Agenda and minutes

Venue: Bromley Civic Centre

Contact: Graham Walton  020 8461 7743

Items
No. Item

192.

TERRORIST INCIDENT AT WESTMINSTER

Minutes:

The Leader offered condolences to those affected by the terrorist incident at Westminster that afternoon, and led those present at the meeting in a few moments of silent reflection.

193.

APOLOGIES FOR ABSENCE

Minutes:

There were no apologies for absence.

194.

DECLARATIONS OF INTEREST

Minutes:

Councillor Peter Morgan declared an interest in relation to minute 198 (Budget Monitoring 2016/17) as his daughter worked for Kier, who held the Council’s street cleansing contract.

195.

QUESTIONS FROM MEMBERS OF THE PUBLIC ATTENDING THE MEETING

In accordance with the Council’s Constitution, questions to this Committee must be received in writing 4 working days before the date of the meeting.  Therefore please ensure questions are received by the Democratic Services Team by 5pm on Thursday 16th March 2017.

Minutes:

No questions had been received.

196.

TO CONFIRM THE MINUTES OF THE MEETING HELD ON 8TH FEBRUARY 2017, AND CONSIDER MATTERS ARISING pdf icon PDF 252 KB

Additional documents:

Minutes:

Report CSD17039

 

RESOLVED that the minutes of the meeting held on 8th February 2017 be confirmed.

197.

CHILDREN'S SERVICES UPDATE pdf icon PDF 337 KB

Additional documents:

Minutes:

Report CS17130

 

The Executive received an update on progress with Children’s Services, including feedback from Ofsted’s second Monitoring Visit on 22nd/23rd February 2017. The report had been scrutinised by the Executive and Resources PDS Committee at its meeting on 15th March 2017 and the Care Services PDS Committee at its meeting on 21st March 2017. Three key areas of progress were set out –

 

(i) Progress with the Children’s Services Improvement Plan. The Plan included some two hundred actions, of which only seven were outstanding at the last review in February. The Plan was closely monitored by the Governance Board and at weekly meetings of the Improvement Team Board.

 

(ii) Practice Improvement Framework. A new improvement audit programme had been introduced including a programme of monthly case audits and deep dive reviews of specific areas. An analysis of sixteen children returned to their families had established that it was appropriate to return them in twelve cases, in two cases the parents had withdrawn and in the remaining two the courts had decided that return was appropriate.

 

(iii) Ofsted Monitoring Visit. The latest monitoring visit had been on 22nd/23rd February; feedback had been encouraging and the formal letter would be published on Friday.

  

There was also progress in appointing senior staff at Head of Service level, and there appeared to be interest amongst social workers in working for Bromley.

 

Although there had been a good pace to the improvement so far, it was important to ensure that progress was embedded and sustainable. The service was engaging more successfully with partner agencies, and was working closely with Legal Services to build up the confidence of the courts in Bromley’s capability.  

 

Members requested that a “dashboard” of performance information be provided and updated on a regular basis; the Education and Children’s Services Portfolio Holder confirmed that this was being developed. Further information on outcomes for Looked after Children was sought – this needed to go beyond academic qualifications and capture wider health and wellbeing information. The Leader proposed that this information be reported to the PDS Committee on a regular basis.    

 

A sheet summarising the use of the additional funding allocated to children’s services improvement had been circulated at the request of Executive and Resources PDS Committee. The Chairman of the PDS Committee urged the Executive to ensure that expenditure was kept within budget and queried a sum of £63k included in the summary. The Leader stated that large overspends were being reported across the country and in London in particular - Bromley’s position was relatively under control compared to some London authorities. While the Government had provided the precept on adult care, there was a need to recognise funding pressure on children’s services.

 

There had been a dramatic increase in legal proceedings, with around ninety cases now with Legal, roughly double the amount from a year ago. This reflected both a national increase, and the effect of the Ofsted report. Efforts were  ...  view the full minutes text for item 197.

198.

BUDGET MONITORING 2016/17 pdf icon PDF 661 KB

Additional documents:

Minutes:

Report FSD17034

 

The Executive received the third budget monitoring report for 2016/17 which projected a net overspend of £3.7m and highlighted significant variations which would impact on future years as well as early warnings that could have an impact on the end of year position. The report was based on activity and expenditure levels up to the end of December 2016. An additional recommendation would be considered on the Part 2 agenda. 

 

The report had been scrutinised by the Executive and Resources PDS Committee at its meeting on 15th March 2017. The Committee had supported the recommendations, subject to an additional suggestion that consideration be given to merging the Council’s Adult Passenger and SEN Transport fleets.

 

The Environment Portfolio Holder pointed out that the Environment budget was projected to underspend, but there was some uncertainty on whether certain income from defaults was achievable.

