Decisions

Disposal of the council’s interest in the subject site the value of which exceeds £500,000.

The Director of City Development has approved that:

a) the subject site is transferred on the terms as provisionally agreed and set out in the confidential appendix, and

b) the report is exempted from call-in for reasons as set out in paragraph 4.5.3

Seeking approval to procure specialist contractors to support LBS with the delivery of a planned roofing improvement scheme to Housing properties in 2021/22. The contract will be for a duration of 10 months with a potential extension period of up to a further 3 months.

a)  In accordance with the Council’s Contract Procedure Rules 3.1.6, this report requests the Director of Resources & Housing to approved the use of the below threshold restricted procurement process via construction line as the procurement route to establish a contract with up to 2 contractors for the delivery of planned roofing improvement works to Housing properties.

b)  The Director of Resources and Housing noted that the tender will be evaluated by price only and the contract is proposed for a works period of 9 months, with an estimated total contract value of up to £600,000.

Further to Minute No. 102, 16^th December 2020 and further to subsequent consideration by the Development Plan Panel on 2^nd March 2021, the Director of City Development submitted a report which sought the Board’s recommendation to Council that the 39 proposed Main Modifications to the remitted part of the Leeds Site Allocations Plan be submitted to the Secretary of State for independent examination.

Responding to a Member’s enquiry, clarification was provided on the recommendation within the report to submit the 39 proposed Main Modifications to the Secretary of State, with explanation being provided on how the proposal which recommended the Barrowby Lane, Manston site for general employment use was reflected within that 39.

RESOLVED –

(a)  That the comments of the Council’s Development Plan Panel meeting on 2^nd March 2021, (the draft resolutions from which are detailed at Appendix 7 to the submitted report), be noted, and that the assessment of the representations received in response to the consultation exercise undertaken on the proposed Main Modifications, as detailed, together with the supporting documentation, be noted;

(b)  That Council be recommended to:-

(i)  approve that the proposed 39 Main Modifications to the Remitted part of the Site Allocations Plan (as detailed in Appendix 1 to the submitted report); the Sustainability Appraisal Addendum (in Appendix 2) and the supporting material (detailed in paragraphs 1.2) be submitted to the Secretary of State, pursuant to Section 20 of the Planning and Compulsory Purchase Act 2004 as amended, for the purpose of Examination by an independent inspector;

(ii)  invite the independent inspector appointed to hold the Public Examination, to make modifications to the Remitted part of the Site Allocations Plan, pursuant to Section 20 (7C) of the Planning and Compulsory Purchase Act 2004 as amended in order that it is sound and legally compliant;

(iii)  delegate authority to the Chief Planning Officer, in consultation with the Executive Member for Climate Change, Transport and Sustainable Development, to:-

(a) approve the detail of any updates or corrections to the submission material and any further technical documents and supporting evidence required to be submitted for consideration at future hearing sessions;

(b) continue discussions with key parties, including via statements of common ground and suggest to the Inspector any further Main Modifications, edits and consequential changes necessary to be made to the Remitted part of the Site Allocations Plan following Council approval, during the Examination; and

(c) prepare and give evidence in support of the Remitted part of the Site Allocations Plan.

(The matters referred to within this minute, given that they were decisions being made in accordance with the Budget and Policy Framework Procedure Rules, were not eligible for Call In, as Executive and Decision Making Procedure Rule 5.1.2 states that the power to Call In decisions does not extend to those decisions being made in accordance with the Budget and Policy Framework Procedure Rules)

Further to a report in November 2018, the report seeks agreement in principle to measures to help secure the timely delivery of developments within the Temple ‘Comprehensive Development Zone’.

The Director of City Development submitted a report which sought in principle agreement to measures to help secure the timely delivery of new workspace within the Temple District area. The report also sought in principle approval of an amended and initial potential Compulsory Purchase Order (CPO) boundary within this zone, which related to activity to secure the future of Temple Works and was within the wider context of supporting the city’s post-COVID economic recovery.

Following consideration of Appendix 5 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 public part of the meeting, it was

RESOLVED –

(a)  That the ongoing efforts to secure comprehensive development within the Temple District, as detailed at appendix 1 to the submitted report, to contribute towards the economic, social, or environmental wellbeing of the area, be noted;

(b)  That the amended initial and potential Compulsory Purchase Order boundary, as shown in appendix 2 to the submitted report, which relates to the strategy to secure the reuse of Temple Works, be agreed;

(c)  That the Director of City Development be requested to bring back a report later in 2021 on agreements to secure the future of Temple Works, the scope and progress on the British Library North, and on the potential of a formal CPO resolution, should private treaty negotiations not succeed;

(d)  That the principle of the Council exercising its statutory powers and entering into the proposed land transaction under Section 203 Housing and Planning Act 2016 and section 227 Town & Country Planning Act 1990, as per the proposal contained at paragraphs 3.38-3.39 of the submitted report, be supported, and which is subject to the conditions outlined at paragraph 3.50-3.51, and also the development of legal agreements as per exempt appendix 5; with the Board’s agreement also being given for the Director of City Development to consult with each of the affected landowners;

(e)  That the Director of City Development be requested to report back with a further report on the section 203 proposal, with recommendations on the formal resolution for the Council to utilise these powers.

