Meeting documents

To approve as a correct record the Minutes of the meeting held on 10 January, 2017, copy attached as an appendix.

RESOLVED –

That the Minutes of 10 January, 2017, be approved as a correct record.

RESOLVED –

That the Minutes of 10 January, 2017, be approved as a correct record.

Councillor Macpherson

Cabinet Member for Leisure, Communities and Civic Amenities

To consider the attached report

Contact Officer:  Will Rysdale (01296) 585561

Cabinet was advised that at its meeting on 22 March, 2017, the Environment and Living Scrutiny Committee had considered a detailed report on the Aylesbury Vale Community Safety Strategy 2017 – 2020 and the Annual Plan for 2017/18.  A copy of the Scrutiny Committee report and enclosures was appended to the Cabinet report.  Cabinet was invited to consider the Strategy and Action Plan in the light of the Scrutiny Committee’s comments and make recommendations to full Council.  (The Strategy formed part of the Council’s policy framework).

The Chairman of the Scrutiny Committee was unfortunately unable to attend the meeting due to another pressing commitment but had asked that Cabinet be advised that in addition to the comments below, the Committee had felt that there might be merit in the production of an information leaflet for Members.  Cabinet was advised that the Assistant Director would action this as soon as practicable.

The Scrutiny Committee had sought information on a number of issues and had been informed as follows:-

·         That there were no plans to reduce the number of PCSOs, although part funding provided by the County Council for some posts had been reduced.

·         That the outcome of the on-going Thames Valley Police review of CCTV was still awaited.

·         That Ward level information on individual crimes was accessible on-line by entering a post code.

·         That the Community Safety Partnership had some funding that could be used for "diversionary" activities for young people, i.e. to support local football, cricket and other sporting activities.

·         That although 42% of people had stated that they felt safe in Aylesbury Town Centre during the evening, this survey had only covered a small sample.  However, the Town Centre was considered to be a safe place to visit in the evening.

·         That the neighbourhood policing teams were continuing to work in communities, which included educating people on the difference between calling "101" to report crime and other concerns that did not require an emergency response and "999" to report emergencies when a crime was happening or someone was in danger.

·         That new students to Buckingham University were provided with a welcome pack to help them assimilate into the local community.

The Scrutiny Committee had also been given an update on the Restorative Justice Service and had been advised about the types of actions and responses the police were able to take regarding off road motor cycles in some parts of Aylesbury.  Members had commented that they would like to see the police more practically involved with large town centre events, with particular reference having been made to the Christmas Parade in Buckingham.  They had also commented that it would be helpful for local Councillors to be provided with a guide to anti-social behaviour and the Prevent initiative, which explained who they should contact and how to feed back information to the Community Safety Partnership.

However, overall, the Scrutiny Committee had been very supportive of the Strategy and Annual Plan and had commended it for adoption.  The Cabinet Member for  ...  view the full minutes text for item 2.

Councillor Macpherson – Cabinet Member for Leisure, Communities and Civic Amenities

Councillor Mordue – Cabinet Member for Finance, Resources and Compliance

To consider the attached report.

Contact Officer:  Paul Marston-Weston (01296) 585116

(a)          Decision(s)

(1)  That it be agreed that the budget for the Aylesbury Crematorium should be increased from £6.2m to £7.25m.

(2)  That it be agreed also that construction work should commence as soon as possible and that the decision to enter into a construction contract be delegated to the Clerk of the Joint Committee, after consultation with the Chairman, Vice Chairman and Treasurer of the Joint Committee.

(3)  That the SCAPE framework be used to procure further consultant support as required.

(b)          Reason(s) for Decision(s)

To ensure that the Aylesbury Crematorium project can be progressed to the construction phase in accord with the Joint Committee’s aims and objectives.  (Details of the Joint Committee’s consideration of the issues around the contract were submitted as part of the confidential Cabinet agenda).

(c)        Alternative Options Considered

Not to agree the additional funding, but this would be contrary to the Council’s support for the construction of a crematorium to serve Aylesbury and the surrounding areas.

(d)       Relevant Scrutiny Committee

Environment and Living.

(e)        Conflicts of Interest / Dispensation(s)

Councillors Mrs Macpherson and Mordue, as the Council’s representatives on the Crematorium Joint Committee, both declared a prejudicial interest in this item and left the meeting whilst it was discussed.