 

Members were concerned at the projected overspend of £124k on the Coroner’s Service. This was a statutory service managed by LB Croydon on behalf of four local authorities. The Council had an obligation to meet its share of the costs, but Members wanted reassurance that expenditure was being controlled and managed effectively. 

 

The Director of Finance agreed to present the income from investment properties as a separate line in Appendix 1, the projected outturn, in future. This was currently anticipated to be around £13m.

 

The Chief Executive reported that a letter had just been received from the Government on the operation of the additional adult social care funding. The detailed conditions would need to be closely examined, as they appeared to be driven by health service considerations and might create additional burdens and requirements.

 

RESOLVED that

 

(1) The latest financial position be noted.

 

(2) It is noted that a projected net overspend on services of £3.7m is forecast based on information as at December 2016.

 

(3) The comments from the Deputy Chief Executive and Executive Director of Education, Care and Health Services and the Executive Director of Environment and Community Services, as detailed in sections 3.2 and 3.3 of the report, be noted.

 

(4) The projected variation of Cr £5m in the Central Contingency as detailed in section 3.4 be noted.

 

(5) The projected increase to the General Fund balance of £224k as detailed in section 3.7 be noted.

 

(6) The release of £786k from the Central contingency as detailed in paragraph 3.4.3 be agreed.

 

(7) It is agreed that £257k held in the central contingency for the Civic Centre Development Strategy be transferred to an earmarked reserve as detailed in section 3.4.4.

 

(8) The carry forwards being requested for drawdown from the Central Contingency totalling £40k (net) as detailed in section 3.5 be noted.

 

(9) The Prior Year Adjustments of £185k as detailed in section 3.6 be noted.

 

(10) Council be recommended to approve the transfer of £4.0m to the Growth Fund as detailed in section 3.12.

 

(11) The full year costs pressures of £5.2m as detailed in section 3.8 be noted.

 

(12) Funding of  ...  view the full minutes text for item 198.

199.

PROPOSED PUBLIC REALM PROJECT AND MARKET REORGANISATION FOR BROMLEY HIGH STREET pdf icon PDF 192 KB

Bromley Town Ward

Additional documents:

Minutes:

Report DRR17/005

 

The detailed designs and scheme costs for the whole of the proposed improvement works for Bromley High Street had now been fully completed. As a consequence of the proposed public realm changes the existing street market would need to be relocated and officers had been assessing options for the future development of the market, including commissioning of the market operation. The report outlined options for the relocation and reorganisation of the market – the Executive was asked to approve the relocation of the market and agree the future format, and approve funding for the scheme including funding for an additional temporary staffing resource to manage the market transition project.

The Report had been scrutinised by the Renewal and Recreation PDS Committee on 7th March 2017. The Committee supported the recommendations, subject to proposing that approval of £720k of the spending be deferred until the outcome of the detailed design and final costs for the market kiosks was submitted for approval in July 2017 and that the provision of electronic advertising boards should be reviewed in 2019 when the reorganisation is complete. 

 

The Executive welcomed the scheme, which would result in a slightly smaller but better quality market. It was confirmed that the additional street cleansing costs of £60k per annum could be met from income generated by the scheme, including rent from the market kiosks, and that the electronic advertising boards were new, rather than just replacing existing boards. Members also commented that lighting should be a key feature of the scheme to highlight the more attractive buildings in the High Street and Market Square. 

 

RESOLVED that

 

(1) The detailed design and programme for the Bromley Town Centre Public Realm Improvement scheme comprising the ground plane works extending from Market Square to the Elmfield Road junction costed at £2.844m be approved.

(2) A total of £2.844m is allocated from the Growth Fund and added to the Capital programme to undertake the implementation of the scheme, subject to Full Council approval.  (It was noted that the outcome of detailed design and final costs for commercial kiosks and the mirrored pavilions would be reported to Members for approval in July 2017.)

(3) A decision on the allocation of £720k from the Growth Fund to the Capital Programme be deferred until the outcome of the detailed design and final costs for the market kiosks are submitted for approval in July 2017.

(4) Should the S106 funding of £4m be received from the Langley Court development, it is agreed that the scheme be funded by these monies and the £3.564m be returned to the Growth Fund.

(5) Annual growth of up to £60k to cover the enhanced cleaning and maintenance costs from April 2018, subject to the level of income generated from the commercial kiosks.

(6) The options for the future operation of the market set out in paragraph 3.15 of the report having been reviewed,  the preferred option (c), to approve the relocation, reorganisation and relaunch of Bromley Town Centre  ...  view the full minutes text for item 199.

200.

BROADBAND INFRASTRUCTURE INVESTMENT pdf icon PDF 122 KB

Darwin Ward

Minutes:

Report DRR17/017

 

A proposal had been received from Cudham Village Residents Association for Growth Fund funding towards the provision of upfront Broadband infrastructure. The report had been scrutinised by the Renewal and Recreation PDS Committee on 7th March 2017 and the Committee had supported the proposal.

