Agenda, decisions and draft minutes

Cabinet - Tuesday, 29 September 2020 2.00 pm

Venue: REMOTE

Contact: Vicky Hibbert or Huma Younis  Email: huma.younis@surreycc.gov.uk

Note: Please note that due to the Covid-19 situation this meeting will take place remotely 

Media

Items
No. Item

121/20

Apologies for Absence

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    Additional documents:

    Decision:

    Apologies were received from Mr Colin Kemp.

    Minutes:

    Apologies were received from Mr Colin Kemp. The Leader explained that Mr Kemp was undergoing hospital treatment and as a result his portfolio would be split and managed by other Members of the Cabinet team. Mr Edward Hawkins would be appointed as a Deputy Cabinet Member for Property.

122/20

Minutes of Previous Meeting: (21 July 2020) pdf icon PDF 136 KB

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    To approve the minutes of 21 July 2020 as a correct record of the meeting.

    Additional documents:

    Decision:

    The Minutes of the meeting held on 21 July were approved as a correct record.

     

    Minutes:

    The Minutes of the meeting held on 21 July were approved as a correct record.

     

123/20

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:

    Decision:

    There were none.

    Minutes:

    There were none.

124/20

Procedural Matters

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    Additional documents:

    Minutes:

    The Leader made some opening comments stating that the nation and county was living through challenging times with the number of confirmed cases of Covid-19 increasing. In Surrey there had been high numbers of confirmed cases in Spelthorne with the overall number of cases in Surrey increasing. The Leader reminded residents of the importance of socially distancing, washing hands and to wearing face coverings. It would be more challenging moving into the winter. The council would work hard with partners to tackle the virus. Although plans are in place to tackle the virus, it is important not to become complacent. Locality teams had remained in touch with vulnerable carers, offering virtual support. In relation to children’s services and education, most services have been reopened with vulnerable children being seen face to face in line with government guidance. Support was being provided to victims of domestic abuse and refuge services were also being provided. The councils budget was being closely monitored and the majority of costs incurred by Covid-19 had been covered by government.

124/201

Members' Questions pdf icon PDF 423 KB

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    The deadline for Member’s questions is 12pm four working days before the meeting (23 September 2020).

     

    Additional documents:

    Decision:

    There were five Member questions. The questions and responses were published as a supplement to the agenda.

     

    Minutes:

    There were five Member questions. The questions and responses were published as a supplement to the agenda. Mr Will Forster asked a supplementary question in relation to his second question to Cabinet which asked when would the council publish and share work undertaken by external consultants in relation to the unitary bid. The Leader responded explaining that much of the work undertaken was not just in relation to the unitary conversation but helped get resident feedback on what they wanted. The information would be discussed at Council on 13 October and a workshop with members would be organised in due course. It was further added that work on proposals for a unitary had been paused on the basis that an invite from the Secretary of State to submit a business case had not yet been received. Work undertaken to date would be shared with members and the public to seek feedback on proposals.

     

    Mr Jonathan Essex thanked Cabinet for a comprehensive response to Question 4 and asked a supplementary question to Question 5 which was if the daily data on which the average figures across Surrey are calculated could be shared publicly and to also provide information on the percentage availability of each frontline appliance in Surrey on each day shift from 07:00am to 07:00pm and each night shift from 07:00pm to 07:00am from 1 July to the present day. The Cabinet Member for Communities responded to the supplementary stating that the nature of the questions assumed that SFRS response was delivered from fixed positions but the county facilities and resources are deployed dynamically and appliances are responsible for the whole of the county. This was the way data was recorded and is in line with HMICFRS requirements. The granular data is not available. Mr Essex asked that the details of the percentage availability of each frontline appliance was provided to him in writing. The Cabinet Member for Communities stated that she would be happy to provide a response but as stated fire appliances are constantly moving around the county and therefore the data cannot be provided as requested.

     

125/20

Public Questions

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    The deadline for public questions is seven days before the meeting (22 September 2020).

     

    Additional documents:

    Decision:

    There were no public questions.

    Minutes:

    There were no public questions.

126/20

Petitions pdf icon PDF 68 KB

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    One petition with 6,074 signatures has been received. It requests that the Council reverse cuts to Surrey Fire and Rescue Service.

     

    Additional documents:

    Decision:

    One petition with 6,089 signatures had been received. It requested that the Council ‘Reverse cuts to Surrey Fire and Rescue Service’. The response to the petition was published as part of the supplementary agenda and on the petition’s website. Ms Emma Kennedy presented the petition.

     

    Minutes:

    One petition with 6,089 signatures had been received. It requested that the Council ‘Reverse cuts to Surrey Fire and Rescue Service’. The response to the petition was published as part of the supplementary agenda and on the petition’s website. Ms Emma Kennedy presented the petition stating that on 7 August the fire on Chobham Common was designated as a major national incident with the cuts imposed by the council meaning that appliances were not available. Chobham common is a national nature reserve and the council has a duty to protect it but how removing the nearest fire crew does not fulfil that duty. This year there has been a 388% increase in London Fire Brigade having to attend in Surrey. Surrey now has the lowest number of Fire and Rescue personnel per 1000 of the population and coverage is falling faster than all the 14 authorities with the exception of Cambridgeshire. Cabinet was asked to re-evaluate plans to cut further appliances and commit to maintaining Chobham as  24/7 fire station.