(It was noted that whilst Councillor Robinson was attending the Board meeting in a non-voting capacity, were he able to, he would have abstained from voting on the decisions referred to within this minute, under the provisions of Council Procedure Rule 16.5)

Executive Board will be asked to:

·  Note that following the successful application to MHCLG from Leeds City Region authorities to form a Levy Pool from 1^st April 2021, the existing North and West Yorkshire Pool will be revoked on 31^st March 2021;

·  agree to the formation  of a new Joint Committee to oversee the new Leeds City Region Business Rates Pool;

·  and approve the Memorandum of Understanding – Governance Agreement.

The Chief Officer (Financial Services) submitted a report which, following the success of the 7 Leeds City Region (LCR) authorities to be designated as a 50% retention business rates pool from 1st April 2021, provided an update on the successful application for a new 2021/22 LCR Business Rates Pool; noted the revocation of the 2020/21 North & West Yorkshire Business Rates pool; sought approval regarding the Leader of Council’s position on the associated Joint Committee for 2021/22, together with agreement of the Memorandum of Understanding and Terms of Reference for the 2021/22 LCR Business Rates Pool.

Responding to a Member’s enquiry regarding the availability of public information on the decisions taken by the business rates pool and the availability of that information for the relevant Scrutiny Board, it was noted that the decisions taken by the pool would continue to be published and would be available for consideration.

RESOLVED –

(a)  That the update on the new 2021/22 Leeds City Region Business Rates Pool, as detailed within the submitted report, be noted;

(b)  That the revoking of the 2020/21 North & West Yorkshire Business Rates Pool on 31st March 2021, be noted, and that agreement be given to disband the current North & West Yorkshire Pool Joint Committee on the same date;

(c)  That agreement be given to appoint the Leader of Council to a new Joint Committee to oversee the new Leeds City Region Business Rates Pool, with such a Joint Committee to consist of the Leaders of those Authorities as specified in paragraph 3.2.3 of the submitted report, and which would have the Terms of Reference as submitted;

(d)  That the Memorandum of Understanding, as presented at Appendix B to the submitted report, which sets out the governance arrangements for the Leeds City Region Business Rates Pool, be noted and agreed;

(e)  That the Terms of Reference for the new Leeds City Region Joint Committee, as detailed at Appendix C to the submitted report, be noted and approved;

(f)  That the necessary authority be delegated to the City Solicitor to enable the City Solicitor to seek the formal agreement of the other 6 members of the Pool to the new arrangements.

The Chief Officer (Financial Services) submitted a report which set out the Council’s projected financial health position for the 2020/21 financial year, as at Month 10.

Responding to a Member’s enquiry, the Board was provided with an update on the current forecasting with regard to Council Tax and Business Rates collection rates for 2021/22.

In response to a further enquiry, the Board was provided with an update on the projected underspend within the Housing Revenue Account, which was primarily due to the reduction in the revenue contribution required to support its capital programme, given such works were unable to be undertaken during the first wave of the pandemic. It was noted that such underspend would carry forward into 2021/22, and that over the coming months a better indication would become available regarding the level of capital works which would be achievable during 21/22.

RESOLVED –

(a)  That the projected financial position of the Authority as at Month 10, as detailed within the submitted report, be noted, and that the projected impact of COVID-19 on that position also be noted;

(b)  That it be noted that for 2020/21 the Authority is forecasting a balanced budget position;

(c)  That it be noted that the position as reported does not reflect the potential effects of any further local or national lockdown arrangements not yet introduced, which could impact upon the submitted financial projections.

To agree with the strategic direction of the market over the next five years. This will impact on the communities it serves, as well as the businesses within the market itself.

The Director of City Development submitted a report which presented the proposed 2021 – 2026 Kirkgate Market Strategy for Members’ consideration. The report and the appended strategy provided details of the market’s current situation, one that showed significant investment and commitment to the market by a range of partners, but also which highlighted the fact that the market was operating in the most challenging retail environment that the UK had seen for many years.

