Agenda, decisions and minutes
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Contact: Vicky Hibbert or Angela Guest 020 8541 9075 Email: angela.guest@surreycc.gov.uk
Media
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Apologies for Absence
Additional documents: Minutes: There were none. |
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Minutes of Previous Meeting: 29 January 2019
Additional documents: Minutes: The Minutes of the meeting held on 29 January 2019 were approved as a correct record and signed by the Chairman. |
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Declarations of Interest
Additional documents: Minutes: There were none. |
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Additional documents: Decision: There was one question from Mr Chris Botten. This and the response are attached as annex 1. Minutes: There was one question from Mr Chris Botten. This and the response are attached as annex 1. |
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Additional documents: Decision: There was one question from Mr John Oliver. This and the response are attached as annex 2. Minutes: There was one question from Mr John Oliver. This and the response are attached as annex 2.
As a supplementary question Mr Oliver requested further assurance that the trail would be completed to which the Cabinet Member for Environment & Waste explained the history of the trail being part of the business plans and that it would be completed when funds became available. |
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Additional documents: Decision: There were two petitions. One relating to Countryside Parking and the other regarding the Surrey Fire & Rescue Service. Details of the petitions and Cabinet responses are attached as annex 3. Minutes: There were two petitions.
Ms Blaylock presented the petition relating to Countryside Parking and made the following points: · Asked for various information to be released on whether the Council were on track in relation to charges and if not to scrap the charges · Asked what improvement were going to be made and where: the Council should know by now what would be affordable · She spoke of the large number of people signing in protest against the charges
The Cabinet Member for Environment & Waste stated that most of the points raised were covered in the written response tabled. He further explained that it was intended data would be published in September 2019.
Mr Bryant presented the petition regarding the Surrey Fire & Rescue Service and made the following points: · There was much public concern about cuts to the fire and rescue service · He understood that Esher fire station would not be closing but had not received formal notification of this · He requested that the Council invest in the service and not deny a full contingent of fire officers and equipment needed
The Cabinet Member for Community Safety, Fire & Resilience as well as the Leader of the Council encouraged petitioners to contribute to the consultation starting in March 2019.
Details of the petitions and written Cabinet responses are attached as annex 3. |
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Representations received on reports to be considered in private
Additional documents: Decision: There were none. Minutes: There were none. |
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Reports from Select Committees , Task Groups, Local Committees and other Committees of the Council
Additional documents: Decision: There were none. Minutes: There were none. |
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Additional documents: Decision: RESOLVED:
That the exempt decision taken by the Leader be noted.
Reason for Decision:
The reasons for recommendations were as laid out in the Part 2 Report. Minutes: RESOLVED:
That the exempt decision taken by the Leader be noted.
Reason for Decision:
The reasons for recommendations were as laid out in the submitted Part 2 Report.
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Commissioning of Dementia Navigators Service
Additional documents: Decision: RESOLVED:
1. That the award of contract for the provision of Dementia Navigators to The Alzheimer’s Society be agreed. This would enable a new contract to commence from 1 June 2019 and enable a smooth transition when the current contract ends on 31 May 2019.
2. That the new contract will be in place for two years with the option to extend up to a further 24 months was noted. The new contract will end on 31 May 2021, however if both extension years were used, the contract will end on 31 May 2023. This service would be delivered county wide and to North East Hants & Farnham.
Reasons for Decision:
The existing Dementia Navigators contract will expire on 31 May 2019. A competitive tender process in compliance with the requirements of Public Contract Regulations and Procurement Standing Orders had been completed. The recommended supplier offered overall best value for money in the procurement process.
The proposal supports the Council’s strategic obligation to deliver the Dementia Strategy commissioning intentions and the award of this contract would enable uninterrupted provision of the service and enable the Council to improve and meet objectives of providing service users with vital assistance following a diagnosis of dementia, showing how to access support & services available. It also reduced the likelihood of carer breakdown and alleviate some of the risks associated with supporting people who were living with dementia at home and in their local community. This contract would also generate benefits for Surrey and North East Hants & Farnham residents, as it would deliver an estimated £17,514 in Social Value.
[The decisions on this item can be called in by the Adults & Lifelong Learning Select Committee]
Minutes: The Cabinet Member for Adults & Public Health presented a report which described how the Council currently commissioned a Dementia Navigators service from The Alzheimer’s Society which provided vital support to Surrey residents following a diagnosis of dementia. The current contract would end on 31 May 2019. The report also set out recommendations arising from work on options for the provision of the Dementia Navigators service and outlined the outcome of market engagement and a competitive procurement process which was carried out in order to select a supplier to deliver the service when the current contract ceases.
