Source: https://mycouncil.surreycc.gov.uk/ieListDocuments.aspx?CId=120&MeetingId=6332
Timestamp: 2020-04-04 23:55:20
Document Index: 232727657

Matched Legal Cases: ['art 2', 'art 1', 'art 1', 'art 1', 'art 1', 'art 1', 'art 2']

Tuesday, 17 December 2019 2.00 pm
supplement PDF 149 KB
AMENDED AGENDA + ADDITIONAL/AMENDED PAPERS PDF 777 KB
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Ms Alison Griffiths gave her apologies.
Minutes of Previous Meeting: 26 November 2019
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The Minutes of the meeting held on 26 November were approved as a correct record.
View the background to item 208/19
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Mr Mel Few declared a personal interest in relation to agenda item 8, Surrey Waste Local Plan: Proposed Main Modifications.
The deadline for Member’s questions is 12pm four working days before the meeting (11 December 2019).
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The deadline for public questions is seven days before the meeting (10 December 2019).
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There was one question from Mrs Smyth. This and the Cabinet response was published as a supplement to the agenda.
There was one question from Mrs Smyth who was unable to attend the meeting. This and the Cabinet response were published as a supplement to the agenda.
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To consider any Select Committee/Task Group reports received.
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06 - Cabinet Member Decisions - December 2019 , item 214/19 PDF 72 KB
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That the decisions taken by Cabinet Members since the last meeting as set out in Annex 1 to the submitted report be noted.
Surrey Schools & Early Years Funding 2020-21 PDF 119 KB
View the decision for item 215/19
07 - Schools Cabinet report annexes 1-6 proofread , item 215/19 PDF 129 KB
07 - Annex 7 EIA schools formula HNB transfer , item 215/19 PDF 258 KB
07 - Annex 7 EIA other formula proposals , item 215/19 PDF 89 KB
07 - Schools cabinet report amended , item 215/19 PDF 119 KB
07 - Annex 7 amended - EIA schools formula HNB transfer - updated 16 Dec 2019 , item 215/19 PDF 259 KB
Webcast for 215/19
1. An appeal be lodged with the Secretary of State ... view the full minutes text for item 215/19
Surrey Waste Local Plan: Proposed Main Modifications PDF 86 KB
View the declarations of interest for item 216/19
View the background to item 216/19
View the decision for item 216/19
The current Surrey Waste Plan (SWP) was adopted by the County Council in 2008 and is now being replaced by a new plan. The final draft of the Plan (the ‘Submission’ draft) was approved by Cabinet in December 2018. The Plan is now in the process of being examined by an independent Inspector appointed by the Secretary of State. As part of the examination process public hearings were held over a two-week period from 17 – 26 September 2019. A number of modifications are proposed and have been agreed with the Inspector. These are considered necessary to make the Plan sound and are known as Main Modifications. These Main Modifications need to be the subject of a further consultation before the Inspector can make a final recommendation.
08 - annex Draft SWLP Cabinet 17 Dec 19 , item 216/19 PDF 60 KB
08 - report now contains correct link for annex 2 , item 216/19 PDF 87 KB
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That the proposed Main Modifications to the Surrey Waste Local Plan (Submission Draft) were agreed.
2. That the Main Modifications be published for consultation, together with a revised Environmental & Sustainability Report, from 13 January – 23 February 2020.
Main Modifications identified as part of the examination process are being proposed in order to ensure the Plan is legally compliant and sound. In accordance with the December 2018 report to Cabinet, the proposed Main Modifications to policy need to be agreed by Cabinet prior to their publication for comments.
The Cabinet Member for Environment & Waste introduced a report that set out details of the modifications to the new Surrey Waste Plan. The final draft of the Plan (the ‘Submission’ draft) was approved by Cabinet in December 2018. The Plan was now in the process of being examined by an independent Inspector appointed by the Secretary of State. As part of the examination process public hearings were held over a two-week period from 17 – 26 September 2019. A number of modifications were proposed and have been agreed with the Inspector. These were considered necessary to make the Plan sound and are known as Main Modifications. These Main Modifications would be subject to further six week consultation before the Inspector could make a final recommendation.
