Decisions

The Joint Committee (Runnymede) agreed:

(i)    The membership of the task groups and appointments to outside bodies, as detailed at paragraphs 2.1, 2.2, 2.4 and 2.6 and Appendix 1 of this report.

(ii)   Confirmation of the membership of the task groups detailed in paragraphs 2.3 and 2.5 is deferred until next formal committee meeting.

Reasons for recommendations:

The report proposes joint committee task group membership for the forthcoming year to enable the provision of informed advice and recommendations to the committee. The appointment of councillors of the Joint Committee to external bodies enables the committee’s representation on and input to such bodies.

Deferred appointment to the groups in paragraphs 2.3 and 2.5 is in order to align with the review of member task/ working groups currently being undertaken by the Borough Council.

The Runnymede Joint Committee agreed to:

(i) Provide feedback on the latest Early Help developments in Runnymede, including proposed Early Help priorities for the work including re-commissioning and the location of Local Family Partnerships. 

(ii) Endorse the Joint Committee representatives to the local Early Help Advisory Board, for the remainder of 2017/18 and 2018/19

One question was received from Mr Graham Fletcher. The question and response were published as a supplement to the agenda.

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.

One question was received from a Member. The question and response were published as a supplement to the agenda.

Surrey has been utilising a regional framework which is due to expire in September 2018. Surrey has worked closely with 17 other local authorities to develop, and go out to tender for, the new ‘Local Authorities of the Southern Region (LASR) Flexible Framework for the provision of children’s residential care placements’. This framework is due to commence 1 August 2018. The procurement process has been led by Southampton City Council.

Approval is sought for the Council to enter into a Framework Partnership Agreement with Southampton City Council, and that delegated approval is given to the Assistant Director for Children’s Services to ‘call off’ this framework in order to place looked after children in external children’s homes, where this is deemed appropriate for the child.

RESOLVED:

1.    That following consideration of the available options, the results of the procurement process, and commercially sensitive information provided in Part 2 of the report, approval was given for the Council to enter into a regional Framework Partnership Agreement for children’s residential provision (led by Southampton City Council) for the period 1 September 2018 – 31 August 2024.

2.    That delegated authority be given to the Assistant Director(s) of Children’s Services to ‘call off’ this framework in order to place looked after children in external children’s homes, where this is deemed to be the most appropriate placement for the child or young person.

3.    That delegated authority be given to Executive Director – Children, Families and Learning, in consultation with the Leader of the Council and Cabinet Member for Children, to add new providers to the framework for Surrey, in consultation with other local authorities, during the life of the framework.

Reasons for decisions:

The existing regional framework (of which Surrey is a member) would expire on 30 September 2018. If the Council did not participate in a Framework or similar procurement arrangement, it would only be able to spot purchase children’s residential provision, or enter into Block Contracts. Due to the level of spend, exclusive spot purchasing would place Council in breach of procurement law. Having only block contract arrangements in place would limit placement choice for children and their needs may not be met.

Additionally, if we did not join the Local Authorities of the Southern Region (LASR) Flexible Framework, more staff would need to be recruited by Surrey to undertake the increase in workload associated with negotiating individual contracts and monitoring the performance of a large number of providers. In the regional collaborative, these tasks would be shared across all the local authorities and coordinated centrally by a small Framework Coordination Team.

The LASR Flexible Framework would allow Councils across the region to manage the market, control expenditure and ensure value for money over the next six years. Prices were fixed for the first three years of the framework, and there was the potential for further savings through block contracts and voluntary discounts. 

Framework Agreements were technically £0 value contracts as they include no obligation to undertake any set minimum level of expenditure through them. It is, however, envisaged that this contract would act as the Council’s primary route to the external children’s residential care market going forward. The only financial commitment was a small contribution towards framework coordination and contract management costs (approximately £15k per annum for Surrey).

A similar arrangement for the commissioning of Independent Fostering Agencies had been in place for over 12 months, and the experience of partnership working and having a regional perspective of demand, sufficiency and provider performance had been very positive.

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

In accordance with the Terms of Reference, the Shareholder Board will report to the Cabinet (and Council) on an annual basis.

The Annual Report will provide information about the Trading activities that have been undertaken by Companies in which the council has a shareholding.

RESOLVED:

That the Annual Report of the Shareholder Board, attached as Annex A to the submitted report, be endorsed and that the Cabinet present the report to Council at its meeting on 9 October 2018.

Reasons for Decision:

To inform the Council about the activities of the Shareholder Board. 

The Shareholder Board has been established in accordance with best practice governance to ensure effective oversight and alignment with the strategic objectives and values of the Council.

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

The Cabinet is asked to consider the contents of the 2017/18 Annual Governance Statement and authorise the Leader of the Council and the Chief Executive to sign the statement on behalf of the County Council ready for publication with the financial statements for 2017/18.

