This is the time for Members to declare any interest they may have in any matter being considered at this meeting.  Advice is attached.

There were no declarations of interest.

Report of the Executive Director: Strategic Commissioning and Community

Exempt Appendix 1 attached as Agenda item 13

Following procurement through the NECTR system under the Active and Connected and Young People’s themes of the Sustainable Communities Strategy, 32 annual contracts started in the Autumn of 2011 at a total annual cost of £1.514k. These contracts were derived from eight lots which made up the Active and Connected and Young People’s outcome based commissioning pilot programme.

This pilot was originally set out as a three year programme. However, due to the financial constraints of the council contracts were agreed for one year. Contracts are being delivered by organisations from the Third sector in Newham.

The Mayor requested that robust monitoring procedures were put in place so that assessments on the pilot could take place at an early stage to make sure contracts were on target. This report assesses the contracts and on the basis of targets met and recommends that a range of contracts are extended for another year from September 2012 to August 2013. One contract has significantly underperformed in relation to the outputs and outcomes required of all contracts and is not being renewed. Alternative arrangements for delivery will be made.

Decision

The Mayor agreed to extend 31 of the 32 Active and Connected and Young People’s commissioning programme contracts for another year from September 2012 to August 2013 at a cost of £1.468m.

Reasons for the Decision

Appendix 1 sets out a summary of each individual contract cost along with a further detailed assessment of outputs and outcomes for the eight lots. In order to fully deliver on an outcomes based programme, providers will need to continue service provision for another 12 months across the contracts. The assessment based on 7 months of delivery shows good results especially around the community forums and the partnership work with community lead councillors and ward councillors which was set as a key milestone outcome. Another reason for assessment now is to make sure the procurement process and agreement of 90 days notice to providers can be achieved.

Under its resilience agenda, the council wishes to implement its vision of the Active Communities and People’s Policy and Strategy around localism. This commissioning programme, under the council’s move towards Strategic Commissioning, will contribute to that effort.

This decision is subject to the call-in process as the decision was based on part exempt information.  The call-in period will expire at 5pm on 11 June 2012

Report of the Director of Finance

Exempt Appendix attached as Agenda item 17

The Mayor was asked to consider a report seeking approval to write–off outstanding, Former Tenant Arrears debts. Each of the individual amounts is over £20,000 for Citizen Debts and therefore requires Mayoral approval as per the corporate write-off policy.

Decision

The Mayor agreed to approve the write-off of all debts set out at Appendix 1 on the attached report.

Reason for the Decision

Officers are required under the Corporate Write-off Policy approved by Cabinet on the 15^th October 2001 to review their debts regularly and propose for write-off any debts considered uncollectible as per the Scheme of Delegation. Under the scheme debt areas are required to propose any individual cases above £20,000 for Citizen Debts and £50,000 for Business Debts annually to the Mayor for approval. This report seeks approval of the proposed write offs attached in Appendix 1 for Former Tenant Arrears.

This decision is subject to the call-in process as the decision was based on part exempt information.  The call-in period will expire at 5pm on 11 June 2012

Report of the Director – Legal, People and Change

The Mayor, at the Cabinet meeting held on 21 July 2011, received a report and agreed the Council’s representation on Outside Bodies for 2011 / 2012.  Further reports are submitted to Mayoral Proceedings during the year where additional appointments are necessary or where changes are required.

At a meeting of Cabinet on 19^th April 2012, The Mayor in consultation with Cabinet Council agreed the governance structure of Active Newham as a company limited by Guarantee. Leisure centre management, volunteering, sports development, strategic development of parks and open spaces and activities in parks, arts and heritage and management of allotments (subject to consultation with allotment holders), will be transferred to Active Newham.

Decision

The Mayor agreed to appoint three trustees as the Council’s representatives on Active Newham:

·  Sir Robin Wales

·  Councillor Lester Hudson

·  Councillor Ian Corbett

Reason for the Decision

To ensure appropriate representation on external bodies.

The report and decision have complied with Part 4.5, paragraph 16 of the Constitution.

The decision is not subject to the Call-In process and may be implemented immediately

Report of the Director - Adult Social Care

The Mayor was asked to consider a report regarding the proposed framework for the purchase of Telecare Maintenance and installation services.  Telecare involves the use of a range of assistive technology equipment and sensors.  Telecare equipment manages risk; supports vulnerable people to remain living within their own homes and supports personal and community resilience.

The provision of installation and maintenance associated with Telecare equipment is due for retender. This report sets out the proposed procurement for the purchase of Telecare maintenance and installation services. It seeks approval to participate in an existing framework agreement for the purchase of Telecare services. The aim would be to be purchase installation and maintenance services at a lower cost than the current Service Level Agreement.

Decision

The Mayor agreed to:

1.  approve the proposed participation in the Framework for the supply of Telecare maintenance and installation services; and

2.  delegate authority for theExecutive Director - Strategic Commissioning and Community in consultation with the Head of Procurement to undertake a mini competition or reverse auction, where a competition may provide either lower costs and ensure that specific requirements are met.

Reason for the decision

The Mayor is asked to agree the use of the framework agreement as part of the pre-tender process requirements under Contract Standing Orders for service contacts over the EU threshold.

To ensure contract compliance in the purchase of this service.

To secure goods at a lower price than currently sourced outside the framework.

To ensure best value for items of equipment.

The report and decision have complied with Part 4.5, paragraph 16 of the Constitution.

