Decisions

Executive Board will be asked to note the results of the post installation wind monitoring exercise and to agree the recommendation following the expert advice that the high winds protocol can be stopped.

Executive Board will also be asked to note and support the agreement reached with the owners of Bridgewater Place to obtain planning permission and implement the additional structures to ameliorate the wind conditions at the hot spot sites on privately owned land to the south of Bridgewater Place.

Further to Minute No. 131, 10^th February 2016, the Director of City Development submitted a report providing an update on the wind amelioration scheme undertaken subsequent to the consideration of the matter by the Board in 2016 and which sought a decision by the Board on the recommendation that the high winds protocol be lifted, following receipt of peer reviewed independent expert advice. The report also provided an update on the agreement reached in relation to the further works required to ameliorate the wind hot spots in the private land to the south of Bridgewater Place.

As part of the introduction to the submitted report, the Board’s attention was drawn to the expert analysis on the wind conditions following the establishment of the wind mitigation measures. It was noted that the analysis had been carried out on behalf of the Building Owners and had been peer reviewed and validated by an independent wind analyst expert retained to act on behalf of the Council.

On the basis of the expert advice which had been received, the submitted report recommended that the high wind protocol was no longer necessary. However, notwithstanding this recommendation, the Board noted that precautionary safeguarding measures, as detailed in the report, were recommended to be retained, together with further recommendations, again as detailed in the report, regarding the residual hotspot areas.

A Member raised concern regarding the reliance upon expert advice in respect of the recommendation to stop the high wind protocol and suggested that the matter be deferred until the further testing had been carried out on the hot spot area at Back Row. In response, it was highlighted that the Coroner had recommended in 2013 that a road closure protocol be established under specified conditions, until a mitigation scheme had been established and which had been shown to be effective. It was noted that such recommendations had been followed and it was highlighted that the expert advice, which had been peer reviewed and validated, had confirmed that the high wind protocol was no longer needed, with it being acknowledged that although residual hot spots did exist, they did not impact upon the road closure protocol. As such, in determining this matter, the Board was asked to consider the expert advice as detailed within the submitted report, and should they not be minded to agree to the lifting of the protocol, what additional evidence would they require before doing so.

Responding to Members’ comments, the Board received further detail on the 3 hot spots which remained, and the actions being taken in these areas.

Also in response to a Member’s enquiry, it was confirmed to the Board that on the basis of the peer reviewed expert advice received, there were no longer any safety failure points to the north of the building which failed the Lawson Safety Criteria, which according to the experts was the only measure available to the development industry to assess wind conditions, and on that basis the experts had advised that the area was safe and no different to any other city centre environment.  In addition to this, the Director of City Development confirmed that he supported the recommendation in the report to lift the road closure protocol, based upon the peer reviewed expert advice received.

Members considered the options available to them, and in response to comments, officers undertook to ensure that the monitoring of the wind conditions in the affected area would continue, and that Executive Members would be kept informed as appropriate on the outcomes of such monitoring, and also on the actions which were being taken in respect of the hot spot areas, to provide assurance to Members that the mitigation measures continued to be effective.

RESOLVED –

(a)  That the updated information in relation to the installation and efficacy of the Wind Amelioration Scheme since this matter was last reported upon, as detailed within the submitted report, be noted;

(b)  That the results of the post-installation wind monitoring exercise undertaken and of the expert advice received thereon, as detailed within the submitted report, be noted;

(c)  That on the basis of the expert advice which has been received, the Board confirms its agreement that the implementation of the high winds protocol can be stopped, on the expiry of the related Call In period;

(d)  That the agreement reached with the owners of Bridgewater Place to seek planning permission and implement the additional structures to ameliorate the wind conditions at the hot spot sites on privately owned land to the south of Bridgewater Place as soon as possible, be noted and supported;

(e)  That the minor safety exceedance within the highway at Back Row, as detailed in the submitted report, be noted, with it also being noted that further investigations will be carried out at this location and that if this minor safety exceedance remains unmitigated the Council will seek that the Building Owner takes appropriate remedial action;

(f)  That in noting that the monitoring of the wind conditions in the affected area would continue, Executive Members be kept informed, as appropriate, on the outcomes of such monitoring, and also on the actions which were being taken in respect of the hot spot areas, to provide assurance to Members that the mitigation measures continued to be effective.

