Decisions

To seek approval from Cabinet to award contract(s) for the Community Connections Services.

Community Connections are Mental Health Services which are open access services to support people with mental health needs to recover and stay well in their communities. This service will be delivered in five geographical locations.

The contract(s) will be awarded for a 3 year period with the potential to extend for a further 2 years.

The intention is to award to the organisation(s) evaluated to be the most suitable while offering value for money to the Council through a competitive procurement process. 

RESOLVED:

1.    The background information set out in the submitted report be noted.

2.    The award of five localised contracts for three years from 1 April 2017, with an option to extend for two periods of one year each for Community Connections services in Surrey be approved.

Reasons for Decisions:

The current agreements will expire on 31 March 2017. A full tender process, in compliance with the requirements of Public Contract Regulations and Procurement Standing Orders, has been completed and the recommendations provide best value for money for the Council following a thorough evaluation process.

Community Connections services will be delivered in Surrey from local bases. The recommended providers have committed to be proactive in providing apprenticeships and volunteering opportunities to Surrey residents whilst delivering efficiencies for the Council.

[The decision on this item may be called in by either the Council Overview Board or the Social Care Services Scrutiny Board]

Procurement and Property Services seek Cabinet approval to use a range of framework agreements to deliver assets and infrastructure contracts and to delegate authority to award future assets and infrastructure contracts above £500,000 in value, either where a competitive tender procedure has been followed under a Framework Agreement compliant with Public Contracts Regulations 2015, or where a local procedure has been followed in accordance with Procurement Standing Orders for contracts below the Regulations Thresholds, to the Chief Property Officer in consultation with the Leader of the Council, Cabinet Member for Schools, Skills and Educational Achievement or Cabinet Member for Business Services and Resident Experience as appropriate, Assistant Director of Procurement and Section 151 Officer.

RESOLVED:

1.    The use of a range of existing framework agreements to deliver Surrey County Council’s (SCC) construction projects be approved.      

2.    In order to reduce timescales for awarding these contracts that authority to award contracts above £500,000 in value, either where a competitive tender procedure has been followed under a Framework Agreement compliant with the Public Contracts Regulations 2015, or where a local procedure has been followed in accordance with Procurement Standing Orders for contracts below the Regulations Thresholds be delegated to the Chief Property Officer in consultation with the Leader of the Council, Cabinet Portfolio Holder as appropriate, Assistant Director of Procurement and Section 151 Officer.

Reasons for decisions:

Property Services are responsible for delivery of construction projects including the Schools Basic Needs Programme which together are estimated to be £200m over the next 4 years.

In order to deliver this Programme Property and Procurement Services are developing a Delivery Model for Orbis which will involve the use of a suite of complementary procurement arrangements. These include existing regional construction frameworks and other frameworks for construction works and services which are used by the Council, as listed in paragraph 4 of the submitted report.

The Delivery Model will be supplemented with a new Orbis Construction Framework and Orbis Professional and Technical Services Framework which are being procured concurrently. The recommendation to award/use these two Orbis Construction Frameworks will be presented to Cabinet for approval in June 2017.

In order to reduce timescales for awarding contracts above £500,000 in value Cabinet is requested to delegate authority to award contracts. This proposed scheme builds on the principles established under previous delegations for contracts over £500,000 in value approved by Cabinet on 25 September 2012 and on 4 February 2014.

[The decision on this item may be called in by the Council Overview Board]

To make recommendations to the County Council on the revenue and capital budgets for 2017/18 to 2021/22 and the level of council precept for 2017/18.  

To note the following important features of the revenue and capital budget:

1.         The Director of Finance has produced two statutory conclusions as follows.

a.   For the proposed budget: that the council’s budget is balanced and sustainable over the long term, although still requiring significant service transformation and efficiencies.

b.   For the substitute budget: that the budget can only be balanced and become sustainable through the identification of substantial and permanent further service reductions for implementation in 2017/18 and subsequent years.

2.         The requirement for the council to approve a substitute budget, with a council tax rise of 4.99% that will be implemented if the proposed budget in not supported in a referendum.

3.         The findings of the Financial Resilience Review completed in November 2016.

Cabinet recommendations to Full County Council on the revenue and capital budget:

4.         Increase the level of the general council tax by 1.99% and an additional 10% (35p per day) as a result mainly of social care pressures, making a total general council tax increase of 11.99%.

5.         Increase council tax by a further 3% for the adult social care precept, which will provide £18m to support the growth in demand for services.

6.         Set the County Council precept for band D council tax at £1,458.45 which represents a 14.99% up-lift.

7.         Agree to maintain the council tax rate set above after the Final Local Government Financial Settlement.

8.         Delegate powers to the Leader and the Director of Finance to finalise budget proposals and recommendations to Full County Council updated to take into account new information.

9.         Require the Chief Executive and the Director of Finance to continue their work to ensure delivery of planned efficiencies and service reductions.

