Agenda, decisions and draft minutes

Cabinet - Tuesday, 21st April, 2020 10.00 am

Venue: Remote - Please click the link below to join the webinar: https://zoom.us/j/921817542

Contact: Emma Powley  01572 720991

Items
No. Item

1.

APOLOGIES FOR ABSENCE

Minutes:

There were no apologies for absence.

2.

ANNOUNCEMENTS FROM THE CHAIRMAN AND/OR HEAD OF THE PAID SERVICE pdf icon PDF 356 KB

Minutes:

There were no announcements.

3.

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:

There were no declarations of interest.

4.

RECORD OF DECISIONS

To confirm the Record of Decisions made at the meeting of the Cabinet held on 17th March 2020.

Minutes:

Under general authorisation Part 3 – Scheme of Delegation (section 11.10.5) under urgent delegation, the Chief Executive, in agreement with Cabinet agreed ‘To take any urgent action necessary in the event of a civil emergency and deal with matters relating to civil protection/emergency planning arising from the Council’s powers and duties under the appropriate legislation’

 

The record of the decision made by the Chief Executive, in agreement with Cabinet Members on the 17th March 2020 were agreed.

5.

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) in writing by 12noon on the 20th April 2020.

Minutes:

There were no items raised by scrutiny.

6.

COVID 19 UPDATE & ENDORSEMENT OF EMERGENCY POWERS pdf icon PDF 223 KB

Key decision

(Report no: 66/2020)

Decision:

1.    Cabinet noted the use of the Civil Emergency Delegation

2.    Cabinet noted the Advice of the Chief Executive, Section 151 Officer and Monitoring Officer in relation to the duration of the emergency powers.

3.    Cabinet agreed to review the emergency powers at each meeting of Cabinet to ensure that the powers are still required.

Minutes:

The Chief Executive elaborated on a report noting the use of the Civil Emergency Delegation. It was explained that everyone was working in unprecedented times and noted that the recommendations wold allow the Council to undertake the necessary functions and reviewing the powers at each Cabinet meeting would provide a check and balance on the arrangement.

 

In response to a questions asked, the Monitoring Officer explained that a log of decisions was being kept and noted that this was confidential due to the sensitive nature of some of the decision being made.

 

Members welcomed that the delegation would be kept under review at future Cabinet meetings.

 

RESOLVED:

 

1.     That the use of the Civil Emergency Delegation be noted.

2.     That the Advice of the Chief Executive, Section 151 Officer and Monitoring Officer in relation to the duration of the emergency powers be noted.

3.     That the emergency powers be reviewed at each meeting of Cabinet to ensure that the powers are still required.

 

Reason for the decision:

 

The emergency response remains in full effect and the situation is expected to become more challenging in the near future. The recommendations are designed to ensure that as early as possible in the crisis Cabinet is formally made aware of the Constitutional position, actions being taken and so able to provide democratic oversight.

 

7.

HIGHWAY CAPITAL MAINTENANCE PROGRAMMES 2020/21 pdf icon PDF 555 KB

Key decision

(Report no: 64/2020)

Decision:

1.    Cabinet noted the highways maintenance schemes that have been successfully completed in financial year 2019/20 and approved the use of the Highway Maintenance Grant Allocation for a programme of maintenance works to be delivered in financial year 2020/21

 

2.    Cabinet allocated any funding received from the Environment Agency (EA) and delegated approval of use of S106 receipts to the Director of Resources in consultation with the Portfolio Holder for Finance to repair the Culvert at Schofield Road/Springfield Way Oakham.

Minutes:

Councillor Stephenson, as the relevant Cabinet Member submitted her report and elaborated thereon. It was explained that there was a need to undertake important maintenance works to the surface water culvert in Scofield Road / Springfield Way Oakham.

 

The former Corporate Plan, dated 2016 – 2020, set a target for the Council to achieve Band 3 status for Highways Incentive Fund and that through hard work by the previous Senior Highway Manager and their team, the Band 3 status was successfully achieved ahead of programme in 2019/20 and resulted in the allocation of additional capital funding. It was explained that through appropriate asset condition surveys and inspections and prioritising schemes using a risk based approach, the Council delivering the highways maintenance targets within the 2020 -2026 Corporate Plan.

 

In response to questions asked, it was explained that there were a number of small schemes that would need to be undertaken but that there was specific funding for these in place. It was further noted that a Cabinet report setting out the arrangements including the programme for the surface dressing programme for 2020/21 had been approved at the Cabinet meeting on the 17th March 2020.

 

RESOLVED:

 

1.     That the highways maintenance schemes that have been successfully completed in financial year 2019/20 be noted and approved the use of the Highway Maintenance Grant Allocation for a programme of maintenance works to be delivered in financial year 2020/21 be noted

 

2.     That any allocated funding received from the Environment Agency (EA) and delegated approval of use of S106 receipts to the Director of Resources in consultation with the Portfolio Holder for Finance to repair the Culvert at Schofield Road/Springfield Way Oakham be agreed.

