Agenda and minutes

All Members were present.

No interests were declared by Members present.

The decisions and minutes of the Cabinet meeting held on 17 February 2022 were approved as a correct record.

This was confirmed.

The Chairman of the Public Safety & Transport Select Committee, Councillor Keith Burrows, presented his Committee’s report into Electric Vehicle Infrastructure and Future Policy Direction for the Borough, which was warmly endorsed by the Cabinet.

RESOLVED:

That Cabinet welcomes the Committee’s report and recommendations which seek to both support and provide further strategic direction on the Council’s aims to assist in the Borough’s transition from Internal Combustion Engine (ICE) Vehicles to Electric Vehicles (EV). Furthermore, that Cabinet welcomes the Committee’s support for its recent decision to implement a robust and scalable EV charging infrastructure in the Borough, commencing initially in Council owned car parks.

Short-Term Recommendations (for implementation in the next 6 – 12 months)

1)    That Cabinet seek to increase the transparency of information available on the Council’s website relating to EV charging infrastructure projects and installations to residents.

2)    That Cabinet seek to improve levels of engagement with residents through a mechanism to express their interest in local EV charging provision.

3)    That Cabinet note the objectives of the Council’s Strategic Climate Action Plan, with reference to sustainable transportation and the development of an EV charging action plan that will commit to increasing the availability of EV charge points across the Borough.

4)    That a report be prepared for the relevant Select Committee on an annual basis regarding the implementation of the new EV charge point contract, usage and monitoring data from those newly installed charge points where possible, and the development of EV Infrastructure across the Borough as it progresses.

Medium-Term Recommendations

5)    That Cabinet consider the merits of a more proactive enforcement effort to ensure developers make available suitable EV charging provision in their developments to fulfil their planning obligations.

6)    That Cabinet explore the viability of a policy to ensure equitable use of on-street residential charge points and incorporate EV considerations into the design of future Parking Management Schemes, in advance of any future decision on the feasibility of introducing on-street EV charging points.

7)    In support of the Council’s Strategic Climate Action Plan, that Cabinet endorses plans to replace all diesel-powered vehicles 3.5T and smaller within the Council’s fleet with EVs before 2030.

Longer-Term Recommendations

8)    That Cabinet concurs with the Committee’s findings that, whilst the Council is not wholly responsible at this time for directly providing EV infrastructure or the necessary utilities that support it, with such a societal paradigm shift, the Council should play a leading ‘enabling’ role to ensure that the Borough is working cooperatively with partners and is well prepared for the growing EV demand and the resultant technological, infrastructure and behavioural changes arising.

9)    That Cabinet considers the Select Committee’s long-term horizon findings from its review and the variables it has identified in how current and emerging EV technology and infrastructure may develop and change over time. This is so the Council can be both adaptive and responsive to future requirements and its residents - these have been set out in Annex A to these recommendations.

Reasons for decision

Cabinet received the Committee’s major review report which set out to support the Cabinet and Council in developing its future policies with regard to Electric Vehicles and EV infrastructure within the Borough.

The Cabinet Member for Public Safety and  Transport thanked the Committee for their very important report and welcomed the coverage of their recommendations over the short, medium to long term. The Cabinet Member noted the flexibility of arrangements with the Council’s commercial partner to roll out EV charging points and acknowledged the Council’s role to facilitate the growth in EV infrastructure locally.

The Leader of the Council paid thanks to the Committee for its timely and well written report and requested the Committee closely monitors the implementation of the recommendations going forward.

Alternative options considered and rejected

The Cabinet could have decided to reject some, or all, of the Committee’s recommendations or decided to pursue alternative routes by which to progress the objectives of the review.

RESOLVED:

That the Cabinet:

1.     Agree to progress with the expansion of Meadow High School through the creation of a satellite unit at the unused boarding block at Harefield Academy and the construction of a new classroom block at Meadow High School.

2.     Agree to delegate all future decisions required to facilitate the expansion of Meadow High School to the Leader of the Council, Cabinet Member for Property & Infrastructure and other relevant Cabinet Members, in consultation with the Corporate Director of Place.