At its meeting on 15 February, 2017,the Chilterns Crematorium Joint Committee (CCJC) had considered a report on the progress made concerning the proposed construction of a new crematorium to serve Aylesbury Vale.  Copies of the relevant CCJC Minutes were submitted as part of the confidential Cabinet agenda.

Having considered an update on the estimated costs of the project and the procurement arrangements, the Joint Committee had decided to seek approval from the Cabinets of the constituent authorities to increase the budget from £6.2m to £7.25m.  Each of the constituent authorities’ Cabinets had previously agreed expenditure of up to £6.2m.  The increased budget was required because of additional costs and inflation since the original approval had been given.

The Constitution of the CCJC stated that any expenditure in excess of £50,000 in any financial year required the consent of the Executive or Cabinet of each of the participating councils.

Construction would commence as soon as possible after all the necessary consents had been obtained.

RESOLVED –

(1)  That approval be given for an increase in the budget for the Aylesbury Crematorium from £6.2m to £7.25m.

(2)  That it be agreed that construction work should commence as soon as possible and that the decision to enter into the construction contract be delegated to the Clerk to the Joint Committee, after consultation with the Chairman, Vice Chairman and Treasurer of the Joint Committee.

(3)  That it be agreed that the SCAPE framework should be used to procure further consultant as support as required.

NOTE: Councillors Mrs Macpherson and Mordue each declared a prejudicial interest in the above item as the Council’s representatives on the Joint Committee and left the meeting whist the matter was discussed.

Councillor Mrs J Blake

Cabinet Member for Business Transformation

To consider the attached report

Contact Officer:  Maryvonne Hassall (01296) 585663

(a)          Decision(s)

(1)  That the investment specified in section 1.0 of Appendix B attached to the confidential part of the Cabinet agenda, be approved and funded so that work can continue on delivering a leading edge, forward thinking platform to enable AVDC to develop customer first processes, a streamlined internal operation and a framework for increased opportunities for external commercial sales.

(2)  That the indicative costs and benefits of implementing the full five year strategy outlined in section 2.0 of Appendix B (attached to the confidential part of the Cabinet agenda), be noted, it being appreciated that at this stage both costs and benefits are expected to change as work continues on developing plans for future years.

(b)          Reason(s) for Decision(s)

To progress the strategy in accordance with the approval given by Council.

(c)        Alternative Options Considered

Not to progress the strategy, but this would be contrary to the Council’s previously stated objectives.

(d)       Relevant Scrutiny Committee

Finance and Services.  That Committee received a similar report at its meeting on 4 April, 2017.  The Chairman attended the Cabinet meeting and elaborated upon the Committee’s deliberations.  The Committee had supported the funding of phase one.

(e)        Conflicts of Interest / Dispensation(s)

None.

Cabinet recalled that the IT Strategy for 2017 – 2022 (under the banner of "Connected Knowledge") had been approved by full Council on 22 February, 2017.  It had at that time been noted that the Strategy would be implemented in phases.  A report was submitted setting out the funding requirements for, and the expected benefits from, the first phase and an indication of the costs of subsequent phases.  A similar report had been considered by the Finance and Services Scrutiny Committee at its meeting on 4 April.  The Chairman of the Scrutiny Committee attended to elaborate upon the Committee’s deliberations.

Delivery of the Connected Knowledge Strategy would enable AVDC to continue to be at the vanguard of innovative thinking, delivering excellent customer service, making savings in service delivery and generating income by both supporting general commercial opportunities, and providing consultancy services to other councils.

The Strategy would be delivered over a five year period.  Phase one covered the period up to the end of 2017.  The learning from phase one would be factored into the proposals for subsequent phases.  A further update would be submitted in December, 2017, at which time proposals for the implementation, funding and expected benefits of future phases would be presented.

AVDC had a good track record of delivering large scale, strategic projects of this type, e.g. the Waterside Theatre, and the "Right Here Right Now" programme.  These were high profile transformational programmes delivered successfully.  Phase one of the Connected Knowledge Strategy would require investment in three key areas:-

·         The introduction of process automation and customer self service.

·         The removal of legacy technology and the introduction of more flexible systems that would further support integration of data to enable customer needs to be anticipated.

·         The introduction of innovative new solutions such as voice recognition.

Experience gained in connection with earlier major change programmes was that strong governance processes were required both to ensure that the programme was delivered on time and on budget and that any variations in scope or costs were closely scrutinised.  This also ensured that the predicted benefits were achieved and banked. Membership of any governance board would include Councillors.  Accordingly, the release of funds during the course of implementing the programme would be closely monitored.  As with any major change programme of this type there would inevitably be changes in circumstances.  Phase one covered the foundational projects required to deliver future strategic and visionary elements.

