Agenda and minutes

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Contact: Alison James  Michael Garraway

Items
No. Item

1.

Declarations of Interest

    Members are required to declare any disclosable pecuniary, personal or personal and prejudicial interests they may have and the nature of those interests relating to items on this agenda and/or indicate if S106 of the Local Government Finance Act 1992 applies to them.   

    Minutes:

    There were no declarations of interest.

2.

Urgent Items of Business

3.

Items for Exclusion of Public and Press

4.

Minutes pdf icon PDF 81 KB

5.

Appointment of the Property Growth Fund Sub-Committee for 2018/2019 pdf icon PDF 93 KB

    To consider the appointment of Cabinet Members the Property Growth Fund Sub-Committee for 2018/2019.

    Minutes:

    Cabinet considered the report of the Director of Resources which requested the appointment of Cabinet Members to the Property Growth Fund Sub-Committee for 2018/2019.

     

    Alternatives considered:

    Not to appoint the Sub-Committee could result in delays in decision making.

     

    Decision:

    1.    That the Leader of the Council and Portfolio Holder for Finance and Portfolio Holder for Regeneration, Business, Skills & Employment and Portfolio Holder for Planning, Development and Housing be appointed to the Property Growth Fund Sub-Committee for 2018/2019;

    2.    The quorum of the Sub-Committee be 3 Members;

    3.    That the Portfolio Holder for Health and Wellbeing and Portfolio Holder for Neighbourhoods, Community & Culture be appointed as substitutes the Sub-Committee.

     

    Reason for decision:

    It is for Cabinet to appoint the Members of the Property Growth Fund Sub-Committee.

6.

Collection Fund Outturn Report 2017/18 pdf icon PDF 157 KB

    To consider the Collection Fund Outturn Report for 2017/2018.

    Minutes:

    Cabinet considered the report of the Chief Finance Officer which provided an update on the Council’s Collection Fund outturn position for 2017/2018.

     

    Alternatives considered:

     

    Not reporting on financial performance puts at risk the achievement of the

    Council’s Medium Term Financial Plan. Effective budget management is

    critical to ensuring financial resources are spent in line with the budget and

    are targeted towards the Council’s priorities. Monitoring enables the early

    identification of variations against the plan and facilitates timely corrective

    action.

     

    Decision:

     

    1.    That the 2017/2018 Collection Fund outturn position be noted.

     

    Reason for decision:

     

    The Collection Fund outturn report for 2017/18 is presented to Cabinet for noting as part of the budget monitoring process.

     

     

7.

Procurement of Professional Design Teams for Rochdale Town Hall & Town Hall Square pdf icon PDF 128 KB

    To consider the procurement of professional design teams for Rochdale Town Hall and Town Hall Square.

    Minutes:

    Cabinet considered the report of the Director of Economy which outlined a proposal which would enable the Council to procure professional design teams needed to restore Rochdale Town Hall and improve the public realm at Town Hall Square.

     

    Alternatives considered:

     

    Not to proceed with the proposal to procure professional design teams needed to restore Rochdale Town Hall and improve the public realm at Town Hall Square would mean that the improvements may not go ahead.

     

    Decision:

     

    1.    That the Round 1 approval from the Heritage Lottery Fund towards the restoration of Rochdale Town Hall be noted and that a grant of £688,750 towards development costs be accepted;

    2.    That officers be authorised to enter into a series of procurement exercises to appoint project teams to develop and deliver plans to restore Rochdale Town Hall and improve Town Hall Square;

    3.    That the key issues, risks and timescales associated with the two schemes be noted.

     

    Reason for decision:

     

    The proposed procurement strategy had been developed through consultation with STAR procurement, the HLF, officer assessment, industry investigation and research, and consultation with Members.

     

    The total value of the procurement exercises was likely to exceed the threshold delegated to Directors and therefore Cabinet approval was required.

     

    Delegation of authority would enable officers to contract with professional design teams which subject to a series of competitive tender exercises, would allow the Town Hall and Town Hall Square projects to commence with the appropriate level of specialist support for the nationally significant heritage projects.

     

8.

Exclusion of Press and Public

    To consider that the press and public be excluded from the remaining part of the meeting pursuant to Section 100(A)4 of the Local Government Act 1972 on the grounds that discussions may involve the likely disclosure of exempt information as defined in the provisions of Part 1 of Schedule 12A to the Local Government Act 1972 and public interest would not be served in publishing the information.

    Minutes:

    Decision:

     

    That the Press and Public be excluded from the meeting during consideration

    of the following three items of business, in accordance with the provisions of

    Section 100A (4) of the Local Government Act 1972, as amended.

