Agenda, decisions and minutes

The Leader of the Council proposed a ‘Vote of Thanks’ to Andrew Trehern, Corporate Director of Placing Shaping, as this was his last Cabinet meeting.  The Leader added that it had been a pleasure to have worked with Andrew and that he would be missed.  Members applauded the work carried out by Andrew.

To receive declarations of disclosable pecuniary or non pecuniary 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 11 – Final Revenue Budget and Medium Term Financial Strategy 2013/14 to 2016/17

Councillor Barry Macleod-Cullinane declared a non-pecuniary interest in that his sister was a teacher at Hatch End High School and the schools budget was referenced in the report.  Additionally, he was employed by London Councils Ltd., and its subscription had been mentioned in the report.  He would remain in the room to listen to the debate on this item.

Agenda Item 19(a) – Grant Recommendation for Outcomes Based Grants 2013/16 and Small Grants Funding 2013/14

Councillor Nana Asante declared a non-pecuniary interest because of her interest in all the voluntary organisations as a member of the Voluntary Sector Forum.  She would remain in the room to listen to the debate on this item.

Councillor Margaret Davine declared a non-pecuniary interest in that she was a trustee of Relate and Harrow Women’s Centre.  She would remain in the room whilst the matter was considered and voted upon but would leave the room should the discussion become specific to the two organisations.

That the minutes of the Cabinet meeting held on 22 January 2013 be taken as read and signed as a correct record.

RESOLVED:  That the minutes of the meeting held on 22 January 2013, be taken as read and signed as a correct record.

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

Installation of a Gate between 185 and 187 Malvern Avenue Alleyway - Petition

A local resident presented a petition, signed by 45 residents of Malvern Avenue, Harrow, with the following terms of reference:

“Please sign the petition for the safety and security of this part of Malvern Avenue.  The single drop post is not enough to make the alley secure.  Since the post has been put up there have been two burglaries, a large television set has been dumped and litter thrown.  As other alleys are gated in the area, this alley has become a hangout for groups of teenagers, and people do not feel safe parking their cars in the garage after dark.

The single drop post has now been vandalised and is no longer operational by the access key.

We appeal to the Council to put up a metal gate and not a single drop post in order to ensure safety to the residents of this part of Malvern Avenue.”

RESOLVED:  That the petition be received and referred to the Corporate Director of Environment and Enterprise and the Portfolio Holder for Environment and Community Safety.

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, 11 February 2013.  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.

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, on 11 February 2013].

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

1.

2.

Cabinet considered the Key Decision Schedule for February – April 2013 that included an item on ‘Commissioning of Libraries and Leisure Management Services’, which had been deferred to March 2013 Cabinet meeting.

RESOLVED: To note the contents of the Key Decision Schedule for February 2013.

For consideration.

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

Report of the Assistant Chief Executive.

Resolved to RECOMMEND:  (to Council) 

That the Corporate Plan 2013/15 be adopted.

RESOLVED:  That the Leader of the Council be authorised to make any minor amendments to the Plan, 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 the next two years.

Alternative Options considered and rejected:  None.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

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

The Leader of the Council introduced the Corporate Plan, which set out the Council’s strategic direction, vision, priorities and key activities for 2013/15 and how these would be funded by the Council.  The Leader added that the Corporate Plan was aligned to a two year balanced budget, as part of the Council’s continued quest to ensure an integrated approach to planning Council business.  It was the first time Harrow had produced a two year balanced budget.

The Leader of the Council spoke of an optimistic future for Harrow despite the financial challenges as a result of the coalition government’s cuts agenda.  Harrow was a modern, efficient and ambitious Council, which sought to ensure a thriving local economy, whilst protecting the vulnerable members of the society and providing decent homes for all.  He was proud that Harrow was a low cost, high performing Council and that, despite the scale and depth of the savings required, it continued to perform well.

The Leader of the Council 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 added that the Corporate Plan assumed the position recommended to Cabinet within the budget papers with regard to the proposed increase in the Council Tax.

The Leader of the Council referred to the Council’s positive engagement process as a listening Council which had sought to involve its Partners, including the voluntary sector, the private sector and local residents with a view to giving them an opportunity and a voice to help shape the budget, principles, financial plans, and define a vision for the borough for the future.  Their ideas had helped contribute to the Council’s final decision-making process in relation to Council services.