     

    The Cabinet Member for Communities thanked the petitioner and stated that Local intelligence on risky places and vulnerable people helps us keep our residents safe and shape what we do. Focus groups would be set up in coming months to engage with local communities.  The Surrey Safer Plan aligns resource to risk and rural affairs officers will ensure responsible Land Management and prevent wildfires in conjunction with our communities. Advanced technology enables us to operate dynamically and deploy the nearest fire engine to an incident. The dynamic cover tool presentation will be available on the council website in the new few weeks. Assurance has been received from Brunel university with a number of recommendations which the service will take into account with regards to the Surrey Safer Plan which has been fully validated.

     

    Ms Emma Kennedy stated that she would like to take part in the focus groups and asked the Cabinet to think about the risk based cover the plan is based on which she believed is meaningless as fires are unforeseeable events. There were a number of areas that the council could commit to including making Chobham 24/7. The Cabinet Member for Communities stated that SFRS was equipped and resourced to manage a very broad range of fire and rescue incidents on a daily basis.

     

    Mr David Mansfield, County Councillor for Bisley, Lightwater and West End asked why Chobham fire station only continues on a retained crew basis. The Cabinet Member for Communities explained that the provision of the resource would be consistent with the risk profile which would take into account provision in neighbouring fire stations. As the risk adjusts any additional resource would be identified and provided for. It was agreed that a written reply would be organised.

127/20

Representations received on reports to be considered in private

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    To consider any representations received in relation why part of the meeting relating to a report circulated in Part 2 of the agenda should be open to the public.

    Additional documents:

    Decision:

    There were none.

    Minutes:

    There were none.

128/20

Reports from Select Committees , Task Groups, Local Committees and other Committees of the Council pdf icon PDF 92 KB

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    Cabinet to consider the following:

     

    A.    Strategic Reset Group Report

    Additional documents:

    Decision:

    RESOLVED:

     

    That the Strategic Reset Group report be noted and recommendations agreed.

    Minutes:

    Mr Chris Botten introduced the report and thanked the strategy team for support with the task groups work. Mr Botten stated that the strategy team had helpfully provided the group with a number of scenarios to stress test the future of the council including impacts of Covid-19 and Brexit. The report is an accurate summary of the deliberations the group had. Mr Chris Botten thanked Cabinet for the response to the group’s recommendations and thanked Rachel Crossley and her staff for their support with this work.

     

    The Leader thanked the group for the timely worked carried out and the helpful input. It was explained that a more detailed report would be coming to October Cabinet and officers would liaise with the group for their input and support.

     

     

    RESOLVED:

     

    That the Strategic Reset Group report be noted and recommendations agreed.

129/20

Leader / Deputy Leader / Cabinet Member/ Strategic Investment Board Decisions Taken Since the Last Cabinet Meeting pdf icon PDF 101 KB

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

    Additional documents:

    Decision:

    RESOLVED:

     

    That the delegated decisions taken since the last meeting of the Cabinet be noted.

     

    Reason for decision:

     

    To inform the Cabinet of decisions taken by Cabinet Members, Strategic Investment Board and the Committee in Common subcommittee under delegated authority.

     

    Minutes:

    There were six decisions to note. The Cabinet Member for Communities explained that the requirement for an annual Statement of Assurance as set out in the revised Fire and

    Rescue National Framework for England had been approved. The Cabinet Member for Highways explained that investment for the A30 London Road, Camberley would be continued with the Local Enterprise Partnership as a bus corridor. It was further added that Traffic Regulation Order’s for both Spelthorne and Woking had been put out for consultation which would in turn help support the climate change strategy.

     

    RESOLVED:

     

    That the delegated decisions taken since the last meeting of the Cabinet be noted.

     

    Reason for decision:

     

    To inform the Cabinet of decisions taken by Cabinet Members, Strategic Investment Board and the Committee in Common subcommittee under delegated authority.

     

130/20

Cabinet Member Update pdf icon PDF 62 KB

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    To note the report from Mark Nuti, Deputy Cabinet Member to the Leader.

    Additional documents:

    Decision:

    RESOLVED:

     

    That the Cabinet Member update be noted.

     

    Minutes:

    The Deputy Cabinet Member to the Leader introduced the report explaining that 41 out of 42 libraries had reopened with the community partnered libraries starting to come online. Digital libraries had come to life and the libraries transformation process would be starting shortly. A Surrey team has been picked and would speak to residents and community groups to find out what people want from their libraries. The Deputy Cabinet Member thanked library staff for all their hard work over the last few months commenting that great things would be happening to the service over the coming months.

