A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

Council and councillors

Agenda, decisions and minutes

Venue: Council Chamber, Catmose, Oakham, LE15 6HP

Contact: David Ebbage  01572 720972

Media

Items
No. Item

1.

APOLOGIES FOR ABSENCE

Minutes:

Apologies were received from Councillor Lucy Stephenson.

2.

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

Minutes:

Councillor R Powell had one announcement regarding the Levelling Up funding that was approved at the June Cabinet meeting.

 

Cabinet approved the submission of a joint application for the round two of levelling up funding. It was a condition of this funding that local authorities included in their application various pro formas obliging the Senior Responsible Officer (Project Lead) and the Chief Finance Officer to sign declarations giving several assurances required by the department of Levelling Up, Housing and Communities.

 

Those pro formas could not be altered, no additional conditions could be added even though the terms of the declarations did place unreasonable expectations on the signatories.

 

Officers had signed the declarations based on their current knowledge and with the intention of keeping the obligations under review. Should the Council believe that the declared obligations could not be met at any point, the Council would have to decide whether it continues with the process or agrees to accept any funding offered. This approach was widely adopted by local authorities elsewhere in the Country in order to enable us to apply for that funding.

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 pdf icon PDF 371 KB

To confirm the Record of Decisions made at the meeting of the Cabinet held on

Minutes:

Consideration was given to the record of decisions made following the meeting of Cabinet on 14 June.

 

RESOLVED

That the record of decisions made at the meeting of the Cabinet held on 14 June 2022 be APPROVED.

5.

ITEMS RAISED BY SCRUTINY pdf icon PDF 123 KB

To receive items raised by members of scrutiny which have been submitted to the Leader and Chief Executive.

Minutes:

Councillor R Powell received a comprehensive report from Councillor G Waller following the most recent Overview and Scrutiny Committee which was held on 7th July 2022. The report was attached to these minutes.

6.

ANNUAL REPORT ON TREASURY MANAGEMENT AND PRUDENTIAL INDICATORS 2021/22 pdf icon PDF 571 KB

To receive Report No.125/2022 from the Portfolio Holder for Finance, Governance and Performance, Change and Transformation.

Decision:

RESOLVED

 

That Cabinet:

 

1.    NOTED the actual 2021/22 prudential indicators within the report.

2.    NOTED the treasury management stewardship for 2021/22 was in compliance with the treasury management strategy.

Minutes:

Report No.125/2022 was introduced by Councillor K Payne, Portfolio Holder for Finance, Governance and Performance, Change and Transformation.

 

The report set the Treasury Management Strategy for 2021/22 linked to the Council’s Budget, Medium Term Financial Plan and Capital Plans. It was inextricably linked to delivering the Council’s aims and objectives.

 

The Treasury Management report was approved by Full Council in February 2022. The Council continued to deliver a low-risk strategy and also confirmed that the Council did not undertake any external borrowing or repay any external debt as there was not a business case to do so during 2021-22.

 

The Council had invested with institutions as determined by the revised creditworthiness criteria approved by the Section 151 Officer.

 

Councillor Payne also mentioned to Members that the Council made a positive return on investment of 0.38% compared to SONIA (Sterling Overnight Index Average) rate of 0.34%.

 

It was proposed by Councillor K Payne that the recommendations of report No. 125/2022 be agreed, this was seconded and upon being put to the vote the motion was unanimously agreed.

 

RESOLVED

 

That Cabinet:

 

1.    NOTED the actual 2021/22 prudential indicators within the report

NOTED the treasury management stewardship for 2021/22 was in compliance with the treasury management strategy.

7.

UK SHARED PROSPERITY FUND INVESTMENT PLANS pdf icon PDF 324 KB

To receive Report No.134/2022 from the Leader of the Council.

Additional documents:

Decision:

RESOLVED

 

That Cabinet:

 

1.    NOTED the UK Shared Prosperity Fund Prospectus and provisional funding allocation.

 

2.    NOTED the submission to Government of an investment plan for £144,326 of Multiply funding to support adult numeracy programmes by the deadline of 30th June 2022.

 

3.    DELEGATED authority to the Strategic Director of Places and Section 151 Officer, in consultation with the Leader of the Council and Portfolio Holder with responsibility for Finance, to develop and submit to Government an evidence-based investment plan to access the County’s allocation of £1,000,000 allocation of Core UK Shared Prosperity Funding by the 1st August deadline.

 

4.    NOTED that Cabinet will be asked to approve any associated terms and conditions.

 

5.    APPROVED the use of the available £20,000 capacity funding to undertake initial preparatory work for the UK Shared Prosperity Fund, including developing the local investment plan for submission.

 

6.    APPROVED the use of the UK Shared Prosperity Fund 4% administration allocation to support the productive delivery and administration of the fund.

Minutes:

Report No. 134/2022 was introduced by Councillor D Wilby, Portfolio Holder for Education and Children’s Services.