In presenting the submitted strategy and covering report the Executive Member highlighted a number of points including the key role that the market played in Leeds’ city centre offer, the investment which continued to be made to the market’s infrastructure and the ongoing support for traders, which included the provision of a rent discount scheme. Members also received an update on the market’s occupancy levels, and the innovative work being undertaken with the aim of increasing the customer base. Emphasis was also placed upon the flexible approach which was required in order to enable the market to adapt to the challenging retail environment.

Responding to a Member’s enquiries, the Board was provided with details on the collaborative approach which continued to be taken with traders. Also, it was undertaken that the market’s offer would be monitored so that it could be adapted, as appropriate, in response to the evolving retail environment and customer demands and habits. 

In response to a Member’s enquiry regarding the market and the Council’s prudential borrowing, it was noted that a programme of works on the market in 2014/15 had been supported by prudential borrowing. Also, it was noted that the Council’s Capital Programme, as approved by full Council in February 2021, did include provision of £7.17m towards further maintenance works at the market, which would have a borrowing implication. Officers undertook to provide further detail on such matters to the Member in question, however, in conclusion, it was highlighted to the Board that although the Council’s levels of prudential borrowing would have an effect on the Authority’s overall financial position, it had no direct impact upon traders or matters such as rent levels. 

Members discussed and received further information regarding the development of the market in line with the strategy, and ensuring that its offer remained sustainable and inclusive.

RESOLVED –

(a)  That the content of the Leeds Kirkgate Market Strategy, as appended to the submitted report, be noted; and that the Council’s commitment to Leeds Kirkgate Market be reaffirmed, with the detailed actions contained within the strategy document being agreed, in order to achieve the five year strategy 2021-2026;

(b)  That agreement be given that the strategy must remain flexible throughout this period in order to allow the market service to adapt to the changing nature of retail on the high street and recover from the impact of the Covid-19 pandemic;

(c)  That it be noted that the Chief Officer (Operations) and the Head of Markets will be responsible for the implementation of the actions arising from the Strategy, in accordance with the timescales contained within it.

Further to Minute No. 117, 10th February 2021, the Chief Executive submitted a report which provided an update on the response to the Covid-19 pandemic across the city including vaccination rollout, outbreak management, service impacts, and current issues and risks. The report focused upon the plan for the year ahead, in line with the national roadmap for exiting restrictions. The report also noted that the city’s multi-agency command and control arrangements continued to be used with the Response and Recovery plan, aiming to mitigate the effects of the pandemic on those in the city, especially the most vulnerable.

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 section 11.9 of the submitted report, and as detailed in Minute No. 134.

By way of introduction to the report, the Leader highlighted that it was approximately 12 months since the city’s response to Coronavirus had begun.

The huge impact of the pandemic upon the city was recognised, with the Board being provided with an update on the number of people who had died in Leeds as a result of Coronavirus to date.On behalf of the Council, the Leader extended his sympathies to the families and loved ones of all those who had lost their lives, with it being noted that at the appropriate time, a fitting memorial would be put in place for the deceased.

Responding to a Member’s enquiries regarding the provision and take up rate of grants to support businesses during the Coronavirus restrictions, the Board was provided with further detail on the actions being taken by the Council on such matters including the additional resource introduced to administer the grant process. An update on the provision of additional restriction grants was also provided, and with regard to the provision of grants generally, it was highlighted that the Council aimed to strike the correct balance between efficiently delivering the grant system whilst ensuring that appropriate checks of applications were also in place. 

In response to a Member’s enquiry, the Board received an update on the current position regarding the recently announced scheduled closure of the NHS Nightingale Hospital in Harrogate, and also with regard to the additional mortuary facilities which had been established in Leeds in response to the pandemic.

Reflecting upon the progress being made on vaccination delivery and lateral flow testing, in response to a Member’s enquiry, the Board was provided with an update on the data that such processes had revealed, and how that would inform strategies such as encouraging vaccine take up rates moving forward.

RESOLVED –

(a)  That the full range of activity which has taken place in the last month, together with the work that is underway to prepare for the safe reopening of services and the economy in the coming months, be noted; with the continued need for everyone to play their part while restrictions remain in place, be recognised;

(b)  That the refreshed Response and Recovery Plan, as detailed at Annex A to the submitted report, which includes a focus upon planning for the year ahead, be noted; and that agreement be given for the progression of the approach towards planning and reporting, as detailed;

(c)  That it be noted that planning is underway for the lifting of restrictions, whilst work continues to: roll out vaccinations as quickly as possible, control the spread of the virus and its variants, undertake local contact tracing and asymptomatic testing, protect the health service, undertake compliance and enforcement activity, and deliver support to vulnerable people and businesses;

(d)  That in respect of the financial implications for the Council arising from the Coronavirus pandemic, the contents of the submitted report be used as context when the Board considers the more detailed finance based report, as presented elsewhere on the Executive Board agenda.