(Under the provisions of Council Procedure Rule 16.5, Councillor A Carter required it to be recorded that he abstained from voting on the decisions referred to within this minute)

The Director of Communities and Environment submitted a report that proposed arrangements for the implementation and review of a new Suitability Policy for applicants and licensees of drivers of taxis and private hire vehicles.

In response to a Member’s enquiries, it was confirmed to the Board that all the other Licensing Authorities in West Yorkshire together with the City of York had signed up to the this policy. Members also received an update on the work being undertaken with the aim of ensuring that a consistency of approach was taken towards the enforcement of the policy by the relevant Licensing Authorities.

Responding to an enquiry, it was confirmed that Councillors and MPs were not permitted to act as referees for those applying for taxi or private hire licenses in Leeds. With regard to the other Licensing Authorities in West Yorkshire and the City of York, officers undertook to provide the Member in question with further information on the approach taken by those Authorities.

In conclusion, it was acknowledged that Leeds’ approach in this area was more robust than some Authorities and given the cross-boundary nature of the issue, the importance of consistency across neighbouring authorities was highlighted. Finally, it was noted that representations would continue to be made to Government regarding the concerns which existed in terms of the national policy in this area.

RESOLVED –

(a)  That the contents of the submitted report, be noted;

(b)  That the Suitability Policy, as appended to the submitted report, be approved, which is to be implemented by Taxi and Private Hire Licensing within two months of this Executive Board meeting.

The Chief Officer (Financial Services) submitted a report which presented the Council’s projected financial health position for 2019/20 as at Month 5 of the financial year. 

Responding to a Member’s enquiry regarding the transport budget for children and young people with special educational needs and disability and the independence of the panel which considered appeals against an application decision, the Board received a range of information on the related application process and also on the current budgetary position for the service. However, in response to the specific enquiry raised, the Chief Executive undertook to respond to the Member in question together with the Director of Children and Families.

In response to an enquiry regarding the budgetary pressure in the Children and Families directorate arising from external residential and Independent Fostering Agency placements for children and young people, the Board received an update on the actions being taken in this area.

Following the consideration of Appendix 1 to the submitted report, designated as being exempt from publication under the provisions of Access to Information Procedure Rule 10.4(3), which was considered in private at the conclusion of the meeting, it was

RESOLVED –

(a)  That the projected financial position of the authority, as at Month 5 (August 2019) of the financial year, be noted;

(b)  That the requirement for the Director of Children and Families’ proposals to identify further budget savings to address the projected overspend in the directorate, be noted;

(c)  That the risk that the budgeted level of Capital receipts, as detailed in exempt appendix 1 to the submitted report, may not be receivable in 2019/20, be noted.

Further to Minute No. 57, 4^th September 2019, the Chief Executive submitted a report which provided the Board with a further update on the preparations being made by the Local Authority regarding the UK’s exit from the European Union.

With the agreement of the Chair, the submitted report had been circulated to Board Members as a late item of business prior to the meeting for the reasons as set out in sections 4.5.2-4.5.3 of the submitted report, and as detailed in Minute No. 83.  

A Member raised a concern regarding the late submission of this report, with a suggestion that in terms of future update reports, those reports be provided as part of the regular Board agenda and include the information available at the time, with an update and briefings for Members being provided as appropriate. 

Responding to a Member’s request, officers undertook to include a section regarding the agricultural sector in future reports. In addition, the Board received further information on the actions being taken in this area, with it being noted that the Chief Executive had met with the National Farmers’ Union on such matters.

In conclusion, it was noted that such reports were produced with the aim of keeping Members as up to date as possible with all related matters.

