Agenda and minutes

An apology for absence was received from Councillor Howard Doe (Housing and Community Services). 

The record of the meeting held on 13 May 2014 was agreed and signed by the Leader as correct.  

Disclosable pecuniary interests

There were none.

Other interests

There were none.

Background:

This report provided details of the programme for the production of a replacement Local Plan as set out in an updated Local Development Scheme (Appendix 1 to the report), following the withdrawal of the draft Medway Core Strategy from Examination in November 2013. The report also presented the findings of independent demographic modelling and relevant data analysis to establish a basis for assessing housing needs in Medway. This information was set out in the Housing Position Statement (Appendix 2 to the report) and this indicated a revised annual target of needing to plan for 1000 new homes annually in Medway.

It was noted that planning for Medway would be based on the principles of sustainable development. Sustainability Appraisals would be carried out at key stages of the plan preparation process, to ensure that the impacts of options and draft policies were properly identified and considered.

A Diversity Impact Assessment screening had been completed (Appendix 3 to the report). The Council’s planning policy sought to deliver sustainable development for the benefit of all communities, and to recognise the needs of specific groups for services and infrastructure. It was considered the content of this report did not have a disproportionate impact on any specific community sector or group.

Clarification was provided at the meeting regarding the reference to the 25% (60/40 split) of affordable housing (recommendation 9.1.3 (h)), in that there was a 60/40 split between affordable rent and shared ownership or other form of intermediate housing.

Background:

This report provided details of the Medway Statement of Community Involvement (SCI). The purpose of the SCI was to lay out in a concise and clear way, how the Council would engage with stakeholders in matters relating to the Local Plan and the principles to be considered in consulting on planning applications. This included publicity methods at key stages in the planning process to reach all sectors of the community. It was noted that the SCI was a statutory requirement to support development policy and was a key document needed in order to progress through the stages to an adopted Local Plan.

The updated Consultation Draft SCI 2014 was set out at Appendix 1 to the report. This sought to update the policy context for the document, and provide clearer guidance on the principles and methods of consultation to be used. A flexible approach would be adopted to reflect the needs and circumstances of different groups in order that all sections of the community had an opportunity to be involved in planning for Medway.

A Diversity Impact Assessment screening had been completed for the revised draft SCI (Appendix 2 to the report). This assessment concluded that there were no disproportionate impacts on particular sectors of the community.  The purpose of the SCI was to make explicit considerations of the diverse needs of the communities across Medway.  It was therefore a helpful tool in contributing to the awareness of equalities issues to be addressed through the plan making process.

Reasons:

This is to provide the Council with an appropriate updated SCI in line with legislative requirements that can be used to inform the process for the preparation of a new Local Plan. 

Background:

This report provided details of a proposal to dispose of the premises (student accommodation) at Doust Way, Rochester. The former City Council of Rochester Upon Medway granted Hyde Housing Association Limited a 125 year ground lease of the site from 12 September 1997 with 5 yearly rent reviews, and Hyde had granted a 30-year sub-lease of the completed development to the University for the Creative Arts for use by its students.

The proposed disposal to the purchaser would be made subject to and with the benefit of the 125 year lease to Hyde and the sub-lease granted by Hyde, both of which would continue.  The purchaser would effectively step into the Council’s shoes and take over the Council’s obligations as landlord of the premises.

The purchaser had stipulated that it must complete the purchase by 31 July 2014 and given the capital receipt was likely to be over £1 million, this would normally be a matter for Full Council. However, the next meeting of Full Council was not until 24 July 2014, therefore, this did not give sufficient time to complete the disposal by the purchaser’s deadline of 31 July 2014 and so it was proposed that the Chief Executive uses the urgency provisions as set out in paragraph 4.1 of the Employee Delegation Scheme to agree the proposed disposal on behalf of Full Council, to avoid the cost and inconvenience of holding an extraordinary Council meeting for the sole purpose of considering this disposal.  It was noted that the use of these urgency provisions would be reported to Full Council on 24 July 2014 for information.

Reasons:

To realise a capital receipt, reduce management costs and to enable improvements to the premises to take place. 

