Agenda, decisions and minutes

There were no apologies for absence.

The minutes of the Cabinet meeting held on 20 March, 2019 to be confirmed as a correct record attached.

RESOLVED (Unanimously):

That the minutes of the Cabinet meeting held on 20 March be approved as a correct record for signing by the Leader of the Council.

The Chair, explained that although the membership of the Committee has changed and that there were no Councillors present from the previous meeting, the minutes had been published for quite some time and no queries had been raised with Democratic Services.

The former Chair, Councillor Margaret Smith, who was sat in the audience, indicated that she was happy with the minutes.

Decision made (Unanimously):

That the minutes of the Cabinet meeting held on 20 March be approved as a correct record for signing by the Leader of the Council.

Members are requested to indicate at this stage in the proceedings any items on the agenda in which they intend to declare an interest. Members are reminded that if the interest is a Disclosable Pecuniary Interest (as defined in the Members’ Code of Conduct) they must leave the room for the whole of that item. If the interest is not a Disclosable Pecuniary Interest, but is such that a member of the public could reasonably regard it as being so significant that it is likely that it would prejudice their judgment of the public interest (as explained in the Code of Conduct) then they may make representations, but then must leave the meeting for the remainder of the item.

The Cabinet all confirmed that they had completed new Register of Interests forms to update on any changes following the change of administration after the Local Elections 2019.

Cabinet Forward Plan for the four month period 1 June to 30 September 2019 attached.

The Leader of the Council explained that in future the Forward Plan would be a rolling 12 month plan to promote better transparency around decision making.

Decision made (Unanimously):

That the Cabinet Forward Plan for the four month period, 1 June to 30 September be noted.

Report of the Interim Monitoring Officer attached.

RESOLVED (Unanimously):

1.    That the report be noted.

The Council’s Monitoring Officer updated Members of an urgent decision that had been made to appoint an Interim Chief Executive to cover the absence of the permanent Chief Executive who is on special leave.

Members were advised that there could be no questions at this stage.

Decision made (Unanimously):

1.    That the report be noted.

Reason(s) for the decision:

Due to the absence from office of the permanent Chief Executive it was necessary to take urgent action to appoint someone, on an urgent basis, to fulfil this role.

Alternative Options Considered and Rejected:

A Council must have a Head of Paid Service. There is no option in this regard. Once it was known that our Permanent Chief Executive would not be around, then the Council had to appoint an Interim Head of Paid Service.

Report of the Director of Neighbourhoods and Development attached.

RESOLVED (Unanimously):

1.    Cabinet approved delegated authority to the Director of Neighbourhoods and Development, to use powers available under Part 4 of the Anti-Social Behaviour, Crime and Policing Act 2014, in the form of Community Protection Notices to enforce against anti-social behaviour that is having a detrimental effect on the quality of life for those in a locality, and is unreasonable and is of a persistent or continuing nature.

2.    Cabinet note the information contained within the report.

The Leader of the Council presented the report of the Director of Neighbourhoods and Development that updated on the use of Community Protection Notices (CPN’s) as an environmental tool and sought delegated authority to be granted to the Director of Neighbourhoods and Development for their use.

In response to Member’s questions it was explained that the Community Protection Notices could be used in a variety of ways that included use for statutory nuisance that did not exist under the Environmental Protection Act 1990, where behaviour is persistent and having a negative effect on a locality. Along with anti-social behaviour issues, this could be overgrown gardens.

Use of the Community Protection Notices would be monitored as to their effectiveness over the next twelve months.

It was proposed by Councillor Paul Foster, seconded by Councillor Mick Titherington and

Decision made (Unanimously):

1.    Cabinet approved delegated authority to the Director of Neighbourhoods and Development, to use powers available under Part 4 of the Anti-Social Behaviour, Crime and Policing Act 2014, in the form of Community Protection Notices to enforce against anti-social behaviour that is having a detrimental effect on the quality of life for those in a locality, and is unreasonable and is of a persistent or continuing nature.

2.    Cabinet note the information contained within the report.

Reason(s) for the decision:

If approved, the recommendation will provide an additional tool for officers to enforce against a wider range of anti-social behaviours, perhaps where a statutory nuisance does not exist under the Environmental Protection Act 1990, yet where behaviour is having a negative effect on a locality. This may particularly apply to the problem of untidy domestic gardens and other examples of anti-social behaviour.

Alternative Options Considered and Rejected:

To not make use of the Community Protection Notices. This option is discounted, as the Community Protection Notice is a powerful tool. It is available to local authorities to tackle behaviours that cause distress and impacts on a locality that may be more difficult to tackle using other legislation. Not adopting the use of Community Protection Notices reduces the possibilities open to the Council for dealing with matters that have long term effects on the residents and where other full powers may not be as suitable or effective.

