Agenda and minutes

Apologies for absence have been received from Councillors M Foy and

J McElroy.

The minutes of the last meeting held on 29 November 2016 were approved as a correct record and signed by the Chair.

Consideration has been given to tenders received for the supply of goods and services.

RESOLVED -

(i)

That the tender from Capita Business Services Ltd, Birmingham be accepted for the contract for the Supply of a Library Management System in perpetuity (with a minimum of 3 year period) operating without limit of time until terminated in accordance with the Terms and Conditions of Contract commencing 1 October 2017.

(ii)

That the tenders from:

(Lot 1 Trade Kits): - R. Dinning, Wolseley, Jewson, CMT Group, Grafton Merchanting GB Limited; and

(Lot 2 General Kits):- Arco Limited, Arnold Laver, Brammer, Bunzl Catering Supplies, CMT Group, Crossling Ltd, Crown Paints Ltd, Edmundson Electrical Limited, Edmundson Electrical Limited, Eurocell Profiles, Eyre & Elliston Ltd, Flame Heating Spares, Glenwood Paint Supplies Ltd, Grafton Merchanting GB Ltd, J & P Hardware Ltd, J T Dove, James A Jobling & Co.t/a Jobling Purser, Jewson Limited, Marshalls Mono Ltd, Newey & Eyre, Pilkington Building Products UK, PPG Architectural Coatings, R. Dinning,  Snapfast, Sovereign Chemicals Limited, Specialist Building Products Limited t/a Swish Building Products, Stax Trade Centres Ltd, The Beck Company Limited, Travis Perkins, Wolseley UK Ltd;

be accepted for the contract for the Supply of Construction & Building Materials for a period of 24 months commencing 1 January 2017 with the option to extend for a further 2 x 12 month periods.

(iii)

That the tenders from Frank Howard Tools & Fixings Ltd (Lot 1 Trade Toolkits) and Thomas Graham & Sons Ltd (Lot 2 General Toolkits) be accepted for the supply of Construction Small Plant & Tools for a period of 24 months commencing 1 January 2017 with the option to extend for a further 2 x 12 month periods.

The above decisions have been made because a comprehensive evaluation of the tenders received has been undertaken and the recommended tenders are the most economically advantageous tenders submitted.

Consideration has been given to progress made to date in the current review of terms and conditions and to recommending the Council to approve proposals relating to car allowances and the normal working week.

RESOLVED -

(i)

That the Council be recommended to approve the essential car user allowance is withdrawn and all affected employees redesignated as casual car users,except those in the evening Domiciliary Care service, with effect from 1 April 2017 and then to remove essential car user status from all posts in the evening Domiciliary Care service at a later date once it has been identified how the allowance can be removed without impacting on service delivery.

(ii)

That the Council be recommended to approve all employees protected on 35 hours 50 minutes working week are moved onto 37 hours (or pro rata) from 1 April 2017.

The above decisions have been made for the following reasons:

(A)

To achieve savings in employment costs.

(B)

To modernise and harmonise terms and conditions of employment.

(C)

To minimise redundancies.

Consideration has been given to recommending the Council to approve a suite of strategic documents for special educational needs and disabilities (SEND), accessibility and services for children, and young people.

RESOLVED -

(i)

That the Council be recommended to approve and note the following:

·         Accessibility Strategy

·         Inclusion Policy

·         Private Voluntary and Independent PVI Survey

·         SEND Report Guidance to Schools

(ii)

That consultation with all stakeholders on the SEND strategic aims be approved and a further report be submitted to Cabinet following the consultation process.

(iii)

That it be noted the Joint Commissioning Strategy will be submitted to Cabinet early in the Spring Term 2017 to align with the Council and CCG budget strategies.

The above decisions have been made for the following reasons:

(A)

To continue to ensure that the needs of children and young people are met.

(B)

To support the key principles of the Equality Act and SEND Code of Practice.

(C)

To ensure the Council fulfils its statutory duties.

Consideration has been given to recommending the Council to approve sports strategy documents comprising the Playing Pitch Strategy, an Indoor and Built Sports Facilities Strategy and the Gateshead Football Plan.

RESOLVED -

(i)

That the potential implications of the Gateshead sports strategy documents, including opportunities for new mechanisms for the provision and maintenance of sports facilities be noted.

(ii)

That the Council be recommended to approve the Gateshead Playing Pitch Strategy 2016-2019, the Gateshead Indoor and Built Sports Facilities Strategy, 2016-2026, and the Gateshead Football Plan 2016-2019.

The above decisions have been made for the following reasons:

(A)

Evidence within the sports strategies will be necessary to provide a valid assessment of provision to underpin future proposals relating to sports facilities.

(B)

The sports strategies have the potential to support funding proposals to Sport England and national governing bodies of sport.

Consideration has been given to recommending the Council to approve a Local Council Tax Support Scheme for 2017/18.

RESOLVED -

That the Council be recommended to:

(i)

Approve the proposed scheme as set out in paragraphs 8 and 9 of the report.

(ii)

Delegate powers to the Strategic Director, Corporate Resources, to provide regulations to give effect to the scheme.

The above decisions have been made for the following reasons:

(A)

To meet the statutory requirements of the Local Government Finance Act 2012 in relation the establishment of a framework for Localised Council Tax Support.

