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Venue: Committee Room 1 & 2 - Guildhall
Contact: Glenn Burgess Committee Manager
No. | Item |
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Apologies for absence Minutes: Apologies for absence were received from Councillor Al
Bander, Councillor Saunders attended as an alternate. |
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Declarations of interest Members are asked to declare at this
stage any interests that they may have in an item shown on this agenda. If any
member of the Committee is unsure whether or not they should declare an
interest on a particular matter, they should seek advice from the Head of Legal
Services before the meeting.
Minutes: Councillor Brown declared a personal interest in item 8 as a
member of the Executive Committee of the Liberal Democrat LGTB Group. Councillor Bird declared a personal interest in item 7 as an
employee of Cambridge Forum for Disabled People. |
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Minutes of the previous meeting PDF 147 KB Minutes: The minutes of the previous meeting were approved as a true
and accurate record subject to the correct of references to “Friends of
Disabilities” to read “Friends with Disabilities”. |
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Public Questions Minutes: Mr Richard Taylor addressed the committee regarding item 10,
and expressed concerns about the manner in which police priorities had been set
at the previous meetings during the pilot. The importance of Police priorities
being democratically set was emphasised. The Leader welcomed the question and suggested that further discussion on the subject would take place. It was explained that it was intended that each area committee would not be operating in an identical manner regarding police priorities and further discussions with the Police was needed to ensure that the arrangements were appropriate for all parties. |
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To note decisions taken by the Leader of the Council and the Executive Councillor for Customer Services and Resources since the last meeting of the Strategy and Resources Scrutiny Committee. Additional documents:
Minutes: The record of urgent decisions taken by the Leader of the
Council and the Executive Councillor for Customer Services and Resources were
noted. |
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EU Mobilising Local Energy Investment Project PDF 151 KB Minutes: Matter for Decision: To
consider the involvement of the City Council in the district heating scheme
element of the EU work programme. Decision of the
Leader: The Leader of the Council resolved to i.
Support, in principle, Cambridge City Council’s
involvement in the district heating scheme element of the EU work programme,
subject to the conditions outlined in the committee report. Reasons for the
Decision: As set out in the officer’s report Any alternative
options considered and rejected: N/A Scrutiny
Considerations N/A |
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Lion Yard Development Proposals - Relocation of Toilets PDF 1 MB Minutes: Public Questions
regarding item 11/65/SR Ms Georgie Deards addressed the committee, and welcomed the
decision to retain the toilets on the ground floor but expressed concern about
the increased distance between the shopping centre and the access to the
toilets in the proposals. It was also requested that the working party should
include two members of the public. The concerns about the distance were acknowledged. It was
explained that the normal practice for Working Parties to consider co-options
and it was the expectation that the Working Party would consult widely and be
opened minded in its approach. Ms Georgie Deards welcomed the response and emphasised that
the importance of recognising all forms of disability not just those that were
visible. Councillor Bird addressed the committee under Council
Procedure Rules 39.2.3 with the agreement of the Chair, and made the following
points i.
Clarification was requested on the legal implications
of closing the right of way from Lion Yard to Fisher Square. ii.
The importance of ensuring direct wheelchair access in
options 2a and 2b. iii.
The need to undertake a fire risk assessment of the new
proposals. iv.
The need to preserve city centre public toilets to
reduce the risk of visitors being dissuaded from using the city centre. The Leader welcomed the questions and made the following
comments. i.
It was noted that the access from the Lion Yard to
Fisher Square ceased being a highway in 1996 and was now a walkway through
agreement. It was also noted that the closure of the walkway would be subject
to a separate decision making process by the County Council. ii.
It was agreed that it was important to ensure that a
fire risk assessment was in place. Discussion and decision regarding item 11/65/SR Matter for Decision: To
consider the Lion Yard Development Proposals – Relocation of Toilets. Decision of the
Leader: The Leader of the Council resolved to agree a) That
landlord’s consent should not be given to the revised first floor proposal
received from Aberdeen Asset Management on 12 August 2011 (Option 1), as the
Council is not convinced that any first floor scheme can adequately mitigate
the negative impacts previously identified by the EqIA and associated
consultation. The
Committee restates its commitment to retaining the public toilets on the ground
floor. b) That a
Member working party is established to carry out a detailed assessment of the
proposed ground floor design approved in principle in 2008, including to
consider the detailed design elements and (i)
Explore ways in which the design of Option 2a and Option
2b can be improved, including the scope for direct access from Lion Yard to the
public toilets for people with disabilities and those caring for babies and
toddlers; (ii)
Oversee the EqIA for the scheme; (iii)
Consider appropriate consultation; (iv)
Advise the Leader with regard to (i) to (iii) and (v)
Oversee the development of refurbishment plans for the
Lion Yard public toilets and make recommendations to the appropriate Executive
Councillor. c) That
the working party is made up of five councillors (three from the Liberal
Democrat Group and two from the Labour Group) to be nominated by group leaders,
and that it is encouraged to co-opt members with experience or knowledge of
access issues. Reasons for the
Decision: As set out in the officer’s report Any alternative
options considered and rejected: N/A Scrutiny Considerations The committee received a report from the Director of
Resources regarding the Lion Yard Development Proposals – Relocation of
Toilets. The Head of Legal Services tabled a proposed amended recommendation
for the committee to consider. The Scrutiny Committee made the following comments regarding
the report; i.
