Agenda, decisions 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 interests were declared:

Agenda Item 12 - Response to the Implications of the HAVS Investigation Challenge Panel Report 

Councillors Brian Gate and Joyce Nickolay declared personal interests in that they were Trustees of the Harrow Association of Voluntary Services (HAVS).  Councillors Brian Gate and Joyce Nickolay chose to leave the room whilst the matter was considered and voted upon. 

Agenda Item 14 - Residents' Engagement Strategy and Review of the Tenants' and Leaseholders' Consultative Forum 

Councillor Bob Currie declared a personal interest by virtue to owning property in King’s Road, Eastcote Lane Estate.  He would remain in the room whilst the matter was considered and voted upon.

That the minutes of the Cabinet meeting held on 21 July 2011 be taken as read and signed as a correct record.

RESOLVED:  That the minutes of the meeting held on 21 July 2011 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 the following petition, containing 51 signatures, was presented to Cabinet by Councillor David Perry and referred to the Traffic and Road Safety Advisory Panel and the Corporate Director Community and Environment for consideration.

Parking - Petition from residents in and around Oxford Road, Wealdstone

“We, the undersigned, petition the Council an objection to the removal of the permit parking bays and introduction of the Monday to Saturday 8.00 am – 6.30 pm waiting and loading restrictions instead of the original at any time restriction.”

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.

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.

RESOLVED:  To note the contents of the Forward Plan for the period 1 September to 31 December 2011.

For consideration.

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

The Leader of the Council highlighted the importance of reporting the discussion and decisions of the Harrow Partnership Board meetings to Cabinet advising that, in the future, the minutes of the Board would be placed on Cabinet agendas, with a summary report.

Of particular note in the Board’s minutes of 12 July were decisions relating to the Council’s campaign in respect of the Local Area Agreement Reward Grant which had been successful and had led to the allocation of approximately £450k revenue and £100k capital towards worthy projects, and streamlining the Board’s structure to align with the new partnership priorities.

RESOLVED:  To note the minutes of the Harrow Partnership Board meeting held on 12 July.

Report of the Divisional Director Housing.

Resolved to RECOMMEND:  (to Council)

That

(1)               the amended terms of reference at appendix 1 to the report and the new name for the body, Tenants’, Leaseholders’ and Residents’ Consultative Forum, be noted;

(2)               the changes to the Executive Procedure Rules at appendix 3 to the report, to take account of the new terms of reference for the TLCF, be approved.

RESOLVED:  That

(1)               the proposed work on engaging with tenants, leaseholders and other residents of housing estates,asset out in the report, be endorsed;

(2)               the amended terms of reference at appendix 1 to the report and the new name, Tenants’, Leaseholders’ and Residents’ Consultative Forum, be agreed.

Reason for Recommendation:  To enable the body to meet the increased expectations of tenants, leaseholders and other residents to be involved in all housing issues and to ensure that the Council involves and empowers residents to influence housing decisions that impact on them.

[Call-in does not apply to the Recommendation to Council.]

Cabinet received a report of the Divisional Director Housing, which set out proposals to improve resident engagement in housing services and amend the way the Tenants’ and Leaseholders’ Consultative Forum (TLCF) currently operated in order to meet the increased expectations of tenants, leaseholders and other residents.

An officer informed Cabinet that the report was part of a larger area of work being undertaken by the Housing Service to broaden engagement with tenants and leaseholders.  She added that the consultation mechanisms would be widened, and the key points of the report were to amend the terms of reference of the existing body to facilitate the aspirations of tenants and leaseholders and meet their expectations.  She explained that the current way of working was not conducive to good working with TLCF agendas being viewed as too long and not allowing enough time to debate the items thoroughly.

The officer added that another piece of work was also required to ensure that the new arrangements were sustainable in the long term, which included potential changes to the constitutions of the tenants’ and residents’ associations that the Council was engaging with.  She also proposed an amendment to recommendation 1 with a view to clarifying what was meant by ‘resident engagement’.

