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;

(b)               all other Members present.

RESOLVED:  To note that the following interests were declared:

General

Councillor Barry Macleod-Cullinane declared an interest in that his sister worked at Hatch End High School, which had converted to an Academy in 2011.  He did not consider that any of the items on the agenda would make his interest prejudicial, but stated that he would leave the room should this happen during the course of the meeting.  He remained in the room whilst the business on the agenda was concluded to listen to the discussion and decision.

Agenda Item 15 – Non-Domestic Discretionary Rate Relief – Charities and Non-Profit Making Organisations

Councillor Brian Gate declared a personal interest in that he was a Trustee of the charity, Harrow Association of Voluntary Services (HAVS).  He would remain in the room whilst the matter was considered and voted upon.

That the minutes of the Cabinet meeting held on 19 January 2012 be taken as read and signed as a correct record.

RESOLVED:  That the minutes of the meeting held on 19 January 2012, be taken as read and signed as a correct record.

(a) To receive a petition from the people of West Harrow relating to trees;

(b) To receive any other petitions submitted by members of the public or Councillors.

RESOLVED:  To note that the following petitions were received and referred to the Community and Environment Directorate:

1.                  Roxeth School and Safety Matters in Brickfields, Harrow on the Hill

A local resident, Eileen Kinnear, presented a petition signed by 40 people living in the vicinity of Roxeth School with the following terms of reference:

“We, the undersigned, protest to Harrow Council our concerns for the safety of children in this narrow cul-de-sac which is the only route into the rear entrance of Roxeth School.  The real problem is the speed of traffic, combine with motorists lack of awareness of pedestrians and indiscriminate parking.  This has previously been drawn to the attention of the traffic department.

We do not believe that the Localised Safety Parking Programme which has recently been out to consultation fully addresses these concerns.  We do believe that the proposals to put in some double yellow lines around corners – while welcome – are insufficient to cope with the problems.  More enforcement is required.

We formally request that the Council takes urgent action to enforce the restrictions which are already in place there: and also that it should liaise with the police to ensure their presence at the road at least on some afternoons so that they can take action to alleviate the perceived dangers to children.

We are also unhappy that during the recent bad weather the Council was apparently unable to clear the snow/ice from the pavements here.  This means that children must walk in the road to get to school.  This is not very good in terms of road safety training.  We ask that the Council should make every effort to clear these pavements in similar bad weather in future as a necessary protection for the children.”

2.                  Petition from the people of West Harrow, Harrow, Middlesex in relation to Trees

A local resident, Jessica Lawrence, submitted a petition signed by 80 people of West Harrow, with the following terms of reference:

 “We the people of West Harrow believe our trees are at risk due to the manner in which they are pollarded each year which we believe to be excessive and unnecessary, particularly when there are alternative methods which would enhance the appearance of the neighbourhood and be more protective to wildlife and environmentally beneficial.  Currently, the plane trees are scalped back to a stump, sometimes two or three in a row showing disregard for the urban environment and the need for harmonious integration of all elements affecting the members of the community who live there.  We object to the manner in which the plane trees are managed and the insufficient notice regarding parking arrangements.

We want an investigation into the significantly increased and disproportionate budget allocated to the aboricultural department and ask why in a culture of austerity measures, payments of over eighty thousand pounds are being paid to Gristwood & Toms in a single month for questionable works.  We do not approve the manner in which Gristwood and Toms carry  ...  view the full minutes text for item 358.

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.

[The deadline for receipt of public questions is 3.00 pm, 6 February 2012.  Questions should be sent to publicquestions@harrow.gov.uk  

No person may submit more than one question].

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 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, 6 February 2012].

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

1.

2.

The Leader of the Council informed Cabinet that the decision relating to the item on ‘Modernising Terms and Conditions of Employment’ was taken by Cabinet in January 2012 and the item titled ‘Approval for the Establishment of a Shared Legal Practice’ has been deferred.

RESOLVED:  To note the contents of the Forward Plan for the period 1 February – 31 March 2012.

For consideration

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

In accordance with Council Procedure Rule 1.5 and following notification by the Conservative group, it be advised that Councillor Chris Mote be First Reserve Member of the Corporate Parenting Panel.

RESOLVED: To note that Councillor Chris Mote was First Reserve Member of the Corporate Parenting Panel for the Conservative Group.

The Leader of the Council and the Portfolio Holder for Finance and Business Transformation provided an overview of how the Council was moving forward in its quest to ensure an integrated approach to planning Council business, which would entail the submission of a series of papers to Cabinet; with the Corporate Plan 2012/13 and the Final Revenue Budget and Medium Term Financial Strategy (MTFS) 2012/13 to 2014/15 leading the way.

Having proposed minor amendments to two priority actions in relation to the Corporate Plan 2012/13, the Leader outlined the Council’s Modernising agenda, whilst protecting front line services, in the face of an adverse economic climate; the need to make savings; a reduced grant from the government and demographic changes; which were all contributing to the various pressures on the Council.  He was proud that Harrow was a low cost high performing Council and that, despite the scale and depth of the savings, it had been recognised as Best Achieving Council in the country by the Municipal Journal in 2011.

The Leader outlined the levels of savings that the Council had made year on year against considerable challenges, whilst also achieving an underspend in 2011/12.  He was proud to be leading a Council which had achieved so much and continued to look ahead with a radical agenda and initiatives that would suit the needs of a Modern and efficient Council.  He outlined the main initiatives that the Council would be progressing, as follows:

·                     sharing and collaborating with other boroughs and partners on service delivery;

·                     exploring alternative ways to deliver services that allow greater engagement of residents and the voluntary sector;

·                     designing services so that interventions are earlier and more targeted;

·                     continuing to make access to our services more convenient for customers;

·                     adopting a more commercial approach to Council business and continuing to modernise the Council and its services by using the latest technology, business practices and processes so they were more efficient.