A few Members highlighted the social value aspects contained in the Part 2 report. It was agreed that this information should have been in the Part 1 report and made public and is attached as annex 4.
The Leader explained that a Surrey wide health plan was soon to be consulted on and that this venture would play a key part in providing outcomes of that plan.
RESOLVED:
Reasons for Decision:
The existing Dementia Navigators contract will expire on 31 May 2019. A competitive tender process in compliance with the requirements of Public Contract Regulations and Procurement Standing Orders had been completed. The recommended supplier offered overall best value for money in the procurement process.
The proposal supports the Council’s strategic obligation to deliver the Dementia Strategy commissioning intentions and the award of this contract would enable uninterrupted provision of the service and enable the Council to improve and meet objectives of providing service users with vital assistance following a diagnosis of dementia, showing how to access support & services available. It also reduced the likelihood of carer breakdown and alleviate some of the risks associated with supporting people who were living with dementia at home and in their local community. This contract would also generate benefits for Surrey and North East Hants & Farnham residents, as it would deliver an estimated £17,514 in Social Value.
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Surrey Performing Arts Library- Evaluation of NewSPAL Business Plan
Additional documents: Decision: RESOLVED:
Reasons for Decision:
The public consultation on options for the future for the Surrey Performing Arts Library, carried out in 2017, indicated a strong level of public support for an independent future for the service which would provide new opportunities for development and funding streams not currently available.
NewSPAL’s proposals had received expressions of support from potential users. They had presented a business plan which on evaluation by officers was seen to be capable of delivering an independent future, keeping the collection available to the public and helping preserve part of a national network of performing arts libraries. The viability of the new operating model will be tested during the two-three year transition period before the Cabinet is asked to consider a final transfer.
Officers will agree a set of performance measures and milestones with NewSPAL for the transition period to ensure that options for the future of the collection can be brought back to SCC should NewSPAL meet barriers that they cannot overcome. The recent public consultation on NewSPALs service offer has indicated a high level of support for NewSPAL taking on the service - with respondents stating they would use the new service as often as they use the current service. This level of support extends to the potential new location of Woking and any other location should Woking not materialise.
[The decisions on this item can be called in by the Adults & Lifelong Learning Select Committee]
Minutes: The Cabinet Member for All-Age Learning presented a report that summarised the NewSPAL business plan evaluation and the reasons for the recommendations. She stated that Surrey Performing Arts Library (SPAL) was a specialist and non-statutory service. The collection, developed over several decades, played a significant role in supporting the cultural life of the county. As such, the Council must exercise due diligence and have regard to its future well-being.
It had previously been identified that full savings from SPAL and additional benefits could potentially be delivered if the SPAL collection and its operation were transferred to a new charity, NewSPAL. NewSPAL was developed by interested users and stakeholders (such as Making Music and Friends of SPAL) as a distinct organisation and registered with the Charity Commission in January 2018. The charity has no connection with Surrey County Council. The new form of governance would enable the organisation to develop its own clear identity and attract funding and support that would not be possible if the SPAL remained part of the Council.
Re-worded and amended recommendations were tabled in order to provide more clarity.
Several Members praised NewSPAL for progress and wished them luck in this venture.
RESOLVED:
Reasons for Decision:
The public consultation on options for the future for the Surrey Performing Arts Library, carried out in 2017, indicated a strong level of public support for an independent future for the service which would provide new opportunities for development and funding streams not currently available.
NewSPAL’s proposals had received expressions of support from potential users. They had presented a business plan which on evaluation by officers was seen to be capable of delivering an independent future, keeping the collection available to the public and helping preserve part ... view the full minutes text for item 24/19 |
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Agile workforce Device Procurement
Additional documents: Decision: RESOLVED:
That delegated authority be granted to the Executive Director for Customers, Digital and Transformation in consultation with the Leader of the Council and Cabinet Member for Corporate Support to award framework call-off contract(s) for end user computer devices and associated services following the successful delivery of the procurement project.
Reasons for Decision:
To speed up the process of acquisition and deployment of devices by reducing the time taken to conduct a compliant procurement leading to the award of contract and the raising of purchase orders.
The device selection and procurement processes are underway but will not be completed in time for the February or March Cabinet Meetings. Time will be lost if the approval of contract award(s) has to wait until the April Cabinet meeting with a best case contract start date of the 15 May. With this delegated approval being sought the Surrey contract could commence as early as 10 April 2019.
The timescale driver is twofold:
There is an opportunity for the Council to join East Sussex County Council (ESCC) and Brighton & Hove City Council (BHCC) in an Orbis-wide device and services procurement. The Council would benefit from advantageous pricing achieved through the economies of scale from a 20,000 device procurement, double the size of a Surrey County Council only procurement; and
There is an urgency to commence deployment of new equipment as part of the Agile Workforce project, a key enabler within the Transformation Programme.
