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:

There were no apologies for absence.

2.

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

Minutes:

Mark Andrews, Chief Executive updated Cabinet on the successful investment plan for the UK Shared Prosperity Fund. He informed Members that the Council was ready to sign the memorandum of understanding that was related to that grant and that the MOU agreed no more than the existing investment plan and the MOU was not legally binding. Members were told that the document would be signed moving to draw down the funding to begin the programme.

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.

MINUTES pdf icon PDF 116 KB

To confirm the Minutes and 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 15 November.

 

RESOLVED

a)    That the record of decisions made at the meeting of the Cabinet held on 15 November 2022 be APPROVED.

 

5.

ITEMS RAISED BY SCRUTINY

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

Minutes:

No items received.

6.

RUTLAND ADULT AND COMMUNITY LEARNING SUB-CONTRACT PROVISION pdf icon PDF 115 KB

To receive Report No.196/2022 from the Portfolio Holder for Education and Children’s Services.

Decision:

RESOLVED

 

That Cabinet:

 

1.    APPROVED the procurement model and award criteria for Adult and Community Learning.

 

2.    AUTHORISED the Strategic Director Children and Families, in consultation with the Cabinet Member with responsibility for Education and Children’s Services, to award the contract(s) resulting from this procurement in line with the Award Criteria.

Minutes:

Report No.196/2022 was introduced by Councillor David Wilby, Portfolio Holder for Education and Children's Services.

 

The report set out the process and proposed award criteria for the procurement of a sub-contractor to deliver the adult education skills provision.

 

As a result of internal and external influences, including changes to subcontracting rules, the Council’s current provider (Inspire Education Group) could no longer offer the same level of provision as originally planned.

 

The new sub-contracting partner would need to establish and deliver a high quality, inclusive learning and skills offer for the County, which considered the requirements of rural locations and training requirements.

 

Councillor Wilby also went on to explain the contract value would be set at up to £99,000 per year, potentially totalling £495,000 over its lifetime. Since the previous report to Cabinet, a new sub-contracting standard had been introduced by the ESFA. This required every subcontract over £100,000 to be externally audited before being granted a three-year subcontracting licence. As the service was already extensively audited, the Council decided the most efficient and effective approach for the Council would be to retain £20,000 of our £119,000 funding allocation and deliver this in-house.

 

The Leader welcomed this paper and highlighted that a lot of work had been done across the county looking at key data and the importance of education and highlighted that lifelong learning was important to improve social mobility.

 

It was proposed by Councillor D Wilby that the recommendations of report No. 196/2022 be agreed, this was seconded and upon being put to the vote the motion was unanimously agreed.

 

RESOLVED

 

That Cabinet:

 

a)    APPROVED the procurement model and award criteria for Adult and Community Learning.

 

AUTHORISED the Strategic Director Children and Families, in consultation with the Cabinet Member with responsibility for Education and Children’s Services, to award the contract(s) resulting from this procurement in line with the Award Criteria.

7.

LLR CARERS STRATEGY pdf icon PDF 100 KB

To receive Report No.185/2022 from the Portfolio Holder for Health, Wellbeing and Adult Care.

Additional documents:

Decision:

RESOLVED

 

That Cabinet:

 

1.    APPROVED the LLR Joint Carers Strategy Refresh 2022-2025.

 

2.    APPROVED the associated Rutland County Council Carers Delivery Plan.

Minutes:

Report No.185/2022 was introduced by Councillor Samantha Harvey, Portfolio Holder for Health, Wellbeing and Adult Care.

 

The strategy was to ensure that carers across Leicester, Leicestershire & Rutland have access to support that promotes their physical and emotional wellbeing.

 

The LLR Joint Carers Strategy 2018–2021 set out eight key strategic priorities relating to unpaid carers of all ages, and was developed jointly by Leicester City, Leicestershire County and Rutland County Councils (LLR) and the CCGs (now the Integrated Care Board [ICB]) across the LLR area.

 

The priorities were built upon feedback of carers across the LLR area. The LLR Carer’s Delivery group agreed that the refresh would continue with the same 8 priorities especially as the impact of Covid had exacerbated the priorities as well as significantly increasing the numbers of unpaid carers.

 

Only one of the priorities received a minor adjustment.  This was Priority 6, “Carers and the impact of technology products and the living space”. The wealth of technology available and RCC’s need to create more digital solutions for our carers, all organisations were keen to see this priority continue to be represented and the alternative priority title ‘Care with Confidence’ is based around using technology and skills to support carers.

 

Councillor Payne asked if any costs were to come from the digitisations mentioned within the report. John Morley, Strategic Director for Adult Services and Health confirmed that they would be no additional costs.

 

It was also confirmed to Councillor Payne that the action plan attached to the report would be owned by the Team Manager for Social Care who would oversee the delivery of the plan.

 

Members welcomed the report and particularly within the strategy the voice of carers and the wider definition of who carers are.

