Agenda, decisions and minutes

Cabinet
Tuesday, 24 September 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

141/19

Apologies for Absence

142/19

Minutes of Previous Meeting: 16 July 2019

143/19

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:

    There were none.

144/19

Procedural Matters

145/19

Public Questions pdf icon PDF 66 KB

    The deadline for public questions is seven days before the meeting (17 September 2019).

     

    Additional documents:

    Decision:

    There were three questions from residents.  These and the responses were published with supplementary papers to the agenda.

     

     

    Minutes:

    There were three questions from residents.  These and the responses were published with supplementary papers to the agenda. Supplementary questions were:

     

    Q1 – Sally Blake asked a question regarding Surrey’s target of tree planting which was much lower than the UK Committee on Climate Change.  The Cabinet Member for Environment & Waste responded that the target was in proportion to land mass and explained how the community were getting involved in this.

     

    Q2 – Sally Blake, on behalf of John Oliver, asked why the ANOB (Area of Natural Outstanding Beauty) Plan covered only five years when the Countryside Plan would cover 25 years. The Cabinet Member for Environment & Waste responded that it was agreed that the five year ANOB Plan would be a light touch review and as the Council had adopted the Climate Change Emergency this year it would change the focus on climate.  He stated that when the chairman had been appointed the report would be reviewed and amendments made as necessary.

     

    Q3 – Paul Couchman explained that he would be presenting a petition to the Council meeting on 8 October and asked that Cabinet respect residents and firefighters and stop the reduction of night time fire fighter cover.  The Cabinet Member for Community Safety, Fire & Resilience, responded that there had been over 1800 respondents to the consultation who had opportunity to review all the data and evidence to inform their responses however, the petition has a narrow focus and is therefore out of context with any mitigations set out in the plan.

     

     

146/19

Members' Questions pdf icon PDF 128 KB

    The deadline for Member’s questions is 12pm four working days before the meeting (18 September 2019).

     

    Additional documents:

    Decision:

    There were four questions from two Members.  These and the responses were published with supplementary papers to the agenda.

     

    Minutes:

    There were four questions from two Members.  These and the responses were published with supplementary papers to the agenda.  Supplementary questions were:

     

    Q2 – Mr Jonathan Essex asked if there was an increased risk and if that was possible to quantify as there were no figures in the report which says that response times would be longer?  He also asked if the risk of increased response times was acceptable to the Cabinet because they were still within Surrey’s safe target?  The Cabinet Member for Community Safety, Fire & Resilience, responded that we would continue to maintain and meet the Surrey response standard.

     

    Q3 – Mr Jonathan Essex stated that the Government’s Committee on Climate Change had just released a report that states aviation and shipping emissions should be within UK carbon emissions and in light of this asked if the Cabinet Member would review his reply to this question.  The Cabinet Member for Community Safety, Fire & Resilience, responded that he would need to read the report, that he welcomed the report, and would need to work with Heathrow.

     

147/19

Petitions pdf icon PDF 57 KB

    The deadline for petitions was 14 days before the meeting, and three petitions have been received:

     

    1.    “We demand reinstatement of full waste disposal services at Warlingham CRC” – 513 signatories – Lead petitioner: Mr Geoffrey Kempster

     

    2.    “Keep Cranleigh CRC open” – 2,756 signatories (includes online and paper petitions) – Lead petitioner: Hanna Nicholson

     

    3.    “Stop the charge for disposing of wood, bricks and concrete at CRCs” – 1,112 signatories – Lead petitioner: Mr Tim Harding

    Additional documents:

    Decision:

    There were three petitions relating to community recycling centre.  Details of the petitions and Cabinet response were published with supplementary papers to the agenda.

     

     

    Minutes:

    There were three petitions relating to community recycling centres (CRC).  Details of the petitions and Cabinet response were published with supplementary papers to the agenda.

     

    Mr Kempster spoke on behalf of the first petition and put emphasis on the drop in numbers of residents using CRCs due to changes in the products being collected at the kerbside and the restrictions in place at Warlingham CRC.  He also stated that fly-tipping was a major concern for Tandridge and Warlingham. Warlingham CRC although small site would average 20 vehicles per hour before restrictions were put in place.

     

    Ms Nicholson spoke to the second petition and spoke of the lack of choice for some residents due to the cost of disposal of some items at CRCs which left them no choice but to leave it outside the house rather than take it to the CRC. She also said that closure of Cranleigh CRC would be short-sighted when the area was growing in population. She agreed that education around recycling also needed to happen.

     

    There was no speaker for the third petition on CRCs.

     

    The Cabinet Member for Environment & Waste thanked the petitioners and stated that a Waste Task Group report would be considered at the next Cabinet meeting in October.

     

    The Leader of the Council stated that these two sites would remain open following the recommendation of the working group. The other items raised by the petitioners would be picked up when the report came to a future Cabinet.  He went on to say that the council would work with boroughs and districts with regard to educating the public on recycling.

