To approve as a correct record the minutes of Cabinet held on 9 October 2024.

The minutes of the Cabinet meeting held on 9 October 2024 were approved as a correct record.

To receive additional items that the Chair is of the opinion should be considered as a matter of urgency, in accordance with Section 100B (4) (b) of the Local Government Act 1972.

There were no items of urgent business.

No interests were declared.

No statements were made by the Leader.

There were no briefings on policy, budget or other issues.

No petitions were submitted by members of the public.

There were no questions from Non-Executive Members.

There were no matters referred to the Cabinet for consideration by an Overview and Scrutiny Committee other than those raised in relation to items 14 and 15 which will be addressed when considering those items.

The Leader highlighted that a list of delegated decisions taken since the last meeting was included in the agenda.

Councillor Hooper introduced the item and explained that the last administration has a particular policy to have all gas repairs under one contract. There was a mixed response from those tendering and there has also been a change of administration since then. Councillor Hooper stated that the new administration need time to look at a new strategy in the future and the current contract runs out in 2025. They are therefore recommending a direct award rather than a full tender process as there isn’t enough time to complete this. The new contract will start on 1^st March 2025 and will be for 1 year plus 1 year. The current provider is Aaron Services and has been since 2019.  They are considered the best provider in the East of England.

Councillor Morris-Cook commented that she was pleased to see the safety compliance data included in the report and requested that officers keep an eye on this as 18 were missing in 2023/24 and this was previously 100%.

RESOLVED:

1.1          Cabinet approved the procurement approach via the Procurement for Housing framework to source a supplier for the Gas Servicing Contract for a maximum period of two years.

1.2          Cabinet approved Delegated Authority to the S151 Officer and Executive Director of Place, in consultation with the Portfolio Holder for Health and Wellbeing, for the direct award of the contract to Aaron Services Ltd.

1.3          Cabinet is requested to approve expenditure of up to £4.4 million Plus VAT over the term of the contract.

Reason for the decision: as outlined in the report

The decision is subject to call-in

Councillor Hooper introduced the item and explained that as with the previous item there is not enough time to complete a full tender process as the contract runs out at the end of February 2025. The report therefore seeks to extend the contact with Mears until June 2026. This will give the new administration time to look at their strategy. Councillor Hoper explained that building costs have gone up in the construction industry over the last 4 years. The contract has also had services added to it such as garages and traveller sites. The risk of not agreeing an extension could mean that there is no repairs service after 1 March 2025.

The Leader stated that it is essential that the Council has a fully functioning repair service and this way they will have enough time to look at a better way of delivering those services.

Councillor Morris-Cook stated that she was pleased to note what repairs had been fixed first time. Councillor Morris-Cook requested that going forward the information is presented annually.

Councillor Watson stated that she supported the use of local contractors.

Councillor Hooper clarified that the Council is only charged once even if several visits are made to complete a repair. Councillor Hooper also confirmed that Mears do use local contractors and this is something the Council encourages.

The Leader permitted the Non-Executive Member Councillor Speight to ask a question.

Councillor Speight queried if the Council will be in a position in June 2026 to look for a new contract. Councillor Speight commented that on the previous Overview and Scrutiny Committee he had sat on last year, they looked at the Mears contract in detail and also completed site visits. Councillor Speight commented that whilst the administration had changed, the middle management of officers had not. Councillor Speight sought reassurance that this will be sorted in the next 18 months.

The Leader responded that an interim measure has been put in place so the issue can be properly looked at over the next 18 months.

RESOLVED:

2.1 Cabinet approved the Contract Modification to extend the contract term for Mears PLC for the delivery of the Responsive Repairs, Voids and Related Works to the Council’s housing stock from 28th February 2025 to 30th June 2026 which will increase the contract value to £102 million Plus VAT.

2.2Cabinet noted the spend against the contract with Mears Ltd between April 2015 to February 2025 to be circa £91,000,000 Plus VAT.

2.3Cabinet noted that corporate assets will be included for Responsive Repairs works in the recommended contract extension to Mears Ltd.

Reason for the decision: as outlined in the report

The decision is subject to call-in

Councillor Hooper introduced the item and explained that LAHF is designed to support councils to provide accommodation to Afghan families as part of the re-settlement scheme. Thurrock experienced a 22% increase in homelessness in the last year and the LAHF scheme aim is to fund local housing acquisition. The council has been successful in obtaining funds to purchase 10 properties, the council will also contribute funds through borrowing which shows the confidence commissioners have in the new administration. The report seeks cabinets approval to move forward with the purchase of 10 properties. Three properties will be for Afghan families and the other 7 will be for Thurrock residents.