 

It was proposed by Councillor S Harvey that the recommendations of report No. 185/2022 be agreed, this was seconded and upon being put to the vote the motion was unanimously agreed.

 

RESOLVED

 

That Cabinet:

 

a)    APPROVED the LLR Joint Carers Strategy Refresh 2022-2025.

 

APPROVED the associated Rutland County Council Carers Delivery Plan.

8.

HOUSING ALLOCATION POLICY - REVISION DUE TO STATUTORY CHANGES pdf icon PDF 90 KB

To receive Report No.188/2022 from the Portfolio Holder for Planning, Highways and Transport & the Portfolio Holder for Health, Wellbeing and Adult Care.

 

Additional documents:

Decision:

RESOLVED

 

That Cabinet:

 

1.    APPROVED the Housing Allocation Policy - Consultation Draft set out in Appendix B for public consultation.

 

2.    AUTHORISED the Strategic Director for Places to approve the outcome of the consultation and the final policy in consultation with the Portfolio Holders with responsibility for Housing and Adult Services.

Minutes:

Report No.188/2022 was introduced by Councillor Rosemary Powell, Portfolio Holder for Planning, Highways and Transport.

 

Councillor Powell explained that the Council’s current Housing Allocation Policy (HAP) was produced in January 2021. Since then, the Armed Forces Act 2021 and the Domestic Abuse Act 2021 had received Royal Assent. The Armed Forces Act - and the associated Regulations and Statutory Guidance which are in draft at the time of writing – would shortly come into force.

 

This widened the group of family members that the Council must have due regard to under the Armed Forces Covenant when allocating housing. It also made clear that councils may provide preferential treatment for people in the Armed Forces taking account of their sacrifices, as opposed to merely removing any disadvantages that there may have been with the HAP.

 

It was proposed by Councillor R Powell that the recommendations of report No. 188/2022 be agreed, this was seconded and upon being put to the vote the motion was unanimously agreed.

 

RESOLVED

 

That Cabinet:

 

a)    APPROVED the Housing Allocation Policy - Consultation Draft set out in Appendix B for public consultation.

AUTHORISED the Strategic Director for Places to approve the outcome of the consultation and the final policy in consultation with the Portfolio Holders with responsibility for Housing and Adult Services.

9.

INDICITIVE CAPITAL ALLOCATIONS INCLUDING DEVELOPER CONTRIBUTIONS pdf icon PDF 141 KB

To receive Report No.196/2022 from the Portfolio Holder for Planning, Highways and Transport.

Additional documents:

Decision:

RESOLVED

 

That Cabinet:

 

1.    APPROVED the proposed indicative allocations of the Council’s uncommitted capital funds as detailed in Appendix 1 of the report.

 

2.    APPROVED the proposed process for administering Developer Contributions expenditure to ensure alignment to strategic priorities for the Council and County.

Minutes:

Report No.197/2022 was introduced by Councillor Rosemary Powell, Portfolio Holder for Planning, Highways and Transport.

 

The report set out the Capital funds currently held by the Council and proposed indicative allocations for investing the monies, including developer contributions (Community Infrastructure Levy (CIL), Section 106 monies and Oakham North Local Funding Agreement).

 

The Council held various uncommitted Capital Funds as set out in Appendix 1 of the report and as of 31st August 2022 totalled £13.039m. These funds come from various sources, such as, ring-fenced Government Grants, (e.g. Disabled Facilities Grant); non-ringfenced Government Grants (e.g. Highways Capital Maintenance), capital receipts; and developer contributions (Community Infrastructure Levy [CIL], s106 and the Oakham North Local Funding Agreement). 

 

The report also sought to align the capital resources to the Council’s strategic priorities that were set out in the Corporate Strategy.

 

Councillor Powell highlighted the need of investment in health facilities. In particular, the struggles around accessing GP appointments which came to light in the evidence report that the Scrutiny Task and Finish Group had produced on primary care. This investment must increase provision and not just upgrade or maintain existing provision. The County’s health services were under pressure and additional development meant further investment was required to support local residents.

 

Members were reassured that there was a process in place for the dates and times of the funds to be reviewed and checked to ensure no money was to go adrift due to it not being spent in time.

 

The leader thanked Councillor Powell for the comprehensive report which showed care and consideration on the impact on residents. It was underscored that Future Rutland, residents told the Council very clearly what was important to them and it had been reflected very clearly within the Corporate Strategy and the Leader was pleased to see it come through in this report also.

 

It was proposed by Councillor R Powell that the recommendations of report No. 197/2022 be agreed, this was seconded and upon being put to the vote the motion was unanimously agreed.

 

RESOLVED

 

That Cabinet:

 

  1. APPROVED the proposed indicative allocations of the Council’s uncommitted capital funds as detailed in Appendix 1 of the report.

 

APPROVED the proposed process for administering Developer Contributions expenditure to ensure alignment to strategic priorities for the Council and County.