     

     

     

     

148/19

Representations received on reports to be considered in private

149/19

Reports from Select Committees, Task Groups, Local Committees and other Committees of the Council pdf icon PDF 60 KB

    A report from the Communities, Environment & Highways Select Committee, being held on 19 September, is expected in relation to item 9 – Making Surrey Safer. reports.

    Additional documents:

    Decision:

    Two reports were received from the Communities, Environment & Highways Select Committee regarding

    ·         item 9 – Making Surrey Safer, and

    ·         item 13 - Surrey County Council Response to the Statutory Heathrow Airport Expansion Consultation

    Cabinet response to the report was published in the supplementary agenda.

    Minutes:

    Mr John O’Reilly, Chairman of the Communities, Environment & Highways Select Committee and Mr Saj Hussain, Vice Chairman and Chair for the Task Group introduced the two reports from the Select Committee regarding:

     

    ·         item 9 – Making Surrey Safer, and

    ·         item 13 - Surrey County Council Response to the Statutory Heathrow Airport Expansion Consultation

     

    The Cabinet Member for Community Safety, Fire & Resilience gave thanks for the time and attention given to Making Surrey Safer and gave commitment to monitor and oversee the three areas of concern raised.  Mr John O’Reilly went on to say that the Task Group would continue to look at some of the other issues raised in the Inspectors report e.g. culture change.

     

    Cabinet’s written response to the Making Surrey Safer report was published in the supplementary agenda.

     

    Mr John O’Reilly went on to talk about the council’s response to the Heathrow expansion consultation and how Heathrow had not delivered on any request put to them so far and said the council needed to be much firmer.  He also asked at what point does the council go back to residents with a different view on expansion.

     

    The Leader endorsed much of what was said and stated that the council would decide what was in the best interests once Heathrow had considered and responded to the consultation responses.

     

150/19

Making Surrey Safer - Our Plan 2020 - 2023 pdf icon PDF 135 KB

    The vision of Surrey Fire and Rescue Service (SFRS) is to make Surrey a safer place to live, work, travel and do business. This means thinking differently about how to deliver prevention, protection and response activities and finding better ways of working with partners, residents and businesses.  The detail of how we intend to do this is set out in Making Surrey Safer – Our Plan 2020-2023 (“Our Plan”).

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    That the “Making Surrey Safer – Our Plan 2020-2023”, be approved for publication and implementation.

     

    Reason for decision:

     

    Our Plan puts people at the heart of what we do by focussing on our most vulnerable people and our most risky places. This will reduce the likelihood of emergencies. Our Plan also ensures that when emergencies do happen we respond more efficiently.

     

    Our Plan will meet the national direction from government for the future and local risks, whilst responding to the recommendations for improvement made by Her Majesties Inspectorate of Constabulary and Fire & Rescue Services (HMICFRS). The feedback from the consultation broadly agreed with Our Plan. However, concerns about night time response cover have been expressed and we have responded to these in Section 18 of the submitted report. 

     

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

     

    Minutes:

    The Leader opened the discussion on this item by expressing gratitude to the fire service for the vital work they do and for their courage and commitment.  He had spoken to firefighters prior to the meeting and was aware of the passion and strength of feeling amongst them.  He went on to explain that the intention of the Plan was to modernise the service for the next 20 years, that there was no intention to cut funding or cut the number of firefighters, in fact both would increase.  Whilst understanding concerns of residents he hoped that they would place confidence in the experts of the fire service who had formed the Plan.

     

    The Cabinet Member for Communities, Fire & Resilience highlighted some of the aspect of the Plan including:

    ·         Night time cover being less needed as there was more risk in day time.

    ·         The response times were lower at night due to less traffic on roads

    ·         The number of on-call firefighters would increase.

    ·         Non-emergency call outs would be charged for e.g. false alarms and animal rescues.

    ·         Work was being undertaken with businesses to reduce false alarms.

     

     She went on to say that the modelling had been externally verified and drew Members attention to the Equalities Impact Assessment and action plan.

     

    Mr Robert Evans addressed the Cabinet and raised several issues around safety and level of support for the Plan amongst consultation responders.

     

    In response to issues raised by Mr Evans several Cabinet Members reiterated the following points:

    ·         There were mutual and reciprocal arrangements in place for cross border assistance and this was standard practice.

    ·         That consultation results were contained within the submitted report but 50.3% of respondents agreed and strongly agreed with proposals.

    ·         That this was an investment in the service and not cuts or austerity which was misinforming.

    ·         Her Majesty's Inspectorate of Constabulary and Fire & Rescue Services (HMICFRS) inspection has said that response to incidents was inefficient and that not enough prevention and protection activity took place. This meant we need to do more of this in the future.  The Council needed to ensure it was providing an efficient, effective, accountable and transparent service.  

     

    RESOLVED:

     

    That the “Making Surrey Safer – Our Plan 2020-2023”, be approved for publication and implementation.