     

    RESOLVED:

     

    That the Cabinet Member update be noted.

     

131/20

Covid- 19 Delegated and Urgent Decisions Taken pdf icon PDF 102 KB

132/20

Surrey County Council Strategic Reset pdf icon PDF 207 KB

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    Surrey, along with the rest of the UK faces an unprecedented future as a result of the Covid-19 pandemic. There are opportunities to use lessons learned from the crisis to enhance or adapt the council’s strategic approach to ensure the aims and ambitions of the Community Vision 2030 can continue to be realised. To do this the strategies, budgets and transformation programme set by the council for 2020/21 are being reset so they reflect how priorities have changed as a result of the new context.

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1. That the key themes emerging from the planning assumptions and evidence base that have informed the strategic reset be noted.
    2. That the input of the Member Reference Group in informing the Strategic Reset paper be noted.
    3. That the financial implications, impacts on the Transformation Programme, and the impacts on Directorate business plans be noted.
    4. That the four emerging priority objectives (Tackling inequality and ensuring no one is left behind; Driving inclusive growth; Creating a greener future; and Enabling resilient and connected communities) that will form a new focus for the council and become the basis of a refreshed Organisation Strategy be approved.
    5. The process being undertaken by Directorates to understand the implications for future years following the impact of Covid-19 on residents, communities and the council be noted.

    Reason for Decision:

    Through the council’s response to Covid-19 a number of the council’s organisational priorities have come into sharper focus, including themes such as a strong and prosperous economy; happy, healthy, connected and resilient communities; a greener future; and being a leading council. There is consensus that the 2030 Vision remains the right focus, but how we get there might need to change without losing the strong foundations that have been established over the past two years.

    It is recommended that as part of the strategic reset a focus on these emerging priority areas will help the council to better prioritise its resources, refocus its transformation programme and ensure a stable provision of services going forward.

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

     

     

    Minutes:

    The Leader introduced the report explaining that the Strategic Reset Group had inputted to the report and recommendations from the group were welcomed. It was explained that a more detailed report would be considered by Cabinet in October. The pandemic had led the council to review the 2030 strategy which was designed with partners. The vision for Surrey in 2030 still held true but the report reprioritised areas the council would be focusing on in the current climate. With regards to the budget requirements, 2021/22 would be difficult and challenging.

     

    The Leader stated that Surrey was vital in supporting the economy and was the single largest contributor to the GVA. The county would lobby government to ensure Surrey was supported and would work with the Local Enterprise Partnership and partners to ensure people can be re-skilled. The way in which residents had responded in the pandemic had been positive and admirable.

     

    Four key priorities- Tackling inequality and ensuring no one is left behind; Driving inclusive growth; Creating a greener future; and Enabling resilient and connected communities had been identified and would guide the council over the coming months. More work would be undertaken to specify how these priorities would be delivered.

     

    RESOLVED:

     

    1. That the key themes emerging from the planning assumptions and evidence base that have informed the strategic reset be noted.
    2. That the input of the Member Reference Group in informing the Strategic Reset paper be noted.
    3. That the financial implications, impacts on the Transformation Programme, and the impacts on Directorate business plans be noted.
    4. That the four emerging priority objectives (Tackling inequality and ensuring no one is left behind; Driving inclusive growth; Creating a greener future; and Enabling resilient and connected communities) that will form a new focus for the council and become the basis of a refreshed Organisation Strategy be approved.
    5. The process being undertaken by Directorates to understand the implications for future years following the impact of Covid-19 on residents, communities and the council be noted.

    Reason for Decision:

    Through the council’s response to Covid-19 a number of the council’s organisational priorities have come into sharper focus, including themes such as a strong and prosperous economy; happy, healthy, connected and resilient communities; a greener future; and being a leading council. There is consensus that the 2030 Vision remains the right focus, but how we get there might need to change without losing the strong foundations that have been established over the past two years.

    It is recommended that as part of the strategic reset a focus on these emerging priority areas will help the council to better prioritise its resources, refocus its transformation programme and ensure a stable provision of services going forward.

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

     

     

133/20

Developing Local Special Educational Needs and Disability (SEND) Provision in Surrey to Meet Demand in 2021/2022 pdf icon PDF 256 KB

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    As part of the Special Educational Needs and or Disability (SEND) Transformation Plan and SEND Sufficiency Strategy 2020-2025, a recommendation was made to increase the specialist provision in mainstream specialist centres, special academies and maintained special schools in Surrey. A cabinet report on the 29th September 2019 outlined Surrey’s 10 year SEND Strategic Planning Approach and recommended that all future schemes identified as part of the SEND Capital Programme which require capital investment are reported to Cabinet for Cabinet Member for approval. This paper outlines schemes identified for Phase 2 of the SEND Capital Programme for delivery from 2021-2022.

