Agenda, decisions and minutes

Cabinet
Tuesday 7th April 2020 7.30 pm

Venue: Council Chamber, Council Offices, The Campus, Welwyn Garden City, Herts, AL8 6AE

Contact: Alison Marston 

Note: The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020) come into force on Saturday 4 April 2020 to enable councils to hold remote committee meetings during the Covid 19 pandemic period. This is to ensure local authorities can conduct business during this current public health emergency. This meeting of Cabinet will be held remotely under these regulations, via the Zoom application and will be webcast, to ensure accessibility by the public and press. For this meeting, If you wish to ask a question of Cabinet on any item on the agenda, please submit these in writing to a.marston@welhat.gov.uk by 5.15 pm on Monday 6 April 2020. Your question and the answer to it will be read out by the Chairman or relevant portfolio holder at the meeting and will be published with the minutes of the meeting. 

Items
No. Item

Cabinet Members expressed their thanks to everyone working hard to keep us and our communities safe in this current time.

122.

MINUTES

To confirm as a correct record the Minutes of the meeting held on 10 March 2020 (previously circulated).

Minutes:

The Minutes of the meeting held on 10 March 2020 were approved as a correct record and signed by the Chairman.

123.

ACTIONS STATUS REPORT pdf icon PDF 75 KB

Report of the Corporate Director (Public Protection, Planning and Governance) on the status of actions agreed at the last Cabinet meeting.

Minutes:

The status of actions agreed at the Cabinet meeting on 10 March 2020 in the report of the Corporate Director (Public Protection, Planning and Governance) was noted.

124.

DECLARATIONS OF INTERESTS BY MEMBERS

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

Minutes:

Councillor D.Bell declared a non-pecuniary interest in Agenda Item 11(a) Award of Contract for Fire Avoidance Works as a shareholder of the winning bidding company.

 

Council F.Thomson declared a non-pecuniary interest in Agenda Item 7 – Introduction of Resident Permit Parking schemes, Parking Places and other waiting restrictions as a Member of the Handside Ward.

125.

INTRODUCTION OF RESIDENT PERMIT PARKING SCHEMES, PARKING PLACES AND OTHER WAITING RESTRICTIONS, TOGETHER WITH A VERGE PROTECTION ORDER IN VARIOUS ROADS, HANDSIDE WARD, WELWYN GARDEN CITY pdf icon PDF 227 KB

Report of the Corporate Director (Resources, Environment and Cultural Services) on a proposed traffic regulation order and the objections received.

Additional documents:

Decision:

This item was withdrawn from the Cabinet meeting due to the fact that some late representations were made to the parking restriction proposals set out in the report.

Minutes:

This item was withdrawn from the Cabinet meeting due to the fact that some late representations were made to the parking restriction proposals set out in the report. Cabinet gave them due considerations and at the same time allowed Cabinet Planning and Parking Panel to have a chance to discuss the report.

 

(Note:  Councillor F.Thomson declared an interest in this item – Minute 124 refers).

126.

APPOINTMENT OF CHIEF EXECUTIVE TO WELWYN GARDEN CITY BUSINESS IMPROVEMENT DISTRICT BOARD pdf icon PDF 182 KB

Report of the Corporate Director (Housing and Communities) on the nomination of the Chief Executive as a Director of the Welwyn Garden Bid Board.

Decision:

(1)     Cabinet agreed to nominate the Chief Executive Officer of the Council to sit as a Director on the Welwyn Garden City Business Improvement District Limited Board.

 

(2)     Cabinet noted that the current arrangements, whereby the relevant portfolio holder and council senior officers attended the Board by invitation will continue.

Minutes:

Report of the Corporate Director (Housing and Communities) on the nomination of the Chief Executive as a Director of the Welwyn Garden Bid Board.

 

Welwyn Garden City Business Improvement District (WGCBID) was formed in April 2017.

 

The WGCBID represented a large number of retailers and other businesses within the town.

 

The council had a reserved position on the Board of WGCBID for a nominated representative to sit as a Director of the Company.  The Executive Member (Regeneration, Economic Development and Partnerships) currently attended the Board meetings as an observer for the council, but is not a Director of the Company.

 

The Head of Community and Housing Strategy and the Head of Planning have attended the Board meetings by invitation, but neither are Directors of the Company.

 

RESOLVED:

 

(1)     Cabinet agreed to nominate the Chief Executive Officer of the Council to sit as a Director on the Welwyn Garden City Business Improvement District Limited Board.