The Deputy Leader reiterated that the Plan identified potential sites and not which sites would actually be used.
1. That the proposed Main Modifications to the Surrey Waste Local Plan (Submission Draft) be agreed.
The Cabinet Member for Finance declared an interest in this item in that he had been actively opposing elements of the Local Plan alongside local residents. He left the room during discussion on this item.
Approval of Commissioning and Procurement Strategy for the Countryside Works Services Framework Re-procurement PDF 76 KB
View the background to item 217/19
View the decision for item 217/19
The current Countryside Works Framework is used by Highways and Countryside to provide services for the maintenance of Surrey’s countryside.
The Framework Agreement is due to expire on 31 March 2020 and a replacement Agreement is required to enable continued provision of these services.
Webcast for 217/19
That the commissioning and procurement strategy developed by Highways, Countryside and Procurement for the re-procurement of the Countryside Works Framework Agreement was approved.
We are requesting approval of the commissioning and procurement strategy for the Countryside Works Framework Agreement to enable Highways and Countryside to continue providing the services required to maintain Surrey’s countryside in accordance with the relevant procurement regulations.
The Cabinet Member for Highways introduced a report that described how the current Countryside Works Framework was used by Highways and Countryside to provide services for the maintenance of Surrey’s countryside and that the Framework Agreement would expire on 31 March 2020. A replacement Agreement was required to enable continued provision of these services. The Cabinet Member for Community Safety, Fire & Resilience supported the commitment to the countryside.
Annual Procurement Forward Plan 2020-21 PDF 88 KB
View the background to item 218/19
View the decision for item 218/19
The revised Procurement and Contract Standing Orders agreed by the Council in May 2019 require the preparation of an Annual Procurement Forward Plan (APFP) during the business planning cycle. The APFP has been developed for 2020/21 and Cabinet is asked to approve the Plan to allow implementation of the identified procurement activity.
N.B. This report has a Part 2 annex at Item 14.
10 - Part 1 Annex 1 Annual Procurement Forward Plan (APFP) 2020 UPDATED , item 218/19 PDF 215 KB
10 - Part 1 Annex 1 Annual Procurement Forward Plan sheet2 UPDATED , item 218/19 PDF 189 KB
10 - Part 1 Annex 1 Annual Procurement Forward Plan sheet3 UPDATED , item 218/19 PDF 203 KB
10 - Part 1 Annex 1 Annual Procurement Forward Plan sheet4 2020 UPDATED , item 218/19 PDF 183 KB
10 - Part 1 Annex 1 Annual Procurement Forward Plan sheet5 UPDATED , item 218/19 PDF 220 KB
There are a further 3 documents.View the full list of documents for item 218/19
Webcast for 218/19
1. That approval to Procure for the projects listed in Annex 1 of the submitted report – “Annual Procurement Forward Plan for 2020/21” in accordance with the Council’s Procurement and Contract Standing Orders was agreed.
2. That where the first ranked tender for any projects listed in Annex 1 of the submitted report is within the +/-5% budgetary tolerance level, the relevant Executive Director, Director or Head of Service (as appropriate) is authorised to award such contracts was agreed.
3. That the procurement activity that will be returned to Cabinet for review of the commissioning and procurement strategy prior to going out to market, and which is highlighted in grey in Annex 1 of the submitted report was agreed.
· To comply with the Procurement and Contract Standing Orders agreed by Council in May 2019.
· To provide Cabinet with strategic oversight of planned procurement projects for 2020/21.
· To ensure Cabinet oversight is focussed on the most significant procurements.
· To avoid the need to submit multiple individual requests for Approval to Procure as well as individual contract award approvals for work taking place in 2020/21.
The Cabinet Member for Corporate Support explained how the revised Procurement and Contract Standing Orders agreed by the Council in May 2019 required the preparation of an Annual Procurement Forward Plan (APFP) during the business planning cycle. The APFP has been developed for 2020/21 and Cabinet was asked to approve the Plan to allow implementation of the identified procurement activity. She explained how item that were highlighted in the annexes to the report would come back to Cabinet for decision. This report also had a Part 2 annex at Item 14.
The Leader spoke of the good conversation had with the Resources & Performance Select Committee at its meeting on 16 December 2019.
