Decisions

To approve the procurement strategy

1.  That the procurement strategy outlined in the report for the delivery of new Special Educational Needs and Disabilities (SEND) Independent School Placements (under 19 years of age) for Southwark Council (the council) - namely to join the Commissioning Alliance (CA), formerly known as the West London Alliance (WLA), Framework Agreement that operates as a Dynamic Purchasing Vehicle (DPV) for an estimated total cost of £3.4m, be approved.

2.  That the procurement strategy outlined in the report to adopt the CA’s, Central SEN Brokerage Service, which will support finding and negotiating price for appropriate new placements in SEND Independent Schools, be approved.

3.  That the approval decision for the subsequent Gateway 2 report be delegated to the Strategic Director of Children’s and Adults Services.

To approve the Southwark contribution to the London Councils  grants programme  for 2021-22

That it be agreed that the recommendation of the London Councils’ Leaders’ Committee that the proposed overall level of expenditure of the London Councils’ Grants Scheme for 2021-22 be £6.668 million to be shared by all London Councils and approves Southwark Council’s contribution of £237,225 to the London Councils Grants Scheme 2021-22, subject to approval of the council budget by Council Assembly in February 2021.

Approval of the offer to Ledbury Towers residents, prior to Ballot

To approve the procurement strategy

1.  That the procurement strategy outlined in this report for a design and build contract, utilising two separate contracts, through the Hyde Group Main Contractor & Modern Methods of Construction (MMC) framework for the construction of new homes at 21-23 Parkhouse Street commencing on 27 September 2021, at an estimated value of £12m (including demolition) and duration of 24 months as outlined in paragraph 30 of the report, be approved.

2.  That it be noted that the total project funding requirement at an estimated value of £14.8m will be met through GLA grant, the Housing Investment Programme (HIP) resources and General Fund resources, and duly note the financial assumptions underpinning this investment as outlined in paragraph 57 of this report.

3.  That it be agreed that the council enter into the access agreement as further detailed in paragraph 20 of the report.

RESOLVED:

1.  That the community investment plans for Camberwell Green, Champion Hill, Dulwich Hill, Dulwich Village, Faraday, Goose Green Newington, Old Kent Road, Peckham, Rye Lane, South Bermondsey, and St Giles be approved.

2.  That it be noted that a further report will be submitted to cabinet within 6 months to reflect on lessons learned from the process to develop community investment plans with recommendations for the future.

It was not possible to circulate this report five clear days in advance of the meeting. The chair agreed to accept this item as urgent as cabinet had requested a further progress report on Brexit impact and preparedness ahead of a further cross-party Brexit panel, which is planned to take place on Thursday 28 January 2021.

RESOLVED:

Decisions of Cabinet

1.  That it be noted that the transition period came to end at 11pm GMT on 31 December 2020 and that a new Trade and Cooperation Agreement is now in place between the EU and the UK.

2.  That the beginning of the UK’s new relationship with the EU comes at a time of great uncertainty, with the UK still in the grip of the COVID-19 pandemic and the borough under national lockdown restrictions be noted.

3.  That progress on ongoing local work in preparing for, and adjusting to, the UK’s exit from the EU be noted, and it be agreed that the cross-party Brexit panel should continue to be convened through 2021 as necessary to continue this work.

Decision by the Leader of the Council

4.  That future decisions on the £300,000 Brexit fund to the be delegated to the cabinet member for jobs, culture and skills (in consultation with the strategic director of finance and governance).

It was not possible to circulate this report five clear days in advance of the meeting. The chair agreed to accept this item as urgent so that cabinet could take account of the latest health, social care and wider impact data following the move to a national lockdown on 6 January 2021.  In doing so and noting the report, cabinet could put in place any immediate, necessary next steps on policy and resource direction for the council, where required.

RESOLVED:

1.  That the latest position on Southwark’s COVID infection rate (Appendix 1 of the report) and overall local response following the move to national lockdown on 6 January 2021 be noted.

2.  That all residents, staff, schools, partners, volunteers, providers, suppliers and all in our community be thanked for their continuing work and dedication in supporting our residents and businesses through the pandemic safely.

3.  That condolence is expressed to all those who have lost loved ones at this time, noting that work continues as part of the local humanitarian response.

4.  That the early progress on the vaccination programme roll out be welcomed and stands ready for the council to support future roll out to residents.

