Agenda and decisions

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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 5^th Septmeber Cabinet is 12 noon on Monday 4^th September. 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 5^th September Cabinet is 5.00 pm on Wednesday 30^th August. 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

PLEASE NOTE - The Public Forum deadline for questions has been extended for the following item:

·       Finance Exception Report (P4) - (item 30)

The Public Forum deadline for questions for this item has been extended to Thursday 31st August, 5pm.

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)

To note any announcements from the Chair

That Cabinet:

1. Approved the submission of a bid on behalf of ARA to the Single Homelessness Accommodation Programme (SHAP).
2. Authorised, subject to successful grant award, the Executive Director of Growth and Regeneration, in consultation with Cabinet Member for Housing Delivery and Homes, to accept and spend the grant funding in line with the maximum envelopes contained in this report.
3. Noted that BCC is working with other Registered Providers to encourage and facilitate further SHAP bids made directly to DLUHC by Registered Providers.

That Cabinet:

1.      Approved the use of £886,180 Targeted Funding award from DLUHC as set out in this report and Appendix A.

2.      Authorised the Executive Director Growth and Regeneration in consultation with the Cabinet Member Housing Delivery and Homes to take all steps required to accept and spend the funding including procuring and awarding contracts which may be above the key decision threshold, as outlined in this report.

That Cabinet:

1.      Approved the closure of the Concord Lodge.

2.      Authorised the Executive Director: Adults and Communities, in conjunction with the Cabinet Member for Adult. Social Care and Integrated Care System, to take all steps required to implement the closure.

3.      Noted the outcomes of the consultation as set out in the report and at Appendix B

That Cabinet:

1. Authorised the Executive Director: Adults and Communities in consultation with the Cabinet Member for Adult Social Care and the Integrated Care System:

a)      To procure and award a Single Adult Social Care Commissioning Framework within the maximum budget envelope of £2320m (£2020m BCC Spend) across a maximum of ten years, to be managed within approved budget limits for each service area using the framework as outlined in this report.

b)      To award care contracts utilising the single framework, including block call-off arrangements where supply in the market is restricted and spot-purchasing is not delivering a sustainable marketplace.

c)      To spot and block-purchase for services from all lots from the framework, above the Key Decision threshold during the life of the service user's placement or community package.

d)      To implement short contract extensions and/or allow continued purchase of new individual care and support from eight existing framework contracts and one existing concession agreement, as set out in this report, for up to maximum of up to six months (bar two contracts which may be extended for up to twelve months) and up to a maximum total value of £11,161,004, to bring relevant existing contracts into alignment with the single framework purchasing plan.

e)      To enable BCC Childrens Commissioning and BNSSG commissioners (primarily from the Integrated Care Board) to be named on the Single Framework, if approved by their own executive board, to encourage joint commissioning where appropriate and shared use of framework rates.

f)       To transfer all existing providers with current placements that do not join the new framework to a new ‘off framework’ contract – “Existing Legacy Social Care Providers Contract”.

g)      To contract with all out of area providers that do not join the framework via a new contract – “Bespoke and out of area Contract”.

h)      To explore alternative delivery models proposed by providers and, subject to the approval of the S151 Officer and Director of Legal Services, look to accommodate these within the current procurement exercise, where possible, or otherwise implement these on a case by case basis.

2. The Cabinet noted that:

a)      An update report and request for approval to extend the term of the new framework will be brought to the relevant committee for authorisation at each of the three, five, seven and nine-year anniversary dates of the commencement date of the framework.

b)      The total annual spend against the single framework by Bristol City Council will be managed within the ASC allocated purchasing budget as set by the relevant committee each financial year.

c)      All call-offs will remain in line with finance and procurement regulations and procedures, and any off[1]framework spend, required by exception, will follow the council’s compliant exception processes and governance.

d) Spot and block-purchase for services from all lots from the framework below the key decision threshold will continue to be undertaken by brokerage in accordance with the financial regulations.

That Cabinet:

1.      Approved the allocation of the underspends from St Peters Rise of £457k, underspend from Park St. of £160k, any remaining underspend from Cumberland Road (to be confirmed at completion) estimated at £400k and utilisation of Highways block funding cumulatively assessed to be in the region of just over £1m to fund Phase 1 and 2 for Avon Fixed bridge and the Active Management Plan for the whole network.

