The Adult Care and Public Health Scrutiny Committee met to review a proposed extension to contracts for short breaks and emergency provision. The committee scrutinised the report and its recommendations, with their comments to be reported to the Executive.

Short Breaks and Emergency Provision Contracts Extension

The committee reviewed a report concerning the extension of contracts for short breaks and emergency provision services, which are delivered by the provider Making Space at Swallow Lodge in North Hykeham and Cedar House in Spalding. The current contracts are due to expire on 31 August 2026. The proposed extension is for eleven months, with a total combined contractual value of £1,013,514. This extension is intended to allow sufficient time for a further period of consultation with service users, their families, and carers, to inform the redesign and recommissioning of these vital services.

Martin Samuels, Executive Director of Adult Care and Community Wellbeing, explained that the decision to pause the original commissioning process and undertake further consultation was a response to feedback received, including comments from the Scrutiny Committee itself regarding engagement response rates. He emphasised that this is a genuine consultation process with no preferred option decided yet, and that all five presented options, including maintaining the current model, are on the table.

Councillor Martin John Hill OBE raised concerns about the timing of the original proposal coming to committee, suggesting it led to the current situation requiring an extension. He also questioned the vagueness of the consultation, particularly regarding the alternative accommodation options and the potential closure of Swallow Lodge and Cedar House. He highlighted the importance of familiarity for vulnerable individuals and expressed concern about a year of uncertainty for carers and service users. Councillor Hill also queried the projected cost savings mentioned in previous papers, which appeared to contradict the statement that there would be no budget reductions.

Carl Miller, Senior Strategic Commercial and Procurement Manager, clarified that the proposed extension does not represent a substantial modification under procurement regulations. He assured the committee that there are no intended savings from this extension and that the proposed contract value is a like-for-like reflection of the current costs for the eleven-month period. He also confirmed that the provider, Making Space, is content with the proposed extension.

Councillor Christopher John Reeve expressed his full support for the plan, reiterating that the focus is on providing a service, not on cost savings. Councillor Mrs Susan Woolley sought clarification on the difference in contract values, questioning if the provider was being offered a lower figure. Carl Miller explained that the figures presented are proportionate for the eleven-month extension and that Making Space is comfortable with the proposal, with no reduction in contract value.

Councillor Trevor Victor Young welcomed the extension, acknowledging the importance of continuity of care for service users and carers. However, he raised concerns about whether the eleven-month extension is sufficient to implement alternative options and expressed anxiety about the potential for a lack of planning for families with complex needs during this period. Martin Samuels and Carl Miller explained that the six-month period between the executive decision in January and the contract expiry in July, following the eleven-month extension, is considered sufficient for procurement, mobilisation, and transition.

Martin John Hill OBE continued to press on the issue of cost savings, suggesting a potential £500,000 saving, and questioned where this money would be spent. He also proposed that the executive should agree to the immediate commencement of a centralised booking system, regardless of the final service model, to address issues of demand and capacity. He further argued that the consultation is not entirely genuine as it does not explicitly offer the option of upgrading the existing properties, Swallow Lodge and Cedar House, and questioned how voids would be prevented in any alternative system.

Martin Samuels reiterated that the consultation is genuine and that all options, including keeping the buildings open, are on the table. He clarified that the cost issue related to delivering the same amount of care for a lower cost, which would then free up funding to purchase more short breaks, not to reduce the overall budget. He also explained that the issue of voids is primarily due to the complex needs of some individuals, which can render other beds unusable, and the seasonal demand for services, rather than a booking system issue. He assured that the capital costs for refurbishing the existing buildings would be considered as part of the options presented in December and January.

Mrs Susan Woolley raised concerns about the meaningfulness of the consultation, referencing a letter sent to Dr Caroline Johnson MP which, she felt, did not inspire confidence. Martin Samuels apologised for an administrative error by his team, which had led to mixed versions of letters being sent, and confirmed that a response had been sent to Dr Johnson to clarify that this is a genuine consultation with no decisions made.

The committee agreed that they had considered and scrutinised the report and its recommendations to the executive. Their comments will be shared with the executive for its consideration.

Other Matters

Before moving to the main agenda item, Martin Samuels provided updates on two other matters. Firstly, he informed the committee that the draft report from the Care Quality Commission (CQC) inspection is expected imminently, with publication anticipated around the end of the month. He noted that the next committee meeting is scheduled for 29 July, and officers are working to ensure the report is published before then, so it can be a substantive item on the agenda. He also mentioned that a private briefing for committee members on the day of publication would be arranged, and that this could potentially be held online following a suggestion from Mrs Susan Woolley.

Secondly, Mr Samuels updated the committee on the transfer of over 50 staff from the Linkage Partnership Foundation Trust (LPFT) into the council's adult social care services, following the end of a Section 75 arrangement. He described the transfer process as smooth and positive, with staff feeling welcomed and valued. He also shared the positive news that Hayley Eccles, the Deputy Director, had undergone successful surgery for a cancer diagnosis and is expected to make a good recovery. The committee members extended their best wishes to Hayley Eccles for a speedy recovery.