The importance of emphasising that the EQIA had
identified that no first floor re-location was likely to be acceptable. ii.
The need to be clear about the access arrangements for
the toilets going forward, particularly the access to the RADAR toilets. iii.
The importance of retaining the ground floor toilets
was acknowledged, but that both option 2a and 2b required further development.
It was noted that the additional distance of 100 metres from the shopping
centre to the toilets might discourage some users from using the centre. iv.
The logic of the developers in wishing to close the
access from Fisher Square was questioned. v.
It was agreed that the Working Group should consider
the access implications for people with young children, who may need to access
the toilet. vi.
It was highlighted that the access to the RADAR toilets
had been restricted for a period of time, due to the introduction of an
additional lock preventing access. It was agreed that this would be
investigated. The Leader responded to the points raised, thanked the
committee for the comments received and approved the recommendations as
amended. |
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Single Equalities Scheme and Annual Equalities Review PDF 60 KB Additional documents: Minutes: Matter for Decision: To consider the draft single equalities scheme
and annual equalities review. Decision of the
Leader: The Leader of the Council resolved to i.
Note the Annual Equalities Review ii.
Approve the draft Single Equalities Scheme 2012 - 2015
for public consultation. Reasons for the
Decision: As set out in the officer’s report Any alternative
options considered and rejected: N/A Scrutiny
Considerations The committee received a report from the Head of Corporate
Strategy regarding the draft single equalities scheme. The committee made the following comments on the report i.
It was suggested that the Stonewall survey, which
didn’t include transgender individuals was not representative of urban areas
and Cambridge specifically as it was a country-wide average, therefore was
likely to under represent the number of LGBT individuals within Cambridge. The
difficulty of developing an alternative data capture mechanism was
acknowledged. ii.
The importance of ensuring that gender re-assignment
issues were fully considered as part of the equalities impact assessment
process was highlighted. iii.
It was agreed that all parties were committed to
challenging prejudice and were committed to the equalities agenda. The work of
officers and members in challenging prejudice was welcomed and encouraged. iv.
It was suggested that ethnic monitoring was
oversimplified, and didn’t clearly acknowledge that “White Other” constituted a
significant part of the population of Cambridge. The excellent work and track record of the Council with
regards to the equalities agenda was welcomed. The Scrutiny Committee considered and approved the
recommendations unanimously. The Leader of the Council approved the recommendations. |
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Annual Review of the Strategic Partnerships of the Council PDF 139 KB Minutes: Matter for Decision: To
consider the Annual Review of the Strategic Partnerships of the Council. Decision of the
Leader: The Leader of the Council resolved to i.
Agree that Executive Members provide more detailed reports about their partnership to their
Scrutiny Committee as the partnerships settle and start performing within their
new structures and roles. ii.
Agree that £8,000
is provided to The Greater Cambridge Greater Peterborough Local Enterprise
Partnership per annum as the Councils contribution towards its administration The Leader of the
Council resolved to recommend to Council that iii.
References to
Joint Scrutiny Arrangements are removed from the Council’s Principles of
Partnership Working. Reasons for the
Decision: As set out in the officer’s report Any alternative
options considered and rejected: N/A Scrutiny
Considerations The committee received a report from the Head of Corporate
Strategy regarding the Annual Review of the Strategic Partnerships of the
Council. The committee made the following comments on the report i. The strong track record of the Council
and its engagements with partnership working was welcomed, however concerns
were expressed that much good work had been lost through the “bonfire” of
partnership arrangements. Due to the location of Cambridge the importance of
effective sub regional planning and strategic thinking was emphasised. ii. Concerns were expressed about the
manner in which the County Council had diverted reward funding from previously
agreed projects to fund the enhancement of broadband within the county, without
consultation with the local strategic partnership and to the detriment of the
voluntary sector. iii. With reference to the proposed membership
arrangements for the Health and Well Being Partnership, it was agreed that the
representation of district councillors was insufficient and that it was
inadequate that the five district councils would be represented by a single
representative. iv. Clarification was requested on the
nature of the £8000 funding commitment to the LEP. It was noted that the
funding commitment was an ongoing commitment, and would be built into future
years budgets. v. The appropriateness of the size of the
area covered by the LEP was questioned. The Leader
summarised the discussion and acknowledged the concerns that had been raised by
members of the committee. The Scrutiny Committee considered and approved the
recommendations by 5 votes to 0 The Leader of
the Council approved the recommendations. |
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Interim Review of Area Working and the North Area Pilot PDF 85 KB Minutes: Matter for
Decision: To consider the Interim Review of Area Working and the North Area
Pilot. Decision of the Leader: The Leader of
the Council resolved to i.
