Agenda and minutes

Venue: Hendon Town Hall, The Burroughs, London NW4 4BQ. View directions

Contact: Andrew Nathan 020 8359 7029 Email: andrew.nathan@barnet.gov.uk 

Items
No. Item

1.

Minutes of the Previous Meeting

    Minutes:

    RESOLVED-

    That the minutes of the meeting held on 17 December 2012 be agreed as a correct record.

2.

Absence of Members

    Minutes:

    There were none.

     

    Councillor Helena Hart (Cabinet Member for Public Health) attended the meeting to present item 8.

3.

Declarations of Members' Disclosable Pecuniary Interests and Non-Pecuniary Interests

    Minutes:

    There were none.

4.

Public Question Time (if any) pdf icon PDF 17 KB

    Minutes:

    The following question was received from Ms Kate Brown (on behalf of The Friends of Stanley Road Playing Field):

     

    Question

     

    ‘Can the council confirm that the sale of Stanley Road Playing Field will be on the basis of a deed of dedication that will ensure that the Field remains available for sports and recreation use to the local community in perpetuity?’

     

    Response

     

    The disposal of the site is conditional on a deed of dedication or appropriate agreement being entered into by the Archer Academy to ensure that the Playing fields and recreational facilities continue to be available for community use, in perpetuity, outside school hours. In addition representatives of the Archer Academy have confirmed that as a community school their ethos is to encourage an inclusive approach to the facilities, and they will be seeking to work with the community to ensure this is achieved.

     

    Supplementary Question

     

    ‘As London Borough of Barnet are making the sale conditional on a Deed of Dedication or similar (which we presume will be signed between the Archer Academy and an appropriate body e.g. Fields in Trust ), how will the council inform the public that the Deed has been signed so that we can assured of the democratic process?’

     

    A response was given and it was confirmed that a report would be submitted to Cabinet Resources Committee as and when the Deed was signed.

     

     

     

5.

Barnet Copthall Site Improvements pdf icon PDF 115 KB

    Additional documents:

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    1. That the Committee approve the undertaking of a tendering process in order to select an appropriate contractor to complete the ground and drainage works for the Barnet Copthall Site Improvements project.

     

    2. That the Committee approve the acceptance of various grant funding applications set out in this Report, by means of the Council entering contracts for each of the applications with the relevant provider, in order to deliver the drainage project.

     

6.

Passenger Transport - SEN Framework Contract Extension pdf icon PDF 114 KB

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    That the Committee approve an extension to the SEN Framework Contract for passenger transport, expiring on 28 February 2013, for a third term for a period of seven weeks to allow the passenger transport team to mobilise and implement the newly procured framework contract jointly with Harrow to mitigate against the risk of disruption to the service. The current contract is valued at £3.03m and an extension would require up to a maximum value of £370,000.

     

    That the Contract Procedure Rules relating to acceptance parameter for contract extensions be waived to allow for the further extension to the SEN Framework Contract for passenger transport.

     

7.

Environment, Planning and Regeneration Fees and Charges for 2013/2014 pdf icon PDF 104 KB

8.

Barnet HealthWatch Procurement pdf icon PDF 107 KB

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    1                    That the Committee approve a Waiver of Contract Procedure Rules 5.8, relating to barnet tendering and quotation thresholds for works, supplies and services under Table 6-1, for the reasons set out in sections 9.5 to 9.10 below.

     

    2                    That the Committee approve the contract to deliver Barnet Healthwatch in the sum of £592,083 (£197,361 per annum) be awarded to Community Barnet with an expiry date of 31 March 2016, with the option for a further extension of up to two years in accordance with the contract (total contract value £986,805)

     

9.

Big Society Innovation Bank - Round 2 Awards pdf icon PDF 116 KB

    • View the background to item 9.

    Additional documents:

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    1. That the Committee approve the awards recommended from Round 2 of the Big Society Innovation Bank as set out in the appendix to the report, subject to the Standard Conditions of Grant circulated with application forms and any further special conditions to be imposed in relation to adherence with ‘due diligence’ considerations and any other issues.

     

    2. That the Committee delegate authority to the Chief Operating Officer to finalise the required outcomes and any special grant conditions for each individual award.

     

10.

Children's Service and Libraries Fees and Charges pdf icon PDF 129 KB

    Additional documents:

    Minutes:

    For the reasons set out in the Cabinet Members report,

     

    RESOLVED

     

    That the Committee approve the fees and charges detailed in this report to take effect from 1 April 2013.

11.

Children's Service - CommUNITY Barnet Contract Extension pdf icon PDF 106 KB

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    That the Committee agree to waive Contract Procedure Rule 5.6.1 on the basis that these circumstances are exceptional under 5.8.4 for the reasons set out in paragraph 8.4.

     

    That the Committee approve a 12 month extension period (1 April 2013 – 31 March 2014) to the Children’s Service agreement with CommUNITY Barnet.

