Agenda and minutes

The Minutes of the meeting held on 4 June 2015 were taken as read and signed as a correct record.

          The Board considered a report of the Strategic Director, Policy and Resources, on progress made on the development of a Community Foundation for Halton.

          The Board was advised that the Halton Foundation would link individuals, businesses and organisations with their community to facilitate philanthropy across the Borough. It was reported that the Steering Group had articulated a Vision and a Mission, as detailed in the report.  It was further reported that the Foundation’s focus would comprise four main elements:-

·       Halton Gives;

·       Halton Supports;

·       Halton Cares; and

·       Halton Shares

and would operate across Runcorn and Widnes to enable individuals, families, companies, entrepreneurs and charitable trusts to support Halton’s communities in a cost effective way.

          RESOLVED: That

1)    the establishment of the Halton Foundation – Runcorn and  Widnes Community Fund be endorsed;

2)    the Council having an ongoing advisory role in the Halton Foundation as a founding partner be agreed;

3)    the Leader be authorised to nominate an Elected Member to represent Halton Borough Council on any decision making Boards; and 

4)    subject to trustee approval, it be agreed that charitable funds named in the report and currently administered by the Council, be administered in future by the Community Foundation for Lancashire and Merseyside as part of the Halton Foundation.

(N.B. Councillor Wharton declared a Disclosable Other Interest in the following item of business as he was Chair of Governors at Hale Primary School)

The Board considered a report of the Strategic Director, Children and the Economy, which provided an update for the allocation and spending of Basic Need Capital Funding.

The Board was advised that the Basic Need allocation supported the capital requirement for providing new pupil places by expanding existing maintained schools, free schools or academies and by establishing new schools. Halton used pupil forecast data to determine the need to provide additional school places in order to meet demand. Basic Need capital funding had been used to carry out building works to provide additional school places at a number of primary schools listed in the report, to alleviate pressure for demand for school places in those areas. In addition, Basic Need funding had been used to provide vocational, 6^th form and independent living facilities at Ashley School following the re-designation of the school.

It was reported that an extension for one additional classroom at Hale C.E. Primary School, would be funded by Basic Need capital funding, to alleviate the shortage of classroom space at the school by 2017. The balance of Basic Need capital funding would be retained to respond to any pupil place planning/demographic issues arising in either the primary or secondary sectors.

Reason(s) for Decision

The decision was required to deliver and implement the capital programme.

Alternative Options Considered and Rejected

Not applicable.

Implementation Date

July 2015 following agreement of full Council.

RESOLVED: That

1)    The proposal to allocate Basic Need capital funding to Hale CE Primary School project be approved;

2)    The position in respect of the balance of Basic Need capital funding be noted; and

3)    Council be recommended to approve the Basic Need capital funding.

The Board considered a report of the Strategic Director, Children and the Economy, which sought a waiver of Procurement Standing Orders to enable the continuation of contracted services for Halton Domestic Abuse Family Support Services.

The Board was advised that in November 2013, Halton Borough Council commissioned Core Assets Children’s Services to deliver a new domestic abuse service for children, young people and families. It was reported that the service also supported Halton’s Children’s Social Care with the Cheshire and Merseyside Local Authority Pre-Proceedings Protocol.

The Board noted that there continued to be a high level of identified need for the service. The current provider was a well-established organisation with extensive knowledge and understanding of the needs of the Halton local community. To ensure continuous care, it was proposed that the current arrangements be allowed to continue to avoid disruption to service provision and allow sufficient time to increase capacity of provision within the Borough.

RESOLVED: That

1)    in the light of the exceptional circumstances set out in the report, Procurement Standing Order 1.8.3 (c ) be used to waive Procurement Standing Orders 3.1 to 3.6 to extend the contract for the provision of Domestic Abuse Family Support Services, in order to ensure continuous care and support; and

2)    the Strategic Director, Children and the Economy, be authorised, in conjunction with the Portfolio holder for Children, Young People and Families, to enter into the contract until 31 March 2016.