Reasons for decision

Cabinet agreed to the expansion of Meadow High School, via a new satellite unit at Harefield Academy, to ensure the provision of increased special school places for pupils in the Borough.

The Cabinet Member for Families, Education & Wellbeing informed the Cabinet that Meadow High School was the largest special school in the Borough and that after these works, there would be a net gain of 98 places for children with special educational needs over the two site, of which the proposal also had the support of the relevant governing bodies.

The Leader of the Council highlighted the important link of this matter to the Council’s recent Safety Valve Agreement with the DfE and the provision of additional school places to educate children closer to their home.

Alternative options considered and rejected

Cabinet could have decided not to progress the proposal and make increased the use of independent and non-maintained school sectors which were more costly.

RESOLVED:

That the Cabinet approve the Council’s Counter Fraud Strategy for 2022 to 2025 as set out in Appendix A.

Reasons for decision

Cabinet approved an updated Counter Fraud Strategy, setting out how the Council would take a zero tolerance approach in the pursuit of the prevention and detection of fraud and corruption and to provide confidence for residents in the protection of the public purse.

The Cabinet Member for Finance noted the work of the Counter Fraud Team to help assert strong financial control and create a strong deterrent effect. The Cabinet Member also informed Cabinet that their performance during the current financial to December 2021, had resulted in savings and loss prevention of £2.47m to the taxpayer.

The Leader of the Council welcomed the work of the Counter Fraud Officers in protecting the interests of the Council and residents.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet approves the Council’s Internal Audit Strategy for 2022-25 as set out in Appendix A.

Reasons for decision

Cabinet approved an updated Internal Audit Strategy setting out how the service will be delivered and developed over the coming years. Cabinet noted the independent assurance role that Internal Audit provides, ensuring the Council maintains effective risk management, corporate governance and internal control processes.

The Cabinet Member for Finance outlined the services the Internal Audit Team provided to the Council and recognised that going forward there would be closer working arrangements with the Counter Fraud Team.

The Leader of the Council expressed the value of the team helping to improve Council services and that this should be viewed organisation wide.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet:

1.     Note the budget monitoring position and treasury management update as at January 2022 (Month 10) as outlined in Part A of this report.

2.     Approve the financial recommendations set out in Part B of this report

a)    Approves the Council’s COVID-19 Additional Relief Fund scheme for passporting the Government’s Business Rates support funding against Business Rates liabilities for 2021/22 as set out in Appendix B.

b)    Approves the creation of a new Earmarked Reserve to fund Jubilee Celebrations, transferring £160k from other reserves at the disposal of Members.

c)    Approve acceptance of gift funding in relation to a Planning Performance Agreement in accordance with the provisions of Section 93 of the Local Government Act 2003 for;

                           I.          Prologis DC6 - £17,500

                         II.          Nestle Canteen - £32,000

                       III.          Lowdham Lodge - £60,000

                      IV.          Bulls Bridge - £20,000

                        V.          Hyatt Hotel - £42,000

d)     Accept a grant award of £18k from Transport for London for cycle training.

e)     Accept the award of £1,581k grant funding from the Department for Business, Energy and Industrial Strategy in respect of the Social Housing Decarbonisation Fund (SHDF).

f)      Agree to a grant award to Ickenham Village Hall Associated Limited for building works on a match funding basis up to a maximum of £30k.

g)    Approve the acceptance of £10k grant funding from DEFRA in relation to Biodiversity Net Gain.

h)    Approve the transfer to the Council of £585,000 by North West London Clinical Commissioning Group (CCG) to support hospital discharge.

i)      Approve the transfer to the Council of £325,000 by North West London Clinical Commissioning Group (CCG) to support children and young people with mental health needs.

j)      Approve the transfer to the Council of £575,000 by Central and North West London NHS Foundation Trust (CNWL) to commission a mental health crisis house pilot.

k)    Ratify the agreement with the Department for Education relating to the Dedicated Schools Grant Safety Valve Agreement, which was signed under delegated authority by the Corporate Director of Finance, in consultation with the Leader of the Council, Cabinet Member for Finance and Cabinet Member for Families, Education & Wellbeing, as set out in Appendix A.

l)      Approve the award of discretionary Section 13a relief to Council Taxpayers who provide accommodation for refugees through the Government’s Homes of Ukraine initiative, where this would otherwise result in an increase in the amount of Council Tax due, with arrangements to be unwound should Government step in to mitigate such increases.