The Portfolio Holder for Housing also referred to the additional work required, which would be carried out during the next three months.  He added that this area of work would be funded from existing resources, and moved an amendment to recommendation 1.

The Leader of the Council stated that the proposal would provide an opportunity to look at the operation of other Consultative Forums to make them more meaningful.  Cabinet would watch how the revised TLCF would work with a view to improving the operation of other similar bodies in the future.

Resolved to RECOMMEND:  (to Council)   That

(1)               the amended terms of reference at appendix I to the minutes and the new name for the body, Tenants’, Leaseholders’ and Residents’ Consultative Forum, be noted;

(2)               the changes to the Executive Procedure Rules at appendix II to the minutes, to take account of the new terms of reference for the TLCF, be approved.

RESOLVED:  That

(1)               the proposed work on engaging with tenants, leaseholders and other residents of housing estates,asset out in the report, be endorsed;

(2)               the amended terms of reference at appendix 1 to the minutes and the new name, Tenants’, Leaseholders’ and Residents’ Consultative Forum, be agreed.

Reason for Recommendation:  To enable the body to meet the increased expectations of tenants, leaseholders and other residents to be involved in all housing issues and to ensure that the Council involves and empowers residents to influence housing decisions that impact on them.

[Call-in does not apply to the Recommendation to Council.]

Report of the Interim Director Finance.

RESOLVED:  That

(1)               the revenue and capital forecast outturn position for 2011/12 be noted;

(2)               for the General Fund Capital Programme, the virement detailed in paragraph 22, and amendments to the Programme set out in table 1 at appendix 2 of the report, be approved;

(3)               for the Housing Revenue Account Capital Programme, the rephasings detailed in paragraph 23, and reductions and virements set out in table 3 at appendix 2 of the report, be approved.

Reason for Decision:  To note the forecast financial position and actions required.

Cabinet received the report of the Interim Director Finance, which summarised the revenue and capital monitoring position as at June 2011.

The Interim Director identified the budget pressures in various Directorates, as follows:

·                     the outturn position for the Directorates was currently forecasted at  £188.149m against a budget of £186.921m, which represented a potential overspend of £1.228m, offset by a favourable variance resulting from an underspend on the capital financing budget and corporate business.  All Directorates were taking action to mitigate the adverse variances together with the pressures and risks they were facing;

·                     the financial position within the Children’s Services Directorate remained volatile, particularly as it was facing pressures in the Special Needs Service and Children looked After.  Whilst not being complacent, the Interim Director was not overly concerned about the overall position as all Directorates were working towards containing the pressures within their own areas;

·                     the Adults and Housing Directorate was forecasting an adverse variance of £690k, with the majority of this figure resulting from pressures in the provision of long-term care and the housing general fund due to an increase in the number of families being placed in Bed and Breakfast accommodation.  The latter was also being closely monitored with initiatives being taken to mitigate the potential overspend;

·                     a number of budget savings had been the subject of consultation, the results of which were being analysed for reporting to the October Cabinet meeting.  As a result, the anticipated savings of £400k had been included in the budget and any shortfall would result in a ‘call’ on the contingency fund, as there were no alternative plans to achieve the savings;

·                     the Community and Environment Directorate was forecasting an overspend of £536k.  The key areas were the reduced income received from enforcement and Controlled Parking Zones (CPZs), including an overspend in the animal service area.  The Directorate had taken action to generate new income streams, which included the development of a strategy to generate income from trade waste;

·                     the HRA was forecasting an overspend of £272k, whilst procurement had identified a saving of £1.3m mainly due to successful negotiations of key contracts;

·                     the Transformation and Priority Initiatives Fund bidding round had been completed and the Leader of the Council’s consideration of the bids would take place during September;

·                     in relation to the Capital Programme, approval for virements were being sought, as laid out in the report.

