Agenda and draft minutes

Cabinet
Tuesday, 17th September, 2019 10.00 am

Venue: Council Chamber, Catmose

Contact: Jo Morley  01572 758271

Items
No. Item

227.

APOLOGIES FOR ABSENCE

Minutes:

There were no apologies.

228.

ANNOUNCEMENTS FROM THE CHAIRMAN AND/OR HEAD OF THE PAID SERVICE

Minutes:

There were no announcements from the Chairman or the Chief Executive.

229.

DECLARATIONS OF INTEREST

In accordance with the Regulations, Members are required to declare any personal or prejudicial interests they may have and the nature of those interests in respect of items on this Agenda and/or indicate if Section 106 of the Local Government Finance Act 1992 applies to them.

Minutes:

Mr Walters declared an interest in item 8, the Proposed Extension to The Highways Term Maintenance Contract as his wife’s employer provided services for Tarmac. Mr Walters would withdraw from the meeting during the discussion on this item. 

 

230.

RECORD OF DECISIONS

To confirm the Record of Decisions made at the meeting of the Cabinet held on 20 August 2019.

Minutes:

The Record of Decisions made at the meeting of the Cabinet held on 28 August 2019, copies of which had been previously circulated, were confirmed as a true record and were signed by the Chairman.

231.

ITEMS RAISED BY SCRUTINY

To receive items raised by members of scrutiny which have been submitted to the Leader (copied to Chief Executive and Governance) by 4.30 pm on Friday 13 September 2019.

Minutes:

The Chairman had not been formally notified of any items raised by Scrutiny.

232.

PROGRESS UPDATE ON ST GEORGE'S BARRACKS pdf icon PDF 63 KB

Report No.133/2019

Minutes:

Report No. 133/2019 was received from the Chief Executive.

 

Mrs Briggs, Chief Executive, introduced the report the purpose of which was to provide Cabinet with a progress report on the St George’s Barracks project further to the report of March 2018.

 

During discussions the following points were noted:

 

·         The Council was still awaiting the outcome of its submission for HIF funding and continued to press Homes England for a decision.

·         Meetings for the sub groups of the Evolving Masterplan had now been set up and were progressing.

·         The £150k funding that the Council received from the Garden Communities Programme needed to be spent in the current financial year as future funding would be dependent on the ability to spend.

·         Mr Brown reminded colleagues that an update on the Local Plan had been given at the Council meeting on 10 September and that the full text of that report had been included with the minutes.

 

DECISION

 

Cabinet:

 

1.    NOTED the progress update in respect of the St George’s Barracks project.

 

Reason for the decision:

 

Progress on the project is in line with the programme.

233.

ADULT LEARNING AND SKILLS PROVISION SUB-CONTRACTING ARRANGEMENTS pdf icon PDF 71 KB

(KEY DECISION)

 

Report No.127/2019

Additional documents:

Minutes:

Report No.127/2019 was received from the Strategic Director for People.

 

 

Mr D Wilby, Portfolio Holder for Children’s Services and Education, introduced the report the purpose of which was to set out the current arrangements for skills provision and the contract which is due to end in August 2020, the process and proposed award criteria for the procurement of future skills provision, and recommendations for approval and delegation of final award.

 

During discussions the following points were noted:

 

·         The paper had been well written and explained very clearly what was required.

·         The process of sub-contracting was about due diligence and ensuring that the right partner was found going forward.

 

DECISION

 

Cabinet:

 

1.    AGREED to the procurement for a sub-contracted delivery partner through the award criteria in appendix B

 

2.    DELEGATED authority to authorise the Director for People, in consultation with the Cabinet Member with portfolio for Lifelong Learning, Early Years, Special educational needs & Disabilities, Inclusion, to awrd the contract resulting from this procurement in line with the award criteria.

 

Reasons for the decision

Rutland Adult Learning and Skills Service provides a valuable service to the residents of Rutland and supports the local authority in meeting statutory duties for post-16 education and training.

If Rutland is to continue to offer wide-ranging qualification based learning programmes for school leavers and the wider adult community, then this needs to be delivered in partnership with other providers.  This will ensure a continued high quality, flexible arrangement, with resilience offered through a wider workforce with access to specialist resources.

Undertaking a procurement exercise to seek a sub-contracting partner with effect from September 2020 is therefore required and it is essential that this provider can meet high expectations set out through the award criteria.

 

234.

LIBRARY STOCK SUPPLY CONSORTIUM pdf icon PDF 61 KB

Report No.134/2019

Minutes:

Report No.134/2019 was received from the Strategic Director for Places.

 

Mrs L Stephenson introduced the report the purpose of which was to approve the participation of the County’s Library Service in a new consortium to procure library stock, with the aim of securing improved terms and levels of service.  The indicative value of the contract is £43,000 per annum, which is £172,000 over a 4 year contract. The Council’s Contract Procedure Rule 12 requires contracts of this value to be approved by Cabinet prior to the tendering process being undertaken.  Rule 1.5 allows the use of collaborative joint purchasing.

 

During discussions the following points were noted:

 

·         The Portfolio Holder assured Members that although price was not cited as one of the award criteria, achieving value for money was always taken into consideration.

 

DECISION

 

Cabinet:

 

1.    APPROVED participation in the East Midlands/East Anglia Library Stock Supply Consortium.

2.    AUTHORISED the Head of Culture and Registration, in consultation with the Portfolio Holder for Culture & Leisure, the Portfolio Holder for Finance, and the Director of Resources, to agree the award of the resulting contract.

Reasons for the decision

Participating in the proposed consortium will realise significant benefits to the Council by maximising the stock resources that can be procured with the allocated library stock budget.

 

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Mr Walters left the meeting at 10.14am

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235.

PROPOSED EXTENSION TO THE HIGHWAYS TERM MAINTENANCE CONTRACT pdf icon PDF 77 KB

(KEY DECISION)

 

Report No.131/2019

Additional documents:

Minutes:

Report No.131/2019 was received from the Strategic Director for Places.

 

Mrs L Stephenson introduced the report the purpose of which was to set out the present contractual performance of the highway maintenance service provider (Tarmac) since 1 December 2018 and to determine whether their present performance satisfied the criteria as set out in the Highway Term Maintenance Contract. Additionally to confirm that the Contract could be extended by a further year, ie. From 1 December 2021 to 30 November 2022.

 

During discussion the following points were noted:

 

·         In the preparation of a new contract, Officers would be assessing the measurement of the KPIs and looking to improve contract management.

 

DECISION

 

Cabinet:

 

1.    APPROVED the one year extension to the Highway Term Maintenance Contract for Contract Year 9 (November 2021 to December 2022) of the potential 10 year contract extension criteria as set out in the Highway Term Maintenance Contract.

 

Reason for the decision

The Highway Term Maintenance Contract where the initial contract period was from December 2013 to November 2018 has already been further extended in annual increments to November 2021.

 

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Mr Walters returned to the meeting at 10.19am

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236.

ANY ITEMS OF URGENT BUSINESS

To receive items of urgent business which have previously been notified to the person presiding.

Minutes:

No items of urgent business were received.