Agenda, decisions and minutes

To approve as a correct record the Minutes of the Meeting held on 6^th May 2004.

The Minutes of the meeting of the Cabinet held on 6^th May 2004 were approved as a correct record and signed by the Chairman.

(a)  To consider a report by the Overview and Scrutiny Panel (Service Delivery and Resources) regarding their deliberations on the proposed Recruitment and Retention Strategy for the Customer First Contact Centre.

(b)  To consider a report by the Director of Operational Services presenting a proposed Recruitment and Retention Strategy for the Customer First Contact Centre.

[The comments from the meeting of the Employment Panel held on 24^th May 2004 will be reported at the Cabinet meeting].

Subject to the amendment of the covering report  to reflect the employment of 12 contact centre agents whose positions will in the first instance be advertised internally and having accepted the recommendations of the Overview and Scrutiny Panel (Service Delivery and Resources) concerning the use of the term “Call Centre”, the Cabinet has approved the Customer First Recruitment and Retention Strategy.

The Cabinet has also approved the release from the existing MTP of £155,000 in 2004/05 and £297,000 from 2005/06 onwards to enable the appointment to the posts referred to in paragraph 3.2 of the report.

By way of reports by the Director of Operational Services and of the proceedings of the meeting of the Overview and Scrutiny Panel (Service Delivery and Resources) held on 04/05/04 (copies of which are appended in the Minute Book), the Cabinet considered a proposed Recruitment and Retention Strategy for the Customer First Contact Centre.

Having been acquainted with the deliberations of the Overview and Scrutiny Panel, the Cabinet agreed that the term “call centre” should in future be used to refer to the facility. Following an amendment to the covering report to reflect the need to establish 12 Call Centre Agent posts initially, which at the request of ELAG representatives would be advertised internally in the first instance, the Cabinet

RESOLVED

(a)  that the Recruitment and Retention Strategy as appended to the report now submitted be approved; and

(b)  that the release of £155,000 from the MTP in 2004/05 be approved together with £297,000 in 2005/06 onwards to enable appointments to be made to the posts referred to in paragraph 3.2 of the report now submitted

To consider a report by the Head of Housing Services outlining the estimated rate at which loans made under the Council’s Repair Assistance Policy will be repaid to the Council.

The Cabinet has noted the report of the Head of Housing Services outlining the estimated rate at which loans made under the Council’s repair assistance policy will be repaid to the Council.

Further to Minute No. 03/168, the Cabinet received and noted a report by the Head of Housing Services (a copy of which is appended in the Minute Book) detailing the estimated rate at which loans made under the Council’s repair assistance policy would be repaid to the Council.

To consider a report by the Head of Housing Services seeking approval to increase the number of properties within the Private Sector Lease Scheme with King Street Housing Society.

The Cabinet has:

a)  Approved the extension of the Private Sector Lease Scheme with King Street Housing to meet the local needs of providing temporary accommodation for homeless households subject to each phase being evaluated to ensure that it will result in financial benefit to the Council and that maximum flexibility is preserved;

b)  Approved the use of the ODPM Homelessness Grant of £23,000 to finance the management charges for the first year of the next phase;

c)  Approved the necessary budget transfer from the housing benefits budget to the homelessness budget for each phase but note that fluctuations in demand for housing benefits may, despite these proposals, still result in unavoidable overspendings.

Consideration was given to a report by the Head of Housing Services (a copy of which is appended in the Minute Book) seeking approval to increase the number of properties within the Private Sector Lease Scheme with the King Street Housing Society. Whereupon it was

RESOLVED

a)  that the Private Sector Lease Scheme be extended to meet the local needs of providing temporary accommodation for homeless households, subject to each phase being evaluated to ensure that it will result in financial benefit to the Council and the preservation of maximum flexibility in terms of terminating leases without a financial penalty.

b)  that the Office of the Deputy Prime Minister Homelessness Grant of £23,000 be used to finance the management charges for the first year of the next phase; and

c)  that the necessary budget transfer from the housing benefits to homelessness  for each phase be approved whilst recognising that fluctuations in demand for housing benefit may nevertheless result in unavoidable overspendings.

To consider a report by the Head of Administration outlining proposals to establish a Corporate Governance Panel for the Council.

