Agenda and minutes

An apology for absence was received from Councillor Tolhurst (Educational Improvement). 

The record of the meeting held on 5 August 2014 was agreed and signed by the Leader as correct.

The Leader welcomed the announcement, earlier in the day, that plans for the Thames Estuary Airport had been officially rejected by the Airports Commission.The Leader thanked all involved in the cross party campaign to stop the airport on the Isle of Grain and noted that this would bring to an end the concerns of many Medway residents.

The Leader restated that should these proposals come forward again, the Council would again work in the interests of Medway in opposing them.

Disclosable pecuniary interests

There were none.

Other interests

There were none.

Councillor Hicks took this opportunity to advise that he had considered the content of agenda item 12 (Gateway 3 Contract Award: Enforcement Agent Services – Revenues and Benefits) in the context of his employment. He stated that he did not have an interest in this item and remained in the room for the discussion and determination of this matter.

Background:

This report sought approval to adopt the Rochester Riverside Development Brief and Masterplan (September 2014) as a Supplementary Planning Document to the 2003 Local Plan. Copies of these documents had been included within Supplementary Agenda No.1.

The revised Development Brief and Masterplan established a vision for a high quality residential living environment with a complementary mix of uses. It promoted the development of a new neighbourhood that complemented historic Rochester, ensuring Rochester’s existing and future residents and visitors benefit from the area’s regeneration. The Masterplan included new residential units, a range of small office spaces, a hotel, shops and restaurants, and a new ‘Station Quarter’ focused around the new Rochester Station. The scheme included a new primary school as well as other community facilities.

The report gave details of the six week public consultation exercise undertaken, outlining the comments received and the Council’s response to the comments and issues raised. The report outlined the changes made to the revised Development Brief and Masterplan in light of the comments received. It was noted that the Council’s Regeneration, Community and Culture Overview and Scrutiny Committee had considered the draft documents as part of the consultation process and the Committee’s view were set out within Appendix 2 to the report.

Alternative options to adopting the revised Development Brief and Masterplan, such as a market led review, were considered within the report.

During the discussion of this item, it was noted that the report and Brief acknowledged a small reduction to the Parking Standards for Rochester Riverside (1.6 spaces per unit as opposed to the Council's Interim Parking Standards average of 1.85 spaces per unit). Members were advised that the Council's Interim Parking Standards policy did allow for deviations where it could be demonstrated that the site sits within an urban context and has sustainable transport links and amenities close by. The Cabinet considered that Rochester was a unique development site and, as reported, the parking standards were considered appropriate in the light of the site’s urban context, transport links and the necessity to deliver a viable, high quality development. The Cabinet also noted that the Development Brief referred specifically to further flexibility in providing additional spaces at evenings and weekends via a resident permit system for the Medway Council owned long stay car park, as well as the future potential to create a multi-storey car park at the site if additional spaces are required now, or in the future.

It was noted that a number of minor typographical errors in the Development Brief and Masterplan, which would need to be addressed ahead of final publication.

Background:

This report provided the Cabinet with information in relation to the Better Care Fund (BCF) Plan and its implications for Medway.

It was noted that the Cabinet had considered a report on the Better Care Fund Plan on 14 January 2014 and that in February 2014, Medway Council and Medway Clinical Commissioning Group (CCG) had submitted a jointly agreed plan to the Local Government Association (LGA) and NHS England.  A final BCF Plan was subsequently submitted on behalf of both organisations on 4 April 2014.

Revised guidance had, however, been issued in July 2014 requiring all local authorities, in partnership with their local CCGs, to submit revised BCF plans by 19 September 2014. It was explained that the previous £1bn Payment for Performance framework had been revised, so that the proportion of the £1bn that was now linked to performance was dependent solely on an area’s scale of ambition in setting a planned level of reduction in total emergency admissions (general and acute non-elective activity).

Noting that the plan’s development would be an iterative process up to its submission, delegated authority was sought to finalise and submit the revised Better Care Fund (BCF) Plan on 19 September 2014 and to make any further minor amendments following submission. It was noted that an assurance process would be undertaken post submission of the plan.

