Agenda and minutes

Councillors Corthorne, Higgins, Seaman-Digby and G. Cooper sent their apologies.

Councillor Mills declared a personal interest in Item 8 on the agenda (minute 168) as a relative worked in the department affected by the re-organisation proposals. He remained in the room whilst the decision took place.

The minutes of the previous meeting were confirmed.

This was confirmed.

The Chairman of the External Services Scrutiny Committee, Councillor Mary O’Connor, presented the major scrutiny review undertaken by the Children and Young People who abuse their Parents and Carers Working Group. The Cabinet welcomed and commended the recommendations and expressed their thanks to the Chairman of the Working Group, Cllr Judy Kelly and the witnesses and Council officers involved.

RESOLVED:

That Cabinet:

1. Welcomes the report of the Children & Young People Who Abuse Their Parents & Carers Working Group; and

2. Accepts the recommendations of the Working Group report as reflected below:

i.        That Cabinet endorse the Working Group’s view that there is evidence available to suggest that, in some families, one or other parent is a victim of abuse by their child.  This is an issue of great concern and failure to tackle it now will have a significant impact on many families in our Borough. 

ii.      That Cabinet agree that the Domestic Violence Strategic Coordinator work with the Education and Children’s Services Directorate, the Youth Offending Team and partner agencies to identify and enhance the support currently available to those families where one or other parent is a victim of abuse by their child.

iii.    That Cabinet note that families where one or other parent is a victim of abuse by their child are currently viewed and have the same stigma as victims of Domestic Violence did fifteen or so years ago.  The Working Group asks that we address this matter in a more timely way with a robust action plan. 

iv.    That Cabinet support the inclusion of information relating to services available for families where one or other parent is a victim of abuse by their child in the Council’s Directory of National and Local Agencies and Help Lines for victims ofDomestic Violence and Transition Services.

Reasons for decision

Cabinet endorsed the recommendations aimed at building upon the current support given by the Council and partner agencies to families suffering parent abuse. Cabinet agreed that an improved and more joined up service would contribute to improvements in residents’ health, wellbeing and safety. 

Alternative options considered and rejected

The Cabinet could have decided to reject or amend one or more of the Working Group’s recommendations.

Officer to action:

Nikki Stubbs, Democratic Services

Cabinet requested a further update on the Plan at its July 2010 meeting.

RESOLVED:

That Cabinet notes the progress on the delivery of the 2009/10 Disabled People’s Plan.

Reason for decision

Cabinet noted progress on the the Disabled People’s Plan which sought to address some of the challenges facing disabled people of all ages in Hillingdon by identifying what the council can do directly, or through its influence with others, to improve the lives of disabled people and to maximise their health and wellbeing. 

Alternative options considered and rejected

Cabinet considered no alternative options.

Officer to action:

Gary Collier, Adult Social Care, Health and Housing

RESOLVED:

That Cabinet agree the refreshed Local Area Agreement 2008-11

Reasons for decision

Cabinet noted that the Council had a legal duty to prepare a Local Area Agreement that would be subject to annual refresh according to guidance published by the Secretary of State. As part of the 2nd annual refresh process, Cabinet amended one reward target.

Alternative options considered and rejected

Cabinet could have decided not to confirm any of the targets included within the Local Area Agreement.

Officer to action:

Ian Edwards, Deputy Chief Executive’s Office

RESOLVED:

That Cabinet agree:

1.      That the Core functions outlined in paragraph 6.4 be included in the scope of the detailed implementation of proposed structures to deliver Localities & Enforcement services as one block of services in a Communities related Directorate.

2.      That the legal elements of enforcement services included in paragraph 6.4 are stripped out during the detailed design stage and transferred to the DCEO’s

3.      That an Integrated Transport Unit be set up in the centre of the Council including the core functions set out in paragraph 6.5.

4.      That all the proposed new structures be effective from June 2010.

5.      That Officers be authorised to start recruitment/redeployment to a Corporate Director post to head up a new Communities based Directorate.

6.      To instruct the Chief Executive to ensure that, during the pre-implementation phase, his views will take priority in any dispute with service departments.

7.      To instruct Officers to start formal consultation on the proposals outlined in this report.

Reasons for decision

Cabinet noted that Hillingdon had an excellent record in driving efficiencies through business improvement and that the Business Improvement Delivery programme (BID) had been designed to ensure that the Council became even more streamlined, flexible and less bureaucratic and had the ability to free up front line staff to focus on delivering excellent services to residents. 

Cabinet recalled that back in January 2010, it agreed to integrate and develop the Localities, Enforcement and Transport projects fully as part of the BID programme along with the timescales for the project.

With detailed proposals now presented to them, Cabinet therefore agreed the scope and implementation of the new Localities, Enforcement and Transport functions and noted they had been tested against the Council’s Operating Model to ensure that the wider reorganisation would provide the most effective and efficient delivery model for these key Council functions.

Alternative options considered and rejected

Cabinet decided not to maintain the status quo. It agreed that there was an urgent need to make significant efficiency savings through the BID programme over the next 3 years and that radical options involving the application of a new operating model were necessary in order to make services more resident focused.

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.

