Agenda and minutes

To receive apologies for absence (if any).

Apologies were received from Non-Executive Voluntary Sector Representative, John Higgins.

To receive declarations of disclosable pecuniary or non pecuniary interests, arising from business to be transacted at this meeting, from all Members present.

RESOLVED:  To note that the following interests were declared:

Item 10 - Electric Vehicle Rapid Charging in Harrow

Councillor Paul Osborn declared a non-pecuniary interest in that he owned an electric vehicle.  He would remain in the room whilst the matter was considered and voted upon.

Councillor David Ashton declared a non-pecuniary interest in that he owned an electric vehicle.  He would remain in the room whilst the matter was considered and voted upon.

Councillor Marilyn Ashton declared a non-pecuniary interest in that she owned in electric vehicle.  She would remain in the room whilst the matter was considered and voted upon.

Councillor Kanti Rabadia declared a non-pecuniary interest in that he owned an electric vehicle.  He would remain in the room whilst the matter was considered and voted upon.

Councillor Hitesh Karia declared a non-pecuniary interest in that he owned an electric vehicle.  He would remain in the room whilst the matter was considered and voted upon.

Item 16 –  Corporate Plan 2023-26: Review of first year and Flagship Actions 2024/25

Councillor Stephen Greek declared a non-pecuniary interest in that he was a Council appointee on the Harrow Strategic Development Partnership.  He would remain in the room whilst the matter was considered and voted upon.

Councillor Kanti Rabadia declared a non-pecuniary interest in that he was a Council appointee on the Harrow Strategic Development Partnership.  He would remain in the room whilst the matter was considered and voted upon.

To note any public questions received.

Questions will be asked in the order in which they were received.  There will be a time limit of 15 minutes for the asking and answering of public questions.

[The deadline for receipt of public questions is 3.00 pm, 12 February 2024.  Questions should be sent to publicquestions@harrow.gov.uk

No person may submit more than one question].

RESOLVED:  To note that 2 public questions had been received and responded to and the recording had been placed on the website.

To receive any petitions submitted by members of the public or Councillors.

The following petition was received:

Cllr Eden Kulig presented a petition containing 220 signatures was in relation to traffic calming in Harrow Fields Gardens was received on behalf of the lead petitioner.

RESOLVED:  That the petition be referred to the Traffic and Road Safety Advisory Panel and the Corporate Director of Place.

To receive any Councillor questions.

Questions will be asked in the order agreed with the relevant Group Leader by the deadline for submission and there be a time limit of 15 minutes.

[The deadline for receipt of Councillor questions is 3.00 pm, 12 February 2024.]

RESOLVED:  That the Councillor Questions were responded to and the recording placed on the Council’s website.

RESOLVED:  To note the contents of the Key Decision Schedule for the period February to April 2024.

For consideration

RESOLVED:  To receive and note the current progress of the scrutiny reports.

Report of the Interim Director of Finance and Assurance

Resolved to RECOMMEND:  (to Council)

That the Capital Programme be noted, as detailed within Appendix 1 of the officer report and approved.

Reason for Recommendation:  This would enable the Council to have an approved Capital Programme for 2024/25 to 2026/27.

[Call-in did not apply to the decision above as it was reserved to full Council.]

Report of the Interim Director of Finance and Assurance.

Resolved to RECOMMEND:  (to Council)

That

(1)            the 2024/25 budget be approved, to enable the Council Tax for 2024/25 to be set;

(2)            the Model Council Tax Resolution 2024/25 be approved as set out in Appendix 11 of the officer report;

(3)            in accordance with Section 38 (2) of the Local Government Finance Act 1992, the Managing Director be instructed to place a notice in the local press of the amounts set under recommendation 2 above within a period of 21 days following the Council’s decision;

(4)            it be referred to make a determination to apply the new council tax premium for empty furnished properties (under section 11C of the Local Government Finance Act 1992) at a premium of 100% from 1 April 2025 (Paragraphs 1.21-1.24 of the officer report);

(5)            additional funding be noted, namely Social Care Grant and Funding Guarantee, announced by Government on 24 January 2024 for Local Government at the Final Settlement, which was published on 5 February 2024 (Paragraph 1.05 of the officer report);

(6)            the Medium-Term Financial Strategy be approved, (Appendix 2 of the officer report);

(7)            the balanced budget position for 2024/25 and the estimated budget gap of £10.880m and £6.732m for 2025/26 and 2026/27 respectively (Table 2 of the officer report), be noted;

(8)            the intention to increase core Council Tax by 2.99% in 2024/25 (Paragraph 1.17 of the officer report), be noted;

