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Agenda, decisions and minutes

Venue: Council Chamber, Town Hall, Katharine Street, Croydon CR0 1NX

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

Items
No. Item

31/22

Apologies for Absence

Minutes:

Cllr Hamida Ali (Chair) welcomed colleagues to the meeting and introductions were made. The Chair outlined housekeeping arrangements during the tenure of the meeting.

 

She thanked Council and emergency services teams for their work in dealing with the effects of the recent storm in the borough.

 

There were no apologies for this meeting.

 

32/22

Disclosure of Interests

Members and co-opted Members of the Council are reminded that, in accordance with the Council’s Code of Conduct and the statutory provisions of the Localism Act, they are required to consider in advance of each meeting whether they have a disclosable pecuniary interest (DPI), an other registrable interest (ORI) or a non-registrable interest (NRI) in relation to any matter on the agenda. If advice is needed, Members should contact the Monitoring Officer in good time before the meeting.

 

If any Member or co-opted Member of the Council identifies a DPI or ORI which they have not already registered on the Council’s register of interests or which requires updating, they should complete the disclosure form which can be obtained from Democratic Services at any time, copies of which will be available at the meeting for return to the Monitoring Officer.

 

Members and co-opted Members are required to disclose any DPIs and ORIs at the meeting.

-      Where the matter relates to a DPI they may not participate in any discussion or vote on the matter and must not stay in the meeting unless granted a dispensation.

-      Where the matter relates to an ORI they may not vote on the matter unless granted a dispensation.

-      Where a Member or co-opted Member has an NRI which directly relates to their financial interest or wellbeing, or that of a relative or close associate, they must disclose the interest at the meeting, may not take part in any discussion or vote on the matter and must not stay in the meeting unless granted a dispensation. Where a matter affects the NRI of a Member or co-opted Member, section 9 of Appendix B of the Code of Conduct sets out the test which must be applied by the Member to decide whether disclosure is required.

 

The Chair will invite Members to make their disclosure orally at the commencement of Agenda item 3, to be recorded in the minutes.

Minutes:

There were no disclosures of interest made at the meeting.

 

33/22

Urgent Business (If any)

To receive notice of any business not on the agenda which in the opinion of the Chair, by reason of special circumstances, be considered as a matter of urgency.

Minutes:

There were no items of urgent business.

34/22

Accommodating Asylum Seekers in Croydon pdf icon PDF 508 KB

Cabinet Member: Leader of the Council, Councillor Hamida Ali

Officer: Interim Corporate Director Children, Young People & Education, Debbie Jones

Key decision: No

Additional documents:

Decision:

The Leader of the Council delegated authority to the Cabinet to make the following decisions:

 

RESOLVED: To

 

1.    Note the rapid increase in asylum seekers placed by the Home Office in the borough in recent months with the resulting pressure on council and NHS services and the estimated financial impact for the council.

 

2.    Note the forecast budget pressures for 2021-24 due to the disproportionate number of asylum seeking children and young people the council continues to care for.

 

3.    Note the serious concerns on the reported shortcomings in health protection and environmental health in the hotels in Croydon, which are being used as medium term accommodation for families and individuals in premises that were not designed as accommodation for so many people for such long periods of time.

                                      

4.    Note that the Leader and Cabinet Member for Children, Young People and Learning have written to the Secretary of State to raise serious concerns about the funding arrangements for unaccompanied asylum seeking children and young people alongside the rapidly increased number of asylum seekers placed in the borough.

 

Minutes:

Cllr Hamida Ali (Chair) reminded colleagues of the work of the Borough in welcoming asylum seekers in the past and referred to the financial demands around the growing population of refugees. Members noted 900 currently temporarily housed in 5 hotels in Croydon. There is no funding provided to the Council for this, despite responsibility for a number of duties. The Chair referred to concerns raised with the Home Office and spoke about previously raised issues.

 

Cllr Ali outlined the paper and invited guest speakers Reverend Linda Fox (West Croydon Baptist Church) and Adam Yesir (Co-Chair, Croydon Refugees and New Communities Forum) to introduce the report.

