Apologies for absence were received from Councillors Dent and A Jones.

There were no declarations of interest at this meeting.

There were no declarations of interest at this meeting.

Resolved:

That the minutes of the special meeting held Thursday, 19 December 2024, be confirmed as a correct record and signed.

Resolved:

That the minutes of the special meeting held Thursday, 19 December 2024, be confirmed as a correct record and signed.

Resolved:

That the minutes of the special meeting held Thursday, 9 January 2025, be confirmed as a correct record and signed.

Resolved:

That the minutes of the special meeting held Thursday, 9 January 2025, be confirmed as a correct record and signed.

Report of Executive Director (Strategy and Change)

Resolved:

That the minutes of the special meeting held Monday, 13 January 2025, be confirmed as a correct record and signed.

Resolved:

That the minutes of the special meeting held Monday, 13 January 2025, be confirmed as a correct record and signed.

Resolved:

That the minutes of the special meeting held Tuesday, 11 February 2025, be confirmed as a correct record and signed.

Resolved:-

That the Minutes of the Meeting held on Tuesday, 11 February 2025,  be confirmed as a correct record and signed.

Report of Chief Executive

The Cabinet considered a report of the Chief Executive presenting the refreshed Southend-on-Sea City Vision setting out a clear direction for Southend's growth and development, aligned with the aspirations of Southend City’s diverse communities and stakeholders.

Recommended:

That Council be recommended to endorse the City Vision for Southend-on-Sea.

Reasons for recommendation:

As a core member of the Southend City Partnership, Southend-on-Sea City Council is committed to improving the quality of life for residents, workers, visitors, students, and businesses. The City Vision offers an opportunity for the Council to optimise its resources and foster collaboration with other leading organisations, delivering inclusive outcomes across Southend City.

Other options:

The City Partnership and major organisations could continue to operate independently within their existing strategic and partnership frameworks. However, this approach would miss the opportunity to leverage the added value and synergies that come from collaborating under a shared Vision.

Note: This is an Executive Function

Not eligible for call-in.

Cabinet Member: Cllr Cowan

The Cabinet considered a report of the Chief Executive presenting the refreshed Southend-on-Sea City Vision setting out a clear direction for Southend's growth and development, aligned with the aspirations of Southend City’s diverse communities and stakeholders.

Recommended:

That Council be recommended to endorse the City Vision for Southend-on-Sea.

Reasons for recommendation:

As a core member of the Southend City Partnership, Southend-on-Sea City Council is committed to improving the quality of life for residents, workers, visitors, students, and businesses. The City Vision offers an opportunity for the Council to optimise its resources and foster collaboration with other leading organisations, delivering inclusive outcomes across Southend City.

Other options:

The City Partnership and major organisations could continue to operate independently within their existing strategic and partnership frameworks. However, this approach would miss the opportunity to leverage the added value and synergies that come from collaborating under a shared Vision.

Note: This is an Executive Function

Not eligible for call-in.

Cabinet Member: Cllr Cowan

Report of Executive Director (Strategy and Change)

The Cabinet considered a report of the Executive Director (Strategy and Change) presenting the quarter three Corporate Performance Report covering the period October to December 2024.

Resolved:

1. That the Corporate Performance Report as at 31 December 2024, set out in Appendix 1 to the submitted report, be noted.

2. That the Corporate Delivery Plan Report as at 31 December 2024 set out in Appendix 2 to the report, be noted.

Reasons for decisions:

The Corporate Performance Report informs decision making to ensure that the Council’s priorities are on track to be achieved and aligns with the Financial Performance Report to ensure that they are delivered within the approved budget provision.

Other options:

The Council could choose to monitor its corporate performance against an alternative timeframe, but it is considered that the current reporting schedule provides the appropriate balance to allow strategic oversight of the budget by Councillors. More frequent monitoring is undertaken by officers and considered by individual service Directors and the council’s Corporate Leadership Team (CLT) including the implementation of any necessary remedial actions.

Note: This is an Executive Function

Not eligible for call-in.

