Agenda and decisions

Cabinet - Wednesday, 6th July, 2022 7.00 pm

Venue: Committee Rooms A & B - Town Hall. View directions

Contact: Democratic Services  Email: democratic.services@crawley.gov.uk

Items
No. Item

2.

Disclosures of Interest

In accordance with the Council's Code of Conduct, councillors are reminded that it is a requirement to declare interests where appropriate.

 

3.

Minutes pdf icon PDF 446 KB

To approve as a correct record the minutes of the Cabinet held on 16 March 2022.

4.

Public Question Time

To answer any questions asked by the public which are relevant to the functions of the Cabinet.

 

Public Question Time will be concluded by the Chair when all questions have been answered or on the expiry of a period of 15 minutes, whichever is the earlier.

5.

Further Notice of Intention to Conduct Business in Private and Notifications of any Representations

The Monitoring Officer will report on any responses to representations received in relation to why item(s) 16-20: Online Benefits, Telford Place Land Proposal, Water Neutrality Off-Setting Programme, Property Acquisition to Increase the Council’s Portfolio of Temporary Accommodation; Crawley Innovation Centre Proposed Tender for works contractor should not be held in Part B Business – (Closed to the Public).

 

6.

Matters referred to the Cabinet and Report from the Chair of the Overview and Scrutiny Commission pdf icon PDF 264 KB

To consider any matters referred to the Cabinet (whether by a scrutiny committee or by the Council) and those for reconsideration in accordance with the provisions contained in the Scrutiny Procedure Rules, the Budget Procedure Rules and the Policy Framework Procedure Rules set out in Part 4 of the Council’s Constitution.

 

7.

Public Spaces Protection Order - Keep your dog on a lead in Tilgate Park pdf icon PDF 601 KB

Wellbeing Portfolio

 

To consider report HCS/41 of the Head of Community Services, which was referred to the meeting of the Overview and Scrutiny Commission held on 4 July 2022.

 

Additional documents:

Decision:

 

RESOLVED

 

1.            That the Cabinet approves the level for Fixed Penalty Notices which may be issued for a breach of the PSPO (in the event that Full Council makes the PSPO with regarding Dogs on Leads in Tilgate Park) to be set at £100.

 

2.            That Full Council be requested to consider all the options set out in the reportHCS/41, together with Option X as set out in reportHCS/41a and whether a further public consultation is required, before make a decision over making a PSPO regarding Dogs on Leads in Tilgate Park.

 

 

Reasons for the Recommendations

 

A PSPO would provide a practical enforcement solution for the rules as stated on the Council’s website regarding dogs at Tilgate Park and seek to deter anti-social behaviour relating to dogs off lead in other areas of the park.

 

 

8.

Treasury Management Outturn 2021 – 2022 pdf icon PDF 876 KB

The Leader’s Portfolio

 

To consider report FIN/575 of the Head of Corporate Finance, which was referred to the meeting of the Overview and Scrutiny Commission held on 4 July 2022.

 

Decision:

 

RESOLVED

 

That the Cabinet approves the actual 2021/22 Prudential and Treasury Indicators as set out in report FIN/575 and notes the Annual Treasury Management Report for 2021/22.

 

 

Reasons for the Recommendations

 

The Council’s financial regulations, in accordance with the CIPFA Code of Practice for Treasury Management, requires an annual review following the end of the year describing the activity compared to the Strategy.  This report complies with these requirements.     

9.

Financial Outturn 2021-2022 (Quarter 4) pdf icon PDF 1 MB

The Leader’s Portfolio

 

To consider report FIN/572 of the Head of Corporate Finance, which was referred to the meeting of the Overview and Scrutiny Commission held on 4 July 2022.

 

Decision:

 

RESOLVED

 

1.         That the Cabinet:

 

a)     notes the outturn for the financial year 2021/22 as summarised in report FIN/572. 

 

b)     notes that this has been an exceptional year where it has been very difficult to do accurate financial projections.

 

c)      approves that £97,000 be added to the Capital programme, funded from Government Grant for Changing Places Toilets as outlined in Section 9.10 of report FIN/572.

 

2.         That Full Council be recommended to approve to the transfers of reserves as outlined in section 10 of report FIN/572.

 

 

Reasons for the Recommendations

 

To report to Members on the projected outturn for the year compared to the approved budget.

10.

