Agenda and minutes

Apologies were received from Councillor David Simmonds and Councillor George Cooper, ex-officio member.

No interests were declared by Councillors at this meeting.

The decisions and minutes of the last meeting were approved as a correct record.

This was confirmed.

Councillor Susan O’Brien presented the Residents’ & Environmental Services Policy Overview Committee review on Cemeteries and Burial Grounds, which was warmly welcomed by Cabinet.

RESOLVED:

That Cabinet:

1. Welcomes the report from the Residents’ and Environmental Services Policy Overview Committee on the review into the Cemeteries Regulations.

2. Endorses the recommendations of the Policy Overview Committee as reflected below.

3. Approves the redrafted Cemeteries Regulations.

Policy Overview Committee Recommendations

Sustainability / Fairer Usage by All

a)     That Cabinet agree the revised set of Cemetery Regulations that have been updated to make the rules clearer and fairer for all residents and users of different religious beliefs. This includes the necessary promotion of the rules both to funeral directors and bereaved families in a suitable and sensitive manner.

Resident Engagement

b)     Support a ‘friends’ groups that may wish to be established in relation to local cemeteries; additionally, that the Council continues to work closely with the Safer Neighbourhood Team (SNT) and ask officers to agree a local procedure on how to deal with anti-social behaviour, specifically within cemeteries.

c)     Ask officers to investigate the reintroduction of leaflets and a pictorial booklet to summarise key elements of the regulations to be circulated to bereaved families via Funeral Directors.

Good Maintenance

d)     Considers the best way for officers to inspect memorials in cemeteries and how to best achieve this in line with health and safety objectives;

e)     Welcome Cabinet’s decision to bring cemetery grounds maintenance back 'in-house' as part of the award winning Green Spaces team.

f)       That Cabinet agree to the creation of a long-term (5 year minimum) rolling strategy for the Council’s cemeteries, which should be published on the Council’s website and at the cemeteries office. This should include, in particular, a winter rolling programme of works to cemeteries be publicised to residents so they are clear when essential works are taking place.

g)     Having reviewed the grounds and facilities across the Borough and following evidence received from witnesses, to note three particular service improvements, which Cabinet may wish to investigate further and consider as part of the service and budget planning process:

·        To explore more cost effective options of using machinery to break down clay soil used for graves;

·        The lack of toilet facilities and a shelters for families to congregate at any of the Borough’s cemeteries with the exception of Hillingdon, noting that there is also a lack of places of prayer;

·        The condition of the Grade I arch at the entrance of Hillingdon & Uxbridge cemetery.

Reasons for decision

Cabinet considered the Committee’s comprehensive review, alongside a new set of Cemetery Regulations, in order to modernise and update these important facilities, whilst improving local engagement and providing a sustainable and culturally sensitive service to the Borough’s diverse community.

Cabinet expressed its thanks to the Chairman, Committee, Officers and Witnesses involved in the review.

Alternatives considered and rejected.

Cabinet could have decided to reject or amend one or more of the recommendations.

Officer to action:

Mike Price / John Purcell – Residents Services

RESOLVED:

That Cabinet:

A)    Welcomes the attached report of the Social Services, Health and Housing Policy Overview Committee on the review of Adult Community Mental Health Services.

B)    Accepts the recommendations of the Policy Overview Committee as reflected below, which are to be taken forward by Officers in consultation with the Cabinet Member for Social Services, Health and Housing and with the Leader of the Council where their implementation is different to the agreed budget: -

Identifying needs and early identification

1. Develops ways to improve early identification of mental health needs and increase access to mental health services. This will include utilising voluntary sector resources but also other services accessed by the public.

2. Reviews current arrangements to support service users and carers in a crisis and produce recommendations to provide an improved and integrated service.

Information and Support for users and carers

3. Promotes the greater and effective use of Assistive Technology (Telehealth) to support and enhance the daily lives of mental health service users and those with additional disabilities. 

4. That the Council website and Directory of services are reviewed so that people seeking information about mental health and well-being can find the help they need.

5. Develop a mental health carers strategy reported to the Cabinet Member for approval, to improve services for carers in Hillingdon, including a commitment to needs and role of carers, clarity on services and improved communication.

Enabling people make choices, balancing risks and community involvement

6. Ensures procedures that CNWL and the Council as employers support people with mental health problems in returning to work.

7. Ensures that people leaving services are given clear information about how they can re-engage if they feel their condition worsening or becoming unwell again.

8. Ensures that people in the process of recovery are introduced to services that will continue to support them effectively through the transition as statutory support reduces.

