Agenda, decisions and minutes

An apology for absence had been received from Councillor S. Kasumu (Executive Member, Environment and Climate Change).

To confirm as a correct record the Minutes of the meeting held on 4 October 2022 (previously circulated).

The Minutes of the meeting held on 4 October 2022 were approved as a correct record and noted by the Chairman.

Report of the Assistant Director (Legal and Governance) on the status of actions agreed at the last Cabinet meeting.

The status of actions agreed at the Cabinet meeting on 4 October 2022 and for decisions taken by Cabinet Members exercising their individual delegated powers between 26 September 2022 to 21 October 2022 in the report of the Assistant Director (Legal and Governance) were noted.

To note declarations of Members’ disclosable pecuniary interests, non-disclosable pecuniary interests and non-pecuniary interests in respect of items on the Agenda.

Councillors S. Boulton, T. Kingsbury and F. Thomson each declared a non-pecuniary interest in items on the Agenda as Members of Hertfordshire County Council.

To consider the following items for decision in the current Forward Plan:-

The following items for decision in the current Forward Plan was considered:-

Report of the Service Director (Property Maintenance and Climate Change) considering the procurement process undertaken for the refurbishment of the Chilton Green scheme.

Cabinet agreed that the contract for the refurbishment of Chilton Green is awarded to Mulalley and Co Limited.

Report of the Service Director (Property Maintenance and Climate Change) considering the procurement process undertaken for the refurbishment of the Chilton Green scheme.

(1)         The Decision Taken

RESOLVED:

(unanimous)

Cabinet agreed that the contract for the refurbishment of Chilton Green is awarded to Mulalley and Co Limited.

(2)         Reasons for the Decision

The report set out a recommendation to appoint Mullalley and Co Ltd to carry out the refurbishment of the Chilton Green Sheltered Scheme.

The works included replacing the fire alarm and upgrading works to communal areas including a new kitchen, new laundry and communal doors together with replacement floor coverings and decorating.

The project had been procured in accordance with the Council’s Contract Procedure Rules and Public Contracts Regulations 2015. Nine bids were received and Mullaley and Co were the highest scoring bidder.

(Note: Cabinet agreed both the Part 1 and Part 2 decision for this item so a confidential discussion in Part 2 was not needed).

Report of the Service Director (Property Maintenance and Climate Change) recommending the appointment of a contractor on an interim basis to carry out asbestos surveys on the housing stock and to then procure a long-term arrangement.

(1)   In accordance with section 31f of the Contract Procedure Rules (where the Cabinet agreed a report from a Corporate Director or Chief Executive detailing a case where it is to the advantage of the Council that these rules should be waived) a direct award (for a period of six months) for Asbestos Services was made to GBNS Partnership Limited; and,

(2)   Cabinet agreed to a full procurement exercise for a long-term contract.

Report of the Service Director (Property Maintenance and Climate Change) recommending the appointment of a contractor on an interim basis to carry out asbestos surveys on the housing stock and to then procure a long-term arrangement.

(1)         The Decision Taken

RESOLVED:

(unanimous)

(1)  In accordance with section 31f of the Contract Procedure Rules (where the Cabinet agreed a report from a Corporate Director or Chief Executive detailing a case where it is to the advantage of the Council that these rules should be waived) a direct award (for a period of six months) for Asbestos Services was made to GBNS Partnership Limited; and,

(2)   Cabinet agreed to a full procurement exercise for a long-term contract.

(2)       Reasons for the Decision

The report set out a recommendation to appoint a Contractor on an interim basis to carry out asbestos surveys on the housing stock and to then procure a long-term arrangement.

Asbestos surveys and testing are required prior to any intrusive works taking place in the housing stock. During the mobilisation of the new Repairs Contractor, it was identified that engaging directly with an Asbestos Contractor would improve data control, provide independence and value for money.

GBNS Partnership Ltd have been working with the Council as a subcontractor for several years and were fully compliant and understand the Council’s Policies and Procedures.

Report of the Service Director (Property Maintenance and Climate Change) on the appointment of a contractor for mechanical and electrical services.

(1)   Cabinet agreed to award the contract for M&E Services to RGE Services Limited for a three year period with a possible extension of up to two years, commencing on 1 April 2023.

(2)   The award is, subject to conclusion of the 30 day leaseholder engagement period under Section 20 of the Landlord and Tenant Act 1985 (and regard being had of any representations) and subject to the expiry of the mandatory standstill period.