     

    The value of CommUNITY Barnet contract is £252,000 over a 2 year period (1 March 2011 to 31 March 2013). The extended 1 year value is a further £116,550 for the period 1 April 2013 to 31 March 2014, the contract end date. The total proposed contract value including extension is £368,500. This funding has included 7.5% efficiency savings against the original annual value of £126,000.

     

12.

Commissioning of Stonegrove Children's Centre pdf icon PDF 112 KB

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    1. That the Committee approve the contractual formalisation of the arrangement with Barnet Pre School Learning (BPSLA), pursuant to which BPSLA provides services to the Council, consisting of management of the Stonegrove Children’s Centre;

     

    2. That the Committee approve a waiver of Contract Procedure Rules (rule 5.8.4) to enable the extension of the existing agreement to enable continuity of service delivery for the reasons set out in paragraph 8.5;

     

    The value of this contract is £207,228 over a 1 year period (April 2012 to April 2013). The extended 1 year value is a further £293,040 for the period 1 April 2013 to 31 March 2014, the contract end date. The total proposed contract value including extension is £500,268.

     

    3. That the Committee approve the extension of the formalised contract, referred to in 1.1 (above), for the period 1st April 2013 until 31st March 2014.

     

13.

Construction Contracts for Primary School Expansions pdf icon PDF 147 KB

    Minutes:

    For the reasons set out in the Cabinet Members report,

     

    RESOLVED

     

    1 That the Committee approve, subject to acceptance of the Contractors Proposals, the proposed fee and level of cost certainty provided, entering into separate JCT Design & Build Contracts with Mace for the construction works in relation to the permanent primary school expansions programme.

     

    2 That the Committee approve, where required, the Council entering into enabling works agreements for each scheme with Mace.

     

14.

Construction Contracts for Secondary School Expansions pdf icon PDF 138 KB

    Minutes:

    For the reasons set out in the Cabinet Members report,

     

    RESOLVED

     

    1 That the Committee approve, subject to acceptance of the Contractors Proposals, the proposed fee and level of cost certainty provided, entering into separate JCT Design & Build Contracts with Morgan Sindall for the construction works in relation to the permanent secondary school expansions programme.

     

    2 That the Committee approve, where required, the Council entering into enabling works agreements for each scheme with Morgan Sindall.

     

15.

Integrated Community Equipment Contract pdf icon PDF 121 KB

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    1 That the Committee approve entering into a contract with Medequip Assistive Technology Limited (“Medequip”) via the pre-existing London Consortium Framework for the provision of Community Equipment Services for an initial period of two years, commencing the 1st April 2013 and ending on 31st March 2015, but with option to extend it by an additional two years in accordance with the Framework terms.

     

    2 That the Committee authorise an extension to the Section 75 Agreement between London Borough of Barnet and NHS Barnet (or its successor body) so that the London Borough of Barnet remains the lead commissioner for Community Equipment Services with approval of the Section 75 Agreement being delegated to the Cabinet Member for Adults to take under delegated powers.

     

     

16.

Electronic Call Monitoring - Interim Contractual Arrangements pdf icon PDF 108 KB

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    That the Committee agree to waive Contract Procedure Rules as necessary and authorise the continuation of arrangements for the electronic call monitoring service with Care Monitoring 2000 Limited until the 1st April 2014.

     

17.

Framework Agreement for the Provision of Supported Living Services for Vulnerable Adults pdf icon PDF 143 KB

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    That the Committee approve the appointment of 30 organisations to a new  Framework Agreement for Supported Living Services and that the Framework commences on the 1st April 2013 and continues until the 31st March 2015, with an  option to extend it by a further two years at the Council’s discretion. The contract value is estimated at £15.1 million over the initial two years term. Over 4 years, it is estimated at £30.2 million over the four year extended term.

     

     

     

18.

Quarter 3 Monitoring and Performance Report 2012/13 pdf icon PDF 214 KB

    Additional documents:

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    1.                  That Directors take appropriate action to ensure costs are kept within budget and income targets are met. (Paragraph 9.1.2)

     

    2          That Directors take appropriate action to improve performance against those corporate performance, Human Resources (HR), project, and risk measures where quarter one performance remains a challenge (Sections 9.3, 9.10, and Appendix A).

     

    3          That a request for an ongoing virement of £0.450m within central expenses from contingency to Insurance be approved. (Paragraph 9.4.1)

     

    4          That the Agency Costs for the first quarter be noted. (Paragraph 9.6.1)

     

    5          That the write off of income debts under £5,000 with a total value of £0.304m approved under the Chief Finance Officer’s authority be noted. (Paragraph 9.7.1)

     

    6          That Directors ensure that those capital projects in their services are managed closely to ensure they are delivered within budget and in accordance with the agreed timeframe. (Paragraph 9.8.1)

     

    7          That the proposed 2012/13 capital additions/deletions totalling £9.281m and slippage of £54.308m as set out in Table 4 (Paragraph 9.9.1) and Appendix C and the related funding implications summarised in Table 5 (Paragraph 9.10.1) be approved.