A programme of this scale and complexity required dedicated support to ensure that focus on delivery was maintained throughout the life cycle of the project:-

·         A programme manager (1) to manage and control the overall programme and ensure that it focussed on the anticipated outcomes.

·         Project managers (5) to deliver individual projects and outputs.  It was envisaged that one of these individuals would be a senior project manager.

·         Business analysts (5) to complete detailed analysis into current processes, technology solutions and costs.

AVDC staff would wherever possible be used to fill programme roles and would be supplemented  ...  view the full minutes text for item 4.

Councillor Sir Beville Stanier

Cabinet Member for Environment and Waste

To consider the attached report.

Contact Officer:  Jane Law (01296) 585945

(a)          Decision(s)

That the tender submitted in the sum of £3,861,000 be accepted and the officers be authorised to proceed with the fleet procurement programme.

(b)          Reason(s) for Decision(s)

To proceed with the procurement and acquisition in accordance with the Council’s decision.  (Details of the costings were submitted as part of the confidential Cabinet agenda).

(c)        Alternative Options Considered

None as such.  The decision to procure a new waste vehicle fleet has been approved by the Council.  This is the next step in the implementation of this decision.

(d)       Relevant Scrutiny Committee

Finance and Services.

(e)        Conflicts of Interest / Dispensation(s)

None.

By way of reminder, Cabinet received the Minutes of the meeting held on 11 October, 2016 and of Council held on 22 February, 2017, concerning the Capital Programme in general and the depot redevelopment and fleet replacement programme in particular.  It had been agreed that both projects should proceed as part of the approval given to the Capital Programme.

It had been agreed that a new waste collection fleet should be procured in accordance with the OJEU process and provision of £3.6m had been made within the Capital Programme.  However on completion of the OJEU process it had become apparent that the total cost would be £3.861m.  A cost summary was submitted as part of the confidential Cabinet agenda.  The Director responsible for finance had confirmed that the additional expenditure could be accommodated within the Capital Programme and accordingly it was,

RESOLVED –

That the tender submitted in the sum of £3,861,000 be approved and officers be authorised to proceed with the fleet procurement programme.

The following matters are for consideration by Members "In Committee". It will therefore be necessary to

RESOLVE –

That under Section 100(A)(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 the Paragraph indicated in Part 1 of Schedule 12A of the Act:-

Item No. 9 – Chilterns Crematorium Joint Committee

Item No. 10 – Connected Knowledge Investment Proposal

Item No. 11 – New Waste Collection Fleet - procurement

The public interest in maintaining the exemptions outweighs the public interest in disclosing the information because the reports contain information relating to the financial or business affairs of organisations (including the Authority holding that information) and disclosure of commercially sensitive information would prejudice negotiations for contracts and land disposals or transactions.

RESOLVED –

That under Section 100(A)(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 involved the likely disclosure of exempt information as defined in the Paragraph indicated in Part 1 of Schedule 12A of the Act:-

Chilterns Crematorium Joint Committee – new Crematorium: Construction financials (Paragraph 3)

Connected Knowledge investment proposal – indicative costings (Paragraph 3)

New waste collection fleet – procurement: detailed costings (Paragraph 3)

The public interest in maintaining the exemptions outweighed the public interest in disclosing the information because the reports contained information relating to the financial or business affairs of organisations (including the authority holding that information) and disclosure of commercially sensitive information would prejudice negotiations for contracts and land disposals or transactions.

Councillor Macpherson – Cabinet Member for Leisure, Communities and Civic Amenities

Councillor Mordue – Cabinet Member for Finance, Resources and Compliance

To consider the attached confidential report.

Contact Officer:  Paul Marston-Weston (01296) 585116

Consideration was given to the Minutes of the CCJC, setting out details of the funding arrangements for the construction of a new crematorium in Aylesbury.

Councillor Mrs J Blake

Cabinet Member for Business Transformation

To consider the attached confidential report.

Contact Officer:  Maryvonne Hassall (01296) 585663

In connection with the decisions reached earlier during the meeting, consideration was given to the indicative costings for the implementation of the Connected Knowledge Strategy.

Councillor Sir Beville Stanier

Cabinet Member for Environment and Waste

To consider the attached confidential information.

Contact Officer:  Jane Law (01296) 585945

Cabinet received a cost summary in connection with the programme for the procurement of a replacement waste vehicle fleet.