Agenda, decisions and minutes

Councillor Daby declared a prejudicial interest in Item 3 as her husband had

undertaken freelance work for the Lee Green Centre. She indicated she would

withdraw from the meeting if their application was discussed.

Councillor Millbank declared a personal interest in Item 3 as a Council

appointed member of the Voluntary Action Lewisham Board.

Councillor Daby declared a prejudicial interest in Item 3 as her husband had

undertaken freelance work for the Lee Green Centre. She indicated she would

withdraw from the meeting if their application was discussed.

Councillor Millbank declared a personal interest in Item 3 as a Council

appointed member of the Voluntary Action Lewisham Board.

Approved.

RESOLVED that the minutes of the meeting held on November 9 2016 be

confirmed and signed as a correct record.

Having considered an open officer report, the comments of the Safer,

Stronger Communities Select Committee and a presentation by the Cabinet

Member for the Third Sector, Councillor Joan Millbank, Mayor and Cabinet

(Contracts) agreed that

(1) the proposals to fund voluntary and community sector groups, set out in

Appendix 1, as modified in the Annex report and shown in Annex Appendix

10, be approved for the financial years 2017/18 and 2018/19;

(2) £210,000 be ring-fenced for the development of the new ‘infrastructure’

offer (this represents a 25% reduction on the current funding to Voluntary

Action Lewisham and the Volunteer Centre Lewisham);

(3) officers undertake a review of grants awarded to organisations that provide

similar activities around youth theatre and performing arts to report back to

Mayor and Cabinet in June 2017;

(4) ring-fencing of £15,000 be approved to support boxing in the borough in

light of the recommendation to defund London Amateur Boxing Association;

(5) officers review the allocations to Eco Communities during 2017/18 and

report back to Mayor and Cabinet during 2017 with a recommended allocation

for 2018/19 ;

(6) rent grants cease from 1 April 2017 in order to regularise the support given

to organisations in council buildings and the impact and agreed next steps for

each of the four organisations affected be approved as set out;

(7) officers undertake a review of the grant making process to inform future

allocation rounds; and

(8) the Executive Director for Community Services be asked to prepare a

response to the comments of the Safer Stronger Communities Select

Committee for Mayoral consideration.

The report was presented by Councillor Joan Millbank who confirmed the

results of appeals heard on November 30 which had resulted in a changed

grant recommendation for Mencap. She explained the final grant

recommendations for every organisation were now displayed in Annex

Appendix 10. She pointed out a referral had been received from the Safer

Stronger Communities Select Committee and she asked officers to prepare a

response for members consideration in February 2017.

The Mayor and Councillor Millbank both praised the efforts undertaken by

officers, the Voluntary Sector and individual grantees in preparing the

submissions and acknowledged that while recent focus had been on appellant

organisations, the entire process had been lengthy and involved extensive

efforts by multiple groups.

Having considered an open officer report, the comments of the Safer,

Stronger Communities Select Committee and a presentation by the Cabinet

Member for the Third Sector, Councillor Joan Millbank, Mayor and Cabinet

(Contracts) agreed that

(1) the proposals to fund voluntary and community sector groups, set out in

Appendix 1, as modified in the Annex report and shown in Annex Appendix

10, be approved for the financial years 2017/18 and 2018/19;

(2) £210,000 be ring-fenced for the development of the new ‘infrastructure’

offer (this represents a 25% reduction on the current funding to Voluntary

Action Lewisham and the Volunteer Centre Lewisham);

(3) officers undertake a review of grants awarded to organisations that provide

similar activities around youth theatre and performing arts to report back to

Mayor and Cabinet in June 2017;

(4) ring-fencing of £15,000 be approved to support boxing in the borough in

light of the recommendation to defund London Amateur Boxing Association;

(5) officers review the allocations to Eco Communities during 2017/18 and

report back to Mayor and Cabinet during 2017 with a recommended allocation

for 2018/19 ;

(6) rent grants cease from 1 April 2017 in order to regularise the support given

to organisations in council buildings and the impact and agreed next steps for

each of the four organisations affected be approved as set out;

(7) officers undertake a review of the grant making process to inform future

allocation rounds; and

(8) the Executive Director for Community Services be asked to prepare a

response to the comments of the Safer Stronger Communities Select

Committee for Mayoral consideration.

Approved.

