Agenda, decisions and minutes

To note any apologies for absence.

No apologies at the meeting.

To confirm the minutes of the meeting held on 13 March 2019 (minutes attached).

The minutes of the meeting held on 13 March 2019 were confirmed and signed as a correct record of that meeting.

To  declare any pecuniary or personal interests relating to items on the agenda.

Please see the information at note (1) at the end of the agenda

No declarations of interest.

Up to 30 minutes is allowed for this item.

Written questions

To answer any written questions from a County Councillor, (or any person living or working in the county, or is affected by the work of the County Council), about any matter which relates to any item on the agenda for the meeting.

The closing date for the receipt of questions is 4.00 pm on Tuesday 16 April 2019

Please submit any questions to jo.moore@gloucestershire.gov.uk

A written answer will be provided for each question and presented to the questioner and to Cabinet Members in advance of the meeting. The questions and answers will be taken as read at the meeting and need not be read out. At the discretion of the Leader of Council, each questioner in attendance at the meeting will be allowed to ask one supplementary question in response to the answer given to the original question.

A copy of the questions and answers circulated at the meeting will be attached to the signed copy of the minutes of the meeting.

Urgent questions

An urgent written question may be asked by a member of the public about any item on the Cabinet agenda for that meeting which the Chairperson considers could not have been reasonably submitted by the deadline for the receipt of written questions, provided he or she gives notice of the question to the Chief Executive by 12 noon on the day before the meeting.

The following supplementary questions were asked at the meeting.

Question 1: Cllr Jeremy Hilton

Agenda item 11: Gloucestershire’s Sufficiency Strategy – Semi Independent Project

Cllr Hilton referred to the large number of care institutions based in Kingsholm and stated how important it was not to overload the community with such facilities. Seeking clarification on the answer to his question, Cllr Hilton asked what other properties in the county had been considered as possible locations for a young person’s facility? Cllr Hilton asked Cllr Boyles to provide a written answer to the question, including the reasons why the locations had been dismissed as suitable premises.

Response by: Cllr Richard Boyles (Cabinet Member for Children and Young People)

Cllr Boyles explained that the project to provide a young person’s facility as was proposed four years ago under the IRIS project. After the Ofsted Inspection in 2017, a key part of Gloucestershire’s Sufficiency Strategy expanded the need for a wider range of local accommodation options.

Cllr Boyles explained that some of the properties that had originally been considered were no longer suitable . The Gloucestershire Sufficiency Strategy aimed to cater for young people in the community.

Cllr Boyles agreed to provide Cllr Hilton with a written response to his question after the meeting. He stated that, as the terms of the project grew, so did the terms of requirement.

Question 2: Cllr Jeremy Hilton

Agenda item 11: Gloucestershire’s Sufficiency Strategy – Semi-Independent Project

Cllr Hilton acknowledged there was a communications plan but stressed the importance of consulting with the local community.  Cllr Hilton asked for assurance that consultation had been done?

Response by: Cllr Richard Boyles (Cabinet Member for Children and Young People)

Cllr Boyles referred to the clear communications plan which set out the engagements that would be undertaken with the local community on a wide range of issues associated with the project, including bus services, schools and hospitals. Cllr Boyles agreed to provide a written response to the question after the meeting and assured Cllr Hilton the views of the local community would be listened to.

Question 3: Cllr Jeremy Hilton

Agenda item 11: Gloucestershire’s Sufficiency Strategy – Semi Independent Project

Cllr Hilton stated that, in the UK, a person reached maturity and was regarded as an adult by the time of their 18th birthday. Cllr Hilton asked Cllr Boyles to guarantee no new person over the age of 20 would be placed at Trevone House and that no one over age 20 would spend their first night in care at the house? 

Response by: Cllr Richard Boyles (Cabinet Member for Children and Young People)

Cllr Boyles stated he was unable to promise that no one over the age of 20 would be placed at Trevone House. He explained some placements could roll over beyond the age of 18 and that he would need to consult with the team on the matter. Cllr Boyles did not envisage anyone over the age of 20 would be placed at the  ...  view the full minutes text for item 4.

To consider the final report (including recommendations) of the Biodiversity Scrutiny Task Group.  