Members were informed of the unprecedented challenges facing the Council and the need to target the limited expenditure available.  The core outcomes represented current Council business rather than fundamental changes in activity.  The Leader of the Council explained that the Council’s business was based on outcomes and it was looking to introduce new initiatives to mitigate the consequences of an unfair grant from the government, such as spot fines on those who dropped litter and allowed their dogs to foul the streets as a way of ensuring a cleaner borough.  This initiative would help minimise the impact of cuts, which was particularly commended by the Portfolio Holder for Housing.  Additionally, the focus would be on delivering services in different ways whilst making savings.

Cabinet was assured that the Council would continue to actively engage with its residents and Partners and build new relationships to help shape Harrow’s future with a view to unlocking further major savings, realise invest to save projects and generate income without damaging frontline services.

The Portfolio Holders of Finance, and Performance, Customer Services and Corporate Services made reference to the budget and the Corporate Plan in the context that both provided opportunities for the  ...  view the full minutes text for item 587.

Report of the Corporate Director of Resources.

Resolved to RECOMMEND:  (to Council)  That

(1)               the budget be approved to enable the Council Tax for 2013/14 to be set;

(2)               the Medium Term Financial Strategy, at appendix 1 to the report, be endorsed;

(3)               the policy on the use of the contingency, at appendix 6 to the report, be approved;

(4)               in relation to schools, the schools budget, at appendix 7 to the report, be approved;

(5)               the Reserves Policy, at appendix 9 to the report, be approved;

(6)               the Members’ Allowances Scheme, at appendix 14 to the report, be adopted for 2013/14;

(7)               that the model Council Tax resolution, at appendix 11 to the report, be approved;

(8)               the Annual Pay Policy Statement for 2013-14, at Appendix 15 to the report, be endorsed.

RESOLVED:  That

(1)               the planned investment in services and efficiency programme, at Appendix 2 to the report, be noted;

(2)               the risk assessment, at appendix 8 to the report, be agreed and referred to the Governance, Audit and Risk Management Committee for consideration and monitoring;

(3)               in relation to the model Council Tax resolution at appendix 11 to the report, the Portfolio Holder for Finance, as advised by the s151 officer, be authorised to make minor amendments prior to Council;

(4)               the Medium Term Financial Strategy at appendix 1 to the report be approved.

Reason for Decision:  To ensure that the Council sets a balanced budget for 2013/14.

Alternative Options considered and rejected: As set out in the report.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

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

Upon receiving congratulatory remarks from the Leader of the Council for proposing a balanced budget for two years and setting out a long term view, the Portfolio Holder of Finance introduced the report, which set out the final revenue budget for 2013/14 and the Medium Term Financial Strategy (MTFS) for 2016/17.  He thanked all the Portfolio Holders and officers for assisting in the delivery of a two year balanced budget.  He was proud to present a ‘people’ centred budget rather than one that was ‘place’ centred.

The Portfolio Holder for Finance provided the context in which the budget had been set and reflected on the changes since the draft budget had been considered by Cabinet in December 2012.  The Portfolio Holder highlighted the unprecedented levels of cuts facing Councils, which were in the region of 28%, whilst government departments were averaging a cut of 8% only, which he considered to be unfair.  Moreover, Harrow started with a low base as it received a low grant and he urged all to sign up to the ‘Campaign for a Fair Grant’ launched jointly with the Harrow Observer to persuade the government to improve Harrow’s share of government grant allocated to Councils each year.

The ‘Campaign for a Fair Grant’ should be seen in the context that Harrow would lose some £10m and £9m in the next two years before taking into account the inflationary and demographic pressures.  He added that the increases in fares, levied by the Mayor of London, amounted to a ‘stealth’ tax, which for Harrow was a cost in the region of £700k, which adversely affected on the existing pressures to the budget.  Another matter that had to be resolved was the financial situation inherited from the former administration which had required the reallocation of £4m from the Capital to Revenue Budget.