10.

CONTRACT UTILITIES PROCUREMENT pdf icon PDF 175 KB

To receive Report No.195/2022 from the Leader of the Council.

Decision:

RESOLVED

 

That Cabinet:

 

1.    APPROVED the procurement of electricity energy contracts via both the ESPO Standard Total Energies Fuel Mix and CCS Zero Carbon for Business L6 frameworks direct award arrangement.

 

2.    APPROVED the procurement of gas energy contracts via the ESPO framework direct award arrangement.

 

3.    APPROVED the procurement of water services utility contracts via ESPO framework direct award arrangements.

 

4.    AUTHORISED the Strategic Director for Places, in consultation with the Portfolio Holder for Property, to award the contracts resulting from these framework agreements.

 

5.    APPROVED the £249k additional budget as a result of the Procurement as per section 10.

Minutes:

Report No.195/2022 was introduced by the Leader and Portfolio Holder for Policy, Strategy and Economy.

 

The report set out the background, process and proposed award options for the procurement of electricity, gas and water supply contracts by the Council along with recommendations for approval and delegation of final awards.

 

The Leader pointed out that recent geopolitical pressures had created volatility in pricing with a significant impact on budgets. 2022/23 gas energy unit rates had increased approximately 70% and electricity unit rates by 100 – 120%. These expected increases were applicable across all procurement solutions and impact all energy utility users.

 

The report presented the most common sense approach to getting the best value for money in an incredibly difficult market.

 

It was pointed out that any savings that the framework makes when the energy is bought for 12 months, would be passed onto the Council as part of the contract.

 

A question was asked around the assets the Council had and the effects of the consumption of energy if the assets were to change or the Council was acquire new assets. The Leader responded by saying the Council was charged for the units used for energy, any change to the Council’s estate, we would still only be charged for the units of consumption.

 

Councillor Harvey raised a question on 100% green supply which attracted a premium and what that premium was for the benefit of residents. Penny Sharp responded by saying the premium on the pure green electricity contract rose from 0.075p per kwh to 0.56p per kwh, this worked out at a 750% increase.

 

It was proposed by Councillor L Stephenson that the recommendations of report No. 195/2022 be agreed, this was seconded and upon being put to the vote the motion was unanimously agreed.

 

RESOLVED

 

That Cabinet:

 

  1. APPROVED the procurement of electricity energy contracts via both the ESPO Standard Total Energies Fuel Mix and CCS Zero Carbon for Business L6 frameworks direct award arrangement.

 

  1. APPROVED the procurement of gas energy contracts via the ESPO framework direct award arrangement.

 

  1. APPROVED the procurement of water services utility contracts via ESPO framework direct award arrangements.

 

  1. AUTHORISED the Strategic Director for Places, in consultation with the Portfolio Holder for Property, to award the contracts resulting from these framework agreements.

 

APPROVED the £249k additional budget as a result of the Procurement as per section 10.

11.

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.194/2022 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.

12.

PROPERTY CLEANING SERVICES PROCUREMENT pdf icon PDF 106 KB

To receive Report No.194/2022 from the Leader of the Council.

Additional documents:

Decision:

RESOLVED

 

That Cabinet:

 

1.    AUTHORISED the award of the cleaning services contract resulting from this procurement.

 

2.    APPROVED the increased cost of £24k per year being included in the 2023/24 budget.

Minutes:

Report No.194/2022 was introduced by the Leader and Portfolio Holder for Policy, Strategy and Economy.

 

The report sets out the process undertaken for the Property Services Cleaning Procurement and requested authorisation of the final award.

 

The Council currently had a hybrid solution of cleaning support. Some libraries were cleaned by directly employed part-time cleaning staff. The majority of Council buildings were cleaned by a 3rd party supplier who also provided absence cover for Council staff. The current contract expired in March 2023, having been extended to that date with Cabinet approval.

 

The proposed contract would be delivered as a single lot arrangement under management of the Property Services to ensure consistency of service provision for cost, quality and customer satisfaction. The proposed contract length was 3 years with the option to extend for a further 1 year subject to satisfactory performance.

 

It was clarified that the additional costs of £24k would be carried forward in the Medium Term Financial Plan for the years after 2023/24 budget.

 

A question was raised around the Council’s assets which were listed within the appendices, the contract had the ability to decrease in size and therefore was an agile contract. There would be no additional cost if the size of the contract changed.

 

It was proposed by Councillor L Stephenson that the recommendations of report No. 194/2022 be agreed, this was seconded and upon being put to the vote the motion was unanimously agreed.

 

RESOLVED

 

That Cabinet:

 

  1. AUTHORISED the award of the cleaning services contract resulting from this procurement.

 

APPROVED the increased cost of £24k per year being included in the 2023/24 budget.

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.

14.

DATE OF THE NEXT MEETING

Thursday, 12th January 2023

Minutes:

Thursday, 12th January 2023