He added that the Council had moved forward with the implementation of a new IT system, developed proposals for Mobile and Flexible working, had plans to reduce the number of senior managers, was procuring services and introducing commercial practices where these would benefit the Council and its residents.  The Council was moving towards a paradigm shift and the removal of silo-working.  It was embarking on a new relationship with its residents and Partners under the “Let’s Talk” initiative, which had allowed the Council to engage fully with residents who had helped to shape Harrow by participating in budget decisions.  This method of engagement would be applied long term.  Moreover, additional services were being provided by Access Harrow and it was intended to build on this provision.  A major regeneration programme was also planned with the Town Centre, Kodak Centre and Lion House taking priority.

The Leader referred to the administration’s position in relation to Council Tax, on which a nil increase had been proposed for 2012/13.  However, it was unlikely that the Council would be able to place a  ...  view the full minutes text for item 364.

Report of the Assistant Chief Executive.

Resolved to RECOMMEND:  (to Council)

That the Corporate Plan 2012/13 be adopted, subject to the following amendments:

Priority Action, ‘Reduce the amount waste produced by the borough’, to include the following measures:

1.                  Number of Home Composting kits taken up by Harrow residents.  Each Home Composter diverts 150 kg of waste;

2.                  Two West London Waste ‘Let’s get cooking clubs’ set up in Harrow, which are projected to reduce waste by 27 tonnes.

Priority Action, ‘Deliver improved performance of our Highways through a more efficient contract’ to include the following measure ‘Ensure the projected efficiencies are delivered’.

RESOLVED:  That the Leader of the Council be authorised to make any minor amendments to the Corporate Plan 2012/13, as necessary, prior to the matter going to Council for adoption.

Reason for Decision:  To update the Council’s Policy Framework and set out the Council’s Direction of Travel for 2012/13.

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

Cabinet received a report of the Assistant Chief Executive, which set out the strategic direction for the Council, Priorities for Harrow, these being Modernising the Council and Protecting Frontline Services, Council Priorities and Priority Actions.  The report described and illustrated the programmes against which the Council would be judged, including how these would be funded in the context of the Council’s integrated planning agenda.

Resolved to RECOMMEND:  (to Council)

That the Corporate Plan 2012/13 be adopted, subject to the following amendments:

Priority Action, ‘Reduce the amount waste produced by the borough’, to include the following measures:

1.                  Number of Home Composting kits taken up by Harrow residents.  Each Home Composter diverts 150 kg of waste;

2.                  Two West London Waste ‘Let’s get cooking clubs’ set up in Harrow, which are projected to reduce waste by 27 tonnes.

Priority Action, ‘Deliver improved performance of our Highways through a more efficient contract’ to include the following measure ‘Ensure the projected efficiencies are delivered’.

RESOLVED:  That the Leader of the Council be authorised to make any minor amendments to the Corporate Plan 2012/13, as necessary, prior to the matter going to Council for adoption.

Reason for Decision:  To update the Council’s Policy Framework and set out the Council’s Direction of Travel for 2012/13.

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

Report of the Interim Director Finance.

Resolved to RECOMMEND:  (to Council)   That

(1)               the budget be approved to enable the Council Tax for 2012/13 to be set;

(2)               the policy on the use of the contingency, at appendix 7 to the report, be approved;

(3)               the schools budget at appendix 8 to the report be approved;

(4)               the reserves policy at appendix 10 to the report be approved;

(5)               the virement rules, set out in Appendix 11 to the report, be approved;

(6)               Members’ Allowances be frozen and the current approved Members’ Allowances Scheme be adopted for 2012/13;

(7)               in the event that responsibility for Public Health is transferred to the Council during 2012/13, authority be delegated to the Interim Corporate Director Resources to incorporate the transferred amount into the budget;

(8)               the amended model Council Tax resolution tabled at the meeting be approved.

RESOLVED:  That

(1)               the Medium Term Financial Strategy, at Appendix 1 to the report, be approved;

(2)               the planned investment in services and efficiency programme be noted;

(3)               in relation to schools, the proposed changes to the formula be approved;

(4)               the risk assessment at appendix 9 to the report be agreed and referred  to the Governance, Audit and Risk Management Committee for consideration and monitoring.

Reason for Decision:  To ensure that the Council sets a balanced budget for 2012/13.

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

Cabinet received a report of the Interim Corporate Director Resources, which set out the final proposed Revenue Budget for 2012/13 and the Medium Term Financial Strategy (MTFS) to 2014/15.

The Revenue Budget set out the Council Tax Strategy and spending plans, including new investment and savings proposals which were challenging due to the adverse economic climate.  The focus was on ensuring that further changes to service delivery were innovative, robust and deliverable whilst ensuring that they minimised the risk to the vulnerable or result in service failure.

The Interim Corporate Director Resources introduced the report, which also set out the impact of the investment and savings proposals and included information on the local government settlement, reserves policy and consultation on the budget.  The report covered all of the Council’s main activities, including schools.

The Interim Corporate Director outlined the financial context which underpinned the way in which the Council operated and would continue to do so.  She added that the budget for 2012/13 was balanced and identified the funding gaps for 2013/14 and 2014/15, and noted that the administration’s desire was to make savings whilst minimising the overall impact on services provided.  She referred to the Council Tax Support Grant Scheme and outlined how this would impact upon future years.  She explained that the government had offered local authorities a similar grant in 2012/13 to enable Councils to reduce Council Tax increases by 2.5%, but that this was a significant departure from the previous year’s scheme in that it was only being given for one year.  The effect of this grant falling out in 2013/14 on Harrow was that it would increase the funding gap by £2.6m.