RESOLVED –

(a)  That the ongoing work being undertaken to prepare the Council and the city for the UK’s exit from the European Union, together with the latest assessment of preparedness and the ongoing concerns which exist around the lack of clarity about the nature of EU exit, be noted;

(b)  That the contents of the Strategic Response Plan, as attached to the submitted report at Appendix A, together with the updates provided in the submitted report, be noted, with it being recognised that assumptions and planning will continue to develop as new information becomes available;

(c)  That it be requested that further updates be provided to Executive Board, Scrutiny Board and Members, as appropriate.

Development of a family cycling centre at Temple Newsam including road-safety park, cycle trails, cafe and investigating options for new events space

The Director of Communities and Environment submitted a report regarding proposals for the potential development of a family cycling scheme, events space and new approach to landscape management at the current location of Temple Newsam golf course. Specifically, the submitted report sought the Board’s view on whether to progress with a public consultation exercise on such matters.

It was highlighted that Board Members had been in receipt of correspondence regarding the proposals in the run up to the meeting, with it being undertaken that all of the submissions which had been received would be taken into consideration as part of the proposed consultation exercise.

In considering the submitted report, the Board received an overview of what the proposed consultation exercise would entail, with assurance being provided that any consultation undertaken would be genuine.

Having raised concerns regarding the proposals detailed within the report, a Member requested that the submitted report be withdrawn from consideration at today’s meeting to enable further work to be undertaken on the options which could potentially be considered at Temple Newsam including introducing new facilities alongside golf provision. The Member also requested that the matter be referred to the relevant Scrutiny Board with all relevant information and proposals then being brought back to Executive Board for determination.

Following this, a Member requested that officers ensure that any proposals which were brought forward for consideration and determination took into consideration the community’s needs and wishes.

To conclude the discussion, it was further proposed that following the conclusion of the consultation exercise, the outcomes from that consultation together with any proposals regarding the future of Temple Newsam golf course be brought back to Executive Board for the Board’s consideration and determination, with it being highlighted that should the relevant Scrutiny Board wish to consider such matters, then it would be free to do so. 

RESOLVED –

(a)  That, in taking into consideration the comments made during the discussion on the submitted report, the Board’s consent be provided for the Parks and Countryside service to commence a public consultation exercise on the proposed closure of the golf course and the proposed developments, as outlined within the submitted report;

(b)  That following the conclusion of the consultation exercise (as detailed in resolution (a) above), the outcomes from such consultation together with any proposals regarding the future of Temple Newsam golf course be submitted to Executive Board for consideration and determination, with it being noted that the relevant Scrutiny Board could consider such matters, should it wish to do so.

(Under the provisions of Council Procedure Rule 16.5, both Councillor A Carter and Councillor S Golton required it to be recorded that they respectively abstained from voting on the decisions referred to within this minute)

Executive Board will be asked to agree budget saving proposals which will contribute towards closing the estimated budget gaps in the Council’s Medium Term Financial Strategy.

Further to Minute No. 34, 24^th July 2019, the Chief Officer (Financial Services) submitted a report providing an update on any changes to assumptions contained in the Medium Term Financial Strategy, as reported to the Board in July 2019; which detailed the announcement by the Chancellor on the 4th September 2019 regarding a one year settlement for 2020/21; presented a budget saving proposal which had been identified since the July Board meeting for 2020/21 and which set out the implications of such changes upon the estimated budget gaps that have previously been reported.

Members commented upon a number of issues including the current position of the Minimum Revenue Provision and the ongoing exercise of re-financing the Council’s debt. In response to an enquiry, the Board received further detail on the current position regarding that re-financing exercise, and also in respect of the Government’s recent decision to increase the interest rate of the Public Works Loan Board (PWLB). Regarding the interest rate rise of the PWLB, the Board noted that representations had been made to Civil Servants about the timing of the rise together with the lack of consultation which had taken place.