Forward Programme of Key Procurements (July - December 2022) pdf icon PDF 268 KB

The Leader’s Portfolio

 

To consider report FIN/571 of the Head of Corporate Finance.

Decision:

RESOLVED

 

That the Cabinet:

 

a)            endorses the procurement forward programme July – December 2022 as set out as appendix A in report FIN/571.

 

b)            delegates authority to the Leader of the Council in consultation with the relevant Cabinet Member, relevant Head of Service, and Head of Governance, People & Performance to approve the award of the contract following an appropriate procurement process, with the exception of following procurements which will be subject to separate Cabinet reports during this period; Waste and Recycling; Metcalf Way Depot; Crawley Innovation Centre (Travel House).

 

c)            delegates the negotiation, approval and completion of all relevant legal documentation, following the awarding of the contracts to the relevant Head of Service, Head of Governance, People & Performance, Head of Corporate Finance, in consultation with the appropriate Cabinet Member.

 

(Generic Delegations 2 & 3 will be used to enact this recommendation)

 

 

Reasons for the Recommendations

 

By approving the procurement forward programme there is greater transparency of future procurement processes allowing more scope for internal stakeholders to input into how future contracts are delivered.

 

The approval of the forward programme provides a key decision that will enable the individual procurement processes to be awarded under delegated authority once the tender process has concluded giving the Council the ability to reduce the time required to complete a procurement process.

 

11.

Whistleblowing Policy pdf icon PDF 141 KB

The Leader’s Portfolio

 

To consider report FIN/574 of the Head of Corporate Finance.

Additional documents:

Decision:

 

RESOLVED

 

That the Cabinet:

 

a)         approves the Whistleblowing Policy (Appendix A of report FIN/574) for adoption and subsequent publication.

 

b)         delegates authority to the Head of Corporate Finance, in consultation with the Leader,of the Council to review and make minor amendments to the Whistleblowing Policy as further changes to legislation and statutory guidance are introduced.

 

(Generic Delegation 7 will be used to enact this recommendation).

 

 

Reasons for the Recommendations

 

To fulfil the Council’s duty to review and publish a policy regarding the Whistleblowing and the Public Interest Disclosure Act 1998.

 

12.

Anti-Fraud and Corruption Policy pdf icon PDF 140 KB

The Leader’s Portfolio

 

To consider report FIN/576 of the Head of Corporate Finance.

Additional documents:

Decision:

RESOLVED

 

That the Cabinet:

 

a)         approves the Anti-Fraud and Corruption Policy (Appendix A of report FIN/576) for adoption and subsequent publication.

 

b)         delegates authority to the Head of Corporate Finance, in consultation with the

Leader of the Council, to review and make minor amendments to the Anti-Fraud and Corruption Policy as further changes to legislation and statutory guidance are introduced.

 

(Generic Delegation 7 will be used to enact this recommendation).

 

 

Reasons for the Recommendations

 

To fulfil the Council’s duty to review and publish updated guidance relating to Anti-Fraud and Corruption.

 

 

13.

Council's Representative on Business Improvement Districts - Local Authority Director pdf icon PDF 113 KB

The Leaders’ Portfolio

 

To consider report PES/416 of the Head of Economy and Planning.

Decision:

 

RESOLVED:

 

That the Cabinet endorses Councillor A Nawaz, the current Cabinet Member for Planning and Economic Development as the Council’s representative to both the Town Centre BID Board via the Town Centre Partnership, and the Manor Royal Business Improvement District BID Board (“Local Authority Director”).

15.

Exempt Information – Exclusion of the Public (Subject to Agenda Item 5)

The Committee is asked to consider passing the following resolution:-

That under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act by virtue of the paragraphs specified against the item.

16.

Online Benefits

The Leader’s Portfolio

 

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

To consider report FIN/573 of the Head of Corporate Finance, which was referred to the meeting of the Overview and Scrutiny Commission held on 4 July 2022.

 

Additional documents:

Decision:

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

 

RESOLVED

 

That the Cabinet:

 

a)            approves that the Council to begin a tender process through the DAS Framework to engage with selected suppliers to provide a Document Management System to replace Civica W2 for Benefits and Council Tax for a period of 5 years from September 2022 (with option to extend for 2 years).

 

b)            approves that the Council to begin a tender process through the DAS Framework to engage with selected suppliers who are on the Crown Contract to provide an online Portal and forms package for self-service benefits. This will be for the period of 5 years from late 2022 (with option to extend for 2 years).