RESOLVED:

1.  That the council freehold land at Canada Water shown outlined and cross hatched on the plan at Appendix 1 of the report  be appropriated for planning purposes (to the extent that it is not already held for those purposes) in accordance with section 122 of the Local Government Act 1972 (“the LGA 1972”) to facilitate the carrying out of the development proposals for the area.

2.  That the significant recent progress with the Canada Water project with the grant of full planning permission for the Masterplan; the entering into of the 500 year head lease; and confirmation of the start of enabling works that will see the relocation of the petrol filling station and the building a new electrical substation to serve the project and the wider area be noted.

3.  That the announcement of the first pre-let for the project and that TEDI-London has chosen Canada Water as the location for their new engineering higher education campus be welcomed.

Private rented sector discretionary licensing proposals for public consultation

RESOLVED:

1.  That the approvals set out in the 7 April 2020 cabinet report, titled ‘Consultation on Proposals for the Private Rented Sector 2020 – 2026’, which includes recommendations relating to the proposed Gold Standard be rescinded.

2.  That the public consultation on the proposals for changes to the Southwark’s mandatory licensing scheme be approved.

3.  That the the public consultation on the council’s proposals for the additional licensing scheme in Southwark for 5 years from 2021-22 be approved.

4.  That the public consultation on the council’s proposals for the selective licensing scheme to operate in Southwark for 5 years from 2021-22 be approved.

5.  That the public consultation on the proposed Gold Standard Charter be approved.

6.  That the financial commitment made from the London Devolution Reserve to support the development of a Renters’ Union be noted and that work be undertaken to allow a Renters’ Union to be established in Southwark in 2021.

7.  That a Southwark private renters forum be formally constituted.

Decide on council wide policy and practice for volunteers with the council

RESOLVED:

Decisions of the Cabinet

1.  That the draft volunteer policy set out in the report be agreed.

2.  That the council adopts the following key commitments:

·  Our recruitment will be open, transparent and fair so that all residents have equal access to the opportunities available

·  All volunteers will be provided with a volunteer agreement which will set out the purpose of the role, describe the tasks and hours and days of volunteering role and any learning and development goals for the volunteer

·  The volunteer will have a named supervisor and be supported to deliver their role and provided with an induction to the organisation and a volunteers handbook

·  The volunteer will be reimbursed for travel and provided with expenses for lunch where they are required to work more than four hours.

3.  That it be noted that volunteering is not a substitute for paid work and volunteers are never a substitute for a paid member of staff. The process of involving volunteers in our work should be mutually beneficial and the systems set out in the handbooks should support us to achieve this.

4.  That it be noted that the criteria for volunteering includes work that is a short term project or initiative to carry out a specific task or time limited exercise, a new idea being tested, some additional research for a team, or additional service that staff are unable to deliver,  or bringing an additional skill to the service. Volunteers can also act as independent advocates or support individual members of the community.

5.  It is important to note the key role volunteering has in supporting people build their confidence and grow their wellbeing and Southwark can play a key role in this for residents though they way in which we construct and develop our volunteering opportunities.

6.  That the guidance for managers which guides services in how to deliver best practice for volunteer roles and the volunteer handbook which sets out the rights and responsibilities for the volunteer be noted.

7.  That it be agreed next steps should be to:

·  Sign the volunteer best practice charter with a civic ceremony

·  Include in the engagement annual report a section on volunteering in the council which also captures the equalities monitoring information about our volunteers

·  Use the annual review to ensure that our work on volunteers with the council is aligned with the Volunteer Strategy Action Plan.

·  Highlight to teams Southwark Stars awards and Civic awards which enable us to publically celebrate the commitment volunteers make

·  Draft a chapter in the manager’s guidance on safeguarding when young people are volunteers

·  Work with colleagues and external organisations such as Community Southwark and Thomas Carlton Centre to develop an accreditation process for our volunteers.

8.  That the measures outlined in the report and the handbook and guidance addresses the actions required because of the BDO audit of volunteering at the council be noted. 

9.  That it be noted that the policy and handbook underpin the principles in the volunteering strategy which are as follows:

·  Volunteering must be voluntary – It must be a choice freely made by individuals under no duress. 

·  Volunteering is not a substitute for paid work – The contribution of volunteers must add value but not be a substitute for work that should be paid.

·  Volunteering is not free –Volunteering is time freely given but it is not cost free. For volunteering to be meaningful volunteers need to be well supported and investment in volunteer management is important and valued. Volunteers should not be at a financial loss because of volunteering and out of pocket expenses where possible should be reimbursed. 