(9)            the intention to increase Council Tax by a further 2% in 2024/25 in respect of the Adult Social Care Precept (Paragraph 1.19 of the officer report) be noted;

(10)        the 2024/25 budgets for Schools and Public Health as set out in Appendices 6 & 7 of the officer report, be noted;

(11)        the proposal to increase funding to Additionally Resourced Mainstream Units by 3.4% (within the High Needs Block) (Paragraph 1.43 of the officer report), be noted;

(12)        the proposal to provide additional funding for pupils with Education, Health and Care Plan (EHCP) in mainstream schools of 7% (Paragraph 1.46 of the officer report), be noted;

(13)        the assumed funding for the protection of social care 2024/25 through the Better Care Fund (Paragraphs 1.58 to 1.61 of the officer report), be noted;.

(14)        the 2024/25 Annual Pay Policy Statement be approved (Appendix 12 of the officer report).

(15)        the Capital Receipts Flexibility Strategy  be approved (Appendix 13 of the officer report).

Reason for Recommendations: This would ensure that the Council sets a balanced budget for 2024/25.

[Call-in did not apply to the decision above as it was reserved to full Council.]

Report of the Interim Director of Finance and Assurance.

Resolved to RECOMMEND:  (to Council)

That the Treasury Management Strategy Statement for 2024/25 be approved, including:

1.               Prudential Indicators for the period 2024/25 to 2026/27

2.               Minimum Revenue Provision Policy Statement for 2024/25, (see para 2.20 and Appendix C of the officer report)

3.               Annual Investment Strategy for 2024/25 (Appendix F of the officer report)

4.               Annual Capital Strategy (Appendix G of the officer report).

Reason for Recommendation:  This  promoted effective financial management relating to the Authority’s borrowing and investment powers contained in the Local Government Act 2003, and supported regulations and guidance detailed below:

1.               the Local Authorities (Capital Finance and Accounting) Regulations 2003 (as amended),

2.               CIPFA Prudential Code (2021) and CIPFA Treasury Management Code of Practice (2021), and accompanying Guidance Notes

3.               DLUHC (Previously MHCLG) Investment Guidance (2018) and MRP Guidance (2018).

[Call-in did not apply to the decision above as it was reserved to full Council.]

Report of the Managing Director

Resolved to RECOMMEND:  (to Council)

(1)            the Corporate Plan and new Flagship Actions for 2024/25.

RESOLVED:  That

(2)            the progress made in the first year of the Corporate Plan 2023-26 be considered;

(3)            the Managing Director be authorised, in consultation with the Leader of the Council, to make any minor amendments to the plan as necessary prior to the matter going to Council;

(4)            a report be received in the first quarter of 2024/25 outlining the key performance indicators for each of the priorities with their targets for the 2024/25 year; and

(5)            a quarterly performance report continued to be received which would track the delivery against the three Corporate Priorities, based on the key performance indicators (see recommendation 4 above), and progress against the Flagship Actions.

Reason for Recommendation:  To set part of the policy framework for the council.

[Call-in did not apply to the decision above as it was reserved to full Council.]

Report of the Corporate Director of Place

RESOLVED:  That

(1)            the Council enter into a Framework Agreement with LASER Energy Buying Group (LASER) managed by Kent County Council for the supply of energy to the Council’s corporate sites and schools for a period of four years starting on 1 October 2024;

(2)            authority be delegated to the Corporate Director for Place, following consultation with the Portfolio Holder for Highways, Infrastructure and Community Safety and the Portfolio Holder for Finance & Human Resources, to call off contracts from the LASER Energy Buying Group Framework for the provision of gas and electricity supplies on the terms set out in this report.

Reasons for Decision:

·                 To procure energy at competitive rates for the Council’s 571 electricity and gas supply accounts across its corporate buildings and schools through an efficient process, in accordance with the government recommended approach for public bodies.

·                 The Council’s current energy supply contract was due to expire on 30 September 2024 and a new contract was needed to ensure continuity of supply.  To guarantee that the Council could participate in future advance purchases of energy beyond the current period of the contract a firm commitment to using a new framework agreement for the period 2024 – 2028 must be made by 31 March 2024.  This would enable the Authority to take advantage of wholesale price fluctuations when the wholesale energy market would be favourable.