A special Health and Wellbeing Board meeting would consider this matter on 9 September 2014.

Reasons:

Developing a revised BCF Plan is a national requirement of all Local Authorities in conjunction with their CCG partners. Delegated authority was sought because the Plan development would be an iterative process, up to the point at which the plan is submitted in mid September 2014.

Background:

This report presented the findings and recommendations of the cross party Task Group that had considered the impact of the Government’s Welfare Reforms.

It was noted that these changes had included the introduction of a cap on benefits, the social sector housing size criteria, the replacement of Council Tax Benefit with a local council tax scheme and new responsibilities relating to local discretionary funds.The main reform, yet to be implemented in Medway, would involve the introduction of a completely new benefit, Universal Credit.

It was noted that the Task Group had considered a number of key lines of inquiry: focusing upon communication, the methods employed to mitigate against any adverse impact of the reforms and existing services and policies. Evidence had been sought from officers across the Council, as well as representatives from a number of organisations (including the Department for Work and Pensions, Medway Citizens Advice Bureau, StepChange, Medway Food Bank, the Hyde Group, MHS Homes, The National Landlords Association and CVS Medway).

The Task Group report set out the key findings. This included highlighting the work the Council was already undertaking to inform and assist residents, which had been positively highlighted by partner organisations during the evidence sessions, and that whilst a smaller number of Medway residents than originally anticipated had been impacted, those affected had seen a significant reduction in their household incomes.

The Task Group’s recommendations sought to support the Council and its partners in delivering a co-ordinated service, with an Officer Welfare Reform Group continuing to act as the principal co-ordinating vehicle within the Council.

It was noted that the Business Support Overview and Scrutiny Committee had considered the Task Group report and recommendations on 26 August 2014 and a supplementary report set out the detail of that discussion.

Background:

This report summarised the performance of the Council’s Key Measures of Success for April – June (Quarter One) 2014/2015 as set out in The Council Plan 2013/2015.

The report included progress reports on performance against 51 Key Measures of Success and 24 Key projects. It also included feedback from the council’s customers using GovMetric, a customer satisfaction measurement at the point of contact (phone, web and face to face). The performance results and associated service comments were set out under each of Medway’s four key priorities and two values.

Whilst noting that data was not available to report on all measures in quarter one, the Council had achieved target on 18 out of 36 indicators (50%). This was similar to the position this time last year.

Reasons:

Regular monitoring of performance by management and Members is best practice and ensures achievement of corporate objectives.

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 of a Minor Works / Low Value Construction Framework and a Construction and Engineering Consultancy Framework. This would cover projects up to the value of £1 million.

The report set out details of the framework, noting that one aim was to support the local economy through the use of local small and medium enterprises (SMEs) where they meet the required standards. It was also reported that the Property and Capital Projects service priority was to ensure speedy service selection and that once the framework was in place, call off from the framework would be in line with the procedures as set out.

The production of an annual summary of contracts via the framework would enable Members to monitor contract performance and have an overview of productivity.

This Gateway 1 report had been considered by Corporate Management Team and then Procurement Board.

An exempt appendix contained key financial information.

Reasons:

The decisions will reduce the reactive procurements undertaken at present whilst providing efficiencies to the Council and ensuring quality improvements over the course of the 4 year framework. Negating Gateway One and Three papers will also speed up the procurement process, enabling officers to dedicate time to more projects thereby increasing efficiency and productivity. The production of an annual summary of contracts via the framework will enable Members to monitor contract performance and have an overview of productivity.

Background:

This report sought permission to commence the procurement of Medway Grid for Learning (MGfL) services.

It was noted that the Medway Grid for Learning (MGfL) provided a wide range of services for its members, which included an Internet connection, website hosting, virus protection, first line support, e-mail services for staff and pupils, e-mail and web filtering, secure remote access and secure file transfer.  It was explained that schools constantly use these critical services for day to day administration and to gain access to learning resources.

