Agenda and minutes

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.

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 Panel;

(b)               all other Members present.

RESOLVED:  To note that the following interests were declared:

Agenda Item 7 - Information Report - Mid-Year Grant Monitoring

CouncillorMano Dharmarajah declared a non-pecuniary interest in that he had involvement with Harrow Tamil Association.  He would remain in the room whilst the matter was considered and voted upon.

CouncillorKairul Marikar declared a non-pecuniary interest in that she had involvement with Harrow Tamil Association.  She would remain in the room whilst the matter was considered and voted upon.

Councillor Chris Mote declared a non-pecuniary interest in that his wife had involvement with Harrow Heritage Trust, and that he had friends with involvement in Harrow Churches Association.  He would remain in the room whilst the matter was considered and voted upon.

Councillor Bill Phillips declared a non-pecuniary interest in that he had involvement with Harrow Association of Disabled People.  He would remain in the room whilst the matter was considered and voted upon

CouncillorSasi Suresh declared a non-pecuniary interest in that she had involvement with Harrow Tamil Association and the Tamil School in Hendon.  She would remain in the room whilst the matter was considered and voted upon.

Sarah Kersey, Panel Adviser, declared a pecuniary interest in that she worked for a beneficiary organisation.  If the organisation was the subject of discussion, she would leave the room and take no part in the debate or vote.

That the minutes of the meeting held on 11 July 2013 be taken as read and signed as a correct record.

RESOLVED:  That the minutes of the meeting held on 11 July 2013 be taken as read and signed as a correct record.

To receive questions (if any) from local residents or organisations under the provisions of Executive Procedure Rule 50 (Part 4D of the Constitution).

RESOLVED:  To note that no public questions were put, or petitions or deputations received at this meeting.

To resolve that the press and public be excluded from the meeting for the following item of business, on the grounds that it involves the likely disclosure of confidential information in breach of an obligation of confidence, or of exempt information as defined in Part I of Schedule 12A to the Local Government Act 1972:

RESOLVED:  That in accordance with Part I of Schedule 12A to the Local Government Act 1972, the press and public be excluded from the meeting for the following item(s) for the reasons set out below:

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

The Panel received the report of the Corporate Director of Community, Health and Well-Being, which set out information on the monitoring of projects or services awarded grant funding for 2013-14 based on information received from the recipient organisations on the delivery of their services.

The Divisional Director, Community and Culture, stated that 16 Outcome Based Grants (OBGs) and 27 Small Grants had been awarded, covering 43 projects in total, and reminded Panel Members that OBGs were awarded over a period of 3 years (subject to outcomes which could affect continued funding), and Small Grants were awarded for a period of one year.  The deadline for Small Grant applications for 2014-15 had just closed in November.

Monitoring information had been received from the majority of organisations; 6 were late, and one had been agreed for receipt at the end of the year as the project was scheduled for a November start. 

She highlighted those organisations which had made significant progress, those who had outperformed against their target figures.  At the mid-year point, the estimated number of individuals benefiting as a result of grant awards was 43,783, which was more than the total figure for the previous year.

She also outlined some problems, including the following:

·                    two organisations had suffered a delayed start to their projects due to difficulties with recruitment, but were on track to meet targets;

·                    two organisations had lost, or were about to lose, key members of staff;

·                    a number of organisations were experiencing difficulty recruiting, training and retaining suitable long-term volunteers;

·                    some organisations expected to overspend, but although no organisation had received 100% of funding, any shortfall would have to be made up from their own budgets as there was no additional funding available.

Members considered the monitoring information provided and discussed the issues arising, including:

·                    the support available to organisations in respect of making a successful application, and business planning;

·                    the creation of a consortium to tender on behalf of Community and Voluntary Services (CVS) for service contracts;

·                    accessing different funding streams.

The Chair highlighted a potentially misleading statement on the part of one organisation and asked for clarification.

RESOLVED:  That the report be noted.

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

The Panel received an information report which provided an update on the adoption of the Third Sector Investment Plan, and subsequent changes to the way the Council supports third sector organisations.

The Divisional Director, Community and Culture, explained that the purpose of the plan was to identify a set of principles which would underpin the range and nature of support to third sector organisations and ensure the most cost effective use of resources.

The Chair commended officers for their support for Carramea in establishing a system for use and charges at the community premises, which she believed was a success and of great benefit to the local community and voluntary sector organisations.  She expressed a hope that a similar result could be achieved in respect of the HAVS building, and asked that the Panel be kept informed of progress on this.

The Divisional Director informed the Panel that there would be an open day at the centre, and Members would be informed of the date in due course.

Panel members noted the decrease in the number of schools involved in the community lettings scheme as most high schools had opted for Academy status.

RESOLVED:  That the report be noted.

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

The Panel received the report of the Corporate Director, Community, Health and Wellbeing, in respect of the application to the Edward Harvist Trust Fund from the Aspergers Syndrome Access to Provision (ASAP) organisation.

A Member clarified that funding for capital items such as printers was acceptable, but funds could not be used for associated items like printer cartridges.

The Chair commented that 80 clients stood to benefit from the grant.

Resolved to RECOMMEND:  (to the Portfolio Holder for Community and Culture)

That approval be granted for funding from the Edward Harvist Trust for Aspergers Syndrome Access to Provision.

Reason for Recommendation:  To distribute Edward Harvist Trust funding in accordance with the criteria established for this fund.