 

c)            delegates authority to the Leader of the Council in consultation with the relevant Cabinet Member, relevant Head of Service, and Head of Governance, People and Performance to approve the award of the contract following an appropriate procurement process, as identified in report FIN/571.

 

d)            delegates the negotiation, approval and completion of all relevant legal documentation, following the awarding of the contracts, to the relevant head of service, Head of Governance, People and Performance, and Head of Corporate Finance, in consultation with the appropriate Cabinet member, as identified in report FIN/571.

 

            (Generic Delegations 2 & 3 will be used to enact this recommendation)

 

 

Reasons for the Recommendations

 

The Benefits self-service Project was formed to look at moving benefits such as Housing Benefit and Council Tax Reduction online for customers and automating processes. It quickly became apparent that our current DMS, W2 which has been in place since 2004 used for storing the documents for Housing Benefits, Council Tax and Business Rates was out of date and would not support newer technologies.

 

The current document management system, version W2, is now being de-supported by the vendor Civica from August 2022 as they have moved to their new product version W3. To achieve the best value for money and meet our requirements Crawley Borough Council would then go out to the market and tender for a new DMS for Benefits and Council Tax. This would be a cloud-based solution, meeting the Council’s strategy for cloud first for software.

 

The Council will simultaneously go out to competitive tender from selected software providers who have experience in the Revenue and Benefits sphere to provide an online portal and forms builder, that will integrate with the current Northgate Revenue and Benefits system. This will create self-service where claimants can make claims, report changes, access information and respond to communications online, via a secure portal which will be available 24/7. 

 

This is part of the Council’s commitment to deliver channel shift by moving services online, as customers are guided through a process to claim benefits and ensure that the correct information is received to make a claim. This is expected to produce increases of processing speeds of up to 50%.

17.

Telford Place Land Proposal

Housing Portfolio

 

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

To consider report SHAP/86 of the Head of Strategic Housing Services, which was referred to the meeting of the Overview and Scrutiny Commission held on 4 July 2022.

 

 

Report to be circulated separately as agreed by the Leader.

Decision:

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

 

RESOLVED

 

That the Cabinet is recommended to

 

a)            approves the proposed Telford Place procurement strategy towards achieving the objective of a policy-compliant residential development as detailed in Sections 5 and 6 of report SHAP/86.

 

b)            approves the proposed Telford Place land strategy as the preferred procurement option to meet the Council’s objectives of delivering a viable residential development as detailed in Sections 5 and 6 of report SHAP/86.

 

c)            approves the proposed Telford Place planning strategy, along with any procurement requirements to deliver this strategy as detailed in Sections 5 and 6 of report SHAP/86, in the event of Recommendation 2.2 b) not being approved or not proceeding into contract.

 

d)            delegates authority to the Head of Strategic Housing Services, the Head of Crawley Homes, the Head of Corporate Finance, and the Head of Governance, People & Performance, in consultation with the Leader of the Council and the Cabinet Member for Housing, to enter into the necessary contracts, and complete all relevant legal documentation to achieve any of the approved recommendations above

 

(Generic Delegation 2 and 3 will be used to enact this recommendation).

 

 

Reasons for the Recommendations

 

The Council acquired the Telford Place site in 2015 for the purposes of delivering this site as a policy compliant residential scheme. Following two failed attempts to procure a development partner the Council needs to consider alternative options for this site to be progressed. The options being proposed aim to safeguard the HIF funding and ensure the delivery of affordable housing on this site

 

 

18.

Water Neutrality Off-Setting Programme

Housing Portfolio

 

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

To consider report CH/197 of the Head of Crawley Homes.

 

Decision:

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

 

RESOLVED

 

1.         That the Cabinet:

 

a)      approves the required budget necessary to implement a retrofitting programme of Council-owned housing stock aimed at reducing water consumption to provide sufficient water off-set to support selected new-build affordable housing developments, as detailed in Section 5.2 of report CH/197.

 

b)      delegate authority to the Head of Crawley Homes, the Head of Corporate Finance, and the Head of Governance, People & Performance; in consultation with the Leader of the Council and the Cabinet Member for Housing, to enter into the necessary contracts, and complete all relevant legal documentation to achieve the above recommendation

 

(Generic Delegation 2 and 3 will be used to enact this recommendation).

