• Replacement of hardwire equipment providing a 24 hour care alarm system to tenants of the Council’s sheltered housing schemes through a tender exercise 14
• Replacement of hardwire equipment providing a 24 hour care alarm system for tenants of the Council’s group schemes through a tender exercise 14
• Review, through a tender exercise, the provision of a 24 hour monitoring service which has been provided by Blyth Valley Borough Council for approximately 12 years 14
• As part of the action plan following The Food Standards Agency audit it was agreed that regular reports on Food Safety enforcement activity would be made to members. 21
• Prosecution of the case involving the illegal slaughter of animals has commenced 21
• An update on progress with Health and safety enforcement activity is given 21
• An audit of the council’s Health and Safety activity by the HSE is to be carried out. 21
Members: S J Anderson, H Bettison, D G R Buckle, H E Elliott, G E Miller, J M F Nesbit, F I Simpson, Vacancy, J W Stephenson,
J Waterhouse, W G R Weeks and M Young.
If you have any enquiries about items on this Agenda, please contact Judith Turnbull, Tel: (01289) 301720
AGENDA
PART 1
The Meeting will be open to the Press and Public during consideration of the items set out in Part 1 of this Agenda.
1. DECLARATION OF INTEREST
Members are invited to declare any interest they may have in any of the items included on the Agenda for this Meeting.
Note: Any Member wishing to seek clarification as to whether it may be appropriate to declare an interest in respect of any item on this Agenda should seek the advice from the Chief Executive or Borough Solicitor at least one working day before the Meeting.
2. MINUTES OF THE MEETING OF POLICY (ENVIRONMENT) HELD ON 13TH OCTOBER 2004
To receive and endorse the Minutes of the Meeting of Policy (Environment) held on 13th October already circulated.
3. MINUTES OF THE MEETING OF THE HOUSING STOCK OPTIONS WORKING GROUP HELD ON 10th NOVEMBER 2004
*** To receive and endorse the Minutes of the Meeting of the Housing Stock Options Working Group held on 10thNovember 2004.
4. BUDGETARY CONTROL FOR POLICY COMMITTEE (ENVIRONMENT) TO THE END OF SEPTEMBER 2004
Report Author: Richard Dell , Head of Finance (Accountancy and Audit), Tel 01289 301730; email rd@berwick-upon-tweed.gov.uk
Summary
• Exception report at the end of the first six months
• £54,821 overspend shown against expected spend of £1,143,174
Purpose:
To identify key budget variances and any necessary corrective action.
Report:
Changes to the Committee budget.
*** A summary of net expenditure is enclosed with the Agenda which shows an overspend expected spending for the first six months. In accordance with an External Audit recommendation a summary is also included showing the gross expenditure and income position. The table below shows changes to the budget set in February.
£
Original Budget
1,612,410
Capital charges adjustments
101,560
Agreed Carry-forwards
104,450
Agreed supplementary estimates
Coast protection – Belford Burn
5,000
Housing GF misc – Rural Housing Enabler
Public Conveniences - Scott’s Park
2,000
2,350
Latest Budget
1,827,770
The capital charges adjustments result from the revaluation of assets at 31 March 2004 and are a statutory requirement for local authorities. The cost is reversed out in the Asset management Revenue Account so that it does not affect Council Tax levels.
Salary Costs
Under-spending due to new posts being appointed later than budgeted was reported earlier in the year plus the settlement was less than budgeted. Salary estimates have now been re-calculated and it is possible to reduce salary estimates by some £26,000. This is built into the revised estimates later on the Agenda.
Exception Report
Actual expenditure is £54,821 more than expected and the main variances are shown in the table below.
(under)/overspend
£
Street Sweeping
8,451
Recycling
13,634
Refuse Collection (client)
(2,475)
Coast protection
(3,382)
Markets
13,507
Off-street car parks
34,016
Benefit administration
(9,465)
Rent allowances
2,589
Other variances (13 budget heads)
(2,054)
Total
54,821
Variances are considered below wherever the difference between expected spend and actual spend on a main heading is greater than £2,000.
Street Sweeping
This is equally an overspend on equipment and contractors charges which is the same position at the end of June. However, contractual arrangements will not now change until 2005/06 and the pressures result form extending the contract. This budget head is likely to overspend by about £16,000.
Recycling
The main variance is in fees and charges being £11,139 less than expected whilst employee costs are £4,044 more than expected. Whilst fees and charges are likely to be close to estimate, this budget is likely to overspend by £13,000 in the full year as a result of increased employee costs and also the necessary hire of vehicle (£3,746).
Refuse Collection (Client)
Expenditure on miscellaneous fees is £2,169 less than expected. There is likely to be a small under-spend for the full year. However the refuse DSO is having to meet additional telephone costs of £2,400 resulting from implementation of vehicle tracking and it is recommended that the underspend is vired to the refuse trading account in order too manage the overspend for this year. The cost implications from 2005/06 will be subsumed within the tendering exercise. The virement is inter-committee and therefore Member approval is needed.
Coast protection
Repairs and Maintenance costs have not occurred yet this year. This budget underspent last year and there is the possibility of a small under-spend again this year.
Markets
Income, at £56,358, has been £15,513 less than expected. Given the works at Marygate, there is the potential for this overspends to reach £22,000 for the full year.