Outcome of consultation to permanently expand Bramhope Primary School from 40 to 60 reception places from September 2022.

The Director of Children and Families submitted a report which presented the outcomes from a consultation exercise undertaken regarding a proposal to expand primary school provision at Bramhope Primary School and which sought provisional approval for the necessary ‘authority to spend’ in order to deliver the proposed expansion.

By way of introduction to the report, the Executive Member provided further detail regarding the consultation exercise which had been undertaken.

The Board made reference to the fact that Executive Members had been contacted by the local community on this issue, with specific reference being made to the residents’ letter from 67 signatories which had been provided to Board Members for their information. In considering the issues which had been raised, Members were advised of the range of measures which were proposed to be put in place regarding transport, highways and road safety, with it being undertaken that the effectiveness of such measures would be monitored, so that consideration could be given to adapting them, as appropriate. 

RESOLVED –

(a)  That the outcome of the consultation undertaken on a proposal to expand Bramhope Primary School, by permanently increasing the number of Reception places from 40 to 60 from September 2022, gradually increasing the overall capacity of the school from 280 to 420 pupils, be noted;

(b)  That provisional approval for the authority to spend (ATS) of £1.2m in order to deliver the proposed expansion at Bramhope Primary School, be granted;

(c)  That it be noted that the implementation of the proposal is subject to the outcome of further detailed design work and any planning applications, as indicated at section 4.4 of the submitted report, with it also being noted that the proposal has been brought forward in time for places to be delivered for 2022;

(d)  That it be noted that the responsible officer for implementation of such matters is the Head of Learning Systems.

Further to Minute No. 91, 24th November 2020, the Chief Executive submitted a report which presented a draft Protocol for Concurrent Functions and Associated Statutory Consents between the Constituent Councils and the Mayoral Combined Authority for Members’ consideration and which sought approval that it be adopted.

The submitted report was welcomed, with it being noted that work continued on the scrutiny arrangements of the Mayoral Combined Authority, which would be the subject of separate arrangements.

RESOLVED –

(a)  That the draft Protocol for Concurrent Functions and Associated Statutory Consents, as detailed at Appendix 1 to the submitted report, be approved, and that agreement be given for the Chief Executive to sign it on behalf of the Council;

(b)  That the necessary authority be delegated to the Chief Executive, to enable the Chief Executive, in consultation with the Leader of Council, to agree any subsequent changes to the Protocol.

Approve authority to spend and incur expenditure of from capital scheme number 33177/LAU/000 for works associated with opening Laurence Calvert Free School (7FE) on a temporary site for September 2021. The costs are currently being finalised and will be included in the final version of the Executive Board report.

The Director of Children and Families and the Director of City Development submitted a joint report regarding the proposal to open a temporary school on a site adjacent to the Cockburn Laurence Calvert Free School for September 2021 in order to meet a 7 form of entry shortfall in South Leeds, in advance of the Cockburn Laurence Calvert free school opening between 2022 and 2023. The report also sought the related ‘authority to spend’ and incurring of expenditure to deliver the proposal.

In considering the submitted report, Members discussed the current position regarding the delivery of the Cockburn Laurence Calvert free school, the timeframes involved, the respective roles of the Government and the Council in this process and also the timing of the submitted report to Executive Board.

RESOLVED –

(a)  That the continued secondary place pressure in South Leeds and the ongoing measures developed to address those pressures, be noted;

(b)  That the approval received from the Department for Education for the opening of a temporary Cockburn Laurence Calvert 7 form of entry School for provisionally up to 2 years, in advance of the permanent Cockburn Laurence Calvert School opening, to address the shortfall of places in inner South Leeds, be noted;

(c)  That the authority to spend and the incurring of £4,932,032 capital expenditure from capital scheme number 33177/LAU/000, be approved; with it being noted that revenue costs of £1,781,229 will also be incurred for construction works associated with the opening of the temporary Cockburn Laurence Calvert Free School (7 form of entry) on a site adjacent to the permanent school location for September 2021;

(d)  That the requirement for the approval of the temporary school site being subject to a Development Agreement between the Department for Education and the Council for the creation of the school, be noted; and that approval be given for the necessary authority to be delegated to the Director of City Development to enable the Director to approve and enter into the Development Agreement, as detailed in Section 3.2.3 of the submitted report;

(e)  That it be noted that within the Development Agreement is the requirement to enter into an Agreement for Lease for Cockburn Multi Academy Trust for the site; and that the principle terms of the Agreement for Lease, as detailed in section 3.2.4 of the submitted report, be approved; with approval also being given to delegate the necessary authority to the Director of City Development to enable the Director to conclude the details of the final lease agreement;

(f)  That it be noted that the programme dates, as identified in section 3.2 of the submitted report require the Council to award the construction contract on the 22nd March 2021, which is within the associated Call In period; and in order to maintain the critical timeline to ensure the success of the project, approval be given to exempt the resolutions arising from the submitted report as detailed within this minute, from the Call In process, for the reasons as set out within paragraph 4.7.1 of the submitted report;

(g)  That it be noted that the officer responsible for the implementation of such matters is the Head of Service Learning Systems in Children and Families directorate.

