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.

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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 18 January Cabinet is 12 noon on Monday 17 January 2022. These should be sent, in writing or by e-mail to: 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 18 January Cabinet is 5.00 pm on Wednesday 12 January 2022. These should be sent by e-mail to: 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

Cabinet Approved:

1. The acceptance and adjustment to the Council budget for the following grants as outlined in Appendix A, Section 9:

a)      Workforce Recruitment and Retention Fund, round 2 of £2.535m

b)      COVID Business Support Grant - Omicron Hospitality and Leisure Grant for the period 21 December 2021 to 31 March 2022 - £4.356m

c)      COVID Business Support Grant - Additional Restrictions Grant (ARG) for the period 30 December 2021 to 31 March 2022 - £0.794m

d)      COVID New Burdens 4 Restart and the Additional Restrictions COVID-19 Grant Schemes of £0.154m

e)      COVID New Burdens 5 Post Payment Assurance, Reconciliation and Debt Recovery Funding of £0.048m

f)       COVID-19 Business Support Grant - Additional Relief Fund (CARF) - £13.728m

g)      The Community Vaccine Champions Programme grant award - £0.485m following the urgent bid submission to the Department for Levelling Up Housing and Communities.

2.      The COVID-19 Business Support Grants - Additional Restrictions Grant Policy for the period to 31 March 2022(Appendix B) and to delegate authority to the Chief finance Officer in consultation with the Deputy Mayor, Cabinet member for Finance, Governance, Property and Culture to approve the final prioritisation criteria and business award values once all the applications to the fund have been processed.

Cabinet noted:

1.      The forecasted overspend position of £0.7m within the General Fund.

2.      The General Fund risks within service areas of non-COVID-19 related overspend on services which continue to be managed via management actions /mitigations within the financial year.

3.      The ongoing risks associated with the forecast outturn and the long-term financial impact on the Council as a result of the COVID-19 pandemic.

4.      A forecast underspend of £0.65m within the Housing Revenue Account.

5.      A forecast in-year deficit of £16.8m and a total £26.8m carried forward deficit in the ring-fenced Dedicated Schools Account (DSG).

6.      A breakeven position on Public Health services.

7.      A forecast £38.9m underspend against the latest approved Capital Programme’s Budget.

Cabinet noted:

1. That a report from the Budget Scrutiny Committee will follow after their meeting on 01 February.
2. The categorisation of earmarked reserves and provisions set out in Section 15 of appendix A.
3. The advice given by the Chief Finance Officer with respect to the robustness of the budget estimates and the adequacy of the Council’s reserves as set out in Section 17 of Appendix A.
4. The budget consultation process that was followed and feedback as outlined in Section 18 of Appendix A and Appendix 6.
5. The feedback provided by the Schools Forum for Cabinet and Council, consideration in making final decisions on the Dedicated Schools Budget for 2022/23.

Cabinet approved:

1. The delegation of authority to the Director of Finance after consultation with Deputy Mayor, Cabinet member for Finance, Governance, and Performance and the Mayor, to make any necessary technical adjustments or adjustments to the figures to be submitted to Full Council upon receipt of the final Local Government Finance Settlement, final precepts to be notified to the Council, West of England Combined Authority Budget, Public Health and Department for Education funding clarifications; with transfers to and or from reserves as appropriate.
2. The delegation of authority to the Director of Finance after consultation with Deputy Mayor, Cabinet member for Finance, Governance, and Performance and the Mayor, to make any necessary adjustments to incorporate the Council’s Ethical and Equitable Investment Policy into the Treasury Management Strategy submitted to Full Council, subject to approval by Cabinet at its meeting on 18th January 2022.

Cabinet will recommend to Full Council:

1. The Bristol City Council levels of Council Tax increase of 2.99%; which includes 1% precept to support Adult Social Care and noting the precepts of the Police and Crime Commissioner for Avon and Somerset and the Avon Fire Authority.
2. The Council’s General Fund net revenue budget for the year 2022/23 as £431.1 million and expenditure allocations as set out in Appendix 1; subject to any budget amendments properly notified to and approved by the Council in line with the Constitution.
3. To Agree the Council’s capital budget (including the HRA) for the years 2022/23 – 2031/32, totalling £1,906.1 million as set out in paragraph 13 and detailed in Appendix 2.
4. The proposed total Schools budget of £418.8 million for 2022/23 as set out in section 9 Appendix A, which will be funded by the Dedicated Schools Grant.
5. The proposed Treasury Management Strategy for 2022/23 in Appendix 4, incorporating the Minimum Revenue Provision policy and the prudential indicators and limits.
6. The calculations for determining the Council Tax requirement for the year 2022/23 as outlined in Section 8 of Appendix A and in accordance with the Local Government Finance Act 1992.
7. To approve the Strategy for the Flexible use of Capital Receipts as set out in Appendix 5.

