Agenda and minutes

RECOMMENDATION I – Service and Financial Planning Process 2004?5 to 2006?7

Cabinet considered a joint report of the Chief Executive, Executive Director (Business Connections) and Interim Director of Finance on the Service and Financial Planning Process 2004-05 to 2006-07.

Cabinet noted that in accordance with the Council’s Constitution they were required to propose, to the Council, a timetable for the consideration of the budget.  Cabinet noted that the report and its appendices contained proposals for a budget timetable and a service and financial planning process for setting the budget and Council Tax for 2004/5, developing the Medium Term Revenue Budget Strategy up to 2006-7 and developing a initial Medium Term Capital Budget Strategy.  Members also noted that the report also contained proposed budget guidelines for their approval.  It was noted that some of the documentation still needed development and that the guidelines would be subject to revision to clarify the process.

A Member suggested that it may be possible to adapt the strategic position statement to obtain an earlier indication of the views of residents.  In response, the Portfolio Holder for Finance and Human Resources and Performance Management suggested that there be a meeting of the Budget Review Working Group to consider when stakeholders should be involved in the budget process.

Cabinet, having approved the budget guidelines as set out in the officer report 

Resolved to RECOMMEND:

That the budget timetable set out at Appendix 2 to the officer’s report be approved.

Reason for Recommendation:    To recommend a budget timetable to prepare the 2004/05 budget to meet its statutory requirements to set a legal budget.

(See also Minute 307).

To receive declaration of interest (if any) from Members of the Cabinet.

RESOLVED: To note that the following interests were declared:-

Of the Cabinet meeting held on 17 June 2003, having been circulated, to be taken as read and signed as a correct record.

That the minutes of the meeting held on 17 June 2003, having been circulated, be taken as read and signed as a correct record.

To consider whether any of the items listed on the agenda should be considered with the press and public excluded.

The Chair indicated that he was prepared to consider the following urgent items on the grounds set out on the second, third and fourth supplemental agendas:-

10.  Recommendations from the New Harrow Project Panel (NHP) held on 8 July 2003.

11.  Draft Town Centre Strategy – Recommendations from the Unitary Development Plan Advisory Panel held on 10 July.

12.  School Re-organisation and Post 16 in Harrow.

The Chair further indicated that he was prepared to consider an Addendum report in relation to the recommendations from the New Harrow Project Panel on the selection of operational area three as it was essential that Cabinet determine, at this meeting, the Wards to comprise NHP operational area 3 if the roll out programme were to be delivered on target.

The Chair indicated that Members should consider items 14 and 15 – the Private Sector Housing Renewal Strategy and Grant Policy together.

Cabinet noted that Councillor Thornton was present at the meeting in a monitoring capacity.

RESOLVED: That all business be considered with the press and public present with the exception of the following items for the reasons set out below:-

To receive petitions (if any) submitted by members of the public/Councillors.

(a) A petition has been received from the parents and children of Alexander Montessori School.

(1)  Cabinet received a petition containing 60 signatures from the parents and children of Alexander Montessori  School, requesting that the school remain open.

The Chair welcomed the parents and children of the Alexander Montessori School to the meeting.  A representative of the petitioners read the terms of the petition to the meeting which were as follows:-

“We the undersigned parents and children of Alexander Montessori School, 19 Mepham Gardens, Harrow Weald implore London Borough of Harrow to look sympathetically at our situation.  We ask that the interests of our children are paramount in allowing our wonderful school of 16 years to remain open”.

The Chair gave an assurance that the premises would be available next year and apologised if anxieties had been raised.  He thanked the petitioners for bringing this matter to the Council’s attention.

RESOLVED:  That the petition be received and noted.

(2)  Councillor Chris Mote presented a petition containing 14 signatures in relation to speeding traffic on West Street, Harrow on the Hill.  He read the terms of the petition to the meeting which were as follows:-

“We the undersigned protest to the London Borough of Harrow about the speed of the traffic in this road, much of which appears to be rat-running.  The position is particularly bad at the top of the road where it joins the High Street.  The pavement there is very narrow.  Cars driving on the pavement are causing severe hazards for residents and pedestrians.

We ask that the Council should install bollards to prevent this particularly in the area from approximately numbers 27 to the top of the road.”

RESOLVED:  That the petition be received and noted.

(3)  Councillor Chris Mote presented a petition from the Conservative Party containing 42 signatures objecting to the closure of Wealdstone Police Station.