Off Street Car parks
There is an overspend of £11,142 on repairs and maintenance against the expected spend. Emergency work on the entrance of car parks at Castlegate and Wooler has led to an overspend but this element of the budget could reduce to £3,000 for the full year if no further remedial work is required.
Income on daily fees and charges has been about the same as last year but income from excess parking charges is £10,000 lower than expected.
There are also overspends on employees of £5,076 which may be able to be contained in the full year plus an overspend on rates of £5,184.
Overall it is difficult to predict the likely outturn as income can be very variable. With good weather early in the new year it may be possible to bring expenditure within budget but there is potential to overspend by up to £30,000 for the full year.
Benefit Administration
There are a range of small overspends on expenditure but more grant has been received than expected by this time of year. Overall the outturn is expected to be close to budget.
Rent Allowances
Whilst there is showing a small overspend of 0.3% of actual expenditure and it is not significant.
Conclusion:
There is a significant likelihood of overspends on Markets, Street Sweeping and Recycling, totalling £51,000 whilst there is also a possibility that Off-Street car parks will overspend this year. There is scope for a small amount of under-spending but the overall position is expected to be an overspend.
A report later on this Agenda presents the current approvals budget for 2005/06 and also the revised budget for 2004/05. This later report considers whether to make any budget adjustments in the light of the potential overspends.
Recommendations:-
(i) To consider the detail of this report when considering draft estimates; and
(ii) To agree that £2,400 is vired to the refuse trading account in 2004/05 only, to meet telephone costs resulting from implementation of vehicle tracking.
5. DETAILED ESTIMATES FOR POLICY (ENVIRONMENT) COMMITTEE 2005/06
Report Author: Richard Dell , Head of Finance (Accountancy and Audit), Tel 01289 301730; email rd@berwick-upon-tweed.gov.uk
Summary:
• To provide draft estimates for the Policy (Environment) Committee budgets.
Purpose:
This is a key stage in the process of building up the draft budget.
Report:
*** A summary page and detailed estimates pages are enclosed with the Agenda, showing the revised budget for 2004/05 and estimates for 2005/6 plus two forecast years.
The draft Committee estimates take account of inflation and other necessary changes to maintain a current approvals budget. Current approvals means re-pricing the current level of activity as opposed to just adding inflation.
The Head of Finance (Accountancy and Audit) has a duty under the Local Government Act 2003 to ensure that estimates are robust. Essentially this means that the estimates have to be realistic and for this reason it has been necessary to include a number of changes that are detailed in the notes.
For inflation we have allowed for the agreed salary settlement of 2.95% and 2.5% for non-salary inflation except for the following: -
Insurance – estimated at 6% although renewal is not until May and it is difficult to predict. The current state of the insurance market does suggest that increases in single figures are possible this year.
No inflation has been added to coast protection (contribution from NCC), leasing, refuse sales, environmental health income, public convenience income, recycling income, crime and disorder expenditure and grants, disabled expenditure and grants, benefits, and care of the homeless income.
Detailed notes are provided for each budget head showing the move from original budget to revised budget in 2004/05 and to budget for 2005/06 but the changes are summarised below: -
Policy Environment
£
Original Budget
1,612,410
Capital charges adjustments
101,560
Agreed Carry-forwards
104,450
Agreed supplementary estimates
Coast protection – Belford Burn
5,000
Housing GF misc – Rural Housing Enabler
Public Conveniences - Scott’s Park
2,000
2,350
Latest Budget for September budgetary control
1,827,770
Revised allocation of Salaries/Service Management/Support services
41,220
Market income
18,750
Coast protection Capital charges
(17,600)
Improvement grants adjustments
Benefit administration – adjustment for grant
Inter-committee virement Disabled taxi sheme
Other adjustments
(10,650)
8,280
3,000
(6,230)
Latest estimate
1,864,540
Whilst the overall movement in salaries has been downward due to slippage on recruiting new posts, there have been a number of movements in time spent on different activities. The most significant for this Committee is an increase of £20,820 on care of the homeless which will be a saving to the Housing Revenue Account.
Whilst some unavoidable pressures have been built into the latest estimate such as Market income, there are a number of other pressures that have not as follows:
Car parks - grounds
6,970
Cemetery - Contractor Charges
2,000
Env Health - Dog Control
6,100
Public Conveniences - Contractors (3)
1,880
Public Conveniences - Advertising
970
Recycling - Manual Workers
8,320
Recycling - Hired Vehicles
3,750
Street Sweeping - Litter Bins
2,820
Street Sweeping - Contractor Charges
13,080
Concessionary Fares - Advertising
510
Total
46,400
The reason for not building the above in to the estimates is because attempts will be made to manage these potential overspends down wherever possible. However, some of the above may result in budget bids if there are longer term implications.
The movement from original budget in 2004/05 to original estimates for 2005/06 can be summarised as follows.
Original budget for 2004/05
£
1,612,410
Inflation
62,979
Capital charges adjustments
51,100
Employee/Support services/Service Management – increase in pension costs
70,770
Employees – full year effect of new posts, increments and changed allocation.
44,737
Net effect of other changes
13,114
Original budget 2005/06
1,855,110
The inflation appears high because no decisions have been made yet on fees and charges. Therefore income such as car parks remain unchanged in the estimates. If car park fees rise by inflation then estimates would be lowered by about £20,000. Inflation would reduce to £42,979 which is 2.7% of the original estimate. Members are reminded that capital charges adjustments do not impact on Council Tax. The pension adjustments result from the triennial valuation and are an estimate at this stage in advance of the Investment panel meeting in early January.