The Board considered a report of the Strategic Director, Communities, which sought approval for the granting of a Direct Award for the delivery of community based supported accommodation service from 1 November 2015 to 31 March 2016. It also sought approval for the procurement of the supported accommodation services for vulnerable adults.

The Board was advised that the Council was responsible for commissioning services to support vulnerable adults to live independently within the Halton community. In addition, the Council provided a range of services and support for individuals with additional needs/vulnerability to maximise independence. Thirteen service providers delivered supported accommodation contracts across the Borough.

 It was reported that the current contracts for the supported accommodation framework would expire on 31 October 2015.

Reason(s) for Decision

To ensure business continuity and maintain support and care for vulnerable adults requiring accommodation related support to live within the community.

Alternative Options Considered and Rejected

To continue with the current model post April 2016.

To continue with the current providers and pricing framework post April 2016.

To award contracts from 1 November 2015.

Implementation Date

1 November 2015.

RESOLVED: That

1)    the content of the report be noted;

2)    the recommendation to grant a Direct Award to supported accommodation providers, as listed in paragraph 3.3 from 1 November 2015 to 31 March 2016 be supported; and

3)    the procurement of the vulnerable adult supported accommodation services framework during 2015 with a contract start date of 1 April 2016 be approved, with a contract length of three years with an additional two year extension based on quality of service delivery.

The Board considered a report of the Strategic Director, Children and the Economy, on a proposal by Halton Chamber of Commerce to take on the management of the Business Improvement Districts (BIDs) in Astmoor and Halebank Industrial Estates.

The Board was advised that the Local Government Act 2003 allowed partnerships between local authorities and the local business community to set up BIDs, which allow businesses in a specific geographic area to develop  a business plan aimed at improving the area.

BIDs schemes in Halton had been very successful with a number of improvements seen over the last seven years, providing a cost effective way for business to work collaboratively to achieve a series of common objectives. The current programme would be operational until 2018, with the Council providing a number of services to the Steering Group and Executive, set out in the report and included:-

·       Programme Administration;

·       Crime Reduction and Community Safety Initiatives;

·       Image Enhancement; and

·       Business Support.

It was reported however, that the BIDs Executive Committee had expressed a view that the BID programme could be delivered at a reduced cost by not using the Council as the BID body. A proposal had been received from the Chamber of Commerce and Enterprise to take on the BID body role as a ‘Project Management Organisation’, through a Service Level Agreement. The Council would continue to take on responsibilities, detailed in the report, which included the issuing of BID levy bills and their collection, provision of monthly levy income statements, officer support to the BID Manager and assistance with the delivery of the BID Business Plans.

RESOLVED: That

1)    the Board note the proposal for Halton Chamber of Commerce and Enterprise to take on the management and delivery of the BIDs programmes in Astmoor and Halebank; and

2)      Halton Borough Council continue its role as billing authority for the BIDs area.

The Board considered a report of the Operational Director, Finance, on the final revenue and capital spending position for 2014/15.

The Board was advised that the final accounts for 2014/15 were near completion; the revenue spending position for each Department, which would be subject to external audit, was attached to the report at Appendix 1.

It was reported that budget savings for 2015/16 were implemented over two tranches, the first of which consisted of savings of £11.5m, and approved by Council in December 2014. As a result of some of these savings being implemented early, it provided part-year budget savings in 2014/15.

The report provided details on the key variances (which were in addition to the overall net underspend) in the following services:

·       Children and Families;

·       Children’s Organisation and Provision Department;

·       Community and Environment;

·       Prevention and Assessment;

·       Finance;

·       Legal and Democratic Services;

·       Policy, Planning and Transportation; and

·       Corporate and Democracy.

