Agenda and minutes

To receive declarations of personal or prejudicial interests arising from business to be transacted at this meeting from:

(a)               all Members of the Cabinet; and

(b)               all other Members present.

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

Agenda Items 8 and11 – Customer Contact Assess and Decide and Corporate Services

Councillor Paul Osborn, as a former Portfolio Holder, declared that he had previously been in receipt of hospitality from Capita.  He would remain in the room to listen to the discussions on the reports.

Agenda Item 16 – Delegation of Authority to Process Individual Grant Agreements

During the course of the meeting, Councillor Brian Gate declared that he served on the Management Committee of the Citizens Advice Bureau, an organisation which received a grant from the Council.  He would remain in the room and take part in the discussion and decision making on this item.

That the minutes of the Cabinet meeting held on 15 December 2010 be taken as read and signed as a correct record.

RESOLVED:  That the minutes of the meeting held on 15 December 2010, be taken as read and signed as a correct record.

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

RESOLVED:  To note that no petitions were submitted.

To receive any public questions received in accordance with paragraph 16 of the Executive Procedure Rules.

Questions will be asked in the order notice of them was received and there be a time limit of 15 minutes.

RESOLVED:  To note that the following public questions had been received:

1.

2.

To receive any Councillor questions received in accordance with paragraph 17 of the Executive Procedure Rules.

Questions will be asked in the order notice of them was received and there be a time limit of 15 minutes.

RESOLVED:  To note the following Councillor Questions had been received:

1.

2.

The Leader of the Council advised that agenda items 8 - Customer Contact Assess and Decide, 10 - London Borough Grants Scheme 2011/12, and 11 - Corporate Services on the Cabinet agenda were considered to be Key, but were not listed on the January 2011 Forward Plan.  Cabinet would be taking decisions on the reports in accordance with Rule 15 of the Access to Information Procedure Rules of the Constitution.

RESOLVED:  To note the contents of the Forward Plan for the period 1 January 2011 – 30 April 2011.

For consideration

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

[Note 1: The Chairman and the Vice Chairman of the Overview and Scrutiny Committee, Councillors Jerry Miles and Paul Osborn respectively, will be addressing Cabinet on the Council’s Budget and Draft Corporate Priorities.]

[Note 2: A Reference from the 12 January 2011 special meeting of the Overview and Scrutiny Committee - Question and Answer Session with the Leader and the Chief Executive on the Council’s Budget and Draft Corporate Priorities-  will be tabled at the Cabinet meeting.]

Due to the proximity of meetings, a reference from the Overview and Scrutiny Committee meeting held on 12 January 2011 on the Question and Answer Session with the Leader of the Council and the Chief Executive was tabled at Cabinet to allow its consideration in conjunction with a presentation from the Chairman and Vice-Chairman of the Overview and Scrutiny Committee.

The Leader welcomed the Chairman and Vice-Chairman of the Overview and Scrutiny Committee to Cabinet.  In their presentation they stated:

Chairman of Overview and Scrutiny Committee

·                     that due to the lack of clarity on the budget, the Q&A Session had been delayed from December 2010 to January 2011 and he thanked the Leader of the Council, Chief Executive and Corporate Director Finance for attending the Overview and Scrutiny Committee;

·                     it was important that Scrutiny was given an opportunity to challenge the Executive and act as a ‘critical’ friend, particularly at a time when difficult decisions lay ahead;

·                     it was acknowledged that Cabinet was well advanced in delivering the necessary savings.  Scrutiny, as a ‘critical’ friend, was seeking clarity on the services that would be affected and areas where efficiencies were expected to be delivered;

·                     Scrutiny recognised that difficult decisions would be required and that many of these would be beyond the control of the Council;

·                     Scrutiny believes that the Council should be robust in its negotiations with its partners and ensure that it did not become a victim of cost shunting and inherit costs and joint projects were not jeopardized by reduced funding in areas which require partnership commitment.  Reduced short term funding would have negative long term implications for the Council and its partners.

Vice-Chairman of Overview and Scrutiny Committee

·                     Scrutiny had a key role to play in the challenge of the budget process and that it was disappointed with the information made available on the budget;

·                     it was critical that the budget was based on correct assumptions. Scrutiny considered the inflation figure over optimistic, as recent economic forecasts indicated that inflation was likely to be in the region of 4%;

·                     Scrutiny was seeking assurances that all the savings in the budget were accounted for, that proper impact assessments had been undertaken and the proposals would not impact disproportionately on particular communities, such as the elderly as pressures in costs as a result of an ageing population were likely to increase;

·                     Scrutiny wished to be involved in the issue over the need to bring Trading Standards service in-house, as indications were that significant savings could be achieved as a result.

