB There is a Part 2 annex at item 17.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    That a contract for a supply and fully managed service provision of Personal Protective Equipment be awarded for an eight year period to Bristol Uniforms Ltd was agreed.  The contract would be a call-off from the Kent and Medway Fire and Rescue Authority Framework Agreement for the Provision of Personal Equipment for Firefighters to commence on 9 January 2020. 

     

    Reason for Decision:

     

    Surrey Fire and Rescue Service (SFRS) had a statutory duty to provide firefighters with appropriate Personal Protective Equipment (PPE).

     

    The current contract expired on 8 January 2020 and SFRS required the replacement of the existing PPE to ensure the Council (as the Fire Authority) fulfilled its legal duties under the Fire and Rescue Services Act 2004 and the Health and Safety Act 1974. An eight year contract period was required as this was the lifespan of the PPE ensemble.

     

    Procuring the services through this Framework had been identified as providing the best route to market and would allow SFRS to obtain efficiency savings over the contract duration due to the collaborative approach with neighbouring Fire and Rescue Services.

     

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

     

    Minutes:

    The Leader of the Council thanked the fire services for the great service they provided as an important front-line service.

     

    The Cabinet Member for Community Services introduced the report which explained that the Surrey Fire and Rescue Service (SFRS) had a statutory duty to provide firefighters with appropriate Personal Protective Equipment (PPE), compliant with the Personal Protective Equipment at Work Regulations 1992, in order that SFRS could conduct its statutory core functions in line with the Fire and Rescue Services Act 2004 (Fire safety, Fire-fighting, Road traffic accidents, Emergencies).

     

    The current contract would expire on 8 January 2020 and a new solution was needed to be ordered and implemented prior to expiry of this contract.  The required PPE ensemble includes Fire Tunics, Fire Trousers, Fire Hoods, Fire Gloves, Rescue Gloves, Leather Fire Boots, Rescue Jackets, and a Helmet.

     

    SFRS and the Procurement Service had assessed options for ensuring continuity of this essential service and concluded that engaging with the sole service provider on the Kent and Medway Fire and Rescue Authority (Kent Fire and Rescue Service or KFRS) Framework Agreement for the Provision of Personal Equipment for Firefighters would provide best value for money.

     

    RESOLVED:

     

    That a contract for a supply and fully managed service provision of Personal Protective Equipment be awarded for an eight year period to Bristol Uniforms Ltd was agreed.  The contract would be a call-off from the Kent and Medway Fire and Rescue Authority Framework Agreement for the Provision of Personal Equipment for Firefighters to commence on 9 January 2020. 

     

    Reason for Decision:

     

    Surrey Fire and Rescue Service (SFRS) had a statutory duty to provide firefighters with appropriate Personal Protective Equipment (PPE).

     

    The current contract expired on 8 January 2020 and SFRS required the replacement of the existing PPE to ensure the Council (as the Fire Authority) fulfilled its legal duties under the Fire and Rescue Services Act 2004 and the Health and Safety Act 1974. An eight year contract period was required as this was the lifespan of the PPE ensemble.

     

    Procuring the services through this Framework had been identified as providing the best route to market and would allow SFRS to obtain efficiency savings over the contract duration due to the collaborative approach with neighbouring Fire and Rescue Services.

     

152/18

Community Partnered Libraries Changes to Support Arrangements pdf icon PDF 102 KB

    As part of the Libraries Public Value Review in 2011, 10 libraries were identified to become Community Supported Libraries (CPLs). Cabinet agreed a recommendation that the CPLs would have a dedicated support team and they would receive weekly on-site support from this team based on 20% of their current opening hours at the date of transfer.

     

    CPLs have been up and running successfully close to or over 5 years. They have become experienced and there is no longer a need for the 20% weekly presence on site of the CPL support team agreed by Cabinet in 2011 when they were set up.

     

    This report proposes a redesigned support model for CPLs with reduced on-site presence.  The support to the CPLs will continue but be delivered differently. 

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    That the introduction of alternative arrangements to provide  support to Community Partnered Libraries (CPL) and that the agreement to provide library team attendance for 20% of CPL opening hours be changed, with the resource being redeployed towards the development of volunteering across the library network was agreed.

     

    Reason for Decision:

     

    Due to the maturity of the CPLs and level of knowledge and skills which had developed amongst volunteers, advances in digital technology, a well-established working relationship with the Council and a keenness amongst volunteers to expand what they do on-site to support the needs of residents, the library service was proposing changes in the support model.