Background:

This report provided a review of the various Cabinet Advisory Groups and sought the reestablishment of a number of Groups for 2014/2015. The report noted that these Groups did not have any decision making powers and could consist of both executive and non-executive Councillors.

The report included details of changes to the names of two Cabinet Advisory Groups, namely the Corporate Parenting Board (instead of the Corporate Parenting Group) and the Development Plans Advisory Group (instead of the Local Development Framework Advisory Group).

Reasons:

The establishment of these groups will support the Cabinet in decision-making and the development of policies. 

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 provided details of the tender process and evaluation for the Corporate School Meals contract for a 5 year period commencing on 1 August 2014 for three years with the option to extend for up to 24 months. The report noted that in preparation for the new contract start and the introduction of Universal Infant Free School Meals for KS1 pupils in September 2014, the corporate catering specification had undergone changes to adhere to changes in Government guidelines surrounding food standards for school meals. All changes had been undertaken in consultation with the Public Health Team.

The School Contracts Team had a service level agreement with each of the 47 participating schools, under which the School Contracts Team had been engaged to commission a service provider for the catering services and to monitor provision of the service provision.

The Procurement Board considered this report on 20 May 2014 and its comments were set out in paragraph 6 of the report.

An exempt appendix contained key information in respect of the financial analysis and the tender evaluation result.

Reasons:

This decision has been made on the basis that the successful contractor meets the criteria set out in the Invitation to Tender most closely. In addition, the current contract term at the 47 schools was due to end on 31 July 2014 so to allow sufficient time for planning and mobilisation to prepare for the Universal Free School Meals introduction in September 2014.

Background: 

This report provided details of the tender process and evaluation for works (option 8) to the Will Adams Pupil Referral Unit, Gillingham as follows:

• Internal and external refurbishment works to the Will Adams PRU existing building
• Internal refurbishment works to Summit House.
• Internal refurbishment works to Outreach Centre
• External works to Outreach Centre, including replacement windows, internal wall reinforcements to protect walls against vandalism, which may result from end users, upgrade to existing external ramp.  
• Agreed enhancement to main entrance to improve security.
• An extended 5-a-side- football pitch.

The following works were also included in the tender following a request by the school:

·        A fully enclosed weatherproof link between Will Adams PRU and Summit House

·        Additional external works to the field and landscaping to provide extended playing field in keeping with BB102 guidance for a school with 100 pupils to provide nearer to the 5,000sqm of playing field identified as the requirement.

The Procurement Board considered this report on 20 May 2014 and its comments were set out in paragraph 7 of the report.

An exempt appendix contained key information in respect of the financial analysis and the tender evaluation result.

Reasons:

This decision is made on the basis that the tenderer has submitted the most beneficial tender in terms of both quality and cost. 

Background:

This report provided details of a review of the Homecare Services contract. Homecare services provided care and support to eligible vulnerable individuals to enable them to remain within their own home and community. Homecare was only provided where there was an assessed need for the service and a financial assessment was made to determine the contributions towards the cost of care payable by the service user.

Following the first six months of the contract, one provider withdrew from the framework, which reduced the number of providers from 20 to 19. The success of this model following the first six monthly review Key Performance Indicatior (KPI) had seen eight of the 19 suppliers improve their ranking by demonstrating that they delivered good quality services that met the need of service users and the Council. Two of the providers had been given a warning that should they score 0 in the 12 month review two or more times they would be suspended. At the present time this related to two providers, who had failed to return KPIs. Overall, the current contract had performed well and delivered against the original tender objectives and specification.

The Procurement Board considered this report on 20 May 2014 and its comments were set out in paragraph 8 of the report.

An exempt appendix contained key information in respect of the financial analysis.

Reasons:

The framework agreement continues to meet the strategic aims and statutory obligations of Medway Council and service users as outlined in the Gateway 1 and 3 reports. The dynamic nature of the framework agreement has demonstrated its ability to incentivise suppliers to adopt a continuous improvement ethos. With robust contract management and continued partnership working, the Council will see further service improvements and a better placed supply base to meet its future commissioning aspirations.