10.       Approve the County Council’s £1,696m gross revenue expenditure budget for 2017/18 for the proposed budget.

11.       Note that the existing revenue costs of funding past capital spending decisions is £30m for 2017/18.

12.       Agree up to a total of £408m funding for capital schemes that funds essential schemes over the next three year period (schools and non-schools), including ring-fenced grants and a borrowing requirement of £94m over the three years.

13.       Note that the detailed programme of schemes will be agreed at the March 2017 Cabinet as part of the Medium Term Financial Plan.

14.       Require a robust business case to be prepared (and taken to the Investment Panel for review) before committing expenditure for the use of:

·       all revenue ‘invest to save’ proposals, and

·       capital schemes.

Cabinet recommendations to Full County Council on the revenue and capital substitute budget:

15.       Increase the level of the general council tax by 1.99%.

16.       Increase council tax by a further 3% for the adult social care precept, which will provide £18m to support the growth in demand for services.

17.       Set the County Council precept for band D council tax at £1,331.55 which represents a 4.99% up-lift.

18.       Approve the County Council’s £1,666m gross revenue expenditure budget for 2017/18 for the substitute budget.

19.       Require the Chief Executive and the Director of Finance to continue their work to ensure delivery of planned efficiencies and service reductions.

20.       Agree to support only capital schemes which are funded without requiring borrowing, unless a sustainable basis for funding borrowing costs is identified and a compelling business case developed that demonstrates best value in progressing a particular scheme.

21.       Note that the detailed programme of schemes will be agreed ahead of implementation of the substitute budget (if necessary).

22.       Require a robust business case to be prepared (and taken to the Investment Panel for review) before committing expenditure for the use of:

·       all revenue ‘invest to save’ proposals, and

·       capital schemes.

Cabinet recommendations to Full County Council on treasury management and borrowing:

23.       Approve, with immediate effect, the Treasury Management Strategy for 2017/18, which includes:

·       the investment strategy for short term cash balances;

·       the borrowing strategy for funding the capital programme;

·       the treasury management policy (Appendix 8);

·       the prudential indicators (Appendix 9);

·       the schedule of delegation (Appendix 11);

·       the minimum revenue provision policy (Appendix 12).

The following decisions have been approved:

24.       Note that services will develop detailed budgets and savings ahead of approval by Cabinet on 28 March 2017 when the final MTFP 2017?20 will be presented.

25.       Approve the draft MTFP for the financial years 2017?20, which includes:

·       to approve the Total Schools Budget of £545.2m (paragraphs 66 to 71);

·       to approve overall cash limits for individual services for the proposed budget and the substitute budget.

26.       A) Agree to establish a Sustainability Review Board comprising of three cross party Members, the Strategic Director for Adult Social Care and Public Health, the Deputy Chief Executive and the Director of Finance.

B) Require this board to bring back an initial report to the Cabinet meeting on 28 March 2017 on progress towards identifying £30m permanent service reductions and up to a further £22m one-off reductions required to achieve a balanced budget in 2017/18.

Reason for decision:

Full County Council will meet on 7 February 2017 to agree a  budget and set the council tax precept for 2017/18. Cabinet’s role is to recommend  a budget to Full County Council. Council must also agree substitute calculations in the event that its proposed budget would result in a council tax increase above that set out in principles laid down by the Secretary of State. The published draft principles for 2017/2018indicate that the council tax increase proposed by Cabinet would exceed that set by Government and substitute calculations are therefore also put forward to Council.

To note the contents of the Leadership Risk Register and endorse the control actions put in place by the Statutory Responsibilities Network

RESOLVED:

That the content of the Surrey County Council Leadership risk register, attached as Annex 1, to the submitted report be noted and the control actions put in place by the Statutory Responsibilities Network be endorsed.

Reasons for decisions:

To enable the Cabinet to keep Surrey County Council’s strategic risks under review and to ensure that appropriate action is being taken to mitigate risks to a tolerable level in the most effective way.

[The decision on this item may be called in by the Council Overview Board]

To consider the month end budget report and make any recommendations as appropriate.

RESOLVED:

That the report be noted, including the following:

1.    That the forecast revenue budget outturn for 2016/17 was +£1.1m overspend, down from +£6.1m last month (Annex, paragraph 1 of the submitted report).

2.    That forecast efficiencies and service reductions for 2016/17 were £65.1m, up from £62.9m last month (Annex, paragraph 48 of the submitted report).

3.    That the quarter end positions for: balance sheet, earmarked reserves, debt and treasury management be noted (Annex, paragraphs App 7 to App 21 of the submitted report).

4.    That the Section 151 Officer’s commentary and the Monitoring Officer’s Legal Implications commentary be noted(paragraphs 16 to 20 of the submitted report). .

5.    That a reduction in the 2016/17 capital budget by £10.7m related to local growth deal programme consolidation be noted (Annex, paragraph 59 and 60 of the submitted report).

6.    That £1.4m highways capital funding and expenditure relating to maintenance and flood risk management between 2016/17 and 2017/18 be re-profiled (Annex, paragraph 61 of the submitted report).