The Portfolio Holder for Finance was pleased to report that the contingency fund of £125k, a legacy of the previous administration, had been increased to £3m and that the reserves had been increased by 25% to help with risks associated with the budget.  He outlined some of the key aspects proposed in the budget:

·                     an increase in Council Tax by 2%, a difficult decision for the Council to make due to an unfair grant from the government;

·                     a reduction in street sweeping;

·                     the hiring of additional social workers to safeguard the vulnerable, particularly children thereby ensuring that the Council’s Corporate parenting role was not compromised;

·                     investment in the Harrow Help Scheme, to help those affected by the welfare cuts, Xcite Project and the borough’s youth and a London Living wage for staff;

·                     retention of the Children’s Centres and all libraries except that the Civic Centre and Gayton Road libraries would be merged;

·                     adequate contingency to meet the costs associated with the government’s welfare cuts which would impact adversely on the Council.  Harrow was expecting an increase in the number of homeless people;

·                     an increase in the overall budget for the grant giving function of the Council  ...  view the full minutes text for item 588.

Report of the Corporate Director of Resources.

Resolved to RECOMMEND:  (to Council) 

That the Capital Programme, as detailed in Appendix 1 to the report, be approved.

Reason for Decision:  To enable the Council to have an approved Capital Programme for 2013/14.

Alternative Options considered and rejected:  None.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

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

The Portfolio Holder for Finance introduced the report, which proposed the Capital Programme for 2013/14 and the indicative levels of resources for 2014/15 to 2016/17 that formed part of the annual budget review process.  He explained that due to the uncertainty about the future levels of government grants, the Council had set out a detailed one year plan with indicative funding levels of £17m and £15m for the following two years. 

The Portfolio Holder for Finance outlined the level of investment contained within the Capital Programme to address some of the maintenance backlog. He outlined three project areas which had been included:

·                     School Expansion Programme, which would be funded by the use of Section 106 planning resources if sufficient capital grant was not available;

·                     Transformation New Projects, which might initially be funded from reserves;

·                     Land Acquisition, with financing costs being capitalised as part of the development costs.

Whilst briefing Cabinet of the uncertainties, the Portfolio Holder identified  some of the notable projects contained in the 2013/14 Capital Programme, such as disabled facilities grant, empty properties and private sector initiatives grants, highways programme of £4.8m, which would benefit the community, and the continued investment in Harrow Town Centre.

The Portfolio Holder for Performance, Customer Services and Corporate Services highlighted the importance of the disabled facilities grant which would support the ‘prevention’ agenda supported the desire to remove the backlog maintenance  through the use of the Transformation money.

Resolved to RECOMMEND:  (to Council) 

That the Capital Programme, as detailed in Appendix 1 to the report, be approved.

Reason for Decision:  To enable the Council to have an approved Capital Programme for 2013/14.

Alternative Options considered and rejected:  None.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

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

Joint Report of the Corporate Directors of Resources and Community, Health and Wellbeing.

Resolved to RECOMMEND:  (to Council)  That

(1)               the Housing Revenue Account (HRA) Budget  for 2013/14, including the additional rent to be generated by the proposed Rental Strategy, be approved;

(2)               the HRA Capital Programme, as detailed in Appendix 7 to the report, be approved;

(3)               the Portfolio Holders for Housing and Finance, in conjunction with the Corporate Directors of Community, Health and Wellbeing and Resources, be delegated authority to adjust the Capital Programme, within the overall capital envelope for 2013/14, without seeking approval from Cabinet to ensure delivery of works.

RESOLVED:  That

(1)               the Medium Term Financial Strategy (MTFS) for the Housing Revenue Account (HRA), as detailed in Appendix 1 to the report, be approved;

(2)               an average rent increase of £4.74 (4.64%) in line with the revised Rental Strategy, detailed in paragraph 20(b) of the report, resulting in an average weekly rent of £106.88, be approved;

(3)               the additional rental income generated in 2013/14, detailed in paragraph 21 of the report, be used to complement the General Fund in assisting Council tenants under the Harrow Help Scheme;

(4)               an average service charge increase of £0.07 (2.61%), resulting in an average weekly service charge of £2.75, be approved;

(5)               in accordance with the policy recommended by the Tenants’, Leaseholders’ and Residents’ Consultative Forum in January 2012, that garage and car parking rents be frozen pending finalisation of the Garage Strategy, be approved as set out at appendix 3 to the report;

(6)               an increase in energy [heating] charges of 10% from 1 April 2013, as detailed at Appendix 4, be approved;

(7)               an increase in annual water charges based on notified amounts from Veolia Water, as set out at Appendix 5, be approved;

(8)               Community Centre charges, as set out in Appendix 6, be increased; 

(9)               the changes to the staffing establishment to reflect the “Getting closer to the Customer” initiative be noted.