The report will be presented by Cllr Rachel Smith.

Cllr Rachel Smith, Chair of the Biodiversity Scrutiny Task Group, presented the final report of the task group, including recommendations.

Cllr Smith referred to the motion at full Council in June 2018, where it had been agreed unanimously to set up a task group to protect and encourage biodiversity in Gloucestershire. The cross-party membership of the task group had arranged several meetings, including a public workshop event in January 2019.  The event had been well attended and had attracted a significant level of local and national interest.

Outlining the ambitions of the task group, Cllr Smith confirmed that the main focus had been the management of road verges (grass cutting). Another key factor had been the impact of litter on hedgerows and road verges. It was suggested the issue be communicated to Parish Councils.

Cllr Nigel Moor, Cabinet Member for Environment and Planning, thanked the task group for producing such a comprehensive report. Cllr Moor was particularly complimentary about the simplicity of some of the points that had been identified by the task group and supported the proposal about communicating with parish councils on the need to address the issue of roadside litter.

Cllr Moor confirmed that he intended to work with officers in producing a response to the report, to be presented and considered at the Environment Scrutiny Committee meeting on 17 July 2019.

To consider the final report (including recommendations) of the ‘Examining the Culture of Gloucestershire Fire and Rescue Service’ Scrutiny Task Group.

The report will be presented by Cllr Jeremy Hilton.

Cllr Jeremy Hilton, Chair of the Gloucestershire Fire and Rescue Service (GFRS) Scrutiny Task Group, presented the final report of the task group, including recommendations.

Cllr Hilton said that he hoped the new Chief Fire Officer would address some of the issues that had culminated in the resignation of the former Chief Fire Officer.  He noted that the Council’s Audit and Governance Committee would be considering a report at its meeting on 25 April 2019, including checks and procedures, to avoid a repetition of circumstances in the future.

Cllr Hilton thanked the members and officers who had supported the work of the task group and the interviewees who had contributed to the gathering of evidence. These included, Leader of the Council, Cllr Mark Hawthorne; Cabinet Member: Public Protection, Parking and Libraries, Cllr Dave Norman; and Chief Executive Officer: Gloucestershire County Council, Peter Bungard. Cllr Hilton found the visits to some of the fire stations in the County with Cllr Norman particularly useful.

The task group proposed two issues, bullying and the use of temporary promotions, as issues that needed to be addressed in the future. Cllr Hilton also advocated the need to avoid allocating too heavy a work load to the Chief Fire Officer and the sharing of the County Council’s core values with the Fire and Rescue Service.

Welcoming the proposed new scrutiny committee structure at the County Council, Cllr Hilton said that the task group believed the new structure would assist in monitoring the work of GFRS. The task group supported the suggestion of establishing a Cabinet Panel to consider its recommendations.

Cllr Dave Norman, Cabinet Member: Public Protection, Parking and Libraries, thanked Cllr Hilton and the members of the task group for the positive piece of work that had been produced.  He confirmed Cabinet endorsed the sentiments of recommendations (A to E) and agreed to empower the Chief Fire Officer to take forward the task group’s proposals in a manner that would create true ownership from within GFRS.

Cllr Norman stated that he would personally oversee the issues that had been identified and agreed recommendation E to set up a Cabinet Panel was helpful. He would seek advice on the establishment and the membership (by invitation) of a Cabinet Panel.

To consider an update on the year-end forecast for the 2018/19 County Council’s Revenue and Capital Budgets

Cllr Ray Theodoulou, Cabinet Member for Finance and Change, updated members on the year-end forecast for the 2018/19 County Council’s Revenue and Capital Budgets for the year ending 31 March 2019.

Having considered all of the information, including known proposals, alternative options and reasons for recommendations, Cabinet noted the report and,

RESOLVED to:

1.    Note the forecast revenue year end position as at the end of February 2019 for the 2018/19 financial year is a balanced position. This represents a £0.406 million improvement on the previous position reported to Cabinet on 13^th March 2019.

2.    Approve that the slippage in year on IRIS in 2018/19, currently standing at £0.3 million, is transferred as revenue contribution to capital to support the capital refurbishment of Trevone House.

