Agenda and draft minutes

Apologies were received from Councillor Eddie Lavery.

No interests were declared by Members present.

The minