Agenda and decisions

Members of the public intending to attend the meeting are asked to please note that, in the interests of health, safety and security, bags maybe searched on entry to the building.  Everyone attending this meeting is also asked please to behave with due courtesy and to conduct themselves in a reasonable way.

Please note: if the alarm sounds during the meeting, everyone should please exit the building via the way they came in, via the main entrance lobby area, and then the front ramp. Please then assemble on the paved area in front of the building on College Green by the flag poles.

If the front entrance cannot be used, alternative exits are available via staircases 2 and 3 to the left and right of the Conference Hall. These exit to the rear of the building. The lifts are not to be used. Then please make your way to the assembly point at the front of the building.  Please do not return to the building until instructed to do so by the fire warden(s).

Up to one hour is allowed for this item

Any member of the public or Councillor may participate in Public Forum. Petitions, statements and questions received by the deadlines below will be taken at the start of the agenda item to which they relate to.

Petitions and statements (must be about matters on the agenda):

• Members of the public and members of the council, provided they give notice in writing or by e-mail (and include their name, address, and ‘details of the wording of the petition, and, in the case of a statement, a copy of the submission) by no later than 12 noon on the working day before the meeting, may present a petition or submit a statement to the Cabinet.

• One statement per member of the public and one statement per member of council shall be admissible.

• A maximum of one minute shall be allowed to present each petition and statement.

• The deadline for receipt of petitions and statements for the 12 July 2022 Cabinet is 12 noon on 11 July 2022. These should be sent, in writing or by e-mail to: Democratic Services, City Hall, College Green,Bristol, BS1 5TR

e-mail: democratic.services@bristol.gov.uk

Questions (must be about matters on the agenda):

• A question may be asked by a member of the public or a member of Council, provided they give notice in writing or by e-mail (and include their name and address) no later than 3 clear working days before the day of the meeting.

• Questions must identify the member of the Cabinet to whom they are put.

• A maximum of 2 written questions per person can be asked. At the meeting, a maximum of 2 supplementary questions may be asked. A supplementary question must arise directly out of the original question or reply.

• Replies to questions will be given verbally at the meeting. If a reply cannot be given at the meeting (including due to lack of time) or if written confirmation of the verbal reply is requested by the questioner, a written reply will be provided within 10 working days of the meeting.

• The deadline for receipt of questions for the 12 July 2022 Cabinet is 5.00 pm on Weds 6^th July. These should be sent, in writing or by e-mail to: Democratic Services, City Hall, College Green, Bristol BS1 5TR.

Democratic Services e-mail: democratic.services@bristol.gov.uk

When submitting a question or statement please indicate whether you are planning to attend the meeting to present your statement or receive a verbal reply to your question

To note any declarations of interest from the Mayor and Councillors.  They are asked to indicate the relevant agenda item, the nature of the interest and in particular whether it is a disclosable pecuniary interest.

Any declarations of interest made at the meeting which is not on the register of interests should be notified to the Monitoring Officer for inclusion.

(subject to a maximum of three items)

published as supplements in relation to:

-        Item 17 – received from Overview & Scrutiny Management Board (OSMB)

-        Item 20 – received from the Finance Task and Finish Group

To note any announcements from the Chair

That Cabinet:

1. Endorsed the Western Harbour vision (Appendix A)

2. Approved, subject to external funding being secured, the use of the Western Harbour Vision as the basis of the brief to appoint a multi-disciplinary masterplanning team to develop a masterplan and delivery strategy for Western Harbour as outlined in this report.

3. Authorised the Executive Director of Growth & Regeneration, in consultation with the Deputy Mayor for Finance Governance and Performance and the Section 151 Officer, to work with Homes England and WECA to explore, apply for and secure (including agreeing grant terms and conditions), funding to progress the master planning and delivery strategy for Western Harbour up to the value of £3m.

4. Noted that a further report will be brought to Cabinet to seek approval to spend any external funding which is secured and procure a multi-disciplinary design team.

