DECISION BOOK Issue: 246 Date: 4 January 2008 Decisions set out in the book have been made under delegated powers by the Chief Executive, Corporate Directors or the Chief Finance Officer and Monitoring Officer, in consultation either with the Cabinet or the relevant Lead Councillor. This issue of the decision book will be in public circulation up until Monday 14 January 2008. During that period three Councillors may request in writing to the Chief Executive that a decision should be referred either to the Cabinet, or to the Council (as appropriate) for formal resolution. The decision book is open to public inspection at the Civic Offices between 9.00 am and 5.00 pm, Mondays to Fridays. The officer reports accompanying the decisions are attached. Contact: Tim Milgate Committee Services Tel: 0118 939 0432 Fax: 0118 939 0591 e-mail: Tim.Milgate@reading.gov.uk
DECISION BOOK ISSUE 246 4 JANUARY 2008 1. APPOINTMENT OF DEPUTY CORONER FOR BERKSHIRE DECISION LEAD COUNCILLOR(S) WARDS AFFECTED PAGE NO. 1. APPOINTMENT OF DEPUTY CORONER FOR BERKSHIRE COUNCILLOR WAITE BOROUGHWIDE 1 This report sets out the decision to approve the appointment of Pearl Willis as Deputy Coroner for Berkshire from 1 January 2008. It is the decision of the Director of Environment, Culture and Sport in consultation with the Lead Councillor for Environment and Consumer Affairs that Pearl Willis be appointed as Deputy Coroner for Berkshire with effect from 1 January 2008.
2. EXTENSION FOR THE SUPPLY OF BROADBAND AND LEARNING PLATFORM SERVICES CONTRACT ON BEHALF OF SCHOOLS DECISION LEAD COUNCILLOR(S) WARDS AFFECTED PAGE NO. 2. EXTENSION FOR THE SUPPLY OF BROADBAND AND LEARNING PLATFORM SERVICES CONTRACT ON BEHALF OF SCHOOLS COUNCILLOR HARTLEY BOROUGHWIDE 4 This report sets out the decision to approve the extension of the existing contract arrangements with Easynet for the supply of broadband and associated services to schools for an additional 2 years. It is the Decision of the Director for Education and Children s Services, in consultation with the Lead Councillor for Education and Lifelong Learning, to extend the contract for broadband services and learning platform services for schools for an additional 2 years.
READING BOROUGH COUNCIL REPORT BY DIRECTOR OF ENVIRONMENT CULTURE AND SPORT LEAD COUNCILLOR WAITE COUNCILLOR: DATE: 4 JANUARY 2008 TITLE: APPOINTMENT OF DEPUTY CORONER FOR BERKSHIRE SERVICE: ENVIRONMENT, CULTURE AND SPORT WARDS: BOROUGHWIDE AUTHOR: MATTHEW GOLLEDGE TEL: 0118 939 0479 (x2479) JOB TITLE: TEAM LEADER TRADING STANDARDS E-MAIL: Matthew.Golledge@reading.go v.uk 1. PURPOSE AND SUMMARY OF REPORT 1.1 This report sets out the decision to approve the appointment of Pearl Willis as Deputy Coroner for Berkshire from 1 January 2008. 2. DECISION 2.1 It is the decision of the Director of Environment, Culture and Sport in consultation with the Lead Councillor for Environment and Consumer Affairs that Pearl Willis be appointed as Deputy Coroner for Berkshire with effect from 1 January 2008. 3. POLICY CONTEXT 3.1 Reading Borough Council are host authority for the administration of the Coroners Service in Berkshire. 3.2 The local authority has a statutory responsibility to appoint a Coroner under section 1 of the Coroners Act 1988. Although appointed and paid by the local authority he is not a local government officer but holds office under the Crown. 3.3 Under section 6 of the Coroners Act 1988, every Coroner must appoint a Deputy Coroner who has been approved by the chairman of the local authority and he may also appoint an Assistant Deputy Coroner. The deputies cover the Coroner s duties: 1
Due to illness; During the Coroner s absence; At an inquest for the holding of which the Coroner is disqualified. 3.4 Under the scheme of delegations, valid at the Council meeting on the 16 May 2007 (Minute 7 refers), the Head of Environment and Consumer Standards, in consultation with the Head of Legal Services, can appoint coroners under the Coroners Act 1988. 4. THE PROPOSAL (a) Current Position 4.1 Peter Bedford was appointed HM Coroner for Berkshire on 1 April 2004 following the amalgamation of the former Coroner s districts of Reading, West Berkshire and East Berkshire. 4.2 The Coroner has appointed a Deputy Coroner, and four Assistant Deputy Coroners. The appointments were approved through the Decision Book process on 9 July 2004 (issue 141 refers), 7 January 2005 (issue 157 refers) and 14 July 2006 (issue 202 refers). 