Officer Decisions

Date of Decision:

1^st October, 2024

Title:

Jet vacuum Gully Tanker Purchase – Fleet Replacement Plan

Decision Maker:

(Including Job Title)

Sam Barstow 

Assistant Director Community Safety and Street Scene 

Specific Delegation:

(If any)

Cabinet Decision 20^th March 2023:

Delegates authority to the Strategic Director of Regeneration and Environment, in consultation with the S.151 Officer, and Cabinet Member for Transport and the Environment to enter into the necessary procurement agreements to effect the delivery of the report objectives. 

Brief Description of Decision:

Secure the purchase of 3 Jet Vacuum Gully Tankers that meet the required technical specification and procurement evaluation criteria to release c.£900k of approved funding to fulfil the requirements of the Fleet Replacement Plan.

Reasons for the Decision:

As set out in the Cabinet report dated 20^th March 2023 - To act on deliverables outlined in The Fleet Replacement Plan.

Details of alternative options considered and rejected:

The alternatives considered and rejected were:

• Continue to hire the required Jet Vacuum vehicles at costs of circa £113,000 per annum, at current hire rates. This option was rejected due to the ambition of the Fleet Replacement Plan to remove the dependence on hire companies and the potential risks to budgets and service delivery involved.
• Purchase 3 battery electric Jet Vacuum vehicles. This option was rejected as significant additional funding would be required for this option to support the vehicle, necessary infrastructure, and maintenance.

Conflicts of interest declared by any Executive Member consulted by the decision maker which relates to the decision:

None

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

PublicreportspackMonday20March2023

Procurement Business Case

Date of Decision:

19/9/24

Title:

Corporate Debt Policy

Decision Maker:

(Including Job Title)

Judith Badger, Strategic Director Finance and Customer Services

Details of Specific Committee Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

Councillor Alam

Cabinet Member for Corporate Services and Finance

Decision:

It is recommended that the Corporate Debt Policy and its supporting frameworks be approved and published on the Councils’ website.

Reasons for the Decision:

To review and update the existing Corporate Debt Policy which was produced in 2022.

Where the decision is made under specific delegation from a decision making body, the names of any member of the relevant body who has declared a conflict of interest in relation to the decision and name of the body granting the specific delegation and the date when it did so:

N/A

Reports or parts of reports considered

Cabinet-Report--including-Audit-Trail-Form

Date of Decision:

30^th September 2024

Title:

Fleet Transport Policy 2024

Decision Maker:

(Including Job Title)

Sam Barstow, Assistant Director, Community Safety & Street Scene

Specific Delegation:

(If any)

As per the Constitution and the Regeneration and Environment Sub-scheme of Delegation:

The Assistant Director is authorised in the discharge of any executive function not otherwise reserved to the full Council, the Cabinet, a committee of the Cabinet, a member of the Cabinet, a joint committee discharging executive function.

Brief Description of Decision:

Minor refresh of the Fleet Transport Policy to ensure up to date information and post holders.

Reasons for the Decision:

The 2023 version contained names of individuals no longer employed by the Council and the changes as a result are very minor.

Details of alternative options considered and rejected:

No alternatives considered.

Conflicts of interest declared by any Executive Member consulted by the decision maker which relates to the decision:

No declarations made.

Dispensations Granted:

(If any)

None.

Reports or parts of reports considered

Fleet Transport Policy 2024

Date of Decision:

27/09/2024

Title:

Rotherham Council Electric Vehicle Infrastructure Update

Decision Maker:

(Including Job Title)

Strategic Director, Finance and Customer Services in consultation with the Cabinet Member for Transport, Jobs and Local Economy.

Details of Specific Cabinet Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

At Cabinet on 16 October 2023 the continued expansion of Electric vehicle infrastructure at seven locations throughout the Borough was approved and the following delegation was made to delegate authority to make any necessary technical and feasibility adjustments to the Strategic Director for Finance and Customer Services in consultation with the Cabinet Member for Jobs and Local Economy / Cabinet Member for Transport and Environment.

Decision:

That the changes to the specification of the 2024 EV Infrastructure installations detailed in section 2.3 of the associated report are approved for delivery.

Reasons for the Decision:

The decision to deliver Fast chargers at certain sites was based on the risk of vandalism. The changes do not significantly alter the programme of works or network coverage but reduces the availability of cables which have an increased likelihood of theft. This represents best use of Council funds whilst the demand for EV Infrastructure in the Borough is growing.