2.      Authorised the Executive Director Growth and Regeneration in consultation with the Cabinet Member Transport to take all steps required to spend the approved funding (including procuring and awarding contracts over the key decision threshold) as outlined in this report.

3.      Noted that execution and completion of phases 1 and 2 will facilitate for a strong new Business Case for any future Capital funding opportunities (i.e., CRSTS 2 funding or reallocation from any unspent CRSTS 1 funds) to then successfully deliver the estimated £2m - £3m for Phase 3 structural repairs to Avon fixed bridge itself and also any other urgent strategic Phase 3 repairs/component replacement on the remaining structures within the overall Cumberland complex, as a whole.

That Cabinet:

1.      Authorised the Executive Director People in consultation with Cabinet Member for Children, Education and Equalities to take all steps required to procure and award the contract(s) necessary for the implementation of a strategic partner to develop children’s homes, 16+ supported accommodation and foster places up to a maximum cost of £35m across ten years.

2.      Authorised the Executive Director People in consultation with Cabinet Member for Children, Education and Equalities to take all steps required to procure and award the contract(s) necessary for two bespoke children’s homes up to a maximum cost of £2m per year.

3.      Authorised the Executive Director People in consultation with Cabinet Member for Children, Education and Equalities to take all steps required to procure and award the contract(s) necessary for a crisis home up to a maximum cost of £750,000 per year.

4.      Authorised the Executive Director People to take all steps required 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.      Authorised the Executive Director Growth & Regeneration (with the agreement of the S151 Officer, and in consultation with Cabinet Member for Finance, Governance & Performance, and Cabinet Member for Housing Delivery and Homes) to take all steps required to negotiate terms and enter into an agreement with the Guinness Partnership for the drawdown and spend of Strategic CIL funds of up to £1.5m to deliver the neighbourhood police facility on the Trinity Road Police Station scheme.

2.      Noted strategic CIL will only be committed when Guinness has determined that the scheme is viable and has commenced work on site. The final strategic CIL figure will be determined prior to finalising any funding agreement, when a full and detailed final viability appraisal from Guinness has been provided and an agreement has been made internally as to how much shall be allocated.

That Cabinet:

1)      Noted the submission of the Newton Europe Enhanced Diagnostic grant funding bid on 15/6/23.

2)      Authorised the Executive Director Children and Education in consultation with the Cabinet Member Children’s Services, Education and Equalities to accept and spend the grant as outlined in this report

ITEM DEFERRED

That Cabinet:

1.      Noted the proposed approach to decarbonisation of the Corporate Estate as set out in this cabinet report, and the proposed plan to progress decarbonisation works from 2023-2025.

2.      Authorised the allocation and spend of up to £5,000,000 from the 23/24 Decarbonisation Fund and up to £5,000,000 from the 24/25 Decarbonisation Fund on the programme and strategy for decarbonising the council’s Corporate Estate as detailed in this report.

3.      Authorised the Executive Director, Growth and Regeneration in consultation with the Cabinet Member for Climate, Ecology, Energy and Waste, and the Director of Finance to approve a further draw down against the 2023/24 Decarbonisation Fund of up to £1,000,000 and against the 2024/25 Decarbonisation Fund of up to £1,000,000 in connection with the fleet decarbonisation programme and strategy outlined in this cabinet report.

4.      Authorised the Executive Director, Growth and Regeneration, in consultation with the Cabinet Member for Climate, Ecology, Energy and Waste, and the Director of Finance to submit a bid for up to £5,000,000 (with match funding of up to £10,000,000 provided from the Decarbonisation Fund as set out in recommendation 2) to the Public Sector Decarbonisation Scheme, Phase 3c (PSDS3c), and, in the event that the bid is successful, to accept and spend any successful award.

5.      Authorised the Executive Director, Growth and Regeneration, in consultation with Director of Finance to submit applications to future grant funding opportunities related to decarbonisation measures which may arise during 2023-2025, provided that such grant funding opportunities either; (i) require no match funding or; (ii) match funding can be met through unallocated funds within the 2023/24 or 2024/25 Decarbonisation Fund and provided that if any such bid above the value of £500,000 is successful the acceptance and spend of such bid is brought back to Cabinet.