Members were advised that the Council’s Reserves and Balances had been reviewed in accordance with the Reserves and Balances Strategy. The Council’s General Reserve stood at £8,823,662. It was noted that Council had approved £3m of the General Reserve to be used to balance the budget for 2015/16. In the current economic climate and the financial challenges facing the Council, it was considered that the General Reserve at £5.8m, was considered to be at a reasonable and prudent level, given the scale of the Council’s business.

          With regard to Capital Spending, details of spending against the 2014/15 capital programme, were attached at Appendix 2. It was noted that spending was £11.0m below the revised capital programme of £43.1m, which represented 75% delivery of the revised capital programme. Members were advised that there had been slippage on several large projects, listed in the report, which would incur expenditure into 2015/16.

RESOLVED: That

1)    the report be noted; and

2)    the information within the report be taken into account when reviewing the medium term forecast and savings proposals for future years.

          The Board considered a report of the Operational Director, Finance, on the 2015/16 to 2017/18 Capital Programme.

          An updated Capital Programme had been approved by Council on 4 March 2015. The Board was advised that since then, other reports covering planned capital expenditure for 2015/16 and future years had been presented and that there had been slippage reported to capital projects for 2014/15 and rolled forward to 2015/16.

          It was reported that the Capital Programme was subject to regular review with monitoring reports presented on a quarterly basis. Table 1 presented information on the planned Capital Programme for 2015/16 onwards, based on current information for approved schemes. Table 2 summarised how the Capital Programme would be funded.

          RESOLVED: That Council be recommended to

1)    approve the updated Capital Programme for 2015/18, including forecast spend and funding as set out in Table 1 and Table 2; and

2)    the Strategic Director, Policy and Resources, in consultation with the Portfolio holder for Transportation, be delegated authority to agree a detailed implementation programme of Highways and Transportation schemes to be delivered in 2015/16.

          The Board considered a report of the Operational Director, Finance, which updated them on activities undertaken on the money market as required by the Treasury Management Statement.

The report provided supporting information on the economic background, economic forecast, short term rates, longer term rates, temporary borrowing/investments and new borrowing. It was noted that no debt rescheduling had been undertaken during the quarter.

          RESOLVED: That

1)    the report be noted; and

2)    information included be taken into account when approving Treasury Management Strategies in future years.

The Board considered a report of the Chief Executive, on Disabled Go – Accessibility and Equality Services.

The Board was advised that the Disabled Go Service was the UK’s leading provider of accessibility and equality services. The Service covered all types of venue and sought to give users information for them to make an informed choice about accessibility rather than make a decision for them.

It was reported that Disabled Go currently worked with more than 250 public and private sector organisations on its unique Access Guide Service. This strongly linked to Equality Act obligations, and helped disabled people to tackle the barriers faced by them to access venues and services and build resilience and independence.

In developing an Access Service for Halton, it was reported that the Council would seek to work with local partners initially, such as the Clinical Commissioning Group, the Chamber of Commerce, Halton Disability Partnership, the local SEND and the Voluntary, Faith and Community sector.

RESOLVED: That

1)    in light of the exceptional circumstances set out in the report, Procurement Standing Orders 4.1 to 4.2 be waived in order for the Council to enter into a contract with Disabled Go for the provision of an Access Service in Halton; and

2)    the Chief Executive, in conjunction with the Portfolio holder for Resources, be authorised to negotiate terms and enter into a contract for Access Services in Halton with Disabled Go.

The Board considered a report of the Strategic Director, Communities, which sought approval for the setting of pitch and water/sewerage charges at the new Traveller site in Warrington Road, Astmoor, Runcorn.

The Board was advised that construction of the new Traveller site at Warrington Road was near completion. The site had in large part been funded by the Homes and Communities Agency, which required that pitch rents were set under the ‘Affordable Rents’ regime. It was reported that this permits rents to be set at up to 80% of the market rent, and it was proposed to set the amount at £75 per week. It was further proposed that the weekly rent for water and sewerage would be set on a cost recovery basis with an initial charge of £11.60 per week. It was noted that the combined rent and water charge for the new site would be comparable to the weekly charge for the adjacent Transit site and would enable the site to be self-financing.

