Cabinet Member decisions

Proposed decision:

To use the first of the two, two year options to extend the Kent Integrated Domestic Abuse (KIDAS) contract to 31 March 2024 and delegate authority to the Corporate Director of Adult Social Care and Health to use the second two year option, subject to market testing and good performance, to extend the KIDAS Contract to 31 March 2026, should it be required.

Background:

It has not been possible to bring this decision to an earlier Cabinet Committee due to the timing of the Domestic Abuse Act legislation and accompanying guidance. Whilst Domestic Abuse Act legislation received Royal Assent in April, the guidance about the new legal obligations was not published until mid-June and the government’s consultation period on this guidance does not conclude until 27 July. It is this guidance that enables the council to judge whether the existing contractual arrangements are best placed to meet its newly acquired responsibilities. With no cabinet committee date between June and September, taking the decision out of cycle gives members the most time to make any alternative recommendations, should they wish. A delay until the September committee would mean the decision could not be taken and implemented until the end of October which will leave members with little alternative but to extend.

The current term of the Kent Integrated Domestic Abuse Service (KIDAS) contract is due to expire on 31 March 2022. The contract has options to extend to 31 March 2026. The performance of the contract has been evaluated and found to be good. It is evidently delivering positive outcomes for victims of domestic abuse. The council has been allocated over £3m in new funding for 2021/22 in relation to the new statutory responsibilities under the Domestic Abuse Act.

With the guidance now published, the KIDAS contract is the ideal vehicle to use this money effectively and compliantly. It is recommended that the council exercise the option to extend the KIDAS contract contained within the contract. The first contract extension runs to 31 March 2024 at a value of £4,636,690.40. The second two-year extension available will be subsequently needed, subject to good performance and market testing. This will enable the council to respond to the future government plans for this agenda. This extension will run to 31 March 2026 and its value is £4,636,690.40.

Reason for the decision:The current term of the Kent Integrated Domestic Abuse Service (KIDAS) contract is due to expire on 31 March 2022. The performance of the Kent Integrated Domestic Abuse Service (KIDAS) contract has been evaluated and found to be good. The contract provides an ideal vehicle to mobilise the 2021/22 new funding allocation and effectively and compliantly to support the council in delivering its new statutory duties under the Domestic Abuse Act 2021.  The contract has two options to extend. The first contract extension runs to 31 March 2024 at a value of £4,636,690.40.

The second two-year extension available will be subsequently needed, subject to good performance and market testing. This will enable the council to respond to the future government plans for this agenda. This extension will run to 31 March 2026 and its value is £4,636,690.40.

As Cabinet Member for Adult Social Care and Public Health, I:  

a) AGREE to use the first of the two, two-year options to extend the Kent Integrated Domestic Abuse contract to 31 March 2024; and

b) DELEGATE authority to the Corporate Director of Adult Social Care and Health to use the second two-year option, subject to market testing and good performance, to extend the KIDAS Contract to 31 March 2026, should it be required.

Proposed decision-

To authorise the creation of a Dover Discovery Community Hub including the following KCC services Community Learning and Skills, Children Social Services, a Library, Good Day Programme Services. Delegate authority and authorise the Director of Infrastructure in consultation with the Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services to enter into a Funding Agreement setting out the funding arrangements with Dover District Council and to enter into any contracts or property arrangements required to deliver the Community Hub.

Background:

The Dover Discovery Centre is a prominent building located in Dover Town Centre. The building is currently in split ownership between KCC and Dover District Council (DDC). The District Council have ambitious plans to support the renewal of the Town Centre and support its continued vibrancy. It is in this context that the Dover Community Hub project has been developed. The new community hub will enable the relocation of the Children’s Services Team from its current location at Poultons Family Centre, provide space for The Good Day Programme, enable the redevelopment of the library and adult education to offer improved public access, and an opportunity for an improved co-ordinated service. It is envisaged that the project will bring a higher footfall to the Town Centre and improve public access to both the archaeology which sits below the building and the external ruins of the St. Martin’s Le Grand Church and the Classis Britannica Fort. The proposals have provided an opportunity to incorporate the provision of a walk-in archive facility and education room within the Dover District Council owned area, which provides an opportunity to co-locate the Dover District Council and Kent County Council local studies archive within one single space. The proposed archive facility will provide improved facilities for those undertaking local studies research and allow enhanced access to the extensive artefacts and ephemera held by the Museum.

By bringing together key services KCC will enable a more holistic service offer to the residents in Dover, in a key location that supports the wider regeneration of Dover Town Centre in a modern, fit for purpose building.

As Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services I agree to authorise the creation of a Dover Discovery Community Hub including the following KCC services, Community Learning and Skills, Children Social Services, a Library, Good Day Programme Services. Delegate authority and authorise the Director of Infrastructure, in consultation with the Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services, to enter into a Funding Agreement setting out the funding arrangements with Dover District Council and to enter into any contracts or property arrangements required to deliver the Community Hub.

Proposed decision –

to approve the Director of Infrastructure to progress with and enter into the necessary documentation to complete the freehold disposal of the land in consultation with the Cabinet Member for Finance, Corporate and Traded Services.

·     Reason for the decision – Proposed property disposal in line with the Council’s s.123 best consideration obligations and over £1million which requires a key decision.

·     Background – The disposal of c.14.28 acres of Council owned agricultural land which is  surplus to KCC requirements and allocated for residential development under current Local Plan. The land has been identified along with land in the ownership of Canterbury City Council as potential expansion of the hospital in Canterbury subject to consideration of the options available by NHS I/E. This decision seeks agreement for the inclusion of KCC’s land if required. 

·     How the proposed decision meets the objectives of ‘Increasing Opportunities, Improving Outcomes: Kent County Council’s Strategic Statement (2015-2020)’ - Securing a capital receipt to fund the capital programme and to streamline the Council’s property portfolio to achieve financial and efficiency benefits in line with appropriate policy.

As the Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services, I agree to:

Approve the Director of Infrastructure to progress with and enter into the necessary documentation to complete the freehold disposal of the land in consultation with the Cabinet Member for Finance, Corporate and Traded Services.

Reason for the decision-

KCC decision 15/00106 detailed a new End-User Device renewal programme (Technology Refresh Programme (TRP) 2017-2021).  The original devices purchased under this initiative, which are still in use within KCC, are now reaching the end of their useful life.  The replacement of devices enables continued delivery of the Council’s services and for the Council to exploit its technology capabilities.  The contract will be over £1million and is therefore a key decision. 

Background

The procurement exercise and device strategy is a key enabler to the delivery of KCC’s strategic ambition to support a modern workforce using modern technology tools. The Council over recent years has been increasing the mobility of its workforce, which has further accelerated as a result of the COVID-19 Pandemic, with over 6,000 KCC staff now working remotely. The TRP is critical to support the Council’s ongoing ambition to work flexibility and embrace a digitally enabled approach to the way services are delivered.  The strategy will consider the optimum model which supports the Council’s future operating model and include the procurement, build, distribution, and ongoing management of the devices throughout their lifecycle.  The strategy will be developed within the wider context of the Council’s Technology Strategy and ensure that the specifications are such that the Council is able to respond to the future pace of change and fully utilise the benefits of the Council’s technology investments.  

The new arrangement will need to cover the following equipment types:

•         Laptop computers

•         Tablet devices (such as Apple iPad and Microsoft Surface)

•         Monitors

•         Docking stations and other accessories

•         Desktop computers to support a community provision such as public access to PCs in libraries.

•         Mobile devices

The initial device specifications set out in the tender, will be sufficient to adequately support the various job profiles identified in the KCC Workforce Strategy.  Any device will support the latest operating systems, automated set-up and device-management, Microsoft Office 365 productivity suite and security products, and Council line-of-business applications.

The outcome of this procurement is to provide flexibility, to ensure that the Council is able to access a selection of devices to meet its business needs, for both staff and Members.  It will be designed to allow the specifications to change over the life of the contract, as device models are replaced, but also cater for new device-types as they arise within the personal computer device category.

Options (other options considered but discarded)

1.       Maintain current stock for a further 12 months - current policy is to hold laptop stock for four years and desktop PCs for five years.  The current kit has a warranty for three years, with the volume of laptop repairs increasing for the older devices over the last 12 months.  Older devices (2016/17 stock) are now needing frequent hardware support and maintenance, as well as being unable to support key modern workplace software tools (Microsoft Teams, etc).

As part of the strategy and procurement process, we will also consider the options for Device as a Service (which also encompasses device management) as well as a more traditional lease arrangement, alongside a purchase of the hardware and the current management arrangements.

As Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services,  I agree to the Technology Refresh Programme Strategy, approve the award of a contract for End-User Devices (Technology Refresh Programme), following a competitive process, and to delegate authority to the Director of Infrastructure, in consultation with the Deputy Leader and the Cabinet Member for Finance, Corporate and Traded Services, to enter into the necessary contractual negotiations and legal agreements.