Budget bids have been requested by 19 November and will be first considered by Fundamental Budget Review Working Group before coming to this Committee.
Implications:
Finance/Personnel/Legal:
Policy Corporate Services and Regeneration received a budget prospects report in July which is a “top down” approach to surveying significant issues. This report is a key step in the “bottom up” approach. The draft Local Government settlement will be announced in late November. At this point the overall relationship between estimates and funding can be seen and it may be necessary to revisit these detailed estimates.
Recommendation:
To agree the detailed estimates as the current approvals budget.
6. HOUSING REVENUE ACCOUNT – BUDGETARY CONTROL- TO 30TH SEPTEMBER 2004
Helen Bury, Head of Property & Housing – Telephone: (01289) 301830; email hlb@berwick-upon-tweed.gov.uk
Summary:
• Overall underspend on the Housing Revenue Account of £49,830
• Underspend on housing repairs of £26,185
Purpose
To provide a quarterly budgetary control report on the Housing Revenue Account for the period 1st July to 30th September 2004.
Report
*** A summary of the budget for the 2nd quarter of the financial year to 30th September 2004, with details of actual expenditure and variances, is enclosed with the agenda. The overall overspend of £49,830 on the Housing Revenue Account Budget variances are shown below.
Housing Repairs (£26,185 Underspend):
The repairs budget is currently showing an underspend but spend against the estimates is expected to be achieved by the end of the financial year.
Supervision & Management General (£15,100 Underspend):
The main saving is on insurances. This reflects the continued high level of sales of council houses.
Supervision & Management Special (£5,372 overspend):
This overspend is due to a seasonal increase on employees and transport related services. Overall expenditure is expected to balance out during the remainder of the financial year.
The Equipment and Tools budget currently shows an underspend of £14,701 due to savings on the contract for maintenance of equipment carried out by Attendo. However, in view of this ongoing underspend as a result of savings made on the above contract, resources will be utilised to support improvement works to the sheltered schemes including internal decoration and replacement of fixtures and fittings in communal areas of the sheltered schemes. Estimates for these works have been sought and these are within budgetary estimates, as estimated above.
Recommendation:
To note the report.
7. BUDGETARY CONTROL TO 30th SEPTEMBER 2004.
Report Authors: Helen Bury, Head of Property and Housing, telephone (01289) 301830; email hlb@berwick-upon-tweed.gov.uk
Summary:
• Overall programme is running to schedule
• Tweedmouth flats
Purpose:
To provide a quarterly budget control and progress report on the Housing Investment Programme (HIP) 2004/05.
Report:
*** A summary of the budget by scheme for the year, with actual expenditure against the revised estimates, is enclosed with the agenda
The following improvement schemes to council homes are currently underway:
Highfields – Replacement kitchens and heating systems at approximately 90 properties.
Beadnell and Belford – Replacement windows and doors at approximately 50 properties.
Prior Park - Replacement windows and doors at approximately 48 properties.
Tweedmouth flats – Design work complete with a structural appraisal of the property types have been carried out along with discussions with the contractor (James Swinton & Son) under the partnership agreement. From an operational and economic perspective, it is recommended that the works for the first two phases are executed in the next financial year which will offer contract continuity and avoid the necessity for a potential winter break. The Local Members have been contacted and agreed this format which is in the best interests of tenants / owner occupiers.
To compensate for this amendment to the programme the final window replacement contract (86 Dwellings at Tweedmouth/Spittal Hall) has been brought forward into the current financial year.
Implications:
Financial
The enclosure will be revised in the light of the above changes and presented again to this Committee with spending to the end of December.
Recommendations:
To note the report and progress with delivery of the Housing Investment Programme 2004/05.
8. EXTENSION TO RECYCLING PROGRAMME
Report author: Ross Buchanan, Principal Environmental Health Officer (tel: 01289 301735); email rb@berwick-upon-tweed.gov.uk
Summary:
• To advise Members of progress with the development of proposals to extend the Councils collection of waste for recycling.
Report:
The Council has been awarded consultancy advice from the Waste and Resources Action Programme (WRAP) equivalent to a maximum value of £20,000 to assist with improving our recycling rates. Members will recall that it was intended that a report detailing possible methods and costings for extending the Borough’s recycling activity was to be brought to this Committee.
Consultants funded by the Waste and Resources Action Programme (WRAP) were able to visit the Council in the first week of November and gathered data on our existing refuse collection and recycling activity. However, they were unable to produce their report in time to incorporate into a report for this Meeting. The consultants have been asked to look at a number of options which could affect our recycling rates; the collection of “green waste” such as garden refuse, increasing participation rates amongst those already in possession of blue bins and a phased introduction of recycling bins to the remainder of the population.
Implications:
Financial/Legal/Personnel:
Members should be aware that the cost of extending the blue bin scheme to the rest of the Borough was estimated for the purposes of the bid to DEFRA to be of the order of £300,000. It is hoped that the specialist advice provided by WRAP may suggest some ways of mitigating this figure.
Recommendation:
To note the delay in this matter and agree to receive a further report.
• Updated Improvement Plan, initially commenced 2001 as a result of Best Value review.