3.    Note the forecast overspend in the Dedicated Schools Grant (DSG) of £4.89 million in 2018/19, which reduces to £1.24 million after adjusting for the £2.3 million of uncommitted DSG balances brought forward and the £1.35 million additional funds announced in December 2018 to support children with special educational needs; and also endorses on going discussions with the Schools Forum to agree actions to bring DSG back into balance.

4.    Note the forecast capital year end position as at the end of February 2019 of £97.786 million against the current budget of £100.504 million – in year slippage of £2.718 million.

5.    Approve the addition of £0.025 million to the Adults capital budget funded by a revenue contribution.

6.    Approve the addition of £0.074 million to the Highway Capital budget funded from a variety of sources as outlined in the body of the report.

7.    Approve the addition of £0.121 million to the ICT Capital budget funded by a revenue contribution from the Adults Contact Centre budget.

Cllr Ray Theodoulou, Cabinet Member for Finance and Change, gave an update on the year end forecast for the 2018/19 County Council’s Revenue and Capital Budgets. The update reflected a challenging year based on an 11-month period ending 31 March 2019. Noting the success of the council’s policies, he commended Paul Blacker and the Finance Team for their tireless efforts in achieving a balanced budget. 

The following points were noted: -

The forecast revenue year end position was in a balanced position, on a net budget of £418.081 million, (representing a £0.406 million improvement on the previous position reported). There remained a significant underlying forecast overspend in the Children and Families Budget of £12 million, (reduced to £9 million by using one-off income from the business rate retention pilot and the drawing down from the Vulnerable Peoples Reserve). This reflected the continuing pressure on external placements and the cost of agency staff to cover vacancies. The number of children in care was reported as 740, compared to 650 two years ago.

Support Services were forecast to underspend by £0.425 million, largely due to staff vacancies. Other areas were forecast to be on or very close to budget.

Overall overspend was offset by a number of underspends, many of a one-off nature, that had been identified in corporate budgets.

The Dedicated Schools Grant (DSG) was forecast to overspend by £4.89 million, a decrease of £0.3 million from the previous position reported. The deficit carried forward into 2019/20 had been reduced by £2.3 million of uncommitted balances brought forward from previous years and the additional allocation of £1.35 million announced by the Department for Education to address the national pressure on high needs. This would leave a net forecast deficit of £1.24 million at the year end. It was confirmed there would be on-going discussions with the Schools Forum to agree actions to bring the DSG back into balance in future years.

The forecast year end position was reported as £97.786 million, resulting in a forecast slippage of £2.718 million.

The Cabinet report proposed an overall increase of £2.877 million to the capital programme. 

Cllr Theodoulou thanked the Finance Team and stated that, despite the challenges it had been presented with, the financial competency of the team was a credit to the council, a quality not always achieved nationally.

Having considered all of the information, including known proposals, alternative options and reasons for recommendations, Cabinet noted the report and,

RESOLVED to:

a)    Note the forecast revenue year end position as at the end of February 2019 for the 2018/19 financial year is a balanced position. This represents a £0.406 million improvement on the previous position reported to Cabinet on 13^th March 2019.

b)    Approve that the slippage in year on IRIS in 2018/19, currently standing at £0.3 million, is transferred as revenue contribution to capital to support the capital refurbishment of Trevone House.

c)    Note the forecast overspend in the Dedicated Schools Grant (DSG) of £4.89 million in 2018/19, which reduces  ...  view the full minutes text for item 7.

To approve the Council’s Corporate Asset Management Plan 2019-24

Cllr Ray Theodoulou, Cabinet Member for Finance and Change, presented the Council’s Corporate Asset Management Plan 2019-2024.

Having considered all of the information, including known proposals, alternative options and reasons for recommendations, Cabinet noted the report and,

RESOLVED that:

Cabinet approve the Corporate Asset Management Plan 2019–24 and delegate authority to the Head of Property Services to implement the agreed plan.

Cllr Ray Theodoulou, Cabinet Member for Finance and Change, sought approval of the Council’s Corporate Asset Management Plan 2019-2024, as set out in Appendix A of the report.

Approval of the Corporate Asset Management Plan 2019-24 would support the  Meeting the Challenge 3 (MtC3) capital receipt targets and management of the Council’s estate to meet service needs.

