Agenda and minutes

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Contact: Alison James 

Items
No. Item

118.

Apologies

To receive any apologies for absence.

Minutes:

Apologies for absence were received from Councillor Brett and Councillor Daalat Ali.

119.

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.

120.

Urgent Items of Business

To determine whether there are any additional items of business which, by reason of special circumstances, the Chair decides should be considered at the meeting as a matter of urgency.

Minutes:

There were no urgent items of business.

121.

Minutes pdf icon PDF 74 KB

To consider the Minutes of the meeting of the Cabinet held on 26th February 2019.

Minutes:

Resolved:

 

That the minutes of the meeting of Cabinet held on 26th February 2019 be approved and signed by the Chair as a correct record.

122.

Finance Update Report 2018/19 pdf icon PDF 172 KB

To consider a Finance Update Report 2018/19.

Additional documents:

Minutes:

The Committee considered the report of the Director of Resources which provided an update on the Council’s forecast 2018/19 financial position as at the end of January 2019.

 

Alternatives considered:

 

Not reporting on financial performance puts at risk the achievement of the Council’s Medium Term Financial Plan. Effective budget management was critical to ensuring financial resources are spent in line with the budget and were targeted towards the Council’s priorities. Monitoring enabled the early identification of variations against the plan and facilitated timely corrective action.

 

Resolved:

 

1.    That the forecast 2018/19 outturn positions for Revenue, Savings, Collection Fund and Capital budgets as at the end of January 2019 be noted;

 

2.    That the request to ring-fence in-year savings as detailed in 4.1.3. of the submitted report be approved;

 

3.    That the Budget Pressures request detailed in 4.1.4. of the submitted report be approved;

 

4.    That the reduced contribution to the pooled fund be approved and that the Health & Social Care Pool Budget position detailed in section 4.3. of the report be noted;

 

5.    That the scheme switch of £0.098m as detailed in section 4.4.1. of the submitted report be approved;

 

6.    That the net capital re-phasing of £18.175m requested as detailed in section 4.4.2. of the submitted report be approved;

 

Reasons for the decision:

 

Cabinet Members should be kept updated on the financial position of the authority, as 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.

 

This report provided an overview of the forecast 2018/19 financial position for the Council and focused on the position as at the end of January 2019. 

 

Eligible for call in – no

123.

Greater Manchester’s Clean Air Plan - Tackling Nitrogen Dioxide Exceedances at the Roadside - Outline Business Case pdf icon PDF 1 MB

To consider Greater Manchester’s Clean Air Plan - Tackling Nitrogen Dioxide Exceedances at the Roadside - Outline Business Case.

Additional documents:

Minutes:

Cabinet considered the report of the Director of Neighbourhoods that summarised the key features of Greater Manchester’s feasibility study and its Outline Business Case (OBC) to reduce nitrogen dioxide exceedances in the Rochdale Borough and across Greater Manchester in the shortest possible time. The OBC had been developed by Rochdale BC collectively with all Greater Manchester local authorities and the GMCA, and co-ordinated by TfGM in line with Government direction and guidance.

 

Cabinet were informed that the Health Schools and Care Overview and Scrutiny Committee had considered the report at a meeting on 13th March and had asked a number of questions and were supportive of the proposals.

 

Alternatives considered:

 

Following the issue of the Strategic Outline Case (SOC) in March 2018, a process of refining the shortlisted measures and developing a range of options that combine the measures in different ways has been undertaken. This was overseen by the GM Steering Group, to understand the type and scale of intervention needed to reduce NO2 to within legal Limit Values in the “shortest possible time” across Greater Manchester.

 

A best performing option was recommended within the Outline Business Case (OBC) for further consideration and discussion with stakeholders and the public to aid the development of the Full Business Case.

 

The core goal of the GM Clean Air Plan was to address the legal requirement to remove ALL exceedances of concentrations of NO2 that have been forecasted to exceed the legal Limit Value (40 ?g/m3) identified through the target determination process in the “shortest possible time” in line with Government guidance and legal rulings.

 

Options had been assessed against the UK Government’s Primary Critical Success Factors:

·         Reduction in NO2 emissions: likelihood that the measure/option will contribute significantly to a reduction in NO? concentrations to achieve compliance with the EU Limit Values

·         Feasibility: likelihood of measure being implemented in time to deliver desired NO? reduction and achieve compliance.

 

Where modelled options deliver compliance in the same year they have been further assessed against Government’s Secondary Critical Success Factors, as set out in the SOC:

·         Strategic fit with local strategies and plans: ensuring the alignment of the option with longer term economic, social and environmental goals and that the risk of unintended consequences is minimised.

·         Value for money: a high-level indication of the costs and benefits of each option.