·  Volunteering is mutually beneficial – Volunteering must be both a positive experience for the individual and also help to further the aims of the organisation.  

Decision of the Leader of the Council

10.  That authority be delegated to the cabinet member for equalities and communities to approve any final amendments to the volunteer handbook or guidance.

Approve strategic framework for management of council's real property operational, investment and regeneration assets

RESOLVED:

1.  That the refreshed Asset Management Plan contained in Appendix 1 of the report, as a key strategic document alongside the council’s other resource policies and the central strategy for the management of the council’s non-dwellings property holdings be approved.

2.  That the Investment Strategy contained in part 6 of the new Asset Management Plan be noted and agreed.

To write off of any NNDR debts over £50,000

RESOLVED:

That approval be given to write off a debt of £92,397.63 deemed irrecoverable under the council’s policy.

To consider the opportunity to acquire housing to be built at this location

RESOLVED:

1.  That it be confirmed that the council will exercise its option to acquire the affordable housing to be built at Roberts Close, Canada Water.

2.  That pursuant to s17 of the Housing Act 1985, the council acquires a long leasehold interest in the land edged red on the plan at Appendix A of the report in accordance with the principal terms set out substantially in paragraph 16 of the report and fully in paragraph 4 of the closed version of the report

3.  That authority to agree detailed terms of the transaction be delegated to the director of regeneration.

To approve the HRA budget for 2021-22 and rent setting

RESOLVED:

1.  That a rent increase of 1.5% for all directly and tenant managed (TMO) housing stock within the housing revenue account (HRA) (including estate voids, sheltered and hostels) be agreed with effect from 5 April 2021.  This is the maximum permitted under the Rent Standard 2020.

2.  That with regard to other HRA-wide charges, it be agreed that tenant service charges, comprising estate cleaning, grounds maintenance, communal lighting and door entry maintenance be increased as set out in paragraphs 16 and 17 of the report with effect from 5 April 2021.

3.  That the the proposed changes to sheltered housing service charges as set out in paragraph 18 of the report be agreed with effect from 5 April 2021.

4.  That the changes to charges for garages and other non-residential facilities as set out in paragraph 19 of the report be agreed with effect from 5 April 2021.

5.  That there be no increase to district heating and hot water charges as set out in paragraph 20 of the report, with effect from 5 April 2021.

6.  That the HRA budget proposals set out in the report be agreed and that it be noted that these changes ensure a balanced budget is set as required by statute.

7.  That the commitments made last month December 2020 be reaffirmed to ensure that savings made are primarily based on efficiencies, and where staffing reductions form part of any said savings, that due consultation and process is followed with trade unions.

To review and update the Fairer Future Procurement Framework and make recommendations if appropriate

RESOLVED:

1.  That the refreshed Fairer Future Procurement Framework (FFPF), at Appendix 1 of the report be approved.

2.  That the update on actions taken to enhance the council’s commitment to social value in procurement be noted.

3.  That the approval of minor and consequential amendments to the FFPF (e.g. new targets following the finalisation of the council’s Climate Change Strategy) be delegated to the director of law and governance, in consultation with the cabinet member for finance and resources.

Confirmation to proceed to Tustin Estate Residents'' Ballot on the preferred option including council commitments to residents and other estate based stakeholders

RESOLVED:

Decisions of  the Cabinet

1.  That the detailed resident engagement to date be noted and that the Tustin Community Association and the Resident Project Team be thanked for their work to date.

2.  That it be agree to proceed to a Resident Ballot for the final option, on the basis of the proposals and commitments within the Landlord Offer Document, for the Tustin Estate Low Rise Programme in February 2021. The final option is as described below.

Redevelopment of the low-rise homes with:

·  The demolition and replacement with new homes of Bowness House, Heversham House, Hilbeck Close, Kentmere House & Ullswater House

·  Retention of the houses in Manor Grove with improvements to the tenanted homes

·  New houses in between the houses on Manor Grove itself

·  A new park in the centre of the estate

·  A new Pilgrims’ Way School

·  New retail and business spaces on the Old Kent Road and Ilderton Road.

3.  That the  proposals align with the Great Estates programme for redevelopment proposals and as such the below five tests will be achieved be noted.