A summary of the budget proposals was given and the Interim Corporate Director briefed Cabinet on the impact of these proposals on the services provided by the Directorates.  As a result, an equality impact assessment had been carried out for each proposal depending on the extent of the impact and had been made available on the intranet for the decision makers to visit in approving the budget for 2012/13.  Moreover, consultation was ongoing as required by law.  Flexibility had been retained within the budget to cover for any eventualities, particularly if, as a result of the consultation and equality impact assessment, some proposals could not be implemented.  In such instances, the Directorates would develop alternative plans to put in place to help mitigate any impact.  The Interim Corporate Director stressed that this approach would help counteract comments about predetermination.

Cabinet noted that a detailed risk assessment of the budget had been carried out, including the reserves policy being recommended.  The Interim Corporate Director identified the significant risks for 2012/13 and pointed out that, overall, the types of risks were rising.  As a result, it was prudent to increase the desired range of reserves held and whilst the Council was ‘comfortable’ with holding £7m reserves, it would be advisable to increase this sum if possible. A £1 million contingency was being held in the  ...  view the full minutes text for item 364b

Joint Report of the Interim Director Finance and Corporate Director Adults and Housing.

Resolved to RECOMMEND:  (to Council)  That

(1)               the borrowing of additional debt as a consequence of the Housing Revenue Account (HRA) reform for a fixed rate over 50 years with the continuation of a single pooled approach to the management of debt be approved;

(2)               it be noted that  the Tenants’ Leaseholders’ and Residents’ Consultative Forum had given conditional support to a 50 year loan and single pool arrangement provided there was some form of “guarantee” that the Council would deliver the total package of measures to address housing service pressures;

(3)               the HRA budget for 2012/13, set out at appendix 1 to the report, be approved;

(4)               the HRA Capital Programme, as detailed in Appendix 7 to the report,be approved and the balance of the £500k Section 106 monies allocated to extensions for Council homes approved in March 2008 for the financial years 2008/2010 be extended to 31 March 2013.

RESOLVED:  That

(1)               rents and service charges be increased by 6.72% on average from 1 April 2012, as detailed in Appendix 2 to the report, resulting in an average weekly charge of £104.82 made up of an average rent £102.14 and average service charge £2.68;

(2)               the increase in garage and car parking rents, as detailed in Appendix 3 to the report, be frozen pending the outcome of the current review of garages;

(3)               an increase in energy (heating) charges by 4% from 1 April 2012, as detailed in Appendix 4 to the report, be approved;

(4)               it be noted that the current water charges, as set out in Appendix 5 to the report, will be increased as and when notified by Veolia Water;

(5)               the fees in relation to community centres be increased by 2%, as detailed in Appendix 6 to the report;

(6)               the MTFS for the HRA, as detailed in Appendix 1 to the report, be approved;

(7)               the Corporate Director Community Health and Wellbeing, in consultation with the Portfolio Holder for Housing, be authorised to consult with the leaseholders around increasing the administration fee in relation to the 2012/13 charges and implement any resulting decision;

(8)               the introduction of a Major Work Loans Policy for leaseholders, as set out at paragraph 41 of the report, be approved with authority delegated to the Corporate Director of Community Health and Wellbeing and Interim Corporate Director Resources, in consultation with the Portfolio Holders for Finance and Business Transformation and Housing, to finalise the detail of the Policy.

Reason for Decision:  To publish the final HRA budget and set Council rents and other charges for 2012/13.

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

Cabinet received a joint report of the Interim Corporate Director of Resources and the Corporate Director Community Health and Wellbeing, setting out the Housing Revenue Account (HRA) Budget for 2012/13 and Medium Term Financial Strategy (MTFS) to 2014/15.

The Portfolio Holder for Housing reported that the Council had a statutory obligation to agree and publish the HRA Budget for 2012/13.  The Medium Term Financial Strategy for 2013/14 and 2014/15 set out the indicative income and expenditure for the HRA for the period and showed how the income collected would be spent in the management and maintenance of the Council’s stock and in meeting its obligations as a landlord.  He added that the HRA budget for 2012/13 was for a year only in order to enable the Council to analyse, consult and quantify the financial benefits of HRA reform, policy and financial implications, including changes that the government might make as part of its consultation exercise.  It was intended to present a 30-year HRA Business Plan to Cabinet in May 2012 which would take all eventualities on board.

The Portfolio Holder added that the HRA budget and the MTFS showed a significantly improved position to that reported last year, the majority of which was attributable to the updated Rental Strategy and the freeing up of additional resources as a result of the reforms.  The benefits associated with the HRA reforms were in the region of £2m per annum and provided an opportunity to invest in repairs, resident engagement, reducing pressures in temporary accommodation and providing new affordable housing, to name a few.

The Portfolio Holder outlined the consultation that had taken place, including with the Tenants’, Leaseholders’ and Residents’ Consultative Forum and he outlined their aspirations.  In summing up, the Portfolio Holder paid tribute to the work done by the Housing Policy Task Group and by officers, as well as Portfolio Holders who had supported the work, particularly the Leader of the Council.  He commended the report to Cabinet.

The Leader of the Council welcomed the changes to the HRA budget and was pleased that the changes would benefit Harrow.  The benefits to Harrow of £2m per annum would help the Council move service issues forward.  In addition, the preferential rates offered by the Public Works Loans Board (PWLB) to fund additional debt for up to 50 years was welcomed and would help the Council fulfill a range of objectives that the tenants had asked for such as stock improvement, an ongoing repairs service and payment of HRA debt.  He would also welcome the chance to provide additional affordable housing.  He was pleased with the positive overall situation on the HRA, particularly as the administration had inherited a dysfunctional HRA.

The Portfolio Holder for Housing was commended for his work in the Housing field, include his extensive knowledge of this area.