 

A Member commented that fibre over poles was now a potential low-cost solution – this would be fed back to the organisers.

 

RESOLVED that

 

(1) Funding of £15k be approved from the Growth Fund to support the community initiative detailed in paragraph 3.3 of the report.

 

(2) Authority to release the final funding be delegated to the Executive Director of Environment and Community Services with the agreement of the Portfolio Holder for Resources and the Director of Corporate Services.

 

201.

OPERATIONAL BUILDING MAINTENANCE BUDGETS AND PLANNED PROGRAMME 2017/18 pdf icon PDF 175 KB

Minutes:

Report DRR17/018

 

The Executive considered proposed maintenance budgets and the planned maintenance programme for 2017/18. The report highlighted a number of budgetary pressures and requested additional funding to ensure that the Council had sufficient funds to maintain its buildings and to ensure compliance with statutory regulations.

 

The Renewal and Recreation Portfolio Holder called for a more proactive approach to maintenance, which he stated would save money in the long-term. Another Member suggested that more maintenance and repairs needed to be undertaken by tenants – lease terms were being reviewed by Cushman and Wakefield and this would be addressed wherever possible.

 

Councillor Nicholas Bennett asked whether there had been any progress with the former public toilets in West Wickham in his ward. Officers were requested to report back on the current position, and on the other former public toilet buildings. It was noted that these buildings could be very difficult to sell, and sales often fell through. It was suggested that some properties might be suitable to use for temporary accommodation for the homeless; this was now considered in all cases. 

 

The report had been scrutinised by the Executive and Resources PDS Committee at its meeting on 15th March 2017.

 

RESOLVED that

 

(1) An increase in the Building Maintenance budget of £126k per annum be agreed for the reasons set out in paragraph 3.5 of the report, which is to be funded from the Council’s 2017/18 Central Contingency Sum.

(2) Subject to the Council agreeing the budget, overall expenditure of £2,068,790 be agreed for the Building Maintenance budget in 2017/2018.

(3) It is noted that a further report will be submitted to the Executive (see paragraph 3.6) to consider any further costs arising from the Council’s statutory obligations.

(4) The planned programme in Appendix A be approved.

(5) Authority be delegated to the Director of Regeneration to vary the programmes to accommodate any change in the approved budget or where such action is considered necessary to either protect the Council’s assets or make the most effective use of resources.

(6) Funding of up to £170k be approved from the earmarked reserve in the Infrastructure Investment Fund to install separate meters to the utility supplies at the Churchill Theatre/Central Library to protect the Council’s VAT exemption status.

 

(7) The carrying forward of £113k from this year’s planned programme to 2017/18 to reconstruct the Central Depot wall be approved.

 

202.

CONTRACT AWARD OF LEARNING DISABILITY SUPPORTED LIVING SCHEMES (PART 1 SUMMARY) pdf icon PDF 197 KB

Minutes:

The Executive considered a part one summary of a part 2 report providing an overview of the process for the tendering of the learning disability supported living schemes at 109 and 111 Mason’s Hill and 18/19 Century Way.

 

The report had been scrutinised by the Care Services PDS Committee on 21st March 2017.

 

203.

CONTRACT AWARD FOR COMMUNITY SEXUAL HEALTH EARLY INTERVENTION SERVICES (PART 1 SUMMARY) pdf icon PDF 175 KB

Minutes:

Report CS17106A

 

The Executive considered a part one summary of a part 2 report providing an overview of the tendering process for the Community Sexual health Early Intervention Service.

 

The report had been scrutinised by the Care Services PDS Committee on 21st March 2017.

 

204.

EXTRA CARE HOUSING CONTRACT AWARD (PART 1 SUMMARY) pdf icon PDF 216 KB

Minutes:

The Executive considered a part one summary of a part 2 report providing an overview of the process for the tendering of the care and support in Extra Care Housing Schemes at Regency Court, Sutherland Court, Apsley Court, Crown Meadow Court, Durham House and Norton Court.

 

The report had been scrutinised by the Care Services PDS Committee on 21st March 2017.

 

205.

CONTRACT AWARD FOR STATUTORY HOMELESSNESS REVIEWS (PART 1 SUMMARY) pdf icon PDF 169 KB

Minutes:

Report CS17132A

 

The Executive considered a part one summary of a part 2 report providing an overview of the tendering process for the Statutory Homelessness Reviews Service.

 

The report had been scrutinised by the Care Services PDS Committee on 21st March 2017.

206.

REPLACEMENT OF HOUSING INFORMATION SYSTEM - ITT EVALUATION OUTCOME (PART 1 SUMMARY) pdf icon PDF 140 KB

Minutes:

The Executive considered a part one summary of a part 2 report providing an overview of the process for the tendering of a Housing IT system.