Report of the Chief Executive attached.

RESOLVED (Unanimously):

1.    That Members note that the performance summary outlines within this report reflects the progress made under the previous administration and their agreed Corporate Plan deliverables for 2018/19.

2.    That Members note that existing performance measures are to be reviewed in line with a review of the Corporate Plan in the coming months.

The Leader of the Council, Councillor Paul Foster, presented a report of the Chief Executive that provided an update for Quarter 4 against the programmes, projects and key performance indicators contained within the Council’s Corporate plan for 2018/19.

Overall performance against the Corporate Plan for 2018/19 was rated as good and the Council continues to provide good quality services. A small proportion of projects were rated as off track, (either amber or red), however there were recognised reasons provided and in most cases where as a result of external conditions.

Members of the Council asked the Cabinet to look into other ways of monitoring performance, and improved ways of its presentation to make it more user friendly, querying the effectiveness of the traffic light system.

What constituted an affordable home was also debated and the Leader explained that in future the type of need would also be taken into account alongside affordability.

The Leader of the Opposition, Councillor Margaret Smith, commented that overall it was a good report and was pleased to see improvement in a lots of areas across the Council, in particularly, an increased use of sports facilities that would support the Council’s Health and Wellbeing agenda. A view that was shared by the Leader.

It was proposed by Councillor Paul Foster, seconded by Councillor Mick Titherington and

Decision made (Unanimously):

1.    Cabinet note that the performance summary outlined within the report reflects progress made under the previous administration and their agreed Corporate Plan deliverables for 2018/19.

2.    Cabinet also note the report for information and advise that the current Corporate Plan will be reviewed in the coming months.

Reason(s) for the decision:

Quarterly performance reports are considered by the Council’s Leadership Team, Scrutiny Committee and Cabinet to ensure that the Council is delivering against the Corporate Plan of the Council.

Alternative Options Considered and Rejected:

None.

Report of the Chief Executive attached.

RESOLVED (Unanimously):

1.    Cabinet note that the performance summary outlined within the report reflects progress made under the previous administration and their agreed Corporate Plan deliverables for 2018/19.

2.    Cabinet also note the report for information and advise that the current Corporate Plan will be reviewed in the coming months.

The Leader of the Council, Councillor Paul Foster, presented a report of the Chief Executive that provided a summary of the Council’s performance throughout 2018/19, against the agreed programmes, projects and measures within the Corporate Plan.

The Leader explained that the new Cabinet would be looking to refresh the Corporate Plan in line with their vision and ambitions for the Council and that existing performance measures would also be reviewed in line with the new Plan.

The report highlighted a number of successes that included a Digital Strategy Review, the implementation of the Living Wage Reform and development of a homelessness project to implement the new Homeless Reduction Act 2017.

However, although reported as an achievement to note, the delivery of 491 new homes in 2018/19 with 97 of these being affordable, the authority was still underperforming by 10% against what was considered a low target by the new Cabinet and the Leader reported that efforts would be made to improve on this.

In response to a member of the public about benchmarking against our neighbouring authorities, the Director of Planning and Property explained that South Ribble works with Chorley and Preston Council to develop a joint strategic planning strategy for Central Lancashire.

Although there were three projects that were currently off-track, it was noted that the Council played more of an influencing and supportive role and did not have the authority to deliver these projects without decisions by key partners. These included, securing funding for the Ribble Crossing, the progressing of the Cuerden Strategic site and Shared Services arrangements with Chorley Council. Members from across the Council recognised the importance of keeping pressure on partners in their deliverability and inclusion in the Corporate Plan. Although the Leader reported that following a recent meeting with Chorley, Shared Services was now progressing at pace.

The Deputy Leader, Councillor Mick Titherington, praised the Councils Benefits Team for maintaining their high level of performance in processing new Housing Benefits claims, two days below the national average, despite the impact that Universal Credit had placed on their volume of work and complexity of new claims.

It was proposed by Councillor Paul Foster, seconded by Councillor Mick Titherington and

Decision made (Unanimously):

1.    Cabinet note that the performance summary outlined within the report reflects progress made under the previous administration and their agreed Corporate Plan deliverables for 2018/19.

2.    Cabinet also note the report for information and advise that the current Corporate Plan will be reviewed in the coming months.

Reason(s) for the decision:

Although the Corporate Plan was approved at Council on 28 February 2018, there has been a recent change of administration and the new Cabinet wishes to review the Plan in line with their aims and objectives.

Alternative Options Considered and Rejected:

None.