     

    The library service has consulted with CPLs about these proposed changes and the CPLs were engaged with taking this proposal forward. Their ideas and concerns had been fed into the redesigned support model.

     

    The proposed changes recommended a decrease in the regular presence that CPL Support Team officers provide on-site at each CPL from weekly to a monthly visit.  Other changes include increased access to the library management system to enable volunteers to provide a fuller service to customers locally without having to contact a member of library staff and direct contact with other parts of the library service and the Council which currently go via the CPL team.

     

    The experience of the CPL Support team in setting up and maintaining support to the CPLs has made them ideally placed to carry out a future programme increasing the amount of volunteering which  already adds value to the library service and to build on that to ensure libraries remain vibrant community destinations and meet the needs of residents. 

     

    The changes will be phased and completed by April 2019.

     

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

     

    Minutes:

    The Cabinet Member for All-Age Learning introduced the report that described how as part of the Libraries Public Value Review in 2011, 10 libraries were identified to become Community Partnered Libraries (CPLs). Cabinet had agreed a recommendation that the CPLs would have a dedicated support team and they would receive weekly on-site support from this team based on 20% of their current opening hours at the date of transfer. CPLs had been up and running successfully close to five years. They had become experienced and there was no longer a need for the 20% weekly presence on site of the CPL support team agreed by Cabinet in 2011 when they were set up. The Cabinet were asked to support the proposed redesigned support model for CPLs with reduced on-site presence.  She went on to say that support would still be available for CPLs in the form of monthly visits and the link library.

     

    The Cabinet Member for Adults worked as a volunteer and thanked the CPL for the training provided.  He raised a few issues regarding IT and banking that needed to be worked on.

     

    The Cabinet Member for Environment and Transport said it was a credit to the volunteers that Bagshot Library had not been closed.

     

    RESOLVED:

     

    That the introduction of alternative arrangements to provide  support to Community Partnered Libraries (CPL) and that the agreement to provide library team attendance for 20% of CPL opening hours be changed, with the resource being redeployed towards the development of volunteering across the library network was agreed.

     

    Reason for Decision:

     

    Due to the maturity of the CPLs and level of knowledge and skills which had developed amongst volunteers, advances in digital technology, a well-established working relationship with the Council and a keenness amongst volunteers to expand what they do on-site to support the needs of residents, the library service was proposing changes in the support model.

     

    The library service has consulted with CPLs about these proposed changes and the CPLs were engaged with taking this proposal forward. Their ideas and concerns had been fed into the redesigned support model.

     

    The proposed changes recommended a decrease in the regular presence that CPL Support Team officers provide on-site at each CPL from weekly to a monthly visit.  Other changes include increased access to the library management system to enable volunteers to provide a fuller service to customers locally without having to contact a member of library staff and direct contact with other parts of the library service and the Council which currently go via the CPL team.

     

    The experience of the CPL Support team in setting up and maintaining support to the CPLs has made them ideally placed to carry out a future programme increasing the amount of volunteering which  already adds value to the library service and to build on that to ensure libraries remain vibrant community destinations and meet the needs of residents.

     

    The changes will be phased and completed by April 2019.

     

    Mr Mike Goodman declared non-pecuniary interest in that he  ...  view the full minutes text for item 152/18

153/18

Regulation of Investigatory Powers Act 2000 - updated corporate policy and protocol pdf icon PDF 98 KB

    The Cabinet is asked to endorse an updated Corporate Policy and Protocol on the use of the Regulation of Investigatory Powers Act 2000 (RIPA) by council services. The proposed update includes a section on social media and the use of online selling platforms and includes a change to the Senior Responsible Officer (SRO) for RIPA. The proposed update also includes a section on how the policy complies with the General Data Protection Regulation and the Data Protection Act 2018.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    The proposed new Corporate Policy and Protocol on the application of the Regulation of Investigatory Powers Act 2000 (RIPA) (Annex 1 to the report) to include the added section at paragraph 12 including the use of RIPA regarding social media and online selling platforms and the added section at paragraph 16.1 including how the policy complies with Data Protection legislation was agreed.

     

    Reason for Decision:

     

    The inclusion of a section within the Corporate Policy and Protocol provided an updated framework to ensure that the Council continued to comply fully with the requirements of RIPA. In line with the changing market place for goods and services, the way Trading Standards investigated legal compliance had also changed and often involved the use of social media and online selling platforms.

     

    The Corporate Policy and Protocol on the use of RIPA was a public document and the introduction of new data protection legislation and the requirement to be open and transparent in how the Council processed personal data had led to the requirement to include a section within the Policy.