Cabinet Member: Cllr Cowan

The Cabinet considered a report of the Executive Director (Strategy and Change) presenting the quarter three Corporate Performance Report covering the period October to December 2024.

Resolved:

1. That the Corporate Performance Report as at 31 December 2024, set out in Appendix 1 to the submitted report, be noted.

2. That the Corporate Delivery Plan Report as at 31 December 2024 set out in Appendix 2 to the report, be noted.

Reasons for decisions:

The Corporate Performance Report informs decision making to ensure that the Council’s priorities are on track to be achieved and aligns with the Financial Performance Report to ensure that they are delivered within the approved budget provision.

Other options:

The Council could choose to monitor its corporate performance against an alternative timeframe, but it is considered that the current reporting schedule provides the appropriate balance to allow strategic oversight of the budget by Councillors. More frequent monitoring is undertaken by officers and considered by individual service Directors and the council’s Corporate Leadership Team (CLT) including the implementation of any necessary remedial actions.

Note: This is an Executive Function

Not eligible for call-in.

Cabinet Member: Cllr Cowan

Report of Executive Director (Finance and Resources)

The Cabinet considered a report of the Executive Director (Finance and Resources) presenting the Annual Procurement Plan for 2025-2028 covering all procurements with a total contract value of £500,000 or above.

Resolved:

1. That the annual procurement plan for 2025–2028 (Appendix 1 to the submitted report) containing those procurements with a total contract value of £500,000 and above, be approved.

2. That the extension of contracts listed within the procurement plan with a total contract value of £500,000 and above, as permitted within the terms and conditions of the current contract, be approved.

3. That a mid-financial year review of the procurement plan, to reflect the additional activity that may occur throughout the year, including new grant announcements for contract spend within the financial year. be presented to Cabinet.

4. That it be noted that any key decision procurements arising from approvals in the capital investment programme would be added to the procurement plan as required (both Southend City Council and South Essex Homes).

Reasons for decisions:

1. Approval of the Council’s annual procurement plan is required under Part 7 Section 6 of the Council’s constitution.

2. Councillors are aware of the development of the comprehensive contracts register and pipeline procurement plan and the benefits this will provide in terms of the Council’s commissioning plans, financial planning as well as future planning for suppliers and local businesses.

3. The pipeline plan now aligns with the requirements of the Procurement Act that came into effect on the 24^th February 2025

Other options:

Annual approval of the Council’s procurement plan is required under the constitution. The Council could decide to just publish an annual plan, but it is felt that the development of a pipeline plan will assist the Council and businesses in their resource and future planning. The move to a 3-year rolling plan (2025-28) aligns with the requirements of the Procurement Act which commenced on the 24^th February 2025.

Note: This is an Executive Function

Not eligible for call-in.

Cabinet Member: Cllr Collins

The Cabinet considered a report of the Executive Director (Finance and Resources) presenting the Annual Procurement Plan for 2025-2028 covering all procurements with a total contract value of £500,000 or above.

Resolved:

1. That the annual procurement plan for 2025–2028 (Appendix 1 to the submitted report) containing those procurements with a total contract value of £500,000 and above, be approved.

2. That the extension of contracts listed within the procurement plan with a total contract value of £500,000 and above, as permitted within the terms and conditions of the current contract, be approved.

3. That a mid-financial year review of the procurement plan, to reflect the additional activity that may occur throughout the year, including new grant announcements for contract spend within the financial year. be presented to Cabinet.

4. That it be noted that any key decision procurements arising from approvals in the capital investment programme would be added to the procurement plan as required (both Southend City Council and South Essex Homes).

Reasons for decisions:

1. Approval of the Council’s annual procurement plan is required under Part 7 Section 6 of the Council’s constitution.

2. Councillors are aware of the development of the comprehensive contracts register and pipeline procurement plan and the benefits this will provide in terms of the Council’s commissioning plans, financial planning as well as future planning for suppliers and local businesses.