 

Mr Yesir provided colleagues with a summary on the scope and work of his role and the forum’s interaction between young unaccompanied asylum seekers and community organisations. Mr Yesir spoke about current arrangements with hotels in the borough which accommodated them and informed members that there were no overal issues for the majority. He referred however, to the Crystal Palace hotel which was overcrowded and held many who were suffering from mental health problems and other vulnerabilities. There were concerns that financial gain was a priority for the hotel and Mr Yesir said that he felt intervention was needed by the council. Engagement between the Forum and the Council was good, but he referred to failures by the Home Office to be involved after placement of unaccompanied Asylum Seekers.

 

The Chair welcomed Reverend Fox who outlined her work around volunteering at the Croydon Refugee Day Centre.

 

The speaker referred to the work of the Family Education Project and reminded colleagues of the intolerable situation for those children who are remaining in hotels. There were many problems, in particular around schooling and difficulties in obtaining funding for uniforms, school meals, travel and provision of sportswear, amongst others. Delays due to the pandemic have made the situation worse but the Reverend asked members to note the incredible willingness of volunteers in trying to help.

 

Cabinet colleagues welcomed the report and acknowledged achievements made. Cllr Ali expressed appreciation for the clarity and humanisation of the refugees’ situation and the work of the speakers’ organisations and also that of council colleagues.

 

Members were invited to comment and made several points:

 

         The experiences of families are so important and feedback from the speakers is most welcome.

         Croydon Council is adamant of their role in holding the Home Office to account and are putting pressure on to deal with public and safeguarding issues and to find viable plans for dispersal.

         It is recognised that more needs to be done to ensure that the quality of provision of forward accommodation is appropriate and acceptable.

         There are frustrations that there is a £9k shortfall for each care-leaver in Croydon which is an additional strain on local services and resources.

         Funding gaps will continue to put pressure on the council and National Govt need to commit to provide financial support to relieve that burden. These concerns must be highlighted  ...  view the full minutes text for item 34/22

35/22

Period 9 Financial Performance Report pdf icon PDF 1 MB

Cabinet Member: Cabinet Member Resources & Financial Governance, Councillor Callton Young OBE

Officer: Interim Corporate Director Resources, Richard Ennis

Key decision: No

Decision:

The Leader of the Council delegated authority to the Cabinet to make the following decisions:

 

RESOLVED: To

 

1.         Note the General Fund is projecting a net favourable movement of £0.565m from Month 8. Service directorates are indicating a net £1.236m overspend (Month 8 £2.203m) but this is projected to be netted off against £3.050m underspend within the corporate budget. 

 

2.         Note that a further number of risks and compensating opportunities may materialise which would see the forecast year-end variance change and these are reported within Section 3 of this report.

 

3.         Note the Housing Revenue Account (HRA) is projecting a £1.725m (Month 8 £1.634m) overspend for 2021/22. If no further mitigations are found to reduce this overspend the HRA will need to drawdown reserves from HRA balances. There are sufficient balances to cover this expenditure.

 

4.         Note the capital spend to date for the General Fund of £51.394m (against a budget of £190.581m) and for the HRA of £10.147m (against a budget of £183.209m), with a projected forecast variance of £60.101m on the General Fund against budget and £113.039m forecast variance against budget for the Housing Revenue Account;

 

5.         Note, the above figures are predicated on forecasts from Month 9 to the year end and therefore could be subject to change as forecasts are refined and new and updated information is provided on a monthly basis. Forecasts are made based on the best available information at this time.

 

6.         Note that whilst the Section 114 notice has formally been lifted, the internal controls established as part of the S114, such as the Spend Control Panel and Social Care Placement Panels remain.  Restrictions have been lifted for ring-fenced accounts such as the Pension Fund, Housing Revenue Account and Coroner’s Expenditure as these are directly outside of the General Fund’s control. The Spending Control Panel which was set up at the beginning of November 2020 continues to meet on a twice daily basis.

 

7.         Note that, Croydon Borough has taken on c1000 asylum seekers who have been placed in eight hotels by the Home Office without consultation with the Council. The hotel costs are funded by the Home Office, however the Council is be responsible for further ancillary services particularly around safeguarding, public health, children & youth provision and broader community support. These additional costs, which are currently being calculated have been flagged within the unquantified risks section of this report, and could clearly result in further financial pressures for the Council

 

Minutes:

The Chair invited Richard Ellis, interim Director of Corporate Resources to introduce the report.