Report of the Service Director (Property Maintenance and Climate Change) on the appointment of a contractor for mechanical and electrical services.

(1)         The Decision Taken

RESOLVED:

(unanimous)

(1)  Cabinet agreed to award the contract for M&E Services to RGE Services Limited for a three year period with a possible extension of up to two years, commencing on 1 April 2023.

(2)  The award is, subject to conclusion of the 30 day leaseholder engagement period under Section 20 of the Landlord and Tenant Act 1985 (and regard being had of any representations) and subject to the expiry of the mandatory standstill period.

(2)        Reasons for the Decision

The report set out a recommendation to appoint RGE Services Ltd to deliver mechanical and electrical services.

Services have been combined under one new contract to deliver Door Entry Installation Maintenance, Fire Alarm Maintenance and Communal Mechanical & Electrical Works.

The project had been procured in accordance with the Council’s Contract Procedure Rules and Public Contracts Regulations 2015. Seven bids were received and RGE Services Ltd were the highest scoring bidder.

(Note: Cabinet agreed both the Part 1 and Part 2 decision for this item so a confidential discussion in Part 2 was not needed).

Report of the Executive Director (Finance and Transformation) updating regarding the Sopra Steria exit.

(1)   Cabinet noted the update on the service strands for the Sopra Steria Exit.

(2)   Cabinet agreed to delegate authority to the Executive Director (Finance and Transformation) in consultation with the Leader and the Executive Member (Resources and Planning) to determine the preferred delivery route of Revenues and Benefits services.

(3)   Cabinet agreed to delegate authority to the Executive Member (Resources and Planning) to award a contract for Revenues and Benefits using the Crown Commercial Services Framework, if outsourcing is determined to be the preferred delivery route.

(4)   Cabinet agreed to delegate the award of the following contracts to the Executive Member (Governance, IT and Public Health).

• Network Telephony

• Hosting Managed Services

• End User Services

(5)   Cabinet agreed to delegate approval to the Executive Director (Finance and Transformation) in consultation with the Executive Member (Planning and Resources) to finalise and approve the Exit Agreement with Sopra Steria.

Report of the Executive Director (Finance and Transformation) updating regarding the Sopra Steria exit.

(1)          The Decision Taken

RESOLVED:

(unanimous)

(1)  Cabinet noted the update on the service strands for the Sopra Steria Exit.

(2)  Cabinet agreed to delegate authority to the Executive Director (Finance and Transformation) in consultation with the Leader and the Executive Member (Resources and Planning) to determine the preferred delivery route of Revenues and Benefits services.

(3)  Cabinet agreed to delegate authority to the Executive Member (Resources and Planning) to award a contract for Revenues and Benefits using the Crown Commercial Services Framework, if outsourcing is determined to be the preferred delivery route.

(4)  Cabinet agreed to delegate the award of the following contracts to the Executive Member (Governance, IT and Public Health).

• Network Telephony

• Hosting Managed Services

• End User Services

(5)  Cabinet agreed to delegate approval to the Executive Director (Finance and Transformation) in consultation with the Executive Member (Planning and Resources) to finalise and approve the Exit Agreement with Sopra Steria.

(2)        Reasons for the Decision

Good progress had been made on the customer services insourcing, with services due to come back to the council from 1 December 2022. Staff consultations are continuing and the transfer is on track for the target date.

For ICT, submissions for the three separate tenders have now been returned and officers are working through the evaluations of bids. Once reviewed, the new internal structure can also be finalised. Staff will be consulted from January and the new ICT model will be in place from 1 April 2023.

With the Revenues and Benefits Service, the exploration into the shared partnership proved not to be successful. Whilst there are always risks around the transfer of staff, the partnership felt these risks were too great, and were not open to expanding the partnership at this stage. The original options appraisal suggested the next best approach to delivering the service, would be to continue to outsource. Officers had been preparing documentation for a tender process in case the partnership exploration was not successful, and a tender process was launched on the day the council heard from East Herts that an expanded partnership would not be possible. Officers were also exploring in house options.

Report of the Executive Director (Finance and Transformation) on the capital expenditure and associated capital funding as at the end of Quarter 2.

(1)   Cabinet noted the capital forecast outturn position as shown in Table 1.

(2)   Cabinet approved the virements set out in Section 3.4.5.

(3)   Cabinet noted the forecast position as at 30 September 2022 for funding of the capital programme and reserve balances as reflected in Table 2.

Report of the Executive Director (Finance and Transformation) on the capital expenditure and associated capital funding as at the end of Quarter 2.

