Decisions

Use the search options below to find information regarding decisions that have been taken by the council's decision making bodies since 22 May 2015. If you wish to search for decisions prior to this date please use the search function under Search agendas, minutes and reports.

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Decisions published

13/01/2022 - LOP&S - 2122075 - Adam Transport Solution ref: 2259    Recommendations Approved

The aim of this contract is to reduced expenditure on transport. This technology and contract has been agreed by Technology Governance Board, subject to identifying the funding. It has been agreed with Adam Transport that this solution will be (worst case scenario) cost neutral. In that Adam will refund the expenditure on the system if the reductions are less than the cost of the system.

Decision Maker: Director of Learning, Opportunities and Skills

Decision published: 20/01/2022

Effective from: 13/01/2022

Decision:

To enter into a contract with Adam Commissioning solution in order to reduce the costs of transport provision

Lead officer: Anita Linsdell


13/01/2022 - LOP&S: 2122077 - Payments to Taxi/Bus Escorts when vehicles are cancelled due to pupils self-isolating to help with current recruitment and retention issues faced by taxi firms ref: 2258    Recommendations Approved

In the event of transport cancellation due to pupils not travelling the contractor would usually receive 50% of the daily price for up to 5 days. However the current spike in Covid cases has led to significantly more transport cancellations than usual.
Whilst taxi drivers are able to pick up other passengers in place of / in addition to their school runs this is not the case for taxi escorts who are employed in this capacity purely for the school run am and pm. Additionally Escorts tend to be low paid and firms are finding it increasingly difficult to recruit and retain these staff in light of frequent cancellations and interruptions.
Maintaining the Escort payment for periods of cancellation due to pupils self-isolating may provide an extra measure of reassurance and help to maintain continuity and retain staff.
This would also apply to minibus escorts although minibus cancellations are less likely as they carry a number of passengers every day.
It is proposed that this we pay 100% of the Escort cost from January 2022 in the event of a route being cancelled due to pupils self-isolating with covid. Not for any other reason and this would only be for a maximum of 2 weeks. This would be for the period from January to the Easter break initially, so for one term. If numbers continue to be high after Easter a further ODR will be created.

Decision Maker: Director of Learning, Opportunities and Skills

Decision published: 20/01/2022

Effective from: 13/01/2022

Decision:

To provide an additional payment to contractors to maintain Escort salaries at 100% in the event of transport being cancelled due to pupils self isolating for Covid.

Lead officer: Kim Holdridge


13/01/2022 - LOSC - 2122076 - Allocating the Social Care Support Grant for Doncaster Children’s Services Trust caseload pressures ref: 2260    For Determination

ODR 2122001 approved the planned spend of £2,975,000 for additional Social Care Support grant, which is delegated to the Director of Learning, Opportunities and Skills and Assistant Director of Finance (Section 151) in consultation with the Portfolio Holder for Children, Young People and Skills. The planned spend included up to £795,000 to Doncaster Children’s Services Trust (DCST) for additional Social Workers during 2021/22. ODR 2123023 approved that £167,000 of the £795,000 was reallocated to additional staffing capacity and resource required to support a targeted follow up of safeguarding concerns raised regarding a provider across Children’s and Adult Services in the Borough; leaving a revised allocation of £628,000.

Following the Contract Meeting between Doncaster Council and Doncaster Children’s Services Trust on 22nd July 2021 the Trust was asked to provide a position statement on current staffing to evidence the need for additional funds. Originally the additional funds were identified for additional social workers capacity but the Trust asked the Council to consider that a broader view should be applied that additional workload pressures have also affected IROs, Legal, business support, amongst others. Additionally there has been a need to increase agency social worker pay. Subsequently Doncaster Children’s Services Trust submitted a business case to Doncaster Council requesting funding of up to £510,000 for the following pressures due to increased caseloads:

IROs/CP Chairs £100,000
The Trust’s MTFS for 2021/22 included a £100k saving within this Service but this will now not be achieved in 2021/22 due to caseload demand. The caseloads for IROs have increased from March 2020 to date by 65 – according to the IRO handbook they should carry cases of 50-70, which equates to 1.6 FTE posts that need to be retained within
Safeguarding and therefore require funding.