(The Council’s Executive and Decision Making Procedure Rules state that a decision may be declared as being exempt from the Call In process by the decision taker if it is considered that the matter is urgent and any delay would seriously prejudice the Council’s, or the public’s interests. In line with this, the resolutions contained within this minute were exempted from the Call In process, as per resolution (f) above, and for the reasons as detailed within section 4.7.1 of the submitted report)

Request for the provisional Authority to Spend to build a new four bedroom residential home for children with complex needs.

Delegate approval of the Design and Cost Report (DCR) to Director of Childrens and Families.

The Director of Children and Families submitted a report that presented background information regarding the reasons for the proposal to build a new specialist children’s home for children with Autism and complex needs, and  alongside this, the report detailed the works which were proposed to be undertaken to deliver the home.

By way of introduction to the report, the Executive Member confirmed that the proposal was to provide a permanent home for four children with complex needs including learning disabilities and Autism, who were currently located outside of Leeds.

Members then discussed the ongoing work and aspirations of the Council regarding the provision of care for Children Looked After, with further detail being provided on the arrangements in place to monitor the wellbeing of those looked after children who were located in placements outside of Leeds.

RESOLVED –

(a)  That the current project cost estimate of £1.858m for the construction work and associated fees to facilitate the build of the new specialist children’s home for children with Autism and complex needs, be noted;

(b)  That the approval of the ‘Authority to Procure’ (ATP) and the Design and Cost Report (DCR) be delegated to the Director of Childrens and Families;

(c)  That it be noted that the Chief Officer Social Work will be responsible for the appointment of all required staff to the new specialist children’s residential home.

Further to Minute No. 120, 7^th January 2020, the Director of Children and Families submitted a report which presented the Leeds Safeguarding Children’s Partnership’s (LSCP) Annual Report for the period 2019/20. The report highlighted the identified areas of good practice, the areas for continued focus and also the safeguarding priorities for the city.

The Board welcomed Jasvinder Sanghera CBE, Independent Chair of the LSCP to the meeting, who was in attendance in order to introduce the key points of the annual report and to highlight key priorities.

By way of introduction, the Executive Member and the Independent Chair highlighted the development of a new Children and Young People’s Partnership model, the ongoing focus upon the safeguarding arrangements in place for young people when transitioning into adulthood, and again reiterated the collaborative approach being taken between the safeguarding boards in Leeds. Detail was also provided on the work undertaken on the priority of addressing and raising awareness in respect of domestic abuse.

Responding to a Member’s enquiry, the Board was provided with further detail on the arrangements in place to monitor the wellbeing of Children Looked After who were in placements located outside of the Local Authority’s boundary, with the Independent Chair undertaking that this matter could be taken forward for further consideration.

Also, the Board received further information on the work being undertaken by the LSCP regarding elected home education.

In relation to the Managed Approach to on-street sex working in Leeds, and any implications relating to the safeguarding of children arising from that, the Independent Chair noted a Member’s comments on this and undertook to consider that matter further.

RESOLVED –

(a)  That the contents of the submitted report, together with the LSCP’s Annual Report, as appended, including the identified areas of good practice and the areas for continued focus, be noted and endorsed;

(b)  That the safeguarding priorities for the city, as identified in the Leeds Safeguarding Children Partnership Annual Report for 2019/20, be noted and endorsed.

Further to Minute No. 119, 7^th January 2020, the Director of Adults and Health submitted a report that presented the Leeds Safeguarding Adults Board’s Annual Report for 2019/20, which summarised the Board’s achievements over the relevant 12 month period and set out its ambitions for the coming year.

By way of introduction to both the Leeds Safeguarding Adults Board Annual Report and the Annual Report of the Leeds Safeguarding Children Partnership, the Executive Member highlighted the cross-board working taking place between those Boards and the Safer Leeds Board, and also emphasised the importance of the ‘Talk to me, hear my voice’ initiative as the guiding principle for Leeds’ approach towards Safeguarding policy.

The Board welcomed Richard Jones CBE, Independent Chair of the Leeds Safeguarding Adults Board to the meeting, who was in attendance in order to introduce the key points of the annual report and to highlight key priorities. As part of the introduction, specific reference was made to the ongoing work being undertaken around the impact upon vulnerable adults from the lockdowns and restrictions arising from the pandemic, and also the safeguarding work which continued to be undertaken with sections of the Black, Asian and Minority Ethnic (BAME) community.