Resolved to RECOMMEND:  (to Council)  That

(1)               the borrowing of additional debt as a consequence of the Housing Revenue Account (HRA) reform for a fixed rate over 50  ...  view the full minutes text for item 365.

Report of the Interim Director Finance.

Resolved to RECOMMEND:  (to Council)

That the Capital Programme, as detailed in Annex 1 to the report, and the Capital Strategy, at Annex 2 to the report, be approved.

RESOLVED:  That the Capital Strategy, at Annex 2, be approved.

Reason for Decision:  To enable the Council to have an approved Capital Programme for 2012/13 to 2014/15.

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

Cabinet considered a report of the Interim Corporate Director Resources, which proposed the Capital Programme for 2012/13 and the indicative programmes for 2013/14 to 2014/15 that formed part of the annual budget review process.

The Leader of the Council set out the context in which the Capital Programme had been prepared, such as increased revenue pressures, reduced external funding from the government and difficult property market conditions.  As a result, a 3-year rolling Capital Programme had been established and a new Capital Strategy devised to allow the Council’s Capital funds to be allocated in a manner which benefited the people of Harrow in line with the priorities of the Council.

The Leader added that the bids for Capital Funding were validated by a Capital Bid Validation Panel, which was chaired by the Interim Corporate Director Resources, with the Leader having a final say on the outcomes of the bidding process.  A balanced score card system was used and the Panel also scrutinised the basic details and facts on the project including revenue and capital financial implications.  He considered this to be a step forward in ensuring a consistent approach across all project bids put forward.

The Interim Corporate Director Resources explained how the Capital Programme was funded and that, in the light of considerable pressures, a range of funding and accounting options had been considered.  This had resulted in the inclusion over and above the main Capital Programme of four other projects, such as the School Expansion Programme, Transformation New Projects, Land Acquisitions and Re:FIT Carbon Reduction Programme.  Individual projects would require Cabinet approval and that for the Transformation New Projects, a 3-year payback period had been agreed to reduce the burden on the Council.  A similar approach would be taken for land acquisitions.  The Re:FIT Programme would be funded from the savings from efficiency generated.

Resolved to RECOMMEND:  (to Council)

That the Capital Programme, as detailed in Annex 1 to the report, and the Capital Strategy, at Annex 2 to the report, be approved.

RESOLVED:  That the Capital Strategy, at Annex 2, be approved.

Reason for Decision:  To enable the Council to have an approved Capital Programme for 2012/13 to 2014/15.

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

Report of the Interim Director Finance.

Resolved to RECOMMEND:  (to Council) 

That, subject to the amendments to table 8 and paragraph 31 ‘Borrowing and Investment Limits’ and the tables at paragraph 59 ‘Specified Investments’  and ‘Non-Specified Investments' of the report as set out below,

(1)               the Treasury Management Strategy and Prudential Indicators be approved;

(2)               the Minimum Revenue Provision Policy and Strategy for 2012/13 be approved.

Table 8

Paragraph 31

The final set of indicators is the debt and investment limits.  The operational boundary is based on current debt plus the impact of net capital expenditure in each of the next three years. The current expectation is that the capital programme will be funded from existing cash balances.  The authorised limit is based on CFR balances and includes an allowance for delayed capital receipts.

Paragraph 59

Specified investments

Non-Specified Investments

RESOLVED:  That the report be referred to the Governance, Audit and Risk Management Committee for review.

Reason for Decision:  To promote effective financial management and comply with the Local Authorities (Capital Finance and Accounting) Regulations 2003 and other relevant guidance.

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

Cabinet considered a report of the Interim Corporate Director Resources, which set out the Council’s Treasury Management Strategy Statement, Prudential Indicators and Minimum Revenue Provision (MRP) Policy for 2012/13.

The Interim Corporate Director explained that Treasury Management was the management of the Council’s investments and cash flows, its banking, money market and debt transactions together with the effective control of the risks associated with those activities.  She added that the report correlated with the Capital Programme, which was both prudent and sustainable.  She outlined the provisions of the Local Government Act 2003, which required local authorities to set out its Treasury Strategy for Borrowing and prepare an Annual Investment Strategy that established the policies for managing investments and giving priority to the security and liquidity of those investments.  Moreover, the Governance, Audit and Risk Management Committee would review and scrutinise these Strategies.

Cabinet was informed that the Council was committed to the principle of achieving value for money in treasury management, and to employing suitable comprehensive performance measurement techniques, within the context of effective risk management. The proposals in the report underpinned this commitment.  The Prudential Indicators provided an overview of the Capital expenditure plans which were the key drivers of the Treasury Management activity.

The Corporate Director highlighted the key aspects, as follows:

·                     the net borrowing in relation to the Housing Revenue Account (HRA), which examined the change in debt less investment balances year on year.  She explained that the increase in the current year was due to the HRA settlement payment, whilst for future years the General Fund Programme would continue to require external borrowing;

·                     the proposed debt pooling arrangements  would benefit the Council.

During the presentation on the report, the Interim Corporate Director made some minor amendments to the report, whilst clarifying the position in relation to the Borrowing Strategy and the Base Rate, the latter of which remained unchanged.  Some minor amendments were referred to by the Interim Corporate Director to the report, including an explanation of the pooling arrangements and how these would work together with the Counterparty Policy which would help meet gaps in the Council’s budget as the proposed change would allow the Council to earn more investment income without exposing the Council to a materially higher risk.

Resolved to RECOMMEND:  (to Council) 

That, subject to the amendments to table 8 and paragraph 31 ‘Borrowing and Investment Limits’ and the tables at paragraph 59 ‘Specified Investments’  and ‘Non-Specified Investments' of the report as set out below,

(1)               the Treasury Management Strategy and Prudential Indicators be approved;

(2)               the Minimum Revenue Provision Policy and Strategy for 2012/13 be approved.

