Agenda and minutes

The start of the Cabinet meeting was delayed by approximately 30 minutes due to a Fire Alarm at the Civic Centre in Uxbridge. Cabinet convened swiftly after the all clear was given.

Apologies were received from Councillor Jonathan Bianco.

No interests were declared by Cabinet Members present.

The decisions and minutes of the Cabinet meeting held on 5 January 2023 were agreed as a correct record.

The Leader of the Council advised that the three budget reports would be considered first in public and the agenda re-ordered accordingly, confirming that the remaining reports on the agenda, as marked public and private, would be considered thereafter.

RESOLVED:

That the Cabinet:

1.    Note the budget monitoring position and treasury management update as at December 2022 (Month 9) as outlined in Part A of this report.

2.    Approve the financial recommendations set out in Part B below:

a)    Accept grant funding of £48,500 from the Mayor of London’s Rewild London Fund in respect of the Rewilding the Grove project.

b)   Approve acceptance of £234k for the financial year 2023-24 and £249k for the financial year 2024-25 from the Department for Levelling up, Housing and Communities to deliver the Accommodation for Ex-Offenders programme (AFEO).

c)    Approve the introduction of a supplementary fee of £15 as a one-off charge to customers wishing to upgrade their bin to a lockable bin as part of an enhancement to the Commercial Waste Collection service’s offering.

d)   Note the Council has been awarded £474k by the Department for Levelling up, Housing and Communities to run a Council Tax Support Fund in 2023/24, with a mandatory and discretionary element and approve the Council’s discretionary award.

e)    Accept grant funding of £13,751k from the Department for Business, Energy & Industrial Strategy in respect of the Public Sector Decarbonisation Scheme (Phase 3b).

Reasons for decision

Cabinet was informed of the forecast revenue, capital and treasury position for the current year 2022/23 to ensure the Council achieved its budgetary and service objectives.

The Cabinet Member for Finance firstly apologised for the lateness of the three budget reports on the agenda which were primarily due to a lack of clarity on the local government finance settlement and other factors. The Cabinet Member also notified Cabinet of an addendum that had been published on the capital programme on Item 5, the Medium-Term Financial Forecast proposals.

The Cabinet Member welcomed that the overall in-year position was stable, strong and predictable, with savings on target and benefits being realised from the transformation programme. The continuing pressures from Covid-19 and inflation were explained which the Council had sought to mitigate through earmarked reserves. The importance of maintaining and re-building reserves was indicated as a top priority. The Cabinet Member updated on the Council’s capital programme, Housing Revenue Account and also the Dedicated Schools budget which was projected to reduce its deficit compared to last year.

Other financial recommendations approved by the Cabinet included the acceptance of range of Government grants and the introduction of a new supplementary fee for commercial customers wishing to upgrade their bin to a lockable bin.

Alternative options considered and rejected

None.

(To recommend to full Council)

RESOLVED:

That Cabinet approves for recommendation to Council:

1)    The General Fund and Housing Revenue Account budgets and capital programme proposals for 2023/24 (as detailed in Appendices A, B and C) and beyond, and having taken the consultation responses conscientiously into account outlined in Appendix F Budget Consultation Feedback.

2)    The Capital Strategy, Treasury Management Strategy Statement, Investment Strategy, and Minimum Revenue Provision Statement for 2023/24 – 2027/28 as detailed at Appendix D.

3)    The proposed London Borough of Hillingdon Pay Policy Statement for 2023/24 set out at Appendix E.

4)    That it resolves that Cabinet may utilise the general reserves or balances during 2023/24 in support of functions designated to the Cabinet in line with Part 4 of the Constitution (as set out in Schedule G of the Constitution - Budget and Policy Framework Procedure Rules).

5)    Authorise the Corporate Director of Finance, in consultation with the Cabinet Member for Finance, to respond on behalf of the Council to the consultation on the provisional Local Government Finance Settlement and to the Mayor of London’s budget consultation.

That Cabinet:

6)    Notes the Corporate Director of Finance's comments regarding his responsibilities under the Local Government Act 2003.

Reasons for decision

The Cabinet Member for Finance introduced the budget report and noted that only a relatively small number of changes had been made since the December version that had been out to public consultation. It was confirmed the proposals for Council Tax and the Social Care Precept would remain as published, along with fees and charges.

The Cabinet Member informed Cabinet about improvements in the Local Government Finance Settlement and the Better Care Fund which would help mitigate the use of earmarked reserves in the next financial year. In respect of the capital budget, it was noted the Council would need to incur higher debt service costs due to the lower than projected capital receipts and also a contingency fund required to reflect the increased costs in construction.

