Agenda and minutes
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Contact: Paula Thornton and Virginia Wynn-Jones Phone: 020 7525 4395/7055 Email: paula.thornton@southwark.gov.uk; virginia.wynn-jones@southwark.gov.uk
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Apologies
To receive any apologies for absence. Minutes: All members were present. |
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Notification of any items of Business which the Chair Deems Urgent
In special circumstances, an item of business may be added to an agenda within five clear working days of the meeting. Minutes: The chair gave notice of the following late item:
· Item 7: Deputation requests
Reasons for urgency and lateness will be specified in the relevant minute. |
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Notice of Intention to conduct business in a closed meeting, and any representations received
To note the items specified which will be considered in a closed meeting. Supporting documents: Minutes: There were none. |
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Disclosure of Interests and Dispensations
Members to declare any interests and dispensations in respect of any item of business to be considered at this meeting. Minutes: Councillor Evelyn Akoto declared a disclosable pecuniary interest in respect of the following items as a leaseholder and did not participate in the discussion for these items:
Item 9: Discretionary Service Charge Loan Policy
Item 10: Gateway 1 – Procurement Strategy Approval – Leasehold and Ancillary Properties Buildings Insurance. |
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Public Question Time (15 Minutes)
To receive any questions from members of the public which have been submitted in advance of the meeting in accordance with the cabinet procedure rules. The deadline for the receipt of public questions is midnight Wednesday 3 March 2021. Minutes: The following twenty four public questions were received for cabinet. The responses were sent to the questioners in advance of the meeting and are set out below:
1. Matt Reynolds
Some of the key aims of the low traffic neighbourhoods (LTNs) have experienced vast improvements but may be difficult to measure; primarily modal shift to cycling/walking and a reduction in vehicle speeding. How will the council ensure these impacts are measured accurately when determining the success of the projects?
Response by Councillor Catherine Rose, Cabinet Member for Leisure, Environment and Roads
All of the LTNs across the borough will be comprehensively reviewed. The monitoring plan for the review will also be published which will explain how impacts are to be measured.
Full details of the first of these reviews for the LTNs in the Dulwich area are intended to be published to the council web pages later this month. The launch of the review will be accompanied by a newsletter delivered to all properties in the review area providing details of the review and how to access the relevant web page.
2. Maggie Brown
Can you please confirm that the forthcoming consultation will include and actively seek responses from all residents, businesses, schools and others actually or potentially affected by displacement of traffic arising from the measures, and that the implications for them are made clear and not diminished or glossed over?
Response by Councillor Catherine Rose, Cabinet Member for Leisure, Environment and Roads
It is presumed that the question relates to the forthcoming review of the Dulwich area schemes.
Full details of the review are intended to be published on the council website later this month. The launch of reviews will be accompanied by a newsletter delivered to all properties in the review area providing details of the review and how to access the relevant web page.
3. Trevor Moore
Given the timed restrictions introduced in other parts of the Dulwich area, why does the council consider that continuing 24/7 closures are needed at the Village junction with Calton Avenue, given that the overwhelming cycling usage (especially by children) is during the timed hours?
Response by Councillor Catherine Rose, Cabinet Member for Leisure, Environment and Roads
The council is to carry out a comprehensive review of the Dulwich area LTNs with the current intention that the review will launched later this month.
As previously advised, consideration will be given to how current trial measures at the Dulwich Village/Calton Avenue junction meet and support the objectives of the wider area scheme.
4. Caroline Annesley
Councillor Rose has implied that Dulwich residents need to stop making short car journeys. What evidence does Southwark have that Dulwich residents are making unnecessary short car journeys, and does this justify the pollution caused by forcing residents to take long detours to complete all journeys?
Response by Councillor Catherine Rose, Cabinet Member for Leisure, Environment and Roads
Councillor Rose has not stated or implied that Dulwich residents need to stop making short car journeys. ... view the full minutes text for item 5. |
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Minutes
To approve as a correct record the minutes of the open section of the meeting held on 2 February 2021. Supporting documents: Minutes: RESOLVED:
That the minutes of the meeting held on 2 February 2021 be approved as a correct record and signed by the chair. |
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Deputation Requests
To consider any deputation requests. The deadline for the receipt of a deputation request is midnight Wednesday 3 March 2021. Supporting documents: Minutes: Three deputation requests were received for cabinet and were not accepted for the following reasons:
1. Leaseholders at Devon Mansions
Arrangements had been made for council officers to examine the detailed issues submitted and to meet with residents separately to discuss.