Responding to a Member’s enquiry regarding the ways in which the work of the Board could be further communicated by Elected Members within their respective Wards, the Independent Chair undertook to take this matter away for further consideration, so that Members could be provided with further information and support on this.

RESOLVED –

(a)  That the contents of the submitted report, together with the appended Leeds Safeguarding Adults Board Annual Report 2019/20 and the Board’s Strategic Plan, which reflects the Board’s ambitions for 2020/2021, be noted;

(b)  That the strategic aims and ambitions of the Leeds Safeguarding Adults Board, as detailed within the submitted report and appendices, which look to make Leeds a safe place for everyone, be supported.

The Department for Work and Pensions have announced an extension to the COVID Winter Grants Scheme until 16^th April 2021 having initially intended to be ending on 31^st March. Previous. Leeds will be receiving £986,468. The funding has been allocated to local authorities across the country to provide food and fuel support to vulnerable families and individuals. 

A decision is required to confirm the allocation of this funding to provide children entitled to free school meals, families in poverty and with no recourse to public funds with free school meals over the Easter holidays.

This key decision is to accept £986,468 of this funding, which is will be allocated to Children & Families, who will work with Catering Leeds and schools in Leeds directly to provide support.

In addition it is recommended that Leeds City Council accepts any further future grants made by Government to provide meals over school holiday periods for children eligible for free school meals or living in poverty.

The Director of Children and Families agreed to;

a)  Accept the £986,468 COVID Winter Grant Extension funding from the Department for Work and Pensions for 2021.

b)  Exempt this decision from call-in, in order for the funding to be used for provision of free school meals to children living in poverty in the city for the Easter 2021 school holidays.

c)  Accept any further future funding allocated from Government for the provision of free school meals for school holiday periods for children eligible for free school meals and/ or living in poverty.

The Deputy Director of Adults and Health approved the modification of contracts during their term under Regulation 72 (1b) (i) & (ii) of the Public Contracts Regulations 2015 to increase the scope of the existing contract with Aspire Services (Leeds) Limited  for the provision of learning disability community support services .  This will commence 1st August 2021 for a period of 12 + 12 months at a maximum cost of £21,038,000 per annum.

Request approval to invoke Contracts Procedure Rules 10 and 21.6 to modify the end date of the existing Leeds Interim Framework Agreement with providers delivering support and accommodation for care leavers and vulnerable young people (16-25 years).

The Leeds Interim Framework Agreement commenced on 19/12/2018 to 31/01/2020 with the opportunity for an extension to 31/07/2020 undertaken.  A modification to the framework was then undertaken from 01/08/2020 to 31/03/2021. 

Approval is now requested to modify the end date from 01/04/2021 to at least 31/07/2021.

To further modify the existing Leeds Interim Framework Agreement to support Leeds City Council in its statutory duty to provide support and accommodation for care leavers and vulnerable young people (16-25 years).

To invoke Contracts Procedure Rules 10 and 21.6 to modify the end date of the existing Leeds Interim Framework Agreement with providers delivering support and accommodation for care leavers and vulnerable young people (16-25 years). The Leeds Interim Framework Agreement commenced on 19/12/2018 to 31/01/2020 with the opportunity for an extension to 31/07/2020 undertaken. 

A modification for the period of 8-months ran from 01/08/2020 to 31/03/2021.  A further modification will run for the period of 9-months from 01/04/2021 to 31/12/2021.  There are no further opportunities to extend or modify this Framework Agreement.

The provision under the Public Contract Regulation 72(1) sets out the conditions required to allow the extension or modification of an existing contract can take place without a new procurement procedure.

The requirement for the modification to the Leeds Interim Framework Agreement has been brought about by circumstances which the local authority could not have foreseen, COVID-19; this does not change the overall nature of the framework; to deliver quality placements for our children looked after and care leavers (16-25 years).

The increase in price does not exceed 50% of the value of the original contract.

This decision links to D47900 where details of the original decision can be found.

To agree to enter into a funding agreement with the West Yorkshire Combined Authority to support development of highways schemes.

The Chief Officer (Highways and Transportation):

i)  Signed and agreed the terms set out in the funding agreements deed between West Yorkshire Combined Authority (funder) and Leeds City Council (recipient).

ii)  Noted the funder has agreed to pay the grant to the recipient solely for the Corridor Improvement Programme Phase 2 project in accordance with the terms and conditions set out in the funding agreement.

iii)  Noted the work undertaken to date on these projects under LPTIP.

Expansion project to provide essential accommodation necessary to facilitate the increase in the published admissions number from 1,125 pupils to 1,425 pupils with effect from September 2022.