The Cabinet Member explained how future levels of Government funding and some grants still lacked clarity of detail at this time, but notwithstanding that, it was welcome that the Council was still able to set a balanced budget for the forthcoming years.

On housing, it was noted that proposed rents would increase by 7%, less than the prevailing rate of inflation and that the budget included proposals for £195m of investment in the Council’s existing housing stock, along with 8,901 brand new homes, over the life of the financial forecast.

In summary, the Cabinet Member welcomed the sound, prudently constructed budget, one which recognised the challenging times, growing demand and reduced levels of government funding, but was carefully balanced by plans to transform and modernise the Council in order to continue to provide key frontline services to residents.

The Leader of the Council proposed some minor amendments to the report’s recommendations to reflect the relevant financial year and beyond, as appropriate, and these were agreed.

Following consideration of the consultation and Select Committee comments, Cabinet, therefore, resolved to recommend its budget proposals to the Council meeting on 23 February 2023 for final consideration.

Alternative options considered and rejected

The Cabinet could have chosen to vary the proposals in its budget before recommending it to Council.

RESOLVED:

That Cabinet:

1. Agrees that the total Schools Budget for 2023/24 be set with an overall deficit of £3,617k when compared to the total of the Dedicated Schools Grant provided to the Council
2. Approve the Primary and Secondary schools funding formula option 2 as preferred by the Schools Forum on 18^th January 2023.
3. Note the Early Years Single Funding Formula allocation, for which consultation was launched with Schools Forum on 18^th January 2023.
4. Approve the Early Years Centrally Retained budget.
5. Approve the Central School Services budget.
6. Note the indicative budget for the High Needs block of £62,084k, which will be presented to Schools Forum on 20^th March 2023 as part of ongoing consultation, additionally noting that the block is also subject to the disapplication request being considered by the DfE for the 0.5% transfer from the schools block.
7. Should any further Council approval regarding the Schools Budget 2023/24 be required, agree to delegate authority to the Cabinet Member for Finance and Cabinet Member for Children, Families & Education, in consultation with the Corporate Director of Finance, to determine under urgency provisions.  

Reasons for decision

The Cabinet Member for Children, Families & Education introduced the report and noted that last year the Council had reached a 5 year agreement with the Department of Education to eliminate the schools budget deficit, which included creating extra capacity for SEND places locally.

The Cabinet Member detailed the various block elements of the schools budget and the consultation status of them with the Schools Forum, where some further consultation was required. It was noted that the overall budget was driven by pupil numbers and that there continued to be demand, and increasing pressure on the high needs block which funds children with special educational needs and was contributing to the deficit. It was noted that a disapplication request had been made by the Council to the Department for Education, not supported by the Schools Forum, in order to transfer some of the schools budget to mitigate the increase in the high needs block and that a response was awaited.

In respect of changes to the Government funding, the Cabinet Member informed Cabinet that there was a Looked After Children factor which would no longer apply and would disadvantage Hillingdon given there was a higher proportion of Unaccompanied Asylum Seeking Children in the Borough. The Cabinet Member, however, welcomed the additional funding for the early years funding block allocation which, along with the early years pupil premium, would benefit local nursery provision.

The Cabinet Member noted that the Council was a high delegator of school budget monies, with the vast majority of funding going directly to schools. Cabinet, therefore, agreed the recommendations as set out in the report.

Alternative options considered and rejected

Cabinet could have decided to recommend that the Schools Forum reconsider the proposed funding for schools.

RESOLVED:

That the Cabinet:

1.     Welcome and concur with the Council motion adopted on 12 January 2023 opposing the extension of ULEZ to Hillingdon and Outer London;

2.     Note the significant impact Hillingdon residents, visitors and businesses will experience from the extension of the ULEZ to Outer London from 29 August 2023 and calls on the Mayor of London to withdraw the scheme and to improve the public transport across the Borough. 

3.     Note the legal powers available to the Council to implement the appropriate action and communication plan.

4.     Agree to receive an update on the Council’s legal position.

5.     Delegate authority to the Leader of the Council and the Cabinet Member for Corporate Services to oversee the plan and take all necessary decisions to oppose the Mayor of London's decision, including any necessary expenditure to deliver the Plan.

6.     Authorise the Corporate Director of Central Services to formally implement any actions as directed by the Leader of the Council and/or Cabinet Member for Corporate Services.

7.     Agrees to receive reports back on the matter, as and when required, to update the Council and residents.

Reasons for decision

Cabinet received a report regarding the Mayor of London’s expansion of the Ultra Low Emission Zone to Outer London, which had been requested by Full Council on 12 January 2023.

