Decisions

Use the search options at the bottom of the page to find information regarding recent decisions that have been taken by the council’s decision making bodies.

Forthcoming decisions to be taken by the Cabinet and Cabinet Members for the next 28 days and beyond can be found in the Notice of Decisions.

Decisions published

13/10/2020 - GUILDFORD QUALITY BUS CORRIDOR AND BUS LANE ENHANCEMENT ref: 4304    Recommendations Approved

Decision Maker: Cabinet Member for Transport Decisions

Made at meeting: 13/10/2020 - Cabinet Member for Transport Decisions

Decision published: 13/10/2020

Effective from: 21/10/2020

Decision:

It was agreed that:

 

1)    Following a statutory consultation process, approval was given to proceed with the Woodbridge Road Quality Bus Corridor Scheme for Woodbridge Road and Onslow Street in Guildford as described in the report, Specifically to:

a.    extend the bus lane under the railway bridge (with consequent amendments to parking and waiting restrictions)

b.    change the operational times to all day, every day (with consequent amendments to parking and waiting restrictions, and

c.    prohibit HGV’s from using the bus lane.

 


13/10/2020 - CONSULTATION ON ADMISSION ARRANGEMENTS FOR COMMUNITY AND VOLUNTARY CONTROLLED SCHOOLS FOR SEPTEMBER 2022 ref: 4303    Recommendations Approved

Decision Maker: Cabinet Member for All-Age Learning Decisions

Made at meeting: 13/10/2020 - Cabinet Member for All-Age Learning Decisions

Decision published: 13/10/2020

Effective from: 13/10/2020

Decision:

Details of decision

 

That authority be given to the Service Manager for Admissions and Transport to go out to statutory consultation on the proposed changes to admission arrangements for community and voluntary controlled schools for September 2022 and also to consult on its proposed Relevant Area.   

 


13/10/2020 - Fostering Annual Report 2019/20 ref: 4299    Recommendations Approved

Decision Maker: Cabinet Member for Children, Young People & Families Decisions

Made at meeting: 13/10/2020 - Cabinet Member for Children, Young People & Families Decisions

Decision published: 13/10/2020

Effective from: 22/10/2020

Decision:

Resolved:

 

The Cabinet Member noted the content of the Annual Report and associated Statement of Purpose.

 


05/10/2020 - APPOINTMENT TO EPSOM & EWELL COMMUNITY SAFETY PARTNERSHIP [EXECUTIVE FUNCTION - FOR DECISION] ref: 4293    Recommendations Approved

Decision Maker: Epsom and Ewell Local Committee

Made at meeting: 05/10/2020 - Epsom and Ewell Local Committee

Decision published: 09/10/2020

Effective from: 05/10/2020

Decision:

That the Local Committee [Epsom & Ewell] agreed to appoint Cllr John Beckett as the Surrey County Council representative on the Epsom & Ewell Community Safety Partnership for the municipal year 2020/21

 

Reasons:  The appointment of councillors of the Local Committee to external bodies enables the committee’s representation on and input to such bodies.

 


05/10/2020 - ST JOSEPH'S SCHOOL FEASIBILITY REPORT [EXECUTIVE FUNCTION - FOR DECISION] ref: 4292    Recommendations Approved

Decision Maker: Epsom and Ewell Local Committee

Made at meeting: 05/10/2020 - Epsom and Ewell Local Committee

Decision published: 09/10/2020

Effective from: 17/10/2020

Decision:

That the Local Committee [Epsom & Ewell] agreed:

 

(i)      By reference to Annex A of the report to, implement options 2, 5 and 6 of the feasibility report in a future Financial Year, at an estimated cost of £42,000.
  

(ii)      Authorise the Area Highway Manager in consultation with the Chairman, Vice Chairman, and relevant Divisional Member(s) to undertake all necessary procedures to deliver the agreed Committee highway programmes.

(iii)     That the Chairman and the Borough Council Town ward councillor (Cllr Dallen) works with the school and highway officers to consider other solutions for the relocation of the disabled bay mentioned in Option 3.

 

Reasons:  Options 2, 5, and 6 are improvements for pedestrians and cyclists, and are therefore in keeping with our objectives relating to climate change and sustainable transport.  Relocation of the disabled bay may improve traffic flow and road safety.

Divisions affected: Epsom Town & Downs;


05/10/2020 - APPOINTMENT OF BOROUGH COUNCIL SUBSTITUTE MEMBERS [EXECUTIVE FUNCTION – FOR DECISION] ref: 4294    Recommendations Approved

Decision Maker: Epsom and Ewell Local Committee

Made at meeting: 05/10/2020 - Epsom and Ewell Local Committee

Decision published: 09/10/2020

Effective from: 09/10/2020

Decision:

That the Local Committee [Epsom & Ewell] agreed:

 

To co-opt substitutes for Borough Council members for the municipal year 2020/21.