Reason for Decision:  To publish the final HRA budget and set Council rents and other charges for 2013/14.

Alternative Options considered and rejected:  As set out in the report.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

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

The Portfolio Holder for Housing introduced the report, which set out the Housing Revenue Account (HRA) Budget for 2013/14 and the Medium Term Financial Strategy (MTFS) for 2014/15 to 2017/17.

The Portfolio Holder was proud to report on a healthy position in relation to the Council’s Housing Revenue Account (HRA), which was being presented to Cabinet following consultation with the Tenants’, Leaseholders’ and Residents’ Consultative Forum, particularly in respect of the proposed rent increase to reflect increased property valuations following the investment in the stock since 1999 and to provide flexibility to develop measures to help those most affected by the government’s welfare reform, such as a hardship fund.

The Portfolio Holder summarised the report as follows:

·                     the overall HRA presented balances of £3.5m over the next four years of the MTFS.  The proposed increase in rents would increase balances in the short term allowing the Council to develop a framework for the hardship fund;

·                     rents and service charges were subject to change if the proposal to increase property values was approved, whilst garage rents would be frozen until the completion of the Garage Strategy review;

·                     it was intended to increase facility charges to reflect the increase in costs;

·                     water charges would be based on notified amounts by the provider;

·                     community centre charges would be increased by 2%;

·                     the capital programme highlighted the scale of investment and works that would be included in the final programme.

The Portfolio Holder highlighted that a full Business Plan would be presented to Cabinet in April 2013, which would be guided by the decision on rents, the impact of welfare reform, proposals on new affordable housing and the use of capital receipts.  He added that having received a clear steer for the provision of additional affordable housing, tangible proposals were being worked on, and he commended the report to Cabinet.

The Corporate Director of Community, Health and Wellbeing referred to the consultation undertaken through the Tenants’, Leaseholders’ and Residents’ Consultative Forum (TLRCF).  He was pleased to report on the extra investment secured to help improve customer services and make a contribution to the Harrow Help Scheme, which would help those affected by the government’s welfare cuts.

Resolved to RECOMMEND:  (to Council) 

That

(1)               the Housing Revenue Account (HRA) Budget  for 2013/14, including the additional rent to be generated by the proposed Rental Strategy, be approved;

(2)               the HRA Capital Programme, as detailed in Appendix 7 to the report, be approved;

(3)               the Portfolio Holders for Housing and Finance, in conjunction with the Corporate Directors of Community, Health and Wellbeing and Resources, be delegated authority to adjust the Capital Programme, within the overall capital envelope for 2013/14, without seeking approval from Cabinet to ensure delivery of works.

RESOLVED:  That

(1)               the Medium Term Financial Strategy (MTFS) for the Housing Revenue Account (HRA), as detailed in Appendix 1 to the report, be approved;

(2)               an average rent increase of £4.74 (4.64%) in line with the revised Rental Strategy, detailed in paragraph 20(b) of the report, resulting  ...  view the full minutes text for item 590.

Report of the Corporate Director of Resources.

Resolved to RECOMMEND:  (to Council)  That

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

(2)               the Minimum Revenue Provision Policy and Strategy for 2013/14 be approved.

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.

Alternative Options considered and rejected:  As set out in the report.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

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

The Portfolio Holder for Finance introduced the report, which set out the Council’s Treasury Management Strategy (TMS) Statement, Prudential Indicators and Minimum Revenue Provision (MRP) Policy for 2013/14.

The Portfolio Holder outlined the amendments proposed to the Counterparty Policy, as follows:

·                     a maximum maturity return to 12 months for those banks that met the more demanding credit quality of specified investments;

·                     that the use of the money market funds was extended to enhanced cash funds, which had received cross-party support at the Governance, Audit and Risk Management Committee in January 2013.

Resolved to RECOMMEND:  (to Council) 

That

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

(2)               the Minimum Revenue Provision Policy and Strategy for 2013/14 be approved.

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.

Alternative Options considered and rejected:  As set out in the report.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

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

Joint Report of the Divisional Directors of Quality Assurance, Commissioning and Schools and Special Needs Services.