·         Distributional impact: in order to understand the potential impacts, both positive and negative on different groups within society, with a particular focus on the most vulnerable. It is of vital importance that the plan does not result in disproportionately negative economic or social impacts for the region or those living, working or doing business within it.

·         Deliverability of the options, in terms of the affordability of the cost of implementation, the supply-side capacity and capability to deliver the measures outlined in the options, and the achievability of delivering the option.

 

The SOC identified that the fundamental causes of the exceedances were variable in terms of the source of emissions and that these sites  ...  view the full minutes text for item 123.

124.

Winter Service Policy Amendment pdf icon PDF 234 KB

To consider a Winter Service Policy Amendment.

Minutes:

Cabinet considered the report of the Director of Neighbourhoods which advised that currently, additional grit bins can be funded by Township funds and placed on the adopted highway network if they meet the criteria set out in the Winter Service Policy. The proposed changes to the policy would allow Members the discretion to fund additional grit bins outside of the current criteria.

 

Alternatives considered:

 

The alternative would be not amending the Winter Service Policy and applying the location criteria to all new grit bin requests.

 

Resolved:

 

That the amendment to the Winter Service Policy to allow the discretion to locate new grit bins outside of the current criteria and Members having the discretion to agree grit bin requests within their own Wards to be paid for from Ward Funds, or Township Funds as appropriate, be approved.

 

Reasons for the decision:

 

The discretion will allow grit bins to be located on a larger part of the network which will enable more residents to self-help in the event of severe winter weather.

 

Eligible for call in - yes

 


125.

Marland Golf Course pdf icon PDF 165 KB

To consider matters relating to Marland Golf Course.

Minutes:

Cabinet considered the report of the Director of Public Health and Wellbeing which advised that following a review of subsidies allocated to various groups across the Rochdale locality, the management fee of £40,000 provided to Link4Life for the delivery of Marland Golf course would end on 31st March 2019.    

 

As a result, Link4Life had informed Rochdale Council that without a subsidy, the course would not be financially viable and they had subsequently given notice, in line with the terms of their lease, to hand back the running of the course on 31st March 2019.   

 

Link4Life carried out a consultation exercise with current users and the public about future options for the course including the potential for closure.  

 

The outcome of the consultation brought forward an interested party and the council and Link4Life had been working to secure an interim solution for the running of the course whilst consultation and associated processes to secure the longer term solution for the course were undertaken.

 

Alternatives considered:

 

Without an interim arrangement in place the course would close whilst full consultation and due process is being undertaken. As such there is a significant risk that the course condition would significantly deteriorate to the extent that the cost to reopen it would be much greater than the cost of ongoing maintenance during the period of consultation.

 

Any closure of the course would also impact on the local junior football teams who use the pitch adjacent to the course which is currently maintained by the golf maintenance team. Thus as for the Golf Course, any non -maintenance of this pitch would likely lead to a large cost to bring it back into a usable condition.

 

Link4Life were working with ATG to ensure that current staff continue to be employed for the delivery of Marland Golf Course during the interim arrangement meaning the risk of redundancy is negated.

 

Resolved:

 

That approval be given to the issuing of a temporary licence to Andrew Terry Golf (ATG) to occupy Marland Golf course, the Golf Shop in Springfield Barn and the Greenkeepers Facility in Meirside House for the provision of a public pay and play facility comprising 18 holes of 5209 in length (par 67) from 1st April 2019 – 31st March 2020 in order to allow the Council to consult and determine the longer-term future arrangements for the use of Marland Golf course.

 

Reasons for the decision:

 

Following an initial proposal via Link 4 Life, ATG have provided a detailed business plan to Rochdale Council which includes details of how they propose to operate the golf course, including their aims and objectives and the business model they would use. ATG would take over the management of Marland Golf Course with the aim of improving the quality of the facility/course and increasing participation in golf. ATG would operate the pay and play course via a Community Interest Company which they would set up if the recommendation to allow their operation of the course is approved.

 

Eligible for call in -  ...  view the full minutes text for item 125.

126.

Childcare Sufficiency Assessment 2018-19 pdf icon PDF 103 KB

To consider the Childcare Sufficiency Assessment 2018-19.

Additional documents:

Minutes:

Cabinet considered the report of the Director of Children’s Services which provided details of the outcome of the 2018/19 Childcare Sufficiency            Assessment. The Childcare Sufficiency Assessment was a statutory duty             and must be produced annually and publicised once approved.

 

Alternatives considered:

 

There were no alternatives that could be considered.

 

Resolved:

 

That the 2018/19 Childcare Sufficiency Assessment be approved and released for publication.

 

Reasons for the decision:

 

The Childcare Sufficiency Assessment details progress from the previous assessment and also details key tasks and timescales for the coming year this must be published annually.

 

Eligible for call in – no

127.