 

 

2.         That the Full Council is recommended to approve the transfer of £170,000 from existing capital budgets, using existing capital funding, to create a new budget for water neutrality works on Crawley Homes properties as outlined in paragraph 5.2 c) in report CH/197.

 

 

Reasons for the Recommendations

 

The requirement for new-build schemes to achieve water neutrality has resulted in all developments in the affected region being stalled until water savings can be found to off-set the water consumption of each respective development. This situation is unprecedented and requires bespoke measures at a significant scale to find the water savings necessary for the identified schemes to achieve water neutrality.

 

This recommendation follows on from a small pilot that is currently underway with a particular water saving measure, which has the potential of being rolled-out at pace, and if successful this budget request will enable this initiative to be rolled out further to provide the necessary off-set to support the identified schemes in achieving water neutrality prior to occupation.

 

In the event that the particular water saving measure that is currently being piloted does not satisfy expectations, it is then intended to pursue alternative water saving measures, with this requested budget being available to explore and implement alternative measures as may be required.

 

This initiative aims to pioneer a passage through the water neutrality blockage, as a pilot approach that will provide valuable evidence of the associated costs of achieving water neutrality, both in terms of the costs for new-build schemes to achieve water consumption at c.85 L/pp/pd, as well as the costs of finding sufficient water savings to off-set this consumption, which will help to strengthen the wider strategy being developed across the affected region.

 

19.

Property Acquisition to Increase the Council's Portfolio of Temporary Accommodation

Housing Portfolio

 

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

To consider report SHAP/85 of the Head of Strategic Housing Services.

 

Decision:

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

 

RESOLVED

 

That the Cabinet delegated authority for the negotiation, approval and completion of all relevant legal documentation to complete the proposed purchase as described in Section 7of report SHAP/85, to the Head of Strategic Housing Services, Head of Governance, People & Performance and Head of Corporate Finance, in consultation with the Leader of the Council and the Cabinet Member for Housing.

 

(Generic Delegations 2 & 3 will be used to enact this recommendation).

 

 

Reasons for the Recommendations

 

Expanding the portfolio of Council owned temporary accommodation aims to reduce the reliance on expensive nightly paid temporary accommodation, provide a good standard of temporary accommodation, minimise the risk of the council breaching its statutory homeless duties and generate an income and property asset to the Council.

Expanding the portfolio of Council owned temporary accommodation through the acquisition of properties will help alleviate some of these pressures. 

This particular property will make a significant contribution to improving the Council’s local Temporary Accommodation offer with minimum disruption to the surrounding area as it is already in use as a large House of Multiple Occupation (HMO).

 

20.

Crawley Innovation Centre - Proposed Tender for works contractor

Planning and Economic Development Portfolio

 

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

To consider report PES/417 of the Head of Economy and Planning.

Additional documents:

Decision:

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

 

RESOLVED

 

That the Cabinet delegates authority to:

 

a)            the Head of Economy and Planning to undertake a procurement exercise in accordance with the Council’s Procurement Code to select a suitable works contractor to convert, subject to planning permission, the “Travel House” building into the Crawley Innovation Centre.

 

(Generic Delegation 7 will be used to enact this recommendation).

 

b)            the Leader of the Council in consultation with the Cabinet Member for Planning and Economic Development, Head of Economy and Planning and Head of Governance, People & Performance to approve the award of the contract following the procurement exercise

 

c)            the Head of Economy and Planning, Head of Governance, People & Performance and Head of Corporate Finance, in consultation with the appropriate Cabinet Member for Planning and Economic Development, to negotiate, approve and complete all relevant legal documentation, following the awarding of the contract

 

(Generic Delegations 2 & 3 will be used to enact this recommendation)

 

d)            the Chief Executive in consultation with the Cabinet Member for Planning and Economic Development to approve the Crawley Innovation Centre detailed designs and to submit a planning application.

 

(Generic Delegation 7 will be used to enact this recommendation).

 

Reasons for the Recommendations

 

To enable the Council to progress as quickly as possible the delivery of the Crawley Innovation Centre project, following confirmation that the Getting Building Fund monies (£8.4m) and the Crawley Towns Fund monies (£2.5m) have been approved.

 

To ensure the Crawley Innovation Centre project remains on track to open in summer 2023, subject to planning permission and to completion of the building conversion works