Decisions

That the City Solicitor nominated an additional Deputy Monitoring Officer (DMO).

The Director of Resources and Housing:
a) approved the award of the Design Services Agreement contract for repair and improvement works to the Appletons and Saville Green high rise housing blocks to Kier Services Limited for the sum of £252,998.27. This initial sum will cover the DSA contract stage, where the construction design and costs will be developed.
b) noted that it is estimated construction will start on site July 2020 and last for 14 months. The estimated total contract value is £4million.
c) recognised that Appendix 1 should be designated as exempt from publication

The Director of Resources and Housing, approved the additional staffing resources necessary to enable the effective delivery of the selective licensing schemes:
The staffing structure for Beeston selective licensing team of one Deputy Service Manager (PO4), two Principal Housing Officers (PO2), two Senior Housing Officers (SO2), three Housing Officers (C3) and Housing Assistant post (B3).
The staffing structure for Harehills selective licensing team of one Deputy Service Manager (PO4), two Principal Housing Officers (PO2), three Senior Housing Officers (SO2), four Housing Officers (C3) and one Housing Assistant post (B3).
The additional staffing resources for Legal service of Two Principal Legal Officers (PO6) and 0.5 FTE (C3) Legal Officer.

In accordance with the Council’s Contract Procedure Rule 21.1, the Director of Resources and Housing approved the extension of the existing responsive repairs to controlled door entry/access systems contract with Careline Security t/a Mayfair Security for a period of 6 months commencing from the 18th August 2019 to the 17th February 2020 at a cost of £250,000, bringing the total contract value to £500,000

The Chief Officer (Highways and Transportation) approved the
recommendation to award the Bikeability Cycle Training Contract 2019'
2021 (Extendable to 2023) to Cycle Leeds Ltd T/A Cycle North in the
Schedule of Rates submitted.

The Head of Service for Active Leeds is recommended to approve:
• The report to waiver Contract Procedure Rules no 8.1 and 8.2 – intermediate value procurements, and agree to the awarding of a contract to ‘ShowOff Media’ for the branding of an additional 7 Active Leeds facilities, whilst a subsequent tender process is developed to provide a longer term solution to this issue.

The workload in relation to Monitoring Officer work remains significant given the role covers not only Leeds City Council, but also all the Parish and Town Councils within the Leeds City Council local authority area.
The recent changes to the senior management arrangements of Democratic Services and the nomination of a single Head of Democratic Services has reduced the capacity available to that individual to undertake solely the role of Deputy Monitoring Officer (DMO).
It has therefore become necessary to nominate one additional individual to the role of DMO to increase capacity in order to ensure a consistently high level of service and to increase the resilience of the function.
There are no cost implications and no additional remuneration will be paid as a result of this decision. The role of the DMOs shall be carried out by Heads of Service within Legal and Democratic Services. The current grade of those posts are Dir 60%.
The legal position requires that where two DMOs have been nominated, members and senior officers should have clarity about with whom they should consult in the absence of the Monitoring Officer (MO). There are therefore two options:

• first, designate each DMO responsible in the absence of the MO for different specific functions; or

• second, maintain as much flexibility as possible and simply nominate a ‘lead DMO’ on a rotating basis which can be altered to accommodate leave or other absence. (That would not mean that the DMO who is not the ‘lead’ on a particular day is not a DMO and/or is not undertaking DMO work. It is expected that the DMOs will operate seamlessly with the MO so that the identity of a ‘lead DMO’ on any particular day should have little if any consequence in practice).

Having consulted with the relevant Heads of Service and in order to maximise flexibility and resilience, it is proposed to implement the second option.
Prior to taking this decision, the following people were consulted and all were supportive of the proposal to nominate one additional DMO:
• Cllr James Lewis, Deputy Leader and Executive Member for Resources
• Cllr Elizabeth Nash, Chair of Standards and Conduct Committee
• Gordon Tollefson, Independent Person
• Tom Riordan, Chief Executive
• Neil Evans, Director of Resources and Housing
For the reasons set out above, it is proposed that the MO nominate one additional DMO and that this change is implemented by way of an amendment to the sub-delegation scheme of the City Solicitor and Monitoring Officer, to add Nicole Walker, Head of Service (Legal) as DMO, in addition to the Head of Democratic Services.

The Head of Learning Systems agreed to:
a) Approve the request to award the contract for the sum of £312,335.08 to RH Fullwood & Co Ltd to expand the existing kitchen which will enable the school to prepare meals on site as opposed to having them delivered, build a new bin enclosure which will means that bins will be situated a safe distance away from the school and to increase the height of the existing fence.
b) Authorise the signature of all contractual documentation with RH Fullwood & Co in relation to the tender acceptance.
c) Note that the whole scheme will be completed by end of October 2019.

a) The Chief Officer (Highways & Transportation) has approved the recommendation to award the Supply of Precast Concrete Kerbs & Flags 2019-21
b) The contract is to be awarded to the following companies Aggregate Industries T/A Charcon Hard Landscaping, Grafton Merchanting GB, Keyline Builders Merchants Limited & Marshall Mono.

