Agenda, decisions and minutes

Cabinet
Tuesday, 25 June 2019 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

94/19

Apologies for Absence

95/19

Minutes of Previous Meeting: 28 May 2019

96/19

Declarations of Interest and Statement from Leader of the Council

    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:

    Decision:

    There were none.

    Minutes:

    There were none.

     

    Statement from Leader of the Council - Moving Closer To Residents

     

    The Leader made a statement that he had hoped to have had a report at this meeting but that conversations were still taking place and the report was not ready.  He went on to reiterate the Council plans which meant not only a physical move of building but also the rollout of agile working which would be a different way of working for many staff. He confirmed that there would be a smaller civic heart with options still being considered in Woking and Guildford. The Leader went on to say that the move from County Hall by the end of 2020 was still on target and that a report would come to Cabinet in September which would confirm details of the move and the financial impact.

     

97/19

Members' Questions

98/19

Public Questions

99/19

Petitions

100/19

Representations received on reports to be considered in private

101/19

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

102/19

Leader / Deputy Leader / Cabinet Member Decisions/ Investment Board Taken Since the Last Cabinet Meeting pdf icon PDF 103 KB

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

    Additional documents:

    Decision:

    RESOLVED:

     

    The decision taken by the Cabinet Member for Children, Young People & Families was noted.

     

    Reason for Decision:

     

    To inform the Cabinet of decisions taken by the Leader, Cabinet Members and Investment Board under delegated authority.

     

    Minutes:

    RESOLVED:

     

    The decision taken by the Cabinet Member for Children, Young People & Families was noted.

     

    Reason for Decision:

     

    To inform the Cabinet of decisions taken by the Leader, Cabinet Members and Investment Board under delegated authority.

     

103/19

Dynamic Purchasing System (DPS) - Independent Expert Assessments pdf icon PDF 180 KB

    Surrey County Council must meet a range of statutory obligations to ensure that safeguarding and care planning decisions about children are made using high quality evidence suitable for the courts. A range of expert assessments are sometimes required to support this process. Approval is sought for the Council to award contracts to providers who have met criteria and that delegated approval be given to the Service Manager (Gateway to Resources) to ‘call off’ this DPS for the purchasing of relevant services. Delegated approval is also sought for the Director of Commissioning to include and award contracts to new providers on the DPS, as required.

     

    NB: Part 2 Annex at item 11.

     

    [The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

     

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1.    That following consideration of the available options, the results of the procurement process, and commercially sensitive information provided in the Part 2 annex of the report, approval be given for the council to establish a Dynamic Purchasing System (DPS) for the period 1 August 2019 – 31 July 2021 (with the option for extension up until, but not exceeding 31 July 2024).

     

    2.    That authority be delegated to the Service Manager (Gateway to Resources) to ‘call off’ independent expert assessments and assessments for special guardianship orders from this DPS as required.

     

    3.    That authority be delegated to the Director - Commissioning to add new providers onto the DPS for the Council as appropriate.

     

    Reason for Decision:

     

    As outlined in Child First Commissioning Intentions for Children in Surrey 2017-22, Surrey County Council is committed to ensuring children in Surrey get ‘the right help, care and protection at the right time so they can thrive’. Expert Witnesses and providers of Special Guardianship Order (SGO) Assessments inform the County Council in its care planning decisions.

     

    The demand for statutory and in some cases court ordered assessments has increased at a rate which the Council is unable to meet within current in-house capacity.To cope with this pressure and ensure our statutory duties are met, the Children’s Social Care teams have been spot purchasing external experts to carry out SGO and expert assessments. However the spot purchasing arrangements are not sustainable and not achieving value for money. (This is unsustainable within the financial challenges that the Council is facing). The Council also acknowledges Ofsted’s findings (May 2018) which highlighted that there is an over-reliance on independent social workers and other expert witnesses in Surrey, and the quality, value for money and timeliness of assessments are key areas that need improving. 

     

    The robust commissioning and contract management arrangements that will be put in place will ensure that expert assessments will be monitored more closely. Regular monitoring will have a strong focus on providers’ safeguarding policies and procedures and ensure that the safety of children, young people and vulnerable adults remains a priority at all times.

     

    [The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

     

    Minutes:

    The Cabinet Member for Children, Young People & Families introduced this report by setting out the Council’s obligations on child protection and the various tests and assessments that may be requested internally or by the courts.  She explained the benefits of the proposed dynamic purchasing system and how it linked to other changes in practice which included a reduced reliance on external expert assessments due to increased in-house skills.  The Cabinet Member went on to highlight areas of the report and the Equalities Impact Assessment as positive outcomes for children.  She informed Members that an email link would be sent out at the end of the week for the latest Ofsted and Children’s  Commissioner reports.