     

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

    Additional documents:

    Decision:

    RESOLVED:

     

    1. That the use of SEND Capital Funding against the projects identified through the Expression of Interest (EOI) process with Surrey Schools for Phase 2 of the SEND Capital Programme to create 213 additional Specialist Planned Places in Surrey for academic year 2021-2022 be approved.

     

    1. That the use of additional SEND Capital Funding of £6.4m required to complete the Freemantle’s expansion, in addition to Phase 1 be approved.

     

    1. That the transfer of £36m of Capital Budget to the SEND Capital Phase 1 and 2 Programmes be approved.

     

    Reason for Decision:

     

    Under Part 3 Section 21 of the Children & Families Act, 2014 the Local Authority and its partners have a statutory duty to keep special educational provision under review, including planning, commissioning and monitoring. In carrying out the duties in the Children & Families Act 2014, local authorities and others with responsibilities under that Act, are also covered by the Equality Act, 2010. 

    Developing and maintaining high quality specialist provision in Surrey is vital to ensure appropriate placements for the county’s most vulnerable children and young people who have complex SEND and require specialist educational provision.

    The proposed schemes (SeeAnnex 1) ensure enough special school places are provided for secondary and Post 16 age children and young people who have Social, Emotional and Mental Health needs, Communication & Interaction needs and Cognition & Learning needs. These are the 3 need-types where long-term deficits in planned places have already been identified.

    Increasing local specialist provision assures high quality teaching (through robust monitoring protocols) in Surrey’s Good and Outstanding provision as graded by Ofsted, value for money at a more equitable cost per learner, the development of social value opportunities as well as employment in local communities. 

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

     

     

    Minutes:

    The report was introduced by the Cabinet Member for All- Age Learning who explained that this report would help meet demand in 2021/22 for specialist provision, stressing that this was a positive approach which is part of the councils transformation plan and SEND Sufficiency Strategy 2020-2025 which was approved by Cabinet on 29 January 2019. A recommendation was made to increase the specialist provision in mainstream specialist centres, special academies and maintained special schools in Surrey in order to reduce the reliance on Non- Maintained and Independent Specialist provision and out of county Independent provision. The recommendations are aligned with the local area’s 2030 Community Vision which received Full Council unanimous approval to support the aspiration that everyone achieves their full potential, contributes to their community and no one is left behind so that children and young people who have SEND and Education Health and Care Plans are educated in their nearest most appropriate setting and closer to home. The report speaks to the four key priorities identified in the Strategic Reset paper and will develop Surreys special educational needs strategy.

     

    The Cabinet Member for Children, Young People and Families stated that both her and the Cabinet Member for All- Age Learning received a lot of contact from families with children who have special educational needs and disabilities. The Cabinet Member for Children, Young People and Families expressed gratitude in having Cabinets support through the capital programme with making better provision for children in the county. This report demonstrates our support to families. Attention was drawn to Annex 2 with over £5m having been spent on providing additional places and 119 places having already been delivered. The phased approach is necessary and will take the council forward into the future.

     

    The Cabinet Member for Finance added that he supported the paper and that it met all the financial hurdles. The Deputy Cabinet Member for People added that this vital piece of work supported other important work in the service including transition services which she is responsible for.

     

    RESOLVED:

     

    1. That the use of SEND Capital Funding against the projects identified through the Expression of Interest (EOI) process with Surrey Schools for Phase 2 of the SEND Capital Programme to create 213 additional Specialist Planned Places in Surrey for academic year 2021-2022 be approved.

     

    1. That the use of additional SEND Capital Funding of £6.4m required to complete the Freemantle’s expansion, in addition to Phase 1 be approved.

     

    1. That the transfer of £36m of Capital Budget to the SEND Capital Phase 1 and 2 Programmes be approved.

     

    Reason for Decision:

     

    Under Part 3 Section 21 of the Children & Families Act, 2014 the Local Authority and its partners have a statutory duty to keep special educational provision under review, including planning, commissioning and monitoring. In carrying out the duties in the Children & Families Act 2014, local authorities and others with responsibilities under that Act, are also covered by the Equality Act, 2010. 

    Developing and maintaining high quality specialist provision in Surrey is vital to  ...  view the full minutes text for item 133/20

134/20

Procurement of Highways Contracts pdf icon PDF 127 KB

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    The Council recognise the vital role played by our roads, pavements, cycleways and other highway assets in the lives of residents and businesses. For many years, the Council has engaged private sector organisations to deliver highway services on its behalf to maximise the benefits of public and private sector knowledge and experience in delivering such services. There are several contract arrangements that will come to an end in April 2022 which cannot be extended any further as all extensions have been granted.  Cabinet’s approval is therefore sought for the future contract strategy for the service, which begins with the procurement of new contracts to commence in April 2022.

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1. That the highways service’s market research conducted to inform the procurement strategy be noted and the procurement strategy for highway services contracts be approved.

     

    Reason for Decision:

     

    The Highways Service has successfully engaged contractors to deliver elements of its services on its behalf for many years, bringing together the strengths of both the public and private sector. The exact scope of services needs to be balanced against the cost of delivering these services, the management of a wide variety of associated risks and the need to employ the required skills when needed.