The Leader of the Council stated that the forecast overspend of £1.228m was not the best outcome envisaged; however he acknowledged the action being taken to mitigate it.  He was concerned about the pressures in enforcement and parking income areas.

The Portfolio Holder for Schools and Colleges stated that the closure of Harrow Magistrates’ Court had off loaded costs onto the Council and suggested that the Council should draw this to the attention of the government.

RESOLVED:  That

(1)               the revenue and capital forecast outturn position for 2011/12 be noted;

(2)               for the General Fund Capital Programme, the virement detailed in  ...  view the full minutes text for item 266.

Joint report of the Corporate Directors Adults and Housing and Community and Environment.

RESOLVED:  That

(1)               It be agreed the procurement of repair and maintenance services for Housing and Corporate Property proceed on the basis of Option 4 for contract periods of up to 5 years, as described in the strategy document and shown diagrammatically at appendix 1 to the report;

(2)               the potential for driving savings and service improvement by including corporate repair and maintenance work in a wider Total Facilities Management package (including a possible procurement on a collaborative basis with other organisations) be explored by officers and a decision on whether to exclude Corporate Repair and Maintenance work from the proposed procurement as described in the report, be delegated to the Corporate Directors of Community and Environment and Adults and Housing, in consultation with the Portfolio Holders for Housing and Property and Major Contracts;

(3)               the Head of Property, in consultation with the Portfolio Holders for Property and Major Contracts, be authorised to exercise the option to extend the existing contract with Kier, for up to 6 months, if necessary and appropriate, to allow sufficient time to complete the proposed procurement process;

(4)               the approval of the final specification, contract duration and tender documentation be delegated to the Corporate Directors of Adults and Housing and Community and Environment, as appropriate, in consultation with the Portfolio Holders for Housing and Property and Major Contracts.

Reason for Decision:  To take the opportunity to revisit the strategy for delivering repairs and maintenance service to the housing stock as well as some elements of the corporate service.  To note that the review process included a review of the market and an assessment of the views of the recipients of the service.  The consultation exercise with recipients assessed what was important to them in any service and this was augmented with a financial assessment and supply chain assessment, which resulted in Option 4 as the preferred option believed to provide a more customer focused service that had the potential to help the Harrow economy, as well as improving the service and achieving significant savings. 

Cabinet considered a joint report, including a confidential appendix, of the Corporate Directors Adults and Housing and Community and Environment setting out the options considered for the provision of repairs and maintenance services for Housing and Corporate Property following the expiry of the Council’s contract with Kier in June 2012.  The report set out the direction and the tender strategy that ought to be adopted.

The Corporate Director Adult and Housing reported on the key drivers behind the procurement strategy for responsive repairs and maintenance services, as follows:

·                     it would help provide value for money for the Council and its tenants and leaseholders;

·                     provide local employment opportunities;

·                     provide service quality and satisfactory outcomes for tenants.

The Corporate Director added that Option 4 set out in the report was the preferred option and that provision to extend the current contract with Kier in the short term had been built-in if it became necessary.  Extensive work was required prior to proceeding with Option 4.  He advised that an extension of the current contract for a period of five years, as set out under Option 1, would not provide value for money when compared with the Option 4.

Cabinet noted that the cross-party Strategic Procurement Board would oversee the procurement process.

The Portfolio Holder for Housing stated that tenants and leaseholders had been consulted and their views incorporated in the lead up to the report. Support for Option 4 had been received from the Harrow Federation of Tenants’ and Residents’ Association (HFTRA), the Tenants’ and Residents’ Associations (TRAs) and scrutiny, as it would help drive down costs.  As part of the process, the client-side would be restructured.  The Portfolio Holder thanked tenants and leaseholders for their exemplary work in the process.

The Portfolio Holders for Property and Major Contracts and Performance, Customer Services and Corporate Services welcomed the report, including the opportunity to use smaller contractors, as it would help improve public perception about the repair service.