2. Dulwich Alliance
3. Lordship Lane residents and businesses
In respect of the deputations received from 2 and 3 above, similar requests had been considered by cabinet recently.
The leader of the council announced that deputations and public questions serve the purpose of bringing matters to cabinet attention, but that the ongoing dialogue and discussion can continue effectively outside the cabinet process and by other means and established processes. |
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Temporary Accommodation Policy and Action Plan
To note the temporary accommodation policy and action plan and agree to publish and implement the Southwark Good Homes Standard. Supporting documents: Minutes: RESOLVED:
Decisions of the Cabinet
1. That the temporary accommodation policy and action plan report be noted and it be agreed to publish and implement the Southwark Good Homes Standard (for homeless households) (Appendix 6 of the report).
2. That it be agreed that an annual temporary accommodation (TA) scrutiny report be produced.
3. That it be noted that homeless households in temporary accommodation placed outside of the borough will retain their rights to bid for Southwark’s permanent social housing.
Decisions of the Leader of the Council
4. That authority be delegated to the cabinet member for social support and homelessness to bring forward (individual decision making) IDM to agree:
a. The revised accommodation procurement policy for homeless households (Appendix 1 of the report) including a revised temporary accommodation supply action plan. b. The revised private rented sector offers policy for homeless households (Appendix 2 of the report). c. The revised temporary accommodation lettings framework (Appendix 3 of the report). |
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Discretionary Service Charge Loan Policy Review
To note the contents of the report proposing changes to the current discretionary service charge loan policy and agree to the changes to the policy. Supporting documents: Minutes: Councillor Evelyn Akoto, having declared declared a disclosable pecuniary interest in respect this item as a leaseholder, did not participate in the discussion on this item.
RESOLVED:
Decisions of the Cabinet
1. That the contents of the report proposing changes to improve the current discretionary service charge loan policy be noted.
2. That the changes to the policy as recommended in paragraphs 20-28 of the report be agreed.
Decisions of the Leader of the Council
3. That authority be delegated to the cabinet member for housing to agree a revised comprehensive policy reflecting the changes proposed in this report, and to review and if appropriate amend it, every five years, or sooner if a significant event occurs (as defined by the Financial Conduct Authority (FCA)).
4. That authority be delegated to the strategic director of finance and governance to review the service charge loan interest rates on an annual basis, in order for the council to be more reactive to business, economic and environmental changes. |
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Gateway 1 - Procurement Strategy Approval - Leasehold and Ancillary Properties Buildings Insurance
To approve the procurement strategy outlined in the report to undertake a procurement in line with the Public Contract Regulations 2015 (PCR) for the leasehold and ancillary properties buildings insurance contract. Supporting documents: Minutes: Councillor Evelyn Akoto, having declared declared a disclosable pecuniary interest in respect this item as a leaseholder, did not participate in the discussion on this item.
RESOLVED:
Decision of the Cabinet
1. That the procurement strategy outlined in the report to undertake a procurement in line with the Public Contract Regulations 2015 (PCR) for the leasehold and ancillary properties buildings insurance contract (including a separate claims handling service) for a period of three years commencing 1 April 2022, with an option to extend for two twelve month extensions, making a total estimated contract value of up to £25.57m be approved. The estimated total contract value is up to £5.1m per annum (including insurance premium tax at 12%).
Decision of the Leader of the Council
2. That authority be delegated to the cabinet member for housing to award the contract for the reasons set out in paragraph 12 of the report. |
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Investment proposal for plots A1, A2 and K1 at Canada Water
That further to the Master Development Agreement (MDA) between the council and British Land (BL) to seek approval to invest its land only in plots A1, A2 and K1. Supporting documents: Minutes: RESOLVED:
That further to the Master Development Agreement (MDA) between the council and British Land (BL) the council should invest its land only in plots A1, A2 and K1. |
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Strategic property purchase: Stork On The Hill Midwifery Centre, Blanchedowne, Denmark Hill
To seek approval to acquire the freehold interest of land. Supporting documents: Minutes: RESOLVED:
1. That pursuant to s17 of the Housing Act 1985 the freehold interest in the land edged red on the plan at Appendix A of the report be acquired by the council in accordance with the principal terms set out substantially in paragraph 15 of the report and fully in paragraph 3 of the closed version of the report.