     

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

     

    Minutes:

    The Cabinet Member for Community Services presented an updated Corporate Policy and Protocol on the use of the Regulation of Investigatory Powers Act 2000 (RIPA) by council services for approval and explained that a revised recommendation had been tabled as the paragraph references were incorrect.  The proposed update included a section on social media and the use of online selling platforms and includes a change to the Senior Responsible Officer (SRO) for RIPA. It also included a section on how the policy complies with the General Data Protection Regulation and the Data Protection Act 2018.  

     

    RESOLVED:

     

    The proposed new Corporate Policy and Protocol on the application of the Regulation of Investigatory Powers Act 2000 (RIPA) (Annex 1 to the report) to include the added section at paragraph 12 including the use of RIPA regarding social media and online selling platforms and the added section at paragraph 16.1 including how the policy complies with Data Protection legislation was agreed.

     

    Reason for Decision:

     

    The inclusion of a section within the Corporate Policy and Protocol provided an updated framework to ensure that the Council continued to comply fully with the requirements of RIPA. In line with the changing market place for goods and services, the way Trading Standards investigated legal compliance had also changed and often involved the use of social media and online selling platforms.

     

    The Corporate Policy and Protocol on the use of RIPA was a public document and the introduction of new data protection legislation and the requirement to be open and transparent in how the Council processed personal data had led to the requirement to include a section within the Policy

154/18

EXCLUSION OF THE PUBLIC

    That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information under the relevant paragraphs of Part 1 of Schedule 12A of the Act.

    Additional documents:

    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.

     

155/18

Supply and Distribution of Fresh Produce

    NB This is a Part 2 annex to Item 9.

     

    Exempt: Not for publication under Paragraph 3

     

    Information relating to the financial or business affairs of any particular person (including the authority holding that information)

     

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

     

    Decision:

    RESOLVED:

     

    See Minutes 149/18 and Exempt Minute [E-155-18].

     

    Reason for decision:

     

    See Minute 149/18.

     

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

     

    Minutes:

    This Part 2 annex contained information which was exempt from Access to Information requirements by virtue of paragraph 3 – Information relating to the financial or business affairs of any particular person (including commercially sensitive information to the bidding companies).

     

    The information contained in this report may not be published or circulated beyond this report and will remain sensitive for the duration of the contract.

     

    RESOLVED:

     

    See Minutes 149/18 and Exempt Minute [E-155-18].

     

    Reason for decision:

     

    See Minute 149/18.

     

156/18

Contract Award for Residential Dementia and Nursing Care Home and Leasehold Disposal of the Land at Former Older Persons In-House Care Home at Brockhurst, Brox Road, Ottershaw

    NB This is a Part 2 annex to Item 10.

     

    Exempt: Not for publication under Paragraph 3

     

    Information relating to the financial or business affairs of any particular person (including the authority holding that information)

     

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

    Decision:

    RESOLVED:

     

    See Minute 150/18.

     

    Reason for decision:

     

    See Minute 150/18.

     

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

     

    Minutes:

    This Part 2 annex contained information which was exempt from Access to Information requirements by virtue of paragraph 3 – Information relating to the financial or business affairs of any particular person (including commercially sensitive information to the bidding companies).

     

    The information contained in this report may not be published or circulated beyond this report and will remain sensitive for the duration of the contract.

     

    RESOLVED:

     

    See Minute 150/18.

     

    Reason for decision:

     

    See Minute 150/18.

     

157/18

Provision of Personal Protective Equipment for Surrey Fire & Rescue Service

    This is a Part 2 annex to Item 11.

     

    Exempt: Not for publication under Paragraph 3

     

    Information relating to the financial or business affairs of any particular person (including the authority holding that information)

     

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

     

    Decision:

    RESOLVED:

     

    See Minutes 151/18 and Exempt Minute [E-156-18].

     

    Reason for decision:

     

    See Minute 151/18.

     

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

     

    Minutes:

    This Part 2 annex contained information which was exempt from Access to Information requirements by virtue of paragraph 3 – Information relating to the financial or business affairs of any particular person (including commercially sensitive information to the bidding companies).

     

    The information contained in this report may not be published or circulated beyond this report and will remain sensitive for the duration of the contract.

     

    RESOLVED:

     

    See Minutes 151/18 and Exempt Minute [E-156-18].

     

    Reason for decision:

     

    See Minute 151/18.

     

158/18

PUBLICITY FOR PART 2 ITEMS

    To consider whether the item considered under Part 2 of the agenda should be made available to the Press and public.

    Additional documents:

    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.