Agenda and minutes

          The Board wished to place on record their deepest sympathy with all those that had been affected by the recent fire at Grenfell Tower, in North Kensington (London). Tributes were paid to the emergency services for their hard work in assisting the victims and those in the wider community.

          The Leader requested Officers to take immediate steps to ensure that safety checks on Council buildings and those properties operated by housing trusts in the Borough were up to date and carried out to a satisfactory standard.

The Minutes of the meeting held on 16 May 2017 were taken as read and signed as a correct record.

The Board considered a report of the Strategic Director, People, regarding the allocation of additional funding for Adult Social Care.

The Board was advised that additional funding for Councils in England over the next three years had been announced by the Chancellor in the Spring 2017 budget. It was reported that this would help to close the gap in Government funding for Adult Social Care. It would meet the needs of adult social care and reduce the pressures on the NHS.

It was noted that a small number of grant conditions had been applied to ensure that the money was spent on adult social care services and supported the improvement in performance at the health and social care interface. Members were advised that the grant would be pooled into the Better Care Fund pooled budget once agreement had been reached with the Health and Wellbeing Board.

RESOLVED: That Executive Board agree to the recommendations as detailed in Section 4.0 of the report.

The Board considered a report of the Strategic Director, People, which sought approval for a joint commissioning arrangement for Widnes Vikings to deliver a co-ordinated package of sport and physical activities using the Vikings brand.

The Board was advised that historically, Halton Borough Council had commissioned the Widnes Vikings to deliver a range of health and wellbeing activity to local people across a variety of age groups. The contract enabled access to groups of people who traditionally would not engage with health and wellbeing services.

It was reported that due to budget reductions in recent years, the contract value had reduced significantly.

 In order to improve key health and wellbeing outcomes, it was proposed that an integrated approach to working with Widnes Vikings, NHS Halton CCG and the Halton Health Improvement Team be adopted. This approach would reduce duplication and further enhance the delivery of key outcomes from public health investment.

RESOLVED: That a waiver of Procurement Standing Order 1.14.3 (f) be approved to allow the joint commissioning of Widnes Vikings by Halton Borough Council, Public Health and NHS Halton CCG.

The Board considered a report of the Strategic Director, Enterprise, Community and Resources, on the formation of a Joint Intelligent Transport Systems Contract (ITS) for the Liverpool City Region (LCR).

The Board was advised that, in order to achieve savings and efficiencies in the operation of highways and traffic functions within the LCR, opportunities for joint working were under consideration. The first of these opportunities would be the installation and maintenance of Intelligent Transport Systems (ITS). Details of the joint contract provision were set out in the report, and it was noted that it would include an option for the provision of new installations and refurbishment of existing installations other than routine maintenance.

Members noted that it was proposed that Halton would lead on the procurement of the new contract with support from Sefton Borough Council, and be managed under Halton’s Procurement Standing Orders. However, the evaluation and award decision would be based on an agreed set of evaluation scores from an evaluation panel made up of representatives from the participating local authorities.

RESOLVED: That

1)    the continuation of current Officer discussions to develop a Joint ITS Contract for the Liverpool City Region be approved, and that, subject to a satisfactory conclusion to these discussions, Halton be party to the tendering process for the award of a new contract, with it leading on the procurement exercise;

2)    subject to a satisfactory tendering process, Halton becomes part of the Joint ITS Contract from 1 April 2018; and

3)    it be recorded that the expenditure is anticipated to be in excess of £1.0m over 10 years, if the contract utilises all the possible extensions.

The Board considered a report of the Strategic Director, Enterprise, Community and Resources, on Passenger Transport Contract Tenders.

The Board was advised that the Council’s Transportation Co-ordination section was responsible for a complex range of passenger transport contracts and arrangements for vulnerable children and adults. It was reported that the Passenger Transport Dynamic Purchasing System (DPS) was a mechanism for the Council to identify transport providers capable of delivering the specialist nature of transport contracts on its behalf. The DPS process provided a platform to advertise long term and short term contracts over a reduced advertising period.

Members were advised that the DPS process had the potential to attract additional transport suppliers which would enable extra capacity to cope with the volume of contract work which the Council required.