Agree in principle to the delegation of the decisions
set out in paragraph 3.16 of the committee report to area committees by 1 April
2012. ii.
Encourage the other area committees to take on board
the successful elements of the pilot that can be easily transferred, as set out
in paragraph 4.1 of the committee report. iii. Agree
to investigate what resources might be needed and how they might be found (potentially
by reprioritising work or doing it differently) to transfer some or all of the
elements of the pilot which have resource implications, set out at paragraphs
4.2 and 4.3 of the committee report (such as the community engagement activity)
of the, to other area committees. iv. Agree
to investigate how to increase the capacity of area committee meetings to
incorporate both participatory elements and further devolved decisions, including
potentially transferring resources from the central decision-making process. Reasons for the
Decision: As set out in the officer’s report Any alternative options considered and
rejected: N/A Scrutiny Considerations The committee received a report from the Head ofCorporate
Strategy regarding the interim review of the area working pilot. The committee made the following comments on the report i. It was noted the decision of North Area
Committee to start planning earlier in the evening pre-dated the pilot. ii. It was agreed that each Area Committee
needed to consider its own circumstances and that one solution across all four
area committees would not always be appropriate, for example the start time of
planning. iii. The importance of working with communities
was agreed, however it was also agreed that different forms of engagement also
needed to be considered. iv. Reservations were expressed about the
willingness of partner organisations to delegate responsibilities and functions
to Area Committees. The Leader summarised the current position of the County
Council with regards to the potential delegation of a range of issues to Area
Committees. It was agreed to forward the email received from the county to all
members of the committee. It was agreed that the reference to “apolitical” in
the email should refer to “a partisan”. It was noted
that the recommendation should refer to the list of responsibilities in
paragraph 3.16 and not 3.11 in the committee report, and subject to this
revision the Scrutiny Committee considered and approved the recommendations
unanimously. The Leader of
the Council approved the recommendations as amended. |
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Civil Engineering Construction Framework Procurement PDF 48 KB Minutes: Matter for
Decision: To consider the procurement of a Civil Engineering Construction
Framework construct. Decision of the Leader: The Leader of the Council resolved to i.
Approve the
procurement (tendering and award) of a new 4 year framework agreement of three
contractors for the provision of civil engineering construction services in
accordance with City Council procurement rules and relevant legislation,
subject to securing the necessary bid to fund the additional resources needed. ii.
Approve the continued
procurement of construction services from Cambridgeshire Highways, through the
Agency Agreement with Cambridgeshire County Council, until the new framework is
in place in summer 2012. Reasons for the
Decision: As set out in the officer’s report Any alternative options considered and
rejected: N/A Scrutiny Considerations The committee received a report regarding the Civil
Engineering Framework. The committee
made the following comments regarding the report i. Concerns were expressed that framework
contracts tended to discriminate against local small and medium sized companies
in favour of larger national/international companies, and therefore squeeze the
local market. It was explained that smaller companies may struggle to support
the necessary internal infrastructure required to effectively compete for these
types of contracts. ii. The advantage of the proposed approach
was acknowledged however concerns were expressed about the transparency and
associated value for money of contracts let through the framework. iii. Councillor Herbert suggested an
amendment to the recommendation, to instruct officers to organise a briefing
for SME businesses to maximise the opportunities for local companies to access
the contracts. Following discussion it was agreed that the Director of
Resources would take this forward with the Strategic Procurement Advisor. Officers
responded and emphasised that strong checks and balances were built into the
system to ensure value for money and transparency. It was also explained that
it was common for larger companies to work with local providers as “supply
chain partners” to deliver works, therefore supporting local SME business. The Leader welcomed the discussion and also welcomed the
opportunities to promote local enterprise and green procurement. The Scrutiny Committee considered and approved the
recommendations by 8 votes to 0 The Leader of
the Council approved the recommendations. |
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Clay Farm Land Disposal Project - Budget for Up-front Costs PDF 48 KB Minutes: Matter for
Decision: To consider the budget for up-front costs to support the delivery
of the Clay Farm Land Disposal Project. Decision of the Executive Councillor: The Executive
Councillor for Customer Services and Resources resolved to i.