     

    Reason for decision:

     

    Our Plan puts people at the heart of what we do by focussing on our most vulnerable people and our most risky places. This will reduce the likelihood of emergencies. Our Plan also ensures that when emergencies do happen we respond more efficiently.

     

    Our Plan will meet the national direction from government for the future and local risks, whilst responding to the recommendations for improvement made by Her Majesties Inspectorate of Constabulary and Fire & Rescue Services (HMICFRS). The feedback from the consultation broadly agreed with Our Plan. However, concerns about night time response cover have been expressed and we have responded to these in Section 18 of the submitted report. 

     

    The decision was unanimous.

     

151/19

Leader / Deputy Leader / Cabinet Member / Strategic Investment Board Decisions 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:

    Decision:

    RESOLVED:

     

    That the decisions taken by Cabinet Members since the last meeting were noted.

     

    Reason for Decision:

     

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

     

    Minutes:

    RESOLVED:

     

    That the decisions taken by Cabinet Members since the last meeting were noted.

     

    Reason for Decision:

     

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

     

152/19

School Place Planning: Strategy for Specialist Placements pdf icon PDF 130 KB

    As part of the SEND transformation plan, approved by cabinet on 29 January 2019 a recommendation was made to provide more specialist school places in Surrey– in specialist provision in mainstream schools and in special schools – so that children with special educational needs and / or disabilities (SEND) could be placed closer to home.  Accordingly, officers have drafted a ten year place planning strategy, the aim of which is to provide a greatly improved environment for children with the highest level of specialist needs and increase their outcomes through more newly-built or refurbished state-funded, local provision. 

     

    [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 Special Education Needs & Disabilities place-planning strategic approach for a ten-year period (2019 to 2029) be approved, in principle.

     

    2.    That the 77 bulge places for September 2019 be approved.

     

    3.    That future projects identified as part of the place planning strategy are, where appropriate, reported to cabinet or cabinet member for approval.

     

    Reason for Decision:

     

    Developing and maintaining the right Surrey specialist provision is vital in ensuring appropriate placements for the Surrey young people who require a specialist Special Education Needs & Disabilities placement.  The proposed place-planning strategy will ensure a significant number of extra specialist places are provided that offer good value for money.  This strategy is needed to make sure that activities in this area are coordinated and that there are a clear set of principles on which work will be based.  This strategy will be reviewed on an annual basis.

     

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

     

    Minutes:

    The Cabinet Member for All-Age Learning introduced a report which explained how as part of the Special Educational Needs and / or Disabilities (SEND) transformation plan, more specialist school places in Surrey would be provided.  These would be in specialist provision in mainstream schools and in special schools – so that children SEND could be placed closer to home.  This will reduce travel time and enable children with SEND to be more a part of their local community, and, crucially, help to increase their progress, attainment and outcomes.

     

    Officers had drafted a ten year place planning strategy, the aim of which was to provide a greatly improved environment for children with the highest level of specialist needs and increase their outcomes through more newly-built or refurbished state-funded, local provision.  The strategy was in two parts:

     

    ·         a four year plan, which was intended to provide an extra 883 specialist places, including 77 ‘bulge’ places, over that period. Each of these types of place provision will be reported to cabinet where appropriate as they are identified and require approval; and

    ·         a broader 10 year plan, which is less specific and will be developed depending on whether improved practice reduces the need for specialist provision compared with current forecasts through more places within mainstream schools, but which currently projects the need for 1,693 additional specialist places in the period.

     

    The Cabinet Member for Children, Young People & Families asked if the presumption was that most children with SEND should be in mainstream schools in their own communities and that the report focussed only on those children that could not be served by mainstream schools.  The Cabinet Member for All-Age Learning agreed that this was the case and explained how children with SEND, when supported in their local communities, could better transition to adulthood.  She also went on the say that demand for specialist places far outstripped what the council could provide and that support within mainstream schools was important.  The report also included increased provision in mainstream settings so that specialist places were freed up for those who could not attend mainstream schools. She explained the investment proposals for 2020/21 for Early Years settings and the local learning fund from which schools could apply for funding to help reduce demand for specialist places.

    Several Cabinet Members spoke in favour of the proposals.

     

    RESOLVED:

     

    1.    That the SEND place-planning strategic approach for a ten-year period (2019 to 2029) be approved, in principle.

     

    2.    That the 77 bulge places for September 2019 be approved.

     

    3.    That future projects identified as part of the place planning strategy are, where appropriate, reported to cabinet or cabinet member for approval.

     

    Reason for Decision:

     

    Developing and maintaining the right Surrey specialist provision is vital in ensuring appropriate placements for the Surrey young people who require a specialist SEND placement.  The proposed place-planning strategy will ensure a significant number of extra specialist places are provided that offer good value for money.  This strategy is needed to make sure that activities  ...  view the full minutes text for item 152/19

153/19

Capital Strategy for Specialist School Placements pdf icon PDF 125 KB

    This paper sets out the current position with regard to the SEND capital programme, and recommends approval to progress with specific capital projects over a 4 year period from 2019/20 to 2022/23.  Further work is underway to assess the needs for the service over a 10 year period.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1.    That a number of named projects at an estimated capital cost of £3.2m, for delivery from 2019/20, as part of the overall Special Education Needs & Disabilities (SEND) capital programme, be approved. These projects are as identified in Annex 1 to the submitted report, providing 77 bulge and 21 permanent places.

