Agenda and minutes

Councillor David Simmonds and Councillor Henry Higgins gave their apologies for the meeting.

Councillor Douglas Mills declared a personal and prejudicial interest in Item 6 (minute 430) as a local resident affected by the proposed HS2 route and left the room during discussion and voting on the item.

Councillor Douglas Mills declared a personal interest in Item 12 (minute 436) due to a family interest in the Willow Tree Centre. He remained in the room during consideration of this item.

Councillor George Cooper declared a personal interest in Item 6 (minute 420) as a Member of the Colne Valley Partnership, which is affected by the proposed HS2 route. He remained in the room during consideration of this item.

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

This was confirmed.

RESOLVED:

That Cabinet:-

1.      Notes the responses received to the consultations held during February and March 2011 on the West London Waste Plan: Proposed Sites and Policies Consultation Document, as detailed in the Summary Report of Consultations.

2.      Notes that various sites have been deleted from the Proposed Submission draft of the West London Waste Plan. In Hillingdon these were:

·         Tavistock Road Coal Depot, West Drayton

·         Silverdale Road Industrial area, Hayes

3.      Approves the Proposed Submission Draft of the West London Waste Plan for public consultation.

4.      Grants delegated authority to the Deputy Chief Executive and Corporate Director of Planning, Environment, Education and Community Services to agree, in conjunction with the Cabinet Member for Planning, Transportation and Recycling, to the Sustainability Appraisal and Equalities Impact Assessment; and to make any minor editing and textual changes to the Proposed Submission Draft of the West London Waste Plan before it is formally published.

5.      Approves the Proposed Submission Draft of the West London Waste Plan as a material consideration for the purposes of development management.

6.      Instructs officers to carry out a minimum six-week public consultation on the Proposed Submission Draft of the West London Waste Plan and the Sustainability Appraisal in compliance with the adopted Statement of Community Involvement, and for officers to report back to a future meeting of Cabinet the outcome of public consultation and recommendations for changes to the Plan prior to its submission for formal examination to the Department for Communities and Local Government.

Reasons for decision

Cabinet received a report which presented the results of the consultation held in February and March 2011 on the West London Waste Plan Proposed Sites and Policies Consultation Document. Cabinet endorsed the removal of two sites within the Borough from the draft Plan, which it deemed inappropriate for inclusion. After due consideration of all the facts, Cabinet approved the draft plan and thanked local residents for their significant involvement during the consultation period, some of who were present at the meeting. Cabinet also sought residents’ continued support as the draft Waste Plan passed through the next consultation stage.

Alternative options considered and rejected

Cabinet could have chosen to amend the draft Plan or not to approve it for the next stage of consultation, which would have resulted in delays in the final adoption of the Plan across West London.

Officer to action:

Jales Tippell –

Planning, Environment, Education and Community Services

RESOLVED:

That the Cabinet:

1. Notes the contents of the report;

2. Strongly appreciates the efforts of local residents groups that have been established in response to the HS2 proposal and reaffirms this Council's commitment to work closely with and support them during the campaign;

3. Instructs officers to continue work on opposing the Government’s current proposals for High Speed Rail, including joint working with the 51M Group, and to report back to Cabinet on any significant issues and;

4. Agrees that should the Secretary of State for Transport decide to pursue the proposal, that the Leader of the Council can take all necessary action in pursuit of the campaign, including legal action, funding and partnerships with any other local authorities / organisations; and furthermore agrees that delegated authority be given to the Borough Solicitor and the Deputy Chief Executive and Corporate Director of Planning, Environment, Education and Community Services to formally implement any actions directed by the Leader.

Reasons for decision

Cabinet received an update on matters regarding the Government’s proposals for High Speed Rail and welcomed the effort by local residents and Hillingdon against HS2 over the last year in campaigning against the proposed route.

Cabinet gave full delegated authority to the Leader of the Council and Chief Officers to effectively and flexibly respond to any Government decision on the matter and, if necessary to take legal action to protect the interests of residents and businesses in the Borough.