3. The pipeline plan now aligns with the requirements of the Procurement Act that came into effect on the 24^th February 2025

Other options:

Annual approval of the Council’s procurement plan is required under the constitution. The Council could decide to just publish an annual plan, but it is felt that the development of a pipeline plan will assist the Council and businesses in their resource and future planning. The move to a 3-year rolling plan (2025-28) aligns with the requirements of the Procurement Act which commenced on the 24^th February 2025.

Note: This is an Executive Function

Not eligible for call-in.

Cabinet Member: Cllr Collins

Report of Executive Director (Finance and Resources)

The Cabinet considered a report of the Executive Director (Finance and Resources) presenting the Treasury Management Report covering the treasury management activity and compliance with the treasury management strategy for both quarter three and the period from April to December 2024.

Resolved:

1. That the Quarter Three Treasury Management Report for 2024/25, be approved.

2. That it be noted that treasury management activities were carried out in accordance with the CIPFA (The Chartered Institute of Public Finance and Accountancy) Code of Practice for Treasury Management in the Public Sector during the period from April to December 2024.

3. That it be noted that the loan and investment portfolios were actively managed to minimise cost and maximise interest earned, whilst maintaining a low level of risk; and

4. That it be noted that £4.490m of interest and income distributions for all investments were earned during this nine-month period at an average rate of 4.56%. Also, the value of the externally managed funds increased by a net of £3.098m due to changes in the unit price, giving a combined overall return of 7.71%.

5.That it be noted that the level of borrowing from the Public Works Loan Board (PWLB) (excluding debt relating to services transferred from Essex County Council on 1st April 1998) remained at £347.3m (Housing Revenue Account (HRA): £74.2m, General Fund: £273.1m) during the period from April to December 2024 at an average rate of 3.46%.

6.That it be noted that the level of financing for ‘invest to save’ capital schemes decreased from £8.03m to £7.93m during the period from April to December 2024.

Reasons for decisions:

The CIPFA Code of Practice on Treasury Management recommends that Local Authorities should submit reports regularly. The Treasury Management Policy Statement for 2024/25 set out that reports would be submitted to Cabinet quarterly on the activities of the treasury management operation.

Other options:

There are many options available for the operation of the Treasury Management function, with varying degrees of risk associated with them. The Treasury Management Policy aims to effectively control risk to within a prudent level, whilst providing optimum performance consistent with that level of risk.

Note: This is an Executive Function

Not eligible for call-in.

Cabinet Member: Cllr Collins

The Cabinet considered a report of the Executive Director (Finance and Resources) presenting the Treasury Management Report covering the treasury management activity and compliance with the treasury management strategy for both quarter three and the period from April to December 2024.

Resolved:

1. That the Quarter Three Treasury Management Report for 2024/25, be approved.

2. That it be noted that treasury management activities were carried out in accordance with the CIPFA (The Chartered Institute of Public Finance and Accountancy) Code of Practice for Treasury Management in the Public Sector during the period from April to December 2024.

3. That it be noted that the loan and investment portfolios were actively managed to minimise cost and maximise interest earned, whilst maintaining a low level of risk; and

4. That it be noted that £4.490m of interest and income distributions for all investments were earned during this nine-month period at an average rate of 4.56%. Also, the value of the externally managed funds increased by a net of £3.098m due to changes in the unit price, giving a combined overall return of 7.71%.

5.That it be noted that the level of borrowing from the Public Works Loan Board (PWLB) (excluding debt relating to services transferred from Essex County Council on 1st April 1998) remained at £347.3m (Housing Revenue Account (HRA): £74.2m, General Fund: £273.1m) during the period from April to December 2024 at an average rate of 3.46%.

6.That it be noted that the level of financing for ‘invest to save’ capital schemes decreased from £8.03m to £7.93m during the period from April to December 2024.

Reasons for decisions:

The CIPFA Code of Practice on Treasury Management recommends that Local Authorities should submit reports regularly. The Treasury Management Policy Statement for 2024/25 set out that reports would be submitted to Cabinet quarterly on the activities of the treasury management operation.

Other options:

There are many options available for the operation of the Treasury Management function, with varying degrees of risk associated with them. The Treasury Management Policy aims to effectively control risk to within a prudent level, whilst providing optimum performance consistent with that level of risk.