 

Mr Ellis outlined the current key financial position which shows:

 

         Forecast of an underspend of £1.814million - moving favourably from last month.

         Overspend by the HRA of £1.725million.

         Calculable expenditure to date against the general fund budget of £191million is £51million.

         HRA forecast is an underspend of £113million.

         Delivery of the outturn of the budget for 2022/23 is expected.

 

Mr Ellis referred to impending confirmation from the Minister on the capitalisation direction and stated that there is nothing to suggest this will not happen. Members noted movement in some of the numbers seen – largely to repair costs - that need tighter control.

 

Cllr King reminded colleagues of the budget previously set and reports regularly submitted to compare progress. The final quarter indicates that the council is moving favourably with an underspend of nearly £2million.  He outlined details of other departmental spending and acknowledged the work of the council in endeavouring to fix its spending whilst providing essential services to its residents.

 

Members noted challenges around making decisions on how money is spent, with the priority being to drive costs down whilst providing a more efficient, improved service. This was in contrast to how management of the council’s budget had been dealt with previously.

 

Concerns were raised however, around staff vacancies and intended savings in procurement costs. It was important to not lose sight of possible risks and to ensure that the organisation is adequately equipped with the staffing resources it needs to provide frontline services.

 

In the following discussion, several comments were made, including:

 

         More robust action and work has come around because of the due diligence of this administration, and residents recognise that improvement is happening.

         Officers are working through repairs and a favourable change around the HRA overspend is expected in the next period.

         The collective endeavour between Cabinet members and officers to work together to improve the budget performance was acknowledged.

         Members welcomed the improved position - however it is worth remembering that the budget is supported by additional funding.

         There were concerns around section 5.3 and the impact on the HRA budget and members asked for clarification on what is expected.

- Officers said that further work is ongoing to look at the actual level of claims and members noted that the level of disrepair is a universal issue which demonstrates the lack of social housing investment from the government.

 

Cllr King responded to comments raised and asked colleagues to note difficulties in making judgements upon spending forecasts until this time.

 

Members were concerned about additional costs referred to on page 55 of the agenda - Capital Programme Month 9, appendix 2 - regarding brick-by-brick Fairfield and a fixtures and fittings at Fairfield Halls at a cost of £4.5million in total. Greater clarification of what is entailed within these costs was provided by officers.

 

Additional comments were made around the new  ...  view the full minutes text for item 35/22

36/22

Delivering the Croydon Growth Zone pdf icon PDF 703 KB

Cabinet Member: Cabinet Member for Culture & Regeneration, Councillor Oliver Lewis

Officer: Interim Corporate Director Sustainable Communities, Regeneration & Economic Recovery, Sarah Hayward

Key decision: Yes

Additional documents:

Decision:

The Leader of the Council delegated authority to the Cabinet to make the following decisions:

 

RESOLVED: To

 

1. Approve a £4m budget for the ‘Delivering the Growth Zone’ programme 2022/23;

 

2.    Note the indicative amended funding profile for Growth Zone Sub Groups as detailed in section 6 of this report, including the forecast budget slippage from 2021/22; and,

 

3.    Subject to the requirement to comply with the provisions of Part 4G of the Constitution in taking delegated decisions, and the parameters previously approved in the March 2021 Cabinet report ‘Delivering the Growth Zone’ delegate to the Corporate Director of Sustainable Communities, Regeneration & Economic Recovery in consultation with the Chief Finance Officer (Section 151), the Cabinet Member for Renewal and Cabinet Member of Culture and Regenerations authority to make necessary changes to the funding assigned to Sub Groups as outlined in Table 1 Section 6.

 

Minutes:

Members received an introduction and presentation on the report from Cllr Oliver Lewis.

 

Cllr Lewis informed colleagues that the report seeks approval for £4million to be the Growth Zone 22/23 programme and it was noted that the whole year budget will be £5.7million, with a supplement of £1.7million forecast which had slipped from 21/22. Members noted the funding streams for each Subgroup with a breakdown of each project and that 2023 spend would be dependent upon investment by and support from various organisations including TfL and the GLA and other partners. Community organisations will also provide cultural activities through the grant funds and a paper will be brought to Cabinet in the near future about Croydon’s anticipated participation as the Borough of Culture.