Table 8

Report of the Corporate Director Place Shaping.

Resolved to RECOMMEND:  That the Core Strategy be adopted, as part of the Development Plan for Harrow.

RESOLVED:  That

(1)               the outcome of the independent Examination in Public of Harrow’s Core Strategy be noted;

(2)               the Portfolio Holder for Planning, Development and Enterprise be notified as soon as practicable when the post-adoption statutory requirements for the Core Strategy have been complied with.

Reason for Decision:  To progress the Core Strategy to adoption in accordance with the current Local Development Scheme.  To ensure that an up to date Development Plan for the borough was in place and to comply with regulatory requirements.

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

The Portfolio Holder for Planning, Development and Enterprise introduced the report, which documented the outcome of the Independent Examination in Public of Harrow’s Core Strategy and advised that the Strategy would be reported to Council for adoption as part of the Development Plan for Harrow.

The Portfolio Holder was proud to be associated with the Strategy, and informed Cabinet that the provisions of the Planning and Compulsory Purchase Act made the Inspector’s Report binding upon local authorities.  The only option that could have been considered was the withdrawal of the Core Strategy.  He drew Members’ attention to the feedback received from the Local Development Framework Panel and the Overview and Scrutiny Committee on the Core Strategy.

The Portfolio Holder and the Corporate Director Place Shaping wished to place on record their thanks to the Local Development Framework Team Leader and his team for their work in ensuring successful and positive outcomes for the Core Strategy which would shape the future of the borough.  Officers were also commended for their participation with other Directorates and the joint working arrangements that had been put in place.

The Leader of the Council congratulated officers on their achievements, including the transparency of the whole process.

Resolved to RECOMMEND: 

That the Core Strategy be adopted, as part of the Development Plan for Harrow.

RESOLVED:  That

(1)               the outcome of the independent Examination in Public of Harrow’s Core Strategy be noted;

(2)               the Portfolio Holder for Planning, Development and Enterprise be notified as soon as practicable when the post-adoption statutory requirements for the Core Strategy have been complied with.

Reason for Decision:  To progress the Core Strategy to adoption in accordance with the current Local Development Scheme.  To ensure that an up to date Development Plan for the borough was in place and to comply with regulatory requirements.

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

Report of the Interim Director Finance.

RESOLVED:  That

(1)               the Fees and Charges, set out in the appendices to the report, be approved;

(2)               an additional in-year price review to come into effect on or after 1 October 2012  following a price structure review in key areas be agreed;

(3)               an in-year revision to parking fees following consultation be agreed;

(4)               it be noted that there is an existing delegation to the Corporate Directors to vary fees and charges for goods and services funded by the Council and agree that in-year price reviews would be determined by the relevant Corporate Director in consultation with the relevant Portfolio Holder (Cabinet October 2010).

Reason for Decision:  Council Fees & Charges have input costs that are directly affected by the wider impacts of inflation and therefore external Fees and Charges are typically adjusted annually to maintain a balanced net budget position. 

Where charges can be adjusted from April 2012 and where no other price changes are recommended by the service, a general upward adjustment of 2?4% has been applied to all Fees and Charges to keep income aligned to expenditure.  In certain areas a greater than 4% adjustment has been made to respond to wider market changes.  Statutory or agreed consultation and notice periods apply to certain fees.  Some have already been consulted upon and are included in the report whilst others will be reviewed in-year and impact from April 2013. 

Particular care has been taken across all price rises to protect vulnerable groups and ensure that service users are not excluded through price increments.  Further care has been applied to ensure that price adjustments create a maintenance or rise in yield and do not adversely effect overall demand resulting in decreased income.

Whilst across many areas, sensitively placed inflationary increases will come into effect in April 2012, a structured project approach to reviewing Fees and Charges in key areas will generate additional market based adjustments.  Potential price revisions should be responded to quickly in order to maximise yield, an October 2012 mid-year review will allow some new fees to be applied quickly making a positive budget impact within the year. 

The final elements of the parking review and consultation will be completed during 2012.  An in-year application of the outcomes of the review will assist in making a positive in-year policy and budget impact.

Corporate Directors already hold the delegation to vary and recover fees and charges for goods and services funded by the Council within agreed policy.  The in-year review with allow the Council to take a more commercial approach to income.  This provides a further mechanism for a more responsive and market-sensitive approach to fees, charges and income.

Cabinet received a report of the Interim Corporate Director Resources, which set out proposals for Fees and Charges to be made by the Council in 2012/13.  It was noted that the Council had the power to set fees and charges for statutory and non-statutory services and seek to recover the full costs of providing services where appropriate.

The Leader of the Council reported that a “root and branch” review of all charges would be carried out for October and he commended the report to Cabinet.

The Interim Corporate Director Resources reported that the Fees and Charges income of £27.7m represented a substantial part of the Council’s overall budget and that these were governed by different rules and regulations.  In levying the charges, due consideration was given to how any increase would affect the vulnerable and any changes in fees took account of the needs of service users and the Council’s policy objectives.  She added that fees had been set at levels in line with the Fees and Charges Policy and would protect the vulnerable, deliver policy objectives and help protect vital revenue streams that support the delivery of front line services.  Moreover, Equality Impact Assessments were also carried out to indicate the impact of the proposals on particular groups and any mitigating measures that could be taken.

The Corporate Director added that a systematic project approach to reviewing Fees and Charges would be taken during 2012/13 and would focus on individual Directorates, with the target being to increase overall yield and reduce costs of delivering the service and expand delivery into new markets.

