Agenda and minutes

Received from Councillor Kiran Ramchandani, Portfolio Holder for Performance, Corporate Resources and Customer  Services.

Petition:  Poor Condition of Kelvin Crescent

Councillor Pritesh Patel presented a petition signed by 14 residents with the following terms of reference:

“As local residents, we are concerned about the poor condition of the Kelvin Crescent road surface and kerb.  The road has not been surfaced or maintained since its adoption over fifty years ago and now requires urgent  attention.  It is full of gaps and unevenness between different sections of the concrete surface, and around manhole covers and dropped kerbs.  Kerb stones are coming away from the pavement in a number of areas causing a risk to pedestrian safety.  There is also significant concern about potential subsidence of the surface around the junction with Charlwood Close.  All of these issues have been reported to the council on numerous occasions but no action has been forthcoming.  We now call upon the Council to deal with all of these issues as a matter of urgency.”

RESOLVED:  That the petition be received and referred to the Corporate Director of Community 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 in which they were received.  There will be a time limit of 15 minutes for the asking and answering of public questions.

[The deadline for receipt of public questions is 3.00 pm, Monday 12 February 2018.  Questions should be sent to publicquestions@harrow.gov.uk  

No person may submit more than one question].

Public and Councillor questions taken were responded to and any recording placed on the Council’s website.  Where appropriate, further written responses would be sent to the questioners and published on the website.

RESOLVED:  That the Key Decision Schedule be noted, including that the Chair of the Overview and Scrutiny Committee had been notified of an additional item – Call-in of the Cabinet Decision (18 January 2018) – Library Management Contract Extension – that Cabinet would be considering that evening for the reasons set out in Public Notice 1 published with the agenda for the meeting on the Council’s website.

For consideration.

RESOLVED:  That the report be noted.

Report of the Interim Chief Executive.

Resolved to RECOMMEND:  (to Council)

That the Corporate Plan (Harrow Ambition Plan) be adopted.

RESOLVED:  That

(1)          the annual update to the Corporate Plan 2018 (Harrow Ambition Plan) be noted;

(2)          the Leader of the Council be authorised to make any minor amendments to the Corporate Plan 2018 as necessary prior to the matter going to Council.

Reason for Decision:  To update the Council’s Policy Framework and set out the Council’s direction of travel for the followingyear.

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 as the decision is reserved to Council.]

Report of the Director of Finance.

Resolved to RECOMMEND:  (to Council)

That

(1)          whilst being mindful of the results of the various consultation and equality impact assessments, the 2018/19 budget be approved to enable the Council Tax for 2018/19 to be set, appendix 2 to the report refers;

(2)          the Medium Term Financial Strategy (MTFS) at appendix 2 to the report be approved;

(3)          the structure of the funding formula 2018/19 through the introduction of the National Funding Formula, appendix 6 to the report refers, be approved;

(4)          the 2018/19 Members’ Allowance Scheme to Council at appendix 12 to the report be approved;

(5)          the 2018/19 Annual Pay Policy Statement at appendix 13 to the report be approved;

(6)          the Capital Receipts Flexibility Strategy at appendix 15 to the report be approved.

RESOLVED:  That

(1)          the remaining budget gaps of £17.636m 2019/20 and £16.061m for 2020/21, table 4 of the report refers, be noted;

(2)          the intention to increase Council Tax by 2.99% in 2018/19, paragraph 1.18 of the report refers, be noted;

(3)          the intention to increase Council Tax by 0.5% in 2018/19 in respect of the Adult Social Care Precept, paragraph 1.18 of the report refers, be noted;

(4)          the 2018/19 Public Health Budget, as set out in Appendix 7 to the report, be noted; 

(5)          the sum of the Better Care Funding to be received by the Council in 2018/19, paragraph 1.48 of the report refers, be noted;

(6)          the comments from the various stakeholder meetings, appendix 14  to the report refers, be noted;

(7)          the Director of Finance, following consultation with the Portfolio Holder for Finance and Commercialisation, be authorised to update the 2018/19 Budget for any changes from the final Local Government Settlement announcement if necessary, paragraph 1.35 of the report refers.

Reason for Decision:  To ensure that the Council sets a balanced budget for 2018/19.

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 decision reserved to Council and where the decision is noted.]

Joint report of the Corporate Director of Community and Director of Finance.

Resolved to RECOMMEND:  (to Council)

That

(1)          the Housing Revenue Account (HRA) Budget for 2018-19 be approved;

(2)          the Housing Revenue Account (HRA) Capital Programme, as detailed in appendix 7 to the report, be approved.

