Issue - meetings

Library Management Contract Extension

Meeting: 05/02/2018 - Call-In Sub-Committee (Item 23)

23 Call-In of the Cabinet Decision (18 January 2018) - Library Management Contract Extension pdf icon PDF 115 KB

a)    Notice invoking the Call-In;

 

b)    Minutes of the Cabinet meeting held on 18 January 2018;

 

c)    Report submitted to Cabinet on 18 January 2018.

 

Additional documents:

Minutes:

The Sub-Committee received the papers in respect of the call-in notice submitted by 6 Members of the Council in relation to a decision made by Cabinet on 18 January 2018 regarding the Library Management Contract Extension.  The contract, which had been jointly procured with the London Borough of Ealing, had been managed by the Construction Company Carillion until recently when Carillion had gone into compulsory liquidation.

 

The Chair advised the Sub-Committee on the suggested order of proceedings and reminded Members of the timings allowed for submissions and questions.  He invited the representative of the signatories to present his reasons for the call-in.

 

The representative stated that:

 

·                     he was grateful that he had been kept informed by both the leader and relevant officers about the latest position regarding Library Mangement Contract since the recent announcement that Carillion had gone into compulsory liquidation;

 

·                     at its Cabinet Meeting on Tuesday 16 January, Ealing Council had presented an addendum to their Cabinet Report regarding extending the library contract with Carillion for a further 5 years;

 

·                     Ealing Council had, in light of the liquidation, presented an addendum to their Cabinet Report regarding extending the library contract with Carillion for a further 5 years at its Cabinet Meeting on Tuesday 16 January.  However, in his view, Ealing’s proposals in the addendum were too broad and long-term and he had been surprised to see that the recommendations proposed by Harrow with regard to its Library Management contract closely resembled those proposed by Ealing; 

 

·                     in his view, the Library Management Contract item could have been deferred until February 2018 Cabinet meeting and he had requested this be done but his request had not been agreed;

 

·                     he had submitted the call-in because he was particularly concerned that authority to make longer term decisions over a key service area had been delegated to officers without the possibility of further public scrutiny or consultation.

 

The representative made the following points with regard to each of the grounds for the call-in:

 

Inadequate consultation with stakeholders prior to the decision:

 

·                     revised versions of recommendations B and D of the Cabinet Report relating to the Library Management Contract Extension had been tabled during consideration of the item at the Cabinet meeting of 18 January 2018.  Library staff, the trade unions, the opposition, residents and library users had not been consulted regarding the proposals and this equated to inadequate consultation and inadequate scrutiny;

 

·                     furthermore, no timescales had been set out for Recommendation D.  Recommendation B would allow officers to novate the contract until 31 August 2023.  However, very little detail had been provided regarding any potential future provider or the nature of any potential new contract.  For example, he would expect financial and legal implications, estimated costs associated with any new contract, key performance indicators, an equalities impact assessment to have been provided as part of the revised recommendations.

 

The action was not proportionate to the desired outcome:

 

·                     he was aware of the tight timescales and the urgent need to stabilise the Library Service.  ...  view the full minutes text for item 23


Meeting: 18/01/2018 - Cabinet (Item 653)

653 Library Management Contract Extension pdf icon PDF 463 KB

Report of the Corporate Director of Community.

Additional documents:

Minutes:

Upon a ‘statement’ by the Leader of the Council, as set out in the published tabled document, a revised recommendation – tabled document refers – was  moved, duly seconded and it was

 

RESOLVED:  That the Corporate Director of  Community, following consultation with the Portfolio Holders for Community, Culture and Resident Engagement and Finance and Commercialisation, and the Director of Finance, be delegated authority to take all necessary steps to manage the liquidation process and, in particular, authority to:

a)            consider bringing the Library Services in house or to provide the Library Services through other service delivery models;

b)            novate the existing contract to a suitable alternative service provider;

c)            vary or terminate the existing contract as necessary;

d)            conduct a procurement process and award a new contract to a suitable alternative service provider;

a)            enter into any necessary negotiations and agreements to give effect to a) – d) above and the liquidation process.

 

Reason for Decision:  To enable the securing of the most efficient and high quality Library Services in the future following the notification that Carillion Integrated Services Ltd (CIS) had gone into compulsory liquidation. 

 

Alternative Options Considered and Rejected:  As set out in the report.

 

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation Granted:  None.