    Officers have undertaken extensive research into what other authorities are doing in this area, the market’s capabilities to deliver the required services and the industry’s desire to enter into such contracts.  This research has been overlaid with the Council’s objectives to not only continue to deliver highway maintenance activities, but also to transform delivery of highway and transport activities over the next 10 to 20 years.

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

     

     

    Minutes:

    The report was introduced by the Cabinet Member for Highways who explained that this report was for the procurement of the highways contract to start in 2021. Surrey has over 3000 miles of road and pavement and delivers a number of statutory functions contributing to the strategic ambitions of the council for economic development. The council recognises the changing needs of the users and are looking to improve cycling and walking and hence the importance of having a forward thinking contractor to help deliver highways services for the future. It was explained that the scale and scope of the services would take a 6 month mobilisation and officers had undertaken extensive research. There was great interest from the industry and a set of clear objectives had been developed. The contract would be a collaboration and partnership with support from Association of Directors of Environment, Economy, Planning and Transport and Cranfield University to analyse all the different contract models available to the council.

     

    The Cabinet were informed that the Select Committee Members Reference Group had been updated on the development of the contract and would be provided with regular updates regarding the contract.

     

    RESOLVED:

     

    1. That the highways service’s market research conducted to inform the procurement strategy be noted and the procurement strategy for highway services contracts be approved.

     

    Reason for Decision:

     

    The Highways Service has successfully engaged contractors to deliver elements of its services on its behalf for many years, bringing together the strengths of both the public and private sector. The exact scope of services needs to be balanced against the cost of delivering these services, the management of a wide variety of associated risks and the need to employ the required skills when needed.

    Officers have undertaken extensive research into what other authorities are doing in this area, the market’s capabilities to deliver the required services and the industry’s desire to enter into such contracts.  This research has been overlaid with the Council’s objectives to not only continue to deliver highway maintenance activities, but also to transform delivery of highway and transport activities over the next 10 to 20 years.

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

     

     

135/20

A31 and Blackwater Valley Relief Road (BVR) Balancing Pond Restoration Procurement pdf icon PDF 110 KB

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    The A31 and A331, also known as the Blackwater Valley Relief Road (BVR) have several balancing ponds along their length that form an integral part of the highway drainage system.  Recent surveys and reports have confirmed that works are required to ensure the assets are performing as designed, and funding to refurbish and maintain these assets was approved in March 2020 as part of the Council’s Medium Term Financial Plan. This report seeks approval for the addition of these works to the Annual Procurement Forward Plan to allow us to procure a specialist contractor to refurbish and maintain these assets.

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1.    That the commissioning and procurement strategy developed by Strategic Network Resilience and Procurement teams so that a suitable contractor can be appointed to maintain and refurbish balancing ponds along the A31 and Blackwater Valley Relief Road (A331) be approved.

    2.    That delegated authority be given to the Executive Director for Environment, Transport & Infrastructure in consultation with the Cabinet Member for Transport to approve the contract award decision.

    Reason for Decision:

    We are requesting Approval to Procure for the Balancing Pond Term Contract to enable the refurbishment of essential highway drainage assets to ensure that they are performing as designed.

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

     

     

     

    Minutes:

    The Cabinet Member for Highways stated the A31 and A331, also known as the Blackwater Valley Relief Road (BVR) have several balancing ponds along their length that form an integral part of the highway drainage system. Water from the highway drains into these ponds where it is stored before it discharges into nearby watercourses. The ponds act to ensure water can effectively drain from the road in

    order to improve safety to users of the high-speed road whilst also protecting the local area from contamination. Recent surveys and reports have confirmed that works are required to ensure the assets are performing as designed. The report is requesting permission to go out to contract award and appoint someone to undertake this work. It is proposed that the Council appoint a specialist contractor to refurbish and maintain these assets through a “Term Contract” for up to a 10-year duration.

     

    The Cabinet Member for Environment and Climate Change stated that it was positive to see this work coming forward as it would be increasing the county’s flood resilience. The Cabinet Member queried if there were any timescales as to when this work would start. The Cabinet Member for Highways stated that with procurement dates the completion of the tender evaluation should be done by 13 October 2020 with a standstill period of 10 days. This would be followed by the formality of signing the contract. It was confirmed that the Blackwater Valley Countryside Partnership would be consulted as work is undertaken.

     

    RESOLVED:

     

    1.    That the commissioning and procurement strategy developed by Strategic Network Resilience and Procurement teams so that a suitable contractor can be appointed to maintain and refurbish balancing ponds along the A31 and Blackwater Valley Relief Road (A331) be approved.

    2.    That delegated authority be given to the Executive Director for Environment, Transport & Infrastructure in consultation with the Cabinet Member for Transport to approve the contract award decision.

    Reason for Decision:

    We are requesting Approval to Procure for the Balancing Pond Term Contract to enable the refurbishment of essential highway drainage assets to ensure that they are performing as designed.