     

    2.    That the development of projects as part of the overall SEND capital programme a number of “named” projects at an estimated capital cost of £28.9m, for delivery from 2019/20 over the next four years be agreed. These projects are as identified in Annex 1 to the submitted report, and will provide 303 permanent places.

     

    3.    That other projects as part of the overall SEND capital programme that do not require any further approval within this paper, including £1.1m capital budget previously approved for the Worplesdon specialist centre be noted. These projects are as identified in Annex 1 to the submitted report, providing 482 permanent places.

     

    4.    That £1m to support the delivery of the immediate identified school place planning and the long term requirements be approved.

     

    Reason for decision:

     

    Approval of the recommendations form a key part and will assist the Council in delivering the school place planning strategy for specialist placements.

     

    Developing and maintaining the right SEND provision is an important part of ensuring a sustainable specialist estate to provide fit for purpose facilities for Surrey children and young people who require a specialist placement and cost effective solutions for high quality provision to support revenue savings within SCC. Grant capital funding of £10M is available from the Department for Education, to progress this capital strategy providing children and young people with increased positive opportunities for improved outcomes whilst attending an appropriate SEND provision.

     

    The recommendations will enable the progression and delivery of the school place planning strategy for specialist placements ten-year plan. Children, Families, Lifelong Learning and Culture (CFLC) are seeking to provide 883 specialist places (including 77 ‘bulge’ places) over the next four years and within the next 10 years deliver a broader plan which will be developed subject to need.

    The school place planning strategy for specialist placements will be reviewed annually.

     

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

     

    Minutes:

    The Cabinet Member for All-Age Learning introduced a report that sought agreement for extra places to be delivered over the next four years.

     

    RESOLVED:

     

    1.    That a number of named projects at an estimated capital cost of £3.2m, for delivery from 2019/20, as part of the overall Special Education Needs & Disabilities (SEND) capital programme, be approved. These projects are as identified in Annex 1 to the submitted report, providing 77 bulge and 21 permanent places.

     

    2.    That the development of projects as part of the overall SEND capital programme a number of “named” projects at an estimated capital cost of £28.9m, for delivery from 2019/20 over the next four years be agreed. These projects are as identified in Annex 1 to the submitted report, and will provide 303 permanent places.

     

    3.    That other projects as part of the overall SEND capital programme that do not require any further approval within this paper, including £1.1m capital budget previously approved for the Worplesdon specialist centre be noted. These projects are as identified in Annex 1 to the submitted report, providing 482 permanent places.

     

    4.    That £1m to support the delivery of the immediate identified school place planning and the long term requirements be approved.

     

    Reason for decision:

     

    Approval of the recommendations form a key part and will assist the Council in delivering the school place planning strategy for specialist placements.

     

    Developing and maintaining the right SEND provision is an important part of ensuring a sustainable specialist estate to provide fit for purpose facilities for Surrey children and young people who require a specialist placement and cost effective solutions for high quality provision to support revenue savings within SCC. Grant capital funding of £10M is available from the Department for Education, to progress this capital strategy providing children and young people with increased positive opportunities for improved outcomes whilst attending an appropriate SEND provision.

     

    The recommendations will enable the progression and delivery of the school place planning strategy for specialist placements ten-year plan. Children, Families, Lifelong Learning and Culture (CFLC) are seeking to provide 883 specialist places (including 77 ‘bulge’ places) over the next four years and within the next 10 years deliver a broader plan which will be developed subject to need.

    The school place planning strategy for specialist placements will be reviewed annually.

     

    The decision was unanimous.

     

154/19

Surrey Safeguarding Adults Board Annual Report 2018/19 pdf icon PDF 83 KB

    The Surrey Safeguarding Adults Board (SSAB) is a statutory Board with responsibilities set out in the Care Act 2014.  It is a statutory duty for all Safeguarding Adult Board’s to publish an annual report.  To support the transparency of the work of the Board, the Annual Report (Annex 1) is presented to Cabinet.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

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

     

    1. That the next steps for the publication of the Annual report were agreed.

     

    Reason for Decisions:

     

    These decisions demonstrate that the Council is well placed to fulfil its obligations under the Care Act to have an established Safeguarding Adults Board (SSAB) in its area. It will support the SSAB to be transparent by providing information to the public on the performance of the Board in the delivery of its strategic plan.

     

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

     

    Minutes:

    This report was presented to Cabinet by Mr Simon Turpitt, the Independent Chair of the Surrey Safeguarding Adults Board (SSAB) which was a statutory Board with responsibilities set out in the Care Act 2014.  One of the Board’s statutory duties was to publish an Annual Report. 