[The decisions on this item can be called in by the Corporate Overview Select Committee]
Minutes: The Cabinet Member for Corporate Support presented a report which sought approval to delegate authority to award framework call-off contract(s) for the provision of end user computer devices and associated services and to place orders during the life of the contract(s). She explained the Agile Workforce project had been commissioned under the Council’s Transformation Programme to support culture change within services, provision of equipment for smarter working, maximise the use of property portfolio and reduce unproductive time for staff. It was anticipated that a minimum 2:1 person to desk ratio was required for future working structures.
The Cabinet Member for Adults explained how this would be beneficial to various groups of service users.
RESOLVED:
That delegated authority be granted to the Executive Director for Customers, Digital and Transformation in consultation with the Leader of the Council and Cabinet Member for Corporate Support to award framework call-off contract(s) for end user computer devices and associated services following the successful delivery of the procurement project.
Reasons for Decision:
To speed up the process of acquisition and deployment of devices by reducing the time taken to conduct a compliant procurement leading to the award of contract and the raising of purchase orders.
The device selection and procurement processes are underway but will not be completed in time for the February or March Cabinet Meetings. Time will be lost if the approval of contract award(s) has to wait until the April Cabinet meeting with a best case contract start date of the 15 May. With this delegated approval being sought the Surrey contract could commence as early as 10 April 2019.
The timescale driver is twofold:
There is an opportunity for the Council to join East Sussex County Council (ESCC) and Brighton & Hove City Council (BHCC) in an Orbis-wide device and services procurement. The Council would benefit from advantageous pricing achieved through the economies of scale from a 20,000 device procurement, double the size of a Surrey County Council only procurement; and
There is an urgency to commence deployment of new equipment as part of the Agile Workforce project, a key enabler within the Transformation Programme.
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Microsoft Enterprise License Agreement Renewals
Additional documents: Decision: RESOLVED:
That the award of contract for the provision Microsoft Enterprise License Agreement Renewals to Phoenix Software Limited be approved.
Reasons for Decision:
The three existing Surrey Microsoft agreements expire on 31 May 2019 and 30 June 2019. A competitive mini-competition process in compliance with the requirements of Public Contract Regulations and Procurement Standing Orders had been completed. The recommended supplier offered overall best value for money in the procurement process.
The recommendation to award this contract in February 2019 would enable the Council to remain compliant with their Microsoft licensing requirements. By awarding the contract and committing to the new agreements before 31 March 2019 the Council would avoid the October 2018 price rise and any further price rises prior to the commencement of the new agreements. This action would avoid the October price rise of £79,000 per annum, £237,000 over the three year term of the new agreements.
[The decisions on this item can be called in by the Corporate Overview Select Committee]
Minutes: The Cabinet Member for Corporate Support introduced a report that explained the current contract for Microsoft software licence agreements would expire during May and June 2019. These licenses provided Council employees with access to software productivity packages such as Word, Excel, Email, Calendar and Skype. The licencing also covered IT infrastructure elements used in the delivery of business applications to the organisation. The report set out recommendations arising from work on options for the provision of Microsoft Enterprise License Agreement Renewals and outlined a competitive procurement process which was carried out in order to select a supplier to deliver the service.
RESOLVED:
That the award of contract for the provision Microsoft Enterprise License Agreement Renewals to Phoenix Software Limited be approved.
Reasons for Decision:
The three existing Surrey Microsoft agreements expire on 31 May 2019 and 30 June 2019. A competitive mini-competition process in compliance with the requirements of Public Contract Regulations and Procurement Standing Orders had been completed. The recommended supplier offered overall best value for money in the procurement process.
The recommendation to award this contract in February 2019 would enable the Council to remain compliant with their Microsoft licensing requirements. By awarding the contract and committing to the new agreements before 31 March 2019 the Council would avoid the October 2018 price rise and any further price rises prior to the commencement of the new agreements. This action would avoid the October price rise of £79,000 per annum, £237,000 over the three year term of the new agreements.
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Surrey County Council preparations for Exiting the European Union (Brexit)
Additional documents: Decision: RESOLVED:
That the current position of the council’s preparations, including the plans and preparations that were expected to be implemented by Friday 29 March 2019 (expected date for Britain’s formal withdrawal from the European Union) was endorsed.
Reason for Decision:
Brexit carries a number of potential possibilities and implications for the county. Surrey County Council has a responsibility to prepare for all eventualities, particularly those which pose negative implications for residents, communities and organisations. The council’s ongoing work outlines how it will ensure the necessary plans and preparations are in place to mitigate any potential immediate and short term implications and provide support and assurance where possible.