Purpose:
To update Members on the current situation regarding the improvement plan for street cleansing
Report:
*** Following the best value review of street sweeping in when the Council received a “good and not likely to improve rating” an Improvement plan was agreed by Members. The plan was to be reported on at six monthly intervals for three years starting in September 2001; this report is therefore the final one of those requested; a copy of the Plan is enclosed with the Agenda. Members will be aware that the Audit Commission intends a Pathfinder Audit of the Council’s waste management services over the next few weeks and that the street cleansing contract is now the subject of the tendering process. It would seem appropriate therefore to conclude this particular plan in light of these circumstances. A further plan, if required, would be developed following the findings of the Audit and the letting of the street cleansing contract.
Implications:
Best Value:
The Improvement Plan was in accordance with the principles of Best Value.
Local Agenda 21:
The Plan promoted improvements in the local environment, making the Borough more attractive to residents and visitors.
Financial:
No specific budget was provided for the improvement plan.
Recommendation:
To agree to the conclusion of this Improvement Plan.
10. UPDATE ON PUBLIC CONVENIENCES IMPROVEMENT PLAN
• Update to Public Convenience Improvement Plan initially commenced 2001 as a result of Best Value review.
• Assessment of all Borough public conveniences currently being carried out.
• DDA 1996 requires provision of disabled-accessible facilities where possible.
• New Cleaning Contract to begin April 2005.
• Monitoring and reporting of Standards to ensure Best Value.
Purpose:
To update Members on the current situation regarding the improvement of the public conveniences.
Report:
Members will recall that a Best Value Review was conducted in July 2001. Subsequently, an Improvement Plan was created, in order to adopt quality standards for the public toilets in the Borough and to ensure that all public conveniences be brought up to a basic standard by 2007.
*** At present, due to staff changes, the Environmental Health and Enforcement Unit is carrying out an assessment of all public conveniences in the Borough in order to ascertain which works have been carried out and those that are still required. The attached Progress Report updates the original timetable.
There are currently 18 public convenience sites in the Borough. All have separate male and female toilets and seven have disabled facilities. Where possible disabled toilets are made accessible using a RADAR key. Following the Asset Management exercise a number of conveniences have been identified as requiring work to meet the requirements of the Disability Discrimination Act 1996. Six premises have been highlighted as requiring modifications in order to allow access for disabled visitors and approval will be sought. A further five will require a policy decision as to their future as they cannot be made accessible.
As Members will note, some Key Milestones have been achieved, including weatherproofing, lighting, hand washing and drying facilities, etc. Repair requests are investigated within 24 hours of receipt and works are carried out, depending on availability of materials, as soon as possible after the initial inspection. Where appropriate, vandal-resistant equipment has been installed.
All public conveniences, on the present Council cleaning contract, are cleaned twice per day; those run by Parish Councils are generally cleaned once per day. A new Contract Cleaning Specification was created in 2004, and is due to be tendered, to begin in April 2005.
As Members are already aware, Healthmatic Ltd won the Automatic Public Convenience (APC) tender and works are due to begin in January 2005 to install two new APC’s in Berwick town centre. One is to be on the site of the Woolmarket convenience and one in Eastern Lane.
An assessment of the works required to improve Castlegate is presently being undertaken. This will upgrade the current male and female facilities, create a baby-change area, and generally improve the site. Works at Castlegate are programmed to begin prior to Easter next year.
Standards, including customer satisfaction, cleaning performance, usage, etc will be monitored and reported to ensure that Best Value is being achieved at all public conveniences. Upgrading of each facility will be scheduled into the Improvement Plan as identified. Works will be dependent on Best Value, planned timescales, and budget constraints.
Implications:
Best Value:
The Improvement Plan is in accordance with the principles of Best Value.
Local Agenda 21:
The Plan will result in an improvement in the local environment, making the Borough more attractive to residents and visitors.
Crime and Disorder:
The provision of vandal-resistant equipment will result in a reduction in acts of vandalism and anti-social behaviour.
Financial:
Provision for on-going repairs and maintenance is within existing budgets. Capital expenditure to the value of £25,000 has been agreed for the next three financial years
Recommendation:
To note the updated Improvement Plan report and agree to receive further reports at six monthly intervals.
11. NORTHUMBERLAND HOME IMPROVEMENT AGENCY
Report Author: Helen Bury, Head of Property and Housing, tel: (01289) 301830; email hlb@berwick-upon-tweed.gov.uk
Summary:
• To assist with the establishment of a Home Improvement Agency for Northumberland
• Grant funding of £5,000 sought to enable this scheme
• Funding to be provided via the Private Sector Housing grant funding
Purpose:
To consider a request from Northumbria NHS Care Trust to provide in principle grant funding of £5,000 to assist in establishing a Home Improvement Agency for Northumberland.
To authorise the Head of Property and Housing/Senior Technical Officer to further discuss this initiative and interaction with current arrangements with all Northumberland District Councils before a firm commitment is given.
Report:
Northumbria NHS Care Trust is in the process of establishing a Home Improvement Agency (HIA) across the County. The cost of providing this service during 2004/05 is estimated at £224,329 and £200,00 during 2005/06. Part funding is available from the Office of the Deputy Prime Minister (ODPM) to assist in setting up this initiative. The Care Trust has recently submitted an application for funding to the ODPM and has approached all local authorities in Northumberland for a contribution as match funding towards setting up a HIA.