Proposed decision to:

a)     AGREE that the political priorities in any preferred option for the future of Sessions House include:

                                          i.    The retention of the County Council’s strategic headquarters in Maidstone

                                        ii.    The modernisation and expansion of Invicta House as the main staff accommodation hub for Maidstone with office hubs located in other districts sized accordingly.

                                       iii.    The provision of civic accommodation in Sessions House Block C and D (Central Core)

b)    AGREE to allocate £2,082,000 from the capital feasibility MTFP allocation  to enable the further testing and the development of  a detailed financial and legal assessment and feasibility work to RIBA stage 3 for the preferred option before final detailed proposals are provided to Cabinet for a final decision to be taken.

AGREE that the Director of Infrastructure shall work with key stakeholders to test the feasibility of future alternative uses for Sessions House with detailed proposals (financially and legally assessed) to be included as part of the proposals at b above.

Background:

The Executive believe that Sessions House requires significant investment to address the building condition issues, deliver accommodation which is fit for purpose and meets our environmental commitments.  

An options appraisal was undertaken based on the pre-pandemic working styles during early 2020. It was agreed that this would be revisited, taking into account the changes in the way that we need to work post pandemic and a new accommodation model has been developed which allows a number of new options to be considered.  

The Executive have considered the options, the key policy drivers and subject to the more detailed financial and technical due diligence, have selected a Preferred Option, which will see investment in Invicta House as the key staff hub in Maidstone, with Members’ accommodation being provided from the civic core in Block C and D in Sessions House. The remaining key offices across the estate will be sized accordingly. Blocks A and B (the wings) of Sessions House will be considered as part of the wider master planning along with Maidstone East.

As Cabinet Member forDeputy Leader and Cabinet Member for Finance, Corporate and Traded Services, I:

a)    AGREE that the political priorities in any preferred option for the future of Sessions House include:

                                          i.    The retention of the County Council’s strategic headquarters in Maidstone

                                        ii.    The modernisation and expansion of Invicta House as the main staff accommodation hub for Maidstone with office hubs located in other districts sized accordingly.

                                       iii.    The provision of civic accommodation in Sessions House Block C and D (Central Core)

b)    AGREE to allocate £2,082,000 from the capital feasibility MTFP allocation  to enable the further testing and the development of  a detailed financial and legal assessment and feasibility work to RIBA stage 3 for the preferred option before final detailed proposals are provided to Cabinet for a final decision to be taken.

c)    AGREE that the Director of Infrastructure shall work with key stakeholders to test the feasibility of future alternative uses for blocks A, B and E of Sessions House with detailed proposals (financially and legally assessed) to be included as part of the proposals at b) above.

Proposed decision –

Leader of the Council to agree to enter an Inter-Agency Agreement with Tonbridge and Malling Borough Council to provide Internal Audit and Counter Fraud on their behalf.

Kent County Council (KCC) have been providing the management for the Internal Audit and Counter Fraud services in Tonbridge and Malling (TMBC) for 6 years. During this time, the performance of the team has been strong and this has been demonstrated in the delivery of annual plans and achievement of service performance indicators. At the last External Quality Assessment, the function was assessed as compliant with the Public Sector Internal Audit Standards and service improvements were made subsequently.

There is an opportunity to further build upon the current management arrangement and, in doing so, provide TMBC with greater stability and for KCC to realise the full benefits of maintaining the number and breadth of experience of their Internal Audit team from being part of a wider shared service arrangement.

In order to further build the resilience and future development of the Internal Audit service, it is proposed that the TMBC fully delegate the function to KCC under the Local Government act 1972. Through the arrangement the delegated service would report to the TMBC executive and governance structure.

Options

Three Options considered

Option 1 Maintain current secondment agreements. This would retain the management of the TMBC Internal Audit and Counter Fraud function with other staff seconded to supplement delivery. This would reduce staff resources and expertise for KCC as staff would solely be reporting to TMBC and not able to be utilised by KCC.

Option 2 Cease secondments to TMBC and no longer provide management capacity for the Borough Council. This would reduce income for the Internal Audit and Counter Fraud and reduce staff resources and expertise.

The preferred option will allow resources to be shared over delivery of the service to both Councils and provide the following benefits:

·       A stable, longer term arrangement enables KCC Internal Audit to allocate resources to TMBC and build a robust staffing structure that includes a wider range of skills and experience and will be able to consistently accommodate work across both Councils.

·       Maximise the use of our resources, efficiencies, and the capacity of our team.

·       Opportunities for auditors and fraud specialists to further widen their experience of different authorities and share good practice in local government services elsewhere.

·       Making use of the excellent skills and knowledge in the TMBC Internal Audit and Counter Fraud Team across the wider KCC team.