Cabinet approved

1. Schools Block (detail in Appendix A3 of the report)

1. the Schools Block budget be set at £304.661m for 2022/23, as per Table 1 in the report.
2. £1.531m of the overall Schools Block DSG is transferred to the High Needs Block and earmarked to support the Education Transformation programme.
3. the basis for distributing the funding to mainstream schools be as set out and agreed by Schools.
4. the Growth Fund for established schools expanding in September 2022 be set at £2.0m (a component of the total Schools Block budget).

2. Central School Services Block (detail in Appendix A.2 of the report)

1. Following Schools Forum agreement, the Central School Services Block budget is set at £2.742m for 2022/23.

3. High Needs Block (detail in Appendix A2 of the report)

1. The High Needs Block budget be set at £77.054m for 2022/23 as per Appendix A2, after receiving transfers of £1.531m from Schools Block noting that this level of budget is estimated to lead to a cumulative deficit in the High Needs Block in the region of £41m by the end of March 2023.

4. Early Years Block (detail in Appendix A2 of the report)

1. the Early Years Block budget be set at £34.388m for 2022/23, noting that spend and DSG income will fluctuate, according to participation levels in each of the three school terms.
2. Funding for Early Years should be distributed in line with the arrangements explained in report to Schools Forum (Appendix A2).

Cabinet noted:

5. Overall position

1. the 2022-23 DSG overall allocation is £418.846m, an uplift of £13.257m or 3.3% from the previous year.
2. Education Service will continue to work with the Schools Forum and respective Task and Finish Groups (High Needs Task and Finish Group; Early Years Task and Finish Group) and via Transformation Programme to explore sustainable mitigation options to get back to affordable budget position over the medium term.

Cabinet will recommend to Full Council:

1. A rent increase of 4.1% effective from Monday 4th April 2022, applicable to HRA dwelling and non-dwelling rent (general needs accommodation, supported housing, temporary accommodation and garages).
2. The one-year revenue budget of £127.1m for 2022/23 set out in Appendix A1.
3. The five-year capital programme 2022/23–2026/27, as detailed in Appendix A1.
4. The 30-year business plan as outlined in Appendix A4 noting that this will be subject to annual review and an in-depth review on a rolling 5-year basis.
5. The 30-year finance model as set out at appendix A4 subject to annual review and Full Council approval of the annual budget and 5-year capital plan.

Cabinet:

6. Authorised the Executive Director of Growth and Regeneration, in consultation with the Cabinet Member for Housing Delivery and Homes, to set service charges in line with the anticipated and actual cost of delivery.
7. Authorised the Executive Director of Growth and Regeneration in consultation with the Cabinet Member for Housing Delivery and Homes to submit appropriate funding applications (including Homes England grants for development) and if successful to accept funding, agree associated grant terms/conditions and spend the funding ) by delivery of the projects (set out in appendices A2 and A3) via compliant procurement routes and use HRA investment plan funds and or reserves to match fund projects to maximise funding opportunities. Such authority to include decisions above £500K and to last for the period of the 5-year capital plan.
8. Authorised the Executive Director of Growth and Regeneration in consultation with the Cabinet Member for Housing Delivery and Homes, subject to keeping within the approved overall HIP budget:

a.      To approve the priority of the procurement projects set out in Appendix A2, take all steps required to select the appropriate procurement route and to award the contracts (including any above the key decision threshold), in line with the Councils procurement rules and regulations

b.      To adjust and/or defer (from within the current year’s programme, including those set out in Appendix A2) any project(s) to fund the increased cost of any other project and/or to accommodate other changes in the programme, and

c.       To add to, or substitute, projects within the HIP programme as circumstances dictate.

9.      Authorised the Executive Director of Growth and Regeneration, in consultation with the Section 151 Officer, Cabinet Member for Finance, Governance and Performance and Cabinet Member for Housing Delivery and Homes (with appropriate legal and procurement advice) and, subject to keeping within the approved overall HDP budget, to implement the HRA Development Programme set out in Appendix A3 including:

a.      all steps necessary to procure and award contracts (including goods, works and professional services) during 2022/23 to deliver the HRA Development programme capital investment plans detailed in Appendix A3 (notwithstanding those individual contracts may exceed the key decision threshold).

b.      agree the allocation of financial expenditure on schemes within the Programme

c.       to determine the appropriate nature/mix of tenure appropriate for each scheme

d.      to identify suitable sites and properties for the programme, including both  ...  view the full decision text for item 11.