A number of local authorities have established HIAs over the years. Essentially their purpose is to provide the following services for residents in the owner-occupied and private rented sectors, under one umbrella organisation:
* General advice on housing options including:
Legal entitlements e.g. relating to landlord/tenant relationship
Completion of any necessary forms
Welfare benefits
Access to other services.
* Technical advice including:
Home safety checks - e.g. accident and injury prevention, security, smoke & Carbon monoxide alarms.
Home Maintenance – assessment and advice on small repairs or improvements.
Energy efficiency – assessment & advice, facilitate referrals, supervise work.
Identify larger repairs
Liaise with contractors to ensure work done satisfactorily.
* Financing Repairs and Adaptations including:
Discuss options – maximise income, loans, grants, home insurance, savings, refer to Independent Financial Adviser or other specialist advisers.
Practical help to pursue chosen option(s)
It is intended that the HIA for Northumberland is independent and may, for example, be a charitable company or an Industrial and Provident Society (this is a common set up for HIAs). The proposed model comprises a central administration based in the SE of the County with a full time manager, administrative assistant and three caseworkers. It is also proposed within this set up that there is a caseworker based in the north to cover Alnwick and Berwick and one based in Tynedale. The caseworkers would advise owner-occupiers and private sector tenants on a wide range of issues connected with maintaining their home and enabling them to remain safely, securely and comfortably in their homes. Staff would make appropriate referrals where necessary and facilitate clients’ contact with for example, Grants Officers in District Councils, builders and other trades people, and with financial organisations.
There is also potential for using the HIA core service as a delivery mechanism for Warm Zone activity. Through the caseworkers advice, information and advocacy on energy efficiency and tackling fuel poverty could be targeted at the most vulnerable people in the private sector with whom it is often hard to engage. The present funding opportunity would allow such funds to be supplemented by the ODPM.
An important part of the Manager’s role would be to develop the service and its core activities. Discussions are currently underway about including eventually the smalltasksand handypersonservices, that have recent been established in a number of local authorities in Northumberland, within the overall HIA set up, although the recent bid to the ODPM has not been able to cover this. Members will recall that through Falls Collaborative funding a Handyperson service has recently been established for the Borough although funding has not to date been secured for future years. In principle, however, this countywide service would give the caseworkers an important link to ensure that small/medium scale maintenance and repair tasks were done speedily, sympathetically and to a good standard. This would be of particular benefit in areas where it is extremely difficult to get trades people to undertake small jobs. Potentially, the service could also deliver safety, energy efficiency and home security measures and minor works such as the installation of grab rails and banisters.
Other “add-on” services currently under consideration include gardening, decorating and an expansion of the whole service to include Local Authority and RSL tenants, although none of these can be funded through the ODPM bid.
It is proposed that £5,000 is made available as the Borough Council’s contribution towards setting up a HIA for Northumberland, subject to the recommendations outlined below. It is proposed this funded through the Council’s Private Sector Housing Strategy, i.e. renovation grants funding. This approach is being considered by the local authorities in Northumberland including Alnwick, which has committed a sum of £5,000 in principle.
Members will recall that as part of the budget estimates within the Housing Investment Programme for 2004/05, an amount of £450,000 is available to fund private sector works.
Implications;
Best Value and Best Practice:
The HIA service will cover all private sector residents in the Borough and will complement the work involved with the Handyperson scheme.
Financial/Legal/Personnel:
As outlined above.
Recommendation:
(i) To agree in principle only a grant of £5,000 towards setting up a Home Improvement Agency for Northumberland from the Housing Investment Programme (Private Sector Renovation Grants) 2004/05; and
(ii) To authorise the Head of Property and Housing/Senior Technical Officer to further discuss this initiative and interaction with current arrangements with all Northumberland.
12. REPLACEMENT OF HOME CARE ALARM EQUIPMENT AND RELATED SERVICES WITHIN THE COUNCIL’S SHELTERED HOUSING AND DISPERSED SCHEMES
Report Author: Helen Bury, Head of Property and Housing, telephone: (01289) 301830); email hlb@berwick-upon-tweed.gov.uk
Summary:
• Replacement of hardwire equipment providing a 24 hour care alarm system to tenants of the Council’s sheltered housing schemes through a tender exercise
• Replacement of hardwire equipment providing a 24 hour care alarm system for tenants of the Council’s group schemes through a tender exercise
• Review, through a tender exercise, the provision of a 24 hour monitoring service which has been provided by Blyth Valley Borough Council for approximately 12 years
• Overall provision of modern and reliable systems will be in place
• Financial implications are outlined below
Purpose:
To seek in principle approval to replace, through a tender exercise, the following equipment and related services to tenants of care alarms within the Council’s sheltered housing and group schemes:
1. Hardwire and related equipment within the Council’s three sheltered housing schemes;
2. Removal of hardwire equipment from the group schemes, throughout the Council’s housing stock, and replacement with upgraded care alarms provided individually to users.
To review, through a tender exercise, the provision of a 24 monitoring service for all users of care alarms
Report:
The hardwire alarm systems within the Council’s sheltered housing and group schemes, which have provided the infrastructure for care alarms and through which a 24-hour monitoring service is provided for tenants, are now over 15 years old. These systems are becoming increasingly obsolete, as the supplier, Tunstall, can no longer guarantee the replacement of parts for these systems. Breakdown of equipment, which can impact on Blyth Valley central control systems, is becoming more frequent. Failure of equipment also impacts on day to day maintenance, which is covered under a separate contract with Attendo. Since April 2004, there have been 48 problems raised with the day to day running of the equipment which in turn has required this contractor to be available on site to resolve these at an average cost under the contract of £170.