The decision is not subject to the Call-In process and may be implemented immediately

Report of the Director of Resources and Commercial Development

Exempt Appendix A attached as Agenda Item 14

The Mayor was asked to consider a report requesting approval to begin the procurement process to enable the delivery of a construction project at Calverton, Portway and Upton Cross (Credon Centre site) Primary Schools.

Decision

The Mayor agreed to;

1.  grant approval for officers to commence a procurement exercise to a construction project to expand Calverton, Portway and Upton Cross (Credon Centre site) Primary Schools via the Improvement Efficiency South East (IESE) (Hampshire) Framework; and

2.  authorise the Executive Director of Resources and Commercial Development Directorate, in consultation with the Director Legal People and Change if required to enter into a pre-construction agreement to progress the procurement and where appropriate to also enter into an enabling works(s) contract(s) subject to such action being within the budget provision and presents no reputation or legal risk.

Reason for the decision

The scheme of Delegation and the Council’s Contract Standing Orders requires that mayoral approval is given to the commencement of a tendering exercise for the delivery of a works programme which is above £500,000.

This decision is subject to the call-in process as the decision was based on part exempt information.  The call-in period will expire at 5pm on 11 June 2012

Report of the Director of Resources and Commercial Development

Exempt Appendix A attached as Agenda item 15

The Mayor was asked to consider a report requesting approval to begin the procurement process to enable the expansion of the size of Salisbury Primary School.

Decision

The Mayor agreed to grant approval for officers to commence a procurement exercise to expand Salisbury Primary School.

Reason for the decision

The scheme of Delegation and the Council’s Contract Standing Orders requires that mayoral approval is given to the commencement of a tendering exercise for the delivery of a works programme which is above £500,000.

This decision is subject to the call-in process as the decision was based on part exempt information.  The call-in period will expire at 5pm on 11 June 2012

Director of Resources and Commercial Development

Exempt Appendix A attached as Agenda item 16

The Mayor was asked to consider a report requesting approval to begin the procurement process to enable the expansion of the size of Hartley Primary School.

Decision

The Mayor agreed to grant approval for officers to commence a procurement exercise to expand Hartley Primary School.

Reason for the decision

The scheme of Delegation and the Council’s Contract Standing Orders requires that mayoral approval is given to the commencement of a tendering exercise for the delivery of a works programme which is above £500,000

This decision is subject to the call-in process as the decision was based on part exempt information.  The call-in period will expire at 5pm on 11 June 2012

Director of Resources and Commercial Development

Exempt Appendix A for Agenda item

The Mayor was asked to consider a report requesting approval to begin the procurement process to enable the delivery of a construction project at Cleves Primary School.

Decision

The Mayor agreed to grant approval for officers to commence a procurement exercise to increase the size of teaching accommodation at Cleves Primary School.

Reason for the decision

The scheme of Delegation and the Council’s Contract Standing Orders requires that mayoral approval is given to the commencement of a tendering exercise for the delivery of a works programme which is above £500,000

This decision is subject to the call-in process as the decision was based on part exempt information.  The call-in period will expire at 5pm on 11 June 2012

Director of Resources and Commercial Development

Exempt Appendix A attached as Agenda item 18

The Mayor was asked to consider a report requesting approval to begin the procurement process to enable the expansion of Winsor Primary School.

Decision

The Mayor is asked to grant approval for officers to commence a procurement exercise to expand Winsor Primary School.

Reason for the decision

The scheme of Delegation and the Council’s Contract Standing Orders requires that mayoral approval is given to the commencement of a tendering exercise for the delivery of a works programme which is above £500,000

This decision is subject to the call-in process as the decision was based on part exempt information.  The call-in period will expire at 5pm on 11 June 2012

Set out in the attached report is a list of those items scheduled for this meeting which have not been submitted and a list of those items scheduled to be considered at the next meeting.

The Mayor noted:

1.  the items originally scheduled for this meeting of Mayoral Proceedings but which were not submitted, together with the reason for the delay and the rescheduled date; and

2.  those items listed on the Forward Plan scheduled to be considered at the next meeting of Mayoral Proceedings.

In accordance with Section 100(A)(4) of the Local Government Act 1972, the Committee is asked to resolve that the press and public be excluded from the meeting for specific items of business on the grounds that they may involve the likely disclosure of exempt information as defined in the paragraph of Part I of Schedule 12A to the Act, as amended.

Agreed to exclude the press and the public from the remainder of the meeting during consideration of the following exempt information:

·  Exempt Appendix 1 for agenda item 2

·  Exempt appendix A for Agenda item 6

·  Exempt Appendix A for Agenda item 7

·  Exempt Appendix A for Agenda item 8

·  Exempt Appendix A for Agenda item 3

·  Exempt Appendix A for Agenda item 10

To be considered as part of the discussion on Agenda Item 2

Considered as part of the discussion on Agenda Item 2

To be considered as part of the discussion for Agenda Item 6

Considered as part of the discussion on Agenda Item 6

To be considered as part of the discussion on Agenda item 7

Considered as part of the discussion on Agenda Item 7

To be considered as part of the discussion on Agenda item 8

Considered as part of the discussion on Agenda Item 8

To be considered as part of the discussion on Agenda item 3

Considered as part of the discussion on Agenda Item 3

To be considered as part of the discussion for Agenda Item 10

Considered as part of the discussion on Agenda Item 10