     

    8          That the Corporate Risk Register at Appendix E be noted.

     

    9          The One Barnet Programme (Paragraph 9.12 and Appendix F) be noted.

     

    10        That a request for a one off virement of £1.303m to realign the Insurance budgets from central expenses to services be approved (Paragraph 9.5.1 and Appendix G)

     

19.

Treasury Management Outturn for Quarter Ended 31 December 2012 pdf icon PDF 248 KB

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    1 That the Treasury Management activity and position for the third quarter ended 31 December 2012 be noted.

     

    2 That the Committee notes the Council’s response to continuing market uncertainty which is set out in section 9.1.

     

20.

Corporate Cleaning Contract Extensions pdf icon PDF 109 KB

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    1 That the Committee authorise an extension to the existing corporate cleaning contracts to end of financial period 2013/14, 31 March 2014. The value of the extension is £1.17m (including savings) with the total cost of the contract estimated to be £10,329,018.

     

     

21.

Corporate Contract Extensions pdf icon PDF 101 KB

22.

Business Rates and Housing Benefit Overpayment Write-Offs pdf icon PDF 122 KB

    Additional documents:

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    That the Committee approve the write off of Business Rates debts and Housing Benefit Overpayment debts as set out in this report.

23.

Write Off of General Income Debts pdf icon PDF 109 KB

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    That the income debts totalling £49,747.92 and detailed in the Appendix to this report be written off.

24.

Land and Garages Adjoining 1 Garth Road, Childs Hill NW2 2NJ pdf icon PDF 110 KB

    Additional documents:

    Minutes:

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    1 That the Committee agree to the sale of the Council’s freehold interest in the land and garages shown edged red on the attached plan no. 24420/2 , subject to the grant of planning consent, to Mr. Perparim Rama, on the terms detailed in this and the accompanying exempt report.

     

    2 That if Mr Perparim Rama does not complete the purchase within 6 months of submission of the draft Contract to his legal advisers, the second, third, fourth and fifth highest bidders, as identified in the accompanying exempt report, be invited to submit their best and final offers.

     

    3 That following the submission of best and final offers in accordance with recommendation 1.2, the Cabinet Member for Resources and Performance be authorised to approve, under his delegated powers, the disposal of the land and garages shown edged red on the attached plan no. 24420/2 to the highest bidder.

     

25.

Stanley Road Playing Fields and Former Herbert Wilmot Centre, East Finchley, N2 pdf icon PDF 116 KB

    Additional documents:

    Minutes:

    With the agreement of the Chairman, Councillor Moore addressed the Committee as a Ward Member.

     

    For the reasons set out in the Cabinet Member’s report,

     

    RESOLVED

     

    1 That the Committee approve the sale of the whole of the Council’s freehold interest in the Stanley Road playing fields and former Herbert Wilmot Centre, shown outlined in red on the plan, and that the sale is made to The Archer Academy for the purposes of the development of a free school building and sports facility, on the terms detailed in this and the exempt report.

     

    2 That the Committee note that the disposal will be subject to (i) grant of a satisfactory planning permission (ii) securing an agreement, ensuring use of the community facilities outside of school hours.

     

26.

Annual Review of Council Dwelling Rents and Service Charges for 2013/2014 pdf icon PDF 106 KB

    Minutes:

    For the reasons set out in the Cabinet Members report,

     

    RESOLVED

     

    The Committee approves the proposed rent increase of 2.5% for council dwellings as set out in paragraph 9.4 to take effect from 1 April 2013.

     

    The Committee approves the proposed increases to service charges for council dwellings as set out in paragraph 9.5 to take effect from 1 April 2013.

     

    The Committee approves the proposed rent increase of 3.1% for council garages as set out in paragraph 9.7 to take effect from 1 April 2013.

     

27.

Any other item(s) that the Chairman decides are urgent

    Minutes:

    There were none.

28.

Motion to Exclude the Press and Public

    That under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 9 of Part 1 of Schedule 12A of the Act (as amended):

     

    Minutes:

    RESOLVED –

     

    That under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act (as amended).

     

29.

Framework Agreement for the Provision of Supported Living Services for Vulnerable Adults

30.

Land and Garages Adjoining 1 Garth Road, Childs Hill NW2 2NJ

Minutes:

RESOLVED- That the exempt information be noted.

 

31.

Stanley Road Playing Fields and Former Herbert Wilmot Centre, East Finchley, N2

32.

Construction Contracts for Secondary School Expansions

33.

Construction Contracts for Primary School Expansions

34.

Any other exempt item(s) that the Chairman decides are urgent

    Minutes:

    There were none.