Agenda and minutes

No apologies for absence were received.

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No declarations of any disclosable pecuniary interests or personal interests were received.

Minutes of the meeting held on 10 January 2019

Decision Made:

That the minutes of the Cabinet meeting held on 10 January 2019 be confirmed as a correct record.

Report of the Head of Corporate Resources

The Cabinet considered the report of the Head of Corporate Resources which provided details of the current forecast revenue outturn position for the Council for 2018/19 and potential impact on the 2019/20 budget; the current forecast on Council Tax and Business Rates collection for 2018/19 and the current position of the 2018/19 Capital Programme.

Decision Made: That:

(1)      It be noted that in view of the significant budget pressures in 2018/19,  proposals will be developed to close the current budget in year forecast budget deficit. This will include the review of all current vacancies and non-essential expenditure in addition to all current budget forecasts across all service areas;

(2)      in the event that there is material change to the 2018/19 outturn forecast, additional remedial measures should be identified in order that a balanced budget position can be achieved; and

(3)      as a result of the impact of the current financial position in 2018/19, and its subsequent impact on the 2019/20 budget, , proposals will be made for Members to consider as part of the budget process, in order that a robust and sustainable budget can be set for 2019/20.  In the event that further budget pressure is identified in advance of year end, additional proposals will also need to be brought forward to ensure financial sustainability.

Reasons for Decision:

To ensure Cabinet are informed of the forecast outturn position for the 2018/19 revenue and capital budgets as at the end of September 2018 and to provide an updated forecast of the outturn position with regard to the collection of Council Tax and Business Rates.

In March 2017 Council approved a three-year budget plan to March 2020. The final two years of this plan were revised in March 2018 as part of the process of setting the 2018/19 budget. The Council is half way through the second year of the budget plan and remains confident that the strategic approach to budget planning alongside good financial management and extensive community engagement means that it will secure future sustainability to 2020 and beyond. However, in year demand for social care services is currently resulting in the costs for these services exceeding the budget. Corrective action will be required to bring the overall budget into balance before the end of the financial year if the position worsens over the coming months. 

Alternative Options Considered and Rejected: 

None.

Report of the Head of Corporate Resources

The Cabinet considered the report of the Head of Corporate Resources which provided details of proposals for the implementation of a strategic approach to contract management for all ICT contracts held by the local authority. This approach would enable the Council to gain a full understanding of all contracts that have been inherited by the Council following the end of the Arvato contract including, suppliers, terms and conditions, pricing and how critical services are supported; ensure that robust contracts are in place between the authority and vendors; rationalise contracts in line with business requirements; and manage risk in relation to business continuity

Decision Made: That

(1)      the strategic approach detailed within this report be approved; and

(2)      the Head of Corporate Resources, be granted delegated authority in consultation with the Cabinet Member – Regulatory, Compliance and Corporate Services to implement the contract management strategy in accordance with the Councils Contract procedure rules

and appropriate legislation.

Reasons for Decision:

On 30 September 2018, the Council’s 10-year partnership with Arvato for provision of a range of services came to an end. Several transactional services returned to the Council for ongoing service delivery and an element of ICT service delivery was the subject of an OJEU compliant procurement. This contract was awarded to Agilisys for a 5-year term, with an option to extend for a further two years. During the period of the partnership, Arvato had been contracted to provide a supplier contracts management function which sat within the remit of ICT services. This function had not been transferred to the Council’s new external ICT provider, Agilisys, and became the responsibility of the Council with effect from 1 October 2018. As part of the exit arrangements with Arvato, work was undertaken to start the process of understanding and reviewing all contract arrangements, but it is only since the function had transferred to the Council that work could truly commence.

As responsibility for supplier contract management had now returned to the Council a strategic approach was required to complete a systematic review of all contracts and licences that considers business requirements, the most economically advantageous approach and procurement legislation. The stability of the Council’s ICT infrastructure is key in maintaining business continuity.

Alternative Options Considered and Rejected:

The authority has inherited a function that has been delivered as a managed service by another provider for ten years, and as such there is an opportunity to review all existing contracts in place, to ensure the provision of best value services to both internal and external customers. Given the volume of work required it is felt that there is no option but to complete a systematic review, based on the strategy outlined in this paper.

