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).

Members of the press and public who plan to attend a public meeting at City Hall are advised that you will be required to sign in when you arrive and you will be issued with a visitor pass which you will need to display at all times.

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 9 April Cabinet is 12 noon on Monday 8^th April. 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 9 April Cabinet is 5.00 pm on Wednesday 3^rd April. 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)

To note any announcements from the Chair

-          Allotments Call-In Update

That Cabinet:

1.      Authorised, the Executive Director of Growth and Regeneration, in consultation with the Cabinet Member for Housing Delivery and Homelessness, to take all steps required to accept and spend the Single Homelessness Accommodation Programme grant funding of up to £783,255 as outlined in this report.

That Cabinet:

1.      Approved the Full Business Case at Appendix A and exempt appendix I and the allocation of the capital budget up to £980,000, to support the delivery of the refurbishment of the city centre flats.

2.      Approved the assignment of a property lease from a Registered Provider of Social Housing, pending a satisfactory property review to confirm the costs set out in the Full Business Case (£980,000).

3.      Authorised the Executive Director – Growth and Regeneration in consultation with Cabinet Member with responsibility for Housing Delivery and Homelessness and the Director of Finance (S151 Officer) to take all steps required to negotiate the assignment of the property lease and procure and award contracts (which may be over the key decision threshold) for the refurbishment of the city centre flats for use as TA.

4.      Authorised the Executive Director – Growth and Regeneration in consultation with Cabinet Member with responsibility for Housing Delivery and Homelessness and the Director of Finance (S151 Officer) to take all steps required to negotiate the extension of the lease with the Hospital Trust, to maximise savings through the continued use of the 24 flats for TA.

That Cabinet:

1.      Noted the full terms of the Safety Valve agreement with the Department for Education (DfE) (Appendix A3).

2.      Authorised the Chief Executive in consultation with Cabinet Member for Children’s Services, Education and Equalities and the Cabinet Member City Economy Finance & Performance to take all steps required to, if successful, accept and spend the funding from the DfE’s High Needs Provision Capital Allocation (HNPCA), including procuring and awarding contracts which may be over the key decision threshold, as outlined in this report.

3.      Authorised the Chief Executive in consultation with Cabinet Member for Children’s Services, Education and Equalities and the Cabinet Member for City Economy Finance & Performance Authorises to invoke any subsequent extensions/variations specifically defined in the contract(s) being awarded, up to the maximum budget envelope outlined in this report.

4.      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 re-procurement of a compliant maintenance contract for TIBCO for a period of 3 years a total value of approximately £536,000.

2.      Authorised the Director – Policy, Strategy and Digital in consultation with the Deputy Mayor – Finance, Governance, Property and Culture, to take all steps required to procure and award the contract for TIBCO for 3 years, in line with procurement routes and maximum budget outlined in this report.

3.      Authorised the Head of Procurement & Contract Management to approve appropriate procurement routes to market where these not fully defined, or if changes to procurement routes are subsequently required.

That Cabinet:

1.      Authorised the Director – Policy, Strategy and Digital in consultation with the Deputy Mayor – Finance, Governance, Property and Culture, to take all steps necessary to procure and award the contract(s) for the provision of new hybrid meeting technology and audio-visual equipment for City Hall (and Incident Management Suite in 100 Temple Street) up to a total project value of £1m.

2.      Noted the Digital Transformation Programme Board will govern the project and make any further non-key decisions required to complete it.

That Cabinet:

1.      Authorised the Director: Legal and Democratic Services in consultation with the Cabinet Member City Economy, Finance & Performance to take all steps required to establish a legal services framework agreement or dynamic purchasing system (DPS) for up to 4 years and enter into any appropriate contractual arrangements with Constellia to establish the framework/DPS.

2.      Authorised the Director: Legal and Democratic Services in consultation with the Cabinet Member City Economy, Finance & Performance to take all steps required to procure external legal services up to a value of circa £5.7m on a range of matters requiring external legal advice over a 5-year period commencing April 2024.

That Cabinet:

1.      Approved the increase in the fixed penalty for graffiti and fly posting to £500 noting the rate increases will commence on Wednesday 17 April 2024.

2.      Approved the increase in the fixed penalty for fly tipping to £1,000 and the introduction of an early payment rate of £500 noting the rate increases will commence on Wednesday 17 April 2024.

3.      Authorised the Executive Director Growth and Regeneration in consultation with the Cabinet Member for Waste, Climate, Ecology and Just Transition to take all steps required to implement the increases.

That Cabinet:

1.      Authorised the Executive Director Adults and Communities in consultation with the Cabinet Member Adult Social and Integrated Care System to take all steps required to procure and award the contract(s) necessary for the implementation of a supply of frozen meals from 1st October 2024 in-line with the procurement routes and maximum budget envelopes outlined in this report.

2.      Authorised the Executive Director Adults and Communities in consultation with the Cabinet Member Adult Social and Integrated Care System to invoke any subsequent extensions/variations specifically defined in the contract(s) being awarded, up to the maximum budget envelope.

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.      Noted Bristol’s anti-racism in education engagement report at appendix A.

2.      Endorsed the intention for the co-production of an Anti-Racism in Educational settings strategy with working groups chaired by leaders across Bristol.