RESOLVED:  That

(1)               approval be granted to tender and set up a Framework Agreement for activities and short break services for disabled children from 2013 onwards;

(2)               the Corporate Director of Children and Families, in consultation with the Portfolio Holders of Children, Schools and Families and Property and Major Contracts, be delegated authority to award contracts under the Framework Agreement for activities and short breaks for children with disabilities.

Reason for Decision:  To note that the Framework contract value (for multiple providers) was in excess of £1,000,000 over 4 years.  To deliver savings as part of the Medium Term Financial Strategy for the financial year 2014/15.

Alternative Options considered and rejected:  To continue to commission current services at the same level as in financial year 2013/13.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

The Portfolio Holder for Children, Schools and Families introduced the report, which explained why activities and short break services for disabled children should be re-tendered for 2013 to deliver savings, improve services, outcomes and choice.  The Portfolio Holder added that Councils had a statutory duty under the Breaks for Carers of Disabled Children Regulations 2011 to provide short breaks for carers of disabled children in their area.

The Divisional Director of Special Needs Services set out the context for the report, which sought to support families with disabled children.  The statutory duty in which Councils operated was to enable parents and carers to undertake their caring role more effectively and to undertake the following:

·                     participate in education, training or any regular leisure activity;

·                     meet the needs of other children in the family more effectively;

·                     carry out day to day tasks which they must perform in order to run their household.

The Divisional Director explained that the current programme also offered a range of after school activities; however the range of providers was limited and the proposal was to expand the range in order to provide greater choice and make it conducive to parents using personalised budgets.  He outlined the positive impact of parent carer participation in the development of short breaks, which had helped to reduce social care interventions.  He concluded by saying that Harrow had approximately 250 Looked After Children and of this only 14 had a disability.

RESOLVED:  That

(1)               approval be granted to tender and set up a Framework Agreement for activities and short break services for disabled children from 2013 onwards;

(2)               the Corporate Director of Children and Families, in consultation with the Portfolio Holders of Children, Schools and Families and Property and Major Contracts, be delegated authority to award contracts under the Framework Agreement for activities and short breaks for children with disabilities.

Reason for Decision:  To note that the Framework contract value (for multiple providers) was in excess of £1,000,000 over 4 years.  To deliver savings as part of the Medium Term Financial Strategy for the financial year 2014/15.

Alternative Options considered and rejected:  To continue to commission current services at the same level as in financial year 2013/13.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

Report of the Corporate Director of Community, Health and Wellbeing.

RESOLVED:  That

(1)               the list of contracts that were to transfer to Harrow Council on 1 April 2013 be noted;

(2)               the progress on the Memorandum of Understanding (MOU) and the Clinical Commissioning Group Core Offer (CCG) be noted;

(3)               the allocation of any unallocated contingency/additional grant arising from the Public Health grant be delegated to the Portfolio Holder for Adult Social Care, Health and Wellbeing, in consultation with the Portfolio Holders for Finance and Children, Schools and Families, and advised by the Corporate Directors of Community, Health and Wellbeing and Children and Families;

(4)               the Corporate Director of Community, Health and Wellbeing, in consultation with the Portfolio Holder for Adult Social Care, Health and Wellbeing, be authorised to:

1.                  agree the finalised transfer scheme for the contracts and liabilities and the transfer order for the public health staff;

2.                  sign off of the final CCG Memorandum of Understanding for the Core Offer.

Reason for Decision:  To note that as of April 2013, public health responsibilities, together with a ring fenced grant would transfer from the Department of Health to local authorities.  Local authorities would have a duty to promote the health of their population and also take on key functions requiring robust plans to be in place to protect the local population and to provide public health advice to NHS Commissioners.

To note the areas of work that were taking place, in conjunction with NHS North West London and NHS North Central London, to complete the transfer of the Public Health function by April 2013. 

To focus on the transfer of contracts and staff for the Public Health services that would become the Council’s responsibility, based on current available NHS guidance and legal and contracting arrangements required of the Council.

Alternative Options considered and rejected: None.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

The Portfolio Holder for Adult Social Care, Health and Wellbeing introduced the report, which set out the position in respect of the establishment of a Shared Public Health team to support both Harrow and Barnet Councils.  The Portfolio Holder outlined the key areas and added that the new arrangements would provide increased capacity and skill base for both boroughs and a focus on health improvement.  She added that the proposal would help minimise expenditure, including costs associated with back office staff thereby allowing resources to be redirected to frontline services.