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

     

     

     

136/20

Housing Infrastructure Fund Forward Funding - Funding Allocation Of £41.8 Million To The A320 North Of Woking pdf icon PDF 146 KB

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    Following a comprehensive and detailed due diligence process by Government, the Ministry of Housing, Communities & Local Government (MHCLG) have confirmed on 12March 2020 that Surrey County Council has been awarded £41.8 million for its A320 North of Woking Housing Infrastructure Fund Forward Funding scheme.Following further work on the outstanding issues identified when this project was last considered by Cabinet on 23 June, Cabinet are requested to agree to the signing of the GDA and  move the scheme from pipeline to capital budget the cost of which will be fully rechargeable to the Scheme Funding once released.

     

    N.B There is a part 2 Annex at Item 18

     

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

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1. That subject to the signing of a flow down agreement with Runnymede Borough Council as detailed in recommendation 2, it be approved that Surrey County Council (SCC) confirms acceptance of the funding award of £41.8 million for the A320 North of Woking Housing Infrastructure Fund (HIF) Forward Funding scheme allocated by the Ministry of Housing, Communities & Local Government (MHCLG), by agreeing to proceed to sign the relevant Homes England Grant Determination Agreement (GDA);

     

    1. That either prior to or concurrently with signing the GDA agreement, it be approved that SCC enters into a side agreement / Flow Down contract with Runnymede Borough Council (RBC) regarding any GDA conditions which relate not to the delivery of the infrastructure but instead to those elements particularly associated with housing, alongside a cost sharing arrangement. The signing of the GDA be delegated to the Executive Director Environment, Transport and Infrastructure and the Executive Director of Resources in consultation with the relevant Cabinet Member and the Leader.

     

    1. That the scheme be moved from capital pipeline to capital budget immediately post-GDA signature but prior to the targeted receipt date for the HIF allocation of October 2020 in order to allow for the project to progress in line with the target timescale for completion be approved.

     

    4.    That provision for a contingency of £2m from the Council’s capital programme to support any project cost overruns should they arise be approved.

     

    1. That delegated authority be given to the Executive Director Environment, Transport and Infrastructure and the Executive Director of Resources in consultation with the relevant Cabinet Member to approve any further decisions relating to the forward funding conditions.

     

    1. That the necessary authority and permission be given to officers to proceed to facilitate land purchase through Compulsory Purchase be approved in the event that any initial attempts through direct negotiation prove to be unsuccessful, subject to the signing of the GDA by SCC.

     

    Reason for Decision:

     

    • SCC’s acceptance of the grant funding will facilitate the delivery of the road infrastructure to support the additional housing identified in RBC’s Local Plan. 

     

    • The proposed flow-down/side agreement will ensure that SCC and RBC are held to account for those elements of the project and related outcomes for which they are responsible. 

     

    • Moving the scheme funding from pipeline to capital budget will release funds for further scheme development and thereby enable SCC to commence work on the scheme as early as possible considering the limited time now available within which to deliver the full improvements. The cost of expenditure incurred pre-signature will be fully rechargeable to the Scheme once funding is released.

     

    • The additional contingency provided by SCC will ensure that should any cost overruns are able to be met, and that these are met in a way that is shared with RBC in accordance with the methodology set out in this report.

     

    • Delegation on decisions relating to the forward funding conditions is sought to enable timely decisions to be taken on the operational aspects of delivering the scheme.

     

    Minutes:

    The Cabinet Member for Highways introduced the report explaining that the Housing Infrastructure Fund Forward Funding is a £5.5 billion government capital grant

    programme launched in summer 2017 to help to deliver up to 300,000 new homes in England. Surrey had been successful in three bids in Guildford, Woking and Runnymede. The council is proposing that there is a flow down the side agreement that will ensure both Surrey and Runnymede are in partnership on all elements of the project. It was explained that there were a few risks with the scheme namely that Runnymede Borough Council would be responsible for delivering housing and hence the proposal of a side agreement so the risk sat with Runnymede. Improvements would be put into Junction 11 to fit around the Smart Motorway works that highways England are proposing from Junction 10-16 which starts next year. 

     

    The following  changes were proposed  by the Cabinet Member for Highways to Recommendations 1 and 2 in the report which were agreed by Cabinet:

     

    1. Subject to the signing of a flow down agreement with Runnymede Borough Council as detailed in recommendation 2,Surrey County Council (SCC) confirms acceptance of the funding award of £41.8 million for the A320 North of Woking Housing Infrastructure Fund (HIF) Forward Funding scheme allocated by the Ministry of Housing, Communities & Local Government (MHCLG), by agreeing to proceed to sign the relevant Homes England Grant Determination Agreement (GDA);

     

    2. Either prior to or concurrently with signing the GDA agreement, SCC enters into a side agreement / Flow Down contract with Runnymede Borough Council (RBC) regarding any GDA conditions which relate not to the delivery of the infrastructure but instead to those elements particularly associated with housing, alongside a cost sharing arrangement. The signing of the GDA be delegated to the Executive Director Environment, Transport and Infrastructure and the Executive Director of Resources in consultation with the relevant Cabinet Member and the Leader;

     

    The Deputy Cabinet Member to the Leader welcomed the improvements to the changes to the road network and the need to supply housing in the area. The Cabinet Member for Finance welcomed the changes to Recommendations 1 and 2 in the report stating that Ottershaw residents were concerned around the loss of the Murray car park which supports the village hall and activity taking place there. The Cabinet Member asked that going forward any schemes take account of the proximity of the Murray car park to the village hall. It was confirmed that the original design submitted as part of the bid would be adapted to meet the needs of residents.

