Agenda and minutes

An apology for absence was received from Councillor Rodney Chambers (Leader of the Council).  

The Deputy Leader and the Portfolio Holder for Front Line Services paid tribute to staff and the contractor for the successful launch of weekly recycling collections on Monday 28 October 2013 despite the extreme weather conditions and that these thanks be conveyed to staff and the contractor.

The record of the meeting held on 1 October 2013 was agreed and signed by the Deputy Leader as correct.  

Disclosable Pecuniary Interests 

There were none.

Other interests

Councillor Brake declared an interest in agenda item 9 (Establishment of a Subsidiary Company of Medway Norse for Grounds Maintenance) because his son was employed by the current grounds maintenance contractor (Landscape Group) for Bereavement Services. He chose to leave the room during consideration and determination of this item.

Councillor Filmer declared an interest in agenda item 9 (Establishment of a Subsidiary Company of Medway Norse for Grounds Maintenance) because he was a Director of Medway Norse. He chose to leave the room during consideration and determination of this item.

Councillor O’Brien declared an interest in agenda item 8 (Funding Formula for Mainstream Schools and Academies) because a close family member was employed by the Howard School.

Background:

This report provided details of the outline business case (OBC) regarding the proposal to expand the Will Adams Pupil Referral Unit (PRU), Woodlands Road, Gillingham.

The report provided details of the eight options and recommended that option 8 be taken forward on a similar basis to option 5. This would involve the use of the recently vacated Outreach Centre which was adjacent to the PRU, with some of the facilities/provision scaled back to achieve a more affordable option. This offered the maximum compromise between budget availability and building content and would provide best value for money.

During discussion, it was noted that the Portfolio Holder for Children’s Services (Lead Member) should be consulted on the detailed design work on the preferred option.

Reasons:

Option 8 delivers the maximum compromise between budget availability and building content and provides best value for money. The cost estimates indicate that the preferred scheme, which will deliver the identified accommodation requirements, is the most cost effective solution. Accurate cost estimates will be developed during the detailed design stage and presented for approval at Gateway 1 stage. Every effort will be made to include additional elements identified during the discussions with the Headteacher and unit Staff prior to the tendering process.

Background:

This report provided details of the first two individual work streams within the Housing Revenue Account (HRA) Development Programme and sought approval to appropriate land at Beatty Avenue, Gillingham, from the General Fund to the Housing Revenue Account. Full Council had agreed the overall programme as an addition to the Capital Programme at its meeting on 17 October 2013.

The proposals included development on a number of sites as set out in Appendix A to the report which would provide 23 affordable homes and on surplus general fund land in Gillingham which could provide 43 affordable homes.

An addendum report was tabled at the meeting which presented a revised table at 4.2.4 of the report. This provided details of the proposed accommodation on the surplus General Fund Land.

Reasons:

This proposed development programme would both improve and add to the HRA’s existing housing stock, which will benefit existing tenants and Medway residents that qualify for affordable housing. 

Background:

This report gave details of the forecast outturn for the 2013/2014 financial year based on actual income and expenditure to September 2013 (the end of the second quarter).

It was noted that on 21 February 2013 the Council had set a budget requirement of £348.511 million for 2013/2014, with a Council Tax increase of 1.99%.

This was the second quarterly report and it indicated, after management action, the outturn forecast for 2013/2014 stood at a potential overspend of £4.4 million.Directorate management teams would continue to focus attention on identifying management action to contain expenditure within the overall budgets.

The Cabinet accepted this report as urgent to enable it to receive and consider the first quarter budget monitoring information at the earliest opportunity. 

Reasons:

Cabinet has the responsibility to ensure effective budgetary control to contain expenditure within the approved limits set by Council. Where a budget overspend is forecast, Cabinet supported by the corporate management team must identify measures to remove any excess expenditure. 

Background:

This report gave details of the capital monitoring position for the period to September 2013 (the end of the second quarter), with a forecast outturn for 2013/2014.

The approved capital programme for 2013/2014 and future years was £81.6 million, consisting of £41.6 million in respect of brought forward schemes and £40 million in respect of new approvals.

The report commented on the delivery of the capital programme and updated Members on a number of issues. The current forecast showed that £53.8 million of the programme was forecast for spend during 2013/2014.

