Agenda and minutes

Venue: Guildhall

Contact: Democratic Services Team Leader - Claire Chaplin Tel: 01905 722005 

Items
No. Item

10.

Declarations of Interest

To receive any declarations of interest.

Minutes:

The following declarations of interest were made:

 

Councillors Mrs L. Hodgson and Roberts – Commandery Museum Investment – Key Decision  (Minute 16) - As Members of Worcestershire County Council

11.

Public Participation

Up to a total of fifteen minutes can be allowed, with each speaker being allocated a maximum of five minutes, for members of the public to present a petition, ask a question or comment on any matter on the Agenda or within the remit of the Committee.

Minutes:

None.

12.

Minutes pdf icon PDF 35 KB

Of the meeting held on 16th June 2015 to be agreed and signed by the Chairman.

Minutes:

RESOLVED: That the minutes of the meeting held on 16th June 2015 be approved as a correct record and signed by the Chairman.

13.

Cleaner And Greener Service - Future Service Delivery - Key Decision pdf icon PDF 75 KB

THE CABINET MEMBER FOR CLEANER, GREENER AND SAFER CITY, COUNCILLOR ANDREW ROBERTS RECOMMENDS THAT CABINET:

1.           Agree to enter a joint procurement process with Wychavon District Council and Malvern Hills District Council using competitive dialogue, in accordance with the indicative timetable detailed in paragraph 8.3.

 

2.           Agree to explore joint contracting arrangements for household waste, recycling, green waste and trade waste within the framework of the joint procurement process.

 

3.           Agree to procure Worcester only contract(s) for Street Cleansing and Grounds Maintenance services within the framework of the joint procurement process.

 

4.           Note the proposed consultation arrangements as outlined in section 9. 

 

5.           Ask officers to report back to Cabinet the specifications of the services for approval and, subsequently, the outcome of the procurement exercise for consideration and agreement.

 

6.           Delegate to the Corporate Director Service Delivery in consultation with the Portfolio Holder development and agreement of project management arrangements, including member engagement and communications plan for joint procurement.

 

7.           Agree the release of up to £200,000 from the Transformation Change Reserve to meet the costs of procurement. 

 

8.           Note the outcome of discussions with Wychavon District Council and Malvern Hills District Council and professional advice received.

Minutes:

The Cabinet considered a report on progress in investigating the options for outsourcing parts of the Cleaner and Greener service. The Portfolio Holder for Cleaner, Greener and Safer City presented the report and highlighted the main points.  In summary, entering into a joint procurement process with Wychavon District Council and Malvern Hills District Council was recommended as the best way forward to achieve savings whilst maintaining service delivery standards. He recommended that Cabinet approve commencing a tendering process for services, and note the proposed scope and approach to future contracting arrangements.

 

Other Cabinet Members expressed support for the proposals, which supported the aims of the Corporate Plan 2015-20. The Leader and other Cabinet Members referred to the desire to maintain the high standards of the service.

 

Other Members present asked questions. In response, the Leader stated that the direction of travel for the service had been established in December 2014. The use of a competitive dialogue procurement would be an open process that would avoid misunderstanding.  It was proposed that Scrutiny Committee would have the opportunity to review the standards and contribute to the development of the specification for the procurement process. 

 

RESOLVED: That the Cabinet:

1.        agree to enter a joint procurement process with Wychavon District Council and Malvern Hills District Council using competitive dialogue, in accordance with the indicative timetable detailed in paragraph 8.3;

 

2.        agree to explore joint contracting arrangements for household waste, recycling, green waste and trade waste within the framework of the joint procurement process;

 

3.        agree to procure Worcester only contract(s) for Street Cleansing and Grounds Maintenance services within the framework of the joint procurement process;

 

4.        note the proposed consultation arrangements as outlined in section 9;

 

5.        ask officers to report back to Cabinet the specifications of the services for approval and, subsequently, the outcome of the procurement exercise for consideration and agreement;

 

6.        delegate to the Corporate Director Service Delivery in consultation with the Portfolio Holder development and agreement of project management arrangements, including member engagement and communications plan for joint procurement;

 

7.        agree the release of up to £200,000 from the Transformation Change Reserve to meet the costs of procurement; and 

 

8.        note the outcome of discussions with Wychavon District Council and Malvern Hills District Council and professional advice received.

14.

Gheluvelt Park Investments - Key Decision pdf icon PDF 47 KB

THE CABINET MEMBER FOR CLEANER, GREENER AND SAFER CITY, COUNCILLOR ANDY ROBERTS, RECOMMENDS:

 

1.           That Cabinet endorse the proposed scheme to provide new toilets at Gheluvelt Park as part of an enhanced facility by rebuilding the Sons of Rest building to also replace the existing community room and provide a refreshment kiosk.