Legal Services £106,000
Since March 2020 the number of section 31 Care and PLO cases have increased by 75. Senior Legal Officers should carry cases of c.16 and the Trust has increased SLO by
0.8fte meaning cases over capacity is 54 – c. 3.2fte. The actual additional staffing is for 2.8fte: 1.0fte LO locum (10 months) + 2.0fte SLO locum (full year). The overall additional
cost is reduced due to utilising the release of a balance sheet accrual of £50,000 (judicial process complete) and £104,000 Covid funding already received from the Council.

These agency staff (all in post) will continue to be monitored and released when caseloads allow.

Administration increase £75,000
The additional caseload and CIC numbers creates pressures and a need for additional administration support. This includes team business support as well as, for example, HR support to recruit and manage the HR processes. Therefore this funding will be utilised to increase administrative support for Teams and HR temporarily although the vast majority will be used to support the Social Work Teams. This provides funding for 7 x G7 agency for 4-4.5 months, including the agency premium.

Agency rate increase £95,000
Neighbouring authorities are paying agency social workers £38-£40 per hour compared to the Trust’s hourly rate of £32 - £35 per hour leading to some workers leaving the Trust.
To retain staff and remain competitive in the market the Trust has increased its hourly rate to £38 per hour. The additional funding will provide for 17 agency social workers uplifted to £38 per hour for 8 months.

Assessments Project Team (Team 5) £134,000
To relieve the pressure on the Front Door an additional project team has been put in place for 12 weeks as team 5. This has enabled the Trust to have 4 full teams and the
5th team as the additional resource/project team which will allow the Trust to:
- Explore the issue of increased pressure on the Front Door further
- Understand the demand and if this can be met by 4 teams (with a 5th team supporting
with the current demand and high caseloads)
- 5th team will pick up cases each week when a team can’t take anymore – this will give the Trust a better picture of the allocation process and duty process.

This will allow the Trust to understand this further and consider what issues might be present and better understand how we prevent this being a re-occurring issue.

The business case requesting funding totalling up to £510,000 was approved by the Director of Learning, Opportunities and Skills and Assistant Director of Finance (Section 151).

Decision Maker: Director of Learning, Opportunities and Skills

Decision published: 20/01/2022

Effective from: 13/01/2022

Decision:

To approve costs of up to £510,000 for additional Doncaster Children’s Services Trust caseload pressures to be funded from the £2,975,000 Social Care Support Grant delegated to the Director of Learning, Opportunities and Skills and Assistant Director of Finance (Section 151) in consultation with the Portfolio Holder for Children, Young People and Skills.

Lead officer: Riana Nelson


18/11/2021 - To consider the following Motion, written notice of which has been given by Councillor James Church and Seconded by Councillor Gemma Cobby, in accordance with Council Procedure Rule 16.1 ref: 2228    Recommendations Approved

Decision Maker: Council

Made at meeting: 18/11/2021 - Council

Decision published: 12/01/2022

Effective from: 18/11/2021

Decision:

In accordance with Council Procedure Rule 16.1, a Motion was submitted by Councillor James Church, and Seconded by Councillor Gemma Cobby:-

 

“Doncaster Council notes that:-

 

·                1 in 10 workers have experienced 'fire and rehire', told to reapply for their jobs on worse pay, terms or conditions or face the sack, with BME workers facing this at twice the rate of white workers.  Since March 2020 (TUC research January 2021), a quarter of all workers have experienced a worsening of their terms and conditions since the pandemic began.

 

·                That whilst the Prime Minister has called the practice ‘unacceptable’, he and his Government have continually refused to take action to outlaw the practice, raising concerns that they will not intervene in this race to the bottom as an escalating number of employers across all sectors abuse our weak employment protections to force their staff to accept worse terms and conditions, leaving many having to work longer hours and for lower pay, with what can be devastating consequences for workers and their families.