RECOMMENDED, subject to the comments of the Standards Committee that the full Council

a)  establish a Corporate Governance Panel with terms of reference as set out in paragraph 4.1 of the report submitted;

b)  that the Panel comprise 7 Members including a minimum of one and a maximum of three Members of the Cabinet;

c)  That the terms of reference of the Standards Committee be amended to omit those other duties allocated to it which do not relate to the Members Code of Conduct as listed on page 28 of the constitution; and

d)  That Article 4 of the constitution relating to the full Council be amended to delete the reference in paragraph 1(b) in relation to the Council Tax Base and the insertion of a reference to the control of the Council’s investments.

With the assistance of a report by the Head of Administration (a copy of which is appended in the Minute Book) the Cabinet considered the need to establish a Corporate Governance Panel to consider certain governance and financial responsibilities of the Council.  Having considered the issues involved, the Cabinet

RESOLVED

that full Council be recommended to approve:-

a)  the establishment of a Corporate Governance Panel with terms of reference as set out in paragraph 4.1 of the report now submitted;

b)  the composition of the Panel with 7 Members including a minimum of one and a maximum of three Cabinet Members;

c)  amendments to the terms of reference of the Standards Committee to omit those other duties allocated to it which do not relate to the Members’ Codes of Conduct as listed on page 28 of the Constitution; and

d)  an amendment of Article 4 of the Constitution to delete the reference in paragraph 1(b) in relation to the Council Tax Base and the insertion of a reference to control of the Council’s investments.

To consider a report by the Head of Financial Services on progress of the 2003/04 programme.

Subject to the changes to the figures identified within the report, the Cabinet had noted the variations from the currently approved Capital Programme for 2003/04 and the expected capital savings and revenue impact.

The Cabinet has also approved the financing of the upgrading of the CCTV links to St Neots and St Ives estimated at £40,000 from the 2004/05 provision for camera replacements.

By means of a report by the Head of Financial Services (a copy of which is appended in the Minute Book) the Cabinet were acquainted with anticipated variations in the Capital Programme in the current year.  Having been advised of changes to the total variation from -£341,000 to -£284,000, the Cabinet

RESOLVED

a)  that the report be received and expenditure variations noted;

b)  that the estimated capital savings and revenue impact also be noted; and

c)  that the financing of the upgrading of CCTV Links to St Neots and St Ives estimated at £40,000 be approved from the 2004/05 provision for camera replacements.

To consider a report by the Head of Financial Services on levels of performance achieved by the Fund Managers during the quarter ending 31^st March 2004.

The Cabinet has noted the levels of performance achieved during the period January to March 2004 in the matter of investment of the Council’s Capital Receipts.

A report by the Head of Financial Services was submitted (a copy of which is appended in the Minute Book) which reviewed the respective levels of performance achieved during the quarter 1st January to 31^st March, 2004 by External Fund Managers in the matter of investment of the Council’s capital receipts.

RESOLVED

  that the content of the report be noted.

To consider a report by the Head of Operations presenting the Council’s proposed responses to recent consultation documents issued by the Department for Environment, Food and Rural affairs.

Subject to the incorporation of a more strongly worded introduction outlining the Council’s concerns at the proposal to shift responsibility for the majority of enforcement to waste collection authorities without matching funds to establish the necessary infrastructure, the Cabinet has endorsed the District Council’s proposed response to the consultations.

The Cabinet has also authorised appropriate representations on the matter to be made to the Local Government Association, copies of which are to be sent to the Local MPs and the Minister for Local Government and the Regions.

By means of a report by the Head of Operations (a copy of which is appended in the Minute Book) the Cabinet were acquainted with the details of recent consultation papers issued by the Department for Environment, Food & Rural Affairs concerning fly tipping and proposed new directions in respect of the unlawful disposal of waste.

Having considered the proposals outlined in the consultation papers and the suggested responses, the Cabinet emphasised that the latter should address their apprehension with regard to the prospect of additional responsibilities being imposed on waste collection authorities without the accompanying financial resources.  According it was

RESOLVED

a)  that, subject to an appropriate caveat to condition the terms of acceptance of any additional responsibilities by waste collection authorities by reference to the availability of the accompanying financial resources, the response to the consultation papers as outlined in the report now submitted be approved; and

b)  that appropriate representations on the matters be made to the Local Government Association, the Minister of State for Local Government and the Regions and the Members of Parliament for the Huntingdon and North West Cambridgeshire Constituencies.

To receive a report (TO FOLLOW) of the meeting of the District Council Headquarters and other Office Accommodation Members’ Advisory Group held on 19^th May 2004.