RESOLVED –

(a)  That the revisions to the Council’s Forecast Budget Gap for 2020/21 to 2024/25, as summarised in Table 2 and as referenced in paragraph 4.4 of the submitted report, be agreed;

(b)  That agreement be given for a consultation process to be commenced in respect of the planning charges budget saving proposal, as contained within the submitted report.

Approval for the injection into the Capital Programme and authority to spend of an additional £1.245m for the purpose of facilitating the delivery of the re-development of the George Street shops and acquiring a share of the completed development.

Further to Minute No. 113, 13^th December 2017, the Director of City Development submitted a report providing an update on the ongoing associated redevelopment works regarding Kirkgate Market’s George Street frontage and which sought further approvals from the Board, including for an injection into the Capital Programme and related ‘authority to spend’ for the purposes of acquiring a fifty percent share of the completed development, as detailed within the submitted report.

Prior to the meeting, Board Members were provided/re-provided with the appended illustrations to this report, as following the publication and distribution of the agenda it had come to light that this appendix had been omitted from some of the paper agenda packs.

Responding to a specific enquiry, it was noted that the proposed additional cost to the Council would not adversely affect the Capital Programme, as it was highlighted the additional cost would be financed by the value generated in the scheme.

Following the consideration of Appendix 1 to the submitted report, designated as being exempt from publication under the provisions of Access to Information Procedure Rule 10.4(3), which was considered in private at the conclusion of the meeting, it was

RESOLVED –

(a)  That the contents of the submitted report, including the current position of the scheme, be noted;

(b)  That the injection into the Capital Programme and the ‘Authority to Spend’ of an additional £917,000, as detailed within the exempt Appendix 1 to the submitted report, be approved, for the purpose of acquiring a fifty percent share of the completed development, whilst approval also be provided for the Council’s payments to acquire its interest in the completed development to be made on a phased basis through the construction period against approved architect’s certificates;

(c)  That the scheme, as detailed within the submitted report, together with the previous recommendation, as approved by Executive Board at its meeting on 13^th December 2017, be endorsed, namely that the Council should grant a 250 year ground lease of the development site to a Limited Liability Partnership (LLP) to be formed between the Council and Town Centre Securities and that the LLP will appoint Town Centre Securities to undertake the development on behalf of the LLP;

(d)  That the necessary authority be delegated to the Director of City Development to enable the Director to make all subsequent decisions that may be necessary to deliver this scheme, with the concurrence of the Executive Member for Learning, Skills and Employment;

(e)  That the Chief Officer, Financial Services and the Director of City Development, in liaison with the Executive Member for Resources and the Executive Member for Learning, Skills and Employment, be authorised to investigate further the opportunity for further financial savings, if the Council was to forward fund the entire scheme. If it is considered to be financially beneficial to the Council to proceed on this basis, then the necessary authority be delegated to the Chief Officer, Financial Services and the Director of City Development in order to enable the Director and Chief Officer to take all further decisions in respect of this proposal, including the delegation of appropriate financial approvals.

Executive Board will be asked to approve plans on the future delivery of citywide housing repairs and voids services.

These services are currently delivered through the council’s internal service provider, Leeds Building Services (LBS) alongside external contracts which are due to expire in 2021.

The Director of Resources and Housing submitted a report which sought approval of the proposed strategy to deliver Housing Responsive Repairs, Voids and Cyclical Maintenance services to the city’s housing stock from 2021, specifically including a proposal to internally deliver provision through Leeds Building Services (LBS) in the South and East of the city, with a proposal that a procurement exercise be undertaken for an external contractor to deliver such services in the West.

The following options were detailed in the submitted report, with option 4 being the recommended option:

1: External contractors to deliver the service citywide;

2: Maintain current arrangements, LBS to deliver for the East only;

3: LBS and external contractors each deliver to about half of the city;

4: LBS delivers for the East and South, and an external contractor delivers for the West;

5: LBS delivers the service citywide.

Members welcomed the mixed economy approach which was being proposed.

