Agenda, decisions and minutes

The Leader of the Council welcomed Simon George, the newly appointed Director of Finance and Assurance and Section 151 Officer, to his first Cabinet meeting.  A warm welcome was given to Simon by all Councillors present at the meeting.

The Leader of the Council applauded officers and Councillors for their efforts in bringing this important matter to the attention of Harrow residents.  He reported that Harrow had the second highest number of residents who had registered for the Switch, which was intended to use collective buying power to drive down energy bills.

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 interest was declared:

Minute Number 619 – Council’s Big Energy Switch

Councillor Barry Macleod-Cullinane declared a non-pecuniary interest in that he was employed by London Councils Ltd., an organisation which had supported the Big Energy Switch.  He remained in the room during the Leader’s announcement in this regard.

That the minutes of the Cabinet meeting held on 14 March 2013 be taken as read and signed as a correct record.

[Note: Hard copies of the minutes have been circulated to key Members and Officers only. Hard copies have been placed in the Group Offices and the Members’ Library.]

RESOLVED:  That the minutes of the meeting held on 14 March 2013, be taken as read and signed as a correct record.

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

Council Proposal to Leave Parks Unlocked at Night - Petition

Councillor Stephen Greek presented a petition, signed by 84 residents, with the following terms of reference:

“We, the undersigned, strongly object to Harrow Weald Recreation Ground being left unlocked at night for the following reasons:

We already have problems with teenagers drinking, the selling, buying and taking of drugs, loud music from cars in the Weighton Road car park, etc. During the summer there is often shouting and screaming at night with all sorts of things thrown over the fences into our back gardens – one resident even had their fence set on fire – so goodness know what will happen if the park is left wide open.’’

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 for consideration.

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, 8 April 2013.  Questions should be sent to publicquestions@harrow.gov.uk  

No person may submit more than one question].

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

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, 8 April 2012].

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

1.

2.

3.

4.

[Note: Hard copies of the KDS have been circulated to key Members and Officers only. Hard copies have been placed in the Group Offices and the Members’ Library.]

The Leader of the Council reported that the ‘Commissioning of Libraries and Leisure Management Services’ item from the Key Decision Schedule had been deferred to May Cabinet.

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

For consideration.

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

Report of the Director of Finance and Assurance.

[Note: Hard copies of the appendices have been circulated to key Members and Officers only. Hard copies have been placed in the Group Offices and the Members’ Library.]

Resolved to RECOMMEND:  (to Council) 

That the existing Financial Regulations be replaced with the revised set of Financial Procedure Rules.

Reason for Decision:  It has been the duty of the Chief Financial Officer (CFO) to maintain an up to date set of Financial Procedure Rules.  The current Financial Regulations were agreed by Cabinet on 3 November 2011 and required updating to ensure that the Council had effective governance arrangements in place.

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 as the decision is reserved to Council.]

The Portfolio Holder for Finance introduced the report, which proposed updated Financial Procedure Rules for the Council, which had also been considered by the Constitution Review Working Group.  He outlined some of the key changes made.

The Director of Finance and Assurance reported that the changes accorded with best practice.

Resolved to RECOMMEND:  (to Council) 

That the existing Financial Regulations be replaced with the revised set of Financial Procedure Rules.

Reason for Decision:  It has been the duty of the Chief Financial Officer (CFO) to maintain an up to date set of Financial Procedure Rules.  The current Financial Regulations were agreed by Cabinet on 3 November 2011 and required updating to ensure that the Council had effective governance arrangements in place.

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 as the decision is reserved to Council.]

Report of the Divisional Director of Special Needs Service.

RESOLVED:  That

(1)               the progress on the SNT3 Programme be noted;

(2)               the Corporate Director of Children and Families, in consultation with the Portfolio Holders for Children, Schools and Families, Property and Major Contracts, and Adult Social Care, Health and Wellbeing, be authorised to:

a)                 procure, select and award contracts to the preferred transport services suppliers on such terms as agreed, acting in the best interests of the Council and in doing so promoting local social enterprises and private organisations;

b)                 consult on a new transport eligibility policy;

(3)               a further progress report with a final draft policy be received for approval in Autumn 2013.