     

    He described various aspects of the Board’s work and how the Board was working in cooperation with safeguarding boards and others such as community safety, children’s services and the Health & Well Being Board.  Healthwatch had been requested to be the voice of the user.

     

    Mr Turpitt went on to describe some of the issues highlighted in the report such as Mental Capacity Act implementation and private care homes that did not engage.

     

    In response to a Member query about the rise in reporting of safeguarding incidents Mr Turpitt explained that there were various reasons for this including; increased awareness, increased demand and that the numbers of vulnerable of people would continue to grow.  He stated that the rising numbers was not in itself an issue as long as they were responded to appropriately.  There was a regular audit of historical data but this did not forecast the future.  He went on to say that the fire service had been a very good partner.

     

    In response to another query about the budget being underspent Mr Turpitt explained that they have to budget for serious case reviews but not knowing how many, if any, there were likely to be in any one year.  The cost of a serious case review could be from £20k to £30k each.  Budget not spent was carried forward to the following year.

     

    The Leader thanked Mr Turpitt and the Board for their work.

     

    RESOLVED:

     

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

     

    1. That the next steps for the publication of the Annual report were agreed.

     

    Reason for Decisions:

     

    These decisions demonstrate that the Council is well placed to fulfil its obligations under the Care Act to have an established Safeguarding Adults Board (SSAB) in its area. It will support the SSAB to be transparent by providing information to the public on the performance of the Board in the delivery of its strategic plan.

     

    The decision was unanimous.

     

155/19

Month 4 Financial Monitoring Report pdf icon PDF 400 KB

    This report summarises the most significant issues for the Council’s 2019/20 financial position as at 31July 2019 for revenue and capital budgets. Annex1 provides further details on service budgets, expenditure to date and year-end forecast.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    That the Council’s forecast revenue and capital budget positions for the year 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 Resources & Performance Select Committee]

     

     

    Minutes:

    The Cabinet Member for Finance introduced the month four monitoring report and stated that the council was on target to reach the £200m target savings over the next year.  In response to a question he confirmed that recent Government announcements, on additional funding, would not have an impact on this financial year.

     

    RESOLVED:

     

    That the Council’s forecast revenue and capital budget positions for the year 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 decision was unanimous.

     

    Miss Alison Griffiths left the room for 2 minutes at the end of this item.

     

156/19

Surrey County Council preparations for Exiting the European Union (Brexit) - 31 October exit date pdf icon PDF 129 KB

    This report updates Cabinet on the ongoing work Surrey County Council and partners are undertaking to prepare for all eventualities of Britain’s anticipated exit of the European Union on the 31 October 2019. The context surrounding Brexit is changing rapidly, so this report reflects the position at the time of drafting.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    That the current position of the council’s preparations, including the plans and preparations that are expected to be implemented by Thursday 31 October 2019 be endorsed (expected date for Britain’s formal withdrawal from the European Union).

     

    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. This is in line with guidance provided by central government.

     

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

     

    Minutes:

    The Brexit update report was presented by the Deputy Leader which detailed the ongoing work Surrey County Council and partners were undertaking to prepare for all eventualities of Britain’s anticipated exit of the European Union on Thursday 31 October 2019.  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. The report presented the partnership work that has been taking place with central government, neighbouring counties, boroughs and districts, health partners, local enterprise partnerships and the chamber of commerce.

     

    The Cabinet Member for Children, Young People & Families spoke of the preparedness of Children’s services under the Yellow Hammer guidance.

     

    The Leader thanked Mr Steve Owen-Hughes for his work as Chairman of the Resilience Forum and for corralling partners to plan.

     

    RESOLVED:

     

    That the current position of the council’s preparations, including the plans and preparations that are expected to be implemented by Thursday 31 October 2019 be endorsed (expected date for Britain’s formal withdrawal from the European Union).

     

    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. This is in line with guidance provided by central government.

     

    The decision was unanimous.

     

157/19

Surrey County Council Response to the Statutory Heathrow Airport Expansion Consultation pdf icon PDF 106 KB

    The statutory consultation on Heathrow Airport’s Preferred Masterplan for the future expansion of the airport ran between 18 June 2019 and 13 September 2019. This was scheduled to be the last public consultation in advance of Heathrow Airport Limited (HAL) submitting an application for a Development Consent Order (DCO) to the Planning Inspectorate (PINS) for examination under the provisions of the Planning Act 2008 for determining Nationally Significant Infrastructure Projects. The draft consultation response attached at Annex 1 has been produced in consultation with Surrey County Council services impacted by the scheme and provides commentary on the specific issues that are likely to significantly affect Surrey residents, businesses and county council service interests.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    That the consultation response submitted to Heathrow Airport Ltd and attached at Annex 1 to the submitted report was agreed.