Capital Investment In Schools 2019/20 pdf icon PDF 115 KB

To consider proposals for Capital Investment In Schools 2019/20.

Minutes:

Cabinet considered the report of the Director of Children’s Services which sought approval for proposed expenditure on various schemes in accordance with the Council’s Financial Regulations.  The regulations provide that Cabinet approval should be obtained before new expenditure can be incurred.  The report requested approval and tender acceptance, where necessary, for the outlined and reserve schemes proposed, contingency and other specified budgets.

 

Alternatives considered:

 

Proposals were put forward in line with priorities and commitments approved in previous Cabinet reports.  Major priorities for the forthcoming year were additional pupil place planning (shortage of primary, secondary and special school places) as reported to Cabinet 26th February 2019 and a school building condition works programme to address the highest priority issues.

 

Resolved:

 

1.    That the future capital allocations as detailed below be noted:

·         Basic Need (New School Places 2019/20) -£9,987,191 (the above allocation was first reported to Cabinet in March 2018);

·         Basic Need (New School Places 2020/21) - £18,005,738          (pending DfE notification of final  allocation);

·         School Condition Allocation (indicative figure for 2019/20) - £1,830,000;

·         Additional 2018-19 Devolved Formula Capital (DFC) - £913,548

·         Devolved Formula Capital (DFC) - £480,000 (indicative figure for 2019/20);                                    

 

2.    That the capital receipts as detailed below be noted:

·         Land receipt from the sale of the former Balderstone HS - £1,268,000;

·         Building Schools for the Future underspend - £764,000.

 

Reasons for the decision:

 

The Authority has received confirmation of allocations for Basic Need for a further year (2019/20), and for other school capital allocations this will be for one year only. Demand on, and proposals for, extra school places previously reported to Cabinet and most recently updated on 26th February 2019, will be followed by further phases as identified.  Repairs to the school estate have considered all commitments and urgent demands before making recommendations to address the most significant issues, in conjunction with continued DFC allocations to schools.

 

As well as on-going support for the current phases of capital works already committed, a new programme of works was proposed to address major condition needs based on Asset Management information, recently commissioned and prioritised full building condition survey information and priority place planning demands in order to ensure that the LA’s statutory obligations for the provision of school places and continued education were satisfied. Full recommendations for inclusion in this year’s capital programme were outlined in Appendix A, including costs estimated by the Council’s Property Services Team.

 

It was proposed that the Buildings Maintenance revenue budget would be used, as in previous years, to support programme development costs, emergency/unplanned repairs and ongoing obligations related to the inspection of the schools building stock.

 

It was further proposed that the sums received from the sale of the former Balderstone High School site and the unspent Building Schools for the Future funding would be used to support the provision of additional school places and capital projects at those schools which had already provided them, respectively. 

 

The original intention for the use of these funds was to support redevelopment of the secondary school estate and  ...  view the full minutes text for item 127.

128.

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:

Resolved:

 

That the Press and Public be excluded from the meeting during consideration of the following two 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 the following items of business there may be a disclosure of information that is deemed to be exempt under Part 3 of Schedule 12A of the Local Government Act 1972.

129.

Capital Investment in Schools 2019/20

To consider proposals for Capital Investment in Schools 2019/20.

Minutes:

Cabinet considered the report of the Director of Children’s Services which sought approval for proposed expenditure on various schemes in accordance with the Council’s Financial Regulations.  The regulations provide that Cabinet approval should be obtained before new expenditure can be incurred.  The report requested approval and tender acceptance, where necessary, for the outlined and reserve schemes proposed, contingency and other specified budgets.

 

Alternatives considered:

 

Proposals were put forward in line with priorities and commitments approved in previous Cabinet reports.  Major priorities for the forthcoming year were additional pupil place planning (shortage of primary, secondary and special school places) as reported to Cabinet 26th February 2019 and a school building condition works programme to address the highest priority issues.

 

Resolved:

 

1.            That the expenditure on the proposed final programmes detailed within the report (Appendix A), for invitations to tender to be issued and accepted and for the supporting contracts, PFI deeds of variation (where necessary) and any incidental and ancillary documentation, to be signed in order to deliver the development schemes outlined in the appendices, in accordance with Financial Regulations be approved;

2.            It be noted that the programmes as detailed within Appendix A are as follows:-

·         Basic Need Programme of £30,237,000;

·         Capital Programme of £2,066,000.

 

Reasons for the decision:

 

The Authority has received confirmation of allocations for Basic Need for a further year (2019/20), and for other school capital allocations this will be for one year only. Demand on, and proposals for, extra school places previously reported to Cabinet and most recently updated on 26th February 2019, will be followed by further phases as identified.  Repairs to the school estate have considered all commitments and urgent demands before making recommendations to address the most significant issues, in conjunction with continued DFC allocations to schools.