Report of the Assistant Director of Neighbourhoods attached.

RESOLVED (Unanimously):

1.    Cabinet approved an increase in the current Capital Budget provision from £30,000 to £37,000 and granted delegated authority to the Statutory Finance Officer to review all financial options.

The Leader of the Council, Councillor Paul Foster, presented a report of the Assistant Director of Neighbourhoods that sought approval to purchase a replacement civic car with a greener alternative vehicle.

Members welcomed this approach as it was seen to be setting a good example to residents with hybrids/electrical cars recognised as being better for the environment. Given that technology was rapidly progressing in this area, there was a view that it may be more beneficial in leasing a vehicle as opposed to buying one so that the Council could take advantage of the latest improvements and innovations over the coming years, and officers were requested to look at all options.

In response to a question from Councillor Colin Clark, the Leader confirmed that they would not be looking to outsource any part of the service.

It was proposed by Councillor Paul Foster, seconded by Councillor Matthew Tomlinson and

Decision made (Unanimously):

1.    Cabinet approved an increase in the current Capital Budget provision from £30,000 to £37,000 and granted delegated authority to the Statutory Finance Officer to review all financial options.

Reason(s) for decision:

The Council currently utilises a Rover 75 as the civic car which was first registered in 2005 and is now in excess of 14 years old and as time as gone on its servicing and repairs has become more difficult.

The Council recently introduced a new Air Quality Plan to address the increasing concerns relating to air quality across the Borough and actions within the Plan require the replacement of the Civic Car with an electric or low emission vehicle.

Alternative Option Considered and Rejected:

To keep the existing Civic Car would be in contravention of the Council’s Air Quality Plan.

Report of the Assistant Director of Projects and Development attached.

RESOLVED (Unanimously):

1.    Cabinet approved the proposed list of capital projects to be delivered during the financial year 2019/20 as set out in Appendix A of the report and as identified in the approved Capital programme.

2.    Cabinet granted delegated authority to the Director of Neighbourhoods and Development in consultation with the relevant portfolio holder to spend the agreed budget on the approved Capital projects identified in this report.

The Deputy Leader and Cabinet Member (Health, Wellbeing and Leisure), Councillor Mick Titherington, presented a report of the Assistant Director of Projects and Development that proposed a set of capital projects to be delivered or started during 2019/20.

The capital projects put forward related to themes and programmes identified and adopted as part of the Council’s Corporate Plan 2018/2023, notably under the umbrella of Health and Wellbeing and improving the Environment and all related to the findings and feedback gained through an extensive borough wide consultation and covered a number of areas that included:

·         Green Links Schemes

·         Environmental projects

·         Parks projects including parks buildings

·         Play Area projects

·         Leisure projects

The report set out the scope of each project, the timescale on which it would be delivered and how it would be funded. A list of all projects was appended to the report.

The Leader commented that projects had slipped in the past and asked the Interim Chief Executive to review the Council’s capacity to deliver as this was extremely important in managing expectations.

Cabinet Member (Finance, Property and Assets), Councillor Matthew Tomlinson stated that it was the Cabinet’s ambition to plant one tree for every resident in the Borough, that would result in the planting of over 110,000 trees. This was an ambitious programme and the Council would be working with the Ribble River Trust to achieve this.

In connection to this project, a concern was raised about the Tarn Wood project in Penwortham. This was an area that gets heavily flooded and trees needed to be removed as opposed to being planted. The Leader explained that additional trees would be planted in more suitable areas to offset any trees that needed removing.

It was proposed by Councillor Mick Titherington, seconded by Councillor Paul Foster, and

Decision made (Unanimously):

1.    Cabinet approved the proposed list of capital projects to be delivered during the financial year 2019/20 as set out in Appendix A of the report and as identified in the approved Capital programme.

2.    Cabinet granted delegated authority to the Director of Neighbourhoods and Development in consultation with the relevant portfolio holder to spend the agreed budget on the approved Capital projects identified in this report.

Reason(s) for decision:

Council approved the current Corporate Plan for 2018/2023 in February 2019. The Plan identifies a series of key programmes under a number of headings including Health and Wellbeing. In addition the new Cabinet are keen to take forward projects that not only promote Health and Wellbing but also improves the environment across the Borough.

The report will also requested financial delegated powers for officers in partnership with relevant portfolio holders to spend money highlighted in the Capital Programme so that an ambitious programme of projects can be delivered in line with the timetable identified.

Alternative Options Considered and Rejected:

The report defines the priorities for spending on capital projects in 2019/20. An alternative option of do nothing could be adopted but this would go against the ambitions of the new Administration  ...  view the full minutes text for item 10.