 

2.           That Cabinet delegate to the Corporate Director, Service Delivery in consultation with the Cabinet Member for a Clean, Green & Safe City, to finalise the scheme design and procure works necessary to implement the scheme.

 

3.           That Cabinet approve funding of £200k New Homes Bonus towards this scheme

 

4.           That Cabinet authorise the s151 Officer to identify an additional source of funding from existing budgets to fund the scheme should the final cost exceed the allocated budget of £200k.

Minutes:

The Cabinet considered proposals to provide new toilets and enhanced customer and community facilities in Gheluvelt Park.  The Portfolio Holder for Cleaner, Greener and Safer City presented the report and highlighted the work undertaken with stakeholders to date and the main aspects of the proposed scheme, which would deliver one of the Corporate Plan investments identified in the 2015/16 budget.

 

Other Cabinet Members and other Members present expressed support for the proposals.

 

RESOLVED: That the Cabinet:

 

1.        endorse the proposed scheme to provide new toilets at Gheluvelt Park as part of an enhanced facility by rebuilding the Sons of Rest building to also replace the existing community room and provide a refreshment kiosk;

 

2.        delegate to the Corporate Director, Service Delivery in consultation with the Cabinet Member for a Clean, Green & Safe City, to finalise the scheme design and procure works necessary to implement the scheme;

 

3.        approve funding of £200k New Homes Bonus towards this scheme; and

 

4.        authorise the s151 Officer to identify an additional source of funding from existing budgets to fund the scheme should the final cost exceed the allocated budget of £200k.

15.

Diglis Public Realm Project - Key Decision pdf icon PDF 47 KB

THE CABINET MEMBER FOR CLEANER, GREENER & SAFER CITY, COUNCILLOR ANDY ROBERTS RECOMMENDS:

 

1.           That Cabinet note the progress made to date.

 

2.           That Cabinet endorse the project plan.

 

3.           To request that Cabinet delegate authority to the Corporate Director for Service Delivery, in consultation with the Cabinet Member for a Clean Green and Safe City, to procure works necessary to implement the project plan.

Additional documents:

Minutes:

The Cabinet considered an update on this project and the project plan to spend £665,609 of section 106 development funding.  The Portfolio Holder for Cleaner, Greener and Safer City presented the report and highlighted the background, progress to date and the main aspects of the proposed improvements.

 

Other Cabinet Members and other Members present expressed support for the proposals, which supported the Council’s corporate policies and would deliver significant benefits for both local residents and visitors. 

 

RESOLVED: That the Cabinet:

 

1.        note the progress made to date;

 

2.        endorse the project plan; and

 

3.        delegate authority to the Corporate Director for Service Delivery, in consultation with the Cabinet Member for a Clean Green and Safe City, to procure works necessary to implement the project plan.

16.

Commandery Museum Investment - Key Decision pdf icon PDF 47 KB

THE CABINET MEMBER FOR HISTORY, HERITAGE AND STRATEGIC HOUSING, COUNCILLOR LUCY HODGSON, RECOMMENDS THAT CABINET:

1.           Agree to the investment of up to £260,000 in improvements to the Commandery Museum as set out in this report, and agree that this is funded from the £200,000 New Homes Bonus previously set aside and £60,000 from Capital Receipts.

2.           Authorise further discussions with the Heritage Lottery Fund to clarify the potential for a bid to support the development of the Commandery.

Additional documents:

Minutes:

The Cabinet considered a proposal for investment of up to £260,000 for development of the Commandery Museum.  The Portfolio Holder for History, Heritage and Strategic Housing presented the report and highlighted the main points.

 

In summary, it was recommended that the Cabinet  agree the second of the two options for investment identified in the study from DCA Associates.  The report set out the detailed cost plan for these two options.  It was considered that option 2 provided the best opportunity to increase the level of income generated. The proposal had been endorsed by the Joint Museums Committee in June. A full business plan and pricing policy would be subject to a further decision by Cabinet early next year.

 

Other Cabinet Members expressed support for the proposals, which represented a significant investment in this historic and important building, and would provide an improved visitor offer.

 

RESOLVED: That the Cabinet:

 

1.        agree to the investment of up to £260,000 in improvements to the Commandery Museum as set out in this report, and agree that this is funded from the £200,000 New Homes Bonus previously set aside and £60,000 from Capital Receipts; and

 

2.        authorise further discussions with the Heritage Lottery Fund to clarify the potential for a bid to support the development of the Commandery.