The Leader of the Council thanked the Chairman and Vice-Chairman for their presentation.

RESOLVED:  That

(1)               the comments made by the Overview and Scrutiny Committee, set out in the reference tabled at the meeting, be noted;

(2)               the presentation by the Chairman and the Vice-Chairman be noted.

Reason for Decision: To ensure veracity of budget.

[Call-in does not apply to this decision.]

Report of the Director of Customer Services and Business Transformation

The Portfolio Holder for Performance, Customer Services and Corporate Services introduced the report, which set out the case for expansion of the services offered as part of Access Harrow.  The Customer Contact Assess and Decide (CCAD) project was part of the Better Deal for Residents Programme and, subject to its approval, would be delivered jointly by the Council and its partner, Capita. 

The Portfolio Holder added that the joining up and personalising of services was a key objective and the project would improve customer experience through the consolidation of customer facing staff in Access Harrow.  This course of action would support the Council’s objectives of improved customer satisfaction and greater efficiency by delivering cost savings.

The Assistant Chief Executive outlined some of the benefits of the project.  He reported that the project would help personalise services and build-on the existing community spirit.  It would also help improve performance and customer service and integrate various services into Access Harrow, such as Planning and Building Control, Registrars, Shared Services, Adult Social Care Helpline (with the exception of the Safeguarding Children service).

In addition, through system integration, the project would help resolve more calls at first point of contact, thereby increasing satisfaction levels.  It was expected that channel migration would be completed by July 2011.

The Leader of the Council stated that Harrow’s Call Centre was well regarded and that this was due to good leadership and effective systems.

RESOLVED:  That

(1)               the implementation of the Customer Contact Assess and Decide (CCAD) project be approved as set out in the Blueprint;

(2)               the Director Customer Services and Business Transformation, in agreement with the Portfolio Holder for Performance, Customer Services and Corporate Services, be authorised to take all actions necessary to implement the project.

Reason for Decision:  To deliver improved customer service, operational efficiency and cost reductions.

Report of the Corporate Director Finance

Cabinet considered a report of the Corporate Director Finance, which set out the case for efficiency gains in the provision of Corporate Services through the enhanced use of SAP.

The Portfolio Holder for Performance, Customer Services and Corporate Services outlined the aim of the Corporate Services programme which was to deliver a range of cashable and non-cashable benefits through building on the Council’s significant investment in SAP.  The core objectives were to improve delivery of corporate transactional processes; support employees’ and managers’ ability to self-serve HR management and improve financial monitoring and controls.  The programme would allow for a better use of planning and forecasting tools and increase accuracy.

Cabinet was informed that whilst the programme would reduce staffing levels, every effort would be made to mitigate the impact on them.

The Leader of the Council moved that any decision ought to be taken in consultation with the appropriate Portfolio Holders.

RESOLVED:  That

(1)               the implementation of the Corporate Service Project, set out in the Blueprint, be approved;

(2)               the Corporate Director Finance, in consultation with the Portfolio Holders for Finance and Business Transformation and Performance, Customer Services and Corporate Services, be authorised to take all actions necessary to implement the project.

Reason for Decision:  To deliver increased operational efficiency and cost reductions.

Report of the Corporate Director Finance.

The Corporate Director Finance introduced a report, detailing the estimated financial position on the Collection Fund as at 31 March 2011.  She forecasted a surplus on the Fund which would contribute to a balanced budget next year.

RESOLVED:  That

(1)               an estimated surplus of £2,494,181 on the Collection Fund as at 31 March 2011 be noted, of which £1,977,885 was the Harrow share;

(2)               an amount of £1,977,885 be transferred to the General Fund in 2011/12.

Reason for Decision:  The Council had a statutory obligation to make an estimate of the surplus or deficit on the Collection Fund by 15 January 2011.  Approval of the recommendations set out was a major part of the annual budget review process.  If the recommendations were not approved, statutory requirements would not be met.

Joint report of the Corporate Director Finance and Divisional Director, Community and Cultural Services

The Corporate Director Finance introduced a report, which set out the recommended level of the London Councils’ Grants Committee budget for 2011/12.

She advised that the Committee had approved their proposals for expenditure in December 2010 but that two thirds of the constituent Councils had to agree the proposal before 1 February 2011 for it to be implemented.  She recommended that Harrow support the proposals, which represented a £357k reduction in the borough’s contribution, which would help Harrow ensure a balanced budget.  If it were not supported, the previous year’s contribution would apply.  It was noted that Harrow’s contribution would be £390k in 2011/12.

The Leader of the Council stated that it was unclear if Harrow organisations and residents benefited from the Scheme.  With the adverse economic climate, careful consideration of the contributions to the Scheme would be required in future years.

RESOLVED:  That the London Council’s Grants Committee budget for 2011/12 be approved.