4.3 Two of these appointments; Colin Helmuth, Deputy Coroner, and Dr Joe Pim, Assistant Deputy Coroner have decided to step down from their positions with immediate effect. (b) Option Proposed 4.4 The Coroner has selected a new Deputy Coroner to cover duties in his absence. 4.5 Pearl Willis has been a practicing Barrister since 1986 and is a member of Northampton Chambers. She has conducted cases in the Magistrates Court, Crown Court, County Court, High Court and the Court of Appeal. In 2002 she was appointed a part time Deputy District Judge (Civil). 4.6 Officers consider that the above mentioned candidate has the necessary skills and experience to carry out this role. 4.7 The Coroner considers that the remaining three assistant deputies will provide suitable cover and no further appointments are necessary. 2
5. CONTRIBUTION TO STRATEGIC AIMS 5.1 The appointment of a Deputy Coroner will ensure that the Coroners service, provided for all of the community, continues. 6. COMMUNITY ENGAGEMENT AND INFORMATION 6.1 The proposed appointment of a Deputy Coroner has been conducted in consultation with HM Coroner for Berkshire, Peter Bedford. 7. LEGAL IMPLICATIONS 7.1 Under section 6 of the Coroners Act 1988, every coroner shall appoint as his deputy a person approved by the chairman of the relevant council and may appoint as his assistant deputy a person so approved. 7.2 Under section 6(3) of the Coroners Act 1988 the coroner must inform the council in writing of the appointments made and a record of the appointment maintained by the council. 8. FINANCIAL IMPLICATIONS 8.1 The Joint Negotiating Committee for Coroners states that where a coroner incurs costs in employing a deputy, the local authority, following receipt of an itemised claim from the coroner, should reimburse the actual costs up to a maximum in any calendar year of 11.5% of the coroner s salary. 9. BACKGROUND PAPERS 9.1 Decision Book (Issue 141) dated 9 July 2004. 9.2 Decision Book (Issue 157) dated 7 January 2005. 9.3 Decision Book (Issue 202) dated 14 July 2006. 3
READING BOROUGH COUNCIL REPORT BY THE DIRECTOR OF EDUCATION AND CHILDREN S SERVICES LEAD COUNCILLOR: COUNCILLOR HARTLEY DATE: 4 JANUARY 2008 TITLE: EXTENSION FOR THE SUPPLY OF BROADBAND AND LEARNING PLATFORM SERVICES CONTRACT ON BEHALF OF SCHOOLS SERVICE: EDUCATION & CHILDREN S SERVICES WARDS: BOROUGHWIDE AUTHOR: DIANNE COLEMAN- ROUSE TEL: 0118 939 0167 (x2167) JOB TITLE: ICT SERVICES MANAGER E-MAIL: Dianne.colemanrouse@Reading.gov.uk 1. PURPOSE AND SUMMARY OF REPORT 1.1 This report sets out the decision to approve the extension of the existing contract arrangements with Easynet for the supply of broadband and associated services to schools for an additional 2 years. 2. DECISION 2.1 It is the Decision of the Director for Education and Children s Services, in consultation with the Lead Councillor for Education and Lifelong Learning, to extend the contract for broadband services and learning platform services for schools for an additional 2 years. 3 POLICY CONTEXT 3.1 The SEGfL (South East Grid for Learning) call off contract between Easynet Limited and Reading Borough Council for broadband connectivity and Learning Platform for schools is being extended in accordance with the Council s Contract Procedure Rules 5 (1) (k), where the contractor is already providing the goods, services or works and there being a clause in the existing contract providing for an extension and the extension being relevant to the existing contract. The agreement ensures continuity of service with the existing supplier. 4
4 THE PROPOSAL a Current Position 4.1 This contract was originally let through the South East Grid for Learning (SEGfL) framework for a period of 3 years with an option to extend for 2012 from 1 April 2005. The Framework followed the OJEU (Official Journal of the European Union) process and then allowed Local Authorities to run a mini competition with the 5 preferred suppliers. This process was done in consultation with schools and Easynet was the chosen supplier. 4.2 All Reading s schools have a 10MB synchronous broadband connection and access to a Learning Platform in line with the DCSF Every Child Matters, Harnessing Technology targets. 4.3 This contract provides schools with a private network that also has a connection into Reading Borough Council s data network, which enables data to be sent between schools and between schools and the Local Authority (LA) securely. Schools use this connection to access e-mail and internet securely, the service also provides Antispam, Antivirus and a learning platform which provides 24 hour a day, seven days a week access to learning and a professional e-mail address to all pupils and adults in a school workforce. 