Agenda and minutes

All Members were present.

Councillor Philip Corthorne declared a non-pecuniary interest in Item 10 (minute 695) as an employee of J Sainsburys and remained in the room during the discussion and vote on the item.

Councillor Philip Corthorne declared a non-pecuniary interest in Item 11 (minute 696) as a Member of the London Housing Consortium and remained in the room during the discussion and vote on the item.

Councillor George Cooper declared a non-pecuniary interest in Item 11 (minute 696) as his wife was a Member of the London Housing Consortium and remained in the room during the discussion and vote on the item.

Councillor George Cooper declared a non-pecuniary interest in Item 13 (minute 699) in light of his property being adjacent to Whitehall Primary School and remained in the room during the discussion and vote on the item.

The minutes and decisions of the last Cabinet meeting held on 20 December 2012 were agreed as a correct record.

This was confirmed.

RESOLVED:

That Cabinet agrees that:

a)                 The proposals for a local referendum on the expansion of Heathrow and associated publicity programme as outlined in the report, be approved.

b)                 The Head of Democratic Services, in consultation with the Leader of the Council, be authorised to act as Counting Officer and implement the referendum proposals.

Reasons for decision

Cabinet re-confirmed the Council’s long-standing campaign and commitment against any further expansion at Heathrow Airport. In light of the Government’s announcement of the Davies Commission to report in the next Parliament with recommendations on the future of aviation, Cabinet agreed to survey, along with partner Boroughs, the level of continuing public support for its position. It was noted that such a referendum style poll would be carried out under the auspices of an independent body.

Alternative options considered and rejected

Under relevant legislation, Cabinet noted that it had various options to conduct such a local poll.

Officer to action:

Lloyd White

Administration Directorate

RESOLVED:

That the Cabinet:

1. Approves the Physical Activity Strategy as set out in Appendix 1.

2. Agrees to adopt the year 1 Action Plan for delivery of the Strategy in Appendix 2.

3. Agrees that Action Plans for following years (from 2013/14) to be determined by the Deputy Chief Executive, in consultation with the Cabinet Member for Community, Commerce and Regeneration.

Reasons for decision

Cabinet approved the Borough’s strategy and associated action plan aimed at increasing levels of sport and physical activity in Hillingdon, particularly among groups not currently sufficiently physically active. Cabinet welcomed the approach towards education and engagement outlined.

Alternative options considered and rejected.

Cabinet could have decided not to adopt a Physical Activity Strategy.

Officers to action:

Priscilla Simpson and Howard Griffin

Residents Services

RESOLVED:

That Cabinet:

1. Approves the Hillingdon Surface Water Management Plan: Evidence Base for the Borough.

2. Authorises officers to publicise the report on the Council’s website and to notify all groups having a particular interest in it.

Reasons for decision

Cabinet approved the Evidence Base for the Surface Water Management Plan for publication and noted that it would help engage residents and other stakeholders in flood risk issues.

Alternative options considered and rejected.

None, as this was a statutory requirement.

Officer to action:

Vicky Boorman

Residents Services

RESOLVED:

That the Cabinet:

1)                 Notes the contents of the Draft Revised Accessible Hillingdon Supplementary Planning Document.

2)                 Approves the Draft Revised Accessible Hillingdon Supplementary Planning Document for public consultation.

3)                 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, any minor editing and textual changes to the Draft Revised Accessible Hillingdon Supplementary Planning Document, before it is formally published.

4)                 Approves the Draft Revised Accessible Hillingdon Supplementary Planning Document as a material consideration for the purposes of development management.

5)                 Instructs officers to report back to a future meeting of Cabinet on the outcome of the public consultation and recommendations for changes to the document prior to its consideration for adoption by full Council.

Reasons for decision

Cabinet agreed to public consultation on an updated Accessible Hillingdon Supplementary Planning Document, following a number of changes in planning policy and legislation pertinent to accessibility and inclusive design, at both the national and local level. It was noted that the updated document allowed for further roll-out of the Council’s trailblazing Brown Badge Scheme for older residents.

Alternative options considered and rejected

Cabinet could have decided to retain the existing Plan, but noted that much of the guidance was out of date and thereby its influence would have been weaker.

Officers to action:

Charmian Baker / Ali Kashmiri

Residents Services

RESOLVED

That Cabinet notes the report on the quality of education in the Borough.

Reasons for decision

Cabinet received a report on the standards and quality of education in Hillingdon schools report, including a summary of performance trends and inspection outcomes for the academic year 2011/12. Cabinet welcomed the improvements that both the Council and schools had made raising attainment reflecting the good quality of education provided by Hillingdon schools.