Cabinet was briefed on the amount of money received and whilst more money had been received than expected, Harrow had received less than the London average.  Moreover, Harrow had a number of additional obligations to address, including new responsibilities such as infection control, undertaking pharmaceutical needs assessment and promotion of public health outcomes of oral health.

The Portfolio Holder outlined the contents of the Transfer Scheme, which addressed matters such as assets, estates, data and contract, and the Transfer Order, which would list all public health staff who would be transferring to the Council, including the terms and conditions of their transfer.  In terms of staffing, a matching process was ongoing and displaced staff would be redeployed or made redundant at no cost to the Council.

In conclusion, the Portfolio Holder informed Cabinet that an agreement would be signed at a meeting scheduled for 26 February 2013.  She referred to the Clinical Commissioning Group Core offer which was a mandatory function of the Public Health team and the Memorandum of Understanding (MOU) outlined the framework within which the Public Health team and the two Clinical Commissioning Groups would operate.

The Corporate Director of Community, Health and Wellbeing thanked all those involved, including staff, in this journey.

RESOLVED:  That

(1)               the list of contracts that were to transfer to Harrow Council on 1 April 2013 be noted;

(2)               the progress on the Memorandum of Understanding (MOU) and the Clinical Commissioning Group Core Offer (CCG) be noted;

(3)               the allocation of any unallocated contingency/additional grant arising from the Public Health grant be delegated to the Portfolio Holder for Adult Social Care, Health and Wellbeing, in consultation with the Portfolio Holders for Finance and Children, Schools and Families, and advised by the Corporate Directors of Community, Health and Wellbeing and Children and Families;

(4)               the Corporate Director of Community, Health and Wellbeing, in consultation with the Portfolio Holder for Adult Social Care, Health and Wellbeing, be authorised to:

1.                  agree the finalised transfer scheme for the contracts and liabilities and the transfer order for the public health staff;

2.                  sign off of the final CCG Memorandum of Understanding for the Core Offer.

Reason for Decision:  To note that as of April 2013, public health responsibilities, together with a ring fenced grant would transfer from the Department of Health to local authorities.  Local authorities would have a duty to promote the health of their population and also take on key functions requiring robust plans  ...  view the full minutes text for item 593.

Report of the Corporate Director of Resources.

RESOLVED:  That

(1)               the revenue and capital forecast outturn position at the end of December  2012 be noted;

(2)               the transfer from Earmarked Reserve, detailed in paragraph 22 of the report, be approved;

(3)               the revenue virements, detailed in paragraph 25 of the report, be approved;

(4)               the debt write off, as detailed in paragraph 33 of the report, be approved.

Reason for Decision:  To present the forecast financial position and actions required to be taken.

Alternative Options considered and rejected:  None.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

The Portfolio Holder for Finance introduced the report, which set out the Council’s Revenue and Capital monitoring position as at 31 December 2012.  The Portfolio Holder added that the Council was projecting an underspend of £2m as at 31 December 2012 and he was expecting this to be realised at year end. He identified the key areas, as follows:

·                     an underspend of £250k from the accumulated service credits to date, due to the provisions for reduced payments in the event of service failures with the Capita contract;

·                     the need to offset the levy from West London Waste Authority;

·                     changes to the Investment Strategy.

The Portfolio Holder identified the risks which centred around the Primary Care Trust (PCT).  He confirmed that £2.489m had recently been received from the PCT but it was intended torecouperate all the money owed to the Council.

In relation to the Capital Programme, Cabinet was informed of the slippage, which was due to matters outside the Council’s control.  The Portfolio Holder commended the report to Cabinet.

RESOLVED:  That

(1)               the revenue and capital forecast outturn position at the end of December  2012 be noted;

(2)               the transfer from Earmarked Reserve, detailed in paragraph 22 of the report, be approved;

(3)               the revenue virements, detailed in paragraph 25 of the report, be approved;

(4)               the debt write off, as detailed in paragraph 33 of the report, be approved.

Reason for Decision:  To present the forecast financial position and actions required to be taken.

Alternative Options considered and rejected:  None.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

Report of the Corporate Director of Resources.