4.4 This contract which is for the supply of broadband, networking services and a learning platform for schools has been operating successfully since 1 April 2005. The contract has been subject to regular contract management discussions with the suppliers and the stakeholders. b. Proposed Option 4.5 It is recommended that the existing Easynet contract for broadband and services originally contracted from 1 April 2005 to 31 March 2008 with an option to extend up until 31 August 2012, be extended for 2 years to 31 March 2010. It should be noted that the South East Grid for Learning (SEGfL), which is a consortium of 17 Local Authorities in the South East working together, are starting a re-procurement for broadband services with an intended completion date of 31 August 2009. In order to allow for any slippage in delivery it is recommended to extend the existing contract to 31 March 2010 with a 6 month break clause. 5
The agreement will ensure service continuity and certainty with the existing supplier and will avoid considerable disruption and expense to schools that would be caused by changing supplier. In line with SEGfL recommendations, alternative suppliers were not considered at this time due to the impending re-procurement process planned to begin in April 2008. This procurement will be lead by the SEGfL and will follow the SEGfL framework and Reading s contract Procedure rules. It is intended that the new contract will be for a minimum of 3 years. 4.6 In line with the SEGfL framework agreement, a new procurement process will begin in April 2008 to establish whether the current suppliers are offering the best value for money or whether it will be preferable to change supplier. This work will be carried out in conjunction with SEGfL. 4.7 Any re-tendering process will be in line with the South East Grid for Learning (SEGfL) and the Council s Contract Procedure Rules. 4.8 Existing contracts will only be applied if it is in the Authority s best interest and additional savings, in terms of procurement efficiencies can be achieved. 5 CONTRIBUTION TO STRATEGIC AIMS 5.1 To secure the most effective use of the Council s resources in delivery of high quality, best value public services. 5.2 The contract extension is designed to ensure that maximum life is extracted from equipment 5.3 To ensure that the LA meets government targets for Harnessing Technology. 6. COMMUNITY ENGAGEMENT AND INFORMATION 6.1 None. 7. LEGAL IMPLICATIONS 7.1 The existing contract was procured through the South East Grid for Learning consortium framework agreement which is still in force and no new procurement procedure under European legislation will be necessary for the proposed extension. The existing contract permits the authority to extend the contract for an additional period of up to 2 years but not exceeding an end date of 31 August 2012. 6
7.2 A formal variation of the current contract will need to be entered into with Easynet Limited to record the new expiry date. 8. FINANCIAL IMPLICATIONS 8.1 Due to the equipment being 3 years old, there is a requirement to purchase an additional server plus extended warranties. BT s pricing structure has changed from high cost installation and low cost rental to low cost installation and high cost rental. As the installation costs were paid 3 years ago and the rental costs remain regardless there is no financial advantage in moving to an alternative supplier at this stage, as it would incur the installation costs again. 8.2 There is a requirement to future proof the system by increasing the Internet transit bandwidth, it is envisaged that increase speed at individual schools should be a cost to those schools. 8.3 The Standards Fund Harnessing Technology grant provides 315,471 which has to be used for: the upgrade of connectivity bandwidths; extension of ICT access and ICT based services; implementation of a learning platform; systems to achieve better use and integration of information to support learning; investment in a range of technologies to support classroom-based learning. A service level agreement to schools generates income of 219,000 which together covers the cost of the service. Schools Forum, which met on 13 December 2007, endorsed the full retention of the grant for the local authority to pay contract commitments. Income: 08/09 Standards fund grant for ICT 315,471 buyback from schools 219,982 c/f 07/08 50,000 total income 585,453 Commitments 584,359 9. BACKGROUND PAPERS 9.1 DCSF e-strategy document for Harnessing Technology Transforming Learning and Children s Services. 7