     

    In response to Member questions the Cabinet Member for Children, Young People & families stated that:

    ·         She was confident that 40% reduction in the current number of assessments would be achieved over the coming financial year 2020/21 as an evidence based model of social work practice was being introduced along with a Gateway to Resources team to decide when external assessments would be needed.

    ·         That applicants for Special Guardianship Orders were responsible for arranging legal assessments.

    ·         Whilst there was some leeway in the financial figures the Council would only pay for what it used.

     

    RESOLVED:

     

    1.    That following consideration of the available options, the results of the procurement process, and commercially sensitive information provided in the Part 2 annex of the report, approval be given for the council to establish a Dynamic Purchasing System (DPS) for the period 1 August 2019 – 31 July 2021 (with the option for extension up until, but not exceeding 31 July 2024).

     

    2.    That authority be delegated to the Service Manager (Gateway to Resources) to ‘call off’ independent expert assessments and assessments for special guardianship orders from this DPS as required.

     

    3.    That authority be delegated to the Director - Commissioning to add new providers onto the DPS for the Council as appropriate.

     

    Reason for Decision:

     

    As outlined in Child First Commissioning Intentions for Children in Surrey 2017-22, Surrey County Council is committed to ensuring children in Surrey get ‘the right help, care and protection at the right time so they can thrive’. Expert Witnesses and providers of Special Guardianship Order (SGO) Assessments inform the County Council in its care planning decisions.

     

    The demand for statutory and in some cases court ordered assessments has increased at a rate which the Council is unable to meet within current in-house capacity.To cope with this pressure and ensure our statutory duties are met, the Children’s Social Care teams have been spot purchasing external experts to carry out SGO and expert assessments. However the spot purchasing arrangements are not sustainable and not achieving value for money. (This is unsustainable within the financial challenges that the Council is facing). The Council also acknowledges Ofsted’s findings (May 2018) which highlighted that there is an over-reliance on independent social workers and other expert witnesses in Surrey, and the quality, value for money and timeliness of assessments  ...  view the full minutes text for item 103/19

104/19

Commissioning Early Help and Emotional Wellbeing Provision for Children, Young People and Their Families pdf icon PDF 891 KB

    The Cabinet is asked to approve the use of a Dynamic Purchasing System (DPS) to commission Early Help and emotional wellbeing provision for children, young people and families from January 2020. The Cabinet is also asked to delegate the approval of individual contract awards to the Executive Director of Children Families and Learning.

     

    NB: Part 2 Annex at item 12.

     

    [The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1.    That the use of a Dynamic Purchasing System to commission Early Help and emotional wellbeing provision for children, young people and families from January 2020 be approved.

    2.    That the providers as listed in the Part 2 Annex of this report be awarded a place on the new DPS as they have passed the Invitation to Tender (ITT) evaluation process, whilst recognising that other organisations will be able to apply throughout the duration of the DPS.

    3.    That authority be delegated for the approval of individual contract awards to the Executive Director of Children, Families, Life Long Learning and Culture.

     

    Reason for Decision:

     

    A Dynamic Purchasing System (DPS) under the Light Touch Regime has been selected as the most appropriate route to market because:

    ·         It enables robust control of the quality of Early Help provision for children, young people and families;

    ·         It provides flexibility to meet the needs of the whole family regardless of the age of the children. This approach also helps to attract a wider range of suppliers and allows providers to enter / exit from the list without having to re-open frameworks, which can be legally challenging and bureaucratic;

    ·         It is responsive. It will enable us to ensure that the service providers who can meet the emergent needs of children, young people, and families are able to join the list throughout the length of the commission.

    [The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

     

    Minutes:

    The Cabinet Member for Children, Young People & Families introduced a report that described commissioned services that would form part of the new early help offer.  These would help to ensure that families had access to Early Help at the right time, in the right place and the right cost, that enables them to build resilience through safe, nurturing relationships that enhance emotional health and wellbeing, and enable children and young people to thrive, reducing the need for access to statutory services.  The Cabinet Member highlighted the need for a consistent offer across the county and referenced the Children’s Commissioner report of September 2018. 

     

    In response to Member questions the Cabinet Member explained that when the Family Support Grant ends, the Council would continue to fund.  She also explained how the Early Help profile would be raised and the message spread.  This included the schools consultation line, family information online and providers making the offer understood and known about.

