Agenda and minutes

The Panel considered a report of the Director of Community and Cultural Services, which set out the applications for allocation of space at the Community Premises.

A Member queried why the Association of Senior Muslim Citizens and the Tamil Community Centre had not been recommended a designated desk, as requested in their applications.  Officers stated that these organisations did not meet the criteria for a designated desk.  The Panel however felt that the Association of Senior Muslim Citizens would qualify for a designated desk.

Resolved to RECOMMEND:  (To the Portfolio Holder for Community and Cultural Services)

That (1) the recommendations as detailed in Appendix 1 be approved;

(2)  the new allocations be effective from 1 January 2008 for new and existing users;

(3)  authority be delegated to officers to review decisions after six months where stated in the published officer report;

(4)  authority be delegated to officers to update the facilities use agreement with Legal Services and ensure these were signed by all users.

[Reason for Recommendation:  To finalise the allocation of space at the Community Premises to enable it to become better utilised.]

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)             the meeting notes at the start of the meeting at the item ‘Reserves’ that the Reserve Member is or will be attending as a reserve;

(iv)              if a Reserve Member whose intention to attend has been noted arrives after the commencement of the meeting, then that Reserve Member can only act as a Member from the start of the next item of business on the agenda after his/her arrival.

RESOLVED:  To note that there were no Reserve Members in attendance at this meeting.

To receive declarations of personal or prejudicial interests, arising from business to be transacted at this meeting, from:

(a)               all Members of the Committee, Sub Committee, Panel or Forum;

(b)               all other Members present in any part of the room or chamber.

RESOLVED:  To note that in relation to agenda items 8 – Monitoring of Grant Funding Received in 2006/07 and 9 – Applications for Community Premises Accommodation 2008/09 the following Members declared personal interests arising from their involvement with the organisations listed.  Accordingly, they remained and took part in the discussion and voting on the applications relating to these organisations:

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 Part 1 of Schedule 12A to the Local Government Act 1972.

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

That the minutes of the meeting held on 4 September 2007 be deferred until printed in the next Council Bound Minute Volume.

RESOLVED:  That the minutes of the meeting held on 4 September 2007 be deferred until printed in the Council Bound Minute Volume.

To receive questions (if any) from local residents or organisations under the provisions of Advisory Panel and Consultative Forum Procedure Rule 16 (Part 4E of the Constitution).

RESOLVED:  To note that no public questions were received at this meeting under the provisions of Advisory Panel and Consultative Forum Procedure Rule 16 (Part 4E of the Constitution).

To receive petitions (if any) submitted by members of the public/Councillors under the provisions of Advisory Panel and Consultative Forum Procedure Rule 14 (Part 4E of the Constitution).

RESOLVED:  To note that no petitions were received at this meeting under the provisions of the Advisory Panel and Consultative Forum Procedure Rule 14 (Part 4E of the Constitution).

To receive deputations (if any) under the provisions of Advisory Panel and Consultative Forum Procedure Rule 15 (Part 4E of the Constitution).

[Note:  The Panel’s policy (Minute 60:  28.07.03) in principle is not to receive deputations relating to individual grant applications].

[Note:  The Panel's policy (Minute 13: 06.07.06) is to receive deputations annually at its November meeting].

RESOLVED:  To note that no deputations were received at this meeting under the provisions of Advisory Panel and Consultative Forum Procedure Rule 15 (Part 4E of the Constitution).

Report of the Director of Community and Cultural Services.

The Panel received a report of the Director of Community and Cultural Services, outlining the performance and activities of those voluntary organisations awarded funding in 2005/2006.

The Panel heard that monitoring had been undertaken through the submission of a standard Monitoring and Assessment Form by organisations in receipt of funding below £5,000.   Forms were sent to 49 organisations, of which 8 had not been returned.   Groups in receipt of funding in excess of£5,000 were monitored through an officer visit; 29 organisations had been visited to this end.

Members discussed the activities of the individual organisations set out in the appendices to the published officer report, and commented that the report would provide useful background information prior to allocating grant funding in 2007/2008.

A Member suggested that Harrow Association of Somali Voluntary Organisations (HASVO) be encouraged to monitor their member organisations possibly using the Grants monitoring forms.  Other Members felt that the Council ought not to micro-manage organisations and that, as an umbrella organisation, HASVO should undertake their own monitoring.

The question of CRB checks on volunteers in organisations was discussed, and particular mention was made of HASVO and Harrow Bereavement Care where it was known that volunteers visited people in their homes.  An officer confirmed that HASVO had reported that checks were performed on their volunteers and that their member organisations carried out their own checks.  There was a proposal to include CRB checks as a condition in any grant application but officers would seek legal advice on this matter and make a recommendation to the next meeting of the Panel.

The Adviser to the Panel suggested including a breakdown of ethnicity of clients on the self?monitoring forms.  Officers stated this had been requested but had been omitted from the report.  They added that the information would be included in future reports.

RESOLVED:  That the report be noted.

Report of the Director of Community and Cultural Services.

(See Recommendation 1).

Which cannot otherwise be dealt with.

The Chairman had been notified that there was no substantive business for the meeting due to be held on 17 December 2007.

RESOLVED:  (1)  That the Grants Advisory Panel meeting scheduled for 17 December 2007 be cancelled;

(2)  it be noted that the date of the next meeting was 21 January 2008.