Reason for Decision:  The MTFS provided a need and a timeframe for delivering further savings of £540k from special transport.  The SNT3 programme would deliver the required savings whilst maintaining the service required by residents. 

To deliver savings within the timescales required delegated authority to identify best providers and award contracts to the best placed provider.

A broader, more flexible delivery would future proof the service for the direction of government policy.  The preferred option would seek solutions that were delivered by local suppliers and local social and community enterprises.

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 Divisional Director of Special Needs Services, which set out a programme of change for the service that included significant procurement of new suppliers to the Council over the next 3 years. 

In inviting the Portfolio Holder for Children, Schools and Families to introduce the report, the Leader of the Council stated that the way forward was well defined and he thanked officers and his colleagues for their work.

The Portfolio Holder for Children, Schools and Families stated that as part of the process for SNT 3, it was important that a high level of service continued to be maintained.  She was supported by the Corporate Director of Children and Families in this regard, who added that following the successful implementation of SNT 1 and 2, the Council had been working with relevant parties, including the Unions, to deliver on SNT3.

The Corporate Director added that Harrow was one of the few local authorities that had continued to maintain an in-house service.  She informed Cabinet that at present a percentage of the travel routes were outsourced.  The Council would work with local providers and the existing work force, over a period of three years to deliver on this complex project.  She cited an article in a local newspaper, which showed the support given to this project by the Chief Executive of the Harrow Association of Voluntary Services (HAVS).

The Portfolio Holders for Performance, Customer Services and Corporate Services and Community and Cultural Services commended the work undertaken by officers and the Portfolio Holder for Children, Schools and Families with a view to further radicalising the services over a period, including the building of relationships and trust with local organisations whilst maintaining the services provided.

RESOLVED:  That

(1)               the progress on the SNT3 Programme be noted;

(2)               the Corporate Director of Children and Families, in consultation with the Portfolio Holders for Children, Schools and Families, Property and Major Contracts, and Adult Social Care, Health and Wellbeing, be authorised to:

a)                 procure, select and award contracts to the preferred transport services suppliers on such terms as agreed, acting in the best interests of the Council and in doing so promoting local social enterprises and private organisations;

b)                 consult on a new transport eligibility policy;

(3)               a further progress report with a final draft policy be received for approval in Autumn 2013.

Reason for Decision:  The MTFS provided a need and a timeframe for delivering further savings of £540k from special transport.  The SNT3 programme would deliver the required savings whilst maintaining the service required by residents. 

To deliver savings within the timescales required delegated authority to identify best providers and award contracts to the best placed provider.

A broader, more flexible delivery would future proof the service for the direction of government policy.  The preferred option would seek solutions that were delivered by local suppliers and local social and community enterprises.

Alternative Options Considered and Rejected:  As set out in the report.

Conflict of Interest relating to  ...  view the full minutes text for item 628.

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

[Note: Hard copies of appendices 1, 2 and 4 have been circulated to key Members and Officers only. Hard copies have been placed in the Group Offices and the Members’ Library.]

RESOLVED:  That

(1)               the consultation responses and proposed amendments to the Housing Strategy 2013-2018, Homelessness Strategy 2013-2018, Private Sector Strategy 2013-2018 and Housing Allocation Scheme be noted;

(2)               the final Housing Strategy 2013-2018, attached at Appendix 2 to the report, be approved;

(3)               the final Homelessness Strategy 2013-2018, attached at Appendix 3 to the report, be approved;

(4)               the final Private Sector Housing Strategy 2013-2018, attached at Appendix 4 to the report, be approved;

(5)               the final Housing Allocations Scheme and transitional arrangements, attached at Appendix 5 to the report, be approved;

(6)               the position with regard to the draft Housing Business Plan and Asset Management Strategy be noted;

(7)               the intention to enter into a Consortium Agreement with the Greater London Authority (GLA) acting under the powers devolved from the Homes and Community Agency (HCA) to receive funding towards bringing empty homes back into use be noted, and authority be delegated to the Corporate Director of Community, Health and Wellbeing and the Portfolio Holder for Housing to sign off the Consortium Agreement;