 

Councillor Wilby explained to Members that the UK Shared Prosperity Fund (UKSPF) is the Government’s domestic replacement for the European Structural and Investment Programme (ESIF). The Council had been allocated £1,000,000 over 3 years, this was the minimum level of UKSPF investment.

 

Accessing this funding was dependent on submitting an Investment Plan by 1 August 2022 to be approved by Government in the Autumn.

 

In addition to the Core UKSPF allocation, Rutland had been allocated £144,324 of multiply funding over the 3 years of 2022/23 to 2024/25 with an anticipated allocation of a maximum of £43,000 in Year 1. This funding was intended to support the delivery of bespoke adult numeracy programmes within local areas.

 

It was made clear to Members that particular attention would be given to families who would move into Kendrew Barracks within the next couple of years to be included in the target group to help with their key skills.

 

It was proposed by Councillor D Wilby that the recommendations of report No. 134/2022 be agreed, this was seconded and upon being put to the vote the motion was unanimously agreed.

 

That Cabinet:

 

1.     NOTED the UK Shared Prosperity Fund Prospectus and provisional funding allocation.

 

2.     NOTED the submission to Government of an investment plan for £144,326 of Multiply funding to support adult numeracy programmes by the deadline of 30th June 2022.

 

3.     DELEGATED authority to the Strategic Director of Places and Section 151 Officer, in consultation with the Leader of the Council and Portfolio Holder with responsibility for Finance, to develop and submit to Government an evidence-based investment plan to access the County’s allocation of £1,000,000 allocation of Core UK Shared Prosperity Funding by the 1st August deadline.

 

4.     NOTED that Cabinet would be asked to approve any associated terms and conditions.

 

5.     APPROVED the use of the available £20,000 capacity funding to undertake initial preparatory work for the UK Shared Prosperity Fund, including developing the local investment plan for submission.

 

APPROVED the use of the UK Shared Prosperity Fund 4% administration allocation to support the productive delivery and administration of the fund.

8.

PROCUREMENT OF NEW INSURANCE CONTRACT pdf icon PDF 381 KB

To receive Report No.111/2022 from the Portfolio Holder for Finance, Governance and Performance, Change and Transformation.

Decision:

RESOLVED

 

That Cabinet:

 

1.    RECOMMENDED to Council to delegate the award of the Insurance Services contract to the Strategic Director for Resources in consultation with the Portfolio Holder with responsibility for Finance.

2.    RECOMMENDED to Council to delegate the finalisation of the evaluation criteria to the Strategic Director of Resources in consultation with the Portfolio Holder with responsibility for Finance, based on the advice of the Insurance Broker to achieve best value, on the proviso that price is maintained at a minimum of 50%.

Minutes:

Report No.111/2022 was introduced by Councillor K Payne, Portfolio Holder for Finance, Governance and Performance, Change and Transformation.

 

The Council currently had a contract with Zurich Municipal for all its insurance services which the contract was due to expire on 31 March 2023.

 

The original term was for 7 years, but the Council extended the original term by two years during the pandemic as resources were diverted to pandemic work.

 

It was currently anticipated that an insurance framework will be used as it includes the main local government insurers. The Tender term would be for a minimum of 5 years and a maximum of 10 years, with extensions from year 5 and for it to commence in April 2023.

 

As the new contract needed to be in place by 1st April 2023 and post-tender all of the insurance policy documents would need to be provided and reviewed for compliance, Cabinet was asked to recommend to Council to delegate authority to award the new contract(s) for the insurance cover to the Strategic Director of Resources in consultation with the Portfolio Holder.

 

It was proposed by Councillor K Payne that the recommendations of report No. 111/2022 be agreed, this was seconded and upon being put to the vote the motion was unanimously agreed

 

RESOLVED

 

That Cabinet:

 

1.    RECOMMENDED to Council to delegate the award of the Insurance Services contract to the Strategic Director for Resources in consultation with the Portfolio Holder with responsibility for Finance.

 

RECOMMENDED to Council to delegate the finalisation of the evaluation criteria to the Strategic Director of Resources in consultation with the Portfolio Holder with responsibility for Finance, based on the advice of the Insurance Broker to achieve best value, on the proviso that price was maintained at a minimum of 50%.

9.

EXCLUSION OF THE PRESS AND PUBLIC

Cabinet is recommended to determine whether the public and press be excluded from the meeting in accordance with Section 100(A)(4) of the Local Government Act 1972, as amended, and in accordance with the Access to Information provisions of Procedure Rule 239, as the following item of business is likely to involve the disclosure of exempt information as defined in Paragraph 2 of Part 1 of Schedule 12A of the Act.

 

Paragraph 3: Information relating to the financial or business affairs of any particular person (including the authority holding that information).