The Leader permitted a question from the Non-Executive Member Councillor Speight.

Councillor Speight stated that he was deeply concerned about the longstanding relationship with Simply Phi and queried if Cabinet were doing the right thing.

The Leader responded that they were using the expertise of Simply Phi to purchase the homes.

Councillor Speight queried who is the current partner as the recommendation was confusing.

The recommendation was slightly amended with the removal of the word ‘and’ at the end of recommendation 2.4 to avoid any ambiguity.

RESOLVED:

2.1Cabinet acknowledged receipt of the capital grant of £1,788,500 and the revenue grant of £13,291 totalling, £1,801,791 million

2.2Cabinet approved the proposal to purchase 10 residential properties on the open market under Round 3 of the Local Authority Housing Fund.

2.3Cabinet approved the borrowing in the Housing Revenue Account of £1.492million, in accordance with the Local Authority Housing Fund scheme, to cover the Council's costs for acquisitions, conveyancing, fees, and refurbishments of 10 residential units.

2.4 Cabinet approved delegated authority being given to the S151 Officer and the Executive Director of Place in consultation with the Portfolio Holder for Health and Wellbeing to agree the terms of purchase to acquire the properties using conveyancing and refurbishment services of the real estate specialist Simply Phi, our current partner.

Reason for the decision: as outlined in the report

The decision is subject to call-in

Councillor Worrall introduced the item and explained that the PMAF (Performance Management Assurance Framework) is the roadmap for staff to give them a clear sense of purpose and goals. The framework is essential to ensuring that progress is monitored. Councillor Worrall stated that it is essential to work smarter and track our efforts to ensure we meet our savings goals. The PMAF is part of the golden thread and the overarching goals in the Corporate Plan. Councillor Worrall highlighted that she is committed to making it a truly impactful tool.

The Leader that the Corporate Overview and Scrutiny Committee did consider the report and they raised specific questions. The Leader queried if these had been considered.

Councillor Worrall stated that they have made sure they have considered Overview and Scrutiny’s comments to ensure they play a key part in the decision making of the council.

Councillor Morris-Cook commented that it was a real living document that will develop more over time and noted that it was helpful for officers to understand the role they play in delivering the Corporate Plan.

Councillor Worrall thanked officers for their input into the document to ensure that performance will be shown in a modern document and for doing things in a different way.

RESOLVED:

2.1          Cabinet agreed the Performance Management and Assurance Framework (PMAF) Core Policy, attached at Appendix 1

2.2          Cabinet agreed the Year 1 Corporate Plan PMAF (metrics and milestones) attached at Appendix 3

Reason for the decision: as outlined in the report

The decision is subject to call-in

Councillor Worrall introduced the item and explained that Thurrock has so much to celebrate and is a great place to live and work however often the focus is on past mistakes and this has impacted trust. Councillor Worrall stated that they are committed to putting things right and noted that transformation cannot happen without the trust of the community. Communication needs to be informed and engaged. 92 % of residents have access to the internet and therefore there is a strong foundation to build from. The Communications and Engagement Strategy sets our how we will do that.

Councillor Worrall thanked the Corporate Overview and Scrutiny Committee for their input in shaping the document. Councillor Worrall highlighted that the item has been to scrutiny twice and their comments have been built into the document and this proves that the new scrutiny committees are a success.

Councillor V Holloway commented that communication and sharing what the Council is doing is often forgotten, if this is done residents can provide feedback and the council should be listening to that.

Councillor Morris-Cook welcomed the strategy and stated that the document is easy to understand and in simple language which is key to good communication. She stated that it should be used as a template for what good looks like.

Councillor Speight declared that he was employed by a local News outlet and stated that he should have stated that earlier in the meeting. Councillor Speight stated that there are a lot of good messages to be put out. Councillor Speight commented that he was concerned about the document as it does not state what research was conducted with residents, who conducted it and the results of the research and without that there is no validation of the research anywhere in the document.

The Assistant Director for Communications and Engagement stated that this did come up in the Overview and Scrutiny Committee meeting and the source and detail of the data was explained and discussed. The Assistant Director for Communications and Engagement apologised for not citing the source, explaining that the strategy has been an evolution and some of the detail is not in the final report, but she would be happy to share it.

RESOLVED:

2.1 Cabinet agreed the Communications and Engagement strategy for 2024/25 in Appendix A, and specifically support a ‘one council’ approach to communications and engagement for the council, as described in the strategy.

Reason for the decision: as outlined in the report

The decision is subject to call-in