RESOLVED:

1.    That the 2017/18 Annual Governance Statement (Annex A to the submitted report) was approved and signed by the Leader of the Council and the Chief Executive for inclusion in the Statement of Accounts; and

2.    That the Audit and Governance Committee continue to monitor the governance environment and report to the Cabinet, Cabinet Member or Select Committee as appropriate.

Reason for decision:

There was a statutory duty to annually review and report on governance through an Annual Governance Statement.  The identification of areas for focus and continuous improvement ensured high standards of governance.

[The decisions on this item can be called in by the Corporate Overview Select Committee]

RESOLVED:

That the decisions taken by the Leader of the Council and Cabinet Members under delegated authority be noted.

Reason for Decision:

To inform the Cabinet of decisions taken under delegated authority.

To approve recommendations in relation to the Surrey Heartlands Sustainability and Transformation Partnership.

RESOLVED:

1. That the progress made between the Council and health partners in Surrey Heartlands be noted and the direction of travel towards a devolved health and care system noted.

2. That the following Council budgets be pooled with the Surrey Heartlands CCG budgets under a 3 years.75 agreement:

·         The Surrey Heartlands proportion of the Council’s budget for adult social care and public health

·         The Surrey Heartlands proportion of the Council’s budgets relating to children’s community health services and Child and Adolescent Mental Health Services.

3. That the phased approach being proposed to creating a devolved health and care system by entering in to a s75 agreement but with appropriate safeguards in year one of the agreement including no transfer of additional financial risk to (or from) the Council and with the Council hosting the pooled budgets was noted.

4. That the intention to delegate within the agreement authority to the Surrey Heartlands Joint Committee to take commissioning decisions in relation to the functional areas included was noted, and that the Leader of the Council approve the final detailed delegations before the agreement was completed.

5. That authority be delegated to the Executive Director for Children, Families and Learning and Executive Director for Health, Wellbeing and Social Care, in consultation with the Cabinet Members for People, Adults and Children, to approve a ‘section 75’ agreement with the Surrey Heartlands Clinical Commissioning Groups.

6. To continue to develop plans with local government being at the centre of the delivery model which would ensure the wider determinants of health and wellbeing were met, truly changing the life outcomes of some of our most vulnerable residents and to call upon the Secretary of State to devolve all necessary powers to this Council to ensure that ambition was delivered.

Reason for decisions:

Sustainability and Transformation Partnerships played a pivotal role in shaping the future health and care priorities and landscape. In the eight months since the last Surrey Heartlands update to the Cabinet, significant progress has been made in the development of the devolution arrangements for Surrey Heartlands.

Devolution and the integration of health and social care were key mechanisms for enabling the Surrey Heartlands Health and Care Partnership to achieve its aims and ambitions, and were aligned to the draft vision for Surrey in 2030 endorsed by the County Council at its meeting on 22 May 2018.

[The decisions on this item can be called in by the Health Integration & Commissioning Select Committee]

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

RESOLVED:

1.    That the Council’s overall budget position as at 30 June 2018 was noted:

·         £11.8m forecast revenue year end overspend,

·         £65.5m forecast planned MTFP savings, against £66.0m target,

·         £15m increase in pressures against £108m anticipated, and

·         £31.4m forecast service capital programme year end underspend.

2.    That officers be requested to report the next Cabinet meeting on plans to bring the 2018/19 budget back into balance.

3.    That the measures to achieve £15m additional in-year savings outlined in Annex 1, paragraphs 6 to 8 of the submitted report was approved.

Reason 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 decisions on this item can be called in by the Corporate Overview Select Committee]

To seek Cabinet approval to delegate the decision to award contracts for Facilities Management Services for Orbis Property Services to the Orbis Chief Property Officer in consultation with the Lead Cabinet Member and / or Leader.

RESOLVED:

1.    That the approach outlined in the report was approved.

2.    That authority be delegated the Executive Director of Economy, Growth & Commercial , in consultation with the Leader of the Council, to award contracts for Surrey County Council and appoint Service Providers (suppliers) to provide a range of Soft Facilities Management Services to Orbis Property Services internal and external customers.

Reason for decision:

The current arrangements for the services expire at intervals between 31 October 2018 and 31 March 2019.  The contracts which expire first are:

·         Pest Control – 30 September 2018

·         Building and Washroom Cleaning – 31 October 2018

·         Window Cleaning – 31 October 2018

·         Manned & Patrol Security – 31 October 2018

Of the above contracts Building and Washroom Cleaning has potential for significant transfer of staff from more than one contractor to another and therefore requires a well-planned mobilisation and transition period.  Manned and Patrol Security also has some staff transfer implications.  The minimum time considered desirable for this would be two months. This means that the above contracts needed to be awarded by the end of August 2018.

[The decisions on this item can be called in by the Corporate Overview Select Committee]

This report seeks approval of the submission of business cases to the EM3 LEP for Projects A) Woking Sustainable Transport Package Phase 1, Project B) A30 London Road Camberley and Project C) Blackwater Valley (Gold Grid) Quality Bus Corridor Improvements

To approve local contribution from Surrey County Council, where Surrey Heath Borough Council has already committed towards this project. 