5. Authorised the Executive Director Growth and Regeneration to spend up to the value of £480k to develop an outline business case as outlined in this report.

6. Noted the outcome of the engagement and consultation at Appendix B1 and B2 and that further engagement and consultation will take place as part of the development of the masterplan.

That Cabinet:

1. Authorised the Executive Director People in consultation with Cabinet Member Adult Social Care and Integrated Care System to take all steps required to procure and award the contract(s) necessary for the implementation of care and support contracts in Extra Care Housing from 31 March 2023 for 5 + 2 years at a cost of up to £6.7m per annum in-line with the procurement routes and maximum budget envelopes outlined in this report.

2. Authorised the Executive Director People to invoke any further extensions as well as any variations specifically defined in the contract(s) being awarded, up to the maximum budget envelope outlined in this report.

3. Authorised the Head of Strategic Procurement & Supplier Relations to approve appropriate procurement routes to market where these are not yet fully defined in this report, or if changes to procurement routes are subsequently required.

That Cabinet

1. Approved the revised table of fares in respect of Hackney Carriage Vehicles.

2. Noted the statutory objection process as outlined in this report.

3. Authorised the Executive Director for Growth & Regeneration in consultation with the Cabinet Member for Transport, in the event objections are received and not withdrawn, to consider the objections and decide when the table of fares should come into force and whether this should be with or without modifications.

That Cabinet:                                                                                               

1. Approved the acceptance of the allocated funding of £2,549,531 in 23/24 and £4,921,162 in 24/25 to deliver statutory duties under the national drugs strategy ‘from Harm to Hope’, and deliver a range of interventions in line with the Bristol local drug strategy 2021-2025 as outlined in this report

2. Approved the acceptance of the allocated funding of £827,000 in 22/23 and £950,000 in 23/24 to deliver a range of interventions aimed at improving the lives of rough sleepers.

3. Authorised the Executive Director People in consultation with the Cabinet Member for Public Health and Communities to take all steps required to accept and spend the allocated funding in accordance with the requirements of the grants and to take all steps required to procure and award contracts (including any individual contracts over £500k) to deliver a range of substance misuse treatment services.

4. Authorised the Executive Director People in consultation with the Cabinet Member for Public Health and Communities to invoke any subsequent extensions/variations specifically defined in the contract(s) being awarded, up to the maximum budget envelope outlined in this report.

That Cabinet:

1. Approved the 5 General Fund assets listed in Appendix A be declared surplus to Council requirements and subject to not being suitable for HRA transfer, be disposed of on the open market for the best consideration.

2. Approved, subject to meeting HRA suitability, the appropriation of any of the assets to the HRA as additional housing stock, based on market value.

3. Authorised the Head of Property to place the properties with agents using existing contracts.

4. Authorised the Service Manager or Head of Property in consultation with the Cabinet member City Economy, Finance and Performance, in accordance with the Council’s scheme of delegations, to take all steps required to dispose of the assets or transfer them into the HRA ensuring best value is obtained for each property.

That Cabinet:

1. Approved the ‘Digital Transformation Programme’ as set out in Appendix A2.

2. Authorised the Director: Policy, Strategy and Digital in consultation with the Cabinet Member for Finance, Governance and Performance, Finance Director (S151 ) & Monitoring Officer to take all steps required, including entering into necessary agreements, incurring relevant one-off (and first year) costs up to £18m (incorporating the approved £3.7m from September 2021 Cabinet for DTP1), and procuring and awarding any contracts above £500k to deliver the Digital Transformation Programme within the programme budget envelope and as outlined in this report.

3. Approved the updated Digital Transformation Programme Board governance and Terms of Reference at Appendix A3a and A3b, which will also govern previously agreed projects (from September 2021 Cabinet) and formally consolidate and combine them into the single Digital Transformation Programme.

4. Authorised the Director: Policy, Strategy and Digital in consultation with the Cabinet Member for Finance, Governance and Performance to take all steps necessary to Direct Award a contract to Virgin Media Business for the supply of Internet and Connectivity Services with a contract value of up to £1.49m for up to three years.

