Agenda, decisions and minutes

There were none.

There were none.

Minutes of the last meeting held on 17 November 2021 attached to be signed as a correct record.

The minutes of 17 November 2021 were presented for approval.

Councillor Ogilvie referred to Minute 62 – Refurbishment of the Holme Playground, Bamber Bridge and confirmed that he had received a written response.

Decision made

That the minutes of the meeting held on 17 November 2021 be noted and signed as a correct record.

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.

There were none.

The Notice of Executive Decisions / Cabinet Forward Plan for the period 1 December 2021 – 30 November 2022 is available on the Council’s website.

A copy of the latest Plan, on the date of the publication of this agenda, is attached.

The latest Notice of Executive Decisions / Cabinet Forward Plan for the period 1 December 2021 – 30 November 2022 was presented for information.

Decision made

That the Notice of Executive Decisions / Cabinet Forward Plan for the period 1 December 2021 – 30 November 2022 be noted.

Report of the Director of Communities enclosed.

Decision made

1.    That the work of the Communities Service be noted.

2.    That the evaluation of Community Hubs be noted and that the continuation of the current model be agreed.

The Cabinet Member (Social Justice, Communities and Wealth Building) presented a report of the Director of Communities providing an update on the work of the Communities Service, including progress on the Review of Community Involvement.

In response to an issue raised in relation Community Hubs i.e. negative comments in the questionnaire, the Cabinet Member indicated that she had discussed them with officers, however ultimately it was a matter for the Community Hub Chairs to address.

A question was asked about progress regarding the Youth Council.

The Cabinet Member (Social Justice, Communities and Wealth Building) indicated that a report was being prepared and would be submitted to Cabinet, however in the meantime a written update would be provided to Councillor Ogilvie. Councillor Trafford, Leader Member for Youth and Mental Health Awareness gave verbal update including the priorities identified such as period poverty and knife crime. He was happy to be contacted for further information.

An enquiry was made about a Community Hub project. The Cabinet Member indicated that the Chairs and Vice Chairs of Community Hubs meet on a monthly basis and that members should approach the Chair of their Community Hub to discuss suggestions.

Decision made

1.     That the work of the Communities Service be noted.

2.     That the evaluation of Community Hubs be noted and that the continuation of the current model be agreed.

Reasons for recommendations

This report is for information and follows on from the update provided to Cabinet in June this year.

In addition to providing a position statement on the progress of Community Hubs in relation to the cross-party review of community involvement, a snapshot of wider work across the Communities Service was provided.  

Other options considered and rejected

None.

Report of the Director of Communities enclosed.

The Cabinet Member (Social Justice, Communities and Wealth Building) presented a report of the Director of Communities informing Cabinet of the findings and recommendations of the Moss Side Community Centre Task Group. The report sought approval on resource and management arrangements for the Centre going forward.

Decision made

1.     To approve the proposals of the task group, as listed in paragraphs 25 to 34.

2.     To approve the creation of a new £16,000 revenue budget, to support the operational management of the community centre.

3.     To agree to give delegated authority to the Cabinet Member (Finance, Property and Assets) to create a charging structure, general conditions for community use and determine staffing requirements.

Reasons for Decision

Recommendations were made following a robust public consultation exercise and appraisal by a member task group.  The task group was satisfied that the proposals in the report are in the best interests of both existing centre users, and the wider community who are potential users.   

Creation of a new revenue budget, a charging structure, usage conditions and staffing requirements are key to the effective management of the community centre, and its ongoing sustainability.

Alternative options considered and rejected

The task group has considered and rejected a number of alternative options, including external management of the community centre, and revocation of existing user licences to create a ‘clean slate’ for provision in the centre. By discussion and consensus, task group members have rejected alternatives, as not being in the best interests of the local community at the current time.

Report of the Director of Planning and Development enclosed.

Decision made

That the Stage 2 designs for the Leyland Town Deal be noted.

The Cabinet Member (Planning, Business Support and Regeneration) presented a report of the Director of Planning and Development giving details of the Stage 2 designs for the Leyland Town Deal.

Decision made

That the Stage 2 designs for the Leyland Town Deal be noted.

Reasons for decision

The initial concept design (stage 2) has been produced in line with the design brief established in stage 1, which has now been presented to the client and appended for consideration by Members.

A series of stakeholder consultation events were undertaken week commencing 22 November 2021, with a project staff and members consultation on 11 November 2021. The various stakeholder consultation events were scheduled with various stakeholder groups and provided an opportunity for these stakeholders to see and learn more about the designs and provide feedback via an online survey.

Alternative options considered and rejected

Other options considered and rejected were not applicable. A formal stakeholder engagement plan had been established and agreed at the Leyland Town Deal Board. This plan comprised a pressing pre-delivery programme related to internal governance, stakeholder engagement and feedback, all in line with the RIBA work stages.

The option of submitting this decision to a later Cabinet would not be feasible as this would not align with the pressing pre-delivery programme involved for the town deal funding business case submission, alongside other reporting requirements.  

Report of the Director of Commercial enclosed.

