Agenda and draft minutes

All Cabinet Members were present.

No interests were declared by Members present.

The minutes and decisions of the Cabinet meeting held on 20 February 2025 were agreed as a correct record.

It was confirmed that items of business marked Part 1 would be considered in public and those marked Part 2 in private.

RESOLVED:

That the Cabinet approve the Counter Fraud Strategy for 2025 to 2028 as set out in Appendix A.

Reasons for decision

The Cabinet Member for Finance and Transformation introduced a refreshed Counter Fraud Strategy for the period 2025 to 2028, noting that the Team had achieved savings of £10.1 million in the current financial year, with notable success in areas such as housing tenancy, temporary accommodation, business rates, and social care. Despite past successes, fraudulent activity in the Borough had not decreased, necessitating continued investment in the team. The Cabinet Member noted that the three-year strategy outlined key objectives, including maximizing loss prevention and recovery, restricting opportunities for fraud and corruption, creating a strong deterrent, and promoting a culture of zero tolerance towards fraud. The strategy also aimed to enhance the Council's reputation through visible counter fraud activities and maintain organisation-wide fraud risk awareness. The team were thanked for their achievements.

The Leader of the Council expressed surprise at the £10 million worth of fraud identified and emphasised the importance of continued investment in the counter fraud team's work.

Cabinet, therefore, approved the Counter Fraud Strategy for 2025 to 2028, which set out the strategic approach to fraud prevention and detection across the Council.

Alternative options considered / risk management

Cabinet could have considered not to have an up-to-date strategy, but noted this would not be compliant with new legislation on failure to prevent fraud and reasonable fraud prevention procedures that need to be in place.

RESOLVED:

That the Cabinet:

1)    Note the delivery of the 2024/25 HRA Works to Stock Programme set out in the report, which has provided essential upgrades to the Council’s housing stock, along with higher energy efficiency standards whilst improving the quality of life of tenants.

2)    Agree the HRA Works to Stock Programme for the 2025/26 financial year, as set out in the report.

3)    Delegate to the Corporate Director of Place, the authority to:

a)    Utilise existing internal or external framework agreements or develop new LBH framework agreements for Cabinet approval, to enable the effective delivery of appropriate works, tenders, and contracts.

b)   Approve project specific works completed using an approved LBH framework or term contract.

c)    Release capital funds for the specific works, as set out in the programme and strictly within approved budgets.

d)   Agree minor variations to specific projects within the programme, subject to agreement from the Cabinet Member for Corporate Services & Property.

e)    Make any other operational decisions required to implement the works agreed by the Cabinet.

4)    Agree that relevant portfolio Cabinet Members receive quarterly summary updates on progress delivering the programme, providing capital releases and also capital spend to date for monitoring purposes and, furthermore, that any contracts entered into by the Director via framework agreement exceeding £750k be reported to Cabinet for information as part of the budget monitoring report.

5)    Agree that any variations to the overall programme or approved programme budget be reported to Cabinet for approval in the first instance.

Reasons for decision

The Cabinet Member for Corporate Services & Property introduced a report on the Forward Housing Investment Programme, highlighting various works and projects, including roofing programmes, window replacements, new kitchens and bathrooms, installation of 1900 new boilers, passenger lift upgrades, door entry and access controls, electrical upgrades, and fire door sets. The programme aimed to improve the estate and the lives of residents, particularly through better insulation, reduction of draughts and damp, and more efficient boilers to save residents money.

The Leader of the Council remarked that it was pleasing for the Council to implement this programme of works alongside a substantial investment in property acquisition. The Leader noted that whilst many social housing providers were limited to either improving existing properties or acquiring new ones, Hillingdon Council was able to do both.

Cabinet, therefore, agreed the significant investment planned for the Council’s housing stock over the coming year and noted what had been achieved over the last year. Cabinet also provided the necessary authority for efficient decision-making in this service area.

Alternative options considered and rejected.

Cabinet could have decided to amend the specific works programme as set out in the report and/or delegations.

RESOLVED:

That the Cabinet:

1.    Note the latest forecast outturn position for both the General Fund and HRA 2024/25 revenue and capital budgets;

2.    Approve the list of revised fees and charges relating to the HRA for 2025/26 as set out in Appendix 4 and explained in paragraphs 30 and 31.

Reasons for decision

The Cabinet Member for Finance & Transformation introduced the monthly budget monitoring report, detailing the projected outturn for the Council's finances for the current financial year ending 31st March 2025, as of month 10. The report indicated a further overspend of £900,000 since month 9, leading to a projected aggregate overspend of £11 million for the full year 2024/25. This would result in reserves of £23.6 million to carry over into the next year. The overspend was mainly due to increased costs in children, families, and education and corporate services, offset by reductions in other areas.