     

    Reason for Decision:

     

    Should the press and public remain during debate on these items there may

    be a disclosure of information that is deemed to be exempt under Parts 1 and

    4 of Schedule 12A of the Local Government Act 1972.

9.

STAR Procurement

    To consider matters relating to STAR Procurement.

    Minutes:

    Cabinet considered the report of the Director of STAR Procurement which provided a business case to outline a rationale for expanding STAR Procurement (“STAR”) following an approach from two Councils each of whom have asked to join the STAR Procurement shared service.  The fourth Partner, is ready to now join the STAR Procurement shared service, subject to agreement.  One of whom, the fifth Partner, is not yet ready to join and is still subject to due diligence.

     

    Alternatives considered:

     

    STAR Procurement considered the option of not growing the shared procurement service to include the two additional Councils.  This would conflict with the STAR Procurement Business Plan, agreed by the STAR Joint Committee and which focuses on growth in the period 2017-2020.

     

    STAR Procurement could undertake procurement support to the two further Councils through SLAs rather than direct membership of the shared service.  This would put at risk, a focus on the three STAR Councils participating in the shared service if resources had to be focussed on delivering SLA obligations.  The employment of additional resources to deliver such SLA obligations would be at risk of those SLAs being subsequently brought to an end.

     

    By declining the approach from the two further Councils to join the STAR Procurement shared service could lead to those Councils developing an alternative shared service function and prevent them from obtaining the business benefits of participating in a wider, established, procurement shared service.

     

    Decision:

     

    1.    That approval be given to the disestablishment of the current three-Partner STAR shared procurement service and associated Joint Committee;

     

    2.    That approval be given to the establishment of a shared procurement service across Stockport, Trafford, Rochdale and Tameside Councils to be hosted by Trafford Borough Council and a joint committee comprising of elected members from each of the 4 partner councils;

     

    3.    That subject to finalisation of an arrangement within a period of 18 months,  in-principle approval be given to the establishment of a shared procurement service across Stockport Trafford, Rochdale, Tameside and a Fifth Partner to be hosted by Trafford Borough Council, in accordance with the provisions detailed in the main body of the report; with the final decision delegated on admission to the shared service delegated to the 4 partner STAR Joint Committee subject to the satisfactory conclusion of due diligence processes;

     

    4.    That approval be given to the Terms of Reference of the new STAR Joint Committee and the legal governance arrangements as set out in the report that will support the delivery of the Shared Service and provide delegated authority to the Procurement Service to operate across the four or five locations.

     

    5.    That authority be delegated to the Assistant Director (Legal Governance and Workforce) to approve the terms and conditions of an Inter Authority Agreement in respect of the shared procurement service.

     

    Reason for decision:

     

    Any change of membership of the STAR Procurement Shared Service and the STAR Joint Committee is a matter for Cabinet to determine.

     

10.

Microsoft Enterprise Agreement

    To consider matters relating to the Microsoft Enterprise Agreement.

    Minutes:

    Cabinet considered the report of the Director of Neighbourhoods which advised that in 2015 in line with the Council’s ICT Strategy, it was agreed that the most cost effective solution for acquiring Microsoft licenses for the Authority was to renew an Enterprise Agreement via Lot 2 (Packaged Software) of the Crown Commercial Services Framework Agreement RM1054: Technology Products (PSA12). At that time, Microsoft negotiated a Memorandum of Understanding with Crown Commercial which gave significant savings to public sector organisations.

     

    The current agreement is due to expire on 30th June 2018. In order to comply with renewal, an order must be placed with Microsoft via an LSR (large scale reseller) by 14th June 2018.

     

    Alternatives considered:

     

    There are no credible alternatives to not using Microsoft as it underpins the entire ICT systems which are used in Rochdale, providing services to customers both online and via Back Office Systems.

     

    Decision:

     

    1.    That the importance of maintaining the use of Microsoft products to support the Council and its customers be noted;

    2.    That the renewal of the Microsoft Enterprise Agreement at a cost of approximately £625k per annum be approved from and increase in funding from the Budget Pressures fund;

    3.    That it be noted that under the new agreement, the ‘per license’ cost would remain static for the 3 year duration of the agreement (from 2018-2021).

     

    Reason for decision:

     

    Microsoft Products underpin the Council’s entire ICT infrastructure, supporting customers and internal staff. Without it, the Council would be unable to undertake its legislative obligations, provide services to customers and could face major reputational damage.

     

    Officers had negotiated the best price in consultation with STAR and through benchmarking of the estate.