Report of the Head of Health and Wellbeing

The Cabinet considered the report of the Head of Health and Wellbeing which provided details of proposals to extend the Stop Smoking Service for a further 12 months, by exercising a plus one year option within the current contract; and to award the remaining subsequent extension options if any future extensions of this contract are deemed appropriate and offer value for money.

Decision Made: That

(1)      approval be given for the Head of Health and Wellbeing to exercise a plus one year extension to the Sefton Stop Smoking Service contract; and

(2)      the Head of Health and Wellbeing be granted delegated authority in consultation with the Cabinet Member for Health and Wellbeing, to award future contract extensions within the existing contract term.

Reasons for Decision:

The current contract is from April 2017 to March 2019, with the option to extend for a further 3 x 12 month periods. Approval is sought by Cabinet to extend the current commission of the Stop Smoking Service by one additional twelve months to March 2020. This would enable further review of the service and allow for development of action around smoking in pregnancy, which will influence whether the contract should be varied or recommissioned after this period.

Alternative Options Considered and Rejected:

1. Full re-procurement of the service; this option is rejected because the service has been operational for less than 2 years. During that time, there has been significant improvements made to the delivery model, focusing on the most vulnerable people in the population. The service needs time to embed and continue its development to tackle smoking in pregnancy, which is a public health priority.

2. To extend the contract for a further 2 or 3 years by exercising the additional options within the current contract. This option is rejected because of the continued review around smoking priorities, and the possible need to vary the contract to reflect those priorities.

Report of the Head of Economic Growth and Housing

The Cabinet considered the report of the Head of Economic Growth and Housing which provided details to submit the Second Round application (Second stage of a two stage process) to the Heritage Lottery Fund for the Townscape Heritage funding stream for Southport Town Centre including Lord Street and the Promenade Conservation Areas.

Decision Made: That

(1)      approval be given to the submission of a Second Round application for Heritage LotteryFunding for Southport Town Centre to the value of £1.63m as part of an overall project valued at £2.36m; and

(2)      subject to Heritage Lottery Fund approval of the Second Round application:

a)    approval be given to the submission of the Second Round bid

b)    approval be given to the provision of £200,000 of match funding over the course of the 5 year project; and

c)    it be noted that the Head of Economic Growth and Housing, will provide regular progress updates in briefings to the Cabinet Member for Planning and Building Control, and will deliver the project over the subsequent 5 years.

Reasons for Decision:

At the meeting on 2 November 2017, the Cabinet agreed to the recommendations set out which included:

1. Cabinet agrees to the resubmission of a Stage 1 application for Heritage Lottery Funding for Southport Town Centre;

2. That subject to approval of the Stage 1 application:

a) the Chief Planning Officer, in consultation with Cabinet Member for Planning and Building Control, is granted delegated authority to develop the Project for a Second Round application and that

b) prior to submission of the Second Round application, a further report is presented to Cabinet seeking its approval to proceed with the application and setting out the Partnership Funding arrangements and any required Council contribution.

c) £30,000 revenue funding is earmarked from within the Council’s Economic Growth Programme to support the application.

d) Note that based upon the current financial forecast for the £2.3m programme of works, that gap funding of £200,000 currently exists. In the event that this sum cannot be identified from external sources, the Council will be required to provide for this from its future years capital programme.

The First Round application was submitted in December 2017 and approved in June 2018 with Heritage Lottery Fund grant funding of £70,100 and Southport BID funding of £30,000. Since that time the Second Round application has been, and continues to be, worked up in order for submission in June 2019. Alternative external sources of match funding for the £200,000 required has not been able to be identified. The full value of the project is £2.36m.

Alternative Options Considered and Rejected:

The two Conservation Areas highlighted within the report were selected over others within the borough as they are currently classified as being "at risk" and so are in priority need of investment. The other four Conservation Areas "at risk" within the authority are not located within any Town Centre and do not have the identified need that would suit the individual eligibility criteria and outcomes  ...  view the full minutes text for item 91.