     

    Reason for decision:

     

    The consultation response considers the potential impact of HAL’s proposed scheme on the Council’s services, residents and businesses. The response is in line with the 9 October 2018 Full Council resolution, which sets out the Council’s position that the environmental and infrastructure issues associated with expansion should be satisfactorily addressed. The comments in the response highlight the considerable concerns that this Council has in relation to the expansion proposals and some comments repeat points made at both a political and officer level during ongoing engagement with HAL on scheme development in bilateral meetings and through the Council’s membership of the Heathrow Strategic Planning Group (HSPG). There are many issues that remain to be addressed and more information must be provided to enable the likely effects to be fully understood.

     

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

     

    Minutes:

    The Cabinet Member for Environment & Waste introduced the council’s response to the Heathrow expansion consultation and highlighted various aspects of concern for Surrey residents.  Several Members reiterated particular issues in their areas of the county and discussed traffic, rail and air pollution.  The Cabinet Member for Environment & Waste spoke of efforts taken in getting answers to questions and how the long awaited traffic modelling would give a clear indication of what Heathrow should be doing.

     

    The Leader thanked the Deputy Leader, Cabinet Member for Environment & Waste and the Communities, Environment & Highways Select Committee for work undertaken.

     

    RESOLVED:

     

    That the consultation response submitted to Heathrow Airport Ltd and attached at Annex 1 to the submitted report be agreed.

     

    Reason for decision:

     

    The consultation response considers the potential impact of HAL’s proposed scheme on the Council’s services, residents and businesses. The response is in line with the 9 October 2018 Full Council resolution, which sets out the Council’s position that the environmental and infrastructure issues associated with expansion should be satisfactorily addressed. The comments in the response highlight the considerable concerns that this Council has in relation to the expansion proposals and some comments repeat points made at both a political and officer level during ongoing engagement with HAL on scheme development in bilateral meetings and through the Council’s membership of the Heathrow Strategic Planning Group (HSPG). There are many issues that remain to be addressed and more information must be provided to enable the likely effects to be fully understood.

     

    The decision was unanimous.

     

158/19

Interim Procurement Forward Plan pdf icon PDF 90 KB

    The revised Procurement and Contract Standing Orders agreed by the Council in May 2019 require the preparation of an Annual Procurement Forward Plan during the business planning cycle. This new approach will be implemented in full for 2020/21, with a plan being considered by Cabinet in December. However, currently we are in a transitionary phase and there is no such plan in place for the projects underway or due to start in the financial year 2019/20.  To ensure transparency and oversight Cabinet are therefore asked to approve an Interim Procurement Forward Plan to cover this activity.

     

    NB: A Part 2 annex is at Item 18

     

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

     

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1.    That Procurement for the projects listed in Annex 1 of the submitted Part 2 report – “Interim Procurement Forward Plan for Q3 and Q4 of FY 2019/20” in accordance with the Council’s Procurement and Contract Standing Orders, were approved.

    2.    That where the first ranked tender for any projects listed in Annex 1 of the submitted Part 2 report is within the +/-5% budgetary tolerance level was agreed, the relevant Executive Director, Director or Head of Service (as appropriate) be authorised to award such contracts.

    3.    That authority be delegated to the relevant Executive Director, Director or Head of Service (as appropriate) to make contract award decisions for the projects which started prior to 24 September 2019 and are listed in Annex 2 of the submitted Part 2 report – “Projects over £500k that started prior to 24 September 2019”, and

    4.    That the procurement activity highlighted in Annex 1 of the submitted Part 2 report that will be come to Cabinet for review of the commissioning and procurement strategy prior to going out to market be agreed.

     

    Reason for decision:

     

    To comply with the Procurement and Contract Standing Orders agreed by Council in May 2019.

    To provide Cabinet with strategic oversight of planned procurement projects for the remainder of Financial Year 2019/20.

    To ensure Cabinet oversight is focussed on the most significant procurements.

    To avoid the need to submit multiple individual requests for Approval to Procure as well as individual contract award approvals for work taking place in FY 2019/20.

     

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

     

    Minutes:

    The Cabinet Member for Finance introduced the interim procurement forward plan revised to cover projects underway or due to start in Q3 and Q4 of financial year (FY) 2019/20. 

     

    The Procurement and Contract Standing Orders agreed by the Council in May 2019 required the preparation of an Annual Procurement Forward Plan during the business planning cycle. This new approach will be implemented in full for 2020/21, with a plan being considered by Cabinet in December.

     

    RESOLVED:

     

    1.    That Procurement for the projects listed in Annex 1 of the submitted Part 2 report – “Interim Procurement Forward Plan for Q3 and Q4 of FY 2019/20” in accordance with the Council’s Procurement and Contract Standing Orders, were approved.

    2.    That where the first ranked tender for any projects listed in Annex 1 of the submitted Part 2 report is within the +/-5% budgetary tolerance level was agreed, the relevant Executive Director, Director or Head of Service (as appropriate) be authorised to award such contracts.