RESOLVED:  That

(1)               Charity Shops no longer be eligible for Discretionary Rate Relief (DRR);

(2)               awards of DRR to this category of charity stop as soon as legally practical but not before 31 March 2013;

(3)               no relief will be awarded under the new powers of s69 of the Localism Act 2011 which amended s47 of the Local Government Finance Act 1988.

Reason for Decision:  To decrease the amount of awards granted so expenditure remained within the new reduced budget.

Alternative Options considered and rejected:  As set out in the report.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

Cabinet received a report of the Corporate Director of Resources, which set out proposals following a commissioning process to exclude charity shops from receiving relief in the future and to ensure that the budget was not overspent.

The Portfolio Holder for Finance stated that this was a difficult decision for Cabinet to make but having looked at the overall support given to the voluntary sector, the proposals were a fair way forward.  He added that charity shops would continue to be awarded the compulsory 80% Mandatory Charity Relief.  The proposal only prevented them from being awarded the 20% top up discretionary rate relief, resulting in the charity shops having to pay 20% of their business rates.

RESOLVED:  That

(1)               Charity Shops no longer be eligible for Discretionary Rate Relief (DRR);

(2)               awards of DRR to this category of charity stop as soon as legally practical but not before 31 March 2013;

(3)               no relief will be awarded under the new powers of s69 of the Localism Act 2011 which amended s47 of the Local Government Finance Act 1988.

Reason for Decision:  To decrease the amount of awards granted so expenditure remained within the new reduced budget.

Alternative Options considered and rejected:  As set out in the report.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

Joint Report of the Assistant Chief Executive and Corporate Director of Resources.

RESOLVED:  That the 2013/14 Council Statement of Risk Appetite, enclosed as an appendix to the report, be approved. 

Reason for Decision:  To ensure the Council complied with good professional practice and supported the aims and objectives of the Chartered Institute of Public Finance (CIPFA) Solace Good Governance Guide 2012.

Alternative Options considered and rejected:  As set out in the report.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

The Portfolio Holder for Performance, Customer Services and Corporate Services introduced the report, which sought to ensure that stakeholders were fully aware of the level and quantity of risk exposure carried by the Council in pursuing its strategic objectives.  He added that it was for Cabinet to review and approve the Statement to ensure that the risks the Council was willing to take to achieve the strategic vision were measured, consistent and compatible with the Council’s capacity to manage risk and that they did not expose the Council or its stakeholders to an unknown unmanaged or unacceptable degree of risk exposure.

The Portfolio Holder identified the main types of risks associated with Council business, particularly when assessing its budgets.  He added that all Members and staff had a general duty and responsibility to manage risks as an integral part of their roles.

The Portfolio Holder for Finance welcomed the report and stated that savings could not be made without increasing risks, and it was important for the Council to assess its appetite for risk.  He suggested that risk assessments should be carried out at the outset of the budget process.

RESOLVED:  That the 2013/14 Council Statement of Risk Appetite, enclosed as an appendix to the report, be approved. 

Reason for Decision:  To ensure the Council complied with good professional practice and supported the aims and objectives of the Chartered Institute of Public Finance (CIPFA) Solace Good Governance Guide 2012.

Alternative Options considered and rejected:  As set out in the report.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

Report of the Assistant Chief Executive.

RESOLVED:  That the revised Terms of Reference for the Employees’ Consultative Forum, as recommended by the Forum on 31 January 2013, be approved.

Reason for Decision:  To facilitate quick outcomes. Some discussions held in the public arena did not assist the Council’s reputation.  The bureaucracy associated with meetings was a drain on Council resources.

Alternative Options considered and rejected:  As set out in the report.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

Cabinet received a report of the Assistant Chief Executive, which set out proposals for changes to the Employees’ Consultative Forum’s Terms of Reference.  The report also proposed the establishment of a Sub-Group.

The Portfolio Holder for Performance, Customer Services and Corporate Services reported that the reduction in formal meetings of the Forum would help reduce cost and speed up the process of engagement between the Council and the Unions.  He added that the proposal had received cross-party support. 

RESOLVED:  That the revised Terms of Reference for the Employees’ Consultative Forum, as recommended by the Forum on 31 January 2013, be approved.

Reason for Decision:  To facilitate quick outcomes. Some discussions held in the public arena did not assist the Council’s reputation.  The bureaucracy associated with meetings was a drain on Council resources.