Supply of frozen and grocery products for the delivery of Twelve15 Catering Services PDF 97 KB
View the background to item 219/19
View the decision for item 219/19
Twelve15 is a trading department of Surrey County Council providing catering services to schools including maintained, free schools and Academies within Surrey and beyond. Twelve15 provide catering services to schools against an agreed Service Level Agreement to both free and paying pupils and students. The provision of the service assists schools in compliance with their legal duty to deliver a school lunch to all pupils and students eligible to a free school meal and all pupils in Key Stage 1 entitled to a state-funded school meal under The Children’s & Families Act 2014.
In order to facilitate the delivery of this service a decision is required to re-procure the frozen and grocery supplies as a fundamental requirement of the activity.
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To Procure be approved and agreed the proposed route to market of a full open competitive tender process that Procurement, Pelican (the appointed Food Buying Agent) and Twelve15 will effect to obtain the best value catering service for schools with an efficient supply and distribution of frozen and grocery supplies across the Twelve15 contract portfolio.
The existing contract for the supply of frozen and grocery supplies to facilitate the service expired in October 2020.
In order to ensure the provision of the catering service continued to evolve with the change of customer expectation and ever changing food trends, Twelve15 had undertaken an extensive supplier engagement process to fully engage with the market and ensure the future contract for the supply of frozen and grocery products fully reflected the need of the business. In July 2019, Twelve15, Pelican and Procurement undertook a supplier engagement exercise whereby 5 suppliers in the market were invited to present against a prescribed brief setting out 5 key priority areas:
1. Flexibility of supply chain
The information gleaned from the supplier engagement exercise will be used to inform the tender specification to ensure the commissioning of a supplier is in line with the needs of Twelve15’s business. The successful supplier will be expected to deliver food innovation and development concepts, support promotional and marketing activity to increase business uptake, promote and encourage healthy eating and to supply product that fully comply with food safety legislation and offer a value for money ethos.
The Cabinet Member for Corporate Support introduced a report that explained how Twelve15, a trading department of the Council, provided catering services to schools against an agreed Service Level Agreement to both free and paying pupils and students and in order to facilitate the delivery of this service a decision was requested to re-procure the frozen and grocery supplies as a fundamental requirement of the activity.
Monthly Budget Monitoring PDF 221 KB
View the background to item 220/19
View the decision for item 220/19
This report provides the details of the County Council’s 2019/20 financial position as at 31 October 2019 (M7) for revenue and capital budgets, the expected outlook for the remainder of the financial year and also as a quarter-end report. It includes Treasury Management and Debt. Further details on Service budgets are to be found in Annex 1.
Webcast for 220/19
1. That Local Learners Fund expenditure of £0.6m funded from the 2018/19 Schools and Early Years block Dedicated Schools Grant carry forward be approved;
2. That the transfer of the balance of the contingency to reserves (£8.9m) to support future revenue budgets be approved;
3. That the re-profiled 2019/20 capital budget of £120.3m be approved;
4. That the Council’s forecast revenue and capital budget positions for the year be noted.
The Cabinet Member for Finance introduced a report that detailed the Council’s 2019/20 financial position as at 31 October 2019 (M7) for revenue and capital budgets, the expected outlook for the remainder of the financial year and also as a quarter-end report. He explained that the overall position was improving but pressures continued with adult social care and special education needs & disabilities funding. He complimented all the work undertaken to get the savings achieved so far.
The Leader spoke of the effort by Members and officers to get to the point of being able to speak of a balanced budget. The full budget was due in January and this would build on work done over the last year.
3. That the re-profiled 2019/20 capital budget of £120.3m be approved; and
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Annual Procurement Forward Plan 2020-21
View the reasons why item 222/19 is restricted
See Minute 218/19.
URGENT ITEM - COMMERCIAL PROGRAMME (WASTE) UPDATE
View the reasons why item 223/19 is restricted
View the background to item 223/19
View the decision for item 223/19
In accordance with Standing Order 56.1 (Special Urgency), the Chairman of the Environment Select Committee has agreed that the decision cannot reasonably be deferred because there is an urgent need for the Cabinet to be updated on latest developments.
See [Exempt Minute E-20-19]
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