Alternative options considered and rejected

None

Officer to action:

Julian Kramer

Residents Services

RESOLVED:

That the Cabinet authorises officers to accept the offer of a gift from J Sainsbury's PLC to be used to engage additional temporary staff to provide the discretionary services to J Sainsbury's PLC 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 planning costs associated with the proposed refurbishment of the Sainsbury’s supermarket in South Ruislip. 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 that at a meeting on 7 December 2012, the LHC was formally established as a Joint Committee, pursuant to the Local Government Act 1972, and in accordance with the Cabinet resolution of January 2012, with the London Borough of Hillingdon as a constituent Member.

2.                  Consider the recommendation of the Joint Committee to amend its Constitution to allow 2 Members per authority to be appointed to the Committee and, if agreed, appoint Councillors Corthorne (Executive) and J.Cooper (non Executive) as the London Borough of Hillingdon’s representatives to the Joint Committee until the date of the Local Elections in May 2014 when the appointments will be reviewed.

Reasons for decision

Cabinet made the necessary decisions to ensure Council representation on the London Housing Consortium Joint Committee and to ensure that it operated effectively and lawfully.

Alternative options considered and rejected

Cabinet could have considered withdrawing from the consortium or have recommended an alternative change in representation.

Officer to action:

Lloyd White / Raj Alagh

Administration Directorate

RESOLVED:

That Cabinet:

1.      Note the forecast management budget position for revenue and capital as at Month 8.

2.      Note the treasury Month 8 update at Appendix B.

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

4.      Approves the allocation of £190k from general contingency to Residents Services to fund urgency works to Children’s Homes, which are revenue in nature.

5.      Approves the addition of £693k of Department of Health funding to Social Care and Health revenue budgets to spent on helping people to leave hospital more quickly, get settled back at home with the support they need, and prevent unnecessary admissions to hospital and delegates authority to the Corporate Director of Social Care and Health, in consultation with the Cabinet Member for Social Services, Health & Housing to sign the associated Section 256 agreement.

6.      Submission of a grant application to Transport for London to fund works enabling the Canal and River Trust to deliver improvements to towpaths alongside the Grand Union Canal between Stockley Park and Hayes.

7.      Note the decision of the Deputy Chief Executive and Corporate Director Residents Services, in consultation with the Leader or the Council and Cabinet Member for Finance, Property and Business Services taken on 9 January 2013, to amend fees and charges as detailed in appendix D with effect from 1 February 2013.

8.      Agree to fund further investment of up to £1m to continue upgrading the Borough's highways and pavements from the 2012/13 Capital Priority Growth Budget and;

9.      Agree to utilise £300k of capital contingency funds from the 2012/13 budget to purchase Grounds Maintenance machinery following the decision to bring the service back in-house, enabling the new service to be operational when the growing season starts. Furthermore, Cabinet notes that further investment for this is also proposed as part of the 2013/14 budget.

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. Additionally, Cabinet made a number of decisions in respect of funding for works and social care, accepted a grant to improve canal towpaths and agreed significant additional investment in the Borough’s highways and grounds maintenance operations.

Alternative options considered and rejected

None.

Officer to action:

Paul Whaymand

Finance Directorate

RESOLVED:

That Cabinet:

1. Approves the Housing Strategy 2012-15, the Tenancy Strategy, Tenancy Policy and the review of the Housing Allocation Policy for consultation and;

2. Notes that a further report to Cabinet in April 2013 will present the outcome of consultation with stakeholders and the four documents for formal approval.

Reasons for decision

Cabinet agreed to progress the development of the Borough’s Housing Strategy, Tenancy Strategy, Tenancy Policy and Allocations Policy by agreeing consultation on the broad range of draft documents.

Cabinet welcomed the revised documents setting out the Council’s housing priorities and procedures for allocating social housing in a clear and transparent way. It was noted that following consultation, which would include the views of residents and tenants, the documents would be reported back to Cabinet and Council, where required, for decision.

Alternative options considered and rejected

Cabinet could have decided not to approve the documents for consultation or made amendments to them.

Officer to action:

Neil Stubbings – Residents Services

Paul Feven – Finance Directorate

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.

RESOLVED:

That Cabinet:

1. Notes the progress made with Phases 1, 2 and 3 of the Primary School Expansion Programme and the proposals to address the additional requirement for pupil places in September 2013;

2. Notes the financial pressure which is reported for Bourne Primary School.

3. Agrees to delegate approval to the Deputy Chief Executive and Corporate Director of Residents Services, in consultation with the Leader of the Council and the Cabinet Member for Finance, Property and Business Services, the acceptance of six suppliers for the delivery of Modular Buildings, following the outcome of a Framework tender process.

4. Agrees to delegate approval to the Deputy Chief Executive and Corporate Director of Residents Services, in consultation with the Leader of the Council and the Cabinet Member for Finance, Property and Business Services, the acceptance of six suppliers for the delivery of Temporary Classroom provision, following the outcome of a Framework tender process.

5. Requests that the Chairman of the Executive Scrutiny Committee waives the scrutiny call-in on all these recommendations to ensure the programme can progress swiftly and that the necessary contractual commitments can be met on time.