This reprocurement was for four key services: first line support, e-mail, webfiltering and anti-virus. The Gateway 1 report had been approved for submission to Cabinet after review and discussion at Directorate Management Team Meeting on July 14 2014 and the Procurement Board on 13 August 2014.

An exempt appendix contained key financial information.

Reasons:

This is the preferred option because it offered significantly reduced lead times to implementation, competition was ensured and it confirmed the capability of the successful company. With the urgent requirement to improve standards achieved in schools, it was imperative that schools had the most up to date and cost effective services. It provided best value for money and the quickest route to implementation.

Background:

This report set out details of the proposal to take forward the re-provision of the Napier Unit and ECU with Agincare (Rochester Care Home Limited).

The report set out the background of the Council’s long-standing intention to re-provide the Napier Unit and the Enhanced Care Unit (ECU) onto one site. It was explained that these services were inextricably linked, with staff working across both services and an overlap of service users who attend both.

The report set out details of the associated procurement and property implications. It was noted that the Council had explored a range of options for the re-provision of these services, which had included alternative sites. Given the costs, interdependencies and other issues it was however considered that bringing both services onto the Robert Bean Lodge site was the best option.

It was also noted that a diversity impact analysis had been undertaken and a copy was annexed to the report. This identified both the negative and positive impacts of the proposals and considered that, overall, the positive impacts outweighed the negative. In addition, it identified how any negative impacts might be mitigated and any positive impacts ensured through the delivery of the project.

The Procurement Board had considered this report on 13 August 2014 and supported the recommendation as set out in the report.

An exempt appendix contained key information in relation to Financial Analysis, savings (both cashable and non-cashable) and evaluation.

Reasons:

To ensure that options to secure the best provision possible for service users and family carers and ensure these services are provided in premises that are fit for purpose for the needs of those service users now and in the future.

This delegation ensures the Assistant Director of Legal and Corporate Services, in consultation with the Portfolio Holder for Finance, has sight of the final contracts before the Council enters any final agreement.

Background:

This report sought permission to award a contract for Enforcement Agent Services – Revenues and Benefits.

It was noted that this Gateway 3 report had been approved for submission to Cabinet after review and discussion at the Business Support Directorate Management Team and the Procurement Board on 13 August 2014.

The report noted that the restricted procedure had been followed, with the utilisation of preference lotting. This was to ensure that no supplier was successful in being awarded more than one lot.

An exempt appendix set out a financial analysis for this procurement project, including evaluation and price information.

Reasons:

The contract term for the current bailiff contract was due to end on 1 January 2015, and the successful collection of all monies due to the Council was necessary to ensure cash flow over coming years. The decision is made on the basis of the tender process and evaluation undertaken as summarised in the report.

Background:

This report reviewed progress of the contract currently delivered by Corelogic Limited for Frameworki and recommended that Cabinet exercise the option to grant a 1 year extension available for this contract.

The Council had awarded a contract to Corelogic Limited for Frameworki in July 2012 using the Government Procurement Service’s ‘Local Government Software Application Solutions’ framework. The contract was granted for an initial period of 2 years with the ability to extend for up to a further 5 years on a year by year basis.

It was noted that the Integrated Social Care System allowed both Children and Adult Services to capture details of an individual and their family’s needs. Practitioners could form a better picture of a child or adult’s care and support requirements and to meet these in ways that were meaningful for the individual in their family context.

The report considered the key outcomes of the specification and an exempt appendix contained key information, including financial analysis and adherence to agreed Service Levels.

It was noted that on 13 August 2014 the Deputy Monitoring Officer, in consultation with Procurement Board, had agreed that this procurement should be re-categorised as Medium Risk. This meant that no further Gateway 5 reports would be made to Cabinet and that Cabinet approval would not be required to further extensions of the contract in accordance with its terms.

Reasons:

The Council’s need for, and obligation to provide, an adequate social care records system would remain into the long term. The current system Frameworki was operating well with no major issues of concern to report.