The Cabinet Member advised that the Housing Revenue Account maintained parity with the budget, despite an adverse variance in rental income and increased operating costs, offset by reduced capital financing costs. Capital expenditure in the Housing Revenue Account was £164.3 million, £43.4 million less than budgeted due to project delays. The Dedicated Schools Grant whilst projecting an in-year deficit, showed an improvement of £1.4 million from month 9. To close, the Cabinet Member then advised Cabinet on proposed in-year changes to the fees and charges for the Housing Revenue Account.

The Leader of the Council remarked that the report assured residents of the Council's sound financial management and sustainability. The Leader noted progress in managing the Dedicated Schools Grant deficit and stated that the Council was weathering financial pressures better than many other local authorities.

Cabinet, therefore, noted the latest financial position and agreed a revised set of fees relating to the Housing Revenue Account (HRA).

Alternative options considered and rejected

Cabinet could have chosen to vary the proposed changes to the HRA fees but considered this would impact on the HRA business plan for 2025/26 and thus alter HRA reserves by the end of the year.

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 Leader of the Council introduced the report which provided a public summary of the matters to be discussed in the private part of the Cabinet meeting later, increasing the Council’s transparency.

Alternative options considered and rejected

As set out in the public Cabinet report and also within the private report.

RESOLVED:

That the Cabinet accepts the following tenders for support services following a procurement process:

1.    To the Carers Trust Hillingdon & Ealing for the provision of Carer Support Service (ASC) for 5 years at the value of £519k p.a. from 4^th April, 2025 and at a total value of £2,595k for the initial contract period, and an optional up to 3 years extension period for the value of £1,557k.

2.    To Hillingdon Mind for the provision of a Mental Health Early Intervention/ Prevention Programme (ASC) for 5 years and an optional up to 3 years extension period from 4th April 2025 at the value of £230k p.a. and at a total value of £1,150k for the initial contract period and £690k for the extension period;

3.    To Hillingdon Advice Partnership, a collaboration of the following providers Age UK Hillingdon Harrow and Brent (lead provider) in partnership with 4 locally based and leading not for profit providers who are  Nucleus,  Disability Advice and Support Hillingdon (DASH) and Bell Farm Christian Centre, for the provision of Information Advice Guidance and Wellbeing for adults (Lot 1) (ASC) for 5 years and an optional up to 3 years extension period from 2^nd June 2025 and at a value of £749,831.32 p.a. and at a  total value of £3,749,157 for the initial contract value and £2,249,494 for the extension period;

4.    To People Potential possibilities (P3) for the provision of Information Advice Guidance and Wellbeing for young people/ care leavers and homelessness support (Lot 2) (Children’s Services and Housing Needs) for 5 years and an optional up to 3 years at a value of £164,802 p.a. and at a total value of £824,010 and £494,406 for the extension period;

5.    To People Potential Possibilities (P3) for the provision of Information Advice Guidance and Wellbeing for children and families (Lot 3) (ASC and Children’s Services) for 5 years and an optional up to 3 years from 2^nd June 2025 and at a value of £136,152 p.a. and at a total value of £680,760 and £408,456 for the extension period;

6.    To mobilise the new contracts set out above, that Cabinet agrees to short-term extensions to the existing contracts at a value of £189.5k for the services currently provided as set out in Appendix A.

That Cabinet authorises two direct contract awards as follows:

7.    To Hillingdon Women’s Centre for the provision of domestic abuse provision offering one-to-one casework for women in crisis, empowering them to make safe and informed decisions to reduce the risk of harm for them and their children. The support enables women to become safe, supported, and independent when faced with Violence Against Women and Girls (VAWG) and abuse for a three-year period from 1st April 2025 to 31 March 2028 and at a value of £30k p.a. and at a total value of £90k for the period;

8.    To Home-Start Hillingdon for the provision of emotional and practical support to parents of children up to and including 2 years of age for a three-year period from 1st April 2025 to 31st March 2028 at a value of £120k p.a. and at a total value of £360k for the period;

That in respect of Healthwatch Services, Cabinet agrees to:

9.    Delegate authority to the Leader of the Council, in consultation with the Cabinet Member for Health and Social Care, to authorise any contracts following the retendering of the Healthwatch Hillingdon Service contract for a five-year contract with the option to extend for up to a further three years.

Reasons for decision

The Cabinet Member for Health & Social Care moved a number of recommendations in the report, agreed by the Cabinet, to commission strategic contracts and direct awards for Information, advice, guidance, and wellbeing support from the voluntary sector to promote active, resilient communities and reduce pressure on statutory services. Cabinet also delegated decisions on Healthwatch services. Additionally, ensure a smooth transition in some service areas, short-term extensions of existing contracts were agreed. The Cabinet Member outlined the importance of, and success with, the Council’s work with the voluntary sector.