The Cabinet Member for Corporate Services updated Cabinet on the increasing number of local authorities and local Members of Parliament expressing concern. The Cabinet Member welcomed the decision earlier that day by the Council, along with other London local authorities and Surrey County Council to launch a Judicial Review of the Mayor’s decision. The Cabinet Member thanked the Council’s Interim Head of Legal Services for his work in this regard.

It was explained that the report before Cabinet would enable the Council to maximise the powers at its disposal to take action to protect and keep local residents informed and ably stand up to the Mayor of London’s actions. The Cabinet Member believed that the mitigation measures proposed by the Mayor fell very short of being of any benefit to residents and that those with non-compliant cars had contacted the Council giving examples of how their livelihoods would be affected. It was explained that consequences of this were also concerning, particularly for elderly people, who may become more isolated and less independent without a car, thereby relying further on local services. The Cabinet Member considered it an unwarranted tax on the people of Hillingdon.

The Cabinet Member viewed the pollution and air quality narrative communicated by the Mayor of London as misleading, citing the two main pollution measures TfL used in their own report where Hillingdon was performing better than what TfL had considered a risk element, and notwithstanding Heathrow Airport ‘s location in the Borough. It was also noted that TfL’s own submission stated there would be negligible benefits of having such low emissions zones in outer London boroughs such as Hillingdon.

The Cabinet Member closed by explaining how Hillingdon has been at the forefront of tacking air quality for many years, notably through its opposition to the expansion of Heathrow.

The Leader of the Council cited the concerns that had been seen from residents regarding the proposals and that Hillingdon’s air quality was generally of a good standard. The Leader expressed his pride that the Council had come together, along with other local authorities, to challenge the Mayor and thanked the Council’s Interim Head of Legal Services for his work leading this legal action, which would also include looking at the Mayor’s own powers to put up signage and cameras trespassing on the Borough’s land.

Alternative options considered and rejected

Cabinet could have decided to do nothing in response to the Mayor of London’s plan, but considered the Council had a primary duty to represent residents affected.

RESOLVED:

That the Cabinet:

1.    Approves Hillingdon Library Service’s draft Strategy 2023-27 in Appendix 1 for consultation;

2.    Agrees as part of this, to consult on new tiered library opening hours as set out in the report and;

3.    Agrees to receive the final Library Strategy 2023-2027 at a later meeting, informed by the findings from the proposed consultation process.

Reasons for decision

Cabinet agreed to consult on a draft library service strategy which would set out

a clear vision for the service for the next five years along with proposals for updated tiered opening hours at libraries.

The Cabinet Member for Residents’ Services noted how the strategy would keep libraries at the heart of the Borough’s communities, not only with good access to books and digital service, but to provide a broader programme of community activity in the coming years, supporting residents’ health and wellbeing.

The Cabinet Member thanked the Library and Communication Teams in preparing the readable draft strategy and the Leader of the Council welcomed the investment in libraries by the Council.

Alternative options considered and rejected

Cabinet could have decided to have no strategy in place, or propose alternate opening times for libraries.

RESOLVED:

That Cabinet:

1.    Approves for public consultation the proposal to decommission Harlington library;

2.    Notes the equalities impact assessment and the measures proposed to mitigate the adverse effects of any decision to close the library;

3.    Agrees to consider the findings of the consultation at a future Cabinet meeting in order to decide on the future of Harlington library and notes that a further equalities impact assessment will be commissioned ahead of any final decision.

Reasons for decision

Cabinet agreed to consult on the decommissioning of the Harlington Public Library. The Cabinet Member for Residents’ Services noted that the library was unique and that, in essence, it was a school library that operated as a public library. The Cabinet Member noted that the library was located on the grounds of Harlington School and, as a result, students at the school were the largest user as evidenced by the equalities impact assessment.

The Cabinet Member explained that the school was being rebuilt with a brand new library further inside the school site and away from the public highway and, subject to the consultation, the Council proposes to gift the current public library stock to the school. It was further noted that there were alternative libraries nearby and that the mobile library service would continue to serve the residents in the area.

Alternative options considered and rejected

Cabinet considered, but discounted other options for the future of Harlington Library, including reduced library opening hours, making it volunteer-run and seeking an alternate location for the reasons set out in the report.

RESOLVED:

That Cabinet:

1.    Note the outcome of the consultation findings, consider and give full regard to the outcome when making a decision on the proposal.

2.    Consider the comments made by the Children, Families & Education Select Committee at their meeting on 4 January 2023 which considered the outcome of the consultation and endorsed the proposals.