The Cabinet accepted this report as urgent to enable it to receive and consider the first quarter budget monitoring information at the earliest opportunity.

During discussion, Cabinet Members paid tribute to the work undertaken by officers on the Education Capital Programme.

Reasons:

Cabinet has the responsibility to ensure effective budgetary control to contain expenditure within the approved limits set by Council.

Background:

This report provided details of the proposed funding arrangements for Medway’s Schools and Academies through the Dedicated Schools Grant following consultation and initial consideration by the Schools Forum on 9 October 2013.

It was noted that the changes to the funding formula for 2014/2015 would create some gains or losses for individual schools, however it was reflected that schools would need a period of time to adjust to lower levels of funding so the government had set the Minimum Funding Guarantee (MFG) at minus 1.5% for 2014/2015 (the same as 2013/14). This meant that a school could not have a cut in funding of more than 1.5% per pupil per year over this period.

The Schools Forum’s recommendations were set out in paragraph 4.2 of the report.

Reasons:

The Council is required to implement the funding formula changes from 2014-15 in accordance with the regulations and to inform the Education Funding Agency of the new formula by 31 October 2013.

Background:

This report provided details of a proposal to set up a subsidiary company of Medway Norse.  This would enable the Council to benefit from all of its spend on grounds maintenance services being in one place.  The report also stated that this would provide opportunities for economies of scale and therefore savings from that spend and a sufficient base to compete for external contracts across the southeast creating income for the Council.

The proposed grounds maintenance services included: Greenspaces Corporate contract and Partnership arrangement (General grounds maintenance services and seasonal bedding); Bereavement services contract (General grounds maintenance services and grave digging); Highways (General grounds maintenance services including hedge and tree cutting and traffic management) and; Medway Norse (General grounds maintenance including golfing greens).

The report set out the governance arrangements for the subsidiary company which would include quarterly reporting to the Business Support Overview and Scrutiny Committee and six monthly reporting to Cabinet.

A Diversity Impact Assessment (DIA) screening had been undertaken on the proposals as set out in Appendix 1 to the report. It was noted that it had not been necessary to proceed to a full impact assessment.

Reasons:

This arrangement will enable the council to better manage the spend on activities related to grounds maintenance and manage the quality of services that are delivered.

To allow the Council to take advantage of income opportunities and make efficient use of assets, workforce and knowledge.

Regular reporting will ensure transparency at all stages of the subsidiary joint venture company’s development and to ensure that its activities are in keeping with the Council’s priorities and operating model.

Background:

This report presented information on vacancies that officers had requested approval to commence recruitment for, following the process agreed by Cabinet on 7 January 2003 (decision number 9/2003). Appendix 1 to the report provided details of the posts.

Reasons:

The posts presented to Cabinet will support the efficient running of the Council. 

Background:

This report sought permission to commence the procurement process for the refurbishment and conservation of the Grade I Listed Building, Eastgate House, High Street, Rochester, which represented the focal point of the Eastgate Conservation Area.

It was noted that the project would address the urgent conservation requirements of the house by transforming and securing the future of the building. A new lift, sensitively designed to complement the site, and the reinstatement of a demolished staircase would allow access for all to floors closed for decades. A robust Conservation Management Plan would ensure that decisions throughout the project and beyond would be taken with full consideration and understanding of the historical, social, aesthetic and communal significance of all areas of the house.

It was also noted that the project would introduce new galleries and education spaces to facilitate the Council’s learning and participation aims. Significant improvements to visitor facilities would generate new opportunities for income generation, creating new jobs and ensuring sustainability of the project.

This Gateway 1 report had been approved for submission to Cabinet after review and discussion at Regeneration, Community and Culture Directorate Management Team meeting on16 October 2013 and Procurement Board on 15 October 2013.

A Diversity Impact Assessment (DIA) screening had been undertaken and was attached at Appendix 1 to the report. It was noted that it had not been necessary to proceed to a full impact assessment.

An exempt appendix set out key information concerning finance and whole-life costing.

Reasons:

There is a design team and funding in place and the project meets the strategic needs of the Council. 

Background:

This report sought permission to commence the procurement of temporary accommodation hire for 2 years (including enabling works) to allow Saxon Way Primary School, Gillingham, to expand to a two form of entry (2FE) listed as Option 3a on the outline business case as approved at Cabinet on 6 August 2013 (decision number: 136/2013).