Report of the Assistant Director of Property and Housing attached.

RESOLVED (Unanimously):

1.    Cabinet noted the resident feedback from the Bent Lane and Balcarres Green consultation exercise and resolved not to develop the land at either location for housing development and that officers continue to work with residents to co-design local priorities for both sites based upon the feedback from the planning for real exercises.

2.    Cabinet approved officers to proceed with a full options appraisal for the delivery of affordable/mixed use development at the McKenzie Arms site to develop a full business case and investment options for consideration by Cabinet at a future meeting.

3.    Cabinet tasked officers to look at the most effective way to protect land at Bent Lane and Balcarres Green from future housing development.

The Cabinet Member (Finance, Property and Assets), Councillor Matthew Tomlinson, presented a report of the Assistant Director of Property and Housing that updated on the outcome of the planning for real exercise undertaken with residents from Bent Lane and Balcarres Green. The report also provided an update on the One Public Estate funding application to support the release of public sector land for housing development.

At the Cabinet meeting on 20 March 2019, it was recommended that a clear work programme be developed with residents of Bent Lane and Balcarres Green. Approval was also given for a full options appraisal to be undertaken on the former McKenzie Arms for the delivery of an affordable/mixed use development to be undertaken on the site alongside a full business plan and investment opportunities.

Councillor Tomlinson reported that it had been part of the Labour Group’s Election manifesto to stop development of housing on this land and that he was now delighted to be able to keep this promise and requested officers to look at ways of protecting this land against any future housing development proposals.

The Cabinet Member (Environment), Councillor Susan Jones expressed thanks on behalf of the residents of Bent Lane and Balcarres Green for the reversal of the original decision and welcomed their continued involvement on how plans should be progressed at the two sites. The Leader of the Council also commented that £50k had been allocated for enhancements at each site.

As there was a requirement for the One Public Estate funding to be committed by the end of January 2020, the Cabinet considered it prudent to carry out a full options appraisal of the McKenzie Arms site and bring back investment options that could be consulted upon by residents.

It was proposed by Councillor Matthew Tomlinson, seconded by Councillor Paul Foster, and

Decision made (Unanimously):

1.    Cabinet noted the resident feedback from the Bent Lane and Balcarres Green consultation exercise and resolved not to develop the land at either location for housing development and that officers continue to work with residents to co-design local priorities for both sites based upon the feedback from the planning for real exercises.

2.    Cabinet approved officers to proceed with a full options appraisal for the delivery of affordable/mixed use development at the McKenzie Arms site to develop a full business case and investment options for consideration by Cabinet at a future meeting.

3.    Cabinet tasked officers to look at the most effective way to protect land at Bent Lane and Balcarres Green from future housing development.

Reason(s) for the decision:

An extensive programme of consultation has been undertaken with residents involving formal consultation events, planning for real exercises and the opportunity for residents to feedback their views through letter, phone and email.

Feedback in relation to the use of land at Balcarres Green and Bent Lane would appear to suggest investment in leisure or community use is far more acceptable/appropriate rather than developing houses on the sites.

There has been a high level  ...  view the full minutes text for item 11.

Report of the Deputy Section 151 Officer attached.

RESOLVED (Unanimously):

1.    Cabinet notes the report and appendices;

2.    Cabinet notes the final outturn position of £0.093m underspend against a revised revenue budget of £14,135m and the key variances;

3.    Cabinet notes the final outturn position on the capital budget of £0.476m underspend against an annual budget of £2.898m;

4.    Cabinet notes the financing of the capital programme for 2018/19 and approves the carry forward of the £0.486m of capital re-phasing into 2018/19 as outlined in this report;

5.    Cabinet notes the end of year position on reserves as a result of the outturn position and note the contributions to and withdrawals from these reserves as detailed within the report.

The Cabinet Member (Finance, Property and Assets), Councillor Matthew Tomlinson presented a report of the Deputy Section 151 Officer that informed of the 2018/19 Budget Outturn position in relation to both Revenue and Capital expenditure.

It was noted that the Capital Programme was diminished against previous years and although there was an acceptance that some monies have not been able to be spent, there was a commitment from the Cabinet Member that in future, if money was allocated, this needed to be recognised and achieved.

It was proposed by Councillor Matthew Tomlinson, seconded by Councillor Paul Foster, and

Decision made (Unanimously):

1.    Cabinet notes the report and appendices;

2.    Cabinet notes the final outturn position of £0.093m underspend against a revised revenue budget of £14,135m and the key variances;

3.    Cabinet notes the final outturn position on the capital budget of £0.476m underspend against an annual budget of £2.898m;

4.    Cabinet notes the financing of the capital programme for 2018/19 and approves the carry forward of the £0.486m of capital re-phasing into 2018/19 as outlined in this report;

5.    Cabinet notes the end of year position on reserves as a result of the outturn position and note the contributions to and withdrawals from these reserves as detailed within the report.