3.    Agree to implement the proposal to reduce the Published Admission Number for Coteford Infant School from 81 to 60 from September 2024, which will also reduce the distance priority radius from 1000m to 750m in line with the Council’s admissions arrangements and note that in accordance with the School Admissions Code, Admissions Authorities must determine their admissions criteria by 28 February 2023.

4.    Note that the Cabinet Member for Children, Families & Education, in consultation with the Executive Director of Education and SEND, supports the proposals submitted following formal consultation from the following non-community schools to reduce their Planned Admissions Numbers by 30 each as their consultations did not raise serious issues or objections: 

·         Grange Park Infant and Nursery School from 120 to 90

·         Grange Park Junior School 120 to 90. 

Reasons for decision

Following consultation, Cabinet agreed to change the Published Admissions Number of Coteford Infant School, a local authority maintained school, from September 2024 along with a reduction in the distance priority radius from 1000m to 750m in line with the Council’s admissions arrangements.

The Cabinet Member for Children, Families & Education expressed the need to ensure sufficiency in school places and that there was also a need to eliminate the financial constraints of existing Published Admissions Numbers, where the evidence showed a continued and sustained reduction in admissions. It was noted that this would help avoid any future deficits arising in school budgets.

The Cabinet Member also noted the Council’s support of two non-maintained schools that also wished to reduce their Published Admissions Number.

Alternative options considered and rejected

Cabinet could have decided not to amend the Published Admissions Number, but considered this would not meeting the Council’s duties insofar as education and could lead to the school suffering financial pressures.

RESOLVED:

That Cabinet note the reports to be considered later in private and Part 2 of the Cabinet agenda and comment on them as appropriate for public information purposes.

Reasons for decision

The Cabinet Member for Residents Services’ drew Cabinet’s attention to the report on the proposed redevelopment and re-build of the Northwood Hills Library. Furthermore, the Cabinet Member noted the proposed report seeking to continue the popular waste weekends used by residents in the south of the Borough.

Alternative options considered and rejected

These were set out in the public Cabinet report.

RESOLVED:

That the Cabinet:  

1.    Approves the development proposals to rebuild the Northwood Hills Library site and the residential development as outlined in the report;

2.    Authorises the disposal of the site to Hillingdon First Ltd (The Council’s wholly owned development company) for the re-development of the site as set out on the site plan and agrees that the Council will buy back the new library and;

3.    Delegates all future decisions regarding the re-development of the Northwood Hills Library site to the Leader of the Council and the Cabinet Member for Property, Highways & Transport and/or Cabinet Member for Residents’ Services as appropriate, in conjunction with the Corporate Director of Place. 

Reasons for decision

The Cabinet Member for Residents’ Services introduced the report, which Cabinet agreed, to deliver new library facilities and housing in Northwood Hills with an overall development that would make the best use of the Council’s assets for the benefit of local residents.

Alternative options considered and rejected

Cabinet could have refurbished the existing library which it deemed uneconomical or close the library but discounted this, as it was a popular facility used by residents.

RESOLVED:

That the Cabinet accept the single tender from Crayon Limited for the provision of Microsoft Licences and associated technologies linked to Microsoft 365 services via the Technology Services 3 Framework RM6100 to the London Borough of Hillingdon at the cost of £2,786,836 from 1 March 2023 to 28 February 2026.

Reasons for decision

The Cabinet Member for Corporate Services introduced the report, which Cabinet agreed, for the renewal of the Council’s Microsoft licences and associated technologies used by ICT, council staff and in the support and transformation of services to residents.

Alternative options considered and rejected

Cabinet could have tendered for alternative technologies, but this was discounted as not commercially viable at this time.

RESOLVED:

That the Cabinet agree to extend the current contract with Powerday PLC for the provision of ‘Waste Weekends’ at Tavistock Road, West Drayton to the London Borough of Hillingdon for a two-year period from January 2023 to December 2024 and at the estimated cost of £2,165k for the period.

Reasons for decision

The Cabinet Member for Residents’ Services introduced the report, which Cabinet agreed, to continue the popular waste weekend service at Tavistock Road, West Drayton and ensure residents living in the south of the Borough to continue to have easy access to a local site for the disposal of bulky waste and recycling.

Alternative options considered and rejected

Cabinet could have undertaken a competitive tender or closed the service, but discounted these due to the lack of available sites and the negative impact on both residents and the environment.

RESOLVED:

That the Cabinet agrees to extend the current contract with Quality Care and Recruitment Solutions (the service will be provided under the subsidiary of Mental Health First) for the provision of Section 12 Doctor Assessments and Best Interest Assessor Assessments to the London Borough of Hillingdon to 31 March 2025 (a period of two years and three months) and at the cost of £751,873.50 for the period.

