Agenda and minutes

The Minutes of the meeting held on 21 February 2019, were taken as read and signed as a correct record.

The Board considered a report of the Director of Adult Social Services on an extension to the Joint Working Agreement (JWA) between Halton Borough Council and NHS Halton Clinical Commissioning Group.

The Board was advised that the current JWA was due to expire on 31 March 2019. Although work had taken place in preparation for the development of a new JWA, a number of issues, including pooled budget arrangements, needed to be resolved.

Reason(s) for Decision

As outlined in the report, the extension of six months would allow HBC and NHS Halton CCG to undertake a full review of the current JWA and associated pooled budget arrangements.

Alternative Options Considered and Rejected

1)    To allow the JWA to cease;

2)    Enter into a new three year agreement, based on current arrangements.

Implementation Date

1 April 2019.

          RESOLVED: That the Board

1)    note the contents of the report; and

2)    agree to a six month extension to the current Joint Working Agreement.

The Board considered a report of the Strategic Director, People, which provided an update on the Vulnerable Adults Supported Accommodation contracts (the contracts).

The Board was advised that the contracts had been in place since June 2016, and were due to end on 30 June 2019. The report set out details of the options for the services from July 2019 onwards. These included an extension of existing contracts; joining the Liverpool City Region (LCR) Complex Care Flexible Purchasing System, (which would be managed by Liverpool City Council); and Independent Service Funds (an alternative to direct payments and commissioned services).

Reason(s) for Decision

The LCR FPS would allow the Council access to a range of services for vulnerable adults without the need to undertake a local procurement process but still retaining local control over quality and performance standards and funding levels.

Alternative Options Considered and Rejected

Local Procurement Process

If Halton did not join the LCR FPS a local procurement process would need to be undertaken in 2019 prior to the contracts ending in 2020.  The last tender undertaken in 2016 resulted in a change of support provider for the majority of services which destabilised a number of services due to organisational and staffing changes. 

This would be a risk, as given the clients being supported, consistency of support was key.

Implementation Date

The expected go live date of the LCR FPS was May 2019 subject to completion of a procurement process.

RESOLVED: That Executive Board

1)    agrees to Halton joining the Liverpool City Region Complex Care Flexible Purchasing System; and

2)    delegates authority to the Strategic Director, People, to negotiate charges related to the Flexible Purchasing System.

The Board considered a report of the Strategic Director, People, on the upgrade of the current Care Management Software system.

The Board was advised that the Council had been using a software system called Care First, since 1998. The system allowed social care staff and key partner agencies to gather, retain and understand the needs of individuals and families.

It was reported that the system had become outdated and that its suppliers would no longer be able to support or update the product. It was noted that over recent months a review by Officers had been carried out of the available software on the market. A number of objectives were at the forefront of the process, as detailed in the report and noted as including operational requirements; organisational capacity; value for money; and a procurement route compliant with the law and the Council’s Standing Orders.

One option considered was to remain with the existing supplier and purchase and install their updated and upgraded version of their software, known as Eclipse. Following this route would mean that the cost of the upgrade would not exceed the current revenue costs in place for the existing software management solution.

          RESOLVED: That the Board approves the upgrade and proposed developments associated with the continued use of the software management system supplied by OLM Systems Ltd for the Council’s Care Management System, as outlined in the report.

The Board considered a report of the Strategic Director, People, on the joint commissioning of an integrated Domestic Abuse service across the People Directorate. This would include the existing separate adult and children’s services.

The Board was advised that Changing Lives were commissioned in 2014 to deliver Halton’s Domestic Abuse Refuge Accommodation and Community Support Services. It was noted that Changing Lives had been awarded a two year contract with the option to extend for a further three years. The third extension had been awarded and a waiver approved, to further extend the contract from July to October 2019. This would align with the Children’s contract and allow for a joint procurement process to be undertaken.

The report set out the proposed service model, which would include elements already provided, including short term supported accommodation to those at risk. An options appraisal had been undertaken on the property that would be used for refuge accommodation, with consideration given to existing refuge accommodation and use of alternative HBC accommodation and development of community based units.

          RESOLVED: That the Board approve the commencement of a procurement exercise for an integrated Domestic Abuse service.

The Board considered a report of the Strategic Director, Enterprise, Community and Resources, which sought approval to award contracts for the supply of Liquid Road Fuels to Council sites.

The Board was advised that the Council had contracts in place for the supply of diesel, Gas Oil A2 and Ad Blue fuels to its Council sites. The contracts, awarded under the national Framework Agreement, were procured by Crown Commercial Services (CCS), an executive agency sponsored by Cabinet Office. It was reported that the contracts were due to expire on 30 September 2019.

