Agenda and draft minutes

Apologies were received from Councillor Martin Goddard

No interests were declared by Members present.

The minutes and decisions of the Cabinet meeting held on 25 July 2024 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. The Leader of the Council drew the public’s attention to the preview of confidential reports available for greater transparency of Council business.

RESOLVED:

That the Cabinet:

1)    Agrees that public consultation will be undertaken on the introduction of a Public Spaces Protection Order prohibiting private hire vehicle and taxi vehicles waiting on the roadside near Heathrow Airport.

2)    Receives a further report when the consultation has concluded and an equality impact assessment has been prepared to decide whether to introduce a Public Spaces Protection Order and, if so, the scope of that Order.

Reasons for decision

The Cabinet Member for Residents’ Services introduced a report on options to reduce the impact of taxis and private hire vehicles waiting in residential streets near Heathrow Airport. The Cabinet Member outlined the plan for a consultation on a proposed Public Spaces Protection Order (PSPO) to improve the lives of residents in the wards surrounding Heathrow Airport by controlling the waiting of private hire vehicles in this area. This issue had been a long-standing nuisance, with 4,775 Fixed Penalty Notices (FPNs) issued for other offences by these vehicles in the last 12 months, and 93 complaints received since April via the Heathrow Nuisance Portal. The Cabinet Member noted that the problem had grown since private hire vehicles began obtaining business via apps, and that now included some licensed taxis. Both groups had waiting facilities within the Airport’s boundary, but often chose not to use them.

The Cabinet Member explained that the proposed PSPO would prevent private hire vehicles from waiting in the three wards surrounding the airport: Heathrow Villages, Pinkwell and West Drayton. This approach was preferred over extending parking controls, which would impact residents and require an observation period. The PSPO would make it an offence for any vehicle used for hire or reward purposes to park or wait within the restricted area unless collecting or dropping off passengers, residing in the area, or if the business was based there. The PSPO would require no observation period and could be enforced by fixed or mobile cameras. The results of the consultation would return to Cabinet for a final decision. The Cabinet Member thanked Richard Webb, the Director of Community Safety & Enforcement, for his work on the paper.

Cabinet agreed to the consultation and the Leader of the Council welcomed the development, noting the significant impact of waiting vehicles on residents and the limitations of current enforcement methods.

Alternative options considered / risk management

Alternative options considered by the Cabinet, but discounted, were to maintain the status quo, more engagement with the taxi trade or further parking restrictions on vehicles waiting in streets near the airport.

RESOLVED:

That Cabinet notes highlights against the Carers’ Strategy delivery plan activity for 2023/24 and the priorities for 2024/25.

Reasons for decision

The Cabinet Member for Health & Social Care presented a report, which Cabinet noted, highlighting key developments in the Carers Strategy Delivery Plan, which also supported the joint Health and Well-Being Strategy and the Better Care Fund Plan. A draft of the report had been discussed with the Health and Social Care Committee and the Cabinet Member thanked their comments. The Cabinet Member noted that the 2021 census showed 22,465 people identified as carers in the Borough, a number believed to have risen. Furthermore, in March, 563 adult carers were surveyed with a 30% return rate, showing 34% could take a break from caring for more than 24 hours, up from 20% in 2021/22 and higher than the England average of 16.7%.

The Cabinet Member explained that the main support for carers was through the Carer Support Service contract between the Council and Carers Trust Hillingdon. In respect of the work done to support carers over the last year, the Cabinet Member pointed out this had included 2,596 short breaks, 56 residential weekends for young carers, 144 family members attending trips, 29 holiday activity sessions, 91 carers receiving crisis counselling and 207 receiving family support.

Additionally, it was welcomed that a new information pack had been produced for carers and that carer leads were now re-established in all 41 GP practices across the Borough. In respect of carer assessments, the Cabinet Member noted that the Council had conducted 875 assessments, including 244 by the Carers Trust. In 2023/24, 4,789 carers in the Borough received respite or care services, with an increase in direct payments from 170 to 204, along with carer benefits secured for 233 families - the highest since the contract had begun.

The Cabinet Member welcomed that the Carers Strategy Delivery Plan demonstrated a shared commitment to supporting carers across the Council, NHS and its other partners. Cabinet noted the report.

Alternative options considered / risk management

None were considered by the Cabinet.

RESOLVED:

That the Cabinet:

1)    Agrees to a public consultation for the draft Statement of Gambling Policy to take place between 13th September 2024 and 25th October 2024.