1.  a positive ballot on any new estate regeneration (as per the commitment in the Council Plan 2018-2022);

2.  a net increase in social rent homes alongside increased density, to meet the acute need of families on our waiting list;

3.  a right to remain for all rehoused tenants and leaseholders, for keeping
communities together;

4.  intensive co-design of redevelopment proposal, to become co-authors of a new estate plan;

5.  a clear rationale for any redevelopment proposal, including an explanation of how this would increase housing supply (based on comprehensive density modelling) and/or a transparent stock condition survey.

4.  That authority be delegated to the director of housing in consultation with the cabinet member for housing to make any necessary amendments to the Landlord Offer document in advance of the Resident Ballot.

5.  That a further report on the outcome of the ballot in March 2021 and a further report on the consequent delivery programme and financial implications be received in July 2021.

6.  That a variation to the Housing Investment Programme, making provision for the estimated costs of developing the delivery programme and assessing financial implications in advance of the cabinet report in July be agreed.

Decision of the Leader of the Council

7.  That authority be delegated to the cabinet member for housing to confirm a dedicated Tustin Estate Local Lettings Policy subject to a majority vote in favour of the redevelopment option.

(NOTE: The above decisions were subject to an urgent implementation request which was agreed by the chair of overview and scrutiny committee. These decisions are therefore not subject to call-in and can be implemented immediately).

Approval of Framework Contracts

Cllr Johnson Situ, Cabinet Member for Climate Emergency, Planning & Transport  thanked  the commission for the report and said that he is absolutely happy to keep coming back to update on development of the strategy.

The following points were made in the subsequent discussion:

·  Ecology and biodiversity is a key part of the strategy. The approach is to talk about ‘people, place and planet’. All our impacts on the planet are included in this, as well as celebrating a sense of place.

·  Monitoring will be key and establishing measurements that are meaningful across the borough.

·  The strategy is aiming for a high level of engagement and ownership with residents and stakeholders.

·  Members said it was critical to engage stakeholders in order to drive change.  The cabinet member said that the council is on the cusp of announcing a plan for leaders in Southwark and for planned citizen’s panels.

·  The climate strategy will be engaging with schools and young people, who were front and centre at the conference.

·  The conference is an annual commitment; there was widespread enthusiasm to attend.

Cllr Catherine Rose Cabinet Member for Leisure, Environment & Roads introduced the Cabinet response and noted the recent developments on air quality - particularly Low Traffic Neighbourhoods (LTN), updates to the Movement Plan’s equity framework and the wider development of Low Traffic Southwark. Cllr Radha Burgess,  Deputy Cabinet Member, for Low Traffic Southwark, said she would be happy to come back to set out more detail on Low Traffic Southwark.

The chair invited comments and the following points were made by commission members:

·  A few of the cabinet responses say ‘to be considered’, for example on Southwark’s diesel fleet. The commission would welcome an update on this.

·  The ambition of the new appointees was welcomed, alongside the vision of a Low Traffic Southwark.  However in places the  cabinet responses falls short of this, in particular the review called for 10,000 bike hangers but  500 are promised, there is  no freight strategy, nor is there a commitment to a  borough wide CPZ, yet other boroughs are doing this.

·  Where cycle hangers are introduced they are used immediately, even in Dulwich, with lots of gardens. If the council is serious about a modal shift (from car journeys to walking and cycling) then this needs to resourced.

·  The south of the borough has some of the poorest public transport and consequently some of the lowest PTAL scores.

·  LTNs need complementary improvement to main roads.  

Cabinet members said in response to these points:

·  They are mindful for the need for improved public transport south of the borough.  

·  There are strategic plans to increase bike hanger provision that they would like to come back to the commission on.

·  They agreed  that LTNs needs to make  connections at main roads and with  other transport modes , which will be done incrementally, working with TFL.

·  Low Traffic Southwark is a vision  and framework for a Southwark with much improved air quality and near zero car traffic injuries.

RESOLVED

The responses provided by cabinet to the Air Quality report will be tracked, including recommendations still under consideration.

The Southwark Fire Service Borough Commander was unable to contribute because of technical difficulties and provided apologies, however Steven Vydelingum, Southwark Fire Service road lead, did attend.

Steven Vydelingum said that there had been information provided by council officers on schemes, but interaction had been minimal. The Fire Service is keen to increase engagement as there are concerns with the increase in LTN schemes and they want to be involved in the consultation process early in order to iron out problems at the start.

The Fire Service assured members that they had been sighted on all schemes, however sometimes officer contacts at Tooley Street have not been up to date. Clarification on who to liaise with is being pursued by the Fire Service in order to improve communication with the council.