RESOLVED:  That the petition be received and noted.

To receive any public questions received in accordance with paragraph 15 of the Executive Procedure Rules.

(Note:  Paragraph 15 of the Executive Procedure Rules stipulates that questions will be asked in the order notice of them was received and that there be a time limit of 15 minutes.)

RESOLVED:  To note that no public questions had been received.

RESOLVED:  To note the contents of the Forward Plan for the period 1 July 2003 – 31 October 2003.

The Chief Executive reported that she wished to withdraw this item as all parties had been briefed on the current position.

Report of the Chief Executive

An amendment in the name of Councillor Navin Shah was moved, put to the vote and was

RESOLVED:  (1)  That the progress made in service delivery and employment for the first year of Harrow’s Race Equality Scheme, 1 June 2002 to 31 May 2003, be noted;

(2)  that a progress report be submitted to Cabinet in a year’s time and include the monitoring of Hindu cremations;

(3)  that Departments continue with actions to achieve the second year priorities;

(4)  that the revised arrangements for management of the scheme be noted.

Reason for Decision:  These recommendations comply with the Race Relations (Amendment) Act and Harrow’s commitment under it’s RES as well as organisational changes within the Authority.

Members considered a recommendation from the New Harrow Project Panel in relation to the South Harrow Public Realm Maintenance Services Pilot.

In accordance with paragraph 18 of the Executive Procedure Rules, the Chair indicated that, with Cabinet’s agreement, he was prepared to allow Councillor Mrs Kinnear to address the meeting.

Councillor Mrs Kinnear declared a personal interest in that she lived in Harrow Town Centre and owned her home.  She expressed concern at the reduced standard of work on housing land and the sale of  Khat on Brook Avenue.  It was, she stated, necessary to continue working on the areas that had already been rolled out.

In response, to Councillor Mrs Kinnear’s comments, the Head of Contract Services reported that considerable work was being done and that over the previous few weeks the police had deployed significant resources in Brook Avenue.  He had also met with staff from a number of departments and worked with residents to try to resolve the problems in that location.  Through the Partnership Unit, a meeting with a representative of the Somali community had been arranged.  He reported that an effective, long term solution was being sought.

The Environment and Transport Portfolio Holder stated that one of the most important issues were the expectations in relation to Grounds Maintenance on Housing Estates.  Area 1 had acted as a catalyst to partnership working and raising community issues but it was necessary to recognise the Council’s limitations.

RESOLVED:  (1)  To note that the South Harrow Public Realm Maintenance Services Pilot had achieved the objectives agreed by the New Harrow Project Panel;

(2)  that the service standards and service frequencies be deemed as appropriate;

(3)  that the Public Realm Maintenance Services approach be rolled-out across the Borough;

(4)  that the Council staff working on the New Harrow Project be congratulated for their superb work and efforts to date;

(5)  that Cabinet re-examine the balance between cost and benefits/impact of the project, as part of the 2004/2005 budget review process.

(6)  that the report of the Head of Contract Services be welcomed and noted.

Reason for Decision: To enable the Public Realm Maintenance Services approach to be rolled out across the borough.

Members considered a recommendation from the New Harrow Project Panel in relation to Public Realm Maintenance Services – Roll Out to Areas 2 and 3.

The Chair stated that two additional papers had been tabled.  Firstly, an addendum report to the selection of NHP operational area 3 which had arisen following further discussions after the NHP Panel had met.  Secondly, a paper  which added to the recommendations made by the Panel to seek authority for the expenditure of capital resources within Area 1 South Harrow and the Town Centre had been tabled.

The Portfolio Holder for Finance and Human Resources and Performance Management stated that at the Employees’ Consultative Forum held on 8 July 2003, both staff and Members had been satisfied with the outcome in Area 1.  The low absence rates were particularly pleasing.  Unison had reported positive feedback from those working in the pilot area.  He stated that it was necessary to recognise the contribution and enthusiasm of the staff working in that area.  The Chair added that the pilot had been a resounding success and that a visible difference had been made to the environment.

An amendment in the name of Councillor D Ashton, proposing Belmont and Kenton West as Area 3, was put to the vote and was lost.

RESOLVED: (1) That the New Harrow Project Operational Area 2 be comprised of the following Wards:  Greenhill, Marlborough and Wealdstone;

(2)  that the New Harrow Project Operational Area 3 be comprised of Kenton East and Kenton West;

(3)  that the tabled addendum report which provided an evaluation on the suitability of the proposed (ward) areas be noted;

(4)  to approve capital expenditure proposals for Area 1 South Harrow and the Town Centre.