The Director of Adults and Health –

Approved the appointment onto a 12 month framework agreement (for the supply of Telecare Equipment listed in appendix 2) the nine suppliers listed in appendix 5,

Noted that –
(a) Implementation discussions will take place with the suppliers once the contract is awarded;

(b) The proposed timescale for implementation is 1st September 2019.

(c) The Service Delivery Manager- Assisted Living Leeds will be the officer responsible for the implementation.

(d) The estimated value of the framework is £500K during the twelve month period.

The Chief Officer of Shared Services has approved a report recommending the take up of the option to extend the current contract for office supplies and equipment with Lyreco UK Ltd by a further 12 months, effective from 1 September 2019.

The Director of Resources and Housing:
1. Authorised the required expenditure to enable the programme to progress the property acquisitions detailed in Confidential Appendix A. These acquisitions to be funded from the Council Housing Growth Programme budget, via a combination of Housing Revenue Account (HRA) borrowing and Right to Buy receipts.
2. Noted that Executive Board granted Authority to Spend for the programme on 24th July 2019.
3. Noted that a report is being submitted in parallel to the Director of City Development to request approval to acquire the properties for Housing & Resources so that they can be returned to Council Housing Stock.

The Deputy Chief Officer for Waste Management approved the award of the Household Waste Site Recycling Framework contract to Associated Waste Management Ltd, FCC Environment (UK) Limited, Timberpak Ltd and R Plevin & Sons Ltd.

The Director of Children & Families approved the contents of the attached business case in respect of a child or young person with complex needs where the individual costs exceed £50,000.

Placement in the Authority’s own SILC Provision, Resourced Provision and Mainstream School Settings has been considered and explored. Following consultation, none of these provisions are able to meet the needs of the young person thus requiring the local authority to seek provision elsewhere. The authority has a statutory duty to make provision for this child who has an Education, Health and Care Plan.

The cost of this placement is approximately £190,308 per academic year.

It is considered in the public interest that information contained in the business case is exempt from publication as it relates to a vulnerable child or young person within the City and the actions taken are to enable that person to receive their statutory entitlement to a minimum of 25 hours education.

The Director of Resources and Housing approved the recommendation to increase capacity in the Housing disrepair team by an additional six FTE posts. This growth in capacity will ensure that Property and Contacts has an appropriate level of resource to deal with all claims within the disrepair protocol timescales and result in a reduction in expenditure pertaining to third party legal fees and damages.

The Director of Resources and Housing:
• Approved up to 20 no. 3.5t crew cab tippers with cage tipper bodies to the value of £670,734.60 to Lookers PLC for the period 19th August 2019 to 31st March 2020.
• Approved up to 40 no. 3.5t crew cab standard body tippers (6t GTW) to the value of £1,182,869.20 to Lookers PLC for the period 19th August 2019 to 31st March 2020.
• Approved up to 5 no. 3.5t crew cab high side tippers with tail lift to the value of £160,733.65 to Lookers PLC for the period 19th August 2019 to 31st March 2020.

The Chief Officer Asset Management and Regeneration has given approval to declare Armley Grange surplus to Council requirements and its sale on the open market by way of auction.

The Chief Officer Environmental Services authorised the placing of an order for 30 parking machines with Metric through the ESPO framework. The estimated cost of the contract is an initial £116,010 purchase cost with ongoing maintenance and support costs of £12,000 per year

The Director of City Development asked to:
Waive Contract Procedure Rules number 8.1 and 8.2 – Intermediate Value Procurements, and appoint a Volterra who are an Economic Consultant with Transport Specialism. Leeds City Council do not have this expertise in house.
This appointment will support the Station Development team on transport and economic advice. In 2015 Volterra were commissioned to provide a report to set the case for HS2 in Leeds and the City region. The report represents the evidence base for an evolving economic development strategy for the city region to maximise the economic benefits of HS2. Following on from the 2015 report on the economic strategy for a HS2 station in Leeds we require an up to date report taking into account the current economic position and some uncertainties about the prospects for the scheme.
This contract will have a cap of £25,000.

The Director of Resources and Housing is requested to approve the Write off irrecoverable Former Tenants Arrears in the sum of £98,834.90 represented by 308 accounts in relation to the citywide accounts

The Head of Democratic Services has approved amendments to the Constitution as detailed in the attached report.

The Chief Digital and Information Officer approved the procurement exercise for the provision of facilities management for Council Data Centres

The Chief Officer Resources & Strategy has approved the authority to spend £400,000 already identified in the capital programme for the scheme and has approved the appointment of Stone Edge Ltd to undertake the soft strip of the contemporary fixtures within blockshops A and D at Kirkgate Market.

The Head of Democratic Services is requested to approve the replacement appointments as set out below:

OUTSIDE BODIES

Airport Consultative Committee – Councillor P Grahame replace “Whips nominee”