5. Authorised the Director: Policy, Strategy and Digital in consultation with the Cabinet Member for Finance, Governance and Performance to take all steps necessary to procure, award and implement a telephony contract with a contract value of up to £0.62m for three years.

6. Noted that a report will be brought to Cabinet annually to update on the programme’s progress and benefits tracking.

7. Noted an increase to the expected one-off costs of the Digital Transformation Projects (DTP1) agreed by Cabinet in September 2021, which are included in the overall budget to be approved in this report, and the risk of increase to the ongoing costs outlined for Telephony project agreed by Cabinet in April 2022, which will be managed by the Programme within its total proposed financial envelope.

8. Noted that the Digital Transformation Programme has scheduled gateways within all projects to enable the review of funding against organisational priorities and redirect if required in accordance with the Council’s decision pathway.

That Cabinet:

1. Authorised the Chief Executive in consultation with the Deputy Mayor City Economy Finance and Performance to take all steps required to directly award : -

a) a catering and events contract to Café Gusto to include City Hall, Central Library and Create Centre until 31 December 2023; and

b) A conferencing and events contract to Parsnip Mash for the Mansion House and City Hall until 31 December 2023

c) A catering contract to Pegasus Catering for City Hall until December 2023 in-line with the maximum budget envelopes outlined in this report.

2. Noted the intention to bring a further report to Cabinet next year to seek approval to procure a new catering and events contract to include all venues.

That Cabinet:

1. Approved the proposal for the renewal of the City Centre BID in accordance with the Business Improvement Districts Regulations 2004 (the Regulations) (including considering any conflict with any formal adopted policy of the Council and managing the ballot process) as outlined in this report.

2. Authorised the Executive Director for Growth and Regeneration in consultation with the Cabinet Member for City Economy, Finance and Performance to take all steps required to consider the proposal for the renewal of the Clifton Village BID in accordance with the Business Improvement Districts Regulations 2004 (the Regulations) (including considering any conflict with any formal adopted policy of the Council and managing the ballot process) as outlined in this report.

3. Authorised the Chief Executive (subject to the consideration of the BID proposals as required by the Regulations) to vote on behalf of the Council in BID ballots.

4. Approved the transfer of all levy monies as required over the 5 year BID term period as per the regulations.

5. Noted that, subject to a “yes” vote at ballot:

a. the council will act as the relevant billing authority and will manage the billing and collection of the levy, and its transfer to Visit West and Clifton BID Company; and

b. the council will meet the council’s obligations in paying the BID levy, as a non–domestic ratepayer in the BID areas, in accordance with the BID regulations over the life of the BIDs.

6. Authorised the Head of Service for Revenues and Benefits to take all steps required to agree (including any amendments as required) and enter into Operating Agreements with Visit West and Clifton BID Company.

That Cabinet:

1. Noted the urgent key decision taken by the Executive Director Growth and Regeneration on 27th May 2022 to extend the half hourly electricity supply contract to cover the transition to new arrangement by two months at a cost of £1M.

2. Noted the proposed use of a Public Sector Buying Organisation framework product for sleeving as approved by Cabinet in February 2021.

3. Authorised the Executive Director for Growth and Regeneration, in consultation with the Cabinet member for Climate, Ecology, Waste and Energy, and noting that the City Leap Board is to be consulted on all key decisions/arrangements that have a bearing on the City Leap contract, to take all steps required to develop and implement the framework sleeving product at an estimated net cost (after revenue from export sales) of up to £2.6M for 14 months.

4. Authorised the Executive Director for Growth and Regeneration, in consultation with the Cabinet Member for Climate, Ecology, Waste and Energy, and with the Director Finance, to extend current supply contracts as necessary (including individual contract extensions over £500k) to allow sufficient time for the introduction of a sleeving product, or to implement alternative supply arrangements (which may be over £500k) should the proposed sleeving mechanism not be available in time or prove to be not viable (subject to funding).