[The decisions on this item can be called in by the Corporate Overview Select Committee]
Minutes: The Deputy Leader presented an update report on the ongoing work the Council was undertaking to prepare for all eventualities of Brexit. The council’s preparations aimed to mitigate any potential implications for the county – particularly in the immediate and short term – and support residents, communities and organisations. Using the Ministry for Housing, Communities and Local Government preparedness checklist as a framework, the report detailed the work that has been undertaken by the Council. It also showed the partnership work that had taken place with central government, neighbouring counties, boroughs and districts, health partners, local enterprise partnerships and the chamber of commerce. A further update would be provided in March or April depending on the outcome of Brexit.
RESOLVED:
That the current position of the council’s preparations, including the plans and preparations that were expected to be implemented by Friday 29 March 2019 (expected date for Britain’s formal withdrawal from the European Union) was endorsed.
Reason for Decision:
Brexit carries a number of potential possibilities and implications for the county. Surrey County Council has a responsibility to prepare for all eventualities, particularly those which pose negative implications for residents, communities and organisations. The council’s ongoing work outlines how it will ensure the necessary plans and preparations are in place to mitigate any potential immediate and short term implications and provide support and assurance where possible.
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Monthly Budget Monitoring Report
Additional documents: Decision: RESOLVED:
1. That the Council’s overall revenue and capital budget positions as at 31 December 2018 be noted: · £4.6m forecast total draw down reserves; · £16.7m forecast underspend against the original 2018/19 budget; and · £124m forecast service capital programme outturn against £132m budget.
2. That all Cabinet Members had confirmed their service’s forecast for the year as shown in the revenue table within the submitted report was noted.
Reason for Decision:
This report was presented to comply with the agreed policy of providing a monthly budget monitoring report to Cabinet for approval of any necessary actions.
[The decisions on this item can be called in by the Corporate Overview Select Committee]
Minutes: The Cabinet Member for Finance introduced a report that summarised the most significant issues for the Council’s 2018/19 financial position as at 31 December 2018 for both revenue and capital budgets. He explained how the new method of reporting was much improved with real time data and reported that the use of reserves had greatly reduced. He praised the efforts of staff in getting to this point that would see an expected balanced budget by period 12.
The Deputy Leader congratulated the Cabinet Member for Finance and officers in achieving a good stable base from which to deliver next year’s budget.
The Leader thanked the Cabinet Member and Strategic Director for Finance on simplifying the report which was much easier to read. He also explained that Cabinet Members had ownership of their own service area budgets. He went on to say that although transformation was unsettling, staff had remained focussed.
RESOLVED:
1. That the Council’s overall revenue and capital budget positions as at 31 December 2018 be noted: · £4.6m forecast total draw down reserves; · £16.7m forecast underspend against the original 2018/19 budget; and · £124m forecast service capital programme outturn against £132m budget.
2. That all Cabinet Members had confirmed their service’s forecast for the year as shown in the revenue table within the submitted report was noted.
Reason for Decision:
This report was presented to comply with the agreed policy of providing a monthly budget monitoring report to Cabinet for approval of any necessary actions.
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EXCLUSION OF THE PUBLIC
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.
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Commissioning of Dementia Navigators Service
Decision: RESOLVED:
See Minute 23/19.
Reason for Decision:
See Minute 23/19.
[The decisions on this item can be called in by the Adults & Lifelong Learning Select Committee]
Minutes: The Cabinet Member for Adults & Public Health introduced the Part 2 annex that 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).
It was agreed that the Social Value information contained within the Part 2 report should have been made public in the Part 1 report. That information is attached as annex 4.
RESOLVED:
See Minute 23/19.
Reason for Decision:
See Minute 23/19.
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Agile workforce Device Procurement
Decision: RESOLVED:
See Minute 25/19.
Reason for Decision:
See Minute 25/19.
[The decisions on this item can be called in by the Corporate Overview Select Committee]
Minutes: The Cabinet Member for Corporate Support introduced the Part 2 annex that 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).
RESOLVED:
See Minute 25/19.
Reason for Decision:
See Minute 25/19.
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Microsoft Enterprise License Agreement Renewals
Decision: RESOLVED:
See Minute 26/19.
Reason for Decision:
See Minute 26/19.
[The decisions on this item can be called in by the Corporate Overview Select Committee]
Minutes: The Cabinet Member for Corporate Support introduced the Part 2 annex that 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).
RESOLVED:
See Minute 26/19.
Reason for Decision:
See Minute 26/19.
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PUBLICITY FOR PART 2 ITEMS
Additional documents: Minutes: It was agreed that non-exempt information may be made available to the press and public, where appropriate. |