Currently Southwark Fire Service is collating information on schemes and sending these to fire stations, which may not overlay exactly with each borough, so they can do an assessment. The Fire Service priority is establishing attendance times; with a target of the first appliance taking 6 minutes to arrive, and the second 8 minutes. There approach has been to visit and look at the route, planters, barriers, access and egress and over all impact of LTNs.

Members said there had been reports of problems getting past barriers and asked about this. Steven Vydelingum said that on occasions static barriers had been problematic- however after consultation with the Fire Service these bollards were now moveable. When asked if there was a preference for moveable bollards over planters Steven Vydelingum explained this does depend, and he appreciated costs and other issues.

The Fire Service was asked what best practice would look like and Steven Vydelingum said he would take that question back to address more centrally.

RESOLVED

Steven Vydelingum undertook to outline best practice by Local Authorities in consulting the Fire Service on Low Traffic Neighbourhoods

Dale Foden, Head of Highways, presented the report provided on planned Low Traffic Neighbourhood (LTN) schemes.

Lucy Saunders, Director, Healthy Streets Ltd, Guy’s and St Thomas Trust Charity (GSTTC), who are providing funding for Southwark’s Low Traffic Neighbourhoods (LTN) schemes, presented on GSTTC funding objectives for the schemes.

The chair then invited questions and the following points were made:

§  Several councillors have received informational briefings on local schemes from officers, and representations from local constituents on a range of issues.

§  The selection criterion for schemes is:

o  High child obesity

o  Poor air quality, particularly around schools

o  High levels of social housing and deprivation

o  Higher proportions of Black ethnicity

o  Schools

o  Local parks

§  There will be robust evaluation of the GSTTC schemes with 20% of the budget assigned to this, which is much higher than usual. This is in order to inform future learning in Southwark and London wide. The evaluation will look at changes in behaviour, such as increased walking and cycling, on the streets with schemes as well as adjacent streets. The number of car journeys will also be monitored.

§  The evaluations will not include measuring air quality as there is not a robust methodology at local level to monitor this.

§  Members raised concerns that information on the number of parking permits and parking spaces on street and in estates is outstanding from the previous administrative year. Officers explained that providing this poses some data challenges, however if an area has a CPZ is relatively easy to get that information.

§  Potential displacement of traffic onto main roads by the schemes will be monitored, with control areas.  What usually happens with LTNs is there are a reduction in short journeys, which is usually perceptible quite quickly. The schemes will be reviewed at 6 months. GSTCC have worked with the Head of Highways to identify likely displacement and mitigate this in advance. Work with Route Planner is part of this.  

§  This is a very unusual time with Covid 19 and the recommendations to not use public transport.

§  Once the evidence is back Southwark can look at impact on public health, and decide if the council want to take forward, modify, or not make permanent and replicate. GSTTC will be providing data tools to evaluate the impact on obesity, life expectancy and other measures.

§  Members advocated for bike hangers to be installed to reduce and replace car parking spaces and asked about the budget for this and if other measures would be employed to increase cycling , such as training. GSTCC said there work  is not aimed at directly increasing cycling, however officers said there was complementary work on promoting cycling including doubling the provision of cycling hangers.

§  Social justice and the impact on the BME community was brought up as a concern, particularly the risk of displacement around schools and on main roads.  Oliver Goldsmiths School was provided as an example and the importance of providing safe, lower pollution  walks along main roads to get to schools. GSCTTC and officers agreed this was a priority.

RESOLVED

Officers were requested to provide information on CPZs, parking permits and parking spaces, both on estates and street kerbside, by Ward.

RESOLVED

The Commission work programme this year will include:

·  The emerging Climate Emergency strategy and work programme,

·  Inviting Chris Page, Climate Change Director , to regularly attend and provide a briefing on progress on the above,

·  Track previous scrutiny report recommendations,

·  Keep strong links between LTNs and air quality in the Commission’s follow up review on Air Quality.

To approve the outcome of the TMO allowance review exercise

1.  That the outcome of the TMO allowance review exercise, the methodology applied and the increase and decrease of allowances set out in Appendix 1 of the report be approved.

2.  That it be agreed that this be applied on an ongoing basis until the next review.

3.  That the revised management allowances payable to 16 TMOs totalling £3,714,064, an overall reduction of £102,065 compared to the previous year, be noted.