The report provided details of the phasing of the works stating that two phases would only progress once the Council was sure that the expected number of students would materialise. Phase 1 would provide a purpose built staffroom, Planning Preparation and Assessment (PPA) room, a Special Educational Needs (SEN) group room and a speech, language and Special Educational Needs Coordinators (SENCO) office. A learning resource centre with ICT provision would also be created.  Phase 2 would provide a single storey extension with four additional classrooms, required from September 2017 onwards.

This Gateway 1 report had been approved for submission to Cabinet after review and discussion at Children and Adults Directorate Management Team meeting on 1 October 2013 and Procurement Board on 15 October 2013.

An exempt appendix set out key information concerning finance and whole-life costing.

Reasons:

This will provide:

• Greater choice and flexibility;
• A quicker route to market;
• Procurement with confidence through a fully EU compliant offering.
• Reduced procurement costs and resources.
• Full compliance with building regulations including “part L/Section six” conservation of fuel and power.
• Up to sixty years design life with minimum maintenance costs.
• Covers both the hire of the modular building and the appropriate enabling or connection works. 

Background:

This report sought permission from the Cabinet to award a contract following the procurement process for worksto establish a new primary school in buildings on the former site of Bishop of Rochester Academy – West Campus site, Chatham.

This Procurement Gateway 3 Report had been approved for submission to the Cabinetafter review and discussion at Children and Adults Directorate Management Team meeting on 1 October 2013 and the Procurement Board on 15 October 2013.

An exempt appendix set out detailed finance and whole costing information for this project and the detailed procurement process tender evaluation information.

Reasons:

The preferred contractor provided the lowest price and highest quality overall and the urgency of remodelling this school is due to the shortage of primary school places within Medway. 

Background:

This report sought permission to award a contract following the recently undertaken procurement process for the new build extension for the entrance and administration and a review of the existing accommodation to allow for extra classrooms at Greenvale Infant School, Chatham.

This Procurement Gateway 3 Report had been approved for submission to the Cabinet after review and discussion at Children and Adults Directorate Management Team meeting on 1 October 2013 and Procurement Board on 15 October 2013.

An exempt appendix set out detailed finance and whole costing information for this project and the detailed procurement process tender evaluation information.

Reasons:

The project will deliver the objectives outlined in the business case and summarised in section 4.1 of the report, to support the Council’s School Organisation Plan 2011 – 2016, approved by Cabinet on 12 June 2012 (decision number 85/2012), which highlights the need for more pupil places in the Chatham area. 

Background:

This report provided details of the review of the progress of the Elaine Primary School, Oaklands Primary School, Walderslade Primary School and Sir Joseph Williamson (SJW) Mathematical School works contracts which had been awarded between 2009-2011.

The report provided details of the contractor and works for each of the contracts and provided details of the outcomes of these works.

This Procurement Gateway 4 report had been approved for submission to Cabinet after review and discussion at Procurement Boardon 15 October 2013.

An exempt appendix set out key information concerning finance and whole-life costing.

Reasons:

The contracts were one off procurements, which have now finished. 

Background:

This report provided details of progress of the YES Medway Services contract (formerly Connexions) currently delivered through Medway Youth Trust. The Cabinet had awarded this contract on 12 June 2012 for the period 1 September 2012 – 31 October 2017 (with an option to extend until 31 October 2019). The report provided details of contract performance.

This Procurement Gateway 4 report had been approved for submission to the Cabinet following review and discussion at Children and Adults Directorate Management Team meeting on 1 October 2013 and Procurement Board on 15 October 2013.

An exempt appendix set out key information concerning finance and whole-life costing.

Reasons:

This is based on the current performance of the service provider. 

Background:

This exempt report provided details of proposals for a shared communications service with East Sussex County Council that would provide communications services to the two Councils and deliver traded services to other local public sector bodies in the region.

The Business Support Overview and Scrutiny Committee considered this report on 19 September 2013 and its views were set out in paragraph 6 of the report.

It was noted that the Deputy Leader was acting on behalf of the Leader in accordance with paragraph 7.5 of Article 7 (The Leader and Cabinet) as set out in the Constitution.

Reasons:

This will allow the Council to introduce an innovative shared approach to delivering communications that will increase the resilience of its communications service and generate traded income from its activities.