The Director of Childrens & Families agreed to:

a)  Approve the expenditure of up to £6,158,887 from capital scheme number 33178/HOR/000 via a grant agreement to financially contribute towards the construction work and associated costs for the expansion of Horsforth School.  Noting that the project will be self-delivered by Horsforth School, with oversight from City Development’s Projects & Programmes Team, on behalf of Childrens & Families.

b)  Approve the ‘grant agreement’ with Horsforth Academy for up to £5,942,431 for them to self-deliver the expansion project at Horsforth School, noting that this figure includes an agreed contingency which will require approval from both parties to utilise.

c)  Approve the need to enter into the associated legal documents, including, but not exclusive to, the compound lease and Academy lease.

d)  Note the programme dates identified in section 3.3 of this report, in relation to the implementation of this decision, represents the critical path for project success and must be adhered to where possible. 

e)  Note that the officer responsible for implementation is the Head of Service Learning Systems.

The Director of Public Health :

1.  Approved authority to proceed with a competitive procurement process, as outlined in this report and in line with Contract Procedure Rules (CPRs) 3.1.6, to procure a suitable provider/s to deliver a new Locality Community Health Development and Improvement Service for a period of 5 years commencing 01 April 2022 (with an option to extend for a period of up to 36 months in any combination) with a maximum budget of £720,552 per annum (£5,764,416 for the overall contract period). 

2.  Note that a further report to approve the contract award which will be a direct consequence of this key decision will be submitted for approval at the end of the procurement process and will therefore be a significant operational decision at most which will not be subject to call in.

Due to the COVID-19 pandemic we are unable to undertake a procurement exercise for the Supply of Community Equipment commencing 2021. Since the current contract is a framework agreement we aim to identify the amount quantity and type of equipment purchased from our contracted providers over the last 12 months, so we can continue to purchase similar quantities for the next 12 months until 31st May 2022 under the existing terms and conditions.

The Deputy Director of Adults and Health:

Approved the use of Regulation 72(1)(c) of the Public Contracts Regulations 2015 to vary the end date of the framework agreement for the supply of Assistive Technology Equipment for Daily Living to 31^st May 2022. 

Implementation discussions will take place with the suppliers once the variation to the framework agreement is agreed.

The proposed timescale for implementation is 1^st June 2021 until 31^st May 2022.

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

The Director of Adults and Health will be recommended to approve the fee uplifts for externally commissioned home care services, care homes, extra care services, shared lives and uplifts for direct payments together with approving the process of individual fee negotiations with providers of services for working age adults.

The Deputy Director of Adults and Health:

a)  Approved an increase of 1.5% in the hourly rates for the externally commissioned home care services with the Primary and Framework Providers, in accordance with the specified costing model contained within the terms and conditions of the contract.

b)  Approved the fee increase and agree the new cost structure stated in paragraph 3.19 of this report for the independent sector older people’s care homes overarching agreement for the financial year 2021/2022.

c)  Approved an increase in the hourly rates for Extra Care and the Direct Payments rate for Personal Assistants, in accordance with the home care rate increases to be applied to the Primary and Framework providers as stated in the report.

d)  Approved an increase of 1.5% in the hourly rates for home care services commissioned on a spot purchase basis.

e)  Approved the allocation of £1,480,610 to manage all uplift requests for 2021/2022 for all independent sector Learning Disability providers and £376,280 to manage all uplift requests for 2021/2022 for all other working age adult independent sector providers.

f)  Approved the process of individual fee negotiations with providers of services for working age adults, during the course of 2021/22, based on the use of the Care Cost Calculator and on rigorous value for money audits of the Service Cost Analysis Form (SCAF) submitted by the providers.

·  Agreed that all increases in fees shall be applied from the 1st April 2021.

To note that the relevant Head of Commissioning will implement this decision immediately following the expiry of the call in period by issuing letters to the care providers to inform them of this decision and updating the Client Information System to allow payments to be made at the new rate or commencing the relevant discussions with providers where relevant.

a)  The Deputy Director of Adults and Health approved the modification of the Community Home Care Service contract under Regulation 72 (1) (b) of the Public Contracts Regulations 2015 to modify the contract for 12 months from 1^st June 2021 to 31^st May 2022 with the option to extend for up to a further 12 month period with the list of providers appended to this report under Appendix 1.

The Deputy Director of Adults and Health noted that the Head of Service, Commissioning and Business Development, Older Adults, will oversee the implementation of this decision

The contract with Gipsil to deliver the Engage Leeds service is due to expire on 31^st March 2022. The decision concerns an extension of the contract, which contains provision for extending for up to 36 months.

The proposal is to utilise the full extension available and to vary the contract to include additional posts funded with external resources from the Ministry of Housing Communities and Local Government (MHCLG). This is a Key Decision as the cost of the extension exceeds £500,000.

