Councillors and committees

Agenda, decisions and minutes

Regulations allow Committees to meet in virtual form online. Following Council approval on 13 October 2020, all meetings of the Council, its Committees and Sub-Committees will take place virtually until May 2020, subject to the prevailing public health situation.

The Response and Recovery Committee, established on 19 May this year, will continue to operate. It will discharge the functions of the Finance and Regeneration and Community and Engagement Committees, determine matters related to the Council’s Covid 19 response and determine any urgent matter which falls within the remit of another Strategic Committee. The Culture, Housing, Environment & Planning Committee has been established to discharge the functions of the Environment and Sustainable Transport and Place and Culture Committees for the remainder of the 2020/21 Municipal Year. Meetings of the Children’s and Adult’s Care and Education Committee will resume.

Regulatory Committees including Development Control Committee, Neighbourhood Planning-Sub Committees and Licensing Sub-Committees will also continue to take place virtually.

Prior to the regulations coming into effect, decisions were taken under emergency powers.

See here for all decisions taken under special urgency powers and other officer decisions taken between March - May 2020.

You can view the individual reports for this meeting by selecting the headings from the numbered list of items at the bottom of this page. Alternatively you can view the entire agenda by selecting 'Agenda Reports Pack' below.

Watch Council meetings here

Contact: Fiona Cotter, Democratic Services Team Leader  Tel: 0208 547 4607/email  fiona.cotter@kingston.gov.uk

Items
No. Item

78.

Public Question Time

A period of up to 30 minutes during which any resident of the Borough or representative of organisations operating within the Borough (other than members of the Council) may ask questions on matters relevant to the Committee.

 

Questions must be submitted in writing to democratic services@kingston.gov.uk by 10am on the working day prior to the meeting (Wednesday 27 January).

 

Minutes:

There were no questions.

79.

Petitions

 

To receive petitions which have not already been submitted electronically or in hard copy by Councillors or members of the public who live, work or study in the Borough. The petition must contain at least 20 signatures, and notice of the intention to submit the petition is given in writing to democratic.services@kingston.gov.uk by 10am on the last working day prior to the meeting.

 

Minutes:

There were no petitions.

80.

Apologies for Absence and Attendance of Substitute Members

Minutes:

Apologies were received from Councillor Davis for whom Councillor George was attending as a substitute and from Councillor White for whom Councillor Ryder-Mills was attending as a substitute.

81.

Declarations of Interest

Members of the Committee are invited to declare any pecuniary interests and any non-pecuniary (personal interests) relevant to items on the agenda.

Minutes:

There were no declarations of interest.

82.

Community Voluntary Sector Extensions of Arrangements and Contracts 2020-21 pdf icon PDF 98 KB

The purpose of this report is to seek approval to extend and vary the existing arrangements and contracts with voluntary and community sector (VCS) organisations for a further period to enable recommissioning of a new VCS model under a proposed Kington Together Community Fund. These recommendations will support the Council to work in partnership with the sector to redesign services to meet the transformation ambitions of the Council and new and emerging needs of the community.

Additional documents:

Decision:

RESOLVED that

1)    An extension to arrangements with voluntary and community sector organisations listed in the confidential annex (schedule 1) be approved in accordance with Regulation 6 (3b) of the Council’s Contracts Regulations, to support the continuity of service for a period of 6 months until 30 September 2021, at a value of £0.894m be approved.

 

2)    The permitted contract extensions for the Active and Supportive Communities Programme (Outcome 3, 4 and 5) for the providers listed in the confidential annex (Schedule 2) be approved in accordance with Regulation 16 (a) of the Council’s Contracts Regulations, for a term to 30 June 2022 for the Refuge Domestic Violence contract and for a term to 31 March 2022 for all other providers.

 

3)    Extension and variations to contracts and other funding arrangements with voluntary and community organisations, listed in the confidential annex (Schedule 2), who were commissioned under Outcome 2,3,4,5 and in scope of the VCS review, for the period until 31 March 2022, in accordance with the Regulation (16b) of the Council’s Contract regulations, be approved. This will regulate the current position for all providers listed in Schedule 2 and their respective contract values and ensure alignment with the recommissioning of the new service, total value at £3.479m

Minutes:

Members had before them the report by the Executive Director of Corporate and Communities seeking approval to extend and vary the existing arrangements and contracts with voluntary and community sector (VCS) organisations for a further period to enable recommissioning of a new VCS model under a proposed Kington Together Community Fund. These recommendations would support the Council to work in partnership with the sector to redesign services to meet the transformation ambitions of the Council and new and emerging needs of the community.

 

The report noted that the Voluntary and Community Sector (VCS) played a vital role in Kingston supporting some of the borough’s most vulnerable residents. The continued funding of local VCS organisations was an important part of ensuring the Council had an effective approach to early help and prevention. Voluntary and community organisations provided essential continuity of service support and advice to the most vulnerable including those who had been affected by or were concerned about the impact COVID-19 would have on their lives.

 

The proposed extensions of VCS contracts delivered on the ambition of the Corporate Plan 2019 - 2023 - “Kingston will be a vibrant, diverse and inclusive borough, where residents are active, empowered, engaged and able to remain independent and resilient” and Corporate Plan outcome 2 ‘to create a safe borough which celebrates its diverse and vibrant communities, with local priorities shaped through participatory democracy’ as well as outcome 3 ‘Healthy, independent and resilient residents with effective support to those who need it most’. The sustainability of the Kingston VCS was critical to the delivery of the services to the most vulnerable in the borough, whilst the Council engaged with the sector to develop Covid responsive services that would support further remodelling of the VCS offer prior to the recommissioning of VCS services to be undertaken in late 2021. This would also ensure a period of stability for the VCS sector who were focusing on delivering an enhanced or alternative service in response to Covid 19.