 

(2)     Cabinet noted that the current arrangements, whereby the relevant portfolio holder and council senior officers attended the Board by invitation will continue.

127.

EXCLUSION OF PRESS AND PUBLIC

The Cabinet is asked to resolve:

 

That under Section 100(A)(2) and (4) of the Local Government Act 1972, the press and public be now excluded from the meeting for Items 11 and 12 on the grounds that they involve the likely disclosure of confidential or exempt information as defined in Section 100(A)(3) and Paragraph 3 (private financial or business information) of Part 1 of Schedule 12A of the said Act (as amended).

 

In resolving to exclude the public in respect of the exempt information, it is considered that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Minutes:

RESOLVED:

 

That under Section 100(A)(2) and (4) of the Local Government Act 1972, the press and public be now excluded from the meeting for Agenda item 11 (Minute 128 refer) on the grounds that they involved the likely disclosure of confidential or exempt information as defined in Section 100A(3) and paragraph 3 (private financial or business information) of Part 1 of Schedule 12A of the said Act (as amended). 

 

In resolving to exclude the public in respect of the exempt information, it was considered that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

128.

ITEMS OF AN EXEMPT NATURE REQUIRING KEY DECISION

To consider the following item of an exempt nature:-

 

Minutes:

The following items of an exempt nature for decision in the current Forward Plan were considered:-

128a

Award of Contract for Fire Avoidance Works (Forward Plan Reference FP960)

Exempt report of the Corporate Director (Housing and Communities) on the award of contract for these works.

Decision:

Cabinet noted a four year framework contract (commencing in May 2020), for Fire Avoidance Works be awarded to Kier Services Limited.

Minutes:

Exempt report of the Corporate Director (Housing and Communities) on the award of contract for these works.

 

(1)        The Decision Taken

 

RESOLVED:

 

Cabinet noted a four year framework contract for Fire Avoidance Works be awarded to Kier Services Limited.

 

(2)        Reasons for the Decision

 

The Council required a 3rd party accredited contractor to carry out fire-proofing work on an ad-hoc basis and on planned programmed works to communal housing blocks.  Works included the installation of fire-resistant doors and windows, compartmentation works in loft spaces and fire-stopping breaches in walls and ceilings.

 

Following agreement to the evaluation criteria by the General Procurement Board, a procurement process was undertaken.

 

(Note:  Councillor D.Bell declared an interest in this item – Minute 124 refers).

128b

Award of Build Contract for the Demolition of Existing Sheltered Housing and the Build of 90 New Flats for Sheltered Housing at Minster Close, Hatfield as Part of Council's Affordable Housing Programme (Forward Plan Reference FP968)

Exempt report of the Corporate Director (Housing and Communities) on the award of contract for this redevelopment.

Decision:

(1)     An interim agreement was entered into with RG Carter Cambridge Limited for a period of up to 6 months to ensure continuity of the project.

 

(2)     Authority was delegated to the Corporate Director (Housing & Communities), in consultation with the Executive Member for Housing & Communities to award the construction contract to RG Carter Cambridge Limited.

Minutes:

Exempt report of the Corporate Director (Housing and Communities) on the award of contract for this redevelopment.

 

(1)        The Decision Taken

 

RESOLVED:

 

(1)       An interim agreement was entered into with RG Carter Cambridge Limited for a period of up to 6 months to ensure continuity of the project.

 

(2)       Authority was delegated to the Corporate Director (Housing & Communities), in consultation with the Executive Member for Housing & Communities to award the construction contract to RG Carter Cambridge Limited.

 

(2)        Reasons for the Decision

 

On 5 August 2014 Cabinet agreed to the establishment of a Member Procurement Board to oversee the selection of construction companies within the Affordable Housing Programme (AHP).

 

On 6 November 2018 Cabinet agreed the recommendations set out in a report outlining the redevelopment proposals for Minster Close, Hatfield. The proposal being to demolish the existing flats and bungalows of council owned sheltered accommodation and provide a much larger, state of the art modern sheltered housing scheme for the over 55s within the AHP.

 

On 6 August 2019 Cabinet agreed to the recommendation of the AHP Procurement Board and approved the award of the Pre Construction Services Agreement (PCSA) for the redevelopment of Minster Close to RG Carter Cambridge Limited.