Cllr Theodoulou referred to the broad range of properties that constituted the plan, including rural assets, for which a separate plan would be produced.

Drawing attention to the Due Regard Statement that accompanied the report, Cllr Theodoulou congratulated the management of the Asset Management Plan Service (AMPS) provided to the County Council.

Cllr Nigel Moor, Cabinet Member for Environment and Planning, congratulated the council on the capital programme and referred to the achievements it had generated as the ‘envy of other councils’. 

Having considered all of the information, including known proposals, alternative options and reasons for recommendations, Cabinet noted the report and,

RESOLVED that:

Cabinet approve the Corporate Asset Management Plan 2019–24 and delegate authority to the Head of Property Services to implement the agreed plan.

To seek approval of a funding agreement with the Education and Skills Funding Agency (ESFA) for the purpose of funding the delivery of Community Learning and Adult Skills Programmes during the 2019-2020 academic year.

Cllr Lynden Stowe, Cabinet Member for Economy, Skills and Growth, sought approval to enter into a funding agreement with the Education and Skills Funding Agency for the purpose of funding the delivery of Community Learning and Adult Skills Programmes during the 2019-202 academic year.

Having considered all of the information, including known proposals, alternative options and reasons for recommendations, Cabinet noted the report and,

RESOLVED to

Authorise the Director of Education to:    

1.    Enter into a funding agreement with the Education and Skills Funding Agency (ESFA) under which the council shall receive ESFA funding for the purpose of delivering Community Learning and Adult Skills Programmes for the 2019-2020 academic year; and

2.    Continue to award, during the academic year 2019-2020, a series of 12 month call-off contract(s) for the supply of learning to adult learners, utilising the ranking criteria, from the providers appointed under a four year contract framework agreement in 2018 (up to the value of £499,999 in respect of any single call-off contract). Individual call-off contracts whose values exceed £250,000 in value will be made in consultation with the relevant Cabinet Member. Any call-off contract with a value of £500,000 or more shall be the subject of a separate Cabinet decision.

Cllr Lynden Stowe, Cabinet Member for Economy, Skills and Growth, sought approval of a funding agreement with the Education and Skills Funding Agency (ESFA) for the purpose of funding the delivery of the Council’s Community Learning and Adult Skills Programmes by the Gloucestershire Adult Education Service for the 2019-2020 academic year. He said that this was an annual process driven by the ESFA funding requirements.

Cllr Stowe also sought permission to continue to award, during the academic year 2019-2020, a series of 12-month call-off contracts for the supply of learning to adult learners from the providers appointed under a four year ‘contract framework’ agreement in 2018.  These were Art Shape, Cinderford Artspace, the National Star College, NCLP and Cotswold Communities.

The cost of the Adult Education contracts for the new academic year would be met from the ESFA grant, totalling £2,270,323 for the 2019-2020 academic year. A total of £1,770,324 would be allocated to Adult Education in Gloucestershire (direct delivery team) for skills and community learning courses and a total of £499,999 to the five appointed sub-contracted providers for community learning courses under the contract framework agreement.

Cllr Stowe expressed his disappointment that the Council would be receiving less funding than the previous year. He confirmed that there had been an 8.21% reduction in ESFA funding for the new academic year, equating to £186,531. All adult education providers in England had been the subject of reductions, some by as much as 15%. It was noted that the Adult Education Service would endeavour to make use of full cost recovery and apprenticeships income to cover the funding reduction.

Cllr Stowe thanked the Employment and Skills Team (and external tutors) for their work and said that the team would continue to rise up to meet any challenges it faced.

Having considered all of the information, including known proposals, alternative options and reasons for recommendations, Cabinet noted the report and,

RESOLVED to

Authorise the Director of Education to:    

a)    Enter into a funding agreement with the Education and Skills Funding Agency (ESFA) under which the Council shall receive ESFA funding for the purpose of delivering Community Learning and Adult Skills Programmes for the 2019-2020 academic year; and

b)    Continue to award, during the academic year 2019-2020, a series of 12 month call-off contract(s) for the supply of learning to adult learners, utilising the ranking criteria, from the providers appointed under a four year contract framework agreement in 2018 (up to the value of £499,999 in respect of any single call-off contract). Individual call-off contracts whose values exceed £250,000 in value will be made in consultation with the relevant Cabinet Member. Any call-off contract with a value of £500,000 or more shall be the subject of a separate Cabinet decision.