Reason for Decision: To enable the Council to meet one of its corporate objectives in enhancing the environment.

Members noted that Schedules A & B to the report were included in Part II of the Cabinet agenda.

The Portfolio Holder for Planning, Development, Housing and Best Value tabled an amended resolution.  He stated that the strategy was a vision to establish Harrow as a premier town centre in North West London and that this was a long term strategy.

The Chief Planning Officer reported that the comments of the Unitary Development Plan Advisory Panel had been circulated on the third supplemental agenda. In respect of the Development Brief for Harrow on the Hill Station, he reported that all the major stakeholders had been consulted and four responses had been received.  The only significant comments were from the Royal Mail and related mainly to the emphasis on certain parts of the text.  Officers would be taking the comments received on board.

In accordance with paragraph 18 of the Executive Procedure Rules, the Chair indicated that he was prepared to allow, with Cabinet’s agreement, Councillor Mrs Kinnear to address the meeting.

Councillor Mrs Kinnear declared a personal interest in this item as she was a resident of Harrow Town Centre.  She stated that all the comments from Stakeholders on the Development Brief should have been circulated and that it was unacceptable to have a tabled amended resolution.  She stated that the UDP Advisory Panel had understood that the strategy was a draft prepared by a consultant and that the Panel had been concerned that members of the public should be able to offer suggestions.

In response, the Portfolio Holder for Partnership and Property stated that professional consultants were appointed to offer their advice.  The Chair added that this was an important exercise and that the consultation would produce a series of responses which would be taken into account in the autumn.

The amendment tabled by Councillor Burchell was moved, put to the vote and it was

RESOLVED: (1) To welcome the draft Town Centre Development Strategy, which together with the New Harrow Project Roll-Out and the Town Centre Management Strategy, set out a vision which would establish Harrow as the premier Town Centre in North West London;

(2)  to note the comments of the UDP Advisory Panel and agree that the substantive issues raised about the content of the Strategy be taken into consideration with the outcome of the public consultation;

(3)  that the draft strategy for consultation be approved;

(4)  that the brief for the Harrow on the Hill Station site be approved.

Reason for Decision:  To progress the Town Centre Development Strategy in accordance with the Council’s corporate objectives for the Environment and the Economy.

(See Minute 296 above)

Councillor Foulds vacated the Chair for this item.  Councillor N Shah took the Chair whilst this matter was considered and voted upon.

The Portfolio Holder for Education and Lifelong Learning reported that school re?organisation was causing a certain amount of frustration but that he was due to meet the Minister on 21 July 2003.  He reported that there had been considerable discussion on Post 16 and that he was pleased that a set of criteria was now proposed.

In accordance with paragraph 18 of the Executive Procedure rules, the Chair indicated that, with the agreement of Cabinet, he was prepared to allow Councillor Miss Bednell to address the meeting.

Councillor Miss Bednell stated that this matter was one of the most important developments in education in the last two decades and that it was of the utmost importance that the Learning Skills Council were on board.   She indicated that she shared the Portfolio Holder for Education and Lifelong Learning’s frustration with the DfES.  She added that it was necessary for Harrow to get in step with the rest of the country on the age of transfer but that financing was required.

The Chair indicated that it was proposed that the cross party steering group comprise 2 Labour, 1 Conservative and 1 Liberal Democrat Councillors.

RESOLVED: (1) That the strategy and timetable for capital bids to the DfES to enable modernisation of school buildings and a change in the age of secondary school transfer be approved subject to consultation and further Cabinet decision;

(2)  that the criteria for the evaluation of models to increase choice at post 16 as set out in Appendix B to the Executive Director (People First) report be approved;

(3)  that the establishment of a cross-party Steering Group (2 Labour, 1 Conservative, 1 Liberal Democrat) to meet with the London West Learning and Skills Council to oversee the development of options for consultation on increasing choice at post 16 along with the consultation strategy be agreed following advice received from the 14-19 Advisory Group;

(4)  that the establishment of a 14-19 Advisory Group, including membership and terms of reference as set out in Annexe A to the Executive Director (People First) report be approved to enable further work on the development of a 14-19 strategy to be progressed and to advise the joint Cabinet/LWLSC Steering Group on the development of options to increase choice at post 16 and the consultation process.