Reason(s) for the decision:

The council’s end of year accounts have been finalised and are showing a further net budget saving of £0.093. The final outturn position means that no contribution from reserves is required and this surplus will be transferred to the council’s general reserve.

Alternative Options Considered and Rejected:

None.

Report of the Director of Customer and Digital attached.

RESOLVED (Unanimously):

1.    Cabinet approves the proposal to enter into a 5 year agreement at a total contract value of £113,583 for the provision of improved and enhanced telephony and switchboard services.

2.    Cabinet notes the enhanced features/functionality of an upgraded system, including social media blending, request a call back and call recording.

The Cabinet Member (Finance, Property and Assets), Councillor Matthew Tomlinson, presented a report of the Director of Customer and Digital detailing the benefits of upgrading to Enhanced Telephony and Switchboard Services that would facilitate an improved customer service experience. The report also sought Cabinet approval to enter into a five year agreement with an existing supplier for its provision and updated on a desire to co-design digital and customer services with our residents and elected Members.

In response to a question from a member of the public, it was explained that the enhanced system will allow for social media blending and call back capabilities, along with the, potential to reduce call waiting times and abandoned call rates, improving resident satisfaction.

It was proposed by Councillor Matthew Tomlinson, seconded by Councillor Paul Foster, and

Decision made (Unanimously):

1.    Cabinet approves the proposal to enter into a 5 year agreement at a total contract value of £113,583 for the provision of improved and enhanced telephony and switchboard services.

2.    Cabinet notes the enhanced features/functionality of an upgraded system, including social media blending, request a call back and call recording.

Reason(s) for the decision:

The Council’s current switchboard telephony system is outdated and reliant upon technology which is due to be unsupported. In order for the Council to maintain a fully supported system by the vendor and ensure risk is managed effectively, the current system requires upgrading and merging with the existing contact centre system.

The current application and the system is running on Microsoft Server 2008 which will be unsupported by Microsoft in January 2020. This means that patches will no longer be released. This will invalidate the Council’s Public Service Network (PSN) accreditation and therefore the Council would be unable to receive important data from, for example, the Police, DWP and Electoral Registrations.

This decision will also allow the Council to take advantage of enhancements in functionality which are not otherwise available. The new system will also be placed in the Council’s virtual server farm and as part of the Council’s Disaster Recovery and Business Continuity Plan would make it easier to restore services and allow customers to continue to contact the Council.

In order to deliver the Council’s ambitious Corporate Plan for 2018/2023, it is imperative that digital systems are updated and enhanced to improve processes for residents interacting with our services.

Alternative Option Considered and Rejected:

Currently the Council relies on a manually operated switchboard system and the risks associated with not upgrading are deemed high.

A second option considered and rejected was to maintain the two existing telephony systems and carry out only the required upgrades which would enable us to continue operating in a supported environment. The enhanced functionality offered by the OpenScape solution and ability to reallocate a full time member of staff to the customer contact centre means that this option was rejected.

Report of the Assistant Director of Property and Housing attached.

RESOLVED (Unanimously):

1.    Cabinet approved to review the procurement strategy for investment into the Main Hall in Worden Park and that officers report back their recommendations to Cabinet in September 2019.

The Cabinet Member (Finance, Property and Assets), Councillor Matthew Tomlinson presented a report of the Assistant Director for Property and Housing that updated on progress with securing a partner to work with the Council to develop plans to bring the Main Hall (Derby Wing) in Worden Park back to use.

The new Cabinet expressed their concerns at the speed in which the decision to enter into a contract with Leyland Masonic Properties Ltd was being taken, especially in light of the fact that at that time, the previous administration had yet to receive the consultant’s report, authorised to be undertaken at a significant cost to the Council. The results of which, would inform the Council’s Investment Strategy ahead of any investment opportunity.

Now that the Council were in receipt of the completed consultant’s report, the Cabinet thought it prudent to take a step back for further consideration of all the options and to allow greater consultation with residents.

Despite some Members in the audience raising concerns that it was a risk to delay, particularly if no alternative viable option came forward, the Leader reiterated the importance of taking the time to ensure that any decision taken would be the right one for the community and informed that the Investment Strategy would be updated to include a Social Value requirement, adding that it was just as important to get the process right as it was the result.