Reasons for decision

The Cabinet Member for Health & Social Care introduced the report, which Cabinet agreed, to extend the current contract for the provision of statutory assessments to support adults in care or hospital and lack mental capacity to consent to their care and other arrangements. The Cabinet Member welcomed the contractual savings that had been achieved by officers.

Alternative options considered and rejected

Cabinet could have considered tendering for the services, but given delays in the legislative timetable with new laws relating to such assessments, it was deemed not feasible.

RESOLVED:

That Cabinet:

1.    Declares the freehold interest in Brookside Adult Education Centre, Park Road, Uxbridge, UB8 1NP, edged red on the plan at Appendix A surplus to requirements. 

2.    Approves the sale of the freehold interest in Brookfield Adult Education Centre subject to the existing 25-year lease to Orchard Hill College (OHC) which commenced on 25 July 2022.

3.    Authorises the Council to enter into a Rental Guarantee for either a 10 or 25-year term, in order to ensure best value is secured in disposing of the freehold, as determined by the Corporate Director of Place, in conjunction with the Cabinet Member for Property, Highways and Transport.

4.    Delegates all future decisions regarding this disposal to the Cabinet Member for Property, Highways & Transport, in conjunction with the Director of Place.

Reasons for decision

The Leader of the Council introduced the report, which Cabinet agreed, to dispose of the former Brookfield Adult Education Centre, Park Road, Uxbridge subject to the existing lease in place.

Alternative options considered and rejected

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

RESOLVED:

That the Cabinet:

1.            Accept the tender from Brilliant Parents for the provision of a parenting support and development programme to the London Borough of Hillingdon for a three-year period from 1^st April 2023 to 31^st March 2026 at the value of £345,606. 

2.            Furthermore, agrees that this includes the provision to extend the contract for a four-year period (seven years in total), delegating approval of any extension to the Leader of the Council and Cabinet Member for Children, Families & Education, in consultation with the Executive Director of Children and Young People's Service. 

Reasons for decision

The Cabinet Member for Children, Families & Education introduced the report, which Cabinet agreed, for a contract for the parenting support and development service the Council provides. The Cabinet Member noted that this would support local families to deal with behaviour which is challenging in their children.

Alternative options considered and rejected

Cabinet could have decided to bring the service in-house or discontinue it, but discounted these options due the lack of ability to provide the service internally and that it was a service in need locally by families.

RESOLVED:

That the Cabinet approves:

1.    The award of a building works contract to Fullers Builders Ltd for works outlined in this report at the Battle of Britain Underground Bunker at a cost of £889k;

2.    The virement of £76k from the 2022/23 General Capital Contingency budget to fund the increase in project costs at the Battle of Britain Underground Bunker;

3.    The capital release request of £1,246k from the Battle of Britain Underground Bunker 2022/23 budget, inclusive of the virement (recommendation 2) to carry out phase 2 water ingress works.

Reasons for deecision

The Leader of the Council introduced the report, which Cabinet agreed, to appoint a contractor to undertaken remedial works to prevent further water ingress and safeguard the Battle of Britain Bunker as a national asset.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet

1.    Approves a temporary extension of the existing contract with Medequip Assistive Technology Limited for the provision of the Community Equipment Service to the London Borough of Hillingdon pending implementation of a new contract (to allow for full mobilisation). The period is from 1 April 2023 on a rolling basis up to the 30 June 2023 at a cost of £125,000 per month. 

2.    Accepts the tender from Nottingham Rehab Limited (trading as NRS Healthcare) for the provision of a Community Equipment Service to the London Borough of Hillingdon for a five-year period from contract commencement date 1 April 2023 (or shortly thereafter) at a cost of £11.78m for the period.

3.    Furthermore, agrees that this includes the provision to extend the contract for up to two further years (7 years in total), delegating approval of any extension to the Leader of the Council and Cabinet Member for Health and Social Care in consultation with the Executive Director, Adult Services and Health. The extension is at a cost of £4.712m for the period.

4.    Approve the Council’s continued membership of the London Community Equipment Consortium, led by the Royal Borough of Kensington and Chelsea at an estimated cost of approximately £9,500 pa.

Reasons for decision

The Cabinet Member for Health & Social Care introduced the report, which Cabinet agreed, and appoint a contractor for the Community Equipment Service following a competitive tender exercise across London, managed by the Royal Borough of Kensington and Chelsea. An amendment was moved to recommendation 2, approved by the Cabinet, to provide service continuity options.

Alternative options considered and rejected

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

No additional items were considered by the Cabinet.

The meeting closed at 8.27pm