RESOLVED that under Section 100(A)(4) of the Local Government Act 1972,

the press and 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 paragraphs 3, of Part 1 of Schedule 12(A) of the Act,

as amended by the Local Authorities (Executive Arrangements) (Access to

Information) (Amendments) (England) Regulations 2006 and the public

interest in maintaining the exemption outweighs the public interest in

disclosing the information:-

5.         School Minor Works Contract

6.         Options for integrated finance, procurement, payroll and human

resources solution

7.         Energy Price Review

8.         Agency Managed Service

9.         Leisure Contract Changes

10.       Intensive Housing Advice and Support Service Contract Award

11.       Award of Contract - Core Contract for Adult Substance Misuse Services

12.       Contract Award for Services with MH and Substance Issues and

Travellers

Having considered a confidential officer report, Mayor and Cabinet (Contracts)

agreed that:

(1) the Education Maintenance Grant available allocation of £3,762,000 be

used for the delivery of the schools minor works programme in 2017/18;

(2) the procurement method and proposed Schools Minor Works schemes as

set out be approved;

(3) authority be delegated to the Executive Director for Children and Young

People to agree an additional £250,000 over and above the £3,760,000

agreed budget allocation should this is required;

(4) authority be delegated to the Executive Director for Children & Young

People on the advice of the Executive Director for Resources and

Regeneration to finalise the Schools Minor Works programme within the

programme set out;

(5) authority be delegated to the Executive Director for Resources &

Regeneration on the advice of the Executive Director for Children & Young

People to procure and award contracts to deliver the  2017/18 Schools Minor

Works Programme; and

(6) £200,000 be set aside from the Minor Capital works unallocated resources

to utilise for further feasibility work if required, any urgent safety or security

works that might be required and as a potential sum to match fund as a

contribution to an agreed funded project.

Having considered a confidential officer report, Mayor and Cabinet

(Contracts), for the reasons set out in the report

RESOLVED that:

(1) the Education Maintenance Grant available allocation of £3,762,000 be

used for the delivery of the schools minor works programme in 2017/18;

(2) the procurement method and proposed Schools Minor Works schemes as

set out be approved;

(3) authority be delegated to the Executive Director for Children and Young

People to agree an additional £250,000 over and above the £3,760,000

agreed budget allocation should this is required;

(4) authority be delegated to the Executive Director for Children & Young

People on the advice of the Executive Director for Resources and

Regeneration to finalise the Schools Minor Works programme within the

programme set out;

(5) authority be delegated to the Executive Director for Resources &

Regeneration on the advice of the Executive Director for Children & Young

People to procure and award contracts to deliver the  2017/18 Schools Minor

Works Programme; and

(6) £200,000 be set aside from the Minor Capital works unallocated resources

to utilise for further feasibility work if required, any urgent safety or security

works that might be required and as a potential sum to match fund as a

contribution to an agreed funded project.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Resources, Councillor Kevin Bonavia, Mayor and Cabinet

(Contracts) agreed that:

(1) the contents of the report and the detailed options appraisal and business

case be noted;

(2) In considering the options and business case, officers work towards the

implementation of an integrated finance, procurement, payroll and human

resources solution;

(3) officers commence the procurement of a Systems Integrator (SI) for

finance and procurement to upgrade to Oracle Cloud

(4) officers commence the procurement of a new platform for payroll and

human resources and an SI for payroll and human resources

(5) the two procurement processes, as set out in recommendations 3 and 4

above, be carried out under the Crown Commercial Services (CCS)

Framework Agreement for Corporate Software Solutions;

(6) decisions on the archiving and contingency options are delegated to the

Executive Director for Resources and Regeneration.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Resources, Councillor Kevin Bonavia, Mayor and Cabinet

(Contracts) for the reasons set out in the report

RESOLVED that:

(1) the contents of the report and the detailed options appraisal and business

case be noted;

(2) In considering the options and business case, officers work towards the

implementation of an integrated finance, procurement, payroll and human

resources solution;

(3) officers commence the procurement of a Systems Integrator (SI) for

finance and procurement to upgrade to Oracle Cloud

(4) officers commence the procurement of a new platform for payroll and

human resources and an SI for payroll and human resources

(5) the two procurement processes, as set out in recommendations 3 and 4

above, be carried out under the Crown Commercial Services (CCS)

Framework Agreement for Corporate Software Solutions;

(6) decisions on the archiving and contingency options are delegated to the

Executive Director for Resources and Regeneration.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Resources, Councillor Kevin Bonavia, Mayor and Cabinet

(Contracts) agreed that the report be noted.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Resources, Councillor Kevin Bonavia, Mayor and Cabinet

(Contracts)

RESOLVED that the report be noted.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Resources, Councillor Kevin Bonavia, Mayor and Cabinet

(Contracts) agreed that a contract be awarded to Reed Specialist for the

provision of a Managed Service Provider for the supply of temporary agency

workers to the Council, for a period of 2 years, with possible extensions of up

to 2 years, subject to agreement by both parties and satisfactory performance

by the contractor.

