Agenda and minutes

Members were asked to approve the timetable outlined in the report for implementing the grant aid process which had been agreed by Cabinet as part of the new strategy for supporting the voluntary sector in Harrow.

Resolved to RECOMMEND:  (To the Portfolio Holder)

That the timetable for the grant aid process for 2005/06 be approved.

REASON:  Because the new strategy has only been agreed very recently, the grant aid process 2005/06 needs to be launched immediately. This will enable Members to decide on the process for determining such grant applications.

A report was presented to the Panel which asked Members to note the objectives and agree the criteria and basic standards of governance approved by the Trustees of the Harvist Trust charity.

The charity had been established from the estate of Edward Harvist who died in 1609. The proceeds were shared between the 5 London Boroughs through which the Edgware Road passed. Harrow as the smallest Borough received 5.594% of the annual income which was intended for charitable purposes, subject to the conditions laid down.  Harrow currently had an accrued sum of £57,556.

Resolved to RECOMMEND:(To the Portfolio Holder)

That the criteria and basic standards of governance approved by the Trustees on 1 November 2004 be agreed.

REASON:To enable the Grants Advisory Panel to consider future applications for funding from the Harvist Trust.

(See also Minute 152).

To note the appointment of at the meeting of Cabinet on 11 November 2004 under the provisions of Advisory Panel and Consultative Forum Procedure Rule 2 (Part 4E of the Constitution), of a Chair of this Panel for the remainder of the Municipal Year 2004/05.

RESOLVED: That the appointment of Councillor Harrison as Chair of the Panel for the remainder of the 2004/2005 Municipal Year, as agreed at the Cabinet meeting of 11 November 2004 and under the provisions of Advisory Panel and Consultative Forum Procedure Rule 5.1 (Part 4E of the Constitution), be noted.

To note the attendance at this meeting of any duly appointed Reserve Members.

Reserve Members may attend meetings:-

(i)                 to take the place of an ordinary Member for whom they are a reserve;

(ii)               where the ordinary Member will be absent for the whole of the meeting; and

(iii)             after notifying the Chair at the start of the meeting.

[Note:  The Members and Reserve Members of the Panel for 2004/2005 Municipal Year are as appointed by Cabinet on 11 November 2004.

RESOLVED:  To note the attendance at this meeting of the following duly appointed Reserve Member:-

To appoint a Vice-Chair of the Panel for the remainder of the Municipal Year 2004/05.

RESOLVED: That Councillor Thammaiah be appointed as Vice-Chair of the Panel for the remainder of the 2004/2005 Municipal Year.

To receive declarations of personal or prejudicial interests, arising from business to be transacted at this meeting, from all Members present.

RESOLVED:  To note that the following interests were declared:

To consider whether any of the items listed on the agenda should be considered with the press and public excluded on the grounds that it is thought likely, in view of the nature of the business to be transacted, that there would be disclosure of confidential information in breach of an obligation of confidence or of exempt information as defined in the Local Government (Access to Information) Act 1985.

RESOLVED:  That all items be considered with the press and public present.

That the minutes of the meeting held on 13 September 2004, having been circulated, be taken as read and signed as a correct record.

RESOLVED:  That the minutes of the meeting held on 13 September 2004, having been circulated, be taken as read and signed as a correct record.

To receive questions (if any) from local residents or organisations under the provisions of Advisory Panel and Consultative Forum Procedure Rule 15 (Part 4E of the Constitution).

Mike Coker, a representative of Community Link-Up, raised concerns relating to the process, timescales and support for organisations when submitting grant applications.

RESOLVED:  That the officer note the issues raised by the member of public and the comments made by Members.

(Note:  In hearing and responding to the questioner, Members of the Panel waived Advisory Panel and Consultative Forum Procedure Rule 15.2 (Time Limit for Questions)).

To receive petitions (if any) submitted by members of the public/Councillors under the provisions of Advisory Panel and Consultative Forum Procedure Rule 13 (Part 4E of the Constitution).

RESOLVED:  To note that there were no petitions or deputations submitted to this meeting under the provisions of Advisory Panel and Consultative Forum Rules 13 and 14 (Part 4E of the Constitution) respectively.

Report of the Director of Financial & Business Strategy.

(See Recommendation 1).

Report of the Director of Financial & Business Strategy.

The Panel received a report of the Director of Financial and Business Strategy asking Members to consider a request from the Harrow Council for Racial Equality (HCRE) for additional funding of £3,000.

The HCRE had assumed responsibility for monitoring cases of racial incidents reported to Harrow Police since the Racial Harassment Sub-Committee’s funding had not been renewed by the Council in the current financial year. The Racial Harassment Sub-Committee had previously undertaken this task. The HCRE needed either to finalise its budget for the current financial year, or to seek funding from alternative sources in relation to the additional duties they had undertaken since 1 April 2004.

Members felt that they were not in a position to make any decisions with the current information supplied, and asked officers to obtain additional information from the HCRE. The information sought by Members was the number of racial harassment cases received, the number resolved and the number not dealt with.

Members reminded officers that they had previously asked for the Council’s Funding Officer to attend a meeting of the Panel to answer questions on obtaining funding from other sources. In response, it was advised that the relevant officer had left the post of Funding Officer and a replacement had not yet been found.  Following consideration, it was

RESOLVED:  That (1) the Chair and Nominated Members decide on the request from HCRE for additional funding upon satisfactory receipt of the relevant additional information; and

(2) the relevant Director responsible for the Funding Officer post be invited to the next meeting to answer questions on obtaining funding from sources outside the Authority.

Report of the Director of Financial & Business Strategy.

Further to Recommendation 2 above, it was

RESOLVED: That (1) theobjectives of the Harvist Trust be noted; and

(2) funds from the Harvist Trust be kept separately from the Grants fund in order to simplify the accounts breakdown when providing information back to the Charity.

Date of Next Meeting

It was reported that, in order to meet the timetable for implementing the various stages of the new grants allocation for 2005?06, the Grants Advisory Panel meeting scheduled for 9 March 2005 would not allow sufficient time to report the recommendations from the Panel meeting to the Cabinet meeting on 17 March 2005, for Cabinet approval.

Officers suggested that it would be preferable if the Panel meeting could be moved forward a week in order to give the necessary time for reporting to Cabinet.

RESOLVED:  That Members be consulted on their availability for either Monday 28 February or Tuesday 1 March 2005 with a view to bringing forward the meeting scheduled for 9 March 2005.