Minutes:

It was moved by the Chair that the meeting remain in a public session as it was felt Cabinet would be able to consider Report No.136/2022 without divulging the contents of the confidential appendices to the reports. This was seconded and upon being put to the vote the motion was unanimously carried.


RESOLVED

That the meeting continue in a public session without exclusion of the press or public.

10.

WASTE AND STREETSCENE SERVICES (INCLUDING WASTE COLLECTION AND DISPOSAL) - STRATEGY AND PROCUREMENT pdf icon PDF 383 KB

To receive Report No.136/2022 from the Portfolio Holder for Communities, Environment and Climate Change.

Additional documents:

Decision:

RESOLVED

 

That Cabinet:

1.    APPROVED the re-procurement of the integrated Waste and Streetscene services (including waste and recycling collection and disposal) contract as detailed in the Pre-Procurement Business Case attached at appendix A.   

 

2.    DELEGATED authority to the Strategic Director of Places in consultation with the Leader and Portfolio Holder with responsibility for Environmental Services to finalise the tender and contract documentation.

 

3.    APPROVED the Municipal Waste Management and Streetscene Strategy 2022-2035.

 

4.    NOTED that the Council had invoked a contractual option to extend (Biffa Contract) and an option to extend under Regulation 72 (1)(b) PCR 2015 (FCC Environment; Casepak and Mid-UK contracts), so that all contracts have a co-terminus end date and expire on the 31 March 2024.  There was no further extension options available.

 

5.    NOTED that the Clinical waste service would be procured in a stand-alone contract in advance of the main consolidated waste contract re-procurement.

 

Minutes:

Report No.136/2022 was introduced by Councillor M Oxley, Portfolio Holder for Communities, Environment and Climate Change.

 

The report asked for approval to re-procure the waste and streetscene services (including waste and recycling collection and disposal) as detailed in the pre-procurement business case.  The report also requested approval of a new Waste and Recycling Strategy for Rutland 2022-2035, which was attached at Appendix B within the report. 

 

The Councils existing waste collection and disposal contracts was due to end on 31st March 2024 and cannot be further extended.

 

The new collection service would introduce a separate weekly food waste collection and separate fortnightly collections of a mix of paper and cardboard and separate dry mixed recycling (glass, cans and plastic).  Fortnightly garden waste collections would be continued in the present format.

 

Cabinet also approved a reduction in the capacity for residual waste, however, in addition to the proposed 140 litre bins to be collected fortnightly, required a variant bid of 240 litre bins to be collected 4-weekly to be explored in the procurement.

 

The Growth, Infrastructure and Resources (GIR) Scrutiny Committee considered the design of the waste and recycling collection service during a series of meetings from September 2021 to February 2022 as reported back to Cabinet in March 2022. 

 

Members were aware of the potential cost risks associated with the new contract and would not know the total cost of the service delivery until it went to procurement.

 

It was proposed by Councillor M Oxley that the recommendations of report No. 136/2022 be agreed, this was seconded and upon being put to the vote the motion was unanimously agreed

 

RESOLVED

 

1.   APPROVED the re-procurement of the integrated Waste and Streetscene services (including waste and recycling collection and disposal) contract as detailed in the Pre-Procurement Business Case attached at appendix A.   

 

2.   DELEGATED authority to the Strategic Director of Places in consultation with the Leader and Portfolio Holder with responsibility for Environmental Services to finalise the tender and contract documentation.

 

3.   APPROVED the Municipal Waste Management and Streetscene Strategy 2022-2035.

 

4.   NOTED that the Council has invoked a contractual option to extend (Biffa Contract) and an option to extend under Regulation 72 (1)(b) PCR 2015 (FCC Environment; Casepak and Mid-UK contracts), so that all contracts have a co-terminus end date and expire on the 31 March 2024.  There was no further extension options available.

 

NOTED that the Clinical waste service would be procured in a stand-alone contract in advance of the main consolidated waste contract re-procurement.

11.

EXCLUSION OF THE PRESS AND PUBLIC

Minutes:

It was proposed by the Chair that the public and press be excluded from the meeting in accordance with Section 100(A)(4) of the Local Government Act 1972 as the following item of business as was likely to lead to disclosure of information relating to the financial or business affairs of any particular person. This was seconded and upon being put to the vote the motion was unanimously carried.

 

RESOLVED

 

That the press and public be excluded from the meeting.

12.

PUBLIC TRANSPORT SERVICE PROPOSALS

To receive Report No.126/2022 from the Portfolio Holder for Planning, Highways and Transport.

Decision:

RESOLVED

 

That recommendations of Report No. 126/2022 were approved.

Minutes:

Consideration was given to Report No.126/2022 from the Portfolio Holder for Planning, Highways and Transport, following consideration it was moved by Councillor R Powell and seconded that the recommendations be approved. This was seconded and being put to vote the motion was unanimously agreed.

 

RESOLVED

 

That Cabinet:

 

APPROVED the recommendations of Report No. 126/2022.

13.

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.