In terms of a Member’s comments regarding the recruitment and retention of staff as part of the proposed approach, a request was made that the Member in question received a briefing on such matters, as and when appropriate. In addition, the Board was provided with information on the actions which would be taken to minimise any risk in this area, whilst the need for LBS to be viewed as an attractive employer was emphasised, with the associated apprenticeship schemes being highlighted as a current successful example.

Members also received further information on the proposed contract period of 5 years, with it being highlighted that following consultation with the private sector, this was seen as the minimum period in which to attract competitive interest in this area, however it was emphasised that there was no intention to go beyond a 5 year contractual period.

Responding to a Member’s enquiry, the Board was provided with further information on the actions which would be taken to monitor and promote sustained performance by both the internal and external provider.

RESOLVED –

(a)  That approval be given for LBS to deliver housing responsive repairs and voids services for the East and South of the city, and that an external contractor deliver such services for the West (in line with option 4 above / detailed in the submitted report), with it being noted that the new arrangements are planned to start from autumn 2021;

(b)  That it be noted that this proposal involves changing existing service delivery boundaries in order to align with Leeds electoral Wards;

(c)  That it be noted that the feedback received from the proposed consultation exercises will be considered and taken into account by the Director of Resources and Housing in implementing the proposals;

(d)  That the Board’s agreement be given that a procurement exercise should be undertaken for housing responsive repairs, voids & cyclical maintenance services in the West of the city, using a restricted procedure in accordance with the Public Contracts Regulations 2015, in order to establish a contract;

(e)  That agreement be given that the procured contract should be for a period of 5 years, with an estimated total value of £72m, given an estimated annual value of £14.35m;

(f)  That it be noted that LBS’ housing responsive repairs and voids service delivery will expand from the current provision of 33% of the city (circa 17,000 of a total of circa 51,000 properties), to 61% of the city (circa 31,000 properties), with it also being noted that this represents an 83% increase;

(g)  That approval be given to delegate the responsibility for implementing these proposals to the Director of Resources and Housing.

Further to Minute No. 64, 19^th September 2018, the Director of Adults and Health submitted a report which presented the 2018/19 Local Account of Adult Social Care Services for Leeds citizens, together with related data from the 2018-19 Leeds Adult Social Care Outcomes Framework (ASCOF) and ‘Better Lives’ Strategy measures.

Prior to the meeting, Board Members were provided/re-provided with appendices 1 and 2 to this report, as following the publication and distribution of the agenda it had come to light that these appendices had been omitted from some of the paper agenda packs.

Responding to a Member’s comments, the Board received further information on the ‘person centred’ and ‘strength based’ approaches being taken to encourage individuals to remain independent and stay in their own homes for as long as possible.

A Member highlighted the level of support being provided to individuals with learning disabilities across the city to help them live independent lives. Also, the ‘community catalyst’ work being undertaken in the city was emphasised and the need to ensure that wherever possible, regardless of where an individual lived, the level of services available to them remained consistent.

RESOLVED –

(a)  That the contents of the submitted report, together with the appended Local Account: ‘Creating Better Lives for People with Care and Support Needs in Leeds’, and the appended Adult Social Care Outcomes Framework (ASCOF) and the ‘Better Lives’ measures, be noted;

(b)  That agreement be given that a published version of the Local Account is produced and made available to the public and partners, which will include being placed on the Leeds City Council website following this consideration by Executive Board.

The Director of Children and Families, the Director of City Development and the Director of Adults and Health submitted a joint report which provided an update on the work being undertaken to improve the employment outcomes for people with learning disabilities in Leeds in line with the resolution of Full Council at its meeting on 10^th July 2019. (Minute No. 32 refers).

In welcoming the submitted report, a Member highlighted the need for work to continue around the co-ordination of provision in this area, and also to complement the vital role played by third sector organisations.

In order to ensure that progress continued to be made in this area, it was requested that a further update report be submitted to the Board in a year’s time.