RESOLVED:  That

(1)               It be agreed the procurement of repair and maintenance services for Housing and Corporate Property proceed on the basis of Option 4 for contract periods of up to 5 years, as described in the strategy document and shown diagrammatically at appendix 1 to the report;

(2)               the potential for driving savings and service improvement by including corporate repair and maintenance work in a wider Total Facilities Management package (including a possible procurement on a collaborative basis with other organisations) be explored by officers and a decision on whether to exclude Corporate Repair and Maintenance work from the proposed procurement as described in the report, be delegated to the Corporate Directors of Community and Environment and Adults and Housing, in consultation with the Portfolio Holders for Housing and Property and Major Contracts;

(3)               the Head of Property, in consultation with the Portfolio Holder for Property and Major Contracts, be authorised to exercise the option to extend the existing contract with Kier, for up to 6 months, if necessary and appropriate, to  ...  view the full minutes text for item 267.

Report of the Corporate Director Community and Environment.

RESOLVED:  That

(1)               the Corporate Director Community and Environment be authorised to enter into a contractual arrangement with the Metropolitan Police Authority to fund 5 Police Constables for a period of 3 years, as detailed in the report;

(2)               the Corporate Director Community and Environment and the Portfolio Holder for Environment and Community Safety be authorised to negotiate and agree annual extensions to this contract, at the end of the three year period, under the terms of the contract.

Reason for Decision:  In order that the successful arrangement whereby the Council has previously funded Police Officers could be continued, taking advantage of favourable contract terms which were currently available.

The Corporate Director of Community and Environment introduced the report, which sought approval to enter into a contract with the Metropolitan Police Authority (MPA) to fund a number of additional police officers in the borough at a cost of approximately £156,500 per annum for a period of three years.

The Corporate Director advised that the funding would provide five additional police officers, and the new contract would replace any previous arrangements.  He added that the proposals set out in the report had been approved by Harrow’s Borough Commander and the funding arrangements complied with MPA requirements.  In addition, the contract allowed for the team to be tasked flexibly and deployed to areas other than Harrow Town Centre and the Wealdstone Corridor, when necessary.  In commending the report to Cabinet, the Corporate Director stated that the proposal would contribute to reduced crime and anti-social behaviour in Harrow, as evidenced by the crime statistics.

The Leader of the Council welcomed the proposals, which would help keep Harrow safe. He commended the report to Cabinet as a successful outcome during a period of financial challenges.

RESOLVED:  That

(1)               the Corporate Director Community and Environment be authorised to enter into a contractual arrangement with the Metropolitan Police Authority to fund 5 Police Constables for a period of 3 years, as detailed in the report;

(2)               the Corporate Director Community and Environment and the Portfolio Holder for Environment and Community Safety be authorised to negotiate and agree annual extensions to this contract, at the end of the three year period, under the terms of the contract.

Reason for Decision:  In order that the successful arrangement whereby the Council has previously funded Police Officers could be continued, taking advantage of favourable contract terms which were currently available.

Report of the Corporate Director Community and Environment.

RESOLVED:  That

(1)               the response to the recommendations outlined at Appendix 1 to the report be noted;

(2)               it be noted proposals for the future of main grant funding would be presented to Cabinet later in the autumn and would provide further detail to address relevant recommendations.

Reason for Decision:  To respond to the recommendations of the Scrutiny Challenge Panel report on the implications of the future of HAVS.

[Call-in does not apply to decisions that have been noted.]

Cabinet received a report of the Corporate Director Community and Environment responding to the recommendations of the ‘Implications of HAVS (Harrow Association of Voluntary Services) Investigation’ report from the Scrutiny Challenge Panel.  Cabinet also considered a confidential appendix containing the Audit report.