Reason for Decision:  To ensure that the London Councils’ Grants Committee budget for 2011/12 was approved by 1 February 2011.

Report of the Divisional Director Housing.

The Corporate Director Adults and Housing introduced a report, which set out the proposals and reasons for the short term procurement of a planned maintenance contract to replace the current Major Works contract with Kier.  He outlined the benefits of the proposal which would bring in a range of specialist contractors.  The use of small contractors was likely to lead to greater engagement with local businesses.  The proposal would also provide value for money.

The Portfolio Holder for Property and Major Contracts commended the proposal, which would provide value for money, ensure engagement with local contractors thereby increasing employment for local people.

RESOLVED:  That the Portfolio Holders for Housing and Property and Major Contracts be delegated authority to deliver the programme for 2011/12 using a hybrid procurement approach combining:

(i)                 the London Housing Consortium (LHC) Frameworks;

(ii)               Housing Asset Management, Legal and Procurement staff resources to let elemental contracts, pending a full tendering process.

Reason for Decision:  The existing contract with Kier expired in June 2011.  To enter into a short term replacement contract pending consideration of the most appropriate long term solution.

Report of the Corporate Director Adults and Housing.

Cabinet received a report of the Corporate Director Adults and Housing, which set out the Care Quality Commission’s (CQC) judgement of Harrow’s social care performance assessment.

The Portfolio Holder for Adult Social Care, Health and Wellbeing welcomed the report and congratulated the Corporate Director Adults and Housing and his staff for their achievements.  Particular thanks also went to the former Portfolio Holder and the Divisional Director Community Carefor their work in ensuring positive ratings.

The Portfolio Holder was proud that two outcomes for 2009/10 had been given an ‘excellent’ rating and Harrow had improved in four outcome areas, when compared to the previous year.  Harrow was now recognised as the most improved Council in London and the third most improved nationally for Adults Social Care.  Of significance was that the Inspectors were pleased to learn that the new administration was not going to change the Access to Care Criteria.

The Divisional Director Community Carewas proud of Harrow’s achievements and the progress made since 2001, which had culminated in Harrow being recognised as the third most improved Council nationally.  Services had improved as a direct result of the feedback received from the users.  The Divisional Director added that the annual assessment would be replaced by a more localised assessment system which would devolve responsibility for monitoring and improvement to local people and local authorities.  However, the Directorate was not complacent and would continue to strive towards ‘excellence’ in all areas.

The Corporate Director Adults and Housing thanked the Portfolio Holder for her kind words and acknowledged the cross-party support received towards this accolade.  He also thanked staff in the Chief Executive and Finance Directorates who had made a significant contribution to this achievement.  He commended the outstanding work carried out by the Divisional Director Community Care.

The Chief Executive stated that the journey had been phenomenal and he thanked the former and the current Portfolio Holders for their work and support.  Of particular significance was that users had recognised the improvements made and the resultant improvements in their quality of life and increased availability of choices.  It was also pleasing that the Local Government Chronicle (LGC) had shortlisted the Council for its Management Team of the Year Award.

The Leader of the Council thanked the staff, Portfolio Holder and former Portfolio Holder for all their contributions in improving performance.

RESOLVED:  That

(1)               the outcome of the 2009/10 Adult Social Care Assessment and areas identified as improved and those requiring further development be noted;

(2)               the change in the performance ratings for next year be noted.

Reason for Decision:  To note the significant improvement in the social care rating placing the Council as one of the most improved Councils nationally.  To comply with the Care Quality Commission’s request that the report was presented to the Executive by 31 January 2011.

[Call-In does not apply this decision.]

Report of the Corporate Director Children’s Services.

The Portfolio Holder for Schools and Colleges introduced a report, proposing an operating model for school improvement that would establish an improvement partnership driven and funded by schools with the Council as a key partner.  Prior to the consideration of the report, the Portfolio Holder stated that he was proud of Harrow schools and of their professionalism towards the proposal.  His visits to the schools had been pleasing and he acknowledged the positive work being carried out.

The Portfolio Holder stated that the proposal before Cabinet provided an innovative response towards minimising the impact of cuts and commended the report to Cabinet.  He thanked the Corporate Director Children’s Services and her staff for their work in this area.

An officer explained the responses to the consultation undertaken.  The proposal had been supported by a large number of headteachers who had indicated their willingness to start developing concepts with the view to moving the model forward, following its approval by Cabinet.

The Corporate Director Children’s Services stated that the Council was in a unique position to set up a learning partnership and that it was blessed with exceptional schools which allowed for the model to be implemented.  Harrow would also be seen as leading on this initiative.

