Meeting documents

There were no apologies, all members of the Cabinet were present.

There were no declarations of interest.

RESOLVED (unanimously):

That the minutes of the meeting held on 16 June 2016 be approved as a correct record.
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Councillor P Smith Cabinet Member for Regeneration & Leisure introduced this report which related to City Deal capital project updates. The report updated progress and sought approval for capital expenditure for a number of priority capital projects relating to City Deal and as previously set out in the Capital Programme for 2015/16 and approved by Council on 4 March 2015, 10th June 2015 and Cabinet 10th February 2016.

The Cabinet Member explained in detail the schemes which related to, Bamber Bridge regeneration, master planning for regeneration areas in Leyland, Penwortham and Lostock Hall, Leyland gateway features, Central Park Development and completion of St. Catherine?s Park.

The Cabinet Member also referred to the Urgent Decision to allow timely purchase of the public realm infrastructure pursuant to Standing Order 38 of the Constitution approved by Designated Officers (Regeneration, Finance and Legal) and Portfolio Holder in consultation with the Chair of the Eastern My Neighbourhood forum and Leader of the Opposition in August 2016.

Members present welcomed the proposals noting the substantial benefits these regeneration schemes would bring.

RESOLVED (unanimously):

1. That authority be granted under section 3.4 of the Financial Regulations to spend up to ?440,000 on the South Ribble Borough Council aspects of the Bamber Bridge regeneration scheme as described in the report (including central garden element).

2. That the award of the landscape tender (currently in progress), be delegated to Regeneration Manager in consultation with the Portfolio Holder to maintain progress and planned timings.

3. That Cabinet note the Urgent Standing Order 38 decision that has been taken as detailed in the report.

4. That authority be granted under section 2.8 of the Financial Regulations to increase the revenue budget for planned spend on several master planning projects, as detailed in the report (fully funded by up to ?165,000 of City Deal approved funding).

5. That authority be granted to commence the necessary procurement exercises in relation to these masterplan projects namely

a. High value procurement of three retail masterplans (as detailed in the report). Estimated value ?100,000.

b. Intermediate value procurement of community masterplan. Estimated value ?40,000.

6. That authority be granted under section 3.4 of the Financial Regulations to spend up to ?95,000 of the City Deal funds (within that figure approval for ?44,000 has already been granted) on the Gateway schemes.

7. That authority be granted under section 2.8 of the Financial Regulations to increase the revenue budget for planned spend up to ?35,000 (fully funded by City Deal approved funding) to complete the master planning and develop future schemes in Central Parks
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Councillor Mullineaux the Cabinet Member for Neighbourhoods and Street Scene introduced this report which sought approval to commit capital expenditure and accept the most economically advantageous tenders for the proposed replacement of the Formal Gardens Conservatory (Display House) and Walled Garden Vine House at Worden Park.

He further reported that both the conservatory and vine house frames are listed structures and were subject to planning consents. Due to this the initial consideration was to replace both with like for like structures which is what would normally be required. Therefore the forecast capital budgets was based on wooden replacements which replicated the original designs. However, even though wood was a cheaper option compared to other alternatives for the initial capital cost, the ongoing maintenance costs were significantly higher for wood compared to aluminium or steel due to the need for regular painting. In addition, the lifespan of wood was significantly less.

Following further research alternative products produced by specialist companies were identified which were of a standard suitable to meet the requirements for planning consent.

Members present welcomed the proposals and in response to members questions the Cabinet Member for Neighbourhoods and Street Scene confirmed that it was likely that the Conservatory and Vine House would be accessible to the public and he would investigate growing our own plants again.

RESOLVED (unanimously):

1. That Tender 1 in Table 1 is accepted for the replacement of the Formal Gardens Conservatory frame at Worden Park.

2. That Tender 1 in Table 2 is accepted for the replacement of the Walled Garden Vine House frame at Worden Park.

3. That authority be granted under section 3.4 of the Financial Regulations to incur capital expenditure of up to ?291,000 for the above works at Worden Park.

4. That authority be granted to vire ?61,000 from savings in Parks and Open Spaces capital schemes (Worden Park entrance & car parking /Open Spaces budgets) to the Conservatory (?43,000) and Vine House (?18,000) capital budgets.
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Councillor P Smith Cabinet Member for Regeneration & Leisure introduced this report which provided an update on progress on Walmer Bridge village improvements and Hutton car park and sought approval for capital expenditure for the capital projects as previously approved in the Capital Programme for 2015/16.

The scheme of works at Walmer Bridge was to be delivered in partnership with local landowners, in consultation with Little Hoole Parish Council. It would create a high quality public realm comprising of a loom garden, improved forecourt and public areas with off-street car parking facilities.

At Hutton it was proposed to improve the village car park. The car park served the local centre, village hall, playground and playing fields as well as being the centre of many community events and sports activities.