The replacement of equipment, as proposed, will provide upgraded, modern and reliable systems for vulnerable tenants within the above schemes.
In addition to concerns over age and reliability of current equipment in group schemes, the increase in right to buy sales has lead to greater difficulty in maintaining these systems. A number of residents who have purchased bungalows, have since requested the removal of care alarms from their home. Whilst the individual care alarm can be disconnected, it is difficult to remove cables and related infrastructure from sold properties since these are connected to a central hardwire based system, which in turn connects alarms to all homes within such schemes. The removal of the hardwire system from group schemes and replacement with individually connected care alarms (as provided within the ‘dispersed’ units) will resolve these issues.
Altogether there are 193 council homes comprising the group schemes within the housing stock.
It is also proposed that a review of the provision of the monitoring service, which provides a 24-hour response service for all users of care alarms throughout the Borough, be undertaken. This service has been provided, on behalf of the Council, by Blyth Valley Borough Council for over 12 years, at a cost per individual user of .81p per week. Based on discussions with other providers within this market such services can be provided much more cost-effectively. In view of the length of time this service has been provided by Blyth, there has been no opportunity to test the market.
The financial and other implications are outlined below.
Implications:
Best value and Best Practice:
The tendering process, which will involve seeking expressions of interest and application of quality submission assessment of tenderers in line with Partnering, should ensure best value is sought for the provision of the above services.
Subject to resources being available during 2005/06, it is proposed that new contracts would be let from April 2005.
Financial/Legal/Personnel:
The estimated costs of replacement of equipment, as outlined above, are £85,000. Following the introduction of the Supporting People Programme from April 2003, all support and related costs are now disaggregated from non-support, i.e. landlord, costs as the HRA moves to a purely landlord account. In view of this, the cost of replacing the above equipment may have to fall on the General Fund, in which case this will need to be considered as a growth item as part of the budget setting exercise for additional expenditure during 2005/06. External advice will, however, be sought on whether these costs should be met from the HRA or General Fund.
Recommendations:
(i) To replace, through a tender exercise, the equipment and related services to tenants of care alarms within the Council’s sheltered housing and group schemes, as outlined above and subject to the financial implications set out; and
(ii) to review, through a tender exercise, the provision of a 24 monitoring service for all users of care alarms.
13. LOCAL TRANSPORT PLAN
Report Author – Chris Budzynski, Environmental Maintenance Manager Tel No 01289 301810; email cb@berwick-upon-tweed.gov.uk
Summary:
• Contribution of funding for schemes identified in 5 Year Programme
• Bidding process for funding in 2005/06
• Schemes identified in programme must meet Government criteria to be eligible for funding
Purpose:
To consider the report and agree schemes to be included in the proposed 5 Year Programme for submission to Northumberland County Council
Report:
*** The Committee will no doubt recall that at the meeting on 1st September 2004 details of last years Local Transport Plan (LTP) submission were tabled. Members were asked to submit further schemes for inclusion on the programme to be submitted to Northumberland County Council. Contact has also been made with Parish Councils and schemes have been included in the submission enclosed with the Agenda.
All the schemes must meet the following criteria:
• Improvements to road safety
• Improvements to vulnerable users
• Promoting sustainability
• Community safety improvements
• Part of package measures
• Community priority
• Attracting external funding or providing synergy with other projects.
Implications:
Local Agenda 21:
Measures to reduce reliance on car use and encourage alternative means of transport are specifically aimed at promoting a better quality environment.
Equal Opportunities:
The need of people with disabilities is recognised throughout the document.
Crime & Disorder:
It is recognised that, to encourage greater use of public transport, walking and cycling, a safer environment needs to be created and maintained.
Best Value & Best Practise:
The strategies and project are aimed at improving choice and quality of life.
Financial/Legal/Personnel:
Much officer time has and will be required in negotiating with Northumberland County Council, preparing Local Transport Plans and pursuing funding.
Recommendation:
To consider the report and agree to submit the attached programme to Northumberland County Council for consideration for funding in financial year 2005/06.
14. NORTHUMBRIAN WATER AUTHORITY: MAINS RENEWAL PROGRAMME
• Details of water main renewal programme in Berwick-upon-Tweed
• Outcome of meeting with representatives from Northumbrian Water Authority (NWA)
Purpose:
To advise the Committee of a water mains renewal programme in Berwick-upon-Tweed by Northumbrian Water Authority.
Report:
The Committee will no doubt be aware that NWA have recently carried out relining works to their water main in Marygate, Berwick Upon Tweed. However, they will have to return in late 2007 to carry out further works on the south side of Marygate.
These works form part of an ongoing programme to improve water quality that is approved and monitored by the Drinking Water Inspectorate (DWI) and the main regulator, OFWAT. This programme will continue throughout Berwick and other parts of Northumberland until 2010, with works being identified and prioritised on the basis of water quality, as measured in specific water quality zones. The works in Berwick have been identified on a schedule submitted to the DWI as being completed in the period January to December 2006 with the exception of Marygate mentioned above.