Reasons for decision

Cabinet was informed of the forecast revenue, capital and treasury position for the current year 2021/22 to ensure the Council achieved its budgetary and service objectives.

The Cabinet Member for Finance informed Cabinet that the financial position of the Council continued to be one of financial strength and stability and noted the exceptional pressures relating to COVID-19 which would be covered by central Government funding. The Cabinet Member welcomed that the Council’s savings programme was also progressing well.

A number of financial recommendations were moved by the Cabinet Member, including a new reserve fund for HM The Queen’s Platinum Jubilee celebrations which would cover the costs associated, but also include a contribution of £250 per street party to residents.

In respect of the Dedicated Schools Grant, Cabinet ratified the ‘safety valve’ agreement signed recently with the Department for Education. The Cabinet Member explained the background to the historic budget deficit which related to the growth in the cost of special education needs. The Cabinet Member announced the positive news that the Council would now be able to eliminate the deficit by 2025, which would include receiving a repayment of £25m from the Government along with capital funding to create additional special educational needs places in the Borough. The Cabinet Member thanked the Council officer team in the work they had done to secure the agreement.

Through an addendum circulated to Members, Cabinet also agreed to award discretionary Council Tax relief in order to not financially disadvantage sponsors who claim a single persons’ discount when taking refugees as part of the UK Homes for Ukraine Initiative.

The Leader of the Council welcomed the comprehensive report and the Cabinet Member’s management of the Council’s finances. In respect of the Dedicated School Grant safety valve agreement reached, the Leader paid his thanks to the Chief Executive’s role in helping secure this.

Alternative options considered and rejected

None.

RESOLVED:

That Cabinet: 

1.     Approve the award of a contract for the supply and delivery of ULSD to Certas Energy UK Ltd for a period of 2 years.

2.     Approve the award of a contract for the supply and delivery of ULS Gas Oil to New Era Fuels Ltd for a period of 2 years.

3.     Note the change to the commodity pricing methodology in response to current global events.

4.     Note the impact of the regulatory changes restricting the use of ULS Gas oil to small plant and machinery from 1^st April 2022.

5.     Approve the direct award of a contract to Stuart Autos for Petrol requirements for a period of 2 years.

Reasons for decisions

The Cabinet Member for Public Safety & Transport moved a report, which Cabinet agreed, in order to secure procurement arrangements for the Council’s fuel for its fleet of vehicles used by front line services, such as waste, street cleansing, housing repairs and highways.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet agree to extend the current contracts with the providers set out in Appendix 1 for the Provision of Managed Transportation Services for Adults, Children, Looked After Children and Young People with Special Educational Needs and Adult Social Care Clients to the London Borough of Hillingdon for one year from 28 March 2022 to 27 March 2023 at a total cost of up to £6.68 million.

Reasons for decision

The Cabinet Member for Families, Education and Wellbeing presented a report, which Cabinet agreed, in order to provide continuity of the current transportation contracts for passenger vehicles for those residents in need.

Alternative options considered and rejected

Cabinet considered options as set out in the report.

RESOLVED:

That Cabinet agree to extend the current spot contracts for the provision of homecare and outreach awarded under the Dynamic Purchasing System to those providers set out in Appendix 1 until 26 October 2022 at an annual cost of up to £13.4 million.

Reasons for decision

Cabinet agreed to extend the Home Care and Outreach Contracts that are awarded on a spot basis to different organisations. The Cabinet Member for Health and Social Care noted the demand led nature of social care, where spot contracts would only be used where the main lead providers would be unable take on such services, either due to capacity issues or specialism.

Alternative options considered and rejected.

None.

RESOLVED:

That Cabinet:

1.     Agrees the extension of the existing contract to ensure the continued delivery of high-quality theatre and cultural offer at the Beck Theatre, Hayes, until July 2024 with a 6-month break clause.