Members present welcomed the proposals

RESOLVED (unanimously):

1. That authority be granted under Section 3.4 of the Financial Regulations to incur capital expenditure up to ?93,500 on the Walmer Bridge improvements scheme.

2. That authority be granted to commence the necessary procurement exercise as described in the report

3. That the Regeneration Manager, in consultation with the Portfolio Member for Regeneration and Leisure, be authorised to finalise the details of the Walmer Bridge improvements scheme going forward.

4. That authority be granted under Section 3.4 of the Financial regulations to incur capital expenditure of ?30,000 on the proposed extension to Hutton Car Park
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Councillor Hughes Cabinet Member for Strategic Planning Housing & Healthy Communities introduced this report which informed members that commuted sum payments for affordable housing are made to the Council when delivering on-site provision is either not possible, or is not recommended and that this report detailed the policy approach to how the Council intended to spend these monies on affordable housing projects and that this would form part of the Housing Capital Programme to support the delivery of the South Ribble Housing Framework, which had been approved by Cabinet in March 2016.

He also referred to the changing government policies on social housing and this proposed policy reflected this and tried to cover all eventualities. He informed Members that it was intended to arrange a Members Learning Hour on this in the near future.

Councillor Ms Bell thanked the officers for the recent meeting she had had with them on this proposed policy and acknowledged the large amount of work that had gone into producing this policy.

RESOLVED (unanimously):

That the report be noted and the Affordable Housing Commuted Sum Policy be approved
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Councillor Clark Leader of the Council and Finance and Resources introduced the Performance, Budget and Risk year end monitoring report together with the Budget Out-turn report for 2015/16 commenting that this was a good report showing sound finances but highlighted the ?0.7 million and ?2.3 million shortfall.

He informed Cabinet that as Scrutiny Committee had deferred consideration of the year-end report Cabinet may need to revisit this if Scrutiny Committee had comments to make.

RESOLVED (unanimously):

That the report be noted
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Councillor Clark, Leader of the Council and Finance and Resources introduced this report that informed Cabinet that Capita Revenues & Benefits Software was a back office software package utilised by the Council to process and store all aspects of its work involving the billing, collection and administration of Council Tax and Non Domestic Rates. In addition the system also calculated and processed all payments of Housing Benefits and entitlements to Council Tax Support.

In 1998 the council undertook a full procurement exercise to procure this software solution and entered into an agreement where the council was provided with a perpetual licence to use the software. The council had subsequently entered into software support and maintenance agreements with Capita and the purpose of this report was to seek approval to waive Contracts Procedure Rules (CPRs) to allow a further maintenance agreement to be directly awarded to Capita on a rolling agreement with 12 months? notice being required by either party.

Councillor Clark explained that it was always a difficult decision to recommend the waiver of Contracts Procedure Rules but that it was justified in this case.

Councillor Foster expressed his concern that the recommendation was an open ended waiver on a rolling programme and questioned whether a time limit could be put on it.

Cabinet agreed to limit the waiver so that it could be reconsidered in 12 months? time.

RESOLVED (unanimously):

That authority be granted in accordance with paragraph 39 of the CPRs, for the waiving of paragraph 11 of the Council?s CPRs for a period of 12 months to allow a further maintenance agreement to be directly awarded to Capita on a 12 month rolling agreement (12 months? notice required by either party), for the reasons outlined in the report.
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Councillor Clark, Leader of the Council and Finance and Resources introduced this report informing Cabinet that the Council had agreed with the Home Office and Lancashire County Council to welcome 5 refugee families to South Ribble as part of the Syrian Resettlement Programme which was fully funded by the Government.

As part of the programme the Council was required to provide the families with the necessary support to effectively integrate into life in the Borough. This support was of a specialist nature because of the individual needs of the families and it was proposed to engage an experienced organisation to deliver this support as the Council did not have the necessary expertise or capacity and it was likely that because of the cost of the support it would high value procurement. Due to the short timescale involved and the exceptional nature of the procurement it was recommended that the contract procedure rules be waived and that the selection of the specialist organisation be delegated.

Councillor Bell commented on her pleasure that the Council was doing something for refugee families but noted what a frightening experience it must be for the families involved.

RESOLVED (unanimously):

1. That Paragraph 11 of the Council?s Contract Procedure Rules (CPR) concerning High Value Procurements be waived for the reasons outlined in the report;

2. That the appointment of the specialist organisation to provide intensive caseworker support to the families concerned be delegated to the Scrutiny & Performance Officer in consultation with the Leader of the Council and that a further waiver of paragraph 22.4 of CPR be granted to enable this to happen.
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RESOLVED (unanimously):

That the Forward Plan submitted under Section 22 of the Local Government Act 2000 be approved
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