The Cabinet has noted the report of the meeting of the District Council’s Headquarters and other Accommodation Advisory Group.

A report of the meeting of the District Council Headquarters and other Office Accommodation Member Advisory Group held on 19^th May 2004 was received and noted.

To resolve:-

that the public be excluded from the meeting because the business to be transacted contains exempt information relating to the financial or business affairs of a particular person, the amount of expenditure to be incurred by the authority under a particular contract for the supply of goods/services, the terms proposed by the Authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services and the opinion of counsel in connection with the determination of any matter affecting the authority.

RESOLVED

that the public be excluded from the meeting because the business to be transacted contains exempt information relating to the financial or business affairs of a particular person, the amount of expenditure to be incurred under a particular contract for the supply of goods/services, terms proposed in the course of negotiations for a contract for the acquisition or disposal of property and the supply of goods and services and the opinion of Counsel.

To consider a report by the Head of Environmental Health seeking approval to accept a quotation for the purchase of air quality monitoring equipment.

The Cabinet has approved the acceptance of the estimate from Thermo Electron for the supply of air quality monitoring equipment.

The Cabinet has also approved a supplementary capital estimate of £29,000 and a reduction in the revenue budget by the saving shown in paragraph 4.1 of the report.

By means of a report by the Head of Environmental Health (a copy of which is appended in the annex to the Minute Book), the Cabinet considered a request seeking approval to the acceptance of a quotation other than the lowest received for the purchase of air quality monitoring equipment.

Having considered the perceived benefits in purchasing rather than leasing the equipment, the Cabinet

RESOLVED

a)  that the quotation from Thermo Electron in the sum identified in the report now submitted, be approved; and

b)  that a supplementary capital estimate of £29,000 be approved and the revenue budget reduced as set out in paragraph 4.1 of the report now submitted.

To consider a report by the Head of Environment and Transport and the recommendations of the District Council Headquarters and Members Accommodation Advisory Group on the release of funding in the MTP for a feasibility study of the options for the District Council’s headquarters and depot accommodation and the appointment of consultants to undertake the study.

The Cabinet has approved the release of £75,000 from the MTP for a feasibility study of the options for the District Councils headquarters and depot accommodation and approved the acceptance of the tender submitted by Lambert Smith Hampton.

Further to Minute No 03/133 and by way of a report by the Head of Environment and Transport (a copy of which is appended in the annex to the Minute Book) the Cabinet were apprised of the outcome of the tendering process for the appointment of consultants to undertake a detailed feasibility study of options for the District Council’s headquarters and depot accommodation. Having considered the appraisal mechanism by which tenders were evaluated, it was

RESOLVED

a)  that £75,00 be released for the feasibility study from the Medium Term Plan;

b)  that Lambert Smith Hampton be appointed as consultants to undertake the study; and

c)  that the future programme for the completion of the feasibility study as set out in paragraph 4 of the report now submitted be noted.

To consider a report by the Chief Officer’s Management Team updating Members on the current position with regard to the development of Sapley Square and inviting the Cabinet to consider the Contractual and Procurement processes.

Subject to the conditions set out in paragraph 6.5 of the report, the Cabinet has approved the procurement process for the main contract and the Council entering into the contract.

The Cabinet has also approved the employment of QS, as Employer’s Agent, on the contract terms originally agreed and the procurement process and acceptance of the County Council as Clerk of Works services.

The Cabinet considered a report by the Chief Officers Management Team (a copy of which is appended in the annex to the Minute Book) concerning the procurement approach undertaken to date in relation to Phase 1 of the Acorn Health Centre Development and seeking approval to the transfer of certain contracts or procurement processes to the Council, subject to the inclusion of appropriate caveats with regard to management of the risks involved.

The report also outlined advice received from Counsel on the matter and a proposal to negotiate the contract for Phase 2 of the development with the contractor for the Health Centre. In order to complete the works in the timeframe required by the Office of the Deputy Prime Minister funding agreement, to avoid the problem of restricted access to the site and to take advantage of the very competitive, successful tender submitted by a nationally recognised contractor for Phase 1, the Cabinet

RESOLVED

that subject to the conditions outlined in paragraph 6.5 of the report now submitted -

a)  the procurement process for the main contract and the Council entering into the contract be approved;

b)  the employment of the quantity surveyor, as the Employer’s Agent, on the contract terms originally agreed be approved; and

c)  the procurement process and engagement of Cambridgeshire County Council for Clerk of Works services be approved.