Alternative options considered and rejected

None.

Officer to action

Jales Tippell

Planning, Environment, Education and Community Services

RESOLVED:

That Cabinet:

1. Welcomes the principle of a local Armed Forces Community Covenant;

2. Delegates authority to the Leader of the Council to sign up to and establish an Armed Forces Community Covenant between the Borough and the Local Armed Forces Community and;

3. Delegates authority to the Deputy Chief Executive and Corporate Director of Planning, Environment, Education and Community Services, in consultation with the Leader of the Council and local Armed Services, to agree and submit any bids for the Community Covenant Grant Scheme.

Reasons for decision

Cabinet gave its full endorsement to the proposal for a local Community Covenant as an important statement of mutual support between Hillingdon’s civilian community and the local Armed Forces community. Cabinet was proud of the strong ties and support the Council had already given to the military, including ex-servicemen.

Alternative options considered and rejected

None.

Officers to action:

Glenda Greenfield / Lyn Summers

Planning, Environment, Education and Community Services

RESOLVED:

That Cabinet:

1. Accepts the offer of a gift from Spenhill Regeneration Ltd (who are connected to Tesco Plc) in accordance with the provisions of Section 93 of the Local Government Act 2003 and;

2. Delegates authority to the Deputy Chief Executive and Corporate Director of Planning, Environment, Education and Community Services, in consultation with the Cabinet Member for Planning, Transportation and Recycling, to appoint the necessary consultant(s) required as set out in the report.

Reasons for decision

Cabinet agreed to receive a small amount of monies to fund an independent highways consultant as part of the planning process. 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:

James Rodger –

Planning, Environment, Education and Community Services

RESOLVED:

That Cabinet accepts the offer of a gift from Inland Homes 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 assist with the complex planning application process at the former National Air Traffic Services 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:

Matthew Duigan / James Rodger –

Planning, Environment, Education and Community Services

RESOLVED:

That the Cabinet:

1. Notes the findings of the Working Group;

2. Instructs officers to end the arrangement with Emden in Germany by mutual agreement;

3. Agrees, subject to annual review, to maintain an annual budget for town twinning;

4. Notes the Town Twinning Guidelines for the use of resources and;

5. Requests that the Leader of the Council formally assign responsibility, as lead members, for the provision and direction of town twinning jointly to the Cabinet Members for Culture, Sport & Leisure and Improvement, Partnership & Community Safety.

Reasons for the decision

Cabinet received the report of the Working Group set up to review partnership arrangements with Hillingdon’s twinned local authorities. Cabinet agreed to update and refresh the arrangements and provide improved accountability. Cabinet also agreed that support to two authorities within Germany was unsustainable and that the relationship with Emden be ended by mutual agreement. Cabinet endorsed the continued tripartite arrangement with Mantes-La-Jolie (in France) and Schleswig (in Germany).

Alternative options considered and rejected

Cabinet could have agreed to abolish all Town Twinning activity or chosen to explore alternative authorities to twin with.

Officer to action:

Howard Griffin -

Planning, Environment, Education & Community S

RESOLVED:

That Cabinet:

1. Note that, subject to the enactment of the Localism Bill, the financial regime for the HRA will significantly change from April 2012;

2. Note that a further report based on the actual self financing settlement will be brought before Cabinet in February as part of the  2012-13 rent and budget setting process;

3. Agree a broad strategy for the HRA which involves the development of supported housing and planned investment in the housing stock and;

4. Delegate authority to the Chief Financial Officer and Corporate Director of Adult Social Care, Health and Housing, in consultation with the Leader of the Council and Cabinet Members for Finance, Property and Business Services & Social Services, Health and Housing, to agree and submit the Council's response to the Government's draft self-financing determination.

Reasons for decision

Cabinet noted the new financing regime for the Housing Revenue Account and gave its endorsement to making use of this opportunity to develop supported housing accommodation to meeting both service and financial priorities and invest in the existing Council housing stock.