     

    RESOLVED:

     

    1. That subject to the signing of a flow down agreement with Runnymede Borough Council as detailed in recommendation 2, it be approved that Surrey County Council (SCC) confirms acceptance of the funding award of £41.8 million for the A320 North of Woking Housing Infrastructure Fund (HIF) Forward Funding scheme allocated by the Ministry of Housing, Communities & Local Government (MHCLG), by agreeing to proceed to sign the relevant  ...  view the full minutes text for item 136/20

137/20

Community Projects Fund pdf icon PDF 108 KB

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    On 21 July 2020, Cabinet approved the development of the Community Projects Fund (CPF) – a unique and potentially transformative capital fund of £100m over five years designed to deliver place-making and place-changing projects led by residents and communities on a significant scale.  At the time, Cabinet agreed to an initial phase of community co-design to test key aspects of the Fund prior to the formal launch of the Fund in the Autumn. This report sets out the findings from the co-design and resulting changes proposed to the Fund.

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

    Additional documents:

    Decision:

    RESOLVED:

     

    1. That the key findings from the community co-design work be noted.

     

    1. That the proposed updates to the process, criteria and framework for delivery of the Fund be approved.

    2. The recruitment of the officer roles to manage the CPF process be noted.

    3. The communications and engagement approach for the launch and delivery of the Fund be noted and the suggested timescales for the launch of the Fund and the opening of the first funding window be approved.

     

    Reason for Decision:

     

    The development of the Community Project Fund (CPF) represents a significant and exciting opportunity for Surrey County Council (SCC) to invest in a meaningful and lasting way in communities, and for communities to drive projects that will make a real difference to where they live. Crucially the Fund fills a unique gap in the market for investment in truly resident and community-led projects to have a positive impact on the places in which they live. 

    The recommendations in this report will enable the Fund to be launched and to be delivered in a way that ensures the Fund is accessible to all, supports successful projects and that communities’ benefit.

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

     

     

     

    Minutes:

    The Deputy Cabinet Member to the Leader explained that £100m had been put aside for the people of Surrey to help deliver place-making and place-changing projects led by residents and communities on a significant scale. Co-design work was undertaken and feedback taken on board to ensure the fund is accessible and inclusive to all residents. It was evident from the co-design work that communication was key and as a result members will be a key instrument in guiding communities through the process. Workshops would be set up in October to support members in becoming conversant with the fund. An advertising campaign for ‘Your Fund Surrey’ would be starting soon with the website for the fund being live from September. Funding should start in Spring 2021.

     

    There was a great amount of support for the fund from Cabinet Members. The Cabinet Member for Adults and Public Health stated that she looked forward to the scheme being rolled out and that it was clear a great amount of work had gone into the project. Members commented that local residents were excited for the Fund. Thanks was paid to the Leader who had the vision for the Community Project Fund 12 months ago. Thanks was paid to the Deputy Cabinet Member and officers for progressing work with the Fund which will be a lifetime opportunity for Surrey residents.

     

    RESOLVED:

     

    1. That the key findings from the community co-design work be noted.

     

    1. That the proposed updates to the process, criteria and framework for delivery of the Fund be approved.

    2. The recruitment of the officer roles to manage the CPF process be noted.

    3. The communications and engagement approach for the launch and delivery of the Fund be noted and the suggested timescales for the launch of the Fund and the opening of the first funding window be approved.

     

    Reason for Decision:

     

    The development of the Community Project Fund (CPF) represents a significant and exciting opportunity for Surrey County Council (SCC) to invest in a meaningful and lasting way in communities, and for communities to drive projects that will make a real difference to where they live. Crucially the Fund fills a unique gap in the market for investment in truly resident and community-led projects to have a positive impact on the places in which they live. 

    The recommendations in this report will enable the Fund to be launched and to be delivered in a way that ensures the Fund is accessible to all, supports successful projects and that communities’ benefit.

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

     

     

     

138/20

Hyperconverged System Phase 2 Procurement pdf icon PDF 128 KB

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    The Hyperconverged System phase 2 procurement, part of the Core Infrastructure Architecture project, is to procure the final required hardware to reduce the complexity of the council’s data centres server infrastructure, increasing scalability and improving performance and stability. Following the introduction of an Annual Procurement Forward Plan, Cabinet approval is required in order to add the procurement to the 2020/21 Annual Procurement Forward Plan and to commence the procurement in October 2020.