(8)               the Corporate Director of Community, Health and Wellbeing, the Director of Finance and Assurance and the Portfolio Holder for Housing be granted delegated authority to approve individual cash incentive payments to Council tenants to enable them to move to settled private sector accommodation, supported by a Business Case, pending approval of a general scheme for cash incentive payments for Council tenants to be included in the final Housing HRA Business Plan;

(9)               the Corporate Director of Community, Health and Wellbeing and the Portfolio Holder for Housing be granted delegated authority to approve participation in a pilot National Mobility Scheme that would provide additional opportunities for tenants to move;

(10)          it be noted that from 1 April 2013 general Right to Buy (RTB) receipts (i.e. not those specifically set aside for new affordable housing) could not be used for non-HRA purposes without penalty to the General Fund, and that the implications for the Housing Revenue Account would need to be considered in finalising the Housing Business Plan due to be reported to Cabinet in June 2013.

Reason for Decision:  To enable the adoption of key Housing Policy and Strategy documents which clearly set out the Council’s Strategic Housing Vision in responding to priority housing needs in Harrow.

Alternative Options Considered and Rejected:  Do nothing or adopt some but not all of the freedoms and flexibilities, as set out in the report.

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

The Portfolio Holder for Housing introduced the report, which sought approval of the key strategies and policies included within the Housing Changes Review.

The Portfolio Holder outlined some of the practical measures included within the Housing Changes Review.  He explained that the cost of housing and the impact on income as a result of the welfare reforms would result in an increase in homelessness in Harrow, as the borough had a small element of social housing.  In order to mitigate the impact, other options were being explored such as the effective use of social housing, provision of new homes, a holistic and sustainable approach in the use of existing assets, a strengthened quality of private homes, bringing empty properties into use and reduce housing waiting times.

The Portfolio Holder applauded the work undertaken, particularly the contributions and participation from tenants and leaseholders in bringing the strategies and policies included in the Housing Changes Review to fruition.

The Leader of the Council and the Portfolio Holder for Performance, Customer Services and Corporate Services recognised the good work undertaken during a period of rapid changes in legislation and commended the manner in which robust consultation had been carried and in capturing options as a ‘Listening’ Council.  The Portfolio Holder added that Harrow had a small housing stock and the exercising of the ‘Right to Buy’ could put added pressure in this respect.

RESOLVED:  That

(1)               the consultation responses and proposed amendments to the Housing Strategy 2013-2018, Homelessness Strategy 2013-2018, Private Sector Strategy 2013-2018 and Housing Allocation Scheme be noted;

(2)               the final Housing Strategy 2013-2018, attached at Appendix 2 to the report, be approved;

(3)               the final Homelessness Strategy 2013-2018, attached at Appendix 3 to the report, be approved;

(4)               the final Private Sector Housing Strategy 2013-2018, attached at Appendix 4 to the report, be approved;

(5)               the final Housing Allocations Scheme and transitional arrangements, attached at Appendix 5 to the report, be approved;

(6)               the position with regard to the draft Housing Business Plan and Asset Management Strategy be noted;

(7)               the intention to enter into a Consortium Agreement with the Greater London Authority (GLA) acting under the powers devolved from the Homes and Community Agency (HCA) to receive funding towards bringing empty homes back into use be noted, and authority be delegated to the Corporate Director of Community, Health and Wellbeing and the Portfolio Holder for Housing to sign off the Consortium Agreement;

(8)               the Corporate Director of Community, Health and Wellbeing, the Director of Finance and Assurance and the Portfolio Holder for Housing be granted delegated authority to approve individual cash incentive payments to Council tenants to enable them to move to settled private sector accommodation, supported by a Business Case, pending approval of a general scheme for cash incentive payments for Council tenants to be included in the final Housing HRA Business Plan;

(9)               the Corporate Director of Community, Health and Wellbeing and the Portfolio Holder for Housing be granted delegated authority to approve participation in a  ...  view the full minutes text for item 629.