To approve the proposed change for the A30 bus lane, subject to the Traffic Regulation Order process.

RESOLVED:

1.    That the submission of business case to the EM3 LEP for Project A) Woking Sustainable Transport Package Phase 1 (all Local Contribution being provided by Woking Borough Council) was approved.

2.    That the submission of business case to the EM3 LEP for Project B) A30 London Road / Camberley Town Centre: Highway Improvements was approved.

3.    That £0.480m of local contribution from Surrey County Council, where Surrey Heath Borough Council has already committed £0.770m towards this project was approved.

4.    That the proposed change to the A30 bus lane, subject to the Traffic Regulation Order process, was approved.

5.    That the submission of business case to the EM3 LEP for Project C) Blackwater Valley (Gold Grid) Quality Bus Corridor Improvements (all Local Contribution being provided by the bus operator Stagecoach) was approved.

Reason for decision:

Inadequate transport infrastructure was identified as the biggest barrier to economic growth in the county. If these bids were successful, the EM3 LEP would contribute up to 75% of the capital scheme cost, with the remainder to be provided as match funding from Woking Borough Council (Project A), Surrey Heath Borough Council and Surrey County Council (Project B) and Bus operator Stagecoach (Project C). 

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

To consider and note the content of the Annual Report and to agree to its publication.

RESOLVED:

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

2.    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 Lifelong Learning Select Committee]

To agree operational charges for in house services.

The Runnymede Joint Committee agreed to:

i)             Defer the report to a future meeting

Reasons for recommendations:

To defer to a future meeting with a focus on Runnymede, its views and intentions, and its strength to carry the work forward with future conversations between Spelthorne and Elmbridge.

To decide whether to progress with the recommendations of the review.

RESOLVED:

1. That following full consideration of the findings and their implications, to respond and take forward any changes as part of the wider transformation programme.

·         As part of this, Cabinet agreed to work with the Community Partnership Team, the Cross-Party Review Group and Legal and Democratic Services to take forward the recommendations.

·         Work continued to create joint committees across Surrey.

2. Cabinet thanked the members of the Cross-Party Review Group, and staff, for the diligent work they have undertaken in completing the review.

Reason for decisions:

A cross-party review of local and joint committees (LCs/JCs) was established at the direction of the Leader, under the Chairmanship of County Councillor Mary Angell, to review the current model of LCs/JCs, and to make recommendations to Cabinet as to how it can improve joint working and engagement with residents.

The Review Group, consisting of County Councillors Mary Angell (Lead), Will Forster, Tim Hall, Jeff Harris and Ernest Mallett had now completed its review and made a number of recommendations for Cabinet consideration.

The Review Group had undertaken a wide-reaching and detailed review, and the findings highlighted a number of areas where the County Council could be proud of its local engagement and devolved decision making structures, which represented best practice nationally.

The review had also identified areas for improvement and the report made a number of recommendations for Cabinet to consider.

The Council was embarking on a wholesale transformation programme to address the unprecedented demand and financial challenges it faced. In light of this, it was important that Cabinet gave careful and thorough consideration to the report and its findings, before determining how to address them.

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

It was agreed that the proposal to close Ripley CofE Primary School be approved.

It was agreed that a Statutory Notice is issued in the new academic year stating the Local Authority’s intention to amalgamate the two schools, such that there will be one school for pupils with SLDD in the north east area from 1 January 2019.  The newly amalgamated school will be further extended by 8 additional places to become a 160 planned place school.

It was agreed that the change in age range and increase in pupil numbers at Wey House School be approved, taking into account the outcome of the informal and statutory consultation period.

It was agreed that the change in age range and increase in pupil numbers at William Cobbett Primary School’s specialist COIN centre be approved, taking into account the outcome of the informal and statutory consultation period.

It was agreed that the change in age range and increase in pupil numbers at The Hythe Primary School’s specialist LAN centre be approved, taking into account the outcome of the informal and statutory consultation period.

It was agreed that the change in age range and increase in pupil numbers at Ashford Park Primary School’s specialist LAN centre be approved, taking into account the outcome of the informal and statutory consultation period.

It was agreed that:

1.         the level of balances held by Surrey maintained schools is noted

2.         licensed deficits be approved for two schools, Chart Wood School and Spelthorne Primary School as set out in paragraphs 12-17 of the report.

The Leader of the Council did not take this decision as a new option was proposed at the meeting that had not been covered in the report.

A new meeting has been scheduled for 11:00am on Tuesday 17 July 2018, in order to explore the viability of the proposal of a collaboration with Shere CofE Infant School.

There were six questions received from members of the public.  As these all related to item 5, Proposed Closure of Ripley CofE School, the Leader took these questions as part of item 5.  The questions and responses are annexed to this decision sheet.