That Cabinet:

1. Approved the transfer of the Heat Network Assets (being the heat network installed by the Council as shown in the map at figure 1 in appendix A including related heat and power generation facilities and building connections as detailed in Appendix A and relevant associated contracts) from the Council to Bristol Heat Network Ltd (“BHNL”).

2. Delegated authority to Executive Director of Growth & Regeneration, in consultation with Cabinet Member for Climate, Ecology, Waste and Energy, Director of Legal and Democratic Services and Director of Finance:

a. to finalise the process and terms of the agreements for the transfer of the Heat Network Assets and the ongoing construction and delivery of the assets up to the point of the proposed transfer of BHNL to Vattenfall Heat UK Ltd;

b. finalise the terms of an agreement between the council and BHNL for the provision of services by the Council to BHNL in relation to the Heat Network Assets; and

c. to take all steps required to approve the terms of the transfer of Heat Network Assets set out above and to implement and enter into all such documents to give effect to the transfer of the assets set out above.

d. Entered into heat supply contracts (including any individual contracts over £500k) with BHNL under which BHNL will provide a bulk supply of low carbon heat to the social housing blocks on the Redcliffe Estate as outlined in this report.

3. Delegated authority to the Director of Finance (s151 Officer) in consultation with the Cabinet Member for Finance, Governance and Performance to:

a. approve an allocation of up to £11.3m to fund the consideration payable by BHNL for the Heat Network Assets; and

b. agree the terms of the provision of such finance and to enter into any documents required to fund the transaction.

4. Approved for the purposes of reserved matter consent required to be given by the Council as shareholder pursuant to the articles of association of BHNL, the acquisition by BHNL of the Heat Network Assets and the additional funding required to finance such acquisition.

5. Noted the previous approval of the transfer of Old Market and Redcliffe heat network assets to BHNL by Cabinet in September 2020, to take effect as part of the above asset transfer.

6. Delegated authority to the Head of Property Services in consultation with the Executive Director Growth and Regeneration to negotiate, agree and complete the grant of leases to Bristol Heat Network Ltd as set out in point 5 of the evidence base to this report

7. Noted the intention to bring a further report back to Cabinet to seek approval to enter into the City Leap contracts and the proposed transfer of BHNL to Vattenfall Heat UK Ltd.

That Cabinet:

1. Noted the content of the report and the success of Bristol City Council’s Apprenticeship Team in driving forward apprenticeship development and take up, creating diverse talent pathways, both in the Council and with our partner employers.

1. That Cabinet note the report and measures underway to improve future performance.

That Cabinet noted

1. The updated financial outlook showing a potential deficit of each year over the next five years.

2. The timeline for developing and approving the Medium Term Financial Plan, Capital Strategy and 2023/24 Budget.

3. Noted the three-year Government settlement was prior to the high inflation rates and consider whether there is any merit in raising the awareness with Government of the additional pressure and requirement for growth for the final 2 years.

That Cabinet Approved:

•        The acceptance and adjustment to the Council budget for the following grants as outlined in Appendix A Section 12: - Adult Social Care Charging Reforms - £0.101m

That Cabinet noted:

•        The General Fund risk adjusted forecast overspend of £15.2m, noting that if overspends against the agreed budgets emerge, Executive Directors will be required to develop and implement plans to mitigate overspends within 2022/23, in consultation (where required) with elected Members.

•       A forecast overspend of £1.2m within the HRA and that over or under spends that materialise on the HRA will be funded by a transfer to or from the HRA general reserve at the end of the financial year.

•       A forecast in-year deficit of £15.6m accumulating to a total £40.3m carried forward deficit in the DSG for 2023/24, and the requirement for the Council and the Schools Forum to work together to develop a clear mitigation plan which addresses the High Needs overspend.

•       A breakeven position on Public Health services.

•       A forecast £33.5m underspend (£8.0m overspend for the General fund and a £41.5m underspend on HRA against the latest approved Capital Programme’s Budget.

That Cabinet

1. Noted the current strategic risks and mitigating actions being taken to reduce to within tolerance.