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

RESOLVED:  That

(1)               the Harrow Outdoor Sports Pitch Strategy 2013-2023 and the implementation Plan, as outlined in appendices A and B and in paragraph 2.7 of the report, be adopted;

(2)               the Corporate Director of Community, Health and Wellbeing be authorised to proceed with the implementation Plan (Appendix 2 of the report refers) provided by the Strategy and take any action necessary in consultation with the Corporate Director of Environment and Enterprise, the Portfolio Holders for Community and Cultural Services and Environment and Community Safety;

(3)               the Corporate Director of Community, Health and Wellbeing be authorised to submit external funding bids to support the delivery of the priorities and actions within the Strategy, through the ongoing development and delivery of a responsive action plan, in consultation with the Corporate Director of Environment and Enterprise, the Portfolio Holders for Community and Cultural Services and Environment and Community Safety.

Reason for Decision:  The Harrow Outdoor Sports Pitch Strategy would enable Harrow to plan for the provision and quality of outdoor sports facilities to provide better access and increase people’s participation in sport and physical activity to achieve improved health and wellbeing outcomes for Harrow.  The Strategy would enable Harrow to access external partnerships and funding to take the priorities forward and outlined how £1.7million would be invested in pitches in the borough.

Alternative Options Considered and Rejected:  Continue with the current situation and not adopt an Outdoor Sports Strategy, 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 the strategic objectives identified in the Strategy and sought approval for its implementation.

The Portfolio Holder outlined how the 10-year Strategy had culminated following discussions with many sports clubs.  He added that whilst the Strategy identified key priorities, it also showed how funding would be sought and used to ensure a viable Strategy.  He gave an example of how Section 106 money from an agreement for the Kodak site would be used to drive improvements to Headstone Manor Recreation Ground and Roger Bannister Sports pitches, including improvements in drainage and quality.  Moreover, external funding would be sought and opportunities to work with other sports clubs explored.  He commended the action plan, which set out details of how the quality of grass pitches would be improved and how all weather pitches would be developed for the enjoyment of all.

The Leader of the Council welcomed the report which provided an example of how assets could be better used to reduce the costs associated with people’s wellbeing.  In response, the Portfolio Holder showed the value added through planning and regeneration and the key role played by the Portfolio Holder for Planning and Regeneration.  He was confident that the Strategy would attract investment into the borough.  The Portfolio Holder for Planning and Regeneration recommended the need to improve the quality of pitches by working with the private sector.

In conclusion, the Leader of the Council stated the proposals would help improve the enjoyment and wellbeing of Harrow residents.

RESOLVED:  That

(1)               the Harrow Outdoor Sports Pitch Strategy 2013-2023 and the implementation Plan, as outlined in appendices A and B and in paragraph 2.7 of the report, be adopted;

(2)               the Corporate Director of Community, Health and Wellbeing be authorised to proceed with the implementation Plan (Appendix 2 of the report refers) provided by the Strategy and take any action necessary in consultation with the Corporate Director of Environment and Enterprise, the Portfolio Holders for Community and Cultural Services and Environment and Community Safety;

(3)               the Corporate Director of Community, Health and Wellbeing be authorised to submit external funding bids to support the delivery of the priorities and actions within the Strategy, through the ongoing development and delivery of a responsive action plan, in consultation with the Corporate Director of Environment and Enterprise, the Portfolio Holders for Community and Cultural Services and Environment and Community Safety.

Reason for Decision:  The Harrow Outdoor Sports Pitch Strategy would enable Harrow to plan for the provision and quality of outdoor sports facilities to provide better access and increase people’s participation in sport and physical activity to achieve improved health and wellbeing outcomes for Harrow.  The Strategy would enable Harrow to access external partnerships and funding to take the priorities forward and outlined how £1.7million would be invested in pitches in the borough.

Alternative Options Considered and Rejected:  Continue with the current situation and not adopt an Outdoor Sports Strategy, as set out  ...  view the full minutes text for item 630.

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

RESOLVED:  That

(1)               the Preferred Providers Framework Agreement for Adult Learning with a total estimated annual value of £450,000 be approved;

(2)               the decision to make annual contract awards under the Framework Agreement during its lifetime to providers on the Framework be delegated to the Corporate Director of Community, Health and Wellbeing  in consultation with the Portfolio Holder for Community and Cultural Services, provided that the  total value of contract awards did not exceed the overall Framework value.