To approve changes to the Children & Families Capital Programme.

Cllr Lynden Stowe, Cabinet Member for Economy, Skills and Growth, sought approval of changes to the Children and Families Capital Programme as set out in the published decision report.

Having considered all of the information, including known proposals, alternative options and reasons for recommendations, Cabinet noted the report and,

RESOLVED to:

Approve changes to the Children & Families Capital Programme (as set out below and in the published decision report):

1. The addition of £0.465 million to the approved scheme for the Leckhampton C of E Primary, funded from the approved Basic Need Provision.

2. An addition of £0.907 million to the Specialist Provision Capital Fund

3. An addition of £0.818 million developer s106 contribution for Severn Vale Academy to replace allocated basic need funding.

4. An addition of £0.074 million developer s106 contributions for Thomas Keble School.

5. An addition of £0.125 million developer s106 contributions for Farmors School.

6. An addition of £0.285 million developer s106 contribution for Rednock School.

7. An addition of £0.216 million developer s106 contribution for Shurdington Primary to replace allocated basic need funding.

8. An addition of £0.008 million developer s106 contribution for Mitton Manor Pre School.

9. An addition of £0.043 million developer s106 contribution for Mickleton Primary School to replace allocated basic need funding.

10. An addition of £0.024 million developer s106 contribution for Hempsted Primary School to replace allocated basic need funding.

11. An addition of £0.057 million academy and school contributions for various projects.

12. An addition £0.100 million is added to the capital budget for school kitchen refurbishments.

Cllr Lynden Stowe, Cabinet Member for Economy, Skills and Growth, sought approval of changes to the Children and Families Capital Programme, (approved at the Full Council meeting on 14 February 2018), and to the 2019/20 Programme, (approved at the Full Council meeting on 13February 2019).

The schemes represented part of the ongoing investment to meet the current and future needs of children and young people in Gloucestershire. Subsequent to approval of the programmes, further schemes had been developed, affecting a number of schools. The purpose of this report was to provide members with an update to the changes and to realign funding streams awarded to the Capital Programme.

The current programme for investment, agreed in the 2019/20 Children and Families Capital Programme, represented a £45 million investment in the county’s schools as part of its ongoing commitment to investing £100 million into new schools, improving buildings and expanding facilities at schools across Gloucestershire.

Cabinet members welcomed the investment that had been made within the schools in their areas and commended the improvements that this had allowed. It was hoped continued investment would concentrate on more rural areas in the future. 

Having considered all of the information, including known proposals, alternative options and reasons for recommendations, Cabinet noted the report and,

RESOLVED to:

Approve changes to the Children & Families Capital Programme (as set out below and in the published decision report):

a)    The addition of £0.465 million to the approved scheme for the Leckhampton C of E Primary, funded from the approved Basic Need Provision.

b)    An addition of £0.907 million to the Specialist Provision Capital Fund

c)    An addition of £0.818 million developer S106 contribution for Severn Vale Academy to replace allocated basic need funding.

d)    An addition of £0.074 million developer S106 contributions for Thomas Keble School.

e)    An addition of £0.125 million developer S106 contributions for Farmors School.

f)     An addition of £0.285 million developer S106 contribution for Rednock School.

g)    An addition of £0.216 million developer S106 contribution for Shurdington Primary to replace allocated basic need funding.

h)    An addition of £0.008 million developer S106 contribution for Mitton Manor Pre School.

i)     An addition of £0.043 million developer S106 contribution for Mickleton Primary School to replace allocated basic need funding.

j)     An addition of £0.024 million developer S106 contribution for Hempsted Primary School to replace allocated basic need funding.

k)    An addition of £0.057 million academy and school contributions for various projects.

l)        An addition £0.100 million is added to the capital budget for school kitchen refurbishments.

To consider proposals for the use of Trevone House for services to children and young people.

Cllr Richard Boyles, Cabinet Member for Children and Young People sought approval for the re-modelling of Trevone House to support the implementation of the Sufficiency Strategy, as well as procuring a provider to develop quality semi-independent accommodation and support services for vulnerable young people.