RESOLVED:  That

(1)               the Fees and Charges, set out in the appendices to the report, be approved;

(2)               an additional in-year price review to come into effect on or after 1 October 2012 following a price structure review in key areas be agreed;

(3)               an in-year revision to parking fees following consultation be agreed;

(4)               it be noted that there is an existing delegation to the Corporate Directors to vary fees and charges for goods and services funded by the Council and agree that in-year price reviews would be determined by the relevant Corporate Director in consultation with the relevant Portfolio Holder (Cabinet October 2010).

Reason for Decision:  Council Fees & Charges have input costs that are directly affected by the wider impacts of inflation and therefore external Fees and Charges are typically adjusted annually to maintain a balanced net budget position. 

Where charges can be adjusted from April 2012 and where no other price changes are recommended by the service, a general upward adjustment of 2 ? 4% has been applied to all Fees and Charges to keep income aligned to expenditure.  In certain areas a greater than 4% adjustment has been made to respond to wider market changes.  Statutory or agreed consultation and notice periods apply to certain fees.  Some have already been consulted upon and are included in the report whilst others would be reviewed in-year and impact from April 2013. 

Particular care has been taken  ...  view the full minutes text for item 369.

Report of the Interim Director Finance.

RESOLVED:  That

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

(2)               the actions being taken to ensure that the forecast Outturn required is achieved be noted;

(3)               the virement detailed in paragraph26 to the report and the amendments to the Capital Programme, as set out in appendix 2 Table 1, be approved;

(4)               the re-phasing of the Capital Programme in paragraph 31 to the report be approved.

Reason for Decision: To present the forecast financial position as at 31 December 2011 and actions required to be taken.

The Leader of the Council introduced the report, setting out the Council’s Revenue and Capital Monitoring position as at 31 December 2011.  He outlined the challenges to the budget, particularly during quarter 2 when an overspend was reported.  However, he was pleased to report that during quarter 3, an underspend was being forecasted, and he congratulated the Corporate Directors for their work to ensure that the overall position at quarter 3 was favourable.  He considered the Capital Programme to be in a healthy position.

The Interim Corporate Director Resources referred to the three additional bids that been approved, which related to the Transformation and Priority Initiative areas.  The contingency budget stood at £1m and bids had been made against the contingency.  She would be encouraged if an underspend of £1.4m could be delivered which would be added to the general fund at year end.

RESOLVED:  That

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

(2)               the actions being taken to ensure that the forecast Outturn required is achieved be noted;

(3)               the virement detailed in paragraph26 to the report and the amendments to the Capital Programme, as set out in appendix 2 Table 1, be approved;

(4)               the re-phasing of the Capital Programme in paragraph 31 to the report be approved.

Reason for Decision: To present the forecast financial position as at 31 December 2011 and actions required to be taken.

Report of the Interim Director Finance.

RESOLVED:  That

(1)               educational and religious establishments no longer be eligible for Non-Domestic Discretionary Rate Relief (NDDRR);

(2)               businesses eligible for Small Business Rate Relief (SBRR) apply for that relief and not be eligible for NDDRR;

(3)               to be eligible for NDDRR, all Sports Clubs must apply for Community Amateur Sports Club (CASC) status as laid out in section 2.6 of the report;

(4)               a cap of £75K for NDDRR for the financial year 2012/13 be introduced and, if necessary, awards be reduced in proportion to rateable value;

(5)               a twenty eight day appeal period be implemented;

(6)               the attached revised criteria / officer guidance be adopted;

(7)               the consultation responses be noted and it be agreed that further consultation be undertaken on other proposed changes to the eligibility criteria / officer guidance in 2012/13 and the results reported back to Cabinet.

Reason for Decision:  To increase the take up of alternative mandatory rate reliefs, including Community Amateur Sports Clubs and Small Business Rate Relief which are not paid for by the local authority whilst minimising the impact of the change to process/ policy on charitable and non profit making organisations.  To reduce the NDDRR budget from £130K to £75K.

Cabinet received a report of the Interim Corporate Director Resources, which set out proposals to review the policy of Non-Domestic Discretionary Rate Relief (NDDRR) which had been granted to the same applicants for a number of years and which had not been reviewed for approximately ten years.  The available budget for all of the Council’s activities needed to be reviewed in light of the Council’s overall savings strategy and the need to ensure that the actual expenditure did not exceed the current available budget.

The Leader of the Council referred to the report and described the role of the Council as a billing authority, how it was empowered to award discretionary rate relief from business rates occupied by charities and ‘not for profit’ organisations and how the costs of giving relief were shared with the government.  The relief granted had not been reviewed for approximately ten years and following initial consultation, a series of proposals was being recommended to Cabinet for approval.  Thereafter consultations would be carried out on further proposed changes with a report being submitted to Cabinet for consideration.

The Leader outlined the proposed changes to the discounts given to various clubs and businesses, including sports clubs and the requirements for the future.  It was also intended to introduce a cap of £75,000 on the rate relief given for the financial year 2012/13.  A minor amendment was made to the recommendation and it was 

RESOLVED:  That

(1)               educational and religious establishments be ineligible for Non-Domestic Discretionary Rate Relief (NDDRR);

(2)               businesses eligible for Small Business Rate Relief (SBRR) apply for that relief and not be eligible for NDDRR;

(3)               to be eligible for NDDRR, all Sports Clubs must apply for Community Amateur Sports Club (CASC) status, as laid out in section 2.6 of the report;

(4)               a cap of £75K for NDDRR for the financial year 2012/13 be introduced and, if necessary, awards be reduced in proportion to rateable value;

(5)               a twenty eight day appeal period be implemented;

(6)               the attached revised criteria / officer guidance be adopted;

(7)               the consultation responses be noted and it be agreed that further consultation be undertaken on other proposed changes to the eligibility criteria / officer guidance in 2012/13 and the results reported back to Cabinet.