7.    That the 2016/17 capital budget by £0.8m related to re-evaluation of the scheme for a new fire station in Spelthorne be reduced (Annex, paragraph 62 of the submitted report).

Reasons for decisions:

This report is presented to comply with the agreed policy of providing a monthly budget monitoring report to Cabinet for approval and action as necessary.

[The decision on this item may be called in by the Council Overview Board]

To consider the responses to the consultation on proposed changes to Surrey’s admissions arrangements for community and voluntary controlled schools for September 2018 and to determine any changes to Surrey’s admissions policy and coordinated schemes.

RESOLVED TO RECOMMEND TO COUNCIL:

Recommendation 1

That a sibling link is introduced for Stoughton Infant School with Northmead Junior School for September 2018.

Reasons for Recommendation

·         There was overall support for this change

·         It would support families with more than one child as families with a sibling at Northmead Junior School would benefit from sibling priority at Stoughton Infant School

·         This proposal is in line with a separate proposal by Northmead Junior School to introduce a reciprocal sibling link with Stoughton Infant School. This was agreed by the Governing Body of Northmead Junior School on 18 January 2017.   

·         It would provide continuity and a clearer transition for parents, children and schools and would reduce anxiety for parents

·         It would maximise the opportunity for families to keep children together or at schools with agreed links

·         It is supported by Governors at Northmead Junior School and by the Headteacher and Chair of Governors of Stoughton Infant School

Recommendation 2

That the published admissions number for St Andrew’s CofE Infant School in Farnham is decreased from 40 to 30 for September 2018

Reasons for Recommendation

·         It is supported by the Headteacher and Governing Body of the school

·         There will still be sufficient infant places for local children if the PAN is decreased

·         It will help support other local schools in maintaining pupil numbers

·         It will alleviate funding and staffing issues in the school

·         It will have no impact on children who are currently on roll at the school

Recommendation 3

That the published admissions number for Walsh CofE Junior School is decreased from 75 to 64 in September 2018

Reasons for Recommendation

·         It is supported by the Headteacher and Governing Body of the school

·         There will still be sufficient junior places for local children if the PAN is decreased

·         It will help support other local schools in maintaining pupil numbers

·         It will alleviate funding, accommodation and staffing issues in the school

·         It will have no impact on children who are currently on roll at the school

Recommendation 4

That Surrey’s Relevant Area is agreed as set out in Enclosure 3.

Reasons for Recommendation

·         The local authority is required by law to define the Relevant Area for admissions

·         The Relevant Area must be consulted upon and agreed every two years even if no changes are proposed

·         Setting a Relevant Area ensures that any schools who might be affected by changes to the admission arrangements for other local schools will be made aware of those changes

·         No change has been made to Surrey’s Relevant Area since it was last determined in March 2015

Recommendation 5

That the aspects of Surrey’s admission arrangements for community and voluntary controlled schools for September 2018, for which no change is proposed, are agreed as set out in Enclosure 1 and its Appendices.

Reasons for Recommendation

·         This will ensure stability and consistency for the majority of Surrey’s parents, pupils and schools

·         The arrangements enable parents to have some historical benchmark by which to make informed decisions about their school preferences

·         The existing arrangements are working well

·         The arrangements enable the majority of pupils to attend their nearest schools and in doing so reduces travel and supports Surrey’s sustainability policies

·         Changes highlighted in bold in sections 11, 19 and 21 of Enclosure 1 which have not otherwise been referenced in this report, have been made to add clarity to the admission arrangements but do not constitute a policy change

·         Changes to PAN that are highlighted in bold in Appendix 1 of Enclosure 1 are referenced in Recommendations 2 and 3

Recommendation 6

That the primary and secondary coordinated admission schemes that will apply to all schools for 2018 are agreed as set out in Enclosure 2. 

Reasons for Recommendation

·         The coordinated schemes for 2018 are essentially the same as 2017 with dates updated

·         Paragraph 50 of the primary and secondary schemes and paragraph 2 of the secondary scheme have been updated to provide clarity to the schemes 

·         The coordinated schemes will enable the County Council to meet its statutory duties regarding school admissions

·         The coordinated schemes are working well

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

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 paragraph 3 of Part 1 of Schedule 12A of the Act.

PART TWO – IN PRIVATE

THE FOLLOWING ITEMS OF BUSINESS WERE CONSIDERED IN PRIVATE BY  THE CABINET AND SET OUT BELOW IS A PUBLIC SUMMARY OF THE DECISIONS TAKEN.

RESOLVED:

The delegated decisions taken by Cabinet Members since the last meeting of the Cabinet be noted.

(i) Social Care Services Board

A response to the report from the Social Care Services Board is attached as Appendix 3.

(ii) Council Overview Board

A response to the report from the Council Overview Board is attached as Appendix 4.

One question was received from Mr John Oliver.  This and the response are attached as Appendix 2.

There were six Members’ questions, three from Mrs Hazel Watson and three from Mr Jonathan Essex.  Responses are attached as appendix 1.