RESOLVED:  That

(1)          the proposed average rent for non-sheltered accommodation of £114.73 per week for 2018-19, representing a decrease of 1% in average rent from the 2017-18 figure, be approved;

(2)          the proposed average rent for sheltered accommodation of £94.54 per week for 2018-19, representing a decrease of 1% in average rent from the 2017-18 figure, be approved;

(3)          the overall average rent for entire stock of £112.38 per week for 2018?19, representing an overall  decrease of 1%, be approved;

(4)          an average tenant service charge of £3.15 per week, an increase of 4%, as set out in appendix 2 to the report, be approved;

(5)          the proposed increases in facility charges, set out in appendix 4, and Community Centre hire charges, in appendix 6 to the report, be approved; as well as the maintenance of water charges at present rates, as set out in appendix 5 to the report;

(6)          the three year Capital Programme, set out in appendix 7 to the report, be approved, including an increase in the Homes-4-Harrow capital budget of £17,735,550 reflecting increased investment requirements for the Grange Farm Regeneration Scheme of £15,688,670 and Infill Scheme of £2,046,880;

(7)          the reductions in both revenue and capital expenditure, assumed to ensure the budget and Medium Term Financial Strategy (MTFS) produced a viable and sustainable Housing Revenue Account (HRA), in line with assumptions set out in the HRA Business Plan update report to 16 November 2017 Cabinet meeting, be noted;

(8)          the Risk Management implications which require prudent financial reserves given the absence of borrowing capacity and probability of sustained and significant reforms in the housing sector be noted.

Reason for Decision:  To recommend the HRA budget for 2018-19 and MTFS.

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 decision reserved to Council and where the decision is noted.]

Report of the Director of Finance.

Having considered the confidential appendix, it was

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 the period 2018/19 to 2020/21.

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 Director of Finance.

Resolved to RECOMMEND: (to Council)

That the Treasury Management Strategy (TMS) Statement for 2018/19 be approved,  including the:

·                     Prudential Indicators for 2018/19

·                     Minimum Revenue Provision Policy Statement for 2018/19

·                     Annual Investment Strategy for 2018/19

·                     Increase in investments held over 365 days, paragraph 83 of the report refers.

Reason for Decision:  To ensure/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 as the decision is reserved to Council.]

Report of the Divisional Director of Housing.

Having considered the confidential appendices, it was

RESOLVED:  That

(1)          the progress on the Grange Farm Estate regeneration project be noted;

(2)          the current business model and funding options set out in Appendix 2 to the report be noted;

(3)          the approval requested in the Housing Revenue Account (HRA) budget report, agenda item 8 and minute 673 refer, to increase the HRA capital budget by £15,688,670 to fund the delivery of Phase 1 of Grange Farm Estate, subject to additional borrowing approval, be noted;

(4)          officers be authorised to bid for additional headroom borrowing approval as soon as the government has announced the bidding process;

(5)          officers be authorised to extend the contracts with Hawkins Brown Architects, Peter Brett Associates and Potter Raper Partnership  for Phase 1 of the Grange Farm Estate regeneration project and other professional services necessary for the successful delivery of the project, with the costs being contained within the additional approved budget;

(6)          the Corporate Director of Community, following consultation with the Portfolio Holder for Housing and Employment and the Directors of Finance and Legal and Governance, be authorised to commence the procurement process for Phase 1, as outlined in paragraph 2.25 of the report, and to enter into a build contract provided the tendered construction  costs did not exceed the estimate contained within the Grange Farm Estate business model, attached at appendix 2 to the report, by more than 5%, and subject to planning permission and additional borrowing approval;

(7)          officers be authorised to carry out detailed investigation, including soft market testing, into the most appropriate joint venture or other delivery model for Phase 2 and 3 of the Grange Farm Estate regeneration project and submit a report back to Cabinet for decision;

(8)          in addition to the authority given by Cabinet in May 2016, the Director of Legal and Governance be given further authority to commence Compulsory Purchase Order (CPO) in phases starting with Phase 1 shown on the plan attached at appendix 4 and as set out in the report;

(9)          the Corporate Director of Community, following consultation with the Portfolio Holder for Housing and Employment, Directors of Finance and Legal and Governance, be authorised to accept tenders and enter into contracts, submit grant applications and bids for additional resources and enter into any related legal agreements for any matters referred to in this report and which may contribute towards the Council’s housing regeneration initiatives.

Reason for Decision:  To enable the regeneration of the Grange Farm Estate to proceed and replace the current poor quality and uneconomic homes with a mixed tenure high quality scheme including a vibrant community hub and improved access to local facilities and public transport.

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 Divisional Director of Housing.

RESOLVED:  That

(1)          officers undertake a procurement process for the selection of two contractors to deliver kitchen and bathroom refurbishments for one year commencing in June 2018 on the 2018/19 Housing Capital Programme with the option to extend for a further year for both Lots;

(2)          the Corporate Director of Community, following consultation with the Portfolio Holders for Housing and Employment and Finance and Commercialisation, be authorised to arrange the execution of contracts with the successful tenderer(s).

Reason for Decision:  To note that the £2.2m (aggregate value) was to be split across 2 Lots.  To adhere to the Council’s Contract Procedure Rules, in light of the estimated value of the project (and the possibility of one year’s contract extension).

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.

RESOLVED:  That

(1)          approval  to procure and select the provider(s) for the Highways maintenance service be granted;

(2)          the Corporate Director of Community, following consultation with the Portfolio Holders for Environment and Finance and Commercialisation, be authorised to finalise the procurement and award of the contract(s).