6.      Authorised the Executive Director, Growth and Regeneration, in consultation with the Cabinet Member for Climate, Ecology, Energy and Waste, and the Director of Finance to procure, agree and enter into any contracts required in connection with the matters outlined in the above recommendations.

7.      Authorised the Executive Director, Growth and Regeneration, in consultation with Director of Finance to draw down on the proposed funding routes outlined in this cabinet report and agree the terms of and enter into contracts required for spend to save energy efficiency projects to reduce consumption and create savings on the Council’s energy bills.

That Cabinet:

1.      Noted that Bristol City Council has been successful in joining the Innovate UK Net Zero Pathfinder Places Programme and that Bristol City Council has delivered a successful Phase 1 feasibility study into the acceleration of action towards achieving carbon neutrality in the city.

2.      Authorised the Executive Director Growth and Regeneration in consultation with the Cabinet Member for Climate, Ecology, Energy and Waste to take all steps required to submit a bid to Innovate UK’s Net Zero Living Programme Pathfinder Places competition Phase 2 Strand 1 ‘Pathfinder Demonstrator’ of up to £5m deliver a Demonstrator Project to contribute to the achievement of council and city climate goals.

3.      Noted that a further report will be brought to Cabinet to seek approval for the main delivery phase of the Pathfinder Demonstrator Project if the bid is successful with some preparatory work taking place ahead of that.

That Cabinet:

1.      Approved the adoption of the powers given by the government for regulation of smoke in a smoke control area under the Environment Act 2021 including the introduction of a new financial penalty (civil).

2.      Approved setting the rate of the financial penalty for breach between £175 to £300.

3.      Authorised the Executive Director Growth and Regeneration in consultation with the Cabinet Member Climate, Ecology, Energy and Waste to take all steps required to adopt the powers and implement the penalty

That Cabinet:

1.      Authorised the Executive Director Growth & Regeneration, in consultation with the Cabinet Member for Climate, Ecology, Waste and Energy, to renew the BCC gas supply contract for up to four years, on a flexible procurement basis, noting the values and amounts as outlined in this report and that any budgetary pressures once prices are confirmed will be raised and require management during the medium term financial plan setting.

2.      Noted the expected reduction in demand for natural gas over the new contract lifetime due to connections to Bristol’s district heating Networks, replacement of gas boilers with heat pumps, improved energy efficiency measures (as set out in the BCC Corporate Estate Decarbonisation Programme), and estate rationalisation, may require additional investment or budget for which further approval will be sought as required.

3.      Authorised the Executive Director Growth & Regeneration, in consultation with the Cabinet Member for Climate, Ecology, Waste and Energy, to take all steps required to secure the provision of a 100% ‘Green Gas’ supply for all BCC sites within the scope of the 2025 Carbon Neutrality target (including procuring and awarding contracts over the key decision threshold), subject to affordability and availability at an estimated cost of £546K (included in the overall total contract value). This would include both biomethane and hydrogen produced from electrolysis of water using renewable energy sources (Green Hydrogen).

That Cabinet:

1.      Approved the transfer of any suitable properties listed in Appendix A2 to the HRA by no later than 31 October 2023 and to dispose of any assets that are outlined in appendix A2 that are not confirmed as viable to transfer to the HRA for market value within the financial year 2023/24.

2.      Authorised the Executive Director – Growth and Regeneration in consultation with the Deputy Mayor with responsibility for Finance, Governance and Performance and S151 Officer, to take all steps required for disposal of the assets listed in Appendix A1 and exempt Appendix I, and the confirmed assets listed in Appendix A2 that are not required by the HRA, whilst ensuring best value is obtained for each property.