 

·                Even before the pandemic, 1 in 9 workers, 3.8 million people, were already insecure, meaning they did not have access to basic rights at work and could be dismissed at will, including those on zero hour contracts and agency workers.

 

Doncaster Council therefore resolves to:-

 

·                Support local residents, through their Trade Unions, against such unprincipled employers and write to the Prime Minister demanding the Government outlaw fire and rehire, and act now to keep his promise to local residents to protect their employment terms and conditions.

 

·                Not use fire and rehire itself as an employer and to prevent its use by Council contractors, by ensuring the Council has a procurement practice that ensures we are working with contractors that have good employment, trade union, equality, environmental records and appropriate policies.

 

·                Promote the increasing number of progressive local employers prioritising their employee’s standard of living and their wellbeing, work with our anchor institutions and key partners, to bring forward plans to ensure all have best practice employment and to work with recognised trade unions on this.

 

·                Support the TUC campaign for a New Deal for working people.”

 

Following the Chair affording Members in the Chamber the opportunity to speak on the Motion, an amendment was MOVED by Councillor Glenn Bluff and Seconded by Councillor Jane Cox, that the paragraphs at bullet points 2 and 7, be deleted.

 

A vote was taken on the amendment to the Motion proposed by Councillor Glenn Bluff, which was declared as follows:-

 

For - 11

 

Against - 32

 

Abstain - 1

 

On being put to the meeting, the amendment to the Motion was declared LOST.

 

A vote was taken on the Motion which was declared as follows:-

 

For – 43

 

Against – 0

 

Abstain – 1

 

On being put to the meeting, the Motion was declared CARRIED.

 

RESOLVED that Doncaster Council notes that:-

 

·                1 in 10 workers have experienced 'fire and rehire', told to reapply for their jobs on worse pay, terms or conditions or face the sack, with BME workers facing this at twice the rate of white workers.  Since March 2020 (TUC research January 2021), a quarter of all workers have experienced a worsening of their terms and conditions since the pandemic began.

 

·                That whilst the Prime Minister has called the practice ‘unacceptable’, he and his Government have continually refused to take action to outlaw the practice, raising concerns that they will not intervene in this race to the bottom as an escalating number of employers across all sectors abuse our weak employment protections to force their staff to accept worse terms and conditions, leaving many having to work longer hours and for lower pay, with what can be devastating consequences for workers and their families.

 

·                Even before the pandemic, 1 in 9 workers, 3.8 million people, were already insecure, meaning they did not have access to basic rights at work and could be dismissed at will, including those on zero hour contracts and agency workers.

 

Doncaster Council therefore resolves to:-

 

·                Support local residents, through their Trade Unions, against such unprincipled employers and write to the Prime Minister demanding the Government outlaw fire and rehire, and act now to keep his promise to local residents to protect their employment terms and conditions.

 

·                Not use fire and rehire itself as an employer and to prevent its use by Council contractors, by ensuring the Council has a procurement practice that ensures we are working with contractors that have good employment, trade union, equality, environmental records and appropriate policies.

 

·                Promote the increasing number of progressive local employers prioritising their employee’s standard of living and their wellbeing, work with our anchor institutions and key partners, to bring forward plans to ensure all have best practice employment and to work with recognised trade unions on this.

 

·                Support the TUC campaign for a New Deal for working people.”


21/12/2021 - CR/487/12/21 - Microsoft Unified Support Contract ref: 2254    Recommendations Approved

The use of Microsoft technologies is increasing and in order to continuously support the strategic direction of the organisation, it is imperative that our support models align to this increased knowledge and skillset. The Microsoft Unified Support contract will provide the Council access to enhanced technical knowledge in response to incident management, plus it will provide proactive monitoring opportunities to ensure the technology in place is performing as expected. Training materials are also part of the support agreement.

