Agenda and minutes

That the minutes of the meeting of the Cabinet held on 3 December 2018 be confirmed and signed as an accurate record of the proceedings, and that the outstanding actions be noted.

Apologies for Absence were received from Councillor Sue Macmillan.

1.         To note the forecast General Fund outturn and require the Strategic Leadership Team and Cabinet to identify further mitigating actions that offset the forecast overspend.

2.         To increase the sum set aside in reserves for the forecast overspend against the High Needs Block and Early Years Block Dedicated Schools Grant by £0.8m to £14.432m.

3.         To note the HRA forecast underspend.

1.         That the Chief Executive, in consultation with the Cabinet Member for Finance and Commercial Services, be delegated authority to vary the Total Facilities Management Contract and enter into any legal agreement as is necessary in order to enable the contract to be terminated.

2.         That the Chief Executive, in consultation with the Cabinet Member for Finance and Commercial Services, be delegated authority to terminate the Total Facilities Management contract once commercial terms have been finalised.

3.         That the council’s future facilities management maintenance and operations is undertaken by an in-house management team supported by in-house staff and specialist contractors.

That Cabinet approves the contract to be awarded to Water Plus for a four-year period (with a penalty-free break clause after year two) at an estimated contract value of £0.92m over the 4-year period.

To approve the amended Local Discretionary Business Rate Relief Scheme to provide support, by way of the Government Grant, to certain ratepayers who face an increase in their Business Rates bills for the financial year 2018/19 through to 2020/21

1.1.       That Currie and Brown Consultancy be appointed as Client Technical Advisor for the Hammersmith Town Hall Refurbishment Project at a fixed fee of £361,477.40.   This is a fixed price contract for three years.

a.    That approval be given to appoint Currie & Brown for the Whole Refurbishment Project Scope of Services including Post Construction Stage Services.  The key services for the stages are:

·         Pre-Construction Stage:(Surveys, Technical Work, Development of Client/Employers Technical Requirements for Detailed Design)

·         Construction Delivery Stage- including Project Management of the Fit-Out Phase of the programme

·         Post Construction– Commissioning Phase, Defects Period, After Care and Life Cycle Advice.  This also includes advice on Operations and Maintenance

1.2.       That the Construction, Fit Out and Post Construction Stages of this appointment proceeds once the overall scheme receives Planning Permission and subject to Cabinet Approval.

1.3.       To approve a budget of £261,477.40 for Construction, Fit Out and Post Construction stages of the Technical Advisorfees, taking the total budget for Technical Advisor fees proposed for all the stages of this three years programme to £361,477.40. 

1.4.       To note that Cabinet has already approved a budget of £100,000.00 for the pre-construction stage (surveys and technical works) for this scheme.  Please see: West King Street Cabinet Report 9^th July 2018 - [Report Item 2.8] 

1.5.       That approval be granted to enable the Technical Advisor to mobilise and prepare for detailed pre-construction surveys and design works expected to start in late Autumn 2018.

1.6.       That retrospective approval be given for the Procurement Process followed as advised in Item 12.3 of this report.   

Councillor Cowan stated that this substantial new proposal followed a previous one where the developer demolished the local cinema before telling the Council they were no longer able to meet the contract to deliver homes. The Council had now achieved a better contract that would deliver 204 homes, with 52% affordable housing, which would change the nature of the Town Hall to a Civic Campus for many purposes, at no cost to the Council. Councillor Cowan congratulated Jo Rowland, the Strategic Director for Growth and Place, and her team for achieving this major tribute.