(B)

To mitigate the impact of budget cuts on Council Tax support claimants.

(C)

To mitigate the impact of funding reductions on Council finances.

Consideration has been given to responses to recent consultations.

RESOLVED -

That the responses to the following consultations be endorsed:

·         Northumberland Local Plan Core Strategy Pre-Submission Draft: Proposed Further Major Modifications – Northumberland County Council

·         Allocating 2017-18 funding to disregard war pensions in social care financial assessments – Department of Health

The above decisions have been made to enable the Council to contribute responses to the consultations.

Consideration has been given to the advice of Capacity Building Fund Advisory Group to Cabinet, and specifically:

·         The approach to the Capacity Building Fund for 2016/17

·         Round 2 applications for capacity building funding

·         Sporting Grants to Individuals.

RESOLVED -

That the advice of the Capacity Building Fund Advisory Group from 18 November 2016 be accepted and specifically:

(i)

The recommendations for Round 2 Capacity Building Fund as set out in appendix 3 paragraph 2a and appendix 4;

(ii)

The recommendations for Sporting Grants to Individuals as set out in appendix 3 paragraph 2a; and

(iii)

The progress report, timeline and outcomes for the research project designed to grow and develop the Gateshead Fund as set out in appendix 3 paragraph 3 and appendix 5.

The above decisions have been made to ensure that the Gateshead Fund is used to maximise benefits to local communities and is managed effectively.

Consideration has been given to:

·         Implementation of the extension clause in the current Agreement between the Council and Newcastle Council for Voluntary Service (NCVS) to provide support, development, networking and representation to the Voluntary and Community Sector (VCS) in Gateshead up to September 2017; and

·         The Council leading a joint procurement exercise with Newcastle City Council as partners to secure an infrastructure support service for the VCS across both authorities from September 2017.

RESOLVED -

(i)

That the implementation of the extension clause in the current Agreement between the Council and Newcastle Council for Voluntary Service to provide support, development, networking and representation to the Voluntary and Community Sector (VCS) in Gateshead up to September 2017 be approved.

(ii)

That the Council  lead a joint procurement exercise with Newcastle City Council as partners to secure an infrastructure support service for the VCS across both authorities, with the ambition of implementing the new arrangement from September 2017 subject to further Cabinet approval and budget considerations.

The above decisions have been made for the following reasons:

(A)

To enable the discussions regarding the potential for jointly commissioned support for the VCS in Newcastle and Gateshead to continue towards procurement.

(B)

To build capacity and sustainability in voluntary and community organisations in Gateshead.

Consideration has been given to the adoption of the Planning Obligations Supplementary Planning Document (SPD) First Review following adoption by Council of the Gateshead Community Infrastructure Levy (CIL) on 10 November 2016.

RESOLVED -

That the Planning Obligations First Review SPD as set out in appendix 2 to the report be approved and be effective from 1 January 2017 along with the CIL Levy.

The above decision has been made to enable a CIL compliant SPD to be a material consideration in the development management process and to ensure that sufficient infrastructure is provided at a local level to make development acceptable.

Consideration has been given to Worcester Green Day Centre being declared surplus and to the grant of a 35 year lease to Gateshead Clubhouse.

The alternative option to that being recommended, but which was discounted, included disposing of the freehold of the property on the open market.

RESOLVED -

(i)

That the property be declared surplus to the Council’s requirements.

(ii)

That a 35 year lease be granted to Gateshead Clubhouse at a peppercorn rent and on a full repairing and insuring basis, pursuant to the Council’s Community Asset Transfer policy.

(iii)

That the Strategic Director, Corporate Services and Governance be authorised to agree the detailed terms.

The above decisions have been made to manage resources in accordance with the provisions of the Corporate Asset Strategy and Management Plan.

Consideration has been given to the variation of the agreed lease terms in relation to Springwell Community Centre.

RESOLVED -

That the lease terms be varied so that the rent payable is reduced from £15,000 per annum to a peppercorn to reflect the use of the property as a community centre pursuant to the Council’s Community Asset Transfer policy.

The above decision has been made to manage resources and rationalise the Council’s assets in line with the Corporate Asset Strategy and Management Plan.

Consideration has been given to the latest update on petitions submitted to the Council and the action taken on them.

RESOLVED -

That the petitions received and the action taken on them be noted.

The above decision has been made to inform the Cabinet of the progress of decisions.

That the press and public be excluded during consideration of the remaining business in accordance with paragraph 3 of Schedule 12A to the Local Government Act 1972.

Consideration has been given to awarding contracts for extending the district energy network.

RESOLVED -

(i)

That the award of contracts to Balfour Beatty Civil Engineering Ltd for works totalling the amount set out in the report, for extensions to Park Road and Shearlegs Road depots, Regent Court and Trinity Square be approved.

(ii)

That the Strategic Director, Communities and Environment, in consultation with the Strategic Director, Corporate Resources, be given delegated authority to agree the detailed terms, scope and costs of the contract awards.

The above decisions have been made for the following reasons:

(A)

To enable the extension of the Council’s District Energy Scheme to Trinity Square, Regent Court, and the Park Road / Shearlegs Road depots.

(B)

To help reduce energy costs and carbon emissions of Council buildings, homes and external buildings in Gateshead.