Reason for decision:  To further progress the work on School Re-organisation and Post 16 in Harrow.

Joint report of the Executive Directors (People First) and (Urban Living)

A Member requested that officers re-look at the budget for the London Youth Games and its transfer to the Sports Development Unit.  The consensus of the Sports Council had been that it should be built into the annual budget.

RESOLVED:  That the recommendations set out in Chapter 8 of the Harrow Sports Council Review be approved. 

Reason for Decision:  To enable Harrow Sports Council to concentrate on tasks more suited to its role as a voluntary sports council with limited resources, and that the Council’s Sports Development Unit takes responsibility for key tasks such as the London Youth Games.

Report of the Head of Housing and Environmental Health Services

RESOLVED:  That the Private Sector Housing Renewal Strategy be approved.

Reason for Decision:  The Regulatory Reform (Housing Assistance) (England and Wales) Order 2002 removed the detailed provisions that govern the way authorities carry out housing renewal giving authorities discretion in delivering housing renewal to address needs.  This new power is not exercisable until the authority has adopted and published a Strategy which details how this discretion will be exercised.  This must be adopted by 18 July 2003.

Report of the Head of Housing and Environmental Health Services

RESOLVED:  That the Private Sector Housing Renewal Grant Policy be approved.

Reason for Decision:  The Regulatory Reform (Housing Assistance) (England and Wales) Order 2002 removed the detailed provisions that govern the way Authorities carry out housing renewal giving authorities discretion in delivering housing renewal to address local needs.  This new power is not exercisable until the Authority has adopted and published a policy for providing assistance and the conditions to which that assistance is subject.  This must be adopted by 18 July 2003.

Report of the Acting Director of Environmental Services

RESOLVED: (1) That the Council’s Corporate Asset Management Plan (AMP) for 2003 be submitted in substantially the same form as last year;

(2)  that the proposed changes to the Council’s Corporate Asset Management Plan 2002 as set out in the Acting Director of Environmental Services’ report be made in order to satisfy the requirements of GOL further, and that the revised AMP be resubmitted to them by the due deadline of 31 July 2003;

(3)  that the Acting Director of Environmental Services be authorised to agree any further significant changes with Portfolio Holder for Partnership and Property and any corresponding changes in the Capital Strategy;

(4)  that the Capital Strategy be reported to Cabinet in September.

Reason for Decision:  (1) Last year’s AMP was considered “Satisfactory” by Government Office for London (GOL) and narrowly missed being assessed as “good”, the highest rating awarded;

(2)  satisfying GOL requirements would allow us to achieve an assessment of  “good”, obviating the need for resubmission in future years and contributing to the Council’s Comprehensive Performance Assessment.   Late submissions will not be assessed;

(3)  Council officers are seeking a meeting with GOL officers to discuss the changes in detail, and to be given an assessment of whether these will satisfy all requirements.  Further changes following that meeting may be required to ensure an assessment of  “good”;

(4)  to enable full consideration of the Capital Strategy in light of the Asset Management Plan submission.

Report of the Acting Chief Social Services Officer and Acting Director of Environmental Services

RESOLVED:  (1) That Compulsory Purchase Orders made under Section 17(1)(b) of the Housing Act 1985 to acquire all estates and interests in numbers 182 and 200 Rayners Lane, Harrow, HA2 0XQ shown coloured pink on the plan numbered ES9877 Issue A entitled “Map referred to in the London Borough of Harrow (182 & 200 Rayners Lane, Harrow) Compulsory Purchase Order 2003” for the purpose of the provision of housing accommodation;

(2)  that the Borough Solicitor be authorised to make and seal the Orders and to submit them for confirmation to the First Secretary of State and the Deputy Prime Minister;

(3)  that the Borough Solicitor be authorised to sign all notices in connection with the Orders and, if objections are received, make arrangements for Public Inquiries and take all action in connection with the Inquiries including the appointment of Counsel;

(4)  that the Borough Solicitor be authorised to make General Vesting Declarations under the Compulsory Purchase (Vesting Declarations) Act 1981 in the event of the orders being confirmed if it is considered appropriate to do so, and to deal with any compensation issues, if necessary by way of reference to the Lands Tribunal;

(5)  to note that the Home Group may request the Council to make further Compulsory Purchase Orders in relation to Phase 2 and to the rest of the Rayners Lane Estate as and when required.