RESOLVED: That

1)          the initial pitch rent for the new permanent Traveller site at Warrington Road, Astmoor, be set at £75 per week and the water/sewerage charge at £11.60 per week;

2)          future increases of the pitch rent be calculated in line with the Homes and Communities Agency ‘Affordable Rent’ regime; and

3)          future increase of the water/sewerage charge be set on a cost recovery basis.

The Board considered a report of the Strategic Director, Policy and Resources, which sought approval to submit a major maintenance bid to the Liverpool City Region Combined Authority for the Silver Jubilee Bridge Complex (SJBC).

The Board was advised that the SJBC, approach viaducts and other major highway bridges formed a strategically important River Mersey and Manchester Ship Canal crossing. The SJBC required a continual programme of structural and maintenance works to maintain its state and availability for use. It was reported that a number of interventions had been necessary since 2006, with Department for Transport funding of £18.5m approved in 2009, so as to remove a significant amount of backlog in structural works.

It was noted that timely and on-going investment in maintenance would safeguard the previous capital investment. A proposed scheme of maintenance works, planned to start in April 2016 and to be carried out over a three year period, required a contribution from the Liverpool City Region (LCR) Growth Fund towards the capital elements of the scheme. To that end, a Major Maintenance Bid would be submitted to the LCR Combined Authority to provide gap funding for capital maintenance works.

RESOLVED: That

1)    the Silver Jubilee Bridge Complex Major Maintenance bid to the Liverpool City Region Combined Authority for an element of the Regional Growth Fund be approved; and

2)    Council be recommended to approve the inclusion of £330,000 in the Capital Programme to provide the partial match funding required for the Major Maintenance bid.

PART II

In this case the Board has a discretion to exclude the press and public and, in view of the nature of the business to be transacted, it is RECOMMENDED that under Section 100A(4) of the Local Government Act 1972, having been satisfied that in all the circumstances of the case the public interest in maintaining the exemption outweighs the public interest in disclosing the information, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Act.

          The Board considered:

1)    Whether Members of the press and public should be excluded from the meeting of the Board during consideration of the following items of business in accordance with Sub-Section 4 of Section 100A of the Local Government Act 1972, because it was likely that, in view of the nature of the business to be considered, exempt information would be disclosed, being information defined in Section 100 (1) and paragraph 3 of Schedule 12A of the Local Government Act 1972; and

2)    Whether the disclosure of information was in the public interest, whether any relevant exemptions were applicable and whether, when applying the public interest test and exemptions, the public interest in maintaining the exemption outweighed that in disclosing the information.

          RESOLVED:  That as in all the circumstances of the case, the public interest in maintaining the exemption outweighed the public interest in disclosing the information, members of the press and public be excluded from the meeting during consideration of the following items of business in accordance with Sub-Section 4 of Section 100A of the Local Government Act 1972 because it was likely that, in view of the nature of the business, exempt information would be disclosed, being information defined in Section 100 (1) and paragraph 3 of Schedule 12A of the Local Government Act 1972.

          The Board considered a report of the Strategic Director, Children and the Economy, which informed them of urgent action taken by the Chief Executive regarding the Sci-Tech Daresbury Joint Venture Partnership.

          Members were reminded of a previous report considered on 4 June 2015 regarding the changes to the Joint Venture Partnership. It was reported that the necessary legal arrangements had now been completed which brought about the change to the Joint Venture Partnership, which had required a revision to the terms of the agreed changes.

          RESOLVED: That the action taken by the Chief Executive be noted.

MINUTES ISSUED: xx July 2015

CALL-IN: xx July 2015

Any matter decided by the Executive Board may be called in no later than 5.00pm on xx July 2015