The current forecast expenditure is £150.1M against a budget of £176.4M, although it should be noted this included Now Housing forecast expenditure for which officers were considering the impact of new legislation.

The £26.2M underspend was made up of a net position between £26.3M rephasing of capital expenditure in to 2023/24, and an overspend of £2.2M on specific schemes.

There is a £500k overspend forecast on the general fund against the crematorium and Tewin Road depot, of this the council will recover £200k from Hertfordshire County Council. These were reported at quarter one, although the forecast overspend had been reduced.

On the Housing Revenue Account, a number of virements had been set out in the report to realign the capital budget in order to fund the central heating programme. The variances and rephasing of schemes is set out in detail within section 3.4 of the report.

RESOLVED:

(unanimous)

(1)   Cabinet noted the capital forecast outturn position as shown in Table 1.

(2)   Cabinet approved the virements set out in Section 3.4.5.

(3)   Cabinet noted the forecast position as at 30 September 2022 for funding of the capital programme and reserve balances as reflected in Table 2.

Report of the Executive Director (Finance and Transformation) on the forecast revenue outturn position as at 30 September 2022 for the financial year 2022-23 and outlines the main variances from the original budget for both the General Fund (GF) and Housing Revenue Account (HRA).

(1)   Cabinet noted the revenue forecast outturn position as at Quarter 2 (30 September 2022).

(2)   Cabinet approved the virements set out in Section 3.1.2 of the report.

(3)   Cabinet noted the position on debts set out in Section 5 of the report.

Report of the Executive Director (Finance and Transformation) on the forecast revenue outturn position as at 30 September 2022 for the financial year 2022-23 outlining the main variances from the original budget for both the General Fund (GF) and Housing Revenue Account (HRA).

On the General Fund, the overspend forecast on the net controllable services budget had reduced from £2.1M at quarter one to £1.9M at the end of quarter two. The table in 3.2.2 in the report set out the key changes in the forecasts from quarter one.

Borrowing has been lower than budgeted, along with holding higher balances and increasing interest rates, so forecasts have also been adjusted on the interest income and expense.

As part of the budget setting process for 2023/24, a budget reset exercise has also identified savings that can be taken during the current financial year.

These additional changes from quarter one have reduced the additional drawdown from the general reserves from £1.4M to £900k at the end of quarter two.

On the HRA, the deficit from quarter one, which stood at £223k, had reduced to £203k.

The appendices to the report showed the detailed variances by service, which have now been aligned to the new senior management structure.

RESOLVED:

(unanimous)

(1)   Cabinet noted the revenue forecast outturn position as at Quarter 2 (30 September 2022).

(2)   Cabinet approved the virements set out in Section 3.1.2 of the report.

(3)   Cabinet noted the position on debts set out in Section 5 of the report.

Report of the Executive Director (Finance and Transformation) summarising strategic performance data for Quarter 2 for 2022/23.

Cabinet noted the contents of the report and approved any proposed actions highlighted in the appendices.

Report of the Executive Director (Finance and Transformation) summarising strategic performance data for Quarter 2 for 2022/23.

Of the performance to date, 75% of projects have either been completed, or are on track for completions, which was very positive. No projects were reported as red.

In terms of the council’s indicators, it is positive to say that around two thirds of the council’s indicators were on, or exceeding target, and around 3% which were within tolerance. The council are working closely to put plans in place for those that are not in target, although it is also recognised that some of these have been impacted by the cost of living crisis.

RESOLVED:

(unanimous)

Cabinet noted the contents of the report and approved any proposed actions highlighted in the appendices.

Report of the Executive Director (Finance and Transformation) summarising the Council’s key achievements and service improvements for Quarter 2 of 2022-23.

Cabinet noted the report and contents of the Achievements List.

Report of the Executive Director (Finance and Transformation) summarising the Council’s key achievements and service improvements for Quarter 2 of 2022-23.

The report summarised the key achievements for the second quarter of the year. These included:

·       very successful This Girl Can programme, with over 70 sports and leisure activities arranged;

·       the Big Summer events between 25 July and 14 August;

·       The first ever Hatfield Community Fair in White Lion Square, Hatfield;

·       The unveiling of the show apartments at the Minster House Development; and,

·       The quick pace at which Officers arranged the proclamation ceremony of the accession of His Majesty King Charles III in Welwyn Garden City.

Cabinet members thanked officers for their hard work.

RESOLVED:

(unanimous)

Cabinet noted the report and contents of the Achievements List.