Alternative options considered and rejected

Cabinet could have decided to cease support to the voluntary sector, but this was rejected due to their valuable early intervention and preventative support in Hillingdon. Bringing services in-house was also discounted as the voluntary sector was better placed to support communities and cost-effective. Not delegating authority for a new Healthwatch contract was not recommended as it could extend interim arrangements and risk breaching statutory responsibilities.

List of short-term contract sub-decisions made by Cabinet, in relation to its primary decision no. 6 set out in Appendix A of the confidential report:

1.    Information, Advice, Guidance and Wellbeing for Adults (Lot 1) (ASC) – noting the budget for the four contracts will mobilise into one contract:

a)    To Age UK Hillingdon, Harrow, and Brent for the provision of a range of services to older people including information, advice, guidance and wellbeing advice; opportunities to socialise and connect (including digitally) for a period of two months from 1^st April 2025 and at a value of £83.33k;

b)   To the Citizens Advice Hillingdon for two Contracts: the provision of benefits, debt, employment, housing and consumer advice, information, and guidance; and a separate mental health needs focused service; for a period of two months from 1^st April 2025 and at the values of £47.5k and £10k;

c)    To the Bell Farm Christian Centre for the provision of information, advice, guidance, and wellbeing support for West Drayton community for a period of two months from 1^st April 2025 and at the value of £16.67k;

d)   To the Disability Advice and Support Hillingdon (DASH) for the provision of advice, information, guidance, and wellbeing support with a particular focus on income maximisation for people with a disability for a period of two months from 1^st April 2025 and at the value of £12.5k;

2.    The following short-term contract extensions relating to the mobilisation lead in time in relation to the advice service for families Lot 3:

e)    To P3 for family advice for a period of two months from 1^st April 2025 and at the value of £12.83k;

f)     To HACS for advice for families where their child has autism for a two-month period from 1^st April 2025 and at the value of £6.67k;

RESOLVED:

That the Cabinet:  

1.    Accept the tender from Handicare Accessibility Ltd for the provision of the lot 1 – stairlifts (straight) supply & installation to the London Borough of Hillingdon for a period of 3 years with options for a further 2 years at an estimated value of £112k per annum (£560k over 3+2 years).

2.    Accept the tender from Handicare Accessibility Ltd for the provision of the lot 3 – stairlifts (curved) supply & installation to the London Borough of Hillingdon for a period of 3 years with options for a further 2 years at an estimated value of £258k per annum (£1,290k over 3+2 years).

3.    Accept the tender from Wessex Lift Company Limited for the provision of the lot 7 – vertical through floor lifts - supply & installation to the London Borough of Hillingdon for a period of 3 years with options for a further 2 years at an estimated value of £128k per annum (£640k over 3+2 years).

4.    Accept the tender from Prism UK Medical Ltd for the provision of the lot 9 – ceiling track hoists - supply & installation to the London Borough of Hillingdon for a period of 3 years with options for a further 2 years at an estimated value of £55k per annum (£275k over 3+2 years).

Reasons for decision

The Cabinet Member for Corporate Services & Property introduced a report to Cabinet, of which the recommendations were agreed, to award four contracts via the YPO stairlifts, step lifts, vertical through floor lifts and ceiling track hoists framework relating to the supply and installation of straight stairlifts, curved stairlifts, hoists, and through floor lifts, funded by the Housing Revenue Account for Council-owned properties and the Disabled Facilities Grant for eligible non-council properties.

Alternative options considered and rejected

Cabinet considered the alternative options as set out in the report, noting that without such contracts in place, there would be delays in installing adaptations for residents.

RESOLVED:

That the Cabinet agree to extend current arrangements for Staying Close and Supported Accommodation services while planning re-commissioning options in the next 12 months, as follows:

a)    For Staying Close, agree an extension of services to:

i)             Emlea Property Services for support services from 1st April 2025 until 30th September 2025 at the cost of £0.261m, with the optional extension until 31st December 2025 at an additional cost of £0.131m.

ii)            Central and North West London NHS Foundation Trust (CNWL) for the “Staying Close” project expansion to support 18 to 21 year olds to provide psychological emotional and therapeutic support to care-experienced young people for the months of August and September 2025 (£0.011m) with an optional extension option until 31^st December 2025 (£0.017m).

iii)          Further, note that the cost of the extensions are fully covered by existing ringfenced grant and that the project team in place to deliver this is also paid 100% from the existing grant and;

iv)          Authorise the Corporate Director of Children’s Services to agree any optional contract extensions set out, in consultation with the Cabinet Member for Children, Families & Education.

b)   For Block Supported Accommodation (formerly called Semi Independent Living) agree contract extensions for 12 months for continued support services to:

                     i)        YMCA St Paul’s Group (YMCA) for the provision for Young People’s Semi-Independent Living support services from 1^st April 2025 until 31^st March 2026 at the value of £0.482m, which includes the support services and forecasts the rents.

                    ii)        People Potential Possibilities (P3) for provision for Young People’s Semi-Independent Living support services from 1^st April 2025 until 31^st March 2026 at the value of £1.200m, which includes the support services and forecasts the rents.