Note: This is an Executive Function

Not eligible for call-in.

Cabinet Member: Cllr Collins

Report of Executive Director (Environment and Place)

The Cabinet considered a report of the Executive Director (Environment and Place) presenting an update on the progress drafting new Partnership and Management Agreements between the Council and South Essex Homes.

Resolved:

1. That the progress made on drafting/reviewing the new Partnership and Management Agreements (Service Level Agreements) between Southend-on-Sea City Council and South Essex Homes (SEH) to date, be noted.

2. That the following next steps for the Partnership and Management Agreements, be approved:

(a) That the Council’s Internal Audit Team undertakes a review of the existing governing documents for the partnership.

(b) That resolution 2(a) above informs the negotiations and updating of the partnership governance documents (SLAs) between both the Council and South Essex Homes.

(c) That the new partnership governance documents (SLAs) come back to Cabinet for approval, once drafted.

Reasons for decision:

The review process and updated partnership documents are required to ensure that they reflect the changes in priorities to the regulatory landscape over the past 4 years.

Other options:

1. Undertake the review in house, within the Council’s Strategic Housing team. It is believed that through utilising PWC and the Council’s Internal Audit team there will be greater objectivity and impartiality achieved within the review process.

2. Do nothing. Given the changes to operational elements of the partnership and changes to the regulatory framework a review is necessary, rather than exercising the extension allowed under the current agreement.

3. End the arrangement with South Essex Homes and bring housing management back into direct Council delivery. SEH has operated effectively for almost 20 years and has a good handle on the housing management process and is fully across compliance and regulatory requirements. Moreover, they have an established relationship with the Council’s tenants, and their sub-contractors, and it has been demonstrated through earlier Internal Audit reviews (Management of the SEH Partnership Agreement was rated as Highly Assured by Internal Audit Service in November 2023) that the partnership arrangements are effective. Also, it should be noted that evidence from other local authorities where Arms-Length Management Organisations (ALMOs) have been wound up and services brought in house has shown that cost benefits have not been delivered, in the majority of instances and, along with the above reasons, this option is not recommended.

Note: This is an Executive Function

Not eligible for call-in

Cabinet Member: Cllr A Jones

The Cabinet considered a report of the Executive Director (Environment and Place) presenting an update on the progress drafting new Partnership and Management Agreements between the Council and South Essex Homes.

Resolved:

1. That the progress made on drafting/reviewing the new Partnership and Management Agreements (Service Level Agreements) between Southend-on-Sea City Council and South Essex Homes (SEH) to date, be noted.

2. That the following next steps for the Partnership and Management Agreements, be approved:

(a) That the Council’s Internal Audit Team undertakes a review of the existing governing documents for the partnership.

(b) That resolution 2(a) above informs the negotiations and updating of the partnership governance documents (SLAs) between both the Council and South Essex Homes.

(c) That the new partnership governance documents (SLAs) come back to Cabinet for approval, once drafted.

Reasons for decision:

The review process and updated partnership documents are required to ensure that they reflect the changes in priorities to the regulatory landscape over the past 4 years.

Other options:

1. Undertake the review in house, within the Council’s Strategic Housing team. It is believed that through utilising PWC and the Council’s Internal Audit team there will be greater objectivity and impartiality achieved within the review process.

2. Do nothing. Given the changes to operational elements of the partnership and changes to the regulatory framework a review is necessary, rather than exercising the extension allowed under the current agreement.

3. End the arrangement with South Essex Homes and bring housing management back into direct Council delivery. SEH has operated effectively for almost 20 years and has a good handle on the housing management process and is fully across compliance and regulatory requirements. Moreover, they have an established relationship with the Council’s tenants, and their sub-contractors, and it has been demonstrated through earlier Internal Audit reviews (Management of the SEH Partnership Agreement was rated as Highly Assured by Internal Audit Service in November 2023) that the partnership arrangements are effective. Also, it should be noted that evidence from other local authorities where Arms-Length Management Organisations (ALMOs) have been wound up and services brought in house has shown that cost benefits have not been delivered, in the majority of instances and, along with the above reasons, this option is not recommended.

