Agenda and minutes

Portfolio Holder Decision Meeting - Thursday 30 July 2009 5.30 pm

Venue: Committee Room 6, Harrow Civic Centre, Station Road, Harrow, HA1 2XY. View directions

Contact: Miriam Wearing, Senior Democratic Services Officer  Tel: 020 8424 1542 Email:

No. Item




Declarations of Interest including Declarations of any Dispensations Granted by the Standards Committee

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 there were no declarations of interests made by Members in relation to the business to be transacted at this meeting.


Minutes pdf icon PDF 16 KB

That the minutes of the meeting held on 7 July 2009 be taken as read and signed as a correct record.



RESOLVED:  That the minutes of the meeting held on 7 July 2009, be taken as read and signed as a correct record.



To receive petitions (if any) submitted by members of the public/Councillors under the provisions of Executive Procedure Rule 15 (Part 4D of the Constitution).



RESOLVED:  To note that no petitions had been received.


Public Questions

To receive questions (if any) under the provisions of Executive Procedure Rule 16 (Part 4D of the Constitution).


(Note:  Paragraph 16 of the Executive Procedure Rules stipulates that questions will be asked in the order notice of them was received and that there be a time limit of 15 minutes).


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).


Matters referred to the Executive Member

In accordance with the provisions contained in Overview and Scrutiny Procedure Rule 23 (Part 4F of the Constitution).



RESOLVED:  That no matters had been referred to the Executive Member for reconsideration in accordance with the provisions contained in the Overview and Scrutiny Procedure Rule 22 (Part 4F of the Constitution).


Reports from the Overview and Scrutiny Committee or Sub-Committees

(if any)



RESOLVED:  To note that no reports had been received.


Review of the Grants Application Process

Report of the Corporate Director of Community and Environment – to follow.


Under the Special Urgency provisions the Leader, acting as the Executive, considered a report of the Corporate Director of Community and Environment on the recommendations of Grants Advisory Panel in relation to the grants programme for 2010/11.


The report was urgent due to the need to launch the Grants Scheme for the coming year, prior to the next Cabinet programmed for 17 September 2009.


Consideration was given to the recommendations of the Grants Advisory Panel.  The Leader further sought the views of officers upon the proposals particularly in relation to the proposed threshold levels of grants and the proposals around the timescale and process for the consideration of grants application. 


The Leader commented that the previously identified threshold levels of grants was established historically and supported by a recent scrutiny challenge process in relation to this area.  He noted the proposed change in threshold would be relevant, currently, for one organisation and was advised by officers that when a consultation upon the levels was undertaken with applicants for grants no specific comments against the suggested £100,000 had been received from that applicant.  He therefore concluded that the proposal to increase the threshold level for grants should not be adopted.


The Leader then raised the issue of the shortened timescale with respect to the grants process.  He noted the concerns of officers with regard to the submission of grants reports and appropriate resourcing to achieve the proposals of the Grants Panel.  He further examined the initial proposals by officers with regard to operating arrangements.  In deliberating upon the Panel’s recommendation the Leader considered the ability of officers to engage with grants applicants in the process to ensure the accuracy of information presented for final consideration by the Panel.  He also suggested that arranging an informal working group of officers and Members during January 2010 to consider initial draft applications would contribute to a more effective grants process consideration through gaining Members input at an earlier stage and therefore, create greater transparency with regard to grant approval outcomes.  The Leader concluded that an amendment to the recommendation regarding the proposed timescale was required to enable the suggestions he had outlined and that the Panel recommendation should not be adopted, setting out his alternative decision instead.


RESOLVED:  That (1) Recommendation 1 (Review of Grants Criteria & Results of Grants Consultation) be agreed subject to the threshold of large grants remaining at £100,000;


(2)  Recommendation 2 (Funding Arrangements for 2009/10 & 2010/11) be agreed;


(3)  Recommendation 3 (Review of Grants Application Process) be agreed subject to the timescale for grants round 2010/11 be as detailed in the table below:


END August 2009         

Grants application round launched

END October 2009

Grants application round closing date

END October – END December 2009

Applications are assessed

Early January 2010

Informal Working Party of Members of Grants Advisory Panel, Independent Adviser and officers of Grants Team held to consider initial grant application submissions.

MID January – February 2010

Copy of draft report sent out to applicants for comments

EARLY  ...  view the full minutes text for item 90.