128c

Procurement of a Digital Platform (Customer Relationship Management System, Forms and Customer Portal) (Forward Plan Reference FP978)

Exempt report of the Corporate Director (Resources, Environment and Cultural Services) on the procurement of a digital platform.

Decision:

(1)     The Cabinet approved the appointment of The Jadu Limited through G-Cloud to provide the digital platform.

 

(2)     In addition to the platform implementation, an initial bank of 30 consultancy/technical/development days were approved to support the start of the transformation programme as required by the Modernisation Board and Delivery Groups.

 

(3)     Further requirements for support days and system improvements were delegated to the Modernisation Board based upon the presentation of business cases.

 

(4)     A review was undertaken in the lead up to the expiry of the Councils contract for its content management system (CMS) to understand if additional benefits can be derived from moving the CMS to the Jadu suite of tools.

Minutes:

Exempt report of the Corporate Director (Resources, Environment and Cultural Services) on the procurement of a digital platform.

 

(1)        The Decision Taken

 

RESOLVED

 

(1)     The Cabinet approved the appointment of The Jadu Limited through G-Cloud to provide the digital platform.

 

(2)     In addition to the platform implementation, an initial bank of 30 consultancy/technical/development days were approved to support the start of the transformation programme as required by the Modernisation Board and Delivery Groups.

 

(3)     Further requirements for support days and system improvements were delegated to the Modernisation Board based upon the presentation of business cases.

 

(4)     A review was undertaken in the lead up to the expiry of the Councils contract for its content management system (CMS) to understand if additional benefits can be derived from moving the CMS to the Jadu suite of tools.

 

(2)        Reasons for the Decision

 

Following on from the approval of the Digital Strategy in late 2019, the report provided an update to one of the key actions of the strategy, the procurement of a digital platform.

 

The platform provided some of the key tools required to review and shape customer journeys, modernising the way customers can interact with the Council.

 

The General Procurement Board oversaw the procurement process and had made the recommendation to Cabinet on the appointment of the preferred provider.

128d

Award of Contract for Intranet Platform (Forward Plan Reference FP959)

Exempt report of the Corporate Director (Resources, Environment and Cultural Services) on the award of contract for the supply and maintenance of an intranet platform.

Decision:

Cabinet approved a three-year contract (commencing in April 2020 with the option to extend to five years) for the supply and maintenance of an intranet platform with SORCE Ltd.

Minutes:

Exempt report of the Corporate Director (Resources, Environment and Cultural Services) on the award of contract for the supply and maintenance of an intranet platform.

 

(1)        The Decision Taken

 

RESOLVED:

 

Cabinet approved a three-year contract for the supply and maintenance of an intranet platform with SORCE Ltd.

 

(2)        Reasons for the Decision

 

The current intranet is built using SharePoint 2003 which is no longer supported by Microsoft. This has resulted in increased issues of incompatibility with modern browsers, security and accessibility, so must be replaced.

 

The Council required a 3rd party contractor to supply and maintain an intranet platform which would enhance the use of Office 365 and SharePoint Online providing an easy to use intranet available to all staff and Members from any device.

128e

Phase Three Garage Site Redevelopment - Affordable Housing Programme (Forward Plan Reference FP955)

Exempt report of the Corporate Director (Housing and Communities) giving a progress update on the feasibility and development appraisals of three further garage sites and the procurement process to seek a construction partner to deliver the schemes.

Decision:

(1)     Cabinet approved the update in relation to these three sites in Hatfield in the Phase Three garage site development programme.

 

(2)     Cabinet approved the three garage sites be appropriated at the end of April 2020 from the General Fund to the Housing Revenue Account for the values set out in the financial implications.

Minutes:

Exempt report of the Corporate Director (Housing and Communities) giving a progress update on the feasibility and development appraisals of three further garage sites and the procurement process to seek a construction partner to deliver the schemes.

 

(1)        The Decision Taken

 

RESOLVED:

 

(1)     Cabinet approved the update in relation to these three sites in Hatfield in the Phase Three garage site development programme.

 

(2)     Cabinet approved the three garage sites be appropriated at the end of April 2020 from the General Fund to the Housing Revenue Account for the values set out in the financial implications.

 

(2)        Reasons for the Decision

 

On 5 March 2019 Cabinet agreed that seven garage sites were to be included in the council’s Affordable Housing Programme and be submitted for planning approval and that a further report would be brought to Cabinet to provide an update on the detailed plans and feasibility work undertaken.