Cabinet:

1. Authorised the Director of Finance in consultation with Deputy Mayor, Cabinet member for Finance, Governance Property and Culture, to procure and award the contract(s) necessary for enforcement agent services for a maximum of 5 years (inclusive of the 1-year optional extension period) from 01 April 2022 within the existing budget envelope of £0.525m.
2. Authorised the Director of Finance in consultation with Deputy Mayor, Cabinet member for Finance, Governance Property and Culture to invoke any subsequent extensions / variations specifically defined in the contract(s) being awarded, up to the maximum specific service budget available for this purpose at the time.

Cabinet:

1. Approved the Corporate Debt Management Policy attached at Appendix A.
2. Authorised the Director of Finance in consultation with Deputy Mayor, Cabinet member for Finance, Governance Property and Culture, to draw down and spend up to £300k from the Ethical Debt earmarked reserve to implement the policy.

Cabinet:

1. Approved the refreshed Ethical and Equitable Investment Policy.

Cabinet

1.      Authorised the Chief Executive in consultation with the Deputy Mayor for Finance, Governance, and Performance to extend the existing contract for a period of 12 months at an estimated value of £3.3 million and agree any appropriate variations to its terms and conditions.

Cabinet:

1. Noted the contents of the report.
2. Approved the submission of the Outline Business Case (OBC) to West of England Combined Authority (WECA) and the continuation of cross-boundary working to deliver the mitigation required to support the arena and the measures to support the other developments.
3. Authorised the Executive Director Growth and Regeneration, in consultation with Cabinet Member for Transport to submit the Full Business Case to WECA within 6 months.
4. Authorised the Executive Director Growth and Regeneration, in consultation with Cabinet Member for Transport, to take all steps required to procure and enter into contracts within the budget available (including any above £500k), that are required to deliver the range of measures outlined in the report.

Cabinet

1. Approved the re-purpose of Traffic and Highways Maintenance capital out of existing capital budgets to complete all works on the West End MSCP repairs project, for the reasons set out in this report.
2. Approved a maximum Funding envelope of £1.360m by way of a virement from the Traffic and Highways Maintenance budgets identified to keep the West End MSCP project on track.
3. Authorised the Executive Director for Growth and Regeneration in consultation with the cabinet member for Transport, to take all necessary decisions within the funding envelope to proceed with the works needed including any decisions above £500K.
4. Noted that these actions would enable the car park to be re-opened to the general public in March/April 2022.
5. Noted the Officer Executive Decision taken on the 20th December 2021 to enable the works to continue without incurring additional abortive costs to the Council.

Cabinet:

1. Endorsed the establishment of an Energy task force, to develop no and low-cost proposals for energy actions and assign tasks to appropriate managers to reduce energy demand.
2. Approved the development of a small-scale pilot to resolve procurement issues and test operation of the proposed future Sleeved Pool electricity supply model, subject to the appointment of the proposed City Leap Strategic Partner and confirmation of their role in relation to the operation of the Sleeved Pool.
3. Approved the development, launch, and use of a 10-year Dynamic Purchasing System for improved metering and data collection services, within a £3M spend envelope for BCC metering and data collection services over the lifetime of the proposed DPS.
4. Approved the introduction of measured consumption (where feasible) as the basis for charging commercial tenants located within Council corporate buildings for energy and water supplied from Council funded supply contracts.
5. Noted changing the Council’s gas supply contracts from fixed to flexible pricing, in line with delegated authority granted for procurement of energy supply at the December 2020 Cabinet meeting.
6. Delegated authority to the Executive Director Growth and Regeneration to decide, in consultation with Cabinet Member for Climate, Ecology, Energy and Waste, between an extension of the current grid-supply Dynamic Purchasing System by 2½ years (from Oct 2023 to March 2026), or joining a suitable Public Sector Buying Organisation framework, depending on the best route to market for flexible gas supply contracting, with approval for a £12M spend envelope over four years as set out in Appendix A.
7. Authorised the Executive Director Growth and Regeneration in consultation with Cabinet Member for Climate, Ecology, Energy and Waste, to procure/award/extend/vary the contracts outlined above, in-line with the procurement routes and maximum budget envelopes outlined in this report (Appendix A) or in line with budget envelop approved by full council, noting the associated Procurement and Legal commentaries.  This Authority includes decisions above the key decision threshold for which the details are included in Appendix A of the report.
8. Noted the current gas and electricity supply contracts have been extended by three months, from Oct 21 – Dec 21 for electricity and Nov 21 – Jan 22 for gas, by Officer Executive Decision, in order to avoid locking the Council in to high market prices for longer than necessary. Urgent Key Decision were taken on 4th January 2022 and 10th January 2022 to further extend or re-let the electricity supply contracts for another three months (ending 31st Mar 22). These decisions are set out in Appendix A, Annex 3 of the report.