Works were also programmed during this period for Castlegate but it has been possible to bring these works forward to January – March 2005 to enable essential road resurfacing works to follow in autumn 2005.
Following a lengthy meeting with representatives from NWA, Northumberland County Councils highway authority and this authority, it has been agreed that a public meeting will be held in The Maltings on Friday 3rd December 2004 (13.00-19.00) to explain the extent of the works.
NWA have also confirmed that they are committed to improving highways co-ordination which will minimise disruption to everyone.
Implications:
Financial/Legal/Personnel
Officer time in attending liaison meetings with public utilities to plan future works.
Recommendation:
To consider the report and welcome proposals to hold a public meeting in The Maltings on Friday 3rd December 2004.
• Update on recommendations from Asset Management Group (AMG)
Purpose:
To consider further recommendation from Asset Management Group (AMG)
Background:
The Committee will no doubt recall that a schedule of works to various assets was agreed at the meeting on 1st September 2004 totalling £127,700.00 from a budget of £200k (capital programme).
AMG have recently met and recommended that the Committee should consider the following actions:
Magdalene Fields Public Conveniences
Berwick Holiday Centre had agreed to enter into a partnership with this Authority to upgrade and maintain this facility subject to approval being given for an extension to their site northwards. The Holiday Centre have now withdrawn their plans for this extension, as the landowners are not prepared to lease the land for this purpose.
As upgrading works would cost in excess of £30k and as the facility is only open for 6 months of the year, it is recommended that the building be demolished.
Berwick & Tweedmouth Cemetery Chapels
As these chapels are regularly used it is recommended that the provision of small ramps at a cost of approximately £1,500 be agreed.
Implications:
Best Value & Best Practise
These works will improve and enhance access for all disabled people.
Financial/Legal/Personnel
Expenditure of £200k has been agreed in the Capital Programme for this financial year.
Recommendation:
(i) To agree that the facility at Magdalene Fields be demolished; and
(ii) To agree that ramps be provided at both Berwick & Tweedmouth Cemetery Chapels.
• Details of stakeholder briefing document produced by Strategic Rail Authority (SRA)
• Companies invited to tender
• Outcome of meetings with Train Operating Companies (TOC).
Purpose:
To consider the implications of the tendering procedure for the renewal of the East Coast Main Line Franchise.
Report:
The SRA issued the stakeholder briefing document in early October 2004 despite repeated requests for this information to be made publicly available at an earlier date. The new franchise is scheduled to be awarded to the successful company in February 2005 with a commencement date of 1st May 2005. Four companies have been invited to bid:
DSB (Danish Railways)
First Group
GNER
Virgin
which has to be submitted to the SRA by 6th December 2004.
The briefing document required the companies to submit different bids:
Base Case:
This specification focuses on delivering the present service more reliably and efficiently, improving on present performance and increasing both productivity and net revenue. However, there have been a number of refinements to the timetable i.e. the withdrawal of 17.30 Kings Cross – Edinburgh (Berwick at 21.22) and 18.35 Edinburgh – Newcastle (Berwick at 1920). It is suggested that the refinements are intended to reduce operating costs, improve yield, respond to new opportunities and enable improved engineering access to facilitate more efficient and economic maintenance and renewal of the network by Network Rail.
Operators are also required to demonstrate a strategy for improving punctuality, reliability and how they intend to manage seating capacity, rolling stock condition, fares, integration of other companies, customer security and service quality. There are also requirements to look at management processes at stations including car parking.
Variant Bids:
Companies are also required to submit fully priced bids against two variant specifications to the base case, reflecting the added operating value to the franchise. The first variant bid is to take effect from December 2008 and includes extra peak trains between Newcastle and London with the second variant bid including an enhanced frequency of 5 trains an hour on the route south of Doncaster from 2010. Although, these additional services do not affect Northumberland, they are linked to strategic infrastructure improvements, which will add to the capacity of the line and should improve the reliability of the route as a whole. They are also being encouraged to include any other improvements in the knowledge that they must be self financing, as there will be no increase in the subsidy.
Meetings have now been held with all of the TOC except DSB. They all gave good presentations and discussed a number of matters in greater detail i.e.
Timetable - need for more co-ordination with all users all details on
one timetable regardless of operator.
- more use of journey planner/travel line for providing
information.
- possibility of developing Eurostar links.
Fares - too complicated at present.
- want to work closely with local authorities to provide
discounted fares to help promote tourism with joint
publicity.
- more through ticketing and integration with buses.
On board services- improve on-train environment and ambience consistent
with a long distance operator.
- manage loadings to mitigate risk of overcrowding.
Rolling Stock ensure robust management of vehicles
- reliable in terms of the on board equipment such as
toilets, catering equipment and air conditioning.
Stations/Car Parks should offer an accessible, welcoming and comfortable
environment with passenger information and other amenities appropriate for long distance passengers,
including baggage assistance.
- facilitate easy interchange with other modes of
transport.
- provide timely, accurate and comprehensive
information.
- easy access to ticket retailing facilities throughout the
day.
All TOC were aware of the parking problems at Berwick Station and all gave a commitment to work closely with this authority to improve the position.
There was genuine concern amongst the TOC that the renewal of the franchise is being “cost driven” by the Government.
The Committee may wish to write to each TOC and SRA seeking their support with the following:
• Reinstatement of 18.35 Edinburgh – Newcastle service.