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 Cabinet accepts the tender from European Asbestos Services Limited for asbestos removal and replacement works in the Council’s buildings and awards a contract commencing on the 1st April 2013 for three years plus provision for extension for a further two years subject to satisfactory performance, and to three months’ written notice of termination for convenience.

Reasons for decision

Cabinet considered the outcome of a competitive tender exercise for asbestos services and agreed the most economically advantageous offer, which had also resulted in financial savings for the Council.

Alternative options considered and rejected

Cabinet could have decided to go back out to the market or use a framework agreement.

Officer to action:

Grant Walker

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 agrees;

1. The appointment of Volker Fitzpatrick Limited to undertake refurbishment works at Oak Farm Library in the sum of £563,162 which form part of the Council’s Libraries modernisation agenda;

2. That Volker Fitzpatrick Limited carry out the additional risk item works associated with any unknown discoveries which are identified during the course of the refurbishment of Oakfarm library, remodelling of the entrance ramp and improvements to the basement area for a sum of up to a maximum of £30,000;

3. To Appoint Mackenzie Wheeler as architects and Gleeds as cost consultants to progress the refurbishment of Harlington Library, subject to budget approval and capital release.

Reason for decision

Cabinet made the necessary contractual decisions to continue the Council’s pioneering Libraries Refurbishment and Enhancement Programme.

.

Alternative options considered and rejected

Cabinet could have decided to delay or cease progress on the programme.

Officer to action:

Mohamed Bhimani – 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. Appoint Greenford Printing Co Ltd (Gpex) for Lot 1 for the provision of printing services to the Council for a period of five years.
2. Delegates to the Chief Executive and Corporate Director for Administration, in consultation with the Leader of the Council and the Cabinet Member for Central Services, the authority to approve the tender award for the appointment of a supplier for the printing of Hillingdon People.
3. Appoints the National Leaflet Company for Lot 3 for the distribution of Hillingdon People for a period of five years.

Reasons for decision

Following competitive tender exercises, Cabinet agreed the contracts for the Council’s main printing service and the distribution of Hillingdon People, which would allow the continuation of a quality service whilst delivering value for money. It was noted that the Council’s flagship resident magazine was the preferred method of communication between the Council and its residents.

Alternative options considered and rejected.

Cabinet could have decided to re-tender or undertake printing on a case-by-case basis, which would have not delivered value for money for taxpayers.

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. Approve the disposal of the 15 flats at Rosedale Court, at Hayes End Library, to be sold on the open market at 80% of market value to buyers meeting the eligibility criteria.

2. Delegate authority for any further decisions in respect of sales and marketing to the Leader of the Council and the Cabinet Member for Finance Property and Business Services, in consultation with the Deputy Chief Executive and Corporate Director for Residents Services.

Reasons for decision

Cabinet agreed to dispose of the flats so that they could be sold to local residents as part of the Council’s policy of increasing home ownership. It was noted that this would help recover the cost of the redevelopment of both the library and flats.

None at this stage

Cabinet could have decided not to dispose of the flats.

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. Authorise the legal transfer of land for residential development in exchange for the provision of a new community centre on adjacent Council owned land.

2. Delegate any subsequent decisions about the site's future to the Leader of the Council and the Cabinet Member for Finance, Property and Business Services in conjunction with the Deputy Chief Executive and Corporate Director of Residents Services.

Reasons for decision

After significant and welcome input from the Skylark Community Association and local residents, Cabinet made the necessary property decisions to provide for a new community centre in the locality.

Alternative options considered and rejected

Cabinet noted that there were various options to sell the land, but agreed that the preferred method of disposal represented best consideration for the Council in delivering this important community facility.

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 writing off of irrecoverable debt of £784,327.46 in respect of National Non-Domestic Rates.

Reasons for decision

Cabinet gave approval for the write-off of irrecoverable debt in respect of certain non-domestic (business) rates valued over £50,000. Such write-offs were required as either the debtor had gone into insolvency or the debt had been statute barred. It was noted that there was no financial cost to the Council as the Government had already allowed for the cost of these write offs in its provision for irrecoverable debts. 

Alternative options considered and rejected

None

Officer to action:

Rob Smith

Finance 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.

No additional items were considered by the Cabinet.

The meeting closed at  7.46pm

IMPORTANT INFORMATION

DECISION AUTHORITY

Meeting after Cabinet, the Executive Scrutiny Committee fully endorsed all of Cabinet’s decisions.

With regard to item 13 (minute 699)– School Capital Programme - to ensure that the programme progressed swiftly and that the necessary contractual commitments could be met on time, all decisions on this item come into effect immediately, following the agreement to waive the scrutiny call-in period by the Chairman of the Executive Scrutiny Committee.

The remaining decisions of the Cabinet come into effect from 5pm, Friday 1 February 2013.