     

    RESOLVED:

     

    1.    That the use of a Dynamic Purchasing System to commission Early Help and emotional wellbeing provision for children, young people and families from January 2020 be approved.

    2.    That the providers as listed in the Part 2 Annex of this report be awarded a place on the new DPS as they have passed the Invitation to Tender (ITT) evaluation process, whilst recognising that other organisations will be able to apply throughout the duration of the DPS.

    3.    That authority be delegated for the approval of individual contract awards to the Executive Director of Children, Families, Life Long Learning and Culture.

     

    Reason for Decision:

     

    A Dynamic Purchasing System (DPS) under the Light Touch Regime has been selected as the most appropriate route to market because:

    ·         It enables robust control of the quality of Early Help provision for children, young people and families;

    ·         It provides flexibility to meet the needs of the whole family regardless of the age of the children. This approach also helps to attract a wider range of suppliers and allows providers to enter / exit from the list without having to re-open frameworks, which can be legally challenging and bureaucratic;

    ·         It is responsive. It will enable us to ensure that the service providers who can meet the emergent needs of children, young people, and families are able to join the list throughout the length of the commission.

    [The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

     

105/19

Investment Board Annual Report pdf icon PDF 89 KB

    In accordance with the Terms of Reference, the Investment Board will provide a report on the investment portfolio and its performance to Cabinet on an annual basis.

     

    NB: Part 2 Annex at item 13.

     

    [The decisions on this item can be called in by the Resources & Performance Select Committee]

     

    Additional documents:

    Decision:

    RESOLVED:

     

    That the Annual Report of the Investment Board be endorsed.

     

    Reason for Decision:

     

    To inform the Cabinet about the activities of the Investment Board during the Financial Year 2018-19.  The Investment Board was responsible for the delivery of the agreed Investment Strategy.  The Investment Strategy was created by the council to deliver an ongoing and resilient source of income to provide financial support to the council’s front line services.  Investments undertaken as a result of the strategy agreed in 2013 are delivering a net income stream to the council.

     

    [The decisions on this item can be called in by the Resources & Performance Select Committee]

     

    Minutes:

    The Leader of the Council explained that the Investment Board, Asset Strategy Board and Shareholder Board had all been combined into the Strategic Investment Board and meetings would now be held in public.  He introduced the report and explained that there was a challenging market and for the time being, the Council were not actively pursuing investment outside of the county.

     

    RESOLVED:

     

    That the Annual Report of the Investment Board be endorsed.

     

    Reason for Decision:

     

    To inform the Cabinet about the activities of the Investment Board during the Financial Year 2018-19.  The Investment Board was responsible for the delivery of the agreed Investment Strategy.  The Investment Strategy was created by the council to deliver an ongoing and resilient source of income to provide financial support to the council’s front line services.  Investments undertaken as a result of the strategy agreed in 2013 are delivering a net income stream to the council.

     

    [The decisions on this item can be called in by the Resources & Performance Select Committee]

     

106/19

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.

     

107/19

Dynamic Purchasing System (DPS) - Independent Expert Assessments

    This Part 2 annex contains information which is 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 decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

     

    Decision:

    RESOLVED:

     

    See Minute  107/19.

     

    Reason for Decision:

     

    See Minute  107/19.

     

    [The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

     

    Minutes:

    The Cabinet Member for Children, Young People & Families introduced this Part 2 report 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  107/19.

     

    Reason for Decision:

     

    See Minute  107/19.

     

    [The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

     

108/19

Commissioning Early Help and Emotional Wellbeing Provision for Children, Young People and Their Families

    This Part 2 annex contains information which is 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 decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

     

    Decision:

    RESOLVED:

     

    See Minute  108/19.

     

    Reason for Decision:

     

    See Minute  108/19.

     

    [The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

     

    Minutes:

    The Cabinet Member for Children, Young People & Families introduced this Part 2 report 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  108/19.

     

    Reason for Decision:

     

    See Minute  108/19.

     

    [The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

     

109/19

Investment Board Annual Report

    This Part 2 annex contains information which is 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 decisions on this item can be called in by the Resources & Performance Select Committee]

     

     

    Decision:

    RESOLVED:

     

    See Minute  109/19.

     

    Reason for Decision:

     

    See Minute  109/19.

     

    [The decisions on this item can be called in by the Resources & Performance Select Committee]

     

     

    Minutes:

    The Leader of the Council introduced this Part 2 report 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  109/19.

     

    Reason for Decision:

     

    See Minute  109/19.

     

    [The decisions on this item can be called in by the Resources & Performance Select Committee]

     

     

110/19

PUBLICITY FOR PART 2 ITEMS