RESOLVED: That

1)    the Passenger Transport Contract Tenders on behalf of designated specialist assessment departments within the People Directorate be acknowledged; and

2)    the Board support the requirement to tender and procure passenger transport contracts through an electronic DPS process.

The Board considered report of the Strategic Director, Enterprise, Community and Resources, on a request to waiver Procurement Standing Orders for the tender and provision of Commercial Vehicle and Plant Spares and Components.

The Board was advised that the Fleet Management and Maintenance department was responsible for the servicing, repair and safe operation of a diverse range of vehicles, plant and machinery. It was noted that the existing contract for the supply of vehicle spares and components would end on 31 July 2017. It was proposed that new contract arrangements would provide for greater level of flexibility, with an anticipated start date of 1 February 2018.

In order to allow a robust procurement process to take place, a waiver of Financial Standing Orders was sought to cover the six month period before the start of the new contract.

RESOLVED: That

1)    the Board note that a procurement process will be entered into with the purpose of securing the supply and management of Commercial Vehicle and Plant Spares and Components for use in the maintenance and repair of the Council’s operational vehicle fleet, plant and equipment; and

2)    the Board approves the waiver of Procurement Standing Orders to the value of £147,000 to cover a six month period from 1 August 2017 to 31 January 2018 under the existing agreement with Carberry Park Bootle Brake and Clutch Limited, as an interim measure, whilst a procurement process referred to in Resolution 1) be entered into.

The Board considered a report of the Strategic Director, Enterprise, Community and Resources, which provided an update on the Local Development Scheme (LDS).

The Board was advised that the LDS was a public statement of Halton Borough Council’s three year work programme for production of the Local Plan. It was reported that the process of making Local Plans was lengthy due to the detailed protocols set out in legal acts and regulations.

The LDS, attached at Appendix 2, allowed for a degree of over-programming to ensure that resource capacity was continually engaged such as during periods of public consultation. There were also a number of supporting and process documents which the Council was required to produce, as set out in the report.

RESOLVED: That

1)    the Halton Borough Council Local Development Scheme (LDS) 2017 Revision, as detailed in the Appendix 1 attached to the report, shall have effect from 22 June 2017; and

2)    any minor drafting amendments to be made to the LDS document (attached at Appendix 2), be agreed by the Operational Director, Policy, Planning and Transportation, in consultation with the Executive Board Member for Physical Environment.

The Board considered a report of the Operational Director, Finance, which presented the Council’s total forecast Capital Programme expenditure and associated funding for 2017/18 to 2019/20.

The report updated Members on the latest position on the Council’s Capital Programme, including confirmed and indicative capital grant allocations for 2017/18 and future years. Table 1 provided details of the planned Capital Programme for 2017/18 onwards, based on current information for approved schemes. Table 2 summarised how the Capital Programme would be funded.

RESOLVED: That

1)    approval be given to the updated Capital Programme for 2017/20, including forecast spend and funding, as set out in Table 1 and Table 2;

2)    the Strategic Director, Enterprise, Community and Resources, in consultation with the Portfolio holder for Transportation be delegated to agree a detailed implementation programme of Highways and Transportation schemes to be delivered in 2017/18; and

3)    the proposed use of the ICT rolling Capital Programme for 2017/18 as  set out in Appendix A attached to the report, be approved.

The Board considered a report of the Operational Director, Finance, on the Treasury Management Annual Report 2016/17.

The report updated the Board on activities undertaken on the money market as required by the Treasury Management Policy. It provided supporting information on the economic outlook, interest rate forecast, short term borrowing rates, long term borrowing rates, borrowing and investments, budget monitoring, new long term borrowing and treasury management indicators. It was noted that no debt rescheduling had been undertaken during 2016/17.

RESOLVED: That the report be noted.

The Board considered a report of the Operational Director, Finance, on the final revenue and capital spending position for 2016/17.

The Board was advised that the final accounts for 2016/17 were near completion; the revenue spending for each Department, which would be subject to external audit, was attached at Appendix 1.

It was reported that the budget savings for 2017/18 were implemented in two sets, the first of which consisted of savings of £7.9m approved by Council in December 2016. As a result of some of these savings being implemented early, they have helped to reduce the in-year overspend position, together with budget managers’ efforts to limit spend to only essential items in the final quarter of the year.