Partnership working

9. That Cabinet welcomes the work to further improve the links between Mental Health Services and the Council’s Housing Teams including:

10. identifying a link worker in each community team to work with housing lead officer.
    • establishing regular forums:- to discuss and explore appropriate housing options for those service users in the community who may have particularly challenging needs;
    • Improving joined up working to sustain tenancies and;

11. Establishes a formal relationship between senior managers in libraries and leisure and Mental Health Services to ensure consistent and continued support of service users and carers in community settings.

12. Supports voluntary sector organisations to improve co-ordination  and share best practice and recognise their valuable contribution to the safety net.

13. Produces a report for the Cabinet Member and Committee on the views and experiences of mental health service users and carers and how they have been acted upon.

Staff training and development

14. Works with service users to more consistently challenge stigma against mental health service users and produce a realistic programme projecting positive images of mental health.

15. Ensure that staff, especially those officers that work in Supported Housing and Social Care who are in the first line of defence, have Mental Health First Aid Training (from existing resources).

Learning from best practice

16. Identifies ways of ensuring a consistent / universal response from GP surgeries in relation to mental health issues. Consideration should be given to applying good practice models from across the country.

Resources

17. Welcomes the proposed 2013/15 Commissioning Plan as a basis for shifting resources towards community support and to reduce the reliance on high cost residential and nursing care (placements).

Reasons for decision

Cabinet welcomed the practical recommendations from the Committee’s review which examined current Adult Community Mental Heath Services and had made recommendation to improve the service for service users and carers and enhance partnership working.

Cabinet expressed its thanks to the Chairman, Committee, Officers and Witnesses involved in the review.

Alternatives considered and rejected.

Cabinet could have decided to reject or amend one or more of the recommendations.

Officer to action:

Linda Sanders / Moira Wilson – Social Care & Health

RESOLVED:

That Cabinet

1.                  Notes the comments received during the consultation period as set out in Appendix 1.

2.                  Approves the amendments to the 'Accessible Hillingdon' Supplementary Planning Document (SPD) as set out in Appendix 2.

Overleaf…

3.                  Subject to the above amendments, recommends to Full Council the adoption of 'Accessible Hillingdon' as a Supplementary Planning Document for the purposes of development management.

4.                  Grants delegated authority to the Deputy Chief Executive and Corporate Director of Residents Services to agree, in consultation with the Cabinet Member for Planning, Transportation and Recycling, to make any minor editing, textual changes and graphical enhancements required to the Draft Revised Accessible Hillingdon Supplementary Planning Document before it is formally agreed and published.

5.                  Approves the charge of £17 for the sale of printed copies of the adopted ‘Accessible Hillingdon’ Supplementary Planning Document.

Reasons for decision

Following consultation, Cabinet recommended to Council adoption of the Revised Accessible Hillingdon Supplementary Planning Document (SPD)to ensure the Council could deliver a clear message on the standards expected in terms of inclusive design in building standards. Cabinet noted the Plan would also increase the scope to secure Brown Badge parking provision within development proposals.

Alternatives considered and rejected.

Cabinet could have retained the existing, outdated, SPD document.

Officers to action:

Charmian Baker/Ali Kashmiri

Residents Services

RESOLVED:

That Cabinet:

1) Notes the consultation responses contained within the report.

2) Recommends to Full Council the adoption of the Interim Planning Policy Document.

Reasons for decision

In order to have an effective means of considering future HMO applications, Cabinet recommended to Council a policy to have in place to determine new planning applications received now that the Article 4 Direction was in force in two of the Borough’s Wards.

Alternatives considered and rejected.

Cabinet could have retained the existing, outdated, supplementary planning guidance.

Officers to action:

James Rodger & Richard Shaw – Residents Services

RESOLVED:

That Cabinet:

1) Notes the outcome of consultation with stakeholders (as outlined in Appendix 5) on the Housing Strategy 2012-15, Tenancy Strategy, Tenancy Policy and the review of the Housing Allocations Policy.

2) Accepts the amendments made to the Housing Strategy, Tenancy Strategy and Tenancy Policy following consultation as outlined in paragraph 34

3) Formally approves the Housing Strategy 2012-15 (subject to approval by full Council), Tenancy Strategy and Tenancy Policy and the Housing Allocations Policy.

4) Agrees to review of the operation of the Allocations Policy after one year so that Cabinet are able to consider whether any changes to the policy should then be made.

Reasons for decision

Following extensive consultation and positive feedback, Cabinet gave its approval to the Borough’s Housing Strategy, alongside the Tenancy Strategy, Tenancy Policy and Housing Allocations Policy, to provide a comprehensive, consistent and integrated approach to housing policy, housing demand and supply and housing management. It was noted that the updated policies were primarily designed to put local residents first. Cabinet agreed to recommend the Housing Strategy to Council as a policy framework document.