Approve a
budget of £117,000 to cover up-front costs of the disposal of the Council’s
land at Clay Farm. Reasons for the
Decision: As set out in the officer’s report Any alternative options considered and
rejected: N/A Scrutiny Considerations The committee received a report from the Head of Strategic
Housing seeking approval for an upfront budget to support the project to
dispose of land at Clay Farm. The Head of
Strategic Housing agreed to respond to Councillor Brown outside of the meeting
regarding the safeguards for maintaining future access arrangements for
ramblers and dog walkers. The Scrutiny Committee considered and approved the
recommendations by 8 votes to 0 The Executive Councillor for Customer Services and Resources
approved the recommendation. |
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Lease of Part Roman Court for Affordable Housing PDF 256 KB Minutes: Matter for
Decision: To consider whether to grant a lease of part of Roman Court for
Affordable Housing to the Papworth Trust. Decision of the Executive Councillor: The Executive
Councillor for Customer Services and Resources resolved to i.
Grant a long
lease to the Papworth Trust on the terms as set out within paragraph 3.3 of the
committee report. Reasons for the
Decision: As set out in the officer’s report Any alternative options considered and
rejected: N/A Scrutiny
Considerations The committee received a report from the Chief Estates
Surveyor regarding the lease arrangements for Roman Court. Clarification was
requested on whether a lease of 102 years was standard practice, and what
assurances were in place to prevent the use of the building changing during the
period of the lease. Following discussion, officers confirmed that the
permitted use of the premises would be specified in the lease. In the event of
the tenant using the premises in breach of the permitted use, the lease would
provide for the Council, as landlord, to ultimately forfeit (i.e. end) the
lease and regain possession. The Scrutiny Committee considered and approved the
recommendations by 8 votes to 0 The Executive Councillor
for Customer Services and Resources approved the recommendation. |
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Office System Upgrade project PDF 143 KB Minutes: Matter for
Decision: To consider the project appraisal for the Office System Upgrade
project. Decision of the Executive Councillor: The Executive
Councillor for Customer Services and Resources resolved to i.
Approve the
commencement of the project, which is already included in the Council’s Capital
Plan (Programme Reference PR020), with a total capital cost of £290,000 to be
funded from the IT Software Replacement Repairs and Renewal fund. ii.
Approve the
procurement of licences and ordering of project work to carry out the upgrade
unless the quotation or tender sum exceeds the estimated contract value by more
than 15%. If the contract value is exceeded by more than 15% permission of the
Executive Councillor and Director of Resources will be sought prior to
proceeding. Reasons for the
Decision: As set out in the officer’s report Any alternative options considered and
rejected: N/A Scrutiny
Considerations The committee received a report from the Head of ICT Client
and the ICT Client Manager seeking approval to proceed with the “Office Upgrade
Project”. The committee
made the following comments regarding the report i. Disappointment was expressed that it
was not possible to find an appropriate open source solution, but it was
acknowledged that at the moment Microsoft was the only practical solution. ii. Due to the nature of the changes from pre
2007 version, the importance of robust and effective training was emphasised to
ensure that the efficiency of the council was not undermined during the
transition. Members were assured that a robust and extensive training programme
was planned. The Scrutiny Committee considered and approved the
recommendations by 8 votes to 0 The Executive Councillor
for Customer Services and Resources approved the recommendation. |
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Benefit Irrecoverable Debts to be written off PDF 48 KB Minutes: The committee resolved in accordance with paragraph 3 of the Part 1 of
the Schedule 12a of the Local Government Act 1972 as amended by the Local
Government (Access to Information – Variation) Order 2006 to exclude the press
and public during the consideration of item 11/73/SR. Matter for
Decision: To consider write-off requests for Benefit Irrecoverable Debts to be
written off. Decision of the
Executive Councillor for Customer Services and Resources The Executive Councillor
resolved to approve the write-offs as outlined in the exempt annex of the
committee report. Reasons for the
Decision: As set out in the officer’s report Any alternative
options considered and rejected: N/A Scrutiny
Considerations N/A The Executive
Councillor for Customer Services and Resources approved the recommendation. |
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General Debts - Bad debts for write-off PDF 42 KB Minutes:
The committee resolved in accordance with paragraph 3 of the Part 1 of
the Schedule 12a of the Local Government Act 1972 as amended by the Local
Government (Access to Information – Variation) Order 2006 to exclude the press
and public during the consideration of item 11/74/SR. Matter for
Decision: To consider write-off requests for General Debts – Bad debts for
write-off to be written off. Decision of the
Executive Councillor for Customer Services and Resources The Executive
Councillor resolved to approve the write-offs as outlined in the exempt annex
of the committee report. Reasons for the
Decision: As set out in the officer’s report Any alternative
options considered and rejected: N/A Scrutiny
Considerations N/A The Executive Councillor for Customer Services and Resources approved the recommendation. |