Scrutiny call-in waived

This decision was deemed urgent by the Cabinet. In accordance with the Policy Overview and Scrutiny Procedure Rules in the Constitution (with the agreement off the Chairman of the Executive Scrutiny Committee and Chief Executive) the call-in rules on this particular item and decisions were waived. These Cabinet decisions therefore came into immediate effect.

Officer to action:

Hugh Dunnachie, Chief Executive

RESOLVED:

That Cabinet:

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

2.      Approves a grant of £45k to P3 to fund further work to help young people in the Borough to be funded from 2009/10 unallocated priority growth.

3.      Notes the treasury management update in Appendix B.

Reasons for Decision

The reason for the monitoring recommendation was to ensure the Council achieved its budgetary objectives. The report informed Cabinet of the latest forecast revenue and capital position for the current year 2009/10. Cabinet also agreed to provide additional funding to the P3 young people’s project.

Alternative options considered and rejected

There were no other options considered.

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.

Officer to action:

Paul Whaymand, Finance and Resources

RESOLVED:

That Cabinet accept the tender submitted by Cardy Construction Ltd. in

the sum of £356,133.00 which officers consider offers the Council best value.

Reasons for decision

Cabinet agreed that the development of the Merrifields Residential Unit would support the re-design of services for Disabled Children in Hillingdon, specifically, the implementation of the Disabled Children Resource Service.

Alternative options considered and rejected

Cabinet could have not accepted the tender, in which case the project would not have been able to proceed.

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.

Officer to action:

Eileen Nicholson, Major Construction Projects, Planning & Community Services

RESOLVED:

1.      That the Cabinet agrees to award the construction contract (using the JCT 2005 form of contract, with contractor’s design) for the redevelopment of Triscott House to Breyer Group PLC at a contract sum of £6,104,912.

2.      That the Cabinet notes the following:

a)  That the on-costs for this project are £986,633, of which £258,377 relates to the appointment of external contractors for the provision of architects, employers agent, planning and site surveys.

b)  In October 2009 Cabinet gave approval to the expenditure of £150,700 of which £125,000 has been spent to date.

c)  A capital release report has been submitted for consideration by the Leader and Cabinet Member for Finance and Resources requesting approval of the remaining expenditure relating to the on-costs.

d)  Any further appointment of external consultants will be conducted in accordance with Council Standing Orders and Cabinet or Cabinet Member approval will be sought where required.

e)  The internal on-costs for this project are £728,256 as detailed below and these will be capitalised where appropriate.

3.      That the Cabinet agrees to a contingency sum of £353,538 being made available to the project.

Reasons for decision

Cabinet agreed that the tender submitted by Breyer Group PLC was the most economically advantageous to carry out the construction works at Triscott House. By doing so, this allowed the Council to confirm the allocation of £4,170,028 in capital grant from the Homes and Communities Agency (HCA). Cabinet also agreed the necessary fees and contingency required to progress the project.

Alternative options considered and rejected

Cabinet could have accepted an alternative tender or no tender at all, in which case either value for money would not have been achieved or grant funding could be withdrawn.

Officer to action:

Mazhar Ali, Adult Social Care, Health and Housing

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 approve the award of a new contract to Matrix SCM Limited for the sole provision of Professional, Technical and Administrative temporary worker, subject to final formal sign-off by the Cabinet Member for Finance and Business Services.

Reasons for decision

Subject to further final formal approval by the Cabinet Member for Finance and Business Services, Cabinet agreed it would secure professional, technical and administrative temporary workers through a single agency, Matrix SCM, presenting best value following an e-auction procurement exercise.

Alternative options considered and rejected

Cabinet could have made an outright decision at the meeting or approved no tender at all. Instead, Cabinet sought further clarification on the tender and therefore delegated to the Cabinet Member for Finance and Business Services to make a final decision on the matter.

Officer to action:

Mike Talbot, Deputy Chief Executive’s Office

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.

RECOMMENDATION

That Cabinet:

1. Approve the award of a 5-year contract to Canon UK Ltd for the supply of Multi-function devices to the Council.

2. Endorse the modern working practices identified below, including the centralisation of all Civic Centre office printing and photocopying budgets.

Reason for decision

Cabinet approved the award of the contract in order to create cost savings, efficiency improvements and to make a significant contribution to the council’s environmental agenda by reducing staff’s reliance on paper documentation in the future.

Alternative options considered and rejected

Cabinet could have agreed not to award a contract.

Officer to action:

Steve Palmer, Finance and Resources

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. Grants a sublease of first floor premises above Yiewsley Library on the terms included within the report and;

2. Withdraws the exempt nature of relevant parts of the report solely for the Council to use to provide public information about this matter and related purposes.

Reasons for decision

Cabinet agreed the grant of a sublease for the first floor premises above Yiewsley library. Cabinet was pleased that this decision helped move forward plans by the Council to build a brand new health centre for local residents on the site of the Yiewsley Swimming Pool which was scheduled to close during the summer.

Alternative options considered and rejected

Cabinet could have refused to grant the sublease or considered alternative occupiers, either from within the Council or externally.

Officer to action:

Mike Paterson, Planning and Community 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.

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.

None.

The meeting closed at 7.25pm

DECISION AUTHORITY

With the exception of the decisions made by the Cabinet on item 8 (minute 168), the remaining decisions do not come into effect until Friday 23 April 2010.