Alternatives considered and rejected.

Cabinet could have decided not to approve the draft strategies and policies, or amend them.

Officers to action:

Neil Stubbings, Residents Services

Paul Feven, Finance

RESOLVED:

That Cabinet:

1.            Agrees the new entries to the Local List of Buildings of Architectural or Historic Importance as attached in Appendix 1;

2.            Agrees that the property identified in Appendix 2 should not be included in the Local List of Buildings of Architectural or Historic Importance;

3.            Instructs officers to notify all the owners/occupiers of the buildings included in Appendix 1 and 2; and,

4.            Instructs officers to update the GIS database and the Council website to include the new entries.

Reason for decision

Cabinet agreed to revisions to existing entries on the ‘Local List of Buildings of Architectural and Historic Importance’.

Alternative options considered and rejected

Cabinet could have decided not to update the existing Local List.

Officer to action:

NairitaChakraborty, Residents Services

RESOLVED:

That Cabinet approve the proposed Joint Health & Wellbeing Strategy for Hillingdon.

Reasons for decision

Jointly with partners, the Council has a duty to prepare a strategy to address health inequalities and promote health improvement. Following consultation, Cabinet agreed the Joint Health & Wellbeing Strategy which would be taken forward by the proposed Health & Wellbeing Board.

Alternatives considered and rejected

None

Officer to action:

Linda Sanders, Sharon Daye - Social Care and Health

RESOLVED:

That Cabinet accepts the offer of a gift of £15,000 from VSM Estates and authorises officers to provide the discretionary services in accordance with the provisions of Section 93 of the Local Government Act 2003.

Reasons for decision

Cabinet agreed to receive a small amount of monies to cover the necessary infrastructure costs associated with the proposed major development of the former St Andrew’s Park (RAF Uxbridge) site. Cabinet felt it justifiable for the developer to contribute to the public cost of carrying out its planning functions.

Alternative options considered and rejected

Cabinet could have refused the gift, which would have not been in the best interests of the local communities, tax-payers or the Council.

Officer to action:

Matt Duigan – Residents Services

RESOLVED:

That Cabinet accepts the offer of a gift from Education Funding Agency in accordance with the provisions of Section 93 of the Local Government Act 2003.

Reasons for decision

Cabinet agreed to receive a small amount of monies to cover the necessary transport consultancy costs associated with the proposed development of the Nanaksar School, Hayes. Cabinet felt it justifiable for the developer to contribute to the public cost of carrying out its planning functions.

Alternative options considered and rejected

Cabinet could have refused the gift, which would have not been in the best interests of the local communities, tax-payers or the Council.

Officer to action:

Matt Duigan – Residents Services

RESOLVED:

That Cabinet:

1.      Note the forecast management budget position for revenue and capital as at Month 11.

2.      Note the treasury Month 11 update at Appendix B.

3.      Approve the addition of £183k Department for Communities and Local Government grant funding to 2013/14 revenue budgets in order to support continuing cross-cutting work tackling ‘Beds in Sheds’.

4.      Approve the carry forward of any unspent contingency (currently £489k) at the year end and its addition to the 2013/14 contingency budget.

5.      Accept Transport for London's Local Implementation Plan settlement of £4,377k for 2013/14, noting that further funding may be forthcoming for Bridge Assessment and Strengthening works. Furthermore, that Cabinet delegate authority to the Deputy Chief Executive and Corporate Director of Residents Services, in consultation with the Leader of the Council and Cabinet Member for Planning, Transportation and Recycling, to agree the programmed expenditure and report this back to Cabinet.

6.      Revoke its decision on 21 December 2012 that external ground works [as part of the Ruislip Lido Enhancement] be undertaken by the Council's Highways Term Contractor and agree instead that such works be undertaken by the Council's main contractor for this project, Wernick Buildings Ltd at a reduced sum. Furthermore, Cabinet request that the Chairman of the Executive Scrutiny Committee waive the scrutiny call-in on this recommendation to ensure the project can progress swiftly and that the necessary contractual commitments can be met on time.

7.      In respect of the Chrysalis Programmes 2011-2013, where final project costs are different to what was originally agreed through formal capital release approval, delegate authority to the Deputy Chief Executive and Corporate Director of Residents Services, in consultation with the Leader of the Council and Cabinet Member for Finance, Property & Business Services, to agree any capital variances and further capital releases for such projects.

Reasons for decision

Cabinet was informed of the latest forecast revenue, capital and treasury position for the current year 2012/13 to ensure the Council achieved its budgetary and service objectives.