 

The Chair acknowledged the importance of investing and supporting the borough and invited comments. These included:

 

         Members highlighted the link between this and the work of TfL to bring a good experience of public transport to Londoners and the carbon neutral action plan.

         They are very supportive of taking forward bus priority programmes through growth zone funding but would like assurance that, should TfL not be a funding provider in the future, Croydon would be able to fill the gap.

         As a hub for all Londoners, Croydon must be accessible for all and for all forms of transport and therefore should be able to make funding decisions to support its own local economy.

         Concerns were raised about lack of support from government for TfL and the issues it faces.

         The report was welcomed by colleagues, in particular the focus given to disability access, and they asked for assurance that this will continue going forward.

 

Members agreed the recommendations.

 

The Leader of the Council delegated authority to the Cabinet to make the following decisions:

 

RESOLVED: To

 

1.       Approve a £4m budget for the ‘Delivering the Growth Zone’ programme

          2022/23;

 

2.       Note the indicative amended funding profile for Growth Zone Sub Groups as detailed in section 6 of this report, including the forecast budget slippage from 2021/22; and,

 

3.       Subject to the requirement to comply with the provisions of Part 4G of the Constitution in taking delegated decisions, and the parameters previously approved in the March 2021 Cabinet report ‘Delivering the Growth Zone’ delegate to the Corporate Director of Sustainable Communities, Regeneration & Economic Recovery in consultation with the Chief Finance Officer (Section 151), the Cabinet Member for Renewal and Cabinet Member of Culture and Regenerations authority to make necessary changes to the funding assigned to Sub Groups as outlined in Table 1 Section 6.

 

 

37/22

Investing in our Borough pdf icon PDF 186 KB

Cabinet Member: Cabinet Member Resources & Financial Governance, Councillor Callton Young

Officer: Interim Corporate Director Resources, Richard Ennis

Key decision: No

Additional documents:

Decision:

The Leader of the Council delegated authority to the Cabinet to make the following decisions:

 

RESOLVED: To

 

1.1     The Cabinet is requested to note:

 

1.1.1    The request for approval of the strategy for Arboricultural Services as set out in agenda item X and section 5.1.1.

 

1.1.2    The request for approval of the award for Corporate Cleaning and Security Services as set out in agenda item X and section 5.1.1.

 

1.1.3    Contract award decisions to be made between £500,000 and £5,000,000 by the nominated Cabinet Member or, where the nominated Cabinet Member is in consultation with the Leader as set out in section 5.3.1.

 

1.1.4    Delegated award decisions made by the Director of Commercial Investment since the last meeting of Cabinet, as set out in section 5.4.1

 

1.1.5    Property lettings, acquisitions and disposals to be agreed by the Cabinet Member for Resources and Financial Governance in consultation with the Leader since the last meeting of Cabinet, as set out in section 5.5.1

 

 

Minutes:

Members recognised the work done by Cllr Young in order to provide informed recommendations and the Leader of the Council reminded colleagues of the decisions required:

 

1.1      The Cabinet is requested to note:

 

1.1.1     The request for approval of the strategy for Arboricultural Services as set out in agenda item 7a and section 5.1.1.

 

1.1.2     The request for approval of the award for Corporate Cleaning and Security Services as set out in agenda item 7b and section 5.1.1.

 

1.1.3     Contract award decisions to be made between £500,000 and £5,000,000 by the nominated Cabinet Member or, where the nominated Cabinet Member is in consultation with the Leader as set out in section 5.3.1.