 

Heartfelt thanks were expressed to all the organisations and their staff and volunteers. Their work and help, collaboration and support had been most appreciated by all communities, as well as by RBK staff and Council members.

 

The Council was committed to build on a platform of shared values arising from Covid 19 that would further strengthen relations with CVS enabling the Council to work closely with CVS in future.

 

RESOLVED that

1)    An extension to arrangements with voluntary and community sector organisations listed in the confidential annex (schedule 1) be approved in accordance with Regulation 6 (3b) of the Council’s Contracts Regulations, to support the continuity of service for a period of 6 months until 30 September 2021, at a value of £0.894m be approved.

 

2)    The permitted contract extensions for the Active and Supportive Communities Programme (Outcome 3, 4 and 5) for the providers listed in the confidential annex (Schedule 2) be approved in accordance with Regulation 16 (a) of the Council’s Contracts Regulations, for a term to  ...  view the full minutes text for item 82.

83.

Highways Maintenance and Management Services Contract Award pdf icon PDF 75 KB

To approve the extension of the existing contract geographical working areas from the London Borough of Sutton only to include from the 1 April 2021 the Royal Borough of Kingston upon Thames pertaining to R J Dance Ltd in relation to undertaking reactive highway maintenance works and F M Conway Ltd for planned highway works.

Additional documents:

Decision:

RESOLVED that:

 

1)    Following the procurement process set out below that the existing contracts pertaining to LB Sutton with R J Dance in relation to undertaking reactive highway maintenance works and F M Conway for planned highway works be extended to operate within the Royal Borough of Kingston upon Thames as permitted under the contract.

 

2)    The contract will be for an initial period of 6 years with 3 possible annual extensions making a total period of 9 years (aligning with extant LB Sutton contract).

Minutes:

Members had before them the report by theExecutive Director, Corporate and Communities requesting approval of the extension of the existing contract geographical working areas from the London Borough of Sutton only to include the Royal Borough of Kingston upon Thames pertaining to R J Dance Ltd in relation to undertaking reactive highway maintenance works and F M Conway Ltd for planned highway works.

 

The report noted that the council was responsible for management and maintenance of all its Highway assets, the current contract for this is with Kier, procured through the London Highway Authority Contract (LoHAC1) and is due to expire on 31 March 2021 with no possibility of extension.

 

The recommendation was to award the RB Kingston Highways Management arrangements to the two contractors currently delivering the services in LB Sutton.  This would have a long term implication of delivering a proven, value for money and sustainable service to the Royal Borough of Kingston. It would also provide continuity of the provider for an extended period which would benefit the general service which could be delivered more effectively and efficiently by the SES, benefitting both boroughs.

 

The new contracts would have a greater focus on the contractor delivering social value for both Councils and there was a focus on increased employability, skills acquisition and connecting with local charities and social enterprises. It was anticipated that local residents would benefit from various schemes deliverable through a social value programme including training, employability programmes, sponsorship of events at local schools and mentoring young people.

 

RESOLVED that:

 

1)    The existing contracts pertaining to LB Sutton with R J Dance in relation to undertaking reactive highway maintenance works and F M Conway for planned highway works be extended to operate within the Royal Borough of Kingston upon Thames as permitted under the contract.

 

2)    The contract will be for an initial period of 6 years with 3 possible annual extensions making a total period of 9 years (aligning with extant LB Sutton contract).

 

Voting: Unanimous

84.

Street Lighting Services Contract Award pdf icon PDF 74 KB

To approve the award of the contract for Street Lighting Services in the Royal Borough of Kingston upon Thames through the provision of a joint contract that will also cover the London Borough of Sutton.

Additional documents:

Decision:

RESOLVED that:

 

Following a competitive open tendering procedure, the contract be awarded to

VolkerHighways Ltd for a period of 10 years from 1 April 2021.

Minutes:

Members had before them the report by the Executive Director, Corporate and Communities requesting that the committee approve the award of the contract for Street Lighting Services in the Royal Borough of Kingston upon Thames through the provision of a joint contract that will also cover the London Borough of Sutton.

 

The report noted that appointment of one contractor working to a consistent level of service with one client team working for both authorities across the two councils would ensure the public received the best value for money. This contract would deliver and harness improved lighting technology which would reduce energy consumption and increase the lifespan of lamps thus ensuring local residents felt safer at night, money was saved and that the council’s sustainability goals were supported. The report noted that there was a program to change all street lights in Kingston to LED,s over the next 2 years which could save up to 50% of the Council’s energy bill and reduce its carbon output by up to 500 tonnes per year.

 

The report further noted that the council was responsible for the maintenance of its street lighting assets, mainly street lights but also including illuminated signs and bollards. The current maintenance contract with Kier was due to expire on 31 March 2021.

 

The report went on to note that a collaborative procurement between the Royal Borough of Kingston upon Thames (RB Kingston) and London Borough of Sutton (LB Sutton), leading to joint service delivery meant both authorities were able to benefit from economies of scale, operational efficiency, and achievement of more competitive rates with a combined contract. The new contract had a greater focus on the contractor delivering social value for both Councils and there was a focus on increased employability, skills acquisition and connecting with local charities and social enterprises. It was anticipated that local residents would benefit from various schemes deliverable through a social value programme including training, employability programmes, sponsorship of events at local schools and mentoring young people.

 

RESOLVED that:

 

The contract be awarded to Volker Highways Ltd for a period of 10 years from 1 April 2021.

 

Voting: Unanimous

85.

Urgent Items Authorised by the Chair

Minutes:

There were no urgent items.