2)    Notes that a further report will be submitted to Cabinet, post consultation, highlighting any consultation responses for Cabinet to consider for inclusion in the final policies.

3)    Notes that the Statement of Gambling Policy is then required to be referred to the full Council for adoption as a policy framework document.

Reasons for recommendation

The Cabinet Member for Residents’ Services introduced the draft Statement of Gambling Policy, which was being reviewed in accordance with legislative requirements. The Cabinet Member explained that no significant changes were proposed, and the revisions were primarily a matter of tidying up existing provisions. It was noted that the Policy would ultimately need to be adopted by the full Council as part of the Council’s policy framework. Cabinet, therefore, agreed to undertake a six-week public consultation on the draft policy and receive a further report back.

Alternative options considered and rejected

None, as Cabinet noted that there was a legal requirement under the Gambling Act 2005 to review the policy every 3 years.

RESOLVED:

That the Cabinet:

1.    Note the update provided and the approach being taken in reviewing the financial position for 2024/25.

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

1. Note the request to continue existing operational arrangements with The Forward Trust and Farol whilst new contracts are agreed, and formal governance approved.
2. Approves a public consultation exercise on the Council’s local Council Tax Reduction Scheme with a view to reforming the scheme with effect from April 2025, and delegates authority to the Chief Executive, in consultation with the Leader of the Council and Cabinet Member for Finance, to agree the detailed consultation proposals for publication.

Reasons for decision

In the absence of the Cabinet Member for Finance, the Leader of the Council read a statement from him. The statement noted that the report before Cabinet did not provide new financial information but instead described the ongoing budget process, which would lead to a comprehensive update soon. The Cabinet Member’s statement explained that the Council was currently facing financial pressures due to increased demand for services like housing, social care, and asylum provision and the impact of inflation, constrained by central Government grant funding. It was further stated that an intensive zero-based budgeting exercise was underway, examining processes and cost structures, identifying options for income maximisation, structural consolidation and efficiency savings. The new Corporate Director of Finance was assessing these options, with results to be reported in October as part of the month five budget monitoring process.

In respect of the other financial recommendations in the report, the Leader of the Council moved these for consideration, which Cabinet agreed. These related to the continuation of two contracts following the new financial controls put in place and the proposal to start a public consultation on potential revisions to the Council Tax Reduction Scheme.

Alternative options considered and rejected

None.

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

These were set out in the public Cabinet report.

RESOLVED:

That the Cabinet:  

1)    Notes that Cabinet on 15^th February 2024, having regard to the Equalities Impact Assessment and the benefits of a step free, one-floor library and taking into account the views expressed by library service users, agreed to the relocation of Uxbridge Library from UB8 1HD (High Street, Uxbridge) to UB8 1UW (Middlesex Suite & Civic Centre, Uxbridge) subject to satisfactory planning approval being granted and the closure of the existing site at a time to be determined by the Cabinet Member for Residents’ Services.

2)    Notes that planning permission was granted on 16 July 2024 for the relocation of Uxbridge Library to the UB8 1UW (Middlesex Suite Civic Centre Uxbridge).

3)    Declares that following the relocation of Uxbridge Library to the Civic Centre, that the library at UB8 1HD (High Street, Uxbridge) will be surplus to requirements due to access and equality issues and no further use for the asset by alternate Council services due to an inability to resolve CO2e emissions issues and the lack of evacuation lifts. The property is shown edged red and edged blue on the plan at Appendix 1;

4)    Authorises the unconditional sale of Uxbridge Library on the open market on the terms and conditions as detailed in this report.

5)    Authorises a deed of variation and licence to assign the lease of part of Uxbridge Library on the terms and conditions set out in this report. The lease comprises the first and second floor of 12 High Street Uxbridge dated 12 June 1987 the demise is shown edged blue on the plan at Appendix 1.

6)    Delegates the future sale and all necessary decisions regarding the disposal to the Corporate Director of Place, in consultation with the Cabinet Member for Property, Highways & Transport and the Cabinet Member for Residents’ Services.

Reasons for decision

Cabinet noted its decision earlier in the year to relocate Uxbridge Library nearby to the Civic Centre site in Uxbridge, with planning permission for this granted in July. Cabinet agreed that the current library would be surplus to requirements upon the opening of the new library, due to access and equality issues, and therefore, authorised its sale on the open market and delegated the future sale decision.

Alternative options considered / risk management

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

RESOLVED:

That the Cabinet:  

1)    Accept the tender from Powerday PLC for the removal and processing of bulky items and street cleansing material and the collection and processing of excavated material from the borough’s cemeteries on behalf of the London Borough of Hillingdon for a four-year period from 1 November 2024 to 31 October 2028 and at the total value of £4,728,121.