 

1.1.4     Delegated award decisions made by the Director of Commercial Investment since the last meeting of Cabinet, as set out in section 5.4.1

 

1.1.5     Property lettings, acquisitions, and disposals to be agreed by the Cabinet Member for Resources and Financial Governance in consultation with the Leader since the last meeting of Cabinet, as set out in section 5.5.1

 

 

37/22a

Arboricultural Services pdf icon PDF 405 KB

Cabinet Member: Cabinet Member for Sustainable Croydon, Councillor Muhammad Ali

Officer: Interim Corporate Director for Sustainable Communities, Regeneration & Business Recovery, Sarah Hayward

Key decision: Yes

Additional documents:

Decision:

The Leader of the Council delegated authority to the Cabinet to make the following decisions:

 

RESOLVED: To

 

1.            Approve in accordance with Regulation 30.3 of the Council’s Contracts and Tenders Regulations, the extension by way of variation of the contract for Specialist Arboricultural works with City Suburban Tree Surgeons Limited for a period of 9 months from 1st January 2022 to 30th September 2022 at a maximum value of £300,000, with an optional 3 month extension, up until 31st December 2022 at a maximum value of £400,000 (maximum contract value, including this proposed extension will be £9,621,396).

 

2.            Approve the procurement strategy detailed in this report for a single contractor to deliver Arboriculture Services, to go to PCR Open Tender procedure for a proposed contract term of 5 years with an estimated value of £3,750,000 with an option to extend 1 or more times up to a maximum of 5 years with an estimated contract value of £7,500,000.

 

3.            Note that the Director of Commissioning and procurement has approved the waiver listed below under Regulation 19 of the Council’s Tender and Contract regulations:

a.    To deviate from the evaluation ratios of 60% Quality and 40% Price under Regulation 22.4 to 60% Price and 40% Quality to apply a stronger emphasis on price for the reasons set out in paragraph 3.15.

 

 

Minutes:

Arboricultural Services

 

Cabinet members received a summary of the report from Cllr Young and were asked to note two additional contract extensions awarded under delegation for:

 

1. Corporate Property and Terrorism Insurance and

2. High volume print and mail services.

 

In addition, two contracts have been awarded by the borough for commercial investment for 1. Croydon Best Start and 2. Early Years Family Healthy Behaviour Service. Members noted that a new contract now needs to be procured for arboricultural services.

 

Cllr Muhammad Ali took the opportunity to add that the current arrangements are to be extended but that the new procurement strategy under the public contract regulations recommends looking for a new contract.

 

 

The Leader of the Council delegated authority to the Cabinet to make the following decisions:

 

RESOLVED: To

 

1.               Approve in accordance with Regulation 30.3 of the Council’s Contracts and Tenders Regulations, the extension by way of variation of the contract for Specialist Arboricultural works with City Suburban Tree Surgeons Limited for a period of 9 months from 1st January 2022 to 30th September 2022 at a maximum value of £300,000, with an optional 3 month extension, up until 31st December 2022 at a maximum value of £400,000 (maximum contract value, including this proposed extension will be £9,621,396).

 

2.               Approve the procurement strategy detailed in this report for a single contractor to deliver Arboriculture Services, to go to PCR Open Tender procedure for a proposed contract term of 5 years with an estimated value of £3,750,000 with an option to extend 1 or more times up to a maximum of 5 years with an estimated contract value of £7,500,000.

 

3.               Note that the Director of Commissioning and procurement has approved the waiver listed below under Regulation 19 of the Council’s Tender and Contract regulations:

 

a.     To deviate from the evaluation ratios of 60% Quality and 40% Price under Regulation 22.4 to 60% Price and 40% Quality to apply a stronger emphasis on price for the reasons set out in paragraph 3.15.

 

 

37/22b

Corporate Cleaning and Security Services Contract pdf icon PDF 334 KB

Cabinet Member: Cabinet Member for Homes, Councillor Patricia Hay Justice and Cabinet Member Resources & Financial Governance, Councillor Callton Young

Officer: Interim Corporate Director Resources, Richard Ennis

Key decision: Yes

Additional documents:

Decision:

The Leader of the Council delegated authority to the Cabinet to make the following decisions:

 

RESOLVED: To

 

1.          To approve the award of a contract for the provision of corporate cleaning services (Lot 1) for an initial period of 4 years, with an option to extend for up to two periods of twelve months each, up to a maximum contact term of 6 years, to bidder A (named in the Part B report) and for the contract value stated in the Part B report.

