Agenda and minutes

People Committee
Thursday, 6th December, 2018 7.00 pm

Venue: Civic Offices - St Nicholas Way, Sutton, SM1 1EA. View directions

Contact: Cathy Hayward, Committee Services Officer  Tel.: 020 8770 4990, Email:

Link: Audio Recording

No. Item


Welcome and Introductions


The Chair, Councillor Marian James, welcomed those present.


Apologies for absence and notification of substitutes


Apologies for absence were received from Councillor Moira Butt with Councillor Tim Crowley attending as substitute.


Declarations of interests


10. Assisted Transport Procurement.

Andrew Theobald, Non Pecuniary, is Chair of Sutton Community Transport, a voluntary role.

Councillor Elliot Colburn, Non Pecuniary, works for the South West London Care Partnership.



Minutes of previous meeting pdf icon PDF 81 KB


RESOLVED: that the minutes of the meetings held on 27 September 2018 be agreed as an accurate record.


Sutton Local Safeguarding Children Board (LSCB) Annual Report 2017-18 pdf icon PDF 114 KB

This report provides an update on the implementation of Working Together 2018, the Local Plan, and the annual progress made by Sutton Local Safeguarding Children Board (LSCB). The Annual Report is a statutory requirement under Working Together 2015 and covers function, membership, strategic objectives, and achievements between April 2017 to March 2018. The Annual Report also includes the priorities for action during 2018-19 arising from the annual review and the LSCB Business plan is provided in the appendix. It is published on the LSCB website ( to be available to children and families in the local area as set out in statutory guidance.


Additional documents:


Camilla Webster, LSCB and Learning and Development Manager presented the report.


In discussion Members noted that the report informed the statutory duties, however there is an opportunity, scope and potential to do things differently in the future, including safeguarding beyond the family and including close working with schools. The changes outlined in the report would lead to more robust arrangements.




  1. that the changes under Working Together to Safeguard Children 2018, (statutory guidance published by the Department for Education), that the responsibility rests with the three safeguarding partners (Local Authority, Clinical Commissioning Group, and Police) who have a shared and equal duty to make arrangements to work together to safeguard and promote the welfare of children in a local area be noted.


  1. that the achievements of the Sutton Local Safeguarding Children Board (LSCB) in 2017-18 and the priorities set by the local safeguarding partnership for 2018-19, as the partnership prepares to submit the Local Plan were considered and commented on.



Sutton Fairness Commission Year 1 Final Report pdf icon PDF 101 KB

In 2017 London Borough of Sutton (LBS) paused its Equality Diversity Forum to support a partnership based Fairness Commission. The Fairness Commission chose to focus on the life chances of children in the borough.This covering report gives further context, introduces the findings and final report (Appendix A) from the Commission.


Additional documents:


Simon Breeze, Policy and Projects Manager (Partnerships) and Sutton Fairness Commission, Alison Navarro Chair, Community Action Sutton gave a presentation.


Michael Wyatt, Youth Engagement & Participation Lead gave a brief overview of the work which had led to the findings and actions outlined in the presentation, such as the schools safeguarding Ambassador programme.


The Policy and Projects Manager explained that the Fairness Commission does not have a Commissioning role, rather is an equalities group.


In discussion Members recognised that engagement with and involving young people is important and asked about the ownership of the project moving forward. Nick Ireland, Strategic Director, People (Interim) reported that the Sutton Plan would provide a framework and allow discussions with various partners to progress the work in the future.


Councillor Chris Williams and Councillor Lily Bande were nominated to attend the proposed annual Children’s partnership conference.




  1. that the findings of the Sutton Fairness Commission which refer to the whole system for children in Sutton be noted.
  2. that the recommendations for change as they refer to the work of London Borough of Sutton be endorsed.
  3. that Members be nominated to attend the proposed annual Children’s partnership conference.



Peoples Performance Report pdf icon PDF 102 KB

This report outlines the indicators for Children’s, Adults’ and Education Services performance reporting in 2018/19. Performance is measured against the indicators and targets agreed at June’s committee meeting and can be found on Pentana.


Additional documents:


Toby Meller, Data & Intelligence Manager (Interim), presented the report.


Members reviewed the data, and discussed indicators reported as red at this time.


The baselines for the data sets can vary over time which makes analysis of trends difficult. The Strategic Director People (interim) explained that some baseline data and performance targets are set nationally, and usually aligned with the financial year.


Members asked about the measures in place to ensure the red target, Looked after Children, reviews within time scale is improved, Emma Cockerell, Head of Service, Practice and Quality, explained that some of the issues which have caused this indicator to move to red are related to recording not being completed, and that performance now noted to be rising.