RESOLVED:  That

(1)               the proposed Harrow Schools’ Improvement Partnership be the future operating model for school improvement service;

(2)               the development of the Harrow Schools’ Improvement Partnership model be operational by September 2011;

(3)               the detailed work and decisions required be delegated to the Corporate Director Children’s Services, in liaison with the Portfolio Holder for Schools and Colleges, and following consultation with the Children Services Transformation Programme Stakeholder Reference Group.

Reason for Decision:  To support the future improvement of Harrow’s schools by maintaining a relationship between the Council and its schools; building on existing good practice in Harrow where schools were key partners in the delivery of school improvement; providing a framework for the Council to fulfill its statutory functions; and enabling significant efficiencies to be made that contribute to the Council’s Budget Strategy.

Report of the Divisional Director Community and Culture.

The Portfolio Holder for Community and Cultural Services introduced a report, which sought agreement to an extension of the current contract for the provision of sport and leisure in the borough until March 2011.  The Portfolio Holder stated that the contract would be for a period of two years, subject to negotiations being finalised.  She added that the proposed extension provided best value and she commended the report to Cabinet.

The Leader moved that any decision ought to be taken in consultation with the appropriate Portfolio Holders.

RESOLVED:  That the Corporate Director Community and Environment, in consultation with the Portfolio Holders for Community and Cultural Services and Property and Major Contracts, be authorised to agree an extension of the current contract for the provision of Leisure Facility Management for two years from March 2011, as permitted by the current contract, subject to the finalising of negotiations on costs within the contract and improved performance measures.

Reason for Decision:  To meet the requirements of the Best Value legislation to review service procurement arrangements regularly.  To ensure continuation of leisure service delivery to the Council whilst it reviewed longer term options for the service.

Report of the Corporate Director Community and Environment.

The Portfolio Holder for Community and Cultural Services introduced a report, which sought to delegate authority in relation to individual grant agreements, following consideration of the matter by the Grants Advisory Panel.

The Leader of the Council stated that due to the current adverse economic climate there was a need to ensure that all Council budgets were used effectively and that a review of the support offered to the Voluntary and Community Sector was underway.  It was noted that the report outlined the interim process for delivering a grant funding application process for 2011/12 to be conducted whilst allowing for consultation on the review to be undertaken.

The Leader moved that any decision ought to be taken in consultation with the appropriate Portfolio Holder.

RESOLVED:  That the Corporate Director Community and Environment, in consultation with the Portfolio Holder for Community and Cultural Services, be authorised to process individual grant agreements, subject to the conditions set out in paragraph 2.2.2 of the report and Option D referred to therein.

Reason for Decision:  The extension of current grant agreements (not taking into account any one-off top-up funding received in 2010/11 and to be calculated using each organisations base grant) for one additional month enabled the Council to undertake and implement a review of its support to the voluntary and community sector and deliver a grants programme or 2011/12.

Report of the Corporate Director Place Shaping.

The Portfolio Holder for Planning, Development and Enterprise introduced the report, which sought agreement to consult on the emerging draft Green Grid for Harrow, part of the London Wide Green Grid.  The Green Grid would form a key part of the future spatial vision within the Harrow Local Development Framework (LDF) Core Strategy. 

The Portfolio Holder added that the residents of Harrow had access to a wide range of formal and informal public spaces and woodland.  In some cases these spaces were physically or visually linked by roads, footpaths, bridleways or other corridors, such as rivers and culverts.  Despite this informal network, the use and awareness of green spaces across the borough, including its management and accessibility to residents and visitors, was variable.  The proposal would help move away from this situation and help facilitate a network of interlinked multi-purpose open spaces with good connections to the areas where people lived and worked.  Moreover, alongside the promotion of regeneration and growth, it would celebrate the range of amenities provided across the borough by placing the green spaces as part of a Green Grid.

RESOLVED: That the draft Harrow Green Grid be approved for public consultation.

Reason for Decision:  To enable consultation to proceed with interested parties on the outline Green Grid.  To support its continued development to enable the more effective management of the green infrastructure across the borough.  

RESOLVED:  That, in accordance with Part I of Schedule 12A to the Local Government Act 1972, the press and public be excluded from the meeting for the following item for the reasons set out below:

Information Report of the Assistant Chief Executive.

In accordance with the Local Government (Access to Information) Act 1985, the report was admitted late to the agenda to update Members on the decision made by the London Borough of Hammersmith & Fulham regarding the Temporary Agency Worker Service and the implications for Harrow.

Cabinet received a confidential information report of the Assistant Chief Executive, which set out the progress made with the procurement of Temporary Agency Worker services jointly being undertaken with the London Borough of Hammersmith & Fulham.

RESOLVED:  That the report be noted.

Reason for Decision:  To note the position and implications for the Council.

[Call-in does not apply to this decision.]