 

The report had been scrutinised by the Care Services PDS Committee on 21st March 2017.

 

207.

GATEWAY REPORT - MENTAL HEALTH FLEXIBLE SUPPORT SERVICES CONTRACT

Minutes:

Report withdrawn. (A decision was now being taken by the Care Services Portfolio Holder following scrutiny at Care Services PDS Committee on 21st March 2017.)

 

208.

INFORMATION BRIEFING

The following report has been published as an information item –

 

·  Crystal Palace Park – Regeneration Plan Update

 

Members have been provided with advance copies of the briefing via email.  The briefing is also available on the Council’s website at the following link:

 

Executive Information Briefing

 

Printed copies of the briefing are available on request by contacting the Democratic Services Officer.

Minutes:

An information briefing concerning Crystal Palace Park – Regeneration Plan Update had been circulated.

 

It was suggested that the tower block at the Lodge should be considered for use by the homeless. Approaches had already been made, although it was understood that the tower was still used at certain times of the year.   The Leader urged that another approach be made.

209.

CONSIDERATION OF ANY OTHER ISSUES REFERRED FROM THE EXECUTIVE AND RESOURCES POLICY DEVELOPMENT AND SCRUTINY COMMITTEE

Minutes:

There were no additional issues reported from Executive and Resources PDS Committee.

210.

LOCAL GOVERNMENT ACT 1972 AS AMENDED BY THE LOCAL GOVERNMENT (ACCESS TO INFORMATION) (VARIATION) ORDER 2006 AND THE FREEDOM OF INFORMATION ACT 2000

The Chairman to move that the Press and public be excluded during consideration of the items of business listed below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.

Minutes:

RESOLVED that the Press and public be excluded during consideration of the items of business referred to below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.

 

The following summaries

refer to matters

involving exempt information

 

211.

EXEMPT MINUTES OF THE MEETING HELD ON 8TH FEBRUARY 2017

Minutes:

The minutes of the meeting held on 8th February 2017 were approved.

212.

BUDGET MONITORING 2016/17

Minutes:

The Executive approved funding of up to £50k from the Council’s Central Contingency Fund for a legal matter.

213.

CONTRACT AWARD OF LEARNING DISABILITY SUPPORTED LIVING SCHEMES

Minutes:

The Executive awarded a contract for the delivery of supported living services at 109 and 111 Masons Hill and 18/19 Century Way.

214.

CONTRACT AWARD - COMMUNITY SEXUAL HEALTH EARLY INTERVENTION SERVICES

Minutes:

Report CS17106B

 

The Executive awarded a contract for the provision of Community Sexual Health Early Intervention Services.

215.

EXTRA CARE HOUSING CONTRACT AWARD

Minutes:

The Executive awarded two contracts for the provision of Care and Support Services within Extra Care Housing schemes at Regency Court, Sutherland Court and Apsley Court (Lot 1), and Crown Meadow Court, Durham House and Norton Court (Lot 2). 

216.

CONTRACT AWARD FOR STATUTORY HOMELESSNESS REVIEWS

Minutes:

Report CS17132B

 

The Executive awarded a contract for the provision of Statutory Homelessness Reviews.

217.

REPLACEMENT OF HOUSING INFORMATION SYSTEMS - ITT EVALUATION OUTCOME

Minutes:

The Executive awarded a contract for a new Housing IT system.

218.

INTEGRATED COMMUNITY EQUIPMENT SERVICES (ICES)

Minutes:

Report withdrawn.

 

219.

FUTURE PROVISION OF STREET LIGHTING SERVICE

Minutes:

Report ES17018

 

 

The Executive agreed proposals for the future of the contract for the provision of street lighting.

220.

BROMLEY OLD TOWN HALL AND SOUTH STREET CAR PARK

Bromley Town Ward

Minutes:

Report DRR 17/019

 

The Executive received a report on the proposed redevelopment of the former Bromley Town Hall and South Street Car Park.

221.

EXTENSION OF CONTRACT FOR TEMPORARY ACCOMMODATION AT STEWART FLEMING PRIMARY SCHOOL

Clock House Ward

Minutes:

Report ED17038

 

The Executive agreed to an extension of the contract for provision of temporary accommodation at Stewart Fleming Primary School until permanent expansion works are completed in 2019.

222.

AWARD OF CONTRACT FOR CAPITAL WORKS AT POVEREST PRIMARY SCHOOL

Cray Valley West Ward

Minutes:

The Executive awarded a contract for capital works at Poverest Primary School.

223.

CONEY HILL LANDFILL SITE, OXTED - LANDFILL MONITORING CONTRACT

Minutes:

Report withdrawn.