Reason for Decision:  To increase the take up of alternative mandatory rate reliefs, including Community Amateur Sports Clubs and Small Business Rate Relief which are not paid for by the local authority whilst minimising the impact of the change to process/policy on charitable and non-profit making organisations.  To reduce the NDDRR budget from £130K to £75K.

Report of the Assistant Chief Executive.

RESOLVED:  That the contract be awarded, as specified in Appendix I to the report.

Reason for Decision:  Harrow is committed to the procurement of its external insurance arrangements through the Insurance London Consortium (ILC).  A restricted tender process was conducted according to EU procurement rules for Part A Service contracts.  A pre-defined evaluation model was constructed to fairly evaluate each tender against a set of criteria established by the ILC and their appointed insurance brokers.  The bidders detailed in Appendix 1 (confidential, Part II section of the report) achieved the highest total scores in the evaluation process.  The winning bids provide a comprehensive cost-effective solution offering best value to the Council at significantly reduced costs, together with enhanced insurance cover.

Cabinet received a report of the Assistant Chief Executive, detailing an overview and outcome of the competitive tendering process undertaken to seek new contracts through the Insurance London Consortium (ILC) for the provision of Liability and Property Insurance.  Cabinet also received confidential appendices setting out details of the tender evaluation, including the preferred company proposed to be awarded the contract.

The Portfolio Holder for Performance, Customer Services and Corporate Services informed Cabinet that the Council was a member of the Insurance London Consortium (ILC), a group of nine boroughs whose aim was to reduce the cost of risk for the public sector through long term collaborative commitment to risk management excellence. The proposal outlined would reduce the costs by £70,000.

The Divisional Director Risk, Audit and Fraud reported that each Council associated to the Consortium had submitted a bid and that Harrow Council had had the best outcome.

The Portfolio Holder for Property and Major Contracts added that, overall, the Council would be making a saving that was substantially higher than the £70,000 reported and he thanked officers for their achievements in this area.

RESOLVED:  That the contract be awarded, as specified in Appendix I to the report.

Reason for Decision:  Harrow is committed to the procurement of its external insurance arrangements through the Insurance London Consortium (ILC).  A restricted tender process was conducted according to EU procurement rules for Part A Service contracts.  A pre-defined evaluation model was constructed to fairly evaluate each tender against a set of criteria established by the ILC and their appointed insurance brokers.  The bidders detailed in Appendix 1 (confidential, Part II section of the report) achieved the highest total scores in the evaluation process.  The winning bids provide a comprehensive cost-effective solution offering best value to the Council at significantly reduced costs, together with enhanced insurance cover.

Report of the Corporate Director Children’s Services.

RESOLVED:  That

(1)               all elected Members and Reserve Members of the Corporate Parenting Panel should have a satisfactory, up to date, Criminal Records Bureau (CRB) check;

(2)               current arrangements be strengthened by increasing officer participation on the Corporate Parenting Panel, as outlined in paragraph 2.9 of the report;

(3)               Portfolio Holders attend the Corporate Parenting Panel as and when requested to do so by the Chairman of the CorporateParenting Panel;

(4)               all elected Members attend the Corporate Parenting display on 12 April 2012 before the Council meeting;

(5)               the needs of Children Looked After and those leaving care be supported and promoted and that a statement confirming Harrow’s commitment to the work set out in the report be made.

Reason for Decision:  To make a positive impact on the life chances and outcomes of Harrow's children in care and those leaving care.  To demonstrate how Harrow discharges its Corporate Parenting responsibilities.

The Portfolio Holder for Children’s Services introduced the report, which set out the Council’s cross cutting Corporate responsibilities for Looked After Children and provided examples of how these responsibilities would be discharged, including future priorities to improve and strengthen services.  The Portfolio Holder added that there were significant placement challenges locally and that closer working would help the Council.  Moreover, there were 22 Locata nominations for 38 Care Leavers.

RESOLVED:  That

(1)               all elected Members and Reserve Members of the Corporate Parenting Panel should have a satisfactory, up to date, Criminal Records Bureau (CRB) check;

(2)               current arrangements be strengthened by increasing officer participation on the Corporate Parenting Panel, as outlined in paragraph 2.9 of the report;

(3)               Portfolio Holders attend the Corporate Parenting Panel as and when requested to do so by the Chairman of the CorporateParenting Panel;

(4)               all elected Members attend the Corporate Parenting display on 12 April 2012 before the Council meeting;

(5)               the needs of Children Looked After and those leaving care be supported and promoted and that a statement confirming Harrow’s commitment to the work set out in the report be made.

Reason for Decision:  To make a positive impact on the life chances and outcomes of Harrow's children in care and those leaving care.  To demonstrate how Harrow discharges its Corporate Parenting responsibilities.

Report of the Corporate Director Community and Environment.

RESOLVED:  That

(1)               the appointment of MITIE as the Preferred Supplier be agreed;

(2)               Investment Grade Proposals be sought from the Preferred Supplier;

(3)               the Corporate Director Community and Environment, in consultation with the Portfolio Holder for Property and Major Contracts, be authorised to enter into a contract subject to the Investment Grade Proposals meeting the Business Case requirements set out in the report;

(4)               the financial arrangements and potential use of LEEF (London Energy Efficiency Fund) for funding, subject to the agreement from energy budget holders to meet the repayments, be noted.

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Reason for Decision:  Reducing the Council’s energy use is consistent with the Council’s Climate Change Strategy.  The proposal will reduce expenditure on utility bills and reduce the cost of complying with the Carbon Reduction Commitment Scheme.

The Portfolio Holder for Property and Major Contracts introduced the report, which set out the proposed future arrangements for purchasing energy across the Council estate, including schools and outlined the benefits of the proposal.