    3.    That authority be delegated to the relevant Executive Director, Director or Head of Service (as appropriate) to make contract award decisions for the projects which started prior to 24 September 2019 and are listed in Annex 2 of the submitted Part 2 report – “Projects over £500k that started prior to 24 September 2019”, and

    4.    That the procurement activity highlighted in Annex 1 of the submitted Part 2 report that will be come to Cabinet for review of the commissioning and procurement strategy prior to going out to market be agreed.

    Reason for decision:

     

    To comply with the Procurement and Contract Standing Orders agreed by Council in May 2019.

    To provide Cabinet with strategic oversight of planned procurement projects for the remainder of Financial Year 2019/20.

    To ensure Cabinet oversight is focussed on the most significant procurements.

    To avoid the need to submit multiple individual requests for Approval to Procure as well as individual contract award approvals for work taking place in FY 2019/20.

     

    The decision was unanimous.

     

159/19

Moving Closer to Residents: A Workforce for the Future pdf icon PDF 110 KB

    As part of the council’s ongoing transformation programme, it is making significant cultural and structural changes to the way it operates to benefit residents. In addition, the council is committed to modernising its ways of working as well as recruiting and retaining a workforce fit for the future. This report focuses on the need to accelerate the development of our workforce and new ways of working, as set out in the council’s Organisation Strategy 2019-2023.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1.    That a detailed Workforce Strategy be developed by February 2020.

     

    2.    That officers continue to drive and support a new working culture across the council through increasing the number of staff being enabled to work in new and agile ways, including through investment in Information Technology and training.

     

    3.    That demonstration exemplar agile office spaces be created in County Hall and in each of the Council’s office hubs (Quadrant Court in Woking, Consort House in Redhill and Fairmount House in Leatherhead) by January 2020.

     

    4.    That measures be put in place to consolidate staff into a smaller area of County Hall, creating a ‘Civic Heart’ cohort (e.g. those working most closely with democratic and civic functions of the council) over time.

     

    5.    That officers continue to plan the relocation of staff from County Hall, as:

     

    ·         Those staff in County Hall forming the Civic Heart cohort will be brought together in County Hall

    ·         Demonstration/exemplar agile office environments will be set up in County Hall and each Hub by Jan 2020

    ·         500 more County Hall staff will be equipped to be agile and allocated to new base offices by June 2020

    ·         Contact Centre and Orbis services staff will be either agile or in new locations by December 2020

    ·         Civic Heart cohort of staff to be agile/relocated when we have found suitable premises (meaning County Hall is vacant)

    ·         Discussions will continue with the Royal Borough of Kingston-upon-Thames on the potential future of County Hall.

     

    6.    That officers continue the search for a new ‘Civic Heart’ to house the remainder of the staff in suitable, viable and affordable premises.

     

    Reason for decision:

     

    The Community Vision for Surrey in 2030 and the council’s own Organisational Strategy envisage a quite different and much improved relationship and connectivity between residents and the council and new, modern ways of working for the council. The widespread introduction of agile working for most staff, creating the opportunity to vacate County Hall and establish a new Civic Heart in Surrey will act to accelerate such changes and facilitate delivering better services for residents.

     

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

     

    Minutes:

    The Leader introduced this update report and explained that a suitable building for the ‘civic heart’ had not yet found and went on to talk about the strategy for moving people out of County Hall. He highlighted several areas of the report including agile working based on outcomes and that exemplar hubs were to be set up.

     

    RESOLVED:

     

    1.    That a detailed Workforce Strategy be developed by February 2020.

     

    2.    That officers continue to drive and support a new working culture across the council through increasing the number of staff being enabled to work in new and agile ways, including through investment in Information Technology and training.

     

    3.    That demonstration exemplar agile office spaces be created in County Hall and in each of the Council’s office hubs (Quadrant Court in Woking, Consort House in Redhill and Fairmount House in Leatherhead) by January 2020.

     

    4.    That measures be put in place to consolidate staff into a smaller area of County Hall, creating a ‘Civic Heart’ cohort (e.g. those working most closely with democratic and civic functions of the council) over time.

     

    5.    That officers continue to plan the relocation of staff from County Hall, as:

     

    ·         Those staff in County Hall forming the Civic Heart cohort will be brought together in County Hall

    ·         Demonstration/exemplar agile office environments will be set up in County Hall and each Hub by Jan 2020

    ·         500 more County Hall staff will be equipped to be agile and allocated to new base offices by June 2020

    ·         Contact Centre and Orbis services staff will be either agile or in new locations by December 2020

    ·         Civic Heart cohort of staff to be agile/relocated when we have found suitable premises (meaning County Hall is vacant)

    ·         Discussions will continue with the Royal Borough of Kingston-upon-Thames on the potential future of County Hall.

     

    6.    That officers continue the search for a new ‘Civic Heart’ to house the remainder of the staff in suitable, viable and affordable premises.

     

    Reason for decision:

     

    The Community Vision for Surrey in 2030 and the council’s own Organisational Strategy envisage a quite different and much improved relationship and connectivity between residents and the council and new, modern ways of working for the council. The widespread introduction of agile working for most staff, creating the opportunity to vacate County Hall and establish a new Civic Heart in Surrey will act to accelerate such changes and facilitate delivering better services for residents.