Reason for Decision:  To allow the Home Group to proceed with the second phase of the Rayners Lane Estate Regeneration.

Report of the Interim Director of Finance

In response to a question in relation to overspends, the Executive Director (Business Connections) confirmed that overspends would be carried forward unless Cabinet decided otherwise. 

RESOLVED:  (1) That the current revenue budget position be noted;

(2)  that the virements set out in Appendices 3 and 4 of the Interim Director of Finance’s report be approved with the proviso contained in Paragraph 6.3 of his report;

(3)  that, where an overspending remains, Directors be instructed to identify savings as a first priority to bring the budget into line within 2003/2004, and that if at the year end an overspend remains, this be carried forward to the relevant departmental budget for 2004/5.

Reason for Decision:  To effectively monitor the Council’s Revenue Budget.

Report of the Interim Director of Finance

RESOLVED:  That the addition to the Capital Investment Plan of the schemes itemised in paragraph 6.7 of the Interim Director of Finance’s report totalling £6.201M for which additional funding is available be approved;

(2)  to note the forecast level of expenditure for 2003/4 and future years and the funding position as set out in paragraph 6.12 of the Interim Director of Finance’s report.

Reason for Decision:  To keep the Cabinet informed of new capital schemes and progress in the implementation of Council’s Capital Investment Plan.

Report of the Interim Director of Finance

The Executive Director (Business Connections) circulated a revised Appendix A which he hoped was in a more ‘user friendly’ format.

The Interim Director of Finance reported the position on the public conveniences and stated that their demolition was a consequence of the agreed budget.   He stated that the scoring matrix was a guide for Members and that he would welcome discussion on the priorities.

The Portfolio Holder for Planning, Development, Housing and Best Value indicated that further discussions on the rolling programme to provide funding for Disabled Adaptations to Council Properties was required and that it may be more appropriate for this to be managed by the Housing Department rather than Social Services.

RESOLVED:  (1) That the following additional schemes to the Capital Programme be approved:-

(2)  that approval be given to the reserve list of prioritised schemes (as amended) set out in the Interim Director of Finance’s report to be drawn down if resources become available with authority to  implement schemes delegated to the Executive Director (Business Connections) in consultation with the Chief Financial Officer.

Reason for Decision:  To enable management of the Capital Programme to progress and for urgent new projects to commence.

Report of the Chief Executive, Executive Director (Business Connections) and Interim Director of Finance

(See also Recommendation I)

Cabinet, having made recommendations to Council on the timetable for consideration of the Budget

RESOLVED:  That the budget guidelines set out  in Appendix 3 to the Chief Executive, Executive Director (Business Connections) and Interim Director of Finance’s report be approved.

Reason for Decision:  To recommend a budget timetable to council and approve budget guidelines in order to prepare the 2004/05 budget to meet its statutory requirements to set a legal budget.

Report of the Executive Director (Business Connections)

Cabinet noted the tabled correction to the finance observations paragraph in the report.

In response to a question about the staffing resources of Internal Audit and Scrutiny, the Chief Executive reported that she was awaiting the views of the Council’s Auditors.

RESOLVED:  That the Internal Audit Plan 2003-04 be approved.

Reason for Decision:  There is a statutory requirement to ensure adequate audit coverage and to agree an annual plan of work. 

Report of the Chief Planning Officer

Cabinet considered the confidential schedules to the report of the Chief Planning Officer in relation to the Draft Town Centre Strategy considered in Part I of the agenda. Members also considered the amendment in the name of Councillor Keith Burchell moved during the consideration of the item in Part 1 of the agenda and which was subsequently agreed.

RESOLVED:  That the use of the funds identified to support the development of the funding strategy be approved.

Reason for Decision: To progress the Town Centre Development Strategy in accordance with the Council’s corporate objectives for the Environment and the Economy.

Report of the Interim Director of Finance

Cabinet considered a confidential report of the Interim Director of Finance in relation to the Treasury Management Annual Report: Borrowing and Lending Activities 2002-3.

RESOLVED: (1) That the treasury activities carried out in 2002-3 be noted;

(2)  that there be no changes to the External Cash Managers’ arrangements.

Reason for Decision: To keep Cabinet informed of Treasury Management Activities as set out in the Council’s Treasury Management Policy.

In accordance with Paragraph 22.2 of the Executive Procedure Rules it was

RESOLVED:  That the meeting continue until 10.15 pm.