That Cabinet:

1.      Authorised the Executive Director, People in consultation with the Cabinet Member for Children’s Services, Education and Equalities to accept, allocate and spend grant funding from the Department for Education and procure and award the contract(s) (including any individual contracts over £500k) necessary for the implementation of the Education Capital Programme in accordance with Appendix I1 and within the maximum budget envelopes outlined in this report including:

1.      DfE Schools Condition Allocation funding for 23-24.

2.      DfE Basic Need Grant Funding for 23-24.

3.      SEND Wave 2 in-year response funding to redistribute funding into the SEND Wave 2 programme.

4.      Capital grant from the Commissioning budget to support the SEND Wave 2 programme and outturn costs for Elmfield School for Deaf Children.

ITEM DEFERRED

That Cabinet:

1.      Approved the Young People’s Housing and Independence Pathway Commissioning Plan 2024 at Appendix A.

2.      Authorised the Executive Director Growth & Regeneration, in consultation with Executive Director for Children & Education and Cabinet Member for Housing, Delivery & Homes to take all steps required to procure and award the contracts necessary for the implementation of the Young People’s Housing & Independence Commissioning Plan, for 3 years with an option to extend for a further 2 years, in-line with the procurement routes and maximum total budget envelope of £9.2213M (subject to any annual uplift agreed that will be based on CPI and an appropriate Housing index) as outlined in this report.

3.      Authorised the Executive Director Growth & Regeneration, in consultation with Executive Director for Children & Education and Cabinet Member for Housing, Delivery & Homes to invoke any subsequent extensions or variations specifically defined in the contracts being awarded, up to the maximum budget envelope (subject to any annual uplift agreed that will be based on CPI and an appropriate Housing index) outlined in this report.

That Cabinet:

1.      Approved and endorses the BNSSG Integrated Care System Strategy at appendix A.

2.      Noted that, in approving and endorsing the Strategy, Bristol City Council commits to contributing to the delivery of the ambitions and outcomes for population health described in the Strategy.

That Cabinet:

1.      Approved the updated Keeping Bristol Safe Partnership constitution and note that a further review will take place in 2024.

That Cabinet

1.      Approved the procurement of a new Occupational Health and Employee Assistance Programme provision from 1 st April 2024 for 3 years plus up to 2 years extension at a cost of up to £1.1 million.

2.      Authorised the Director: Workforce and Change in consultation with the Deputy Mayor/Cabinet Member Finance Governance and Performance to take all steps necessary to procure and enter into the contract for a Joint Occupational Health Provision and Employee Assistance Programme as outlined in this report.

3.      Authorised the Director: Workforce and Change in consultation with the Deputy Mayor/Cabinet Member Finance Governance and Performance to invoke any subsequent extensions/variations specifically defined in the contract awarded.

That Cabinet:

1.      Authorised the Chief Executive in consultation with the Deputy Mayor – City Economy, Finance and Performance to procure and enter into the contract(s) for the supply of agency workers for 3+1+1 years at a cost of up to £83.4m, in-line with the procurement routes and maximum budget envelopes outlined in this report.

2.      Authorised the Chief Executive 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 noted:

•        The General Fund forecast £12.1m adverse outturn variance against the approved budget for 2023/24.

•        The performance on delivery of savings (as summarised in Section 3 in Appendix A).

•        The General Fund additional net risk of £11.9m against which Executive Directors plan to mitigate in full (as summarised in Section 4 in Appendix A).

•        The progress made across directorates in identifying funds to be held in abeyance to mitigate the forecast outturn variance, as summarised in Section 5 in Appendix A).

•        A forecast overspend of £2.7m within the HRA and that over- or under-spends that materialise on the HRA will be funded by a transfer from or to the HRA general reserve at the end of the financial year.

•        A forecast in-year deficit of £18.7m accumulating to a total £58.3m 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 £60.1m underspend (including £48.5m underspend for the allocated General fund and a £6.1m underspend on HRA) against the revised Capital Programme’s Budget

•        The Changing Futures Programme application for and acceptance of external funding (section 8.1 and Appendix A2).

•        The urgent key decision for Emergency Temporary Accommodation For Afghan Refugees (section 9.1 and Appendix A3).

That Cabinet approved:

•        The transfer of those funds to be held in abeyance (section 5) to a Corporately held Earmarked Reserve.

That Cabinet:

1.      Noted the update on the Digital Transformation Programme’s progress and benefits as outlined in this report.

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