RESOLVED –

(a)  That the work undertaken to date and the progress achieved against the priorities in the employment strand of ‘Being Connected’ in the ‘Being Me’ Strategy, as detailed within the submitted report, be noted;

(b)  That the Board’s support be provided for engagement to continue with a broad range of stakeholders to improve employment outcomes for people with learning disabilities; and that the opportunities presented through the ongoing work to develop a Hub for the city and also on the provision of additional targeted employment support for adults with learning disabilities, be noted;

(c)  That it be noted that the Chief Officer, Employment and Skills will work with the Chief Officer, Human Resources, the Deputy Director, Adults and Health and the Deputy Director, Learning, Children and Families in order to support the continuing work to improve employment outcomes for people with learning disabilities;

(d)  That a further update report be submitted to the Board in a year’s time.

The Director of Children and Families submitted a report providing an update on the successful work of the Leeds Family Drug and Alcohol Court (FDAC) and which set how the Children and Families directorate aimed to work with Government and local partners in order to secure and expand this valuable service.

Responding to a Member’s enquiry, the Board was informed that Leeds had been successful with the submission of an FDAC funding bid to Government, however, it was highlighted that as two bids of differing levels had been submitted, it was not yet known what level of funding would be received. In response to an enquiry, it was noted that both bids did include provision to tackle domestic violence and substance abuse, although the scale of the provision between the two bids was different. Finally, it was requested that Executive Members be notified when the Government provided confirmation of which bid had been successful.

Responding to a Member’s enquiry, the Board received further detail on the extent to which this programme could help to inform the public health approaches being taken to address issues regarding the misuse of drugs and alcohol, with it being highlighted that although there was a multi-agency approach being taken in such areas, it was acknowledged that the preventative measures for drug and alcohol misuse were wide ranging and needed to be implemented at the earliest opportunity.

In response to a Member’s enquiry, officers undertook to provide the Member in question with the information regarding the age ranges of the parents involved in this initiative.

RESOLVED –

(a)  That the contents of the submitted report, together with the success of Leeds’ FDAC, be noted;

(b)  That it be noted that the Director of Children and Families will lead future work with national and local partners with the aim of securing investment for an expanded FDAC service in Leeds.

Approval is required to vary and extend an existing the White Rose Framework Agreement (WRFA) for the supply of the provision and education to young people with special education needs and disabilities (SEND) on behalf of Yorkshire and Humber regional partners, and to award to new providers following the refresh process.

This decision is as a direct consequence of DN201548 which included the annual refresh process to invite new service providers to a framework agreement and to vary the existing framework agreement for SEND service providers.

The current framework will expire on 31/03/2020 and includes the option to extend for a further 12 months period, from 01/04/2019 to 31/3/2021.

The Director of Children and Families agreed to:

• vary and extend the White Rose Regional Framework Agreement for Independent Education or Education and Care Placements for Children with Special Education Needs and Disability; and

• award the framework agreement for the supply of the provision and education to young people with special needs education and disabilities to new providers, following the refresh process.

To provide authority to enter into an ERDF grant agreement for FTF to install renewable energy generation and storage systems and insulate 250 houses owned by Leeds City Council.

To inject ERDF grant funding into the Capital Programme with match funding provided from the non traditional and hard to treat budget, within the approved Housing Revenue Account Capital Programme;

To provide authority to spend to deliver the entire FTF programme.

To provide authority to award a contract to deliver this work to a competitively selected contractor.

The Director of Resources and Housing approved the requests to:

a)  Provide authority to enter into an ERDF grant agreement for £2,701,332 for the FTF programme;

b)  Inject £2,701,332 of ERDF grant funding into the Housing Leeds Capital Programme with match funding of £1,352,926 provided from the non-traditional and hard to treat budget within the approved Housing Revenue Account Capital Programme plus £1,189,159of private sector match funding when secured;

c)  Provide authority to spend for £5,402,666 to deliver the entire FTF programme;

d)  Provide authority to procure a contractor to deliver this work using either a restricted procedure or a negotiated procedure;

e)  Due to the need to agree the funding by 31st October, permission is given to waive the call in period.