Cabinet made further decisions to accept external grants received along with decisions to speed up the delivery of the Ruislip Lido enhancements and Chrysalis Programme.

Alternative options considered and rejected

None.

Officer to action:

Paul Whaymand, Finance

RESOLVED:

That the Cabinet:

1)     Note the updated forecast demand for early years and school places;

2)     Instruct officers to prepare a joined-up proposal to meet the increasing demand for early years, schools places and SEN place across all age groups and needs in consultation with the Leader of the Council, the Cabinet Member for Education and Children's Services and the Cabinet Member for Finance, Property and Business Services and;

3)     Agree proposals are reported to a future meeting of the Cabinet for approval.

Reasons for decision

Cabinet appreciated its statutory responsibility to secure sufficient early years and school places to meet the needs of children resident in the Borough. It was noted that the demand for primary, secondary and special needs school places in Hillingdon was forecast to continue growing. Cabinet welcomed the joined-up approach to ensure every young person had a good school place, both now and in the future.

Alternative options considered and rejected

None. Cabinet reiterated its continued investment in London’s largest school building programme, aimed at ensuring that every child in the Borough would have a quality place at a local school.

Officers to action:

Julien Kramer, Residents Services

Dan Kennedy, Administration Directorate

RESOLVED:

That Cabinet delegate authority to the Deputy Chief Executive and Corporate Director of Residents Services, in consultation with the Leader of the Council, the Cabinet Member for Finance, Property and Business Services and the Cabinet Member for Planning, Transportation and Recycling, to fully consider any objections which have been made in relation to a Public Notice published in the Gazette newspaper and to decide whether to appropriate the land edged black on the map attached at Appendix 1 from public open space to planning purposes.

Reasons for decision

Cabinet agreed to delegate the decision to appropriate land at Lake Farm, which was required for the development of a new primary school and critical to the Council’s objective of ensuring a good local, school place for every child in the Borough. It was noted that the final decision would be made once the deadline for objections has expired and any objections received had been fully considered.

Alternatives considered and rejected

Cabinet could have decided not to proceed with the consideration of objections and the possibility of appropriating land at Lake Farm, which would have prevented the construction of a primary school providing much needed school places.

Officers to action:

Jean Palmer

Deputy Chief Executive and Corporate Director of Residents Services /

Rajesh Alagh, Borough Solicitor

RESOLVED:

That Cabinet:

1. Note the progress made with Phases 1, 2 and 3 of the Primary School Expansion Programme.

2. Approves the capital expenditure release of £15,000 to submit the Building Control applications for the Phase 3 and 3A schemes.

3. Approve the capital expenditure release of £7,000 for advancing crossover works at Glebe Primary School.

Reasons for decision

Cabinet received an update on the primary school capital programme and made a number of decisions to progress the provision of sufficient school places, including those relating to the necessary building contracts and project funding.

Alternative options considered and rejected

Cabinet could have decided to delay or not progress aspects of the building programme, which would have impacted upon the Council’s ability to provide sufficient school places.

Officer to action:

David Murnaghan – Residents Services

Exempt Information

This report was included in Part II as it contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it (exempt information under paragraph 3 of Part 1 of Schedule 12A to the Local Government (Access to Information) Act 1985 as amended.

RESOLVED:

That the Cabinet:

1)       Notes the approach taken in Hillingdon to integrate public health functions in support of aims to improve the health and wellbeing of residents. 

2)       Agrees in principle to extend the existing contracts set out in Appendix 2, delegating final authority to extend them to the Corporate Director of Finance, in consultation with the Leader of the Council, in order for Council officers to comprehensively review them, noting that longer term decisions will be made on each contract in accordance with procurement procedures at an estimated full year cost of £9,110k.

3)       Agrees the payment of £11,400 to Hillingdon Action Group on Addiction Management (HAGAM) for the Continuation of the Alcohol Treatment Referral (ATR) Service.

4)       Agrees to the payment of £2,356 to PharmaOutcomesfor the Supervised Consumption Service system.

Reasons for decision

Cabinet noted the transfer of public health functions to local authorities, which would enable greater democratic accountability for the public health system. 

Furthermore, Cabinet agreed in principle, subject to a final decision, for the interim extension of a wide range of health contracts to enable the continued delivery of health services locally, whilst a full review of them would be undertaken to ensure their effectiveness and Value-for-Money.

Alternative options considered and rejected

Cabinet could have not agreed in principle to extend some or all of the health service contracts.