The Director of Resources and Housing has:

a)  Approved an extension of three years under Contracts Procedure Rules (CPR) 21.1 to the existing contract with GIPSIL Limited for the Engage Leeds Service, with effect from 1st April 2021 for a maximum value of £3,711,750 per annum.

b)  Approved the acceptance of the MHCLG funding of £314,684 revenue funding as a result of the Council’s bid to the Next Steps Accommodation programme; and funding from the Flexible Homeless Grant of up to £240,000 for the Navigator posts.

c)  Approved the modification of the contract value under Regulation 72 (5)  of the Public Contracts Regulations 2015 to include three Navigator posts with the NSAP funding totalling £314,684 for three years, along with funding for two further Navigators through the Flexible Homeless Grant for funding up to £240,000 over a period of up to 3 years. These figures are in addition to the value of the contract price of £3,711,750 per annum. The maximum total value of the variation will be no greater than £554,684, an increase of 1.86% when taking into consideration the overall contract value of £29,694,000.

To undertake an external procurement in accordance with CPR 3.1.6 to provide contractor resources to support the delivery of Electrical works for Non Housing works, city wide. The framework will be for a maximum 4 year period (3+1)

The Director of Resources & Housing approved the use of a below threshold procurement procedure to establish a framework agreement of up to 5 contractors to deliver electrical works to non-housing council properties, valued at £550,000 per annum, starting on 1st September 2021 for a term of 4 years with no provision to extend. The maximum value of the framework agreement will be up to £2,200,000.

Determination of the formula to be used to allocate the Early Years block of the Dedicated Schools Grant, including the hourly funding rates to be paid to all Free Early Education Entitlement (FEEE) childcare providers.

Determined the FEEE funding to be paid to providers as:

2 Year Old Funding - £5.36 per hour per eligible child

3 and 4 Year Old Funding

Determined the formula for the FEEE income as:

£0.18 centrally retained

£0.26 deprivation supplement

£0.05 SENDIF

£4.46 base rate paid to all providers (up £0.08 on 2020-21)

For Leeds City Council to accept £3,532,450 from the Department for Education’s Holiday Activities and Food fund to deliver healthy activities in school holidays in 2021.

For the Council to adopt a mixed delivery model based on previous experience of delivering schemes.

The Director of Communities and Environment approved the requests to;

a)  Accept the £3,532,450 Holiday and Activities funding from the Department for Education for 2021.

b)  Agree to the mixed model delivery approach whereby Leeds Community Foundation commission third sector provision across the district, and the Council deliver through schools and community hubs.

c)  Agree the approach and funding for Easter 2021 provision.

d)  Exempt this decision from call-in, in order to receive funding from the Department for Education.

Authority to Spend from the HRA to conclude implementation of the Housing IT Solution project.

The Director of Resources and Housing gave Authority to Spend for an additional £2.745m from the HRA capital programme.

Seeking approval to procure up to 7 contractors to

support LBS with the delivery of non-housing roofing

responsive repairs and planned schemes. The

framework will be for an initial 3 years period with the

option to extend for a further 12 months. The total

contract value is approximately £2,800,000.

The Director of Resources and Housing approved a below threshold restricted competitive procedure to establish a framework agreement of up to 5 contractors, valued at £700,000 per annum, starting on 1st September 2021 for a term of 4 years. The maximum value of the framework agreement will be up to £2,800,000.

To seek authorisation to commence the procurement process to go out to tender for the supply of litter bins to Leeds City Council.

The Director of Communities and Environment noted the content of this report and approved the commencement of the procurement for the supply of a Leeds type litter bin, on street recycling bins and low quantities of other litterbins with the contract being effective from 22nd May 2021 for a period of up to 5 years (1 year plus opportunity to extend annually up 5 years in total) to commence after the current contract expires.

Implementation of DIS service, job role changes and staffing reductions.

The Director of Resources & Housing approved the operating model and structure change proposals as set out in this report.

To give an update on resettlement to date in Leeds, and gain approval to accept additional numbers.

The Director of Communities & Environments approved the resettlement of 60 individuals in 2021/22 through the UKRS.

To re-locate family services from Garforth Academy (where space is needed to expand school places)  and expand Children’s Centre family services into the Firthfields building with room for Early Start offer 0-19 co-located services.

To remove childcare provision at this nursery which is surplus to demand for childcare in the area which is over provided by private sector nurseries

1. To re-locate family services from Garforth Academy where space is needed to expand school places and expand Children’s Centre family services into the Firthfields building with room for Early Start offer and 0-19 co-located services.
2. To remove childcare provision at this nursery which is surplus to demand for childcare in the area which is over provided by private sector nurseries.