2.          To approve the award of a contract for the provision of corporate security services (Lot 2) for an initial period of 4 years, with an option to extend for up to two periods of twelve months each, up to a maximum contact term of 6 years, to bidder G (named in the Part B report) and for the contract value stated in the Part B report.

3.          To note the names of awarded providers will be released following the award decision.

 

Minutes:

Corporate Cleaning and Security Services Contract

 

Cllr Young moved onto this item and asked members to approve the award of two long-term contracts for an initial period of 4 years, with a possible extension of up to 2 years.

 

Cllr Hay-Justice reminded colleagues of previous arrangements and improvement to efficiencies and better governance by taking this approach.

 

 

 

The Leader of the Council delegated authority to the Cabinet to make the following decisions:

 

RESOLVED: To

 

1.            To approve the award of a contract for the provision of corporate cleaning services (Lot 1) for an initial period of 4 years, with an option to extend for up to two periods of twelve months each, up to a maximum contact term of 6 years, to bidder A (named in the Part B report) and for the contract value stated in the Part B report.

2.            To approve the award of a contract for the provision of corporate security services (Lot 2) for an initial period of 4 years, with an option to extend for up to two periods of twelve months each, up to a maximum contact term of 6 years, to bidder G (named in the Part B report) and for the contract value stated in the Part B report.

3.            To note the names of awarded providers will be released following the award decision.

 

 

37/22c

Asset Disposal Strategy pdf icon PDF 268 KB

Cabinet Member: Deputy Leader and Cabinet Member for Croydon Renewal, Councillor Stuart King and Cabinet Member Resources & Financial Governance, Councillor Callton Young

Officer: Interim Corporate Director Resources, Richard Ennis

Key decision: Yes

Additional documents:

Decision:

 

The Leader of the Council delegated authority to the Cabinet to make the following decisions:

 

RESOLVED: To

 

1.    Approve the disposal of the former Goldcrest Youth Centre

 

2.    Approve the disposal of the former Buffer Bear Nursery site

 

3.    Approval to a downward price variation of up to a maximum of 10% for each disposal without having to refer the matter back to Cabinet to allow for some minor value changes during the disposal process as further due diligence is undertaken. Any variation in price would be subject to approval of the Interim Corporate Director Resources and s151 Officer

 

Minutes:

Asset Disposal Strategy

 

Cllr Young invited colleagues to approve the proposal to dispose of the Gold Crest Youth Centre and the former Buffer Bear nursery site. Members noted the reasons behind these strategies for disposal.

 

 

The Leader of the Council delegated authority to the Cabinet to make the following decisions:

 

RESOLVED: To

 

1.     Approve the disposal of the former Goldcrest Youth Centre.

 

2.     Approve the disposal of the former Buffer Bear Nursery site.

 

3.     Approval to a downward price variation of up to a maximum of 10% for each disposal without having to refer the matter back to Cabinet to allow for some minor value changes during the disposal process as further due diligence is undertaken. Any variation in price would be subject to approval of the Interim Corporate Director Resources and s151 Officer.

 

38/22

Exclusion of the Press and Public

The following motion is to be moved and seconded where it is proposed to exclude the press and public from the remainder of a meeting:

 

“That, under Section 100A(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 it involves the likely disclosure of exempt information falling within those paragraphs indicated in Part 1 of Schedule 12A of the Local Government Act 1972, as amended.”

Minutes:

This was not required.

39/22

Arboricultural Services

Cabinet Member: Cabinet Member for Sustainable Croydon, Councillor Muhammad Ali

Officer: Interim Corporate Director for Sustainable Communities, Regeneration & Business Recovery, Sarah Hayward

Key decision: Yes

40/22

Asset Disposal Strategy

Cabinet Member: Deputy Leader and Cabinet Member for Croydon Renewal, Councillor Stuart King and Cabinet Member Resources & Financial Governance, Councillor Callton Young

Officer: Interim Corporate Director Resources, Richard Ennis

Key decision: Yes

 

41/22

Corporate Cleaning and Security Services Contract

Cabinet Member: Cabinet Member for Homes, Councillor Patricia Hay Justice and Cabinet Member Resources & Financial Governance, Councillor Callton Young

Officer: Interim Corporate Director Resources, Richard Ennis

Key decision: Yes