In accordance with the Constitution, the Mayor and Chair of Scrutiny Committee have agreed the urgency of this report.

In accordance with paragraph 5.5 of Part 4C of the Council’s Constitution, the Mayor agreed that the following be considered as a matter of urgency for the reasons that we have only just received the cost information to allow the contract to be awarded and contract procedure rules need to be waived for the project to deliver to the set timescales.

Decision made

1.    That a waiver of relevant contract procedure rules is granted in line with the South Ribble Borough Council Constitution.

2.    That any changes to the scope of works or spend within the approved budget levels are delegated to the Director of Commercial Services in consultation with the Cabinet Member (Finance. Property and Assets)

3.    That approval of the contract award is delegated to the Cabinet Member (Finance, Property and Assets).

In accordance with paragraph 5.5 of Part 4C of the Council’s Constitution, the Mayor agreed that the following be considered as a matter of urgency for the reasons that the Council has only just received the cost information to allow the contract to be awarded and contract procedure rules need to be waived for the project to deliver to the set timescales.

The Cabinet Member (Finance, Property and Assets) presented a report of the Director of Commercial Services seeking approval to depart from Contract Procedure rules and to delegate the award of a contract to undertake refurbishment works at Vernon Carus Sports Club.

Councillor Walton, Leader of the Opposition, expressed concerns about the lack of notice given for this proposed decision. She made a comment about the use of urgency procedures, which the Leader disputed. Councillor Walton was invited to put her views in writing.

The Cabinet Member (Finance, Property and Assets) confirmed that when the Executive Member Decision was approved, information would be accessible to members.

Decision made

1.     That a waiver of relevant contract procedure rules is granted in line with the South Ribble Borough Council Constitution.

2.     That any changes to the scope of works or spend within the approved budget levels are delegated to the Director of Commercial Services in consultation with the Cabinet Member (Finance, Property and Assets)

3.     That approval of the contract award is delegated to the Cabinet Member (Finance, Property and Assets).

Reasons for decision

To meet the small window of opportunity for refurbishment of the club between January and April, following commitments to venue hire and prior to the start of the cricket season.

To reflect the current market conditions in the construction industry and the limited availability of contractors to undertake the works in the required timescale, which have been particularly exacerbated by the Covid pandemic.

Alternative options considered and rejected

A formal tender process was considered but not pursued as this would not enable the works to be completed in the required closed season period.

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 3 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).

Decision made

That the press and public be excluded from the following items of business on the grounds of the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972.

Decision made

That the press and public be excluded from the following items of business on the grounds of the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972.

Report of the Director of Customer and Digital attached.

Decision made

That with regard to the addendum to the main report:-

1.       Cabinet approves the direct award for the delivery of a time management and door access system and associated implementationas detailed in the addendum to the report;

That with regard to the main report, Cabinet agrees to:-

2.    With the exception of the contract referred to above at (1), approve the contract award procedure for a number of further joint procurements outlined at Appendix 1 for software, hardware and support services;

3.    To approve carrying out appropriate tender exercises via the councils’ e-procurement portal (The Chest) or alternatively the use of existing procurement frameworks such as Crown Commercial Services or similar;

4.    To approve evaluation criteria of 80% cost and 20% quality where appropriate;

5.     To waive the requirement to use the Social Value Portal;

6.      That the decision to award the contracts is delegated to the Cabinet Member (Communities, Social Justice and Wealth Building).

The Cabinet Member (Social Justice, Communities and Wealth Building) presented a report of the Director of Customer and Digital  informing members of the proposed shared procurement for ICT hardware, software and support to seek agreement to the sharing of costs and assessment criteria. The report followed on from a report to Cabinet on 10 February 2021 requesting approval for a number of joint procurements for hardware, software and support services.

Decision made

That with regard to the addendum to the main report:-

1.      Cabinet approves the direct award for the delivery of a time management and door access system and associated implementationas detailed in the addendum to the report;

That with regard to the main report, Cabinet agrees to:-

2.     With the exception of the contract referred to above at (1), approve the contract award procedure for a number of further joint procurements outlined at Appendix 1 for software, hardware and support services;

3.     To approve carrying out appropriate tender exercises via the councils’ e-procurement portal (The Chest) or alternatively the use of existing procurement frameworks such as Crown Commercial Services or similar;

4.     To approve evaluation criteria of 80% cost and 20% quality where appropriate;

5.      To waive the requirement to use the Social Value Portal;

6.     That the decision to award the contracts is delegated to the Cabinet Member (Communities, Social Justice and Wealth Building).

Reasons for decision

With regard to the decision at (1), the Councils wished to award a door access and time management solution via a direct award. Following negotiations directly with the current provider the Council had reached a compelling commercial position as detailed in the report.

With regard to decisions at (2 – 6), by jointly procuring the remaining contracts it ensures alignment of software and hardware across both Authorities supporting Shared Services.

Other options considered and rejected

With regard to the decision at (1), the Cabinet was comfortable procuring this directly as it demonstrated best value for money.

With regard to the decisions at (2 – 6), each Council could procure software independently, but this would make it very difficult to align software or services in future.