     

    The decision was unanimous.

     

160/19

Updated Statement of Community Involvement pdf icon PDF 78 KB

    The Statement of Community Involvement (SCI) is the County Council’s public statement of how it engages with the public and consultees on planning applications and planning policy documents. It is a statutory requirement to produce the SCI and to keep it up to date. The current SCI was adopted in 2015 and this revision takes account of changes in legislation and policy.

     

    Additional documents:

    Decision:

    RESOLVED:

     

    That Cabinet makes the following recommendation to Full County Council on 8 October 2019:

     

    Cabinet recommendations to Full County Council:

     

    That Council adopt the revised Statement of Community Involvement (SCI).

     

    Reason for Decision:

     

    It is a statutory requirement to produce the SCI and to keep it up to date. The current SCI was adopted in 2015 and this revision takes account of changes in legislation and policy.

     

    Minutes:

    The Cabinet Member for Environment & Waste introduced a report that sought recommendation to full Council of the Statement of Community Involvement (SCI) which was the Council’s public statement of how it engaged with the public and consultees on planning applications and planning policy documents.

     

    RESOLVED:

     

    That Cabinet makes the following recommendation to Full County Council on 8 October 2019:

     

    Cabinet recommendations to Full County Council:

     

    That Council adopt the revised Statement of Community Involvement (SCI).

     

    Reason for Decision:

     

    It is a statutory requirement to produce the SCI and to keep it up to date. The current SCI was adopted in 2015 and this revision takes account of changes in legislation and policy.

     

    The decision was unanimous.

     

161/19

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.

     

162/19

Interim Procurement Forward Plan

Decision:

RESOLVED:

 

See Minute 158/19.

 

Reason for decision:

 

See Minute 158/19.

 

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

 

Minutes:

The Cabinet Member for Finance introduced a 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).  He urged Cabinet Members to keep an eye on the figures for their particular portfolios.  He also stated that as various aspects were confirmed that these would then become public.

 

RESOLVED:

 

See Minute 158/19.

 

Reason for decision:

 

See Minute 158/19.

163/19

Commercial Programme (Waste) Update

    This Part 2 report 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 Chairman of the Communities, Environment & Highways Select Committee has been notified of the decision to be made on this Part 2 item but not waived the right to call-in the decision for scrutiny.

     

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

    Decision:

    RESOLVED:

     

    That this Part 2 report 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).

     

    See [Exempt Minute E-9-19].

     

    Reason for Decision:

     

    See [Exempt Minute E-9-19].

     

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

     

    Minutes:

    The Leader introduced a 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).

     

    Mr Jonathan Essex spoke to this item.

     

    RESOLVED:

     

    That actions taken were noted and endorsed. See [Exempt Minute E-9-19].

     

    Reason for Decision:

     

    See [Exempt Minute E-9-19].

     

    The decision was unanimous.

     

164/19

Disposal of Waterman House and the Former Youth Centre, Woking

    This Part 2 report 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).

     

    This report is dealt with under Standing Order 55.1 (General Exception) as it has not been on the Forward Plan for at least 28 days before the decision is to be made.  The Chairman of the Resources and Performance Select Committee has also waived the right to call-in on this item.

     

     

Decision:

RESOLVED:

 

That this Part 2 report 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).

 

This report is dealt with under Standing Order 55.1 (General Exception) as it has not been on the Forward Plan for at least 28 days before the decision was made.  The Chairman of the Resources and Performance Select Committee has waived the right to call-in on this item.

 

See [Exempt Minute E-10-19].

 

Reason for Decision:

 

See [Exempt Minute E-10-19].

 

 

 

 

Minutes:

The Cabinet Member for Finance 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).

 

This report is dealt with under Standing Order 55.1 (General Exception) as it has not been on the Forward Plan for at least 28 days before the decision was made.  The Chairman of the Resources and Performance Select Committee has waived the right to call-in on this item.

 

RESOLVED:

 

1.    That the sale of Waterman House and the adjoining former Youth Centre be agreed.  See [Exempt Minute E-10-19].

2.    That authority be delegated to the Lead Asset Strategy Manager, in consultation with the s151 Officer and Cabinet Member for Finance, final approval to the terms of the Overage Agreement. See [Exempt Minute E-10-19].

3.    That authority be delegated to the Lead Asset Strategy Manager, in consultation with the s151 officer and Cabinet Member for Finance, a percentage  variation [Exempt Minute E-10-19] in the agreed sale price to reflect possible changes and circumstances as a result of the due diligence process.

 

Reason for Decision:

The properties are no longer considered suited to ongoing service delivery, nor capable of generating significant income. The capital receipt from the sale will contribute to the funding sources available to the council in support of its delivery of services to residents.

 

The decision was unanimous.

 

 

165/19

PUBLICITY FOR PART 2 ITEMS