Alternative options considered and rejected

Cabinet had no alternative options as the new regime was to be mandatory in nature.

Officer to action:

Neil Stubbings – Social Care, Health and Housing

RESOLVED:

That Cabinet:

1. Note the forecast budget position for revenue and capital as at Month 6

2. Note the treasury 6 month update at Appendix B and agree the amendment to the 2011/12 Treasury Management Strategy

3. Approve the retaining of agency staff as detailed in Appendix C

4. Approve award of grant funding to the Willow Tree Centre in the form of match funding up to the value of £300k

5. Delegate authority to the Deputy Chief Executive and Corporate Director of Planning, Environment, Education and Community Services, in consultation with the Cabinet Member for Finance, Property and Business Services, to appoint technical consultants for New Years Green Lane in order to action the Cabinet decision of 29 September 2011.

6. Agree to release £50k from contingency to cover the cost of contracting in-house on a temporary basis Haste Hill, Ruislip and Uxbridge Golf Courses. Furthermore, agrees to delegate all necessary decisions in respect of this matter to the Deputy Chief Executive and Corporate Director of Planning, Environment, Education and Community Services, in consultation with the Leader of the Council and Cabinet Member for Finance, Property and Business Services.

Reasons for decision

Cabinet received an update on the Council’s strong financial position and made a number of necessary decisions in relation to the Council’s investment strategy, agency staff and remediation work at New Years Green Lane. Cabinet also approved a grant to the Willow Tree Centre in order for the organisation to expand and grow its services to the community. Furthermore, decisions were made to bring back in-house on a temporary basis three local golf courses to ensure their continued viability.

Alternative options considered and rejected

None.

Officer to action:

Paul Whaymand, Central Services

RESOLVED:

That Cabinet approves the grant of a 125 year lease of The Willows Special School on the terms outlined in this report in order to facilitate the conversion of the school to an Academy.

Reasons for decision

Cabinet agreed the grant of a 125 year lease to the school to facilitate their conversion to Academy status. Cabinet noted that decisions regarding academies are made by the Secretary of State for Education and therefore the Council had no choice other than to progress with the transfer of the premises.

Alternative options to consider and action

None.

Officer to action:

Mike Paterson 

Planning, Environment, Education 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.

RESOLVED:

That Cabinet agrees:

1. To the use of Google Business Applications as the Council’s desktop suite of software as set out in the report;

2. To award Cloudreach Limited a 4 year Desktop Services contract to deliver the agreed applications;

3. To agree to include within the contract documentation a permitted option to extend the contract for two further one year periods, for which approval would be sought from Cabinet, upon completion of the initial four year period;

4. To agree to the release of funds from the ICT Single Development Plan accordingly in the sum of £140,000 for the migration costs and preparatory upgrading of the ICT estate necessary for the project commencement. Annual revenue costs are included in the Council’s base budget for Corporate ICT and;

5. To agree to withdraw the exempt nature of relevant parts of the report solely for Officers of the Council to use to provide public information about this initiative and for other related purposes.

Reasons for decision

Cabinet agreed to move forward with the award of the most economically advantageous desktop services contract to enable the Council to realise the tremendous opportunities afforded by Cloud computing. Cabinet noted that the move would establish a new web-based desktop computing environment with a range of productivity tools and applications that were interoperable.

Cabinet endorsed the strong financial and business transformation case for the move and noted that the procurement process had been undertaken with all due diligence.

Alternatives options considered and rejected

Cabinet could have decided to award the contract to a different bidder or it could have made the decision to defer and not pursue the opportunities of Cloud computing at the present time.

Officer to action:

Steve Palmer -

Planning, Environment, Education 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.

RESOLVED:

That Cabinet:

1)     Agree to the extension of the existing contract with Oasis Filing for a period of one year to provide off site storage as set out in the report.

2)     Note the work undertaken and further work planned to reduce the use of the off site storage contract.