The report provided details on the key budget variances within the following services:-

·       Children and Families;

·       Adult Social Services and Prevention and Assessment;

·       Community and Environment;

·       Economy, Enterprise and Property;

·       ICT and Support Services;

·       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 £4.8m, which was considered to be at a reasonable level given the financial challenges and spending pressures facing the Council.

It was reported that during the new financial year, a review of earmarked reserves would be undertaken in order to establish those which might be released in order to establish a fund to help with balancing the budget in future years.

With regards to Capital Spending, details of spending against the 2016/17 Capital Programme were attached to the report at Appendix 2.It was noted that spending was £37.2m below the revised Capital Programme of £122m. The reason for this being so far below budget was reported as the delay in making the second payment in connection with the Mersey Gateway bridge project.

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 saving proposals for future years.

          The Board considered a report of the Strategic Director, Enterprise, Community and Resources, on an application for non-domestic rate relief.

          The Board was advised that from 1 April 2017, the Council was responsible for meeting the full cost of all mandatory and discretionary relief granted, as part of the Liverpool City Region 100% Business Rates Retention Pilot Scheme.

          An application from Active Nation UK Limited, a registered charity operating nationally, had been received. It was reported that, as the organisation was a registered charity, there was automatic qualification for 80% mandatory relief. The organisation had applied for 15% discretionary relief, and the costs associated with this were set out in the report.

          It was noted that historically, the Board had supported such applications from locally based charities and had rejected those from charities which operated nationally.

          RESOLVED: That the request for 15% discretionary rate relief from Active Nation UK Limited for the period 6 February 2017 to 31 March 2019, be refused on the grounds of being a charity which operates nationally.

The Board considered a report of the Strategic Director, Enterprise, Community and Resources, which contained details of an application for Discretionary Business Rates Relief.

The Board was advised that the Business Rates Retention Scheme was intended to offer councils a financial incentive to promote economic growth. It was reported that the Council has considered such applications on a case by case basis and only awarded such relief where there were exceptional reasons.

The report set out details of the request for Members’ consideration.

RESOLVED: That the Contact Group’s request for 100% discretionary business rates relief in respect of Unit 17, Mulberry Avenue, Turnstone Business Park, Widnes, on the basis set out in paragraph 3.8 of the report, be rejected.

          The Board considered a report of the Strategic Director, Enterprise, Community and Resources, on progress against key objectives/milestones and performance targets for the fourth quarter year-end to 31 March 2017.

          The Board was advised that the Directorate Performance Overview Report provided a strategic summary of key issues arising from performance in the relevant quarter for each Directorate, being aligned to Council priorities or functional areas. The Board noted that such information was central to the Council’s performance management arrangements, with the Board having a key role in monitoring performance and strengthening accountability.

          RESOLVED: That the report and progress and performance information be noted.

The Board considered a report of the Strategic Director, Enterprise, Community and Resources, which set out a proposal for the extension of the Brindley Theatre café.

The Board was advised that since opening, the visitor numbers to the theatre have increased but that many people visit the café facilities without visiting the theatre. At busy times, the seating capacity is insufficient resulting in a potential loss in income generation for the Council.

It was noted that the proposal to extend the café would double the current seating provision of 40 and would provide much needed additional facilities for customers, with an anticipated generation of additional income over and above the running costs and capital financing costs.

RESOLVED: That

1)    the proposal for the extension to the Brindley Theatre café facility, as outlined in the report and appendices, be approved; and

2)    Council be recommended to include £80,000 within the 2017/18 Capital Programme for this scheme, to be funded as outlined in paragraph 5.1 of the report.

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 item of business in accordance with Section 100A (4) 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 that in disclosing the information, members of the press and public be excluded from the meeting during consideration of the following item of business in accordance with Section 100A(4) 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.

          This item was deferred so that further options for the site could be investigated.

MINUTES ISSUED: Monday 20  June 2017

CALL-IN: 27 June 2017

Any matter decided by the Executive Board may be called in no later than 5.00pm on Monday 27 June 2017