There was also a strong view that the building needed to be retained a Community Asset and that any organisation that invested, needed to provide an offer that reflects the values of the Council, its residents and is accessible to all.

It was proposed by Councillor Matthew Tomlinson, seconded by Councillor Mick Titherington, and

Decision made (Unanimously):

1.    Cabinet decided to review the procurement strategy for investment into the Main Hall in Worden Park and that officers report back their recommendations to Cabinet in September 2019.

Reason(s) for the decision:

The previous administration had only received on credible bid following the advertisement of a disposal opportunity. Furthermore, as the finalised feasibility study report from Purcell and Amon had now been received that would inform the Investment Strategy for Worden Hall, it was considered prudent to take a step back at this stage to consider all the options available.

Alternative Option Considered and Rejected:

The Council could choose not to develop the Main Hall (Derby Wing). This is not recommended as the Hall has the potential, with investment, to become an attractive asset which is highly valued by the community.

Report of the Interim Chief Executive attached.

RESOLVED (Unanimously):

1.    Cabinet approves the creation of two new posts in Shared Financial Services so that the service can meet its statutory closure of accounts requirements in 2019/20 and provide additional capacity and succession planning for procurement services.

2.    Cabinet notes the Shared Financial and Assurance Services Service Plan 2019/20 in Appendix 1 of the report that was approved at the Joint Committee on 3 June 2019.

3.    Cabinet notes that a more detailed review is to be brought back to the Shared Services Joint Committee to report on progress and make further recommendations for approval at both Councils.

The Cabinet Member (Finance, Property and Assets), Councillor Matthew Tomlinson, presented a report of the Interim Chief Executive that briefed members on a review of, and amendments to, the existing shared services for finance and assurance between Chorley Borough Council and South Ribble Borough Council.

Following meetings between senior officers from both authorities to discuss the issues facing the service, there was a short-term requirement to recruit to a post that will become vacant due to an imminent requirement, as well as creating a new post to support the closure of accounts at both councils.

The report also proposed the creation of a graduate trainee post within procurement to provide the required additional capacity as well as ensuring there is sufficient succession planning within the service.

The long-term ambition is to deliver efficiencies and improve performance, provide resources for growth and support the wider corporate objectives set by both authorities. Other actions within the report had already been factored into the Shared Financial and Assurance Services Service Plan 2019/20 that was appended to the report.

It was proposed by Councillor Matthew Tomlinson, seconded by Councillor Paul Foster, and

Decision made (Unanimously):

1.    Cabinet approves the creation of two new posts in Shared Financial Services so that the service can meet its statutory closure of accounts requirements in 2019/20 and provide additional capacity and succession planning for procurement services.

2.    Cabinet notes the Shared Financial and Assurance Services Service Plan 2019/20 in Appendix 1 of the report that was approved at the Joint Committee on 3 June 2019.

3.    Cabinet notes that a more detailed review is to be brought back to the Shared Services Joint Committee to report on progress and make further recommendations for approval at both Councils.

Reason(s) for the decision:

The Shared Financial Services team has a responsibility to create the draft and final statement of accounts for both Chorley Borough Council and South Ribble Borough Council. A request for retirement has been made, meaning that for 2019/20 there will be no permanent staffing in place to provide the expertise to deliver both Councils statement of accounts. This role is specialised and it is therefore imperative that the service looks to replace this post as soon as possible.

In addition, to provide the necessary staffing resources to close both sets of accounts it is proposed to create a new Senior Financial Accountant role.

The procurement service continues to work at full capacity and has been especially stretched in recent months due to a number of large-scale projects requiring procurement support. The report proposed creating a graduate trainee post within procurement to provide the required additional capacity as well as ensuring there is sufficient succession planning within the service.

Alternative Options Considered and Rejected:

Do nothing – the Council would be at great risk of not meeting its statutory obligations, external agency could be brought in to cover vacant positions, however this would be expensive and would not provide a permanent solution for the service.

Report of the Director of Neighbourhoods and Development attached.

RESOLVED (Unanimously):

1.    Cabinet approves the acceptance of the grant through Lancaster City Council who will act a nominated lead authority.

2.    Cabinet agree to procure and install four rapid charging units in the Borough via Lancaster City Council, to include in principel any contractual and procurement arrangements with the identified provider.

3.    Cabinet approves to potentially use council assets as suitable locations for the installation of the four rapid charging units, subject to suitable and agreed contractual arrangements as required.

The Cabinet Member (Environment), Councillor Susan Jones, presented a report of the Director of Neighbourhoods and Development that informed of a successful grant offer and the installation of taxi electric vehicle recharging points within the borough, through the nominated lead authority, Lancaster City Council.