• Reinstatement of 17.30 Kings Cross – Edinburgh service.
• Introduce later departures from Edinburgh especially at week-ends.
• Better integration of services on completion of the bus/rail interchange at Berwick Station.
• Improved car parking facilities at Berwick Station.
• Continue to include in the franchise the provision of “requested fares” i.e. super savers, etc.
• Ensure that the “early morning train arriving in London at 10am continues to stop at Berwick.
• Promote more through ticketing to destinations.
It has also recently been suggested that a Rail User Group should be formed to regularly meet with representatives from the rail industry to discuss matters of mutual interest. Contact has been made with other groups and a verbal update will be made at the meeting.
Implications:
Best Value & Best Practise:
The proposals for renewing the franchise are aimed at improving choice and the quality of life.
Local Agenda 21:
Measures to reduce the reliance on car use and encourage alternative means of transport and specifically aimed at promoting a better quality environment.
Recommendation:
To consider the report and agree to write to each TOC and SRA seeking their support with the following:
(i) Reinstatement of 18.35 Edinburgh – Newcastle service; and
(ii) Reinstatement of 17.30 Kings Cross – Edinburgh service.
(iii) Introduce later departures from Edinburgh especially at week-ends.
(iv) Better integration of services on completion of the bus/rail interchange at Berwick Station.
(v) Improved car parking facilities at Berwick Station.
(vi) Continue to include in the franchise the provision of “requested fares” i.e. super savers, etc.
(vii) Ensure that the “early morning train arriving in London at 10am continues to stop at Berwick.
(viii) Promote more through ticketing to destinations.
17. FOOD SAFETY AND HEALTH AND SAFETY ENFORCEMENT
Report Author:Ross Buchanan Principal Environmental Health Officer (Tel No: 01289 301735)
Summary
• As part of the action plan following The Food Standards Agency audit it was agreed that regular reports on Food Safety enforcement activity would be made to members.
• Prosecution of the case involving the illegal slaughter of animals has commenced
• An update on progress with Health and safety enforcement activity is given
• An audit of the council’s Health and Safety activity by the HSE is to be carried out.
Purpose:
To advise Members of activity relating to Food Safety and Health and Safety enforcement activity.
Report:
Food Enforcement Activity
As Members are aware the Food Standards Agency (FSA) undertook a second audit of the Food Enforcement Activity function on 28th August 2003. Following the Audit two reports were presented to Committee (see meetings dated 03/09/03 and 16/10/03) detailing and requesting resources needed to meet the requirements of the agreed Improvement Plan. It was a requirement of the plan that further progress reports would be made to this Committee.
The table below details the food inspection position as at 12th November 2004.
Food Inspection Report October- November 2004
RISK
To Be inspected April-Oct 04
Inspected April-Oct 04
To be inspected Nov-Dec 04
A
10
10
0
B
45
38
19
C
25
24
3
D
6
6
2
E
4
3
2
F
1
1
7
Unrated
26
27
3
Total
117
109
36
Installation of the Environmental Health Software system (FLARE) a further requirement of the improvement plan is scheduled for the 23nd November and training will commence at the beginning of December. Contractors will be used as necessary to ensure that a backlog of inspections does not develop due to officer time spent on FLARE training and implementation.
Prosecution of the case involving the illegal slaughter of animals at Newburn has commenced in the magistrates court.
Health and Safety
Two contracted Environmental Health Inspectors have begun inspecting premises to check compliance with the Health and Safety at Work legislation. Members will recall that the Health and Safety service plan for 2004-2005 identified about 760 premises requiring inspection and risk assessment. This work has been spread over two years to avoid overloading the Unit’s resources. The contracted Inspectors have, to date, completed approximately 100 inspections and are therefore on target to complete their 300 inspections by March 2005.
Members will also be aware that the Local Authority Unit of the Health and Safety Executive (HSE) are to conduct an audit of the Councils health and safety service on 23rd and 24th of November 2004. The audit was attracted because of the lack of health and safety enforcement activity by the authority in recent years.
Implications
An increase in inspections will result in a higher level of compliance with the law
Financial/Legal/Personnel
The increase in resources provided to the Unit has allowed it to significantly improve performance in food enforcement. In addition to food inspections being carried out on time Officers have been able to plan and begin food and private water sampling programmes. Health and Safety enforcement work is also now benefiting from these resources.
Improvements in these areas of the Unit’s work should be sustained as long as resources continue to be provided. However, these improvements have come about because of the use of “bought in” inspectors and administrative staff. Reliance on these sorts of contracted services does not provide the benefits to the authority which would arise from having permanent staff who would be able to carry out other and additional duties for the Unit. Although no proposals are being put forward at this time the position will be reviewed in a future report concerning the setting of priorities for the work of the Environmental Health and Enforcement Unit.
Recommendations:
(i) To note the content of the report; and
(ii) To agree to receive a report on the findings of the Audit of Health and Safety activity.
18. EXCLUSION OF THE PRESS AND PUBLIC
The Committee are asked to consider passing the following resolution:-
That under Section 100A(94) of the Local Government Act 1972, the press and public be excluded from the Meeting during consideration of the following items on the grounds that they are likely to involve the disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act.
Category 9 Any terms proposed or to be proposed by the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services.
Category 7. Information relating to the financial or business affairs of any particular person.