Having considered all of the information, including known proposals, alternative options and reasons for recommendations, Cabinet noted the report and,

RESOLVED to:

1)    Approve:  An allocation of £2.5m of capital funding for the proposed utilisation of Trevone House within Children’s Services. This will be funded by reallocating the existing £1.2m IRIS capital scheme in the approved capital budget , allocating £0.75m of unallocated capital receipts and £0.550m from revenue contributions in 2018/19 and 2019/20 from the IRIS budget.

2)    Authorise the Head of Property Services to conduct a competitive procurement process under the Gloucestershire County  Council approved Major Project Framework (or such replacement Framework) for the remodelling of Trevone House to provide a facility to deliver support for children as set out in paragraph 2.5 of this report.

3)    Upon conclusion of this procurement process, authorise the Head of Property Services in consultation with the Cabinet Member for Finance and Change, to enter into a contract with the preferred provider evaluated as offering the Council best value for money.

4)    Authorise the Director of Children’s Services to:

(a) Conduct an EU compliant competitive tender process for the award of a 5 year contract and an option to extend for a further 2 years with an estimated maximum total value of up to £10.8m for the delivery of semi independent accommodation and support services for vulnerable young people, and

(b) Upon conclusion of the competitive tender process, in consultation with Cabinet Member for Children’s Services, to enter into a contract with the preferred provider who is evaluated as offering the council best value for money . In the event that the preferred provider is either unable or unwilling to enter into a contract with the Council then the Director of Children’s Services is authorised to enter into such contract with the next willing highest placed suitably qualified provider.

Cllr Richard Boyles, Cabinet Member for Children and Young People, sought approval for the re-modelling of Trevone House to support the implementation of the Sufficiency Strategy, as well as procuring a provider to develop quality semi-independent accommodation and support services for vulnerable young people.

Cllr Boyles explained that the Council had a legal duty to develop and manage placements for children in county under the Children’s Act 1989. The Sufficiency Strategy to set out the Council’s approach to this process. The Strategy to also set out the Council’s responsibilities for children on the edge of care so as to enable them to be supported without actually having to enter into care.  

It was proposed Trevone House provided an opportunity, along with partners and in line with the Sufficiency Strategy, to deliver an aspect of local service currently not found in Gloucestershire.

Cllr Boyles outlined the development of Trevone House into a support centre for children and young people; a health assessment unit; an educational day service, and apartments for young people in the county to learn the skills of daily living and prepare them for adulthood.

The Council was seeking a partnership arrangement for the delivery of the new service.  The successful provider would be required to demonstrate the necessary skills and evidence skills to support the development and care of the young people in Gloucestershire’s care.  

The Due Regard Statement attached to the report identified an 86% increase in the number of children coming into care since 2012 and that the two highest age groups were 10 to 15 years and 16 to 17 years. Trevone House would concentrate on the 16 to 20 year old age group, stabilising, supporting and preparing the young people for independent living.

Having considered all of the information, including known proposals, alternative options and reasons for recommendations, Cabinet noted the report and,

RESOLVED to:

a)    Approve:  An allocation of £2.5m of capital funding for the proposed utilisation of Trevone House within Children’s Services. This will be funded by reallocating the existing £1.2m IRIS capital scheme in the approved capital budget , allocating £0.75m of unallocated capital receipts and £0.550m from revenue contributions in 2018/19 and 2019/20 from the IRIS budget.

b)    Authorise the Head of Property Services to conduct a competitive procurement process under the Gloucestershire County  Council approved Major Project Framework (or such replacement Framework) for the remodelling of Trevone House to provide a facility to deliver support for children as set out in paragraph 2.5 of this report.

c)    Upon conclusion of this procurement process, authorise the Head of Property Services in consultation with the Cabinet Member for Finance and Change, to enter into a contract with the preferred provider evaluated as offering the Council best value for money.

d)    Authorise the Director of Children’s Services to:

(i) Conduct an EU compliant competitive tender process for the award of a 5 year contract and an option to extend for a further 2 years with an estimated maximum total value  ...  view the full minutes text for item 11.