Reason for Decision:  The Adult, Community and Family Learning Service, as a recipient of a Community Learning funding allocation, must deliver to the objectives set out in New Challenges, New Chances. Provision should be targeted for the benefit of disadvantaged learners whilst maintaining a fee?paying universal offer and should show strong partnership working, with a diversified provider base.  Establishing a Framework of Preferred Providers with delegated approval of contracts would enable the Service to respond flexibly to local needs throughout the year and target core funding to achieve overall objectives.

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 a new Commissioning Framework for Adult Learning and suggested how it could best be used to achieve the vision for Community Learning set out in the Department for Business, Innovation and Skills document, ‘New Challenges, New Chances’.

The Portfolio Holder commended the proposals to Cabinet as they would enable local residents to gain and improve skills to progress further in both education and employment, particularly for those with English as their second language.  He added that the proposals would help make the society more cohesive, bring communities together, and help those with abilities and disabilities to enrich their lives.

RESOLVED:  That

(1)               the Preferred Providers Framework Agreement for Adult Learning with a total estimated annual value of £450,000 be approved;

(2)               the decision to make annual contract awards under the Framework Agreement during its lifetime to providers on the Framework be delegated to the Corporate Director of Community, Health and Wellbeing  in consultation with the Portfolio Holder for Community and Cultural Services, provided that the  total value of contract awards did not exceed the overall Framework value.

Reason for Decision:  The Adult, Community and Family Learning Service, as a recipient of a Community Learning funding allocation, must deliver to the objectives set out in New Challenges, New Chances. Provision should be targeted for the benefit of disadvantaged learners whilst maintaining a fee?paying universal offer and should show strong partnership working, with a diversified provider base.  Establishing a Framework of Preferred Providers with delegated approval of contracts would enable the Service to respond flexibly to local needs throughout the year and target core funding to achieve overall objectives.

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 Environment and Enterprise.

RESOLVED:  That 

(1)               the Garden Land Development SPD, at Appendix B to the report, be adopted;

(2)               the Divisional Director of Planning be delegated authority to make typographical corrections and any other necessary non-material amendments to the Garden Land Development SPD prior to formal publication of the SPD.

Reason for Decision:  To adopt the Supplementary Planning Document for development management purposes as the most effective way of supporting the implementation of the presumption against garden land development set out in Harrow’s Core Strategy.

Alternative Options Considered and Rejected:  Do nothing, or issue an informal guidance note, as set out in the report.

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

The Portfolio Holder for Planning and Regeneration introduced the report, which proposed the adoption of the Garden Land Development Supplementary Planning Document (SPD) to support the presumption against garden land development set out in Harrow’s Core Strategy 2012.  He added that the report defined what constituted garden land and development.

RESOLVED:  That 

(1)               the Garden Land Development SPD, at Appendix B to the report, be adopted;

(2)               the Divisional Director of Planning be delegated authority to make typographical corrections and any other necessary non-material amendments to the Garden Land Development SPD prior to formal publication of the SPD.

Reason for Decision:  To adopt the Supplementary Planning Document for development management purposes as the most effective way of supporting the implementation of the presumption against garden land development set out in Harrow’s Core Strategy.

Alternative Options Considered and Rejected:  Do nothing, or issue an informal guidance note, 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 Resources.

RESOLVED:  That the report be noted.

Reason for Decision:  To be informed of the Partnership’s decisions.

Alternative Options Considered and Rejected:  None.

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

[Note: Call-in does not apply to matters that have been noted.]

The Leader of the Council introduced the report, which summarised discussion at a recent meeting of the Partnership Board.

The Leader took this opportunity to thank the Partners for their contributions and highlighted the need to develop the Board further to meet the challenges of efficiency and savings faced by all those involved. The challenge to work together in such issues would be a priority for the future.

RESOLVED:  That the report be noted.

Reason for Decision:  To be informed of the Partnership’s decisions.

Alternative Options Considered and Rejected:  None.

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

[Note: Call-in does not apply to matters that have been noted.]