Note: This is an Executive Function

Not eligible for call-in

Cabinet Member: Cllr A Jones

Report of Executive Director (Environment and Place)

The Cabinet considered a report of the Executive Director (Environmental and Waste) presenting proposals to introduce a new bus service from London Southend Airport and the Airport Business Park to Leigh-on-Sea Railway Station.

Councillor Aylen attended the meeting and addressed the Cabinet on the matter.

Resolved:

1. That the procurement to tender a new bus service from London Southend Airport and the Airport Business Park to Leigh-on-Sea Rail Station, be approved.

2. That authority be delegated to the Executive Director (Environment and Place), in consultation with the Cabinet Member for Finance, Assets, Investments and Public Transport, to finalise the details of the new bus service and tender documents and appointment of the successful bus operator.

Reasons for decision:

This new bus service supports the government’s ambitions to get people using public transport and will support access for residents and businesses in St Laurence, Eastwood Park, Belfairs, Blenheim Park, Leigh and West Leigh wards.

Other options:

Not to provide a new bus service and residents will access Leigh as they currently do either by driving, hiring a taxi, travelling to the city centre to access a bus service to Leigh, or not making the journey at all.  Also, workers at the industrial areas along the route will continue to access these sites by car and hinder those that do not have access to a car.

Note: This is an Executive Function

Not eligible for call-in

Cabinet Member: Cllr Collins

The Cabinet considered a report of the Executive Director (Environmental and Waste) presenting proposals to introduce a new bus service from London Southend Airport and the Airport Business Park to Leigh-on-Sea Railway Station.

Councillor Aylen attended the meeting and addressed the Cabinet on the matter.

Resolved:

1. That the procurement to tender a new bus service from London Southend Airport and the Airport Business Park to Leigh-on-Sea Rail Station, be approved.

2. That authority be delegated to the Executive Director (Environment and Place), in consultation with the Cabinet Member for Finance, Assets, Investments and Public Transport, to finalise the details of the new bus service and tender documents and appointment of the successful bus operator.

Reasons for decision:

This new bus service supports the government’s ambitions to get people using public transport and will support access for residents and businesses in St Laurence, Eastwood Park, Belfairs, Blenheim Park, Leigh and West Leigh wards.

Other options:

Not to provide a new bus service and residents will access Leigh as they currently do either by driving, hiring a taxi, travelling to the city centre to access a bus service to Leigh, or not making the journey at all.  Also, workers at the industrial areas along the route will continue to access these sites by car and hinder those that do not have access to a car.

Note: This is an Executive Function

Not eligible for call-in

Cabinet Member: Cllr Collins

Report of Executive Director (Adults and Communities)

The Cabinet considered a report of the Executive Director (Adults and Communities) setting out the procurement approach to add new providers to the Supported Living Framework.

Resolved:

That Authority be delegated ot the Executive Director (Adults and Communities), in consultation with the Cabinet Member for Social Care and Healthier Communities, to appoint to the framework for this process and at any future point where the framework has been reopened, those providers who are successful following the procurement and evaluation process, and to conclude any necessary documentation in this.

Reasons for decision:

Delegated authority to award to providers who successfully pass the procurement process will allow for new entries to be added to the Framework periodically without adding pressure to the governance function of the Cabinet and Council.

Other options:

1. Do not award new contracts under the Framework.  This is not recommended.

2. Follow the existing governance process which would require repeated governance processes to be followed at each award to successful providers.

Note: This is an Executive Function

Not eligible for call-in

Cabinet Member: Cllr Sadza

The Cabinet considered a report of the Executive Director (Adults and Communities) presenting

Report of Executive Director (Children and Public Health)

The Cabinet considered a report of the Executive Director (Children and Public Health) presenting the Southend-on-Sea City Council Home to School Transport Assistance Policy.

Resolved:

That the revised Home to School Travel Assistance Policy for Southend-on-Sea City Council, as set out at appendix 1 to the submitted report, be approved.