Details of alternative options considered and rejected:

Two alternative options were considered:

Option 1: To deliver the original programme of work including Rapid charge points at several sites. This option was rejected due to the high risk of vandalism to devices considered to be less resilient.

Option 2: To do nothing. This option was rejected as this would not lead to the expansion of Rotherham EV Charge point network.

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

There are no known conflicts of interest.

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

The report of the Strategic Director for Finance and Customer Services – EV infrastructure Update Officer Decision Report - August 2024.

Date of Decision:

27 September 2024

Title:

Contract Award for Domestic Abuse Refuge Service

Decision Maker:

(Including Job Title)

Ian Spicer, Strategic Director of Adult Care, Housing and Public Health

Details of Specific Cabinet Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

Under Section 4C3 of the Responsibilities for Functions document (App 9 of the Constitution) the Strategic Director of Adult Care, Housing and Public Health is authorised to discharge executive functions through the commissioning and provision of social services for adults and public health services for the whole population and delivery of housing for the Borough, including: -

3. Public Health (a) Commissioning and Quality (b) Health Improvement (c) Health Intelligence (d) Health Protection

Decision:

To award the Domestic Abuse Refuge Contract for 1-year from 1 October 2024 to 30 September 2025.

Reasons for the Decision:

The contract award follows the approval of the Strategic Director as per the Council’s Financial and Procurement Procedure Rules, exemption procedure, to allow for the continuation of a contract beyond its contractual term, in exceptional circumstances and where the term of such an extension is determined in accordance with the timescales required to complete a re-procurement or decommission the existing arrangement.

Details of alternative options considered and rejected:

There are no options to be included.

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

None

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

Date of Decision:

18^th September 2024

Title:

Feasibility Fund: Additional Regeneration Resources

Decision Maker:

(Including Job Title)

Andrew Bramidge, Strategic Director of Regeneration and Environment Services

Specific Delegation:

(If any)

19^th June 2023 Cabinet meeting; Minute 8

Cabinet:

Delegated the decision to allocate and spend the £3m Feasibility Fund to the Strategic Director of Regeneration and Environment in consultation with the Leader of the Council and Assistant Director Financial Services.

Councillor Taylor approved the Delegated Officer Decision report 21/8/24.

Leader approved 19/08/24

S.151 Officer (Rob Mahon) approved 12/09/24

Brief Description of Decision:

The allocation of £100,000 from the Feasibility Fund to increase the capacity of the Regeneration team on a temporary basis, and enable the team to benefit from training and development necessary to deliver the Regeneration programme.

Reasons for the Decision:

This Feasibility Fund allocation will support progression of the integrated mainline and tram train station, providing additional team capacity and specialist rail industry expertise.

The Regeneration team capacity has increased recently, this allocation will ensure that the team and colleagues supporting the delivery of the programme have the necessary capability to deliver the Place Based Investment Strategy.   

Details of alternative options considered and rejected:

Alternative option: Funding could be sought from alternative sources through capitalisation or Council revenue.

Alternative rejected: this additional resource could not be taken forward and the Mainline Station delivery programme impacted accordingly.

Alternative rejected: training for the team could not be provided and the Council’s ability to effectively manage and deliver the ambitious Regeneration programme would be hindered, potentially impacting negatively on outcome delivery, and damage to the Council’s reputation with the local community, project partners, funders and Government.

Conflicts of interest declared by any Executive Member consulted by the decision maker which relates to the decision:

None

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

·        Feasibility Fund: Additional Regeneration Resources

·        Cabinet Meeting 19^th June 2023 Minute 8

Date of Decision:

18th September 2024

Title:

Statement of Community Involvement - Planning

Decision Maker:

(Including Job Title)

Andrew Bramidge

Strategic Director, Regeneration & Environment

Specific Delegation:

(If any)

The Constitution – Appendix 9 – Responsibility for Functions

Section 4C6: Strategic Director of Regeneration and Environment – Delegated Executive Functions

The Strategic Director of Regeneration and Environment is authorised to discharge executive functions for:-

3. Planning, Regeneration and Transport

(e) Planning and Building Control

Brief Description of Decision:

To adopt the revised Statement of Community Involvement

Reasons for the Decision:

It is a legislative requirement that the Council has a Statement of Community Involvement for planning-related consultations and reviews it every five years. The last revision to the SCI was October 2019.

Adopt the SCI incorporating the proposed changes would show a continued engagement between the Council with local communities, stakeholders and other statutory consultees and would result in the adoption of an up to date and fit for purpose document.

Details of alternative options considered and rejected:

To have an out-of-date SCI would not reflect an appropriate response or to show continued encouraging engagement in the planning process, with communities and stakeholders of Rotherham and a range of other statutory consultees.