Reason for Decision:  To fulfil statutory responsibilities to maintain the highways.

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.

RESOLVED:  That

(1)          the report be noted;

(2)          the Council enter into a Framework Agreement with Crown Commercial Services (CCS) for Water, Wastewater and Ancillary Services, accessed by call-off from YPO (one of United Kingdom’s largest public sector buying organisation), to appoint a single water retailer to meet Harrow’s multi-site business requirements and water efficiency product and services, for a period of two years starting from May 2018 with the option to extend for a further two years;

(3)          the Corporate Director of Community, following consultation with Portfolio Holders for Finance and Commercialisation and Environment, enter into a Memorandum of Understanding with YPO to manage the mini-competition to procure a water retailer through the Crown Commercial Services (CCS) Water, Wastewater and Ancillary Services Framework;

(4)          the Corporate Director of Community finalise any specific terms of the contract with the preferred bidder, award and enter into the call-off contract under the Framework Agreement.

(5)          the use of the London Energy Project (LEP) Team  to manage supplier performance and service development to deliver services in line with LEP authorities collective business requirements post award to maximise benefits be endorsed.

Reason for Decision:  To procure water at competitive rates for the Council’s corporate sites and the 56 participant schools through an efficient and government approved process, meeting the water deregulation policy which had come into effect from 1 April 2017.

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.

RESOLVED:  That

(1)          approval to procure and select the  provider for the Council’s vehicle supply and maintenance  service be granted;

(2)          the Corporate Director of Community, following consultation with the Portfolio Holder Environment and the Portfolio Holder for Finance and Commercialisation, be authorised to finalise the procurement and award of the contract.

Reason for Decision:  To fulfil statutory responsibilities by enabling those services provided by the vehicles under this contract, such as waste collection and special needs transport services, to continue.

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.

RESOLVED:  That

(1)          approval to procure and select the provider(s) for the Facilities Management  services and the mutual termination of the current contract be granted;

(2)          the Corporate Director of Community, following consultation with the Portfolio Holder Environment  and the Portfolio Holder for Finance and Commercialisation, be authorised to finalise the procurement and award of the contract(s).

Reason for Decision:  To fulfil statutory responsibilities for maintaining building and related assets.

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 Director of Finance.

RESOLVED:  That the figures previously agreed by Cabinet at its meeting on 7 December 2017 be replaced as follows:

Reason for Decision:  To fulfil the Council’s statutory obligation to provide estimates and calculations in relation to the Non-Domestic Rating (NDR) for 2018-2019.

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 as the decision feeds into the Final Revenue Budget 2018/19 and MTFS 2018/19 – 2020/21 which is reserved to Council.]

Report of the Director of Finance.

Having considered the confidential appendix, it was

RESOLVED:  That

(1)          the revenue forecast position detailed in the report as at Quarter 3 2017/18 be noted;

(2)          the write offs of debt totalling £138,000, as specified in paragraphs 2.30 to 2.32 of the report, be approved;

(3)          the additions to the Capital Programme, as specified in paragraphs 3.38 to 3.39 of the report, be approved;

(4)          the re-profiling within the Capital Programme, as specified in paragraph 3.40 of the report, be noted;

(5)          the Quarter 3 performance reports from Concilium Business Service, as specified in confidential appendix 5, be noted.

Reason for Decision:  To be availed of the 2017/18 forecast financial position as at 31December 2017 and authorise Capital Programme adjustments and debts write offs in accordance with Financial Regulations.

Alternative Options Considered and Rejected:  None.

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

Report of the Director of Legal and Governance Services.

RESOLVED:  That, having reconsidered the decision of the Cabinet meeting held on 18 January 2018, set out at Appendix 3 to the reportin relation to the Library Management Contract Extension, as a result of the decision of the Call-in Sub-Committee, the original decision of Cabinet be amended in so far as that resolutions (b) – novate the existing contract to a suitable alternative service provider – and (d) – conduct a procurement process and award a new contract to a suitable service provider – be withdrawn.

Reason for Decision:  To reconsider the decision within 10 clear working days of a referral by the Call-In Sub?Committee, in accordance with Committee Procedure Rules 45.8.3 and 45.9.  To allow the activity that was envisaged necessary for the next few months in relation to Library Management Contract to proceed.

Alternative Options Considered and Rejected:  Not amend the decision made by Cabinet on 18 January 2018.

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

[Call-in does not apply.]

Appendices 2 and 3 to the report of the Divisional Director of Housing at item 8 above.

See Minute 676 for decision.

Appendix 5 to the report of the Director of Finance at item 18 above.

See Minute 683 for decision.

Appendix 3 to the report of the Director of Finance at item 19 above.

See Minute 674 for decision.

The Leader of the Council stated that this was Chris Spencer’s last Cabinet meeting at Harrow and, on behalf of Cabinet, thanked Chris for his work. The Leader applauded Chris for the transformation of Children’s Services, including the improved Ofsted rating(s) achieved.

Chris Spencer was appreciative of the cross-party support he had received during his time at Harrow which had helped build a successful Service.