The current contract with Scope in Leeds ends on 31^st March 2020 with no extensions available. A direct award to the current provider will ensure continuity of service provision whilst a commissioning options appraisal and subsequent competitive tender process takes place.

The Director of Children & Families approved the waiver of contract procedures rules 9.1 and 9.2 (high value procurements) to award a contract to the current provider of the Inclusion Support Service and the Play Partners service, Scope. The contract will commence on 1st April 2020 and will expire on 31^st March 2021 with 1 option to extend for 12 months. The overall contract value will be £571,002.00 (£285,501 per annum).

This request seeks approval to extend an existing framework in line with Contract Procedure Rules 21.5, 21.6.1, 21.7, 21.8, 21.9.1 and 21.10 in line with CPR 10

This decision is as a direct consequence of D44985 which included the annual refresh process to invite new service providers to a framework agreement and to vary the existing framework agreement for fostering and supported lodgings service providers. 

The current framework is due to expire on 31/03/2021 and includes the option to extend for a further 12 month period, from 01/04/2021 to 31/03/2022. 

The Director of Children and Families approved the refresh process for the Regional White Rose Framework Agreement for Independent Fostering Agencies and Supported Lodgings providers in line with the terms and conditions of the existing framework agreements DN219283, DN384744 and DN383876.

Authority to procure a new framework contract for the hire of vehicles as the current contract ends on the 6th February 2020 and all extensions have been taken.

The Director of Resources and Housing approved the request to commence a new tender process for the hire of vehicles for a period of 3 years from 7th February 2020 to 6th February 2023 with the option to extend a further one 12 month period

Seeking approval of the procurement strategy as required by CPR 3.1.6 to approve the procurement of a framework of contractors to support LBS in delivering Multi-Trades Works for Civic Estate with an indicative value of £6,000,000 per annum.

This contract will be established for an initial duration of 3 Years with an option to extend for further 1 x 12 months.

The Director of Resources & Housing approved the recommendation to proceed with an OJEU Restricted Procedure procurement to establish a Multi-Trades Works for Civic Estate (Non-Housing) framework contract with up to 6 contractors for a term of 3 years with the option to extend for a further 12 months valued at £6,000,000 per annum with a maximum total contract value of £24,000,000.

To provide authority to enter into an ERDF grant agreement for TIBB to insulate back to back houses owned by Leeds City Council.

To inject ERDF grant funding into the Capital Programme with match funding provided from the non traditional and hard to treat budget, within the approved Housing Revenue Account Capital Programme;

To provide authority to spend to deliver the entire TIBB programme.

To provide authority to award a contract to deliver this work to a competitively selected contractor.

The Director of Resources and Housing:

a)  Gave authority to enter into an ERDF grant agreement for £5,256,713 for the TIBB programme;

b)  Approved the request to inject  £5,256,713 of ERDF grant funding into the Housing Leeds Capital Programme with match funding of £5,068,759 provided from the non-traditional and hard to treat budget within the approved Housing Revenue Account Capital Programme;

c)  Gave authority to spend for £10,137,519 to deliver the entire TIBB programme;

d)  Gave authority to procure a contractor to deliver this work from an approved framework.

To approve authority to spend £1.2m over the next three years in relation to the Council’s obligations for the maintenance of closed churchyards.

The Director of Communities and Environment gave authority to spend £1.2m over the next three years from the capital programme, for the purposes of keeping the Council’s closed church yards in decent order.

The Director of Communities and Environment also requested that Legal Services takes the lead to encourage a cross council discussion as a joint lobby through the LGA to raise the budgetary implications that fall onto an Authority in keeping a closed church yard in decent order.

Authority to continue to utilise the existing hire of vehicles contract  for the provision of specialist road sweepers, pavement sweepers and gully tank vehicles which have a high purchase cost of which the current provider has invested in vehicles that meet the CAZ compliance due in early 2020.