Officer to action:

Kevin Byrne, Sharon Daye, Matthew Kelly -

Cross-Directorate

Exempt Information

This report was included in Part II as it contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it (exempt information under paragraph 3 of Part 1 of Schedule 12A to the Local Government (Access to Information) Act 1985 as amended.

RESOLVED:

That Cabinet awards the contract to carry out Parking Enforcement Services in the Borough to APCOA Parking (UK) Ltd.

Reasons for decision

Cabinet accepted the most economically advantageous tender for the Borough’s parking enforcement service. Cabinet noted that this would provide for continuity of parking enforcement services, whilst receiving best value for taxpayers and a range of new improvements to the service for local residents.

Alternatives considered and rejected

Cabinet could have decided not to award any contract or have instructed officers to re-tender the service.

Officer to action:

Roy Clark, Residents Services

Exempt Information

This report was included in Part II as it contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it (exempt information under paragraph 3 of Part 1 of Schedule 12A to the Local Government (Access to Information) Act 1985 as amended.

RESOLVED:

That the Cabinet awards the Civic Centre Multi-Storey Car Park Surfacing Works contract to Knight Asphalte Co. Ltd.

Reasons for decision

Cabinet accepted the most economically advantageous tender for the works concerned, which would improve the general appearance and the driving surface of the top floor of the car park and ensure that it was safe for all users.

Alternatives considered and rejected

Cabinet could have decided not to award any contract or have instructed officers to re-tender the works.

Officer to action:

Janice Abbs, Michael Clements - Residents Services

Exempt Information

This report was included in Part II as it contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it (exempt information under paragraph 3 of Part 1 of Schedule 12A to the Local Government (Access to Information) Act 1985 as amended.

RESOLVED:

That Cabinet:

1.                  Awards the contract to Viridor to undertake the collection of Hillingdon's household mixed dry recycling from New Years Green Lane and its subsequent treatment at a materials recycling facility (MRF) in Crayford, Kent and;

2.                  Agrees to withdraw the exempt nature of relevant parts of thereport solely for Officers of the Council to use to provide public information about this initiative and for other related purposes.

Reasons for decision

Cabinet accepted the most economically advantageous tender for this important local service for residents. Cabinet welcomed the change brought about by this contract that would allow residents to recycle the full range of plastics, which are placed in the weekly refuse collection.

Alternatives considered and rejected

Cabinet could have decided not to award any contract or have instructed officers to re-tender the service.

Officer to action:

Colin Russell – Residents Services

Exempt Information

This report was included in Part II as it contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it (exempt information under paragraph 3 of Part 1 of Schedule 12A to the Local Government (Access to Information) Act 1985 as amended.

RESOLVED:

Cabinet agrees to the sale of the site of Tasman House to Thames Valley Housing Association (TVHA), working in partnership with Ability Housing Association, at the price and buyer’s premium set out in the report.

Reasons for decision

Cabinet agreed to a best value sale, in order to enable a supported housing scheme to be delivered for local people.

Alternatives considered and rejected

Cabinet could have decided to sell the property on the open market for general housing or accept a lower offer.

Officers to action:

M Gillings, Paul Disbury - Residents Services

Exempt Information

This report was included in Part II as it contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it (exempt information under paragraph 3 of Part 1 of Schedule 12A to the Local Government (Access to Information) Act 1985 as amended.

Report to follow

RESOLVED:

Cabinet made a decision in respect of land at this site, as set out in the report.

Reasons for recommendation

Cabinet agreed to pursue a decision in respect of land at the former Master Brewer Site, Hillingdon Circus

Alternative options considered and rejected

Cabinet could have decided not to make the decision recommended by Officers.

Officer to action:

Rajesh Alagh, Borough Solicitor

Exempt Information

This report was included in Part II as it contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it (exempt information under paragraph 3 of Part 1 of Schedule 12A to the Local Government (Access to Information) Act 1985 as amended.

Special Urgency Provisions

This report had been circulated less than 5 working days before the Cabinet meeting and was agreed by the Chairman to be considered as urgent.

No additional items were considered by the Cabinet.

The meeting closed at 7.40 pm

* IMPORTANT INFORMATION

DECISION AUTHORITY

Meeting after Cabinet, the Executive Scrutiny Committee did not call-in any of the Cabinet’s decisions.

The decisions of the Cabinet will therefore come into effect from 5pm, Friday 3 May 2013, with the following exception:

• Decision number 6, Item 14 (minute 756) – Ruislip Lido enhancement works, to ensure that the project progressed swiftly and that the necessary contractual commitments could be met on time. This decision comes into effect immediately, following the agreement to waive the scrutiny call-in period by the Chairman of the Executive Scrutiny Committee.