2)    Furthermore, agree that this includes the provision to extend the contract for a two -year period, delegating approval of any extension to the Leader of the Council and Cabinet Member for Residents’ Services, in consultation with the Corporate Director of Place.

Reasons for decision

Following a procurement process, Cabinet agreed to accept a tender for the removal and processing of bulky items and street cleansing material, as well as the collection and processing of excavated material from the Borough’s cemeteries.

Alternative options considered / risk management

These were considered by Cabinet, as set out in the confidential report.

RESOLVED:

That Cabinet:

1)    Agrees to extend the contract with Caterplus Services Ltd for the provision of Social Care Catering Services in the following services which the Council directly provide: 4 Extra Care settings, 3 Early Years services and catering staff for Queens Walk Adult Resource Centre. Cabinet agrees that this is for a period of 18 months from the 23 March 2024 to the 22 September 2025 at an estimated cost of £1,375k in line with the revenue budget, noting that cost savings are expected to be made from transformation work over the period of the contract.   

2)    Delegates authority to the Corporate Director of Adult Social Care and Health, in consultation with the Cabinet Member for Health and Social Care or Cabinet Member for Children, Families & Education as appropriate, to vary the contract in order to make incremental transformative changes to promote independence for residents and to maximise efficiencies and achieve the budget savings target, within these catering services with the intention to change and reduce dependency on these services where appropriate.

Reasons for decision

Cabinet agreed to the extension of the catering contract for key social care and nursery establishments and agreed to progress with changes to the catering services provided to ensure efficiency and promote independence for residents.

Alternative Options considered and rejected

Cabinet could have decided not to provide catering services, consider alternate procurement approaches or charge residents the full cost of the meals.

RESOLVED:

That the Cabinet:

1. Accept the tender from MOTUS VAUXHALL for a one-off purchase to supply 7 x Diesel Small Vans (L2H1), 2 x Diesel Small Vans (L2H1 inc tow bar and chapter 8), 23 x Diesel Medium Vans (L2H1) at a total cost of £814,000.

2. Accept the tender from RENAULT for a one-off purchase to supply 9 x Diesel Medium Vans L2H2 at a total cost of £259,290.

3.  Accept the tender from MOTUS MAXUS for a one-off purchase to supply 2 x 3.5 Tonne High Top Van L3H3, 2 x Diesel Caged Tippers with Tool Pod, 10 x 3.5T Diesel Tippers with Tool Pod, 1 x Diesel 3.5T Tipper, 3 x Diesel 3.5T Tippers with Tail Lift, 3 x Diesel 3.5T Beavertail Vehicles at a total cost of £748,476.

4. Accept the tender from FIAT for a one-off purchase of 2 x Diesel 3.5T tipper at a total cost of £62,610.

5. Delegate authority to the Corporate Director of Finance, in consultation with Cabinet Member for Finance, to purchase up to 32 electric vehicles at a total cost of £1,142k.

6. Approve the capital release of £3,329k to purchase the fleet vehicles from the 2024/25 Purchase of Vehicles budget (Appendix A).

Reasons for decision

Cabinet agreed a suite of contracts to replace the Council’s fleet of vehicles which were reaching the end of their serviceable life and, as of September 2023, were subject to daily ULEZ fees. Cabinet noted that this would also ensure the fleet was more environmentally friendly.

Alternative options considered and rejected

Cabinet could have continued to operate the existing fleet for a further short period of time, or hire/lease replacement vehicles, which was discounted for not providing value for money.

RESOLVED:

That the Cabinet:  

1)    Declares that the land opposite 90 Pembroke Road Ruislip HA4 8NX is surplus to requirements. The Property is shown edged red on the disposal plan at Appendix 1

2)    Authorises the unconditional sale of the freehold interest in the Property on the open market.

3)    Delegates authority to the Corporate Director of Place, in consultation with the Cabinet Member for Property Highways & Transport, to make any further necessary decisions with regard to the disposal.

Reasons for decision

Cabinet agreed to proceed with the sale of the freehold interest in the land opposite 90 Pembroke Road Ruislip, agreeing that it was not required to support any services.

Alternative options considered and rejected

These were considered by Cabinet, as set out in the confidential report.

Item 8 – Monthly Budget Monitoring Report was agreed as a late item and considered in Public. There were no further additional items considered by the Cabinet.

The meeting closed at 19.22pm