The Chairman of the Scrutiny Challenge Panel on the ‘Implications of HAVS Investigation’ addressed Cabinet and thanked scrutiny officers for their professionalism in delivering on this piece of work; a skill base which required a careful balance between providing advice and recording Members’ views which the Chairman of the Challenge Panel recommended ought to be deployed across the Council.  She thanked all participants for their contributions in ensuring a successful scrutiny and hoped that Cabinet would accept the recommendations in their entirety.  Particular thanks went to the Vice-Chairman of the Overview and Scrutiny Committee for his suggestion and resolve in buying-in the skills of internal audit to ensure a comprehensive scrutiny and strengthening the evidence base available to the Challenge Panel.

Cabinet was informed that the Challenge Panel did not look at HAVS itself and it had been accepted that the title given to this Challenge Panel was misleading and this aspect had been taken on board by Scrutiny as a lesson learnt when naming future Challenge Panels.

The Chairman of the Challenge Panel:

·                     stated that the investigation related to streamlining the support given to local organisations across the Council and referred to the need to consolidate processes in the delivery of the grant giving function across the Council.  It was essential that the principles behind the Council’s CREATE values, particularly ‘Actively One Council’, were applied universally across the Council and she hoped Cabinet would take this comment on board.  It was crucial that information was available on what overall support was provided to organisations across the Council;

·                     added that the review had been undertaken to help clarify the operation of the grants process and acknowledged that many changes had been made following the ‘Delivering a Strengthened Voluntary and Community Sector for Harrow’ review.  The grants process had previously lacked clarity and a number of changes had been made under the previous administration and which were now being taken forward by the current administration.  The Council’s reputation was always at stake as mistakes made were often not forgotten;

·                     welcomed the timelines set out in the response to the recommendations and the assurance that work would progress.  Moreover, it was important that reputable and joined-up approaches were in place where all those involved were aware of the various aspects of the grant giving function, such as the Compact, a mutual agreement between those who decide to endorse its principles and commitments to action, which had unfortunately  not been revised since 2009. She acknowledged that this matter was on the 13 September Grants Advisory Panel agenda for consideration.  Also on the agenda for the GAP meeting was a proposal to return to a single grant application form, which was proposing one application form instead of the three that had,  ...  view the full minutes text for item 269.

Report of the Divisional Director Environmental Services.

RESOLVED:  That the Commercial Safety Service Plan 2011/12 be approved as the Council’s Annual Food Service Plan 2011/12.

Reason for Decision:  By virtue of the requirements contained in the Food Standards Act 1999 and the National Food Framework Agreement (FA), issued by the Food Standards Agency (FSA), the Council was required to have an annual Service Plan in place.  The health and safety service aspects of the Plan were subject to approval by the Licensing and General Purposes Committee.

The Corporate Director Community and Environment introduced the Commercial Safety Service Plan 2011/12 and added that, as an enforcement authority, the Council had a duty to have in place an Annual Food Service Plan, incorporating the Health and Safety Service Plan.  He added that the Licensing and General Purposes Committee was responsible for the health and safety aspects of the Plan to help ensure that the residents of the borough were protected.

RESOLVED:  That the Commercial Safety Service Plan 2011/12 be approved as the Council’s Annual Food Service Plan 2011/12.

Reason for Decision:  By virtue of the requirements contained in the Food Standards Act 1999 and the National Food Framework Agreement (FA), issued by the Food Standards Agency (FSA), the Council was required to have an annual Service Plan in place.  The health and safety service aspects of the Plan were subject to approval by the Licensing and General Purposes Committee.

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 items for the reasons set out below:

Appendix 3 to the joint report of the Corporate Directors Adults and Housing and Community and Environment at item 11 above.

Cabinet received a confidential appendix to the report of the joint report of the Corporate Directors Adults and Housing and Community and Environment.

RESOLVED:  That the report be noted.

Reason for Decision:  To allow the appendix to be considered in conjunction with the main report at agenda item 10.

Cabinet received a confidential appendix to the report of the Corporate Director Community and Environment.

RESOLVED: That the report be noted.

Reason for Decision: To allow the appendix to be considered in conjunction with the main report at agenda item.