2. That authority be delegated to the director of regeneration to agree detailed terms of the transaction. |
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Former Garages Adjacent Trevithick House Bermondsey
To approve the appropriation of the land to facilitate the carrying out of the development proposals for the area. Supporting documents: Minutes: RESOLVED:
1. That the land shown edged red on the plan at Appendix A of the report that is currently held for housing purposes be confirmed as no longer required for those purposes and the appropriation of the land to planning purposes to facilitate the carrying out of the development proposals for the area in accordance with section 226 of the Town and Country Planning Act 1990 and section 122(1) of the Local Government Act 1972 be approved.
2. That it be confirmed that following completion of the appropriation at paragraph 1 of the report, the land shown edged red on the plan at Appendix A of the report will no longer be required for planning purposes and the appropriation of the land to housing purposes in accordance with section 9 of the Housing Act 1985 and section 122(1) of the Local Government Act 1972 be approved. |
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Gateway 2 – Contract Award Care at Home and in the Community for Children & Young People
To approve the establishment of a single-lot framework agreement for the provision of Care at Home and in the Community for Children & Young People (CYP Care at Home) for a period of up to four (4) years from 3 May 2021. Supporting documents: Minutes: RESOLVED:
1. That the establishment of a single-lot framework agreement for the provision of Care at Home and in the Community for Children & Young People (CYP Care at Home) for a period of up to four (4) years from 3 May 2021 be approved for an estimated total value of £4.8m and the deviation from the original gateway 1, namely that Southwark Clinical Commissioning Group (CCG) had given notice that it did not wish to further its participation in a joint procurement process be approved.
2. That the six named providers for the single-lot CYP Care at Home Framework Agreement as set be approved:
· Verity Healthcare Ltd · Supreme Care Services Ltd · De Vere Care Partnership · Contact Professionals · Diamond Resourcing Plc t/a Better Healthcare Services · Unique Personnel (UK) Ltd. |
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Gateway 0 - Strategic Options Assessment for the Future Direction of the Tree Service
To request that officers bring a Gateway 1 report to cabinet in 2021 for the procurement of the external tree works services and to note related recommendations. Supporting documents: Minutes: RESOLVED:
1. That it be noted that there is a need to review the way in which tree services are delivered and to consider new and more effective delivery models.
2. That the outcomes of the tree services strategic options assessment which recommends moving to a ‘mixed economy model’ with in house client management and tree planting teams and an outsourced tree works service, detailed in paragraphs 61 to 64 of the report be noted.
3. That it be noted that that any impact on existing council employees as a result of the recommended option will be carefully considered and appropriate consultation with staff and recognised Trade Unions will take place. More detail about the consideration of the impact on staff can be found at paragraph 85 of the report.
4. That officers bring a gateway 1 report to cabinet in 2021 for the procurement of the external tree works services.
5. That the detailed proposals be worked through with the stakeholders particularly to ensure that the best option is considered for tree management, looking at all options including whether there is any further potential to do any aspects in-house. |
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Gateway 0 - Appraisal of Management Options for Leisure Centres
To approve that a Gateway 1 paper is brought to cabinet in autumn 2021 to seek approval to a proposed insourcing strategy which will include a detailed programme and implementable plan to bring the leisure service in-house and note related recommendations. Supporting documents: Minutes: Councillor Ian Wingfield was in attendance to confirm the recent consideration of this item by the overview and scrutiny committee. Cabinet thanked the committee for their work in respect of this matter.
RESOLVED:
1. That it be noted that the council’s current contract with Sport and Leisure Management Limited (SLM) ends in June 2023 and this provides the council with the opportunity to consider a new and more effective delivery model for its leisure service.
2. That the outcome of the leisure service strategic options assessment which demonstrates that insourcing, outsourcing or creating a Local Authority Controlled Company (LACC) are all reasonable management options for the council to consider, be noted.
3. That it be noted that insourcing the leisure service is currently the preferred option in that it addresses a number of key drivers for change, and provides the council with a range of benefits, as detailed in paragraphs 12 – 19 of the report.
4. That the associated advantages and risks with insourcing the leisure service, as detailed in Tables 4 and 5 of the report be noted.