RESOLVED:

1.1.       To approve the Strategic Outline Business Case for delivery of the West King Street Renewal Programme attached at Appendix 1 in the exempt part of the Cabinet agenda;

1.2.        To approve a budget of £1.7 million to fund the client-side West King Street Renewal and Town Hall refurbishment programme delivery team for the period April 2019 to March 2023, to be funded from capital or revenue reserves, and delegate final confirmation of funding to the Strategic Director for Finance and Governance in consultation with the Leader of the Council and the Cabinet Member for Finance and Commercial Services;

1.3.        To waive Contract Standing Order (CSO) 3 the CSO 8 for a procurement strategy to be approved for contracts over £100,000 for the two contracts (i) and (ii) below on the grounds that this is in the Council’s overall interests due to there being insufficient time to obtain approval for the Procurement Strategy, and delegate authority to the Chief Executive in consultation with the Cabinet Member for the Economy and the Arts, to approve the award of the following services contracts, following CSO and EU procurement rules-compliant appointment exercises:

i.      a client-side West King Street Renewal and Town Hall refurbishment programme delivery team; and

ii.     services required to enable the relocation of Council services from the Town Hall site to alternative temporary or permanent locations (including move management and clearance services and CCTV network relocation services);

1.4.        To approve an additional budget as set out in recommendation 2.4 in the exempt report, to fund the decant programme (i.e. the declutter of existing office accommodation, preparing staff, planning and undertaking physical moves), the staff resources required to effectively deliver the decant programme and the increased revenue costs of moving to decant accommodation for up to five years during the development period, to be funded from revenue reserves, and delegate final confirmation of reserves funding to be determined by the Strategic Director for Finance and Governance in consultation with the Leader and the Cabinet Member for Finance and Commercial Services.

1.5.        In relation to the procurement of furniture and fit out works for the decant properties, to waive in accordance with Contract Standing Order (CSO) 3:

i.      the requirement of CSO 8 for a procurement strategy to be approved for contracts over £100K, and  

ii.     the requirement of CSO 10 to seek competitive tenders,

in both cases on the basis that this is in the Council’s  ...  view the full minutes text for item 87.

1.    To approve the use of the powers provided by the Housing and Planning Act 2016 and authorise the Interim Assistant Director for Regulatory Services to use these powers.

2.    To approve the statement of principles policy in relation to civil penalties as an alternative to prosecution, contained in Appendix A, including the charges for Civil Penalty Notices.

3.    To approve that the revenue arising from civil penalties and Rent Repayment Orders will be retained within the Environmental Health Department to meet the legal or administrative costs and expenses incurred in, and associated with, discharging its enforcement functions under Parts 1–4 of the Housing Act 2004 or under Part 2 of the 2016 Act, in relation to the private rented sector.

4.    To approve the amendment to the Council’s Environmental Health Enforcement Policy, which will be updated to take account of the enforcement powers introduced by the 2016 Act.

1.    To approve the Asset Management Strategy as set out in appendix A.

2.    To delegate approval to Strategic Director of Growth and Place in consultation with the Cabinet Member for Housing of the annual delivery plan to achieve the objectives set out in the Asset Management Strategy.

3.    To delegate to the Strategic Director of Growth and Place to put in place necessary measures to consult with residents on the Asset Management Strategy.

1.         That Cabinet agrees the strategic framework in relation to the Specialist Housing Programme, and its key principle of the right home with the right support at the right time as the basis to improve outcomes for residents.

2.         That Cabinet approves a waiver of the Contract Standing Orders requirement to seek competitive tenders prior to contract award to enable the Council to directly award a range of contracts to incumbent providers. This will enable holistic, strategic commissioning of the Specialist Housing pathway.

3.         That Cabinet agrees that officers will present further reports which will set out full procurement strategies and strategic business cases in relation to the care leavers and young people, rough sleeping, and mental health pathways.

4.         To approve a direct award of contracts to providers, as set out in table 1 in the exempt report, to enable a consolidated strategic re-commissioning approach.

The Key Decision List was noted.

That under Section 100A (4) of the Local Government Act 1972, the public and press be excluded from the meeting during consideration of the remaining items of business on the grounds that they contain information relating to the financial or business affairs of a person (including the authority) as defined in paragraph 3 of Schedule 12A of the Act, and that the public interest in maintaining the exemption currently outweighs the public interest in disclosing the information.

The following is a public summary of the exempt information under S.100C (2) of the Local Government Act 1972.  Exempt minutes exist as a separate document