17.

Crematorium Refurbishment pdf icon PDF 36 KB

THE ACTING HEAD OF PAID SERVICE, LESLEY MEAGHER RECOMMENDS:

 

1.        That Cabinet note the content of this report and the urgent decision made by the Acting Head of Paid Service.

Minutes:

The Cabinet were informed of an Executive Decision made by the Acting Head of Paid Service in consultation with the Leader of the Council to increase the capital budget allocation for the Crematorium refurbishment by up to £50k.

 

The Acting Head of Paid Service explained that the Cabinet had authorised officers to proceed with the refurbishment of chapel, public areas and back of house office facilities in October 2014.  There was a provisional capital allocation of up to £300k available for this work.

 

Whilst the original Cabinet report had given an outline costing of c£200k, it had become apparent that in order to carry out an appropriate standard of refurbishment works a greater budget would be required, within the capital allocation referred to above. The Architect was briefed to deliver works within a budget of £320k, which included £20k of routine maintenance works to be carried out as part of the project, and funded from revenue budgets.

 

Tenders were received ranging between £266k and £348k for the building works.  Accepting the lowest tender would give a total project cost, including fees and additional works identified during procurement, of £370k. 

 

RESOLVED: That Cabinet note the content of this report and the urgent decision made by the Acting Head of Paid Service.

18.

Proposed Performance Management Reporting 2015/16 pdf icon PDF 37 KB

THE CABINET MEMBER FOR RESOURCES, COUNCILLOR CHRIS MITCHELL RECOMMENDS:

 

1.           Cabinet endorse the proposed enhancements to the Performance Management report format for 2015/16 as illustrated at Appendix 1.

 

2.           Cabinet asks Portfolio Holders, in consultation with Service Managers, to define the performance measures and annual targets, for agreement by Cabinet in September 2015.

Additional documents:

Minutes:

The Cabinet received an update on the proposed performance management report content for 2015/16 and considered a draft enhanced performance management report format.  The Portfolio Holder for Resources presented the report and highlighted the main points.

 

Other Cabinet Members expressed support for the proposals, which would build on current performance management reporting and provide Councillors and the public with clear information on how well the Council was achieving its corporate plan objectives as well as statutory and service performance measures.

 

In response to questions from other Members present, the Leader stated that the purpose of the report was to establish the overall approach to performance reporting.  The role of Performance Management and Budget Scrutiny Committee was acknowledged, and that Committee would have an opportunity to consider the proposed measures and targets, which would then be agreed by Cabinet in September 2015.

 

RESOLVED: That the Cabinet:

 

1.        endorse the proposed enhancements to the Performance Management report format for 2015/16 as illustrated at Appendix 1; and

 

2.        ask Portfolio Holders, in consultation with Service Managers, to define the performance measures and annual targets, for agreement by Cabinet in September 2015.

19.

Treasury Management Annual Report - 2014/2015 pdf icon PDF 69 KB

The CABINET MEMBER FOR RESOURCES, COUNCILLOR CHRIS MITCHELL, RECOMMENDS:

 

1.           That Cabinet review the details included within the Treasury Management Annual Report for 2014/15, and consider any action they wish to take as a result of that information.

 

2.           That in accordance with the CIPFA Treasury Management Code, the Treasury Management Annual Report for 2014/15 be referred for information to Full Council in September 2015.

Minutes:

The Cabinet considered the Treasury Management Annual Report for 2014/15.  The Portfolio Holder for Resources explained that the Report had been referred to the June meeting of Performance Management and Budget Scrutiny Committee and, in accordance with the CIPFA Treasury Management Code, would be referred for information to full Council in September.

 

Reference was made to the discussion that had taken place at Performance Management and Budget Scrutiny Committee.  The Committee had discussed the Council’s position on borrowing for capital purposes and had highlighted the future impact of the new swimming pool.  The report would be referred to the September Council meeting and there would be an opportunity for further debate there. 

 

RESOLVED: That:

 

1.    the Cabinet note the details included within the Treasury Management Annual Report for 2014/15; and

 

2.    in accordance with the CIPFA Treasury Management Code, the Treasury Management Annual Report for 2014/15 be referred for information to Full Council in September 2015.

20.

Any Other Business

Which in the opinion of the Chairman is of sufficient urgency as to warrant consideration.

Minutes:

None.

21.

Item Involving the Disclosure of Exempt Information

The Cabinet is invited to pass the following resolution:-

 

That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of information as defined in Schedule 12A of the said Act.

 

Minutes:

None.