 

Reasons: Standing Order 40(f) requires the Committee at its first meeting in the municipal year to agree whether it wishes Borough Council members to be permitted to have substitutes


05/10/2020 - EPSOM AND EWELL PARKING REVIEW (PHASE 12) CONSIDERATION OF PUBLIC FEEDBACK RELATING TO PARKING PROPOSALS ON ST MARGARET DRIVE/ST ELIZABETH DRIVE AND WHITE HORSE DRIVE/DUDLEY GROVE/ELM GROVE [EXECUTIVE FUNCTION - FOR DECISION] ref: 4291    Recommendations Approved

Decision Maker: Epsom and Ewell Local Committee

Made at meeting: 05/10/2020 - Epsom and Ewell Local Committee

Decision published: 09/10/2020

Effective from: 17/10/2020

Decision:

That the Local Committee [Epsom & Ewell] agreed:

 

(i)        (By 6 votes FOR to 1 AGAINST) That the parking proposals outlined in Plan 68 of the Phase 12 Parking Review should not be implemented;

(ii)       (by 7 votes FOR to 0 AGAINST) That the parking proposals outlined in Plan 70 of the Phase 12 Parking Review should not be implemented;

 

Reasons:  In order not to encourage car journeys to schools in line with climate change and sustainable travel objectives. 

Divisions affected: Epsom Town & Downs;


29/09/2020 - SCC IBM Software and Hardware Maintenance Renewal ref: 4288    Recommendations Approved

 

This contract is for the renewal of maintenance, services and software licenses for IBM hardware used by Surrey County Council (SCC).

 

The agreements are required whilst the SAP estate is in use and whilst the Council use Notebook and Analyst and the Trading Standards system. The SAP replacement program is underway but is unlikely to be completed in less than 2 years. The Analyst and Notes servers are required for at least a further 2 years although the trading standards system is being migrated to the cloud and will only require a maximum 1-year agreement.

 

There are three elements to this procurement:

 

1. Backup for SAP currently provided by Celerity (including Data back-up server software SAP on DB2 solution Tivoli Licensing a single supplier situation, and Flash Copy Manager)

2. IBM hardware storage – Storage Area Network (SAN) for SAP

3. IBM software – Lotus Domino renewal

 

The required products and services are only available from a single supplier/manufacturer. IBM do not provide the products and services directly, but work through partners. A suitable partner, Boxxe Limited (previously Software Box Limited), has been identified through a compliant procurement framework, provided by Health Trust Europe. The use of this framework and provider represents the most economically advantageous route to awarding this contract.

 

Decision Maker: Executive Director Resources

Decision published: 05/10/2020

Effective from: 29/09/2020

Decision:

 

Decision made:

 

It was AGREED that:

 

1. a contract is awarded to Boxxe Limited under the HealthTrust Europe, ICT Solutions 2019 framework.

 


29/09/2020 - Legacy SAP Data Archiving Outline Business Case ref: 4289    Recommendations Approved

The purpose of this report is to inform a decision to progress a procurement process to select a 3rd party data archiving solution to store historic data that is currently held in the council’s corporate system, SAP. This is the system that the council uses to manage its business critical finance, procurement and HR & payroll processes.

The requirement to progress this procurement, including the indicative costs, was included within the Digital Business & Insights Full Business Case Cabinet report, which was approved at Cabinet in July 2020. The Cabinet report included a recommendation that this delegated officer decision will be required to progress this procurement by the Executive Director of Resources, in consultation with the Cabinet Member for Corporate Support and Cabinet Member for Resources.

A solution is required to archive historic data that needs to be retained by the council, but that will not be migrated to the recently procured Unit 4 corporate system, as part of the Digital Business & Insights programme. The Unit 4 system is currently in the process of being implemented with a target go-live date of December 2021.

The current SAP system contains approximately 16 years of historic data and a significant portion of this historic data needs to be retained and accessed for statutory and / or valid business reasons. However, the historic data is not required for the day-to-day running of the future organisation and it would be sub-optimal to migrate it to the new Unit 4 system, due to the impact on future storage costs and system performance. There is also a statutory requirement to ensure that data with privacy implications is deleted over time in line with retention policies for GDPR compliance.

A range of costs were gathered from potential suppliers via a Request for Information procurement process. The worst-case cost estimate, including council-side costs, of £285k for year one has been used to inform the decision to progress a formal procurement process. The business case financials will be updated based on firm costs received from the successful bidder at the completion of the procurement process prior to awarding the contract and starting the project.

The next step will be to complete the procurement process before delivering a project to implement the data archiving solution to go-live in 4th Quarter 2021/22. This go-live timing will follow the Unit ERP system go-live in December 2021 and will enable the council to decommission the existing SAP system.

Decision Maker: Executive Director Resources

Decision published: 05/10/2020

Effective from: 29/09/2020

Decision:

Decision made:

 

It was AGREED to:

 

1.           Approve the business case to progress a procurement process to select a 3rd party data archiving solution.

2.           Award the contract to the preferred bidder and implement the chosen data archiving solution following completion of the procurement process.

3.           Note that a report will be brought back for a further delegated officer decision following completion of the procurement process, if the confirmed costs of the selected solution are 5% greater or less than the estimate included in this report.

 


30/09/2020 - Covert Street Lights to LED ref: 4290    Recommendations Approved

Following Cabinet’s approval to convert the Council’s street lights to LED in October 2018, Officers have carried out the necessary work to agree the legal and commercial aspects of the Change Agreement and are now ready to proceed to the execution of the Deed of Variation to the PFI Contract.

Decision Maker: Head of Highways & Transport

Decision published: 05/10/2020

Effective from: 30/09/2020

Decision:

It was AGREED that:

 

1.    To approve the final negotiated position with Surrey Lighting Services and authorise them to proceed with the change protocol with their subcontractor, Skanska, and the Principal Lender.

2.    Subject to no material amendments as a result of the above process, the execution of the Deed of Variation and associated documents to enact the Street Lighting LED Conversion Programme.

 

Lead officer: Paul Wheadon