Jonathan Williams, Assistant Director Children’s Social Care and Safeguarding, outlined work which is being completed which will move from traditional ways of working to ensure contextual safeguarding is addressed. Sandra Roche, Assistant Director (Adult Social Care), provided information about the volume of Deprivation of Safeguard Liberty (DOLS) assessments being completed, the reasons for the large increase in volume and how this is being managed.


The Strategic Director, People (interim) agreed that data which reported numbers as well as percentage figures would support understanding of the data for Members.


The data which reported education performance targets was presented to the Committee, the data indicators presented were chosen due to links to the Written Statement of Action (WSOA).


Members were reminded that they are able to review the performance data at anytime by logging into the Pentana system.



Local Account pdf icon PDF 92 KB

This report presents the Local Account for 2017/18, as Appendix A, for approval by the Committee. The Local Account outlines the key achievements and a summary of Adult Social Services delivered. It explains how adult social services has used its resources to support vulnerable people in the borough and addressing key priorities.


Additional documents:


Sandra Roche Interim Assistant Director (Adult Social Care) People Directorate, presented the report.


Members asked about the format the Local Account will be in when it is published to the website, to ensure that it is easy to access and read. Jessica Crowe, Assistant Director Customers, Commissioning and Governance reported that this will be looked at as part of the digital inclusion work being completed.


Members noted that most discharges from hospital are to people’s own homes, and asked about the provision of equipment to support discharges. The Interim Assistant Director (Adult Social Care) explained that work is in progress to develop a store in the Sutton High Street. Members suggested a more local provision rather than the current service based in Croydon could be more appropriate. Work is also under way to reconfigure the current Equipment Service contract considering cross service area outcomes, focus being on the end user of the service.




  1. that 2017/18 Local Account be approved, with no amendments from discussion.
  2. that the continued use of the format used at Appendix A for future Local Accounts be approved.



Ofsted Focus Visit Protection of Vulnerable Adolescents - Progress Update pdf icon PDF 92 KB

This report provides a progress update following Ofsted’s focus visit on the Protection of Vulnerable Adolescents that took place in Sutton on 26 and 27 June 2018. See Appendix A for full report.


Additional documents:


Jonathan Williams, Assistant Director Children’s Social Care and Safeguarding presented the report.


It was explained that a range of services are being developed with partners to support adolescents at risk. A supervision programme is in place for Sutton staff to ensure monitoring of services to adolescents at risk. In addition regular meetings are held with providers of commissioned services to ensure services are delivered appropriately. A head of the Virtual school is now in post and a scorecard and tracker has been developed to monitor education provision and outcome of Looked After Children.


Future visits from Ofsted will take place and progress reviewed.




that the progress made against the recommendations be noted.



Assisted Transport Procurement pdf icon PDF 142 KB

Education Item


This report sets out proposals for the future commissioning of assisted transport to support mainly children and young people with disabilities and additional needs with home to school transport from September 2019 onwards.


Jessica Crowe, Assistant Director Customers, Commissioning and Governance presented the report.


Members asked if the current quality of transport provided would be retained if a Dynamic Purchasing System (DPS) was used. In order to enter into the new procurement process providers would have to meet the agreed quality standards, the standards would be monitored annually during the re tender of routes process.  There would be consideration of stability for users and providers, balancing costs with value for money.


Members raised concerns about the way in which assisted transport contracts have been  let in the past, and that two firms are noted to have a high proportion of the current spend, and that one firm is known to have a high proportion of its whole income from work for Sutton. It was noted that the new system would support new providers entering the market, and would allow more flexibility than the current framework process used. The DPS would make it easier for providers to bid than in using the current framework. The DPS is reported to be successful in other boroughs, and would create a more transparent approach, allowing Sutton to have more control over price.  


Members suggested that there is work that could be carried out to create improved route optimisation and regular reviews of the routes could drive spend down. Route optimisation work is usually completed during the summer, with some in year reviews.


The DPS will be considered for use in the adult transport provision.


An update on adults transport procurement and progress on the assisted transport procurement process will be circulated to Members of the Committee.


Schools will be made aware of the decision of this committee regarding the new assisted transport system via the recently created bulletin.




  1. that  the procurement of a Dynamic Purchasing System and delegation of authority to the Strategic Director of People in consultation with the Chair of the People Committee to award contracts be agreed.
  2. that authority be delegated to the Strategic Director of People to issue call-off contracts as required to providers on the Dynamic Purchasing System.



Consultation on the Proposed Changes to the Registration of Spencer Nursery School pdf icon PDF 123 KB

Education Item



This report explains the rationale, background information and evaluation of the consultation that was undertaken with stakeholders between 1 October to 2 November 2018, relating to the proposal to make changes to the registration of Spencer Nursery.

Additional documents:


Kieran Holliday, Head of Pupil Based Commissioning presented the report.