5. That it be noted that the recruitment of an experienced programme manager is required on a fixed term basis to implement the planning, and oversee the delivery, of the next steps of the preferred in-house option. In addition a strategic outcomes planning strategy is needed which will be undertaken by an external consultancy.
6. That, subject to the approval of the recommendations in this gateway 0 report, a gateway 1 paper is brought to cabinet in autumn 2021 to seek approval to a proposed insourcing strategy which will include a detailed programme and implementable plan to bring the leisure service in-house. |
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Public Space Protection Order Extension - to tackle dog related anti-social behaviour
To approve the recommendation that the Public Space Protection Orders (PSPOs) should continue without variation until March 2024 and to note that a further review (including consultation with key stakeholders) of the PSPO to tackle dog related anti-social behaviour will be conducted in March 2022, with a view to renewing the PSPO by 31 March 2024 (subject to the outcome of the review). Supporting documents: Minutes: RESOLVED:
1. That the continuation of Public Space Protection Orders (PSPOs) for dog-related anti-social behavior without variation until March 2024 be approved.
2. That the findings of the review of the Public Space Protection Orders (PSPOs) to tackle dog-related anti-social behavior (ASB) be noted.
3. That it be noted that a further review (including consultation with key stakeholders) of the PSPO to tackle dog-related anti-social behaviour will start in March 2022, with a view to renewing the PSPO by 31 March 2024, subject to the outcome of the review. |
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Gateway 1 - Procurement Strategy Approval -Facilities Management Contract Procurement for the operational estate
To approve a number of recommendations to bring the corporate facilities management (CFM) cleaning services in-house on expiry of the current contract in September 2022 and to procure the remaining hard and soft facilities management (FM) services recommended in the procurement strategy via a further competition process using the Crown Commercial Services (CCS) framework agreement
To approve potential (not guaranteed) lifecycle capital investment works. Supporting documents: Minutes: RESOLVED:
1. That the following recommendations be approved:
2. To bring the corporate facilities management (CFM) cleaning services outlined in paragraph 59 of the report in-house on expiry of the current contract in September 2022.
3. To procure the remaining hard and soft facilities management (FM) services recommended in the procurement strategy (outlined in paragraphs 34 to 35 of the report) via a further competition process using the Crown Commercial Services (CCS) framework agreement, RM3830 at an estimated annual cost of £7.6m for 4 years totalling £30.4m with an option to extend by a further two years, totalling an estimated £45.6m
4. That potential (not guaranteed) lifecycle capital investment works to the value of £3.5m per annum (outlined in paragraph 35), thereby increasing contract cost up to £66.6m be approved.
5. That the amendment to the approach approved in the gateway 0 report, in line with the recommended new procurement strategy as set out below be noted.
6. That the gateway 2 decision be delegated to the strategic director for housing and modernisation, for the reasons outlined in paragraph 39 of the report. |
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Extension of the Mitie FM Ltd (Interserve) Facilities Management Contract
To approve the variation to extend the term (and agree associated changes noted in the report) of the consolidated facilities management (FM) contract with Mitie FM Limited (Mitie) (previously known as Interserve (Facilities Management) Limited (Interserve). Supporting documents: Minutes: RESOLVED:
1. That the variation to extend the term (and agree associated changes noted in the report) of the consolidated facilities management (FM) contract with Mitie FM Limited (Mitie) (previously known as Interserve (Facilities Management) Limited (Interserve) as outlined in paragraph 8 of the report, for a period of up to 18 months, from 01 April 2021 to 30 September 2022, at an estimated total cost of £16m be approved.
2. That it be noted that from the contract start date 1 February 2013 to 30 September 2022 the estimated total contract value would be £79m.
3. That it be noted that a three month break clause will be sought as part of the variation to allow for an earlier end to the contract if required, as further detailed in paragraph 14 of the report. |
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Motion to exclude the press and public That the press and public be excluded form the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in category 3 of paragraph 10.4 of the access to information procedure rules of the Southwark Constitution.
The following is a summary of the decisions taken in the closed part of the meeting. |
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Strategic property purchase: Stork On The Hill Midwifery Centre, Blanchedowne, Denmark Hill Minutes: The cabinet considered the closed information relating to this item. Please see item 12 for the decision. |
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Gateway 2 – Contract Award Care at Home and in the Community for Children & Young People Minutes: The cabinet considered the closed information relating to this item. Please see item 14 for the decision. |