Alternative Options considered and rejected:  As set out in the report.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

Report of the Corporate Director of Community, Health and Wellbeing.

RESOLVED:  That

(1)               £75,000 be ring-fenced from the Grants budget to fund the commissioning of an infrastructure support service for the Third Sector during 2013/14, as set out at paragraph 2.2.2 of the report;

(2)               grant applicants be awarded funding at the levels set out in paragraphs 2.2.3 (Small Grants) and  2.2.4 Option 3b (Outcome Based Grants) of the officer report, subject to:

(a)               receipt of satisfactory references and supporting documents by the 11 March 2013;

(b)               confirmation from applicants that the proposed project or activity could be delivered at the same or different level as described in the application with the amount of grant recommended by the 11 March 2013;

(c)               satisfactory responses to any queries raised by the Grant Assessment Panels by the 11 March 2013;

(d)               completion of the appeals procedure and any changes to the amounts awarded necessitated by decisions on appeals.

(3)               That authority be delegated to the Corporate Director of Community, Health and Well-Being, in conjunction with the Portfolio Holder for Community and Cultural Services, to withdraw funding offers where organisations do not comply with the conditions as detailed in resolution 2 above.

(4)               That authority be delegated to the Divisional Director Community and Culture, in conjunction with the Portfolio Holder for Community and Cultural Services, to consider and determine appeals with the support of an Independent Adviser and vary both the percentage grant awarded and the threshold above which grant awards are made in light of decisions taken on appeals.

Reason for Decision:  To award Council funding under the Outcomes Based and Small Grants programmes to Third Sector organisations to support them in delivering their services to Harrow residents.

Alternative Options considered and rejected:  As set out in the report.

Conflict of Interest relating to the matter declared by Cabinet Member/Dispensation granted:  None.

The Portfolio Holder for Community and Cultural Services introduced the report, which set out information on applications that had been made for Council funding under the Outcomes Based Grants programme for 2013/16 and the Small Grants programme for 2013/14.

The Portfolio Holder provided a background to the report, including the grant allocation process, and the basis on which the recommendations were being submitted to Cabinet.  He added that the Council had consulted fully with the Voluntary and Community Sector on the Third Sector Investment Plan which was approved by Cabinet in November 2011, which had made reference to the desire of the Sector for a different approach to the Council’s Discretionary Grants programme.  As a result, the Council had approved a 3-year Outcomes Based Grant and an annual Small Grants programme.

Cabinet was informed that, as a result, the Council was now asking the applicants to demonstrate how they could deliver services against core outcomes.  Moreover, the Council was now offering stability over a longer term for the delivery of those outcomes as well as continuing to support smaller projects and organisations on an annual basis.  In addition, a consistent and transparent process of assessment of applications was done and one which allowed room for improvement following feedback.  It was important to recognise the meticulous nature of the initial assessment. Thereafter, a quality assurance of the process was carried out by independent officers.

The Portfolio Holder added that an equality impact assessment had also been considered, two workshops were held and additional support provided to a number of organisations.  He commended the report to Cabinet, including the approval of funding of 14 organisations for Outcome Based Grants and 26 organisations for Small Grants, subject to the outcome of the appeal process.  Cabinet was informed that the grants process supported some 15,000 residents.

In response to a comment from the Portfolio Holder for Finance, the Portfolio Holder for Community and Cultural Services stated that the outcomes based process had been initiated by the Voluntary Sector and he agreed that this example was good practice that could be applied to aspects of the Council’s business.

RESOLVED:  That

(1)               £75,000 be ring-fenced from the Grants budget to fund the commissioning of an infrastructure support service for the Third Sector during 2013/14, as set out at paragraph 2.2.2 of the report;

(2)               grant applicants be awarded funding at the levels set out in paragraphs 2.2.3 (Small Grants) and  2.2.4 Option 3b (Outcome Based Grants) of the officer report, subject to:

(a)               receipt of satisfactory references and supporting documents by the 11 March 2013;

(b)               confirmation from applicants that the proposed project or activity could be delivered at the same or different level as described in the application with the amount of grant recommended by the 11 March 2013;

(c)               satisfactory responses to any queries raised by the Grant Assessment Panels by the 11 March 2013;

(d)               completion of the appeals procedure and any changes to the amounts awarded necessitated by decisions on appeals;  ...  view the full minutes text for item 598.