 

Reason for the decisions:

 

a)    It is recommended to note the schemes and programmes that were completed in 2019/20 using the highways maintenance capital maintenance programme.

 

b)    It is recommended to accept the various highway asset condition surveys and inspections are used to monitor the condition highway assets to support the cost-effective allocation of future capital funding.

 

c)     It is recommended to approve the allocation of capital funding for the future maintenance of the highway assets uses a risk based approach, the highway targets set out in the Corporate Plan to as far as reasonably practical keep the highway assets fit for purpose. The highway maintenance capital programme for 2020/21 be approved, to fulfil the Council’s statutory duties with regard to highway maintenance and road safety as efficiently as possible.

 

d)    It is recommended to allocate any funding received from the Environment Agency and delegates approval of use of S106 receipts to the Director of Resources in consultation with the Portfolio Holder for Finance to repair the Culvert at Schofield Road/Springfield Way

 

8.

CONTRACT EXTENSIONS pdf icon PDF 369 KB

Key decision

(Report No: 67/2020)

Decision:

1.    Cabinet recommended to Council to delegate authority to Officers in conjunction with Portfolio Holders to extend existing contracts which would ordinarily be approved by Council (relevant contracts and Officer/Portfolio Holder details are set out in the table at paragraph 2.4 of the report)

2.    Cabinet approved delegation to Officers in conjunction with Portfolio Holders to extend existing contracts which would ordinarily be approved by Cabinet (relevant contracts and Officer/Portfolio Holder details are set out in the table at paragraph 2.4 of the report). This is time limited and the delegation will cease in May 2021.

3.    Cabinet approved the use of the exemption process set out in section 4 of the Contract Procedure Rules for contracts up to existing officer delegation limits where in the opinion of the relevant Director in consultation with the Portfolio Holder, Legal and Finance the extension is necessary owing to circumstance relating to the COVID-19 crisis and subsequent recovery (including capacity issues).  

4.    Cabinet noted that the delegation will be reported to Cabinet at the earliest opportunity and that a decision log will be maintained and reported in line with Government guidance.

 

Minutes:

Councillor Stephenson, as the relevant Cabinet Member submitted her report and elaborated thereon. It was explained that there was a need to undertake important maintenance works to the surface water culvert in Scofield Road / Springfield Way Oakham.

 

The former Corporate Plan, dated 2016 – 2020, set a target for the Council to achieve Band 3 status for Highways Incentive Fund and that through hard work by the previous Senior Highway Manager and their team, the Band 3 status was successfully achieved ahead of programme in 2019/20 and resulted in the allocation of additional capital funding. It was explained that through appropriate asset condition surveys and inspections and prioritising schemes using a risk based approach, the Council delivering the highways maintenance targets within the 2020 -2026 Corporate Plan.

 

In response to questions asked, it was explained that there were a number of small schemes that would need to be undertaken but that there was specific funding for these in place. It was further noted that a Cabinet report setting out the arrangements including the programme for the surface dressing programme for 2020/21 had been approved at the Cabinet meeting on the 17th March 2020.

 

RESOLVED:

 

1.     That the highways maintenance schemes that have been successfully completed in financial year 2019/20 be noted and approved the use of the Highway Maintenance Grant Allocation for a programme of maintenance works to be delivered in financial year 2020/21 be noted

 

2.     That any allocated funding received from the Environment Agency (EA) and delegated approval of use of S106 receipts to the Director of Resources in consultation with the Portfolio Holder for Finance to repair the Culvert at Schofield Road/Springfield Way Oakham be agreed.

 

Reason for the decisions:

 

a)    It is recommended to note the schemes and programmes that were completed in 2019/20 using the highways maintenance capital maintenance programme.

 

b)    It is recommended to accept the various highway asset condition surveys and inspections are used to monitor the condition highway assets to support the cost-effective allocation of future capital funding.

 

c)     It is recommended to approve the allocation of capital funding for the future maintenance of the highway assets uses a risk based approach, the highway targets set out in the Corporate Plan to as far as reasonably practical keep the highway assets fit for purpose. The highway maintenance capital programme for 2020/21 be approved, to fulfil the Council’s statutory duties with regard to highway maintenance and road safety as efficiently as possible.

 

d)    It is recommended to allocate any funding received from the Environment Agency and delegates approval of use of S106 receipts to the Director of Resources in consultation with the Portfolio Holder for Finance to repair the Culvert at Schofield Road/Springfield Way

 

9.

ANY ITEMS OF URGENT BUSINESS

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

Minutes:

There were no items of urgent business.