Reasons for decision

The Cabinet Member for Children, Families & Education introduced a report and recommendations, which Cabinet agreed, to extend the current arrangements for supported housing and wrap-around provision for Hillingdon’s young people to ensure continuity of services, support, and compliance with statutory requirements. The Cabinet Member also noted that there was an Ofsted requirement for such accommodation to be regulated.

Alternative options considered and rejected

Alternative options were considered by Cabinet as set out in the report, noting that discontinuing such services would have negative service, statutory and financial consequences.

RESOLVED:

That the Cabinet:  

1)    Declares that Ryfield Caretakers House is surplus to requirements. The Property is shown edged red on the plan at Appendix 1;

2)    Authorise the appropriation of the Property from the General Fund to the Housing Revenue Account, subject to a valuation, and subject to Secretary of State consent under Academies Act 2010;

3)    Authorise officers to apply to the Secretary of State for the Department of Education for consent to appropriate the property and;

4)    Delegates authority to the Corporate Director of Place, in consultation with the Cabinet Member for Corporate Services & Property, to make any further necessary decisions with regard to the project’s implementation

Reasons for decision

The Cabinet Member for Corporate Services & Property introduced a report and recommendations, which Cabinet agreed, to appropriate the Ryfield Caretakers House on Ryfield Avenue in Uxbridge to the Housing Revenue Account which would enable the property, therefore, to be used for much needed local housing purposes.

Alternative options considered / risk management

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

RESOLVED:

That the Cabinet agrees to extend the current contract with Dennis Eagle Limited for the provision of Full Maintenance and Repair to the London Borough of Hillingdon Fleet at Harlington Road Depot for a one-year period from May 2025 to May 2026 and at an estimated cost of £1,831,535, noting an increase of £140,335 (7.7%).

Reasons for decision

The Cabinet Member for Finance & Transformation introduced a report and recommendations, which Cabinet agreed, to extend the current contract for the full maintenance and repair of the Council’s fleet of 295 that are used by a wide range of operational departments including Waste Services, Highways Maintenance, Passenger Transport and Green Spaces to provide essential services to the residents of Hillingdon.

Alternative options considered and rejected

Cabinet considered alternative options as set out in the report, including retendering the service and insourcing, but these were discounted for commercial and cost reasons.

RESOLVED:

That the Cabinet:

1)    Authorises the grant of a 3-year Exclusivity Agreement with Wealdstone Football Club on the terms and conditions as detailed in the report, whilst the club undertake further due diligence and secure additional funding.

2)    Delegate all necessary decisions in relation to the agreement to the Corporate Director of Place, in consultation with the Cabinet Members for Planning, Housing & Growth and Corporate Services & Property to make any further necessary decisions regarding the completion of the agreement.

3)    Agree that if the deal does not proceed for whatever reason, then to consider all alternative options for the two parcels of land and report back to Cabinet.

Reasons for decision

The Cabinet Member for Corporate Services & Property introduced a report and recommendations, which Cabinet agreed, in respect of Wealdstone Football Club and the Council entering into an exclusivity agreement on 2 parcels of land, one adjacent to the former Master Brewer site on Western Avenue and the second, Gutteridge Farm, so the Club could further develop their proposals for a new stadium and training facilities to bring benefits to the area and Borough as a whole.

Alternative options considered and rejected

The Cabinet considered the alternative options set out in the report, such as leaving the sites vacant or marketing them for alternative use, but discounted them at this time.

RESOLVED:

That Cabinet authorise the surrender and regrant of the lease on a higher rent, as detailed in this report and instruct the Corporate Director of Place to complete the appropriate legal documents in consultation with Legal Services.

Reasons for decision

The Cabinet Member for Corporate Services & Property introduced a report and recommendations, which Cabinet agreed, to make the necessary property lease decisions to enable the Endeavour Sea Scouts to utlilise the new Scout Hut built on Moorfield Road, Cowley and benefit from the Council’s established policy of discounted leases for the voluntary sector.

Alternative options considered and rejected

Cabinet considered the alternative options in the report, which included not to grant the lease negotiated or consider alternative uses, but discounted them.

No further items were considered by Cabinet.

The meeting closed at 7.23pm