 

As well as on-going support for the current phases of capital works already committed, a new programme of works was proposed to address major condition needs based on Asset Management information, recently commissioned and prioritised full building condition survey information and priority place planning demands in order to ensure that the LA’s statutory obligations for the provision of school places and continued education were satisfied.

 

It was proposed that the Buildings Maintenance revenue budget would be used, as in previous years, to support programme development costs, emergency/unplanned repairs and ongoing obligations related to the inspection of the schools building stock.

 

It was further proposed that the sums received from the sale of the former Balderstone High School site and the unspent Building Schools for the Future funding would be used to support the provision of additional school places and capital projects at those schools which had already provided them, respectively. 

 

The original intention for the use of these funds was to support redevelopment of the secondary school estate and was agreed as part of the overall BSF strategy.

 

Eligible for call in – no

130.

Renewal of Water Contract

To consider the renewal of the Water Contract.

Minutes:

The Committee considered the report of the Director of Neighbourhoods which sought delegated approval to enter into a utilities contract for the supply of water.

 

Alternatives considered:

 

Not entering into a contact may mean the Council could miss out on potential savings.

 

Resolved:

 

That authority be delegated to the Director of Neighbourhoods in consultation with the Cabinet Member for Environment to enter into a contract with the utility supplier who provides the most economically advantageous tariff for water supply, sewage and surface water.

 

Reasons for the decision:

 

A saving could be expected on a completed contract following market deregulation, with further savings possible from 2020 following an Ofwat review.

 

Eligible for call in - yes

 

 

131.

Data Centre Equipment and Backup Solution

To consider matters relating to Data Centre Equipment and a Backup Solution.

Minutes:

Cabinet considered the report of the Director of Neighbourhoods which advised that Rochdale Council host a data centre that run the majority of the Council’s ICT applications whose infrastructure has reached end of life and in maintenance support until 31 March 2019.

 

Funds had been allocated and identified to replace the data centre equipment and backup solution and working with STAR Procurement, existing Crown Commercial Framework RM3733 would be used to procure the required resources.  

 

The Council intend to extend the current maintenance warranty until the new equipment is installed and operational for a maximum of 5 months from 01 April 2019 to allow for continued support throughout the interim period.

 

Alternatives considered:

 

The alternatives considered and discounted were outlined within the submitted report.

 

Resolved:

 

1.         That the procurement of provider(s) for Data Centre Equipment and Backup Solution from Crown Commercial Framework RM3733, Lot 1 and Lot 2, be approved.

2.         That delegated authority be granted to the Director of Neighbourhoods in consultation with Cabinet Member for Resources to accept the outcome of the tendering process.

3.         That the current warranty maintenance provision for the existing data centre equipment be extended for a maximum of 5 months from 01 April 2019.

4.         That the Assistant Director – Legal, Governance and Workforce be authorised to advise appropriate Council Services and execute such relevant documents as required on behalf of the Council.

 

Reasons for the decision:

 

The Council requires Data Centre infrastructure equipment to operate efficiently and conduct its business as well as appropriate backup solutions in place to ensure data integrity in line with Council policies and General Data Protection Regulations.

 

Using Crown Commercial Framework RM3733, Lot 1 and Lot2, the Council has assurance in place around the suppliers and capability of the equipment and software to meet the Council’s requirements and comply with relevant procurement guidelines and rules.

 

To enable the procurement process to progress in accordance with the published procurement timetable and for key decision to be made.

 

To allow for continuity of maintenance services on operational equipment whilst migrating from old equipment to new.

 

Eligible for call in - yes

 

 

132.

Early Payment Programme

To consider matters relating to an early payment programme.

Minutes:

Cabinet considered the report of the Director of Resources advised of an early payment programme and the opportunity for the Council to participate and realise additional income.

 

Alternatives considered:

 

In house delivery of an early payment programme, either as Rochdale alone, or with the other STAR Procurement Authorities has been considered. Although 100% of any rebate achieved would be retained, a staffing resource would be required to run the programme.

 

Resolved:

 

1.    That the engagement of the provider as detailed within the submitted report to establish an early payment programme, potentially delivering net income of up to £750k over a 5 year period be approved;

 

2.    That the criteria of a local supplier being where the supplier’s payment address is within the Rochdale Borough be approved;

 

3.    That non-Local Suppliers choosing not to join the programme having their payment terms reverted to the standard 30 days to match their contractual obligations be approved;

 

4.    That the arrangements to finalise and agree contractual terms be delegated to the Director of Resources in consultation with the Cabinet Member for Resources in order to expedite the final arrangements.

 

Reasons for the decision:

 

The opportunity to realise additional income to the Council as well as benefiting from purchase to pay process efficiencies.

 

Eligible for call in - yes