There were no further questions from Members of the Committee




  1. that it is agreed that the council enter a period of formal representation on the proposal to make changes to Spencer Nursery and publish related statutory notices as follows:


  • to formally close Spencer Nursery School as a maintained nursery school;
  • to change the age range of Hackbridge Primary School from 3 to 11 years to 2 to 11 years and to expand the school by 36 full time equivalent early years places to be provided on the Spencer Nursery Site.


2.     that following a period for representations, the proposal be considered at the next People Committee (14 March 2019) where members will be asked to determine whether to implement the changes proposed (subject to any representations received).



National Funding Formula pdf icon PDF 133 KB

Education Item


The Government is introducing a National Funding Formula for all schools in the country. Local Authorities have discretion, in consultation with Schools Forum, to set local formula factors up until 2021/22 whereafter the ‘hard’ national funding formula will remove the role of the Local Authority and Schools Forum. This report covers the approach the Local Authority is taking in the second year of transition.


Additional documents:


Kieran Holliday, Head of Pupil Based Commissioning presented the report.


In response to questions from Members the Head of Pupil Based Commissioning provided further explanation of the data in the report.




  1. that the responses to the consultation with schools on the preferred approach to the transition to a National Funding Formula be noted.
  2. that the outcomes of the Schools Forum meeting on 4 December 2018 be noted.
  3. that the proposed local formula factors proposed by officers following discussions at Schools Forum on 4 December 2018 be ratified.



Pupil Place Planning Update pdf icon PDF 152 KB

Education Item


This report provides an update on (i) the projections for school places in the borough, (ii) an update on the plans that are in place to ensure a sufficiency of school places are provided in the borough, (iii) an update on the latest round of applications for secondary school places in the borough for September 2019.



Kieran Holliday, Head of Pupil Based Commissioning presented the report.


The Head of Pupil based Commissioning reported that he is working to support the process for the development of a Free school on the Rosehill site (‘Sutton Free School 1/2'), but noted that the delivery of Free school provision is not within the remit of the Local Authority. There are risks that the school will not be provided by 2021, however, it appears that timescales could be met subject to the appointment of a contractor / planning permission being granted in a timely manner. It is normal for new schools to initially open in temporary accommodation which would be the preferred option in 2020.


Members noted that the provision of places in 2019 remains tight, but manageable at this stage within the agreements reported by officers.


Members discussed the development of the Carew school at a new site at Sheen Way. This project is at a similar stage to Sutton Free School 1/2 - the Department for Education (DfE) are in the process of procuring a contractor with a planning application expected to be submitted next year.




  1. that the update provided on the primary and secondary projections, updates provided on the provision of additional secondary school places in the borough as well as the secondary applications made for a Year 7 place in the borough for September 2019 be noted.



Update on the SEND Written Statement of Action pdf icon PDF 154 KB

Education Item


The Written Statement of Action (WSOA) identifies a total of 27 actions which will lead to improvement of the Local Area to identify and meet needs and improve outcomes for the children and young people with Special Educational Needs and / or Disabilities (SEND) in Sutton.


As requested by members in the June 2018 People Committee meeting, this report sets out the progress made on this to date.



Fiona Phelps, Assistant Director, Education and SEND and Victor Roman, SEND Transformation Lead presented the report.


Members asked about the support for schools to reduce exclusions. It was noted that previously schools felt that communication and support were not ‘joined up’ and this was leading to schools to perceive that the only solution available was to to exclude.  However, interventions such as Paving the Way from Cognus and Edge of Exclusion from the Targeted Youth Support are now impacting positively on this perception and on formal exclusions.


The Assistant Director Education and SEND reported that each action in the Written Statement of Action (WSOA) is reviewed and RAG rated fortnightly, and that there are a range of review processes of the WSOA in place as part of the governance for the work.


It was also explained that trends for completion of Education Health Care Plans (EHCP) will develop over time. There is a statutory requirement for providing advice in a EHC Needs Assessment within six weeks, and this timescale must be met. The process is being systemised to support meeting timescales.




  1. that progress to date be noted and the work that is being undertaken to deliver the Written Statement of Action since its publication on 23 July 2018 and since the last report in September 2018 be endorsed.
  2. that progress reports be expected at the subsequent People Committee Meetings in March 2019 and June 2019, to ensure oversight and scrutiny of the completion of the Written Statement of Action.



Any urgent items brought forward at the direction of the chair

Urgent items at the discretion  of the Chair - To consider any items which, in the view of the Chair, should be dealt with as a matter of urgency because of special circumstances in accordance with S100B(4) of the Local Government Act 1972.



There was no urgent business.



Date of next meeting

The next meeting will be held on 14 March 2019.


   The next meeting of the People Committee is on 14 March 2019.