·       Increase resilience within the function.

As Leader of the Council, I agree to:

Kent County Council entering an Inter Authority Agreement(IAA) with Tonbridge and Malling Borough Council, and receive payment to deliver Internal Audit and Counter Fraud services to Tonbridge and Malling Borough Council; and

Delegate authority to the Corporate Director of Finance to take relevant actions, including but not limited to entering into contracts or other relevant legal agreements, as necessary to implement this decision.

The Cabinet Member for Highways & Transport is asked to give approval to accept the capital grant from Ebbsfleet Development Company and to take the Bath Street scheme through the stages of development and delivery as indicated on the proposed decision sheet attached at Appendix A and specifically for:

i.          Approval for KCC to enter into a funding agreement with EDC subject to the approval of the Corporate Director of Finance, Corporate & Strategic Services

ii.         Approval to undertake the detailed design and surveys for the Bath Street Scheme.

iii.        Approval to progress all statutory approvals or consents required for the schemes, including any transfer of land and rights;

iv.        Approval to carry out any additional consultation required for the scheme;

v.         Approval to enter into construction contracts as necessary for the delivery and future maintenance of the scheme subject to a review of the procurement strategy by the Capital Officers Group;

vi.        Approval for any further decisions required to allow the scheme to proceed through to delivery to be taken by the Corporate Director of Growth, Environment & Transport under the Officer Scheme of Delegations following prior consultation with the Cabinet Member.

Background

This fully funded scheme proposes to implement a key Fastrack link between the Northfleet Embankment East development and Gravesham Town Centre in the form of a contraflow bus lane in Bath Street.

The scheme is part of the overall Fastrack programme, which comprises 28 individual projects across Dartford, Gravesham and Ebbsfleet. Fastrack operates via congestion-free routes across a 40km network extending from Dartford to Gravesham. It is a combination of dedicated Fastrack busways, bus priority lanes and on-street running with priority at all signalled junctions.

The purpose of the scheme is to improve journey times for Fastrack passengers and facilitate additional bus stops for existing residents and those from new developments such as Clifton Slipways, The Charter and Northfleet Embankment. 

Options

EDC and KCC have considered options for the scale of the Bath Street scheme within the business case for the project. The following options were considered:

·        No implementation of the Fastrack A Route extension

·        Extension of the Fastrack A Route with routing via Overcliffe

·        (Chosen option) Extension of Fastrack Route A, including the road improvement schemes and the routing of the network via West Street and Bath Street.

The chosen option will reduce journey times for passengers and provide a short walk to access the Fastrack service for occupants and workers at the Northfleet Embankment East, Clifton Slipways and The Charter developments.

In addition to the expected journey time benefits, the appraisal exercise identified other potential beneficial effects that the scheme may generate including:

·        Additional demand from new developments served by the new route.

·        Operating cost savings derived from the journey time savings

Strategic Fit

Implementation of the scheme will support the Council in meeting its Strategic outcome for “Kent Communities to feel the benefits of economic growth by being in work, healthy and enjoying a good quality of life”. This will be achieved through the projects supporting continued operation of key transport networks in Dartford and Gravesham, as well as helping support growth by enabling new residential and commercial development.

The key priorities set out in the County Council’s Integrated Transport Strategy ‘Delivering Growth without Gridlock’ in terms of providing additional highway capacity, improving accessibility and reducing congestion will also be supported through the delivery of the project. The scheme will set out to provide improved growth and economic prosperity through having an efficient highway and transport infrastructure.

The scheme also aligns with ‘Bus Back Better’ the Department for Transport’s National Bus Strategy which encourages ‘significant increases in bus priority’ through investment in bus lanes and traffic signal priority for buses (Chapter 3, Page 46).

As Cabinet Member for Highways & Transportation, I agree to:

      i.        Formal ratification of funding agreement with EDC following the approval of the Corporate Director of Finance, Corporate & Strategic Services

    ii.        Approval to undertake the detailed design and surveys for the Bath Street Scheme.

   iii.        Approval to progress all statutory approvals or consents required for the scheme, including any transfer of land and rights;

   iv.        Approval to carry out any additional consultation required for the scheme;

    v.        Approval to enter into construction contracts as necessary for the delivery and future maintenance of the scheme subject to a review of the procurement strategy by the Capital Officer Group;

   vi.        Approval for any further decisions required to allow the scheme to proceed through to delivery to be taken by the Corporate Director of Growth, Environment & Transport under the Officer Scheme of Delegations following prior consultation with the Cabinet Member.