Regular interaction with a designated Microsoft Account Manager will ensure we are achieving value for money from the investment in technology; access to best practise knowledge and specific technical training to enhance the skillset within the Council’s support teams.

Decision Maker: Assistant Director of Customers, Digital and ICT

Decision published: 11/01/2022

Effective from: 21/12/2021

Decision:

To procure a Microsoft Unified Support Contract using the G-Cloud 12 Framework Agreement (RM1557.12) for a 12-month period (1st March 2022 to 28th February 2023).

Lead officer: Alison Morte


22/12/2021 - CR/489/01/22 - Doncaster City Status Bid ref: 2253    Recommendations Approved

To mark the Queens Platinum Jubilee, a competition is being held for a grant of City Status, with submissions invited by 8th December 2021. Doncaster Chamber, on behalf of Team Doncaster, is leading the Doncaster bid for City Status with support from Team Doncaster partners and the wider Doncaster community.

Decision Maker: Assistant Director Policy, Insight and Change

Decision published: 06/01/2022

Effective from: 22/12/2021

Decision:

To transfer funding of £28,224.00 to Doncaster Chamber to support the procurement of external marketing support for the Doncaster City Status bid preparation.

Lead officer: Alison Jayne Jordan


16/07/2018 - CR 295 2018 - Deed of Variation to an existing Facility Agreement between DMBC and Robin Hood Airport Developments Limited. ref: 2252    Recommendations Approved

Sheffield Council (SCC) holds responsibility for a number of funding streams within the Sheffield City Region (SCR). A financial appraisal of a scheme to build 44,000 sq ft of business space at RHABP by Robin Hood Airport Developments Limited (RHADL), identified a viability gap of £1,010,000. SCC approached Doncaster Council to apply to
the SCR Growing Places Fund (GPF), and then transfer the equivalent in aid to RHADL through a separate Facility Agreement.

Seeking a catalyst for development at RHABP, DMBC entered into a Facility Agreement with SCC to secure the GPF and a separate facility agreement with RHADL to facilitate the development and provide aid to the project.
The facility agreement with RHADL contained references to the site location within an Enterprise Zone at RHABP.

A risk assessment, completed by officers from
the Legal and Strategy & Performance Teams was presented to the Director of Regeneration and Environment, Assistant Director of Legal and Demographic Services and the Assistant Director of Finance on 29th March 2017. It was unilaterally agreed to progress with the scheme and ask the Sheffield City Region to intensify efforts to secure an Enterprise Zone at RHABP.

The RHADL Facility Agreement was completed in May 2017, at a time when:
- Sheffield City Region had agreed to adopt 10 hectares of Robin Hood Airport Business Park in a portfolio of enterprise zones;
- Written agreement was secured from the Treasury that the RHABP would be adopted as an Enterprise Zone;
- SCR had submitted a form application to the Treasury to place RHABP and a number of other sites in the SCR into law.
- The site was actively marketed by SCR, the Government and Doncaster Council as an Enterprise Zone.

RHADL completed the construction of 10 units totalling 44,000sqft in March 2018.

On 22nd February 2018 the SCR received written confirmation that the Government had rejected the SCR Enterprise Zone application. This decision has presented Doncaster with a number of new opportunities including:
- Future business rate receipts do not have to be relinquished to the Sheffield City Region and will be retained by the = Council in line with current business rate law.
- Companies located in the proposed enterprise zone were excluded from receiving aid from the DMBC Business Investment Incentive Scheme. Business Doncaster is now able to better tailor assistance to the needs of companies locating at the Business Park.

A Deed of Variation between Doncaster Council and Robin Hood Airport Developments Limited is required to reflect the position that Robin Hood Airport Business Park is not an Enterprise Zone.

See attached Officer Decision Record for further details.

Decision Maker: Director of Corporate Resources

Decision published: 04/01/2022

Effective from: 16/07/2018

Decision:

To enter into a Deed of Variation to an existing Facility Agreement between Robin Hood Airport Developments Ltd (RHADL) and Doncaster Council, wherein the parties confirm that the Property at Robin Hood Airport Business Park (RHABP) is not in the Sheffield City Region Enterprise Zone and agree that all references in the Facility Agreement dated 3rd May 2017 to the Property being located in the Enterprise Zone are deleted.