The installation of these recharging points was an action in the Air Quality Action Plan and was just the start of a campaign aimed at reducing vehicle emissions across the borough.

Councillor Susan Jones, acknowledged the work that had been done by the previous administration on this topic, in particular the previous Cabinet Member.

It was proposed by Councillor Susan Jones, seconded by Councillor Paul Foster, and

Decision made (Unanimously):

1.    Cabinet approves the acceptance of the grant through Lancaster City Council who will act a nominated lead authority.

2.    Cabinet agree to procure and install four rapid charging units in the Borough via Lancaster City Council, to include in principle any contractual and procurement arrangements with the identified provider.

3.    Cabinet approves to potentially use council assets as suitable locations for the installation of the four rapid charging units, subject to suitable and agreed contractual arrangements as required.

Reason(s) for the decision:

Poor Air quality has been identified as a significant public health issue across the country with over 50,000 premature deaths occurring each year, this includes 4.0% of all premature deaths within the borough of South Ribble, with five declared areas of poor air quality identified within the borough.

As such, Health and Wellbeing and significantly the improvement of air quality across the borough has been identified as a major priority within the Council’s Corporate Plan.

A new Air Quality Action Plan (AQAP) was adopted in December 2018 which sets out a number of actions that will help to improve air quality and subsequently the health and wellbeing of the borough’s population.

These actions include:

·         Improve the electric vehicle infrastructure across the borough

·         Work with taxi firms to encourage the uptake of low emission vehicles (electric)

·         To work with both bus and taxi companies to apply for any grant bids available.

·         Implement an ‘Electrify Campaign’ – encouraging businesses to only use electric taxis.

Thus the project will help towards the completion of these identified actions, further more these have been recognised as milestones within the identified corporate air quality project.

Alternative Options Considered and Rejected:

This project is one of many, individual, separate and non-exclusive projects being considered at the time for the introduction of an electric vehicle charging infrastructure. The grant has been awarded for the provision of a charging infrastructure for taxis and as such compliance with the schemes condition is essential.

Report of the Assistant Director of Neighbourhoods attached.

RESOLVED (Unanimously):

1.    Cabinet notes the decision to enter into a maintenance contract with FCC Environmental to service and maintain the vehicle utilised to fulfil the Waste Collection Contract with Chorley Borough Council.

The Cabinet Member (Environment), Councillor Susan Jones, presented a report of the Assistant Director of Neighbourhoods that informed of an urgent decision that had been taken in April 2019 to enter into a contract agreement with FCC Environmental to maintain and service the vehicles utilised to fulfil their Waste Collection Contract with Chorley Borough Council.

It was explained that the additional usage of the facilities at the Depot will allow for a more efficient and effective use of facilities generating additional income for the Council going forward. In May 2019 the Vehicle Maintenance Workshop was accredited to undertake MOT testing for vehicles owned by the Council alongside private individuals, this along with the servicing contracted detailed above allows the facility to operate on a more commercial basis.

It was proposed by Councillor Susan Jones, seconded by Councillor Paul Foster, and

Decision made (Unanimously):

1.    Cabinet notes the decision to enter into a maintenance contract with FCC Environmental to service and maintain the vehicle utilised to fulfil the Waste Collection Contract with Chorley Borough Council.

Reason(s) for the decision:

In February 2019 FCC Environmental approached the Council to enquire if we would service and maintain the vehicle used to fulfil the Chorley contract on their behalf.

Alternative Options Considered and Rejected:

The option to maintain the current arrangements was considered, however it was felt that this would result in a missed opportunity to optimise use of the facilities and generate additional income for the Council.

Report of the Assistant Director of Scrutiny and Democratic Services attached.

RESOLVED (Unanimously):

1.    Cabinet approves the undertaking of a strategic review of community involvement, including the My Neighbourhoods Forums.

2.    Cabinet approves the establishment of a cross party working group to undertake the strategic review that will present its findings to Cabinet in January 2020.

The Cabinet Member (Community Engagement, Social Justice and Wealth Building), Councillor Aniela Bylinski Gelder presented a report of the Assistant Director of Scrutiny and Democratic Services that outlined the Cabinet’s desire to strengthen and enhance community involvement in the way the Council is run as part of creating a new Community Engagement, Social Justice and Wealth Building Cabinet portfolio.

The report also informed that a strategic review of community involvement would be undertaken that would include the My Neighbourhood arrangements, by a cross-party Member working group that would report back to Cabinet in January 2020.

The review would look at best practice from other authorities, such as Preston and Wigan, consult with all key partners, residents, members and parish councils to develop a plan with clear objectives.