The Director of Resources and Housing approved the continued provision of up to 33 no. sweepers and 5 no. Gully Fleet at a cost of £1,100,000 per annum from 7th February 2020 – 6th February 2024 through Dawson’s Rental Materials Handling Equipment Limited.

The Chief Digital and Information Officer will be asked to approve the extension of the contract for wide area network connectivity. 

The Director of Resources & Housing approved the extension of the contract for wide area network connectivity for a further period of 1 x 12 months with an estimated value of approximately £1,200,000.

Approval to tender the Noise Insulation Contract 2019-21.

The Chief Officer (Highways & Transportation)

i)  approved the request to tender the Noise Insulation Contract 2020-22 (Extendable to 2024);

ii)  approved the proposal to issue an open tender via the Yortender system; and

iii)  approved an evaluation split of 60% quality and 40% price.

Approval to tender the Bridge Maintenance and Masonry

Repairs 2019-21 (extendable to 2023) contract.

The Chief Officer (Highways & Transportation) approved the recommendation to tender the Bridge Maintenance and Masonry Repair Contract 2019-21 (Extendable to 2023) using the evaluation criteria within the contract documents to assess submitted tenders.

Approval to carry out Phase 1 Heritage Maintenance Work at Yeadon Town Hall.

The Chief Officer Asset Management and Regeneration:

a)  Gave Authority to Spend of £630,320 from existing budgetary provision, Capital Scheme No. 16996, for maintenance work to Yeadon Town Hall.

b)  Approved the appointment of Stone Edge Ltd. as the main contractor to carry out the proposed works to Yeadon Town Hall.

c)  Noted the contract value with Stone Edge Ltd. will be £430,210.

The council’s current contracts for the supply of personal protection equipment (PPE), and workwear and uniforms are due to expire on 10th April 2020. Approval will therefore be sought to procure new contracts for the supply of these goods beyond the above date. It is anticipated that the procurement will be in two lots, one for PPE and one for workwear and uniforms. 

The Director of Resources and Housing approved:

a)  That the Council commence a procurement under the Council’s Contract Procedure Rules for new contracts for the supply of Personal Protection Equipment (PPE) and Corporate Workwear to the Council;

b)  That the tender exercise be split in to 2 lots; Lot 1 for the provision of PPE and Lot 2 for the provision of corporate workwear and that a contract be awarded to the successful tender for each lot for a term of 3 years with an option to extend for a further 12 months.

c)  The tenders received be evaluated on the basis of a 60% price and 40% on quality

In line with statutory duties, Leeds City Council and WYCA have cooperated for many years in order to secure best value and efficiency in the provision of school transport services for children in mainstream education. Each authority has separate statutory duties regarding school bus services to mainstream settings and associated education transport provision, along with statutory duty to cooperate with each other in fulfilling those duties. The cost to the Children & Families directorate is approximately £1.2m p.a  An implied agreement has been in place based on previous agreements to allow a number of technical & administrative amendments to be made, and a decision may now be taken to enter into a new agreement with WYCA for the continuance of services, which reflects the successful completion of numerous refinements.

The Director of Children and Families agrees to enter into a new cooperation agreement with WYCA, at a cost to be finalised with a net figure approximate to £1.4m.

The Director of Children and Families notes the Lead Officer for this is the Head of Commissioning and Market Management.

To authorise parking restrictions in Leeds City Council residential car parks.

The Chief Officer (Highways & Transportation) instructed the City Solicitor to advertise a draft Parking Places Order in respect of those off street car parks detailed in Appendix 1 and, if no valid objections are received, to make and seal the order as advertised.

Authority to procure a new contract for a vehicle body repair framework as the current contract ends on the 31st January 2020.

The Director of Housing and Resources approved the commencement of a procurement exercise in order to secure a contract for the provision of vehicle bodywork repairs. The contract will start on the 1st February 2020 and be for a period of 3 years, with 1 x 12 month option to extend.