RESOLVED:  That

(1)               the appointment of MITIE as the Preferred Supplier be agreed;

(2)               Investment Grade Proposals be sought from the Preferred Supplier;

(3)               the Corporate Director Community and Environment, in consultation with the Portfolio Holder for Property and Major Contracts, be authorised to enter into a contract subject to the Investment Grade Proposals meeting the Business Case requirements set out in the report;

(4)               the financial arrangements and potential use of LEEF (London Energy Efficiency Fund) for funding, subject to the agreement from energy budget holders to meet the repayments, be noted.

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Reason for Decision:  Reducing the Council’s energy use is consistent with the Council’s Climate Change Strategy.  The proposal will reduce expenditure on utility bills and reduce the cost of complying with the Carbon Reduction Commitment Scheme.

Report of the Corporate Director Community and Environment.

RESOLVED:  That the Surface Water Management Plan be approved.

Reason for Decision:  To comply with the requirements of the Flood & Water Management Act 2010 and the National Flood Risk Management Strategy.

The Portfolio Holder for Environment and Community Safety introduced the report, which set out the Surface Water Management Plan for Harrow in order to meet the requirements of the Flood and Water Management Act 2010 and to comply with its duties as Lead Local Flood Authority to develop, maintain, apply and monitor a strategy for local flood risk management consistent with national strategies.  He added that each Lead Local Flood Authority (LLFA) had been given an area based grant from the Department for Environment, Food and Rural Affairs (DEFRA) and there was a commitment for funding until 2015 to provided additional resources to assist in fulfilling the requirements of the Act.

The Portfolio Holder informed Cabinet that Harrow did not suffer from any serious flooding and that the long term aim was to reduce the number of properties at risk by introducing a Flood Alleviating Scheme.

RESOLVED:  That the Surface Water Management Plan be approved.

Reason for Decision:  To comply with the requirements of the Flood & Water Management Act 2010 and the National Flood Risk Management Strategy.

Report of the Corporate Director Place Shaping.

RESOLVED:  That

(1)               the implementation of the Mobile and Flexible Working project, as set out in the report, be approved.

(2)               the Corporate Director Place Shaping, in consultation with the Leader and Portfolio Holder for Finance and Business Transformation and 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 build on the enabling investments which are being implemented as part of the Councils IT contract, Transformation Programme, and business process and cultural change elements of the Transformation Programme.  The proposed investment is a key element of the Business Transformation Programme, which will totally transform the ability of the Council to deliver the right services, within budgets, at the time and place our residents demand.  To significantly contribute to the modernising of the Council’s ICT Infrastructure, business processes, data security, working practices and organisational culture, through adopting modern and proven ways of working, supported by best practice tools and techniques.  This investment will, over the course of the next few years, allow the Council to realise its vision of being a community hub for all residents’ services, collaborating and sharing with NHS, Police and partners alike, as well as facilitating a rationalisation of property assets.

The Portfolio Holder for Performance, Customer Services and Corporate Services introduced the report, which outlined the case for the Council to proceed with the implementation of the Mobile and Flexible Working project, which would ensure seamless working across all Directorates in conjunction with the residents of Harrow and the Council’s Partners.

The Portfolio Holder assured Cabinet that all outcomes had been reviewed both internally and externally and the Project would provide value for money.  The project had been scaled down to ensure its viability, and that it was the one of the final building blocks alongside the IT infrastructure, Customer Contact Assess and Decide (CCAD) project and the proposals for Modernising the Terms and Conditions of staff.  He referred to the flexible working initiative launched by O2 with a quarter of its UK force operating remotely and gave a flavour of how this had been received:

Director of Human Resources at O2 – “We live in such a connected world today that it is far easier for employees to remain in touch, no matter where they happen to be.  There are huge benefits to be gained in enabling your workforce to be mobile.  Not only does it foster trust between organisations and employees, but allows staff to shape their own working environment gives them back their most valuable resource – time.  It also allows companies to overcome geographical boundaries and open new doors in terms of recruiting the best talent.  So whether it is a mum that needs to be at home for the school run or an employee that working remotely three days and travels to the office for two, with the right tools, implementing flexible working policies have the potential to transform the way we do business.  For companies, it is hoped that the pilot will showcase the wider economic business case for flexible working in helping to drive efficiency, productivity and innovation.”

O2 Business Director – “While more than a third of businesses say that allowing staff to work flexible hours makes their workforce more productive, and 43% believe that it helps to retain employees, existing policies are often outdated and ineffective.  More than ¾ of organisations are hindering the sharing of best practice by preventing staff from working flexibly across teams, while 16% still have no flexible working policy at all.”

Andrew Marunchak, Specialist/Flexible Recruitment, Work Clever – An excellent initiative and example of the UK private sector realising the true potential of flexible working.  Hopefully, encouraging many more organisations to adopt flexible working practices and recognise the efficiency it can bring to business, it might be the ‘shot in the arm’ needed by our economy.”

The Portfolio Holder considered these comments to relate to Council business and that the moving of boundaries would help develop services.  He added that Mobile and Flexible Working was the last building block in the Modernisation of the Council and he commended the report to Cabinet.

RESOLVED:  That

(1)               the implementation of the Mobile and Flexible Working project, as  ...  view the full minutes text for item 376.

To resolve that the press and public be excluded from the meeting for the following item of business, on the grounds that it involves the likely disclosure of confidential information in breach of an obligation of confidence, or of exempt information as defined in Part I of Schedule 12A to the Local Government Act 1972:

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 reason set out below:

Appendices 1 and 2 to the report of the Assistant Chief Executive at item 16 above.

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 16.

Cabinet considered the confidential appendices to the report of the Assistant Chief Executive, which appeared at item 16 on the agenda.

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 16.