Reasons for decision

Cabinet agreed to a short extension of the current contract in order to provide the Council with flexibility and continued service provision until further work had been completed on future corporate scanning, document management and storage requirements.

Alternative options considered and rejected

Cabinet could have decided to move existing files back into Council premises or re-tender the current contract.

Officer to action:

Steve Smith -

Planning, Environment, Education 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.

RESOLVED:

That the Cabinet:

1. Approve the award of a new two year contract to ASAP Pertemps, with the option for a permitted extension of up to a further two years subject to approval, for the provision of manual / blue collar temporary agency workers at a cost of £1.9M per annum.

2. Approve the use of the Eastern Shires Purchasing Organisation procurement framework for ‘Managed Services Temporary Agency Resources’ to directly award the new contract.

Reasons for decision

Cabinet approved the award of a new two-year contract, via a framework agreement, to cover the provision of manual / blue-collar temporary workers within the Council. Cabinet noted that this enabled the Council to address the impact of the new Agency Worker Regulations.

Alternative options considered and rejected

Cabinet could have continued with the existing contract, extended the current contract or sought competitive tenders for a new contract.

Officer to action:

Mike Talbot –

Central 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. Appropriate Plot A, Belmore Allotments into the Housing Revenue Account for the development of Supported Housing

2. Declare the subject site Plot B Belmore Allotments surplus to requirements

3. Instructs Officers to market the site Plot B Belmore Allotments with the benefit of planning permission and dispose of the site by “informal tender”

4. Delegate authority to the Leader of the Council and the Cabinet Member for Finance, Property and Business Services to decide which informal offer to accept and pursue.

Reasons for decision

Cabinet made the necessary property decisions in relation to the former Belmore Allotments site in order to declare the site surplus and provide the necessary funds to facilitate the wider supported housing programme.

Alternative options considered and rejected

Cabinet could have decided to retain the site for allotment use, sell the site to a Housing Association or use the site itself to develop new Council housing.

Officer to action:

Boe Williams-Obasi

Planning, Environment, Education & 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.

RESOLVED:

That Cabinet:

1. Appropriate Plot 1, Acol Crescent into the Housing Revenue Account for the Council development of Supported Housing

2. Declare the site Plot 2 Acol Crescent surplus to requirements

3. Instructs Officers to market the site Plot 2 Acol Crescent with the benefit of planning permission and dispose of the site by “informal tender”

4. Delegate authority to the Leader of the Council and the Cabinet Member for Finance, Property and Business Services to decide which informal offer to accept and pursue.

Reasons for decision

Cabinet made the necessary property decisions in relation to the Acol Crescent site in order to declare the site surplus and provide the necessary funds to facilitate the wider supported housing programme.

Alternative options considered and rejected

Cabinet could have decided keep the site in Council ownership to develop new Council housing.

Officer to action:

Boe Williams-Obasi

Planning, Environment, Education & 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.

RESOLVED:

That Cabinet agrees the rent set out in the report and instructs the Deputy Chief Executive and Corporate Director of Planning, Environment, Education and Community Services to then commission the Borough Solicitor to complete the appropriate lease documentation.

Reasons for decision

Cabinet considered an application from the South Ruislip Community Association and agreed a lease and proposed rent in accordance with the Council’s Voluntary Sector Leasing Policy. It was noted that the Cabinet Member had met with representatives of the Association at a petition hearing on 9^th November where he had endorsed their proposal for the terms of a new lease.

Alternative options considered and rejected

Cabinet could have chosen not to apply the Voluntary Sector Leasing Policy.

Officer to action:

Greg Morrison -

Planning, Environment, Education 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.

None.

The meeting closed at 7.50pm

IMPORTANT INFORMATION

DECISION AUTHORITY

Meeting after Cabinet, the Executive Scrutiny fully endorsed all of Cabinet’s decisions and they therefore now come into effect from 5pm, Friday 2^nd December 2011.