The Mayor recognised that the contract was required but felt that given the

Council’s dire financial circumstances, recruitment policy and dependence on

agency staff should be critically examined after the next annual Council

budget was agreed.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Resources, Councillor Kevin Bonavia, Mayor and Cabinet

(Contracts), for the reasons set out in the report,

RESOLVED that a contract be awarded to Reed Specialist for the

provision of a Managed Service Provider for the supply of temporary agency

workers to the Council, for a period of 2 years, with possible extensions of up

to 2 years, subject to agreement by both parties and satisfactory performance

by the contractor.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Health, Well Being and Older People, Councillor Chris

Best, Mayor and Cabinet (Contracts) agreed that:

(1) the background to the proposed changes and work done with the two

leisure operators be noted; and

(2) the changes to the Fusion Lifestyle contract as set out be approved.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Health, Well Being and Older People, Councillor Chris

Best, Mayor and Cabinet (Contracts), for the reasons set out in the report,

RESOLVED that:

(1) the background to the proposed changes and work done with the two

leisure operators be noted; and

(2) the changes to the Fusion Lifestyle contract, as set out, be approved.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Health, Well Being and Older People, Councillor Chris

Best, Mayor and Cabinet (Contracts) agreed that a contract be awarded for

the Intensive Housing Advice and Support Service to One Housing Group for

an initial period of 3 years, with possible extensions for periods up to a further

2 years, with a stated annual value.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Health, Well Being and Older People, Councillor Chris

Best, Mayor and Cabinet (Contracts) for the reasons set out in the report

RESOLVED that a contract be awarded for the Intensive Housing Advice and

Support Service to One Housing Group for an initial period of 3 years, with

possible extensions for periods up to a further 2 years, with a stated annual

value.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Community Safety, Councillor Janet Daby, Mayor and

Cabinet (Contracts) agreed that

(1) a contract for Drug and Alcohol Services be awarded to CGL for a period

of 3 years, with an option for the council to extend the contract for a further 2

years, with a stated annual value; and

(2) should funding from the Mayor’s Office for Policing and Crime (MOPAC)

be available, Officers seek the authorisation of the Executive Director for

Resources and Regeneration to authorise a contract variation to CGL for

the current Prevention, Inclusion & Public Health Commissioning Team

contract for the Drugs and Alcohol Service (Core Contract).

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Community Safety, Councillor Janet Daby, Mayor and

Cabinet (Contracts), for the reasons set out in the report,

RESOLVED that:

(1) a contract for Drug and Alcohol Services be awarded to CGL for a period

of 3 years, with an option for the council to extend the contract for a further 2

years, with a stated annual value; and

(2) should funding from the Mayor’s Office for Policing and Crime (MOPAC)

be available, Officers seek the authorisation of the Executive Director for

Resources and Regeneration to authorise a contract variation to CGL for

the current Prevention, Inclusion & Public Health Commissioning Team

contract for the Drugs and Alcohol Service (Core Contract).

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Health, Well Being and Older People, Councillor Chris

Best, Mayor and Cabinet (Contracts) agreed that:

(1) a waiver of the Councils Contract Procedure Rules be made and a

contract be awarded to Lewisham Irish Centre for the provision of a floating

support service for travellers for a period of 3 years, with an option of

extending by 2 further years, beginning on 1 April 2017 at a stated annual

contract value;

(2) a contract be awarded to Family Action for the provision of an

accommodation based service for 16 people based across 3 properties for a

period of 3 years, with an option to extend by up to 2 further years, beginning

on 1 April 2017 at a stated annual funding delivering savings of £13,012 per

year to the borough;

(3) a contract be extended with Equinox Lewisham Services for a period of 1

year from 1 April 2017 for the provision of an accommodation based mental

health service for 24 clients spread across 3 properties with an additional 6

people supported in designated units; and

(4) a contract be extended with Foundation 66 for a period of 1 year from 1

April 2017 for the provision of an accommodation based service working with

25 people with substance misuse problems.

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Health, Well Being and Older People, Councillor Chris

Best, Mayor and Cabinet (Contracts), for the reasons set out in the report,

RESOLVED that:

(1) a waiver of the Councils Contract Procedure Rules be made and a

contract be awarded to Lewisham Irish Centre for the provision of a floating

support service for travellers for a period of 3 years, with an option of

extending by 2 further years, beginning on 1 April 2017 at a stated annual

contract value;

(2) a contract be awarded to Family Action for the provision of an

accommodation based service for 16 people based across 3 properties for a

period of 3 years, with an option to extend by up to 2 further years, beginning

on 1 April 2017 at a stated annual funding delivering savings of £13,012 per

year to the borough;

(3) a contract be extended with Equinox Lewisham Services for a period of 1

year from 1 April 2017 for the provision of an accommodation based mental

health service for 24 clients spread across 3 properties with an additional 6

people supported in designated units; and

(4) a contract be extended with Foundation 66 for a period of 1 year from 1

April 2017 for the provision of an accommodation based service working with

25 people with substance misuse problems.

The meeting closed at 6.01pm