Conflicts of interest declared by any Executive Member consulted by the decision maker which relates to the decision:

None

Dispensations Granted:

(If any)

Reports or parts of reports considered

Delegated Decision Report:

Statement of Community Involvement - Planning

Date of Decision:

18^th September 2024

Title:

Council acquisition of Plot 6, Dinnington, as part of the Strategic Land Acquisition for the Dinnington Market Site Regeneration Project

Decision Maker:

(Including Job Title)

Simon Moss

Assistant Director for Planning, Regeneration & Transport

Specific Delegation:

(If any)

Cabinet 07/08/2023 – Minute No. 39 / 4 – Approved that the Assistant Director for Planning, Regeneration and Transport be authorised to negotiate and agree the acquisition by agreement of the property interests at exempt Appendix 1, in consultation with the Council’s Section 151 Officer and the Cabinet Member for Jobs and the Local Economy.

Brief Description of Decision:

Assistant Director for Planning, Regeneration and Transport to approve the acquisition of Plot 6, Dinnington (shown on the plan attached at Appendix 2).

Reasons for the Decision:

Plot 6 forms a component of the land assembly necessary to facilitate the regeneration initiative planned for the Dinnington Markets area. The Council has commenced a programme of acquisitions to secure and bring under Council control the land necessary to enable the proposed development to take place. The completed development will create a new town square that will house a pop-up market, create new retail units and a community building, as well as enhance links between the bus interchange and car parks that serve the town centre. 

Details of alternative options considered and rejected:

Option 1 – Purchase by agreement. This is the preferred route and is the one sought by this Executive Decision.

Option 2 – Acquire via Compulsorily Purchase Order (CPO). The cabinet resolution noted above did approve the exploration of CPO powers. However, as required by Government guidance, acquisition by negotiation rather than the use of Compulsory Purchase powers is always preferable. This option can be dismissed in favour of acquisition by agreement. This option has therefore been rejected.

Option 3 – Do nothing, the acquisition is critical and necessary for the full regeneration ambitions for the Dinnington Markets area to be implemented. The plans have on the 13^th September secured planning consent, and the scheme is widely supported by the local community and key stakeholders. This option has therefore been rejected.

Conflicts of interest declared by any Executive Member consulted by the decision maker which relates to the decision:

None

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

None

Date of Decision:

09/09/2024

Title:

Appoint a contractor under a Pre-Contract Services Agreement (PCSA) for 45 new homes in Maltby.

Decision Maker:

(Including Job Title)

James Clark

Assistant Director of Housing

Details of Specific Cabinet Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

The decision is in-line with the Cabinet delegation most recently set out within the Housing Delivery Programme Report – 2024/25, approved by Cabinet 22 January 2024:

Recommendation 1:

That Cabinet – approves the Council-owned sites listed in Appendix 3 being brought forward to deliver new Council homes.

Along with the site-specific recommendations set out within the Housing Delivery Programme – Maltby Development report, approved by Cabinet 16 October 2023:

Recommendation 1.

That Cabinet – approves development of the Addison Road and Larch Road sites in Maltby to build a projected 43 new homes for council rent.

Decision:

To direct award a Pre-Contract Services Agreement (PCSA) to GS Kelsey in relation to the development of 45 new homes across three sites in Maltby:

·       Addison Road – 27 homes

·       Elm Tree Road – 2 homes

·       Larch Road – 16 homes

Reasons for the Decision:

This scheme forms part of a broader package of sites being brought to market. Significant work has taken place to review each in detail, and carefully consider, the correct strategy for the scheme. Various iterations of the planned route to market and packaging of sites to attract the right bidders and provide value for money have been discussed over the last 12 months.

An outcome of this process is to recommend direct award of a Pre-Contract Services Agreement through the Efficiency North (EN: Procure) New Build framework. Utilising Efficiency North’s Framework Capability Criteria, GS Kelsey are the highest ranked contractor with capacity to undertake the proposed works in our geographical area.

Details of alternative options considered and rejected:

A broad range of procurement routes and methods, including alternative frameworks and competitive tenders were extensively considered as part of determining the procurement strategy.

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

None declared.

Dispensations Granted:

(If any)

N/A

Reports or parts of reports considered

The report of the Strategic Director Adult Care, Housing and Public Health:

Housing Delivery Programme Report – 2024/25, and

Housing Delivery Programme – Maltby Development

Procurement Business Case: 23-040 Maltby New Build Social Housing Development (Design and Build)