Lead officer: Christian Foster


15/10/2021 - - CR/473/10/21 - Licence renewal for ArcGIS Platform ref: 2251    Recommendations Approved

The ARCGIS platform has been utilised as a corporate solution for integrated mapping for a number of years now and has been integrated within a number of business-critical systems. The ARCGIS platform has been used very comprehensively with recent major issues – Flood Prevention and the COVID-19 pandemic. The use of integrated mapping continues to grow throughout the council. There is no current intention to change systems given the investment to date and
costs and impact of changing a major corporate system of this type.

See attached ODR for further information.

Decision Maker: Assistant Director of Customers, Digital and ICT

Decision published: 04/01/2022

Effective from: 15/10/2021

Decision:

Purchase 12 months support & maintenance contract with ESRI (UK) LIMITED for the provision and maintenance of the ARCGIS PLATFORM for the period 19/11/21 –18/11/22 at a cost of £67,896, and will be funded from budget code MP011. This is to ensure continuation of service for this business-critical solution. This will be procured via the Crown Commercial framework (CCS) Local Authority Software Applications framework RM1059

Lead officer: Julie Grant


22/12/2021 - CR/485/12/21 - Committee Management System Contract Award ref: 2250    Recommendations Approved

Background

1. In 2014 the Governance Services Team procured the Modern.Gov Committee IT system to replace the in house system that had become outdated, inefficient and could no longer be supported. The system is essential to the Council’s democratic process by facilitating decision making through a calendar of meetings, recording details of elected Members, and compiling meeting agendas, minutes and decisions to ensure openness and transparency. The package converts agenda papers and decision records to PDF files and also includes an App to enable agendas, reports and decisions to be accessed through mobile devices. The encrypted app also allows confidential information to remain secure ensuring it is only viewed by those who are entitled to access it via a password. The use of the App is becoming more important as Councillors are encouraged to use digital devices rather than paper copies to read their agendas during meetings.

2. The system is primarily used by Governance Services and elected members but has over recent years been used by other teams in the Council to facilitate other internal or partnership meetings.

3. The original contract period was from 5.12.14 to 16.12 19. A further 2 year extension was agreed with the contract expiring 16.12.21. There are no further extensions included within the original contractual arrangements.

Reason For Decision
4. Moving forward the Governance Team need to maintain a robust Committee and decision making management system. This direct award arrangement falls under the Crown Commercial Services Framework, set up in accordance with EU procurement rules, allowing the Council to purchase the services without the need to run a separate tender. A direct award is therefore the preferred option as the tender process followed by migration of data, training, roll out and implementation of a new system is time and resource intensive. The initial setting up costs of a new provider and officer time in undertaking these tasks with a new contractor would be significant compared to continuing with the ongoing annual costs of the current system.

5. The cost of the new contract will be £13,400 per annum plus annual increase in line with the Retail Price Index (RPI) for the next 2 years. The current rate is £13,385 per annum plus annual RPI increase. The budget is available within Corporate Services to continue to meet the cost of this annual contract.

6. By using a direct award the Council will continue to receive the same level of service including, ongoing maintenance and support, use of an encrypted app and the programme will continue to be hosted externally. The proposed arrangement also provides some certainty of future costs moving forward.

Decision Maker: Assistant Director Legal and Democratic Services

Decision published: 04/01/2022

Effective from: 22/12/2021

Decision:

i.To enter into a direct award arrangement for the Council’s Committee IT system, (Modern.Gov) using the Data and Application Solution agreement RM3821 under the Crown Commercial Services Framework.

ii.To retain arrangements with Civica for hosting, providing annual maintenance, ongoing technical support and provision of an encrypted app. for the period December 2021 to December 2023 (with an option for two 1 year extensions).

Lead officer: Andrew Sercombe