Report of the Chief Planning Officer and Director of Regeneration and Sustainable Development

RESOLVED:  That

(1)            the report and Appendices be noted;

(2)            the feedback from the Planning Policy Advisory Panel (Appendix 4 of the officer report) be noted;

(3)            consultation on the draft Local Plan (‘Regulation 18’ consultation) attached at Appendix 1 of the officer report and the consultation arrangements outlined in section 8 of the report, be agreed;

(4)            authority be delegated to the Chief Planning Officer, following consultation with the Planning and Regeneration Portfolio Holder, to make minor modifications to the draft document prior to consultation, including inserting any outstanding process / background elements and presentational / typographical / accuracy amendments (as set out in paragraphs 6.7 and 6.8 of the officer report);

(5)            the outcomes of the consultation will be reported back to the Planning Policy Advisory Panel in mid-2024 and Cabinet in late-2024 (when it was intended approval would be sought for ‘Regulation 19’ consultation on the revised Plan).

Reason for Decision:  The Harrow Local Plan was one of the key documents in the Council’s policy framework.  The current plan was considered in many respects to be ‘out-of-date’ in the context of national and regional planning policy and therefore needs to be updated / replaced.  The process of preparing a new Local Plan included statutory consultation periods.  Cabinet’s agreement was required to undertake consultation.  The new plan was being prepared in the context of Government deadlines and delegated authority to make minor amendments to the Plan prior to consultation was necessary to allow the process to continue in a timely manner.

Report of the Corporate Director of Place. 

RESOLVED:  That

(1)            the feasibility work that had been undertaken to identify key sites in car parks and on-street that may be suitable for Electric Vehicle (EV) rapid and ultra rapid charge points to be installed and maintained by specialist third party operators, be noted, subject to the outcome of procurement;

(2)            the procurement be approved for the selection of suitable Charge Point Operators (CPO) to supply, install and operate rapid and ultra rapid charge points via the Oxford Dynamic Purchasing System (DPS) or such other compliant procurement route as may be determined by the Corporate Director for Place in consultation with the Head of Procurement.

(3)            the draft tender documents be approved;

(4)            authority be delegated to the Corporate Director for Place, following consultation with the Portfolio Holder for Highways, Infrastructure and Community Safety, to:

(i)              Make any necessary amendments to the procurement documents prior to publication.

(ii)             Award contracts to one or more successful CPOs, to include entering into required leases or licences and all other necessary legal documentation.

Reason for Decision:  The recommendations would enable the Council to support the transition to electric vehicles and decarbonisation of travel in the borough in accordance with the aims of its adopted Electric Vehicle Strategy.

Report of the Corporate Director of Place

RESOLVED:  That

(1)            authority be given to appropriate the property from the Housing Revenue Account (HRA) to the General Fund (GF), seeking all necessary consents as required;

(2)            the property be declared surplus to the Council’s requirements;

(3)            authority be delegated to the Corporate Director of Place, following consultation with the Portfolio Holder for Business, Employment & Property, to market the property, negotiate terms and approve the final terms of the disposal, and to enter into the contract and any associated documentation in connection with the disposal, subject to the sale of being on the basis of best consideration reasonably obtainable;

(4)            authority be delegated to the Corporate Director of Place, following consultation with the Portfolio Holder for Business, Employment & Property, to procure a specialist agent or agents to market the property where required.

Reason for Decision:  The appropriation of the property from the Housing and Revenue Account to the General Fund was recommended as the property was no longer used for housing purposes.  Following on from this disposal of the property was recommended as the property was deemed surplus to the Council’s service needs.  The sale would reduce the ongoing revenue cost burden as well as providing a capital receipt.

Report of the Interim Director of Finance and Assurance

RESOLVED:  That

(1)            the forecast revenue and capital outturn positions set out in the report, be noted;

(2)            the amendment to the 2023/24 Capital Programme as set out in paragraphs 3.19-3.23 of the officer report, be noted;

(3)            notes the Council’s Trading Update as detailed in Appendix 4 of the officer report, be noted;.

Reason for Decision:  To report the 2023-24 financial forecast position at Q3 and to update Cabinet on trading company performance.

[Call-in did not apply to the resolutions above as it was a noting report].

Report of the Managing Director and Head of Paid Service

RESOLVED: That

(1)            the award of a contract to the recommended provider named in Appendix 2 for Payroll System for a period of up to 3 years, with an option to extend for a period of up to 1 year with effect from April 2024 be approved.

(2)            delegated authority given to the Managing Director following consultation with the Portfolio Holder for Performance, Communications & Customer Experience to award the contract.

Reason for Decision:  This would ensure continued ability to deliver a payroll service to Council staff and pensioners.

Which cannot otherwise be dealt with.

In accordance with the provisions of Executive Procedure Rule 22.2.1.2 (Part 4D of the Constitution), it was

RESOLVED:  At 8.52 pm to continue until 9.15 pm.