CCS would commence a new procurement exercise to award new contracts under the Framework for the provision of Liquid Road Fuels. By joining the procurement exercise, the Council would be able to renew contracts for its fuel requirements to March 2022. Members were advised that by using a national central purchasing body with increased purchasing powers, it would offer economies of scale for the Council.

RESOLVED: That the Board approves the use of Procurement Standing Order 1.4.1. to allow the Council to use a Framework Agreement procured by Central Purchasing (Crown Commercial Services) in compliance with the EU Public Contracts Regulations 2015.

The Board considered a report of the Strategic Director, People, on the Voluntary Sector Grant Awards for 2019/20.

The Board was advised that the Council had awarded grants to local voluntary and charitable organisations for a number of years. Applications were assessed against key criteria, such as impact on outcomes for local people, volunteering and training opportunities and the impact on reducing the need for statutory services.

It was reported that applications were assessed and recommendations agreed, by a Panel which consisted of the Portfolio holder for Economic Development and Officers from the People Directorate. The report set out the recommendations for an annual allocation for the financial year 2019/20, with the available budget of £232,500, for Members’ consideration.

Reason(s) for Decision

Executive Board approval was required for grant funding.

Alternative Options Considered and Rejected

No alternative options were considered as this was continual grant funding.

Implementation Date

1 April 2019.

          RESOLVED: That the Board approve the grant allocations as outlined in the report.

The Board considered a report of the Strategic Director, Enterprise, Community and Resources, which sought the approval of Council to a number of changes to the Constitution.

          Members were advised that the revised version picked up the changes to the Council’s working arrangements that had taken place throughout the year, as well as other changes which were intended to assist the Council to operate more effectively.

          The proposals for change had been considered by the Chief Executive and the Executive Board Member for Resources, in accordance with Article 16.02 of the Constitution. It was reported that, apart from the purely technical changes, the proposed amendments that were considered to be of particular significance were listed as an appendix to the report.

          RESOLVED: That Council be recommended to approve the revised Constitution, including the matters set out in Appendix 1 attached to the report.

The Board considered a report of the Strategic Director, Enterprise, Community and Resources, on the adoption of the Real Living Wage for Council employees.

The Board was advised that the National Living Wage was introduced in 2016, and must be paid to all employees over the age of 25 years. The Council took a decision in 2016 to pay the National Living Wage rate to all employees, including those under the age of 25, and this remained the case.

It was reported that the UK Living Wage Foundation published a real living wage figure in November each year, which reflected the true cost of living. The Council had explored the option of adopting the Real Living Wage, but it was found to be unaffordable, although this remained an aspiration for the Council.

Within the Liverpool City Region, consultation was underway on a ‘Fair Employment Charter’ (the Charter), and it was expected that in the final version of the Charter there would be a commitment to pay the Real Living Wage. The Board noted that there was an expectation that public sector employers within the City Region would sign up to the Charter, to lead by example and encourage others to do so.

The UK Living Wage Foundation also encouraged employers to become accredited Living Wage Employers, which required that payment of the Real Living Wage was inherent in the organisational supply chain. The Council would be expected to ensure that all procured suppliers and service providers paid the appropriate wage rate, although it was reported that this would be difficult to achieve because a supplying organisation could only be asked to voluntarily pay the given rate, with the potential for contract costs during the procurement process being passed back to the Council. Given the difficulties outlined in the report, it was considered that accreditation would not be pursued by the Council as an option.

RESOLVED: That

1)               the report be noted;

2)              the Board approves the paying of the prevailing Living Wage Rate from April 2019, and each April thereafter; and

3)              the Council does not seek accreditation from the UK Living Wage Foundation.

The Board considered a report of the Strategic Director, Enterprise, Community and Resources, on the review of the Council wide fees and charges.

          The Board was advised that, as part of the budget preparations for 2019/20, a review of fees and charges had been carried out. The aim in setting fees and charges was to ensure that the Council fully recovered the cost incurred in providing the service, although this was dependent on a number of factors outside of the agreed charge. These were detailed in the report and noted as including demand, which could change year on year and be affected by the weather; regional factors or demographics; competition, where there may be a strong competitive market; and a statutory element, where some charges were outside the control of the Council and there was no discretion to what could be charged.

          Attached at Appendix A was a schedule of statutory fees which may increase during the financial year. Chargeable rates for The Brindley Theatre and the Registrar’s Service were attached at Appendix B and C respectively.

          RESOLVED: That the proposed fees and charges for 2019/20 as set out in Appendix A attached to the report and for 2020/21 as set out in Appendices B and C attached to the report, be approved.

MINUTES ISSUED: 19 March 2019

CALL-IN: 26 March 2019

Any matter decided by the Executive Board may be called in no later than 5.00pm on 26 March 2019.