The review was a key priority for the new administration and the Leader urged everyone to get involved.

Although the review was welcomed by many Councillors across the Council there was some concerns voiced about the recent changes to the boundaries of the My Neighbourhoods, with some Members in the audience, sharing a view that it would have been better to have waited until the review was complete.

The membership of the cross-party working group would be made up of nominations from the Group Leaders based on two Members from the Labour Group, two Members from the Conservative Group and one Member from the Liberal Democrat Group with appropriate officer support.

The Member Working Group would be chaired by the Cabinet Member (Community Engagement, Social Justice and Wealth Building).

It was proposed by Councillor Aniela Bylinski Gelder, seconded by Councillor Paul Foster, and

Decision made (Unanimously):

1.    Cabinet approves the undertaking of a strategic review of community involvement, including the My Neighbourhoods Forums.

2.    Cabinet approves the establishment of a cross party working group to undertake the strategic review that will present its findings to Cabinet in January 2020.

Reason(s) for the decision:

To help ensure that the Council achieves its vision of being a council that is recognised as being innovative, forward thinking and financially self-sufficient, whilst putting people at the heart of everything we do it is important that our community is involved in the way the Council is run.

Alternative Options Considered and Rejected:

An alternative option that has been considered is not to carry out a review. However, this has been rejected as it would not achieve the desire of the Cabinet or enhance our community involvement activities.

To consider the exclusion of the press and public for the following items of business on the ground that it involves the likely disclosure of exempt information as defined in Paragraph * of Part 1 of Schedule 12A to the Local Government Act 1972.

By Virtue of Paragraph 3: Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Condition:

Information is not exempt if it is required to be registered under-

The Companies Act 1985

The Friendly Societies Act 1974

The Friendly Societies Act 1992

The Industrial and Provident Societies Acts 1965 to 1978

The Building Societies Act 1986 (recorded in the public file of any building society, within the meaning of the Act)

The Charities Act 1993

Information is exempt to the extent that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Information is not exempt if it relates to proposed development for which the local planning authority may grant itself planning permission pursuant to Regulation 3 of the Town & Country Planning General Regulations 1992(a).

Information is not exempt if it relates to proposed development for which the local planning authority may grant itself planning permission pursuant to Regulation 3 of the Town & Country Planning General Regulations 1992.

RESOLVED (Unanimously):

That the press and public be excluded from the meeting.

The Leader of the Council commented that it was the intention of the new administration to be as transparent and open with their decision making as was possible, and that it was their aim to have no confidential reports on future agendas.

Decision made: (Unanimously):

That the press and public be excluded from the meeting during the consideration of the following item of business as it involved the discussion of information defined as exempt from publication under paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972, ‘Information relating to the financial or business affairs of any particular person (including the authority holding that information) ‘and in which the public interest in maintaining the exemption outweighed the public interest in disclosing it.

Report of the Temporary Head of Shared Assurance Services attached.

RESOLVED (Unanimously):

1.    Cabinet approves the recommendations in the report.

The Cabinet Member (Finance, Property and Assets), Councillor Matthew Tomlinson presented a confidential report of the temporary Head of Shared Assurance Services that informed of the extension of the Council’s Long Term Agreements with its existing insurers for a further two years.

It was proposed by Councillor Matthew Tomlinson, seconded by Councillor Paul Foster, and

Decision made (Unanimously):

1.    Cabinet approves the recommendations in the report.

Reason(s) for the decision:

It is essential that the Council has a comprehensive portfolio of insurance covers in place to manage risks that is faces from delivery of its operational activities and services to the local community. It is also imperative that effective insurance cover is maintained continuously and that revised arrangements are in place with effect from 1 January 2020.

The terms on offer represent sound value for money as they provide a reduction in the cost of the overall insurance premiums for the next two years, while maintaining existing levels of cover and the effective working relationships developed between the Council, the Broker and Insurers. In addition it will ensure continuity of the existing service and provide an opportunity to assess the performance and suitability of the other market options in a more considered way.

This is the course of action recommended by AON following their assessment of the current state of the general insurance market and consideration of the options for Insurance renewal.

In view of the resource implications and time constraints involved in undertaking a full tender procurement exercise at the present time, and following consideration of the alternative mechanisms available, it is considered to be the most appropriate course of action.

Alternative Options Considered and Rejected:

The undertaking of a full OJEU procurement exercise by means of an in house open tender would be demanding to complete within the timescale required.

Use of the Crown Commercial Insurance Services II Framework Agreement (RM 3731) – The existing Framework and arrangements have been subject to significant change and recent changes untested in the market.

The use of the Local Government Association Insurance Mutual has only recently been established and is untested in the market.