2.     Agrees to renew the lease at a peppercorn rent for this extension period on similar terms as current arrangement.

Reasons for decision

Cabinet agreed the extension of the existing contract held by HQ Theatres for the management of Beck Theatre, noting this would enable the Theatre to continue its annual programme of professional theatrical productions, as well as contributing to the Borough’s broader cultural offer. The Cabinet Member for Families, Education and Wellbeing informed Cabinet of the wider economic impact the Theatre delivers to the local economy.

Alternative options considered and rejected

Cabinet considered other options as set out in the report.

RESOLVED:

That Cabinet agrees the grant of a new lease set out in the report, which has been the subject of negotiation with the voluntary sector organisation detailed in this report and instructs legal to complete the legal documentation.

Reasons for decision

Cabinet made a decision regarding a lease renewal for the Hillingdon Foster Carers Association who use the Cowley Meeting Hall, Cowley Recreation Ground. Cabinet’s decision enabled the organisation concerned to benefit from heavily discounted rent as part of the Council's Voluntary Sector Leasing Policy and wider commitment to a vibrant local voluntary sector.

The Cabinet Member for Property and Infrastructure noted the expected additional income from the sub-letting of the premises.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet: 

1.     Approves the remodelling of the former ASHA Day Centre to support the delivery of community services for children, young people and their families through the provision of a Family Hub.

2.     Accept the tender from Swan Contractors Ltd for the provision of Remodelling Works at the Former Asha Day Care Centre for the London Borough of Hillingdon for a 23-week period at the value of £309,741; 

3.     Approve capital release of the project costs of £611,208 from the Refurbishment of Asha Day Centre capital budget within the approved capital programme for the  development works as set out in the report;

4.     Agrees to delegate all necessary future decisions on the project to the Leader of Council and the Cabinet Member for Property & Infrastructure and Cabinet Member for Families, Education & Wellbeing as appropriate, in consultation with the Corporate Director of Place.

Reasons for recommendation

Cabinet gave its approval for the remodelling of the former Asha Day Centre site, Coldharbour Lane, Hayes through the appointment of a works contractor to develop a new Family Hub in Hayes.

The Cabinet Member for Families, Education and Wellbeing welcomed that this would provide an extended offer locally of community support services for children, young people and their families, in collaboration with the Council’s partners, such as health services.

Alternative options considered and rejected

Alternative options were considered by Cabinet as set out in the report.

RESOLVED:

That the Cabinet:

1.     Notes the contents of the Tender Appendix and results of the procurement exercise to secure a developer partner.

2.     Approves Higgins Partnerships 1961 PLC (“Higgins”) as the preferred bidder developer partner for the delivery of the Hayes Estate Regeneration projects and subsequent opportunities allowed for under the Strategic Partnership Agreement.

3.     Grants delegated authority to the Leader of the Council and Cabinet Members for Property & Infrastructure, Environment, Housing & Regeneration and Finance, in consultation with the Corporate Director of Place, to make any further decisions on the final contract terms and to enter into the following agreements with the preferred development partner:

·       Development Agreement;

·       Strategic Partnership Agreement;

·       Any necessary ancillary agreements (including any Building Leases and Head Leases to be entered into in accordance with the terms of the Development Agreement).

4.     Notes the next steps to be taken to facilitate the project.

5.     Notes that any budget virements required for this project will be reported to Cabinet in the usual way to consider as part of the monthly budget monitoring reports, or if required outside this timetable, agrees that they are approved by the Corporate Director of Finance, in consultation with the Leader of the Council and Cabinet Member for Finance and reported back to Cabinet.

Reasons for decision

Following a comprehensive procurement exercised, Cabinet approved the preferred bidder developer partner for the major estate regeneration projects in Hayes. The Cabinet Member for Property & Infrastructure welcomed the new homes to residents that would be provided as part of the project and the broader revitalisation of the area. Cabinet also noted the next steps and provided for delegated authority to finalise the necessary agreements.

Alternative options considered and rejected

Cabinet considered the alternative options that were set out in the report.

No additional items were considered by the Cabinet.

The meeting closed at 7.38pm