Cabinet:

1. Authorised the Executive Director of Growth and Regeneration in consultation with the Cabinet Member for Housing Delivery and Homes to accept the Department for Levelling Up, Housing and Communities’ (DLUHC) Homelessness Prevention Grant and thereafter distribute in accordance with the principles set out in the report and in compliance with the grant conditions.

That Cabinet:

1. Noted the successful conclusion of the ITT stage of the City Leap Energy Partnership Procurement with the receipt of two bids which are in the process of being evaluated.
2. Authorised the drawdown of additional expenditure of up to £880k to fund the Procurement, which will include the project team and extension of the external legal and financial advisors’ contracts (referred to in recommendations 3 and 4 set out below), through to appointment of the Preferred Bidder and obtaining Cabinet authority to enter into the City Leap contracts with the Preferred Bidder. This sum will to be funded from the Climate & Ecological Emergency Reserve, as well as any in-year underspends within the Growth & Regeneration Directorate.
3. Authorised the Executive Director for Growth and Regeneration in consultation with Cabinet Member for Finance, Governance and Performance to extend the City Leap Procurement legal services contract, to appointment of the Preferred Bidder and obtaining Cabinet authority to enter into the City Leap contracts with the Preferred Bidder, to an estimated value of circa £1,356k in total.
4. Authorised the Executive Director for Growth and Regeneration in consultation with Cabinet Member for Finance, Governance and Performance, to extend the City Leap Procurement financial services contract, to appointment of the Preferred Bidder and obtaining Cabinet authority to enter into the City Leap contracts with the Preferred Bidder, to an estimated value of circa £1,112k in total.

Cabinet:

1. Approved Bristol City Council’s use of the South West Regional LD Residential Framework for any placements made outside of Bristol within the South West for four years plus two one-year extensions, and for a maximum value of £5,622,240 (£1,405,560 a year). This Framework comes with no commitment to spend with any provider or to spend at all if placements aren’t required.
2. Authorised the Executive Director of People in consultation with the Cabinet Member Adult Social Care to take all steps required to implement the use of the framework where necessary to meet the demand of Bristol residents, when appropriate to do so.

Cabinet:

1. Approved the extension of the Adult Social Care Community Support Service Framework agreement in one year increments from February 2022 for up to two years to 30 March 2024 at a cost of up to £44.0m per annum.
2. Authorised Executive Director of People in consultation with the Cabinet Member Adult Social Care to invoke any subsequent extensions/ variations/block call offs specifically defined in the contract(s) being awarded, up to the maximum budget envelope outlined in this report.
3. Noted the additional spend against the Community Support Services Framework
4. Authorised Executive Director of People in consultation with the Cabinet Member Adult Social Care to increase the framework value for the current year and for any subsequent annual extensions/variations and block call offs up to a maximum of £25m per annum.

Cabinet

1. Approved the request for the extension of twelve of the thirteen contracts for Care and Support services in Extra Care Housing for seven months, from 1 April 2022 to 31 October 2022, with the option of a further five one-month extensions, at a cost of £6.0m.
2. Authorised the Executive Director: People to invoke any subsequent extensions/variations specifically defined in the contract(s) being awarded, up to the maximum budget envelope outlined in this report.

Cabinet

1. Authorised Executive Director for People in consultation with Deputy Mayor with responsibility for Children's Services, Education and Equalities to accept, allocate and spend the grant funding from the Department for Education, and procure and award the contract(s) necessary for the implementation of the projects in Appendix 1 (as part of the Education Capital Programme) in line with the maximum budget envelope outlined in this report and without further reference to cabinet.

That Cabinet:

1. Approves the proposal for the Council to close the South Bristol Rehab Centre and to transfer rehabilitation service delivery to the community health partner Sirona Care and Health.
2. Authorises the Executive Director: People, in conjunction with the Cabinet Member for Adult Social Care and Integrated Care System, to take all steps required to transfer the service to the community health partner Sirona Care and Health from April 2022, subject to a further report to Cabinet.

Cabinet

1. Noted the report and measures underway to improve future performance.

Cabinet

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

Cabinet

Noted outcomes in the report:

a.      Increased engagement of cities in the future COP process tackling climate change.

b.      Increased momentum on financing net zero projects in cities.

c.       Strengthened profile and reputation as a leader on ambition and action for tackling the climate and ecological emergencies.

d.      Increased focus on a socially just and green transition.

e.      Increased public and business engagement on tacking climate and nature recovery action.