     

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

     

     

     

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1.     That the procurement for Hyperconverged System Phase 2 be added to the 2020/21 Annual Procurement Forward Plan (APFP) in accordance with the Council’s Procurement and Contract Standing Orders be approved.

    2.     That where the first ranked tender for this project is within the +/-5% budgetary tolerance level, the relevant Executive Director, Director or Head of Service (as appropriate) be delegated authority to award such contracts.

    Reason for Decision:

     

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

     

    • To provide Cabinet with strategic oversight of planned procurement projects for 2020/21.

     

    • New hardware is required to address current issues with the data centres server infrastructure, including:

     

    o   Increasing hardware faults, in particular hard disk failures, caused by the current infrastructure reaching end of life;

    o   Capacity issues with the current infrastructure;

    o   Ability to make critical systems (e.g. Children’s, Finance, ERP) highly available.

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

     

     

     

     

    Minutes:

    The Cabinet Member for Corporate Support explained that the report set out recommendations arising from a requirement to add a procurement to the 2020/21 Annual Procurement Forward Plan for the provision of Hyperconverged Systems. The Hyperconverged System phase 2 procurement, part of the Core Infrastructure Architecture project, is to procure the final required hardware to reduce the complexity of the council’s data centres server infrastructure, increasing scalability and improving performance and stability. The architecture in question is current industry standard and will enable the council to benefit from cloud based services. The overall estimated value of the contract is £2m.

     

    RESOLVED:

     

    1.     That the procurement for Hyperconverged System Phase 2 be added to the 2020/21 Annual Procurement Forward Plan (APFP) in accordance with the Council’s Procurement and Contract Standing Orders be approved.

     

    2.     That where the first ranked tender for this project is within the +/-5% budgetary tolerance level, the relevant Executive Director, Director or Head of Service (as appropriate) be delegated authority to award such contracts.

     

    Reason for Decision:

     

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

     

    • To provide Cabinet with strategic oversight of planned procurement projects for 2020/21.

     

    • New hardware is required to address current issues with the data centres server infrastructure, including:

     

    o   Increasing hardware faults, in particular hard disk failures, caused by the current infrastructure reaching end of life;

    o   Capacity issues with the current infrastructure;

    o   Ability to make critical systems (e.g. Children’s, Finance, ERP) highly available.

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

     

139/20

2020/21 Month 4 (July) Financial Report pdf icon PDF 196 KB

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    This report provides the details of the County Council’s 2020/21 financial position as at 31st July 2020 (M4) for revenue and capital budgets and the projected outlook for the financial year. As there was no Cabinet meeting in August at which the June (M3) position could be presented, this report compares the M4 position to M2, as reported to Cabinet in July. 

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

     

     

    Additional documents:

    Decision:

    RESOLVED:

     

    1.    That the Council’s forecast revenue and capital budget positions for the year be noted.

    2.    That the transfer of the balance of the CV-19 funding (£1.9m) and amended revenue budget baseline as £1,019.7m be noted.

    3.    That the addition of the 20/21 contingency (£20.4m) to the Budget Equalisation Reserve be approved.

    Reason for Decision:

    This report is 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 and Performance Select Committee]

     

     

     

    Minutes:

    The Cabinet Member for Finance explained that as at July 2020 (M4) the Council is forecasting a deficit of £9.1m, against a budget of£1,019.7m.The main drivers of the unfavourable variance are children’s services and relate to demand in corporate parenting, SEND placements and a higher cost of staffing. Waste is also reflecting an additional cost of £2.9m. All other services at this point are forecasting at the end of the financial year to be within a narrow margin of their respective spending targets. Funding received from Government of £53.3m together with year date incurred costs have been allocated across services impacted by Covid-19 and as a result the annual budget has been adjusted. £20.4m had been transferred to the budget equalisation reserve At M4, the capital budget has been restated from to £230.1m to reflect the purchase of and other costs relating to the Woodhatch site in Reigate.

     

    RESOLVED:

     

    1.    That the Council’s forecast revenue and capital budget positions for the year be noted.

    2.    That the transfer of the balance of the CV-19 funding (£1.9m) and amended revenue budget baseline as £1,019.7m be noted.

    3.    That the addition of the 20/21 contingency (£20.4m) to the Budget Equalisation Reserve be approved.

    Reason for Decision:

    This report is 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 and Performance Select Committee]

     

     

     

140/20

EXCLUSION OF THE PUBLIC

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    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.

     

141/20

Housing Infrastructure Fund Forward Funding - Funding Allocation Of £41.8 Million To The A320 North Of Woking

142/20

PUBLICITY FOR PART 2 ITEMS

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

    Additional documents:

    Decision:

    It was agreed that non-exempt information may be made available to the press and public, where appropriate.

     

    Minutes:

    It was agreed that non-exempt information may be made available to the press and public, where appropriate.