The Cabinet considered a report of the Executive Director (Children and Public Health) presenting the Southend-on-Sea City Council Home to School Transport Assistance Policy.

Resolved:

That the revised Home to School Travel Assistance Policy for Southend-on-Sea City Council, as set out at appendix 1 to the submitted report, be approved.

Report of Executive Director (Environment and Place)

The Cabinet considered a report of the Executive Director (Environment and Place) in response to a Notice of Motion concerning the building on the Green Belt and Open Spaces referred by Council on 12 December 2024.

Resolved:

1. That the notice of motion titled ‘Building on the Green Belt and Open Spaces’, be noted.

2. That resolution 1 of the Notice Of Motion be taken forward in respect of the Council confirming its objection to the development of Green Belt land South of Hadleigh in Castle Point.

3. That it be noted that resolution 2 of the notice of motion, namely the decision to allocate or not allocate sites for development, including those comprising greenfield land, open space and/or Green Belt, in Southend must be made as part of the Local Plan process.

Reasons for decision:

To respond to the Notice of Motion.

Other options:

None.

Note: This is an Executive Function

Not eligible for call-in.

Cabinet Member: Cllr Anne Jones

The Cabinet considered a report of the Executive Director (Environment and Place) in response to a Notice of Motion concerning the building on the Green Belt and Open Spaces referred by Council on 12 December 2024.

Resolved:

1. That the notice of motion titled ‘Building on the Green Belt and Open Spaces’, be noted.

2. That resolution 1 of the Notice Of Motion be taken forward in respect of the Council confirming its objection to the development of Green Belt land South of Hadleigh in Castle Point.

3. That it be noted that resolution 2 of the notice of motion, namely the decision to allocate or not allocate sites for development, including those comprising greenfield land, open space and/or Green Belt, in Southend must be made as part of the Local Plan process.

Reasons for decision:

To respond to the Notice of Motion.

Other options:

None.

Note: This is an Executive Function

Not eligible for call-in.

Cabinet Member: Cllr Anne Jones

Report of Executive Director (Strategy and Change)

The Cabinet considered a report of the Executive Director (Strategy and Change) in response to a Notice of Motion concerning improved voting provision for visually impaired people referred by Council on 12 December 2024.

Resolved:

1. That the RNIB Blind Voters Count campaign, be supported.

2. That officers continue to work with the RNIB along with local charities, such as Southend In Sight to research the local impact among the City’s visually impaired residents.

3. That officers continue to research solutions that allow blind people to vote independently both within the polling stations in Southend and by post.

4. That the additional measures to improve accessibility for blind/partially sighted people be funded from the allocation of a one-off sum of up to £20,000 to be met from the Council’s Corporate Contingency budget.

5. That officers continue to reach out to other local and national disability charities to understand any difficulties residents with other disabilities have when voting in order to improve accessibility for all.

Reasons for decision:

To respond to the Notice of Motion.

Other options:

None.

Note: This is an Executive Function

Not eligible for call-in

Cabinet Member: Cllr Cowan

The Cabinet considered a report of the Executive Director (Strategy and Change) in response to a Notice of Motion concerning improved voting provision for visually impaired people referred by Council on 12 December 2024.

Resolved:

1. That the RNIB Blind Voters Count campaign, be supported.

2. That officers continue to work with the RNIB along with local charities, such as Southend In Sight to research the local impact among the City’s visually impaired residents.

3. That officers continue to research solutions that allow blind people to vote independently both within the polling stations in Southend and by post.

4. That the additional measures to improve accessibility for blind/partially sighted people be funded from the allocation of a one-off sum of up to £20,000 to be met from the Council’s Corporate Contingency budget.

5. That officers continue to reach out to other local and national disability charities to understand any difficulties residents with other disabilities have when voting in order to improve accessibility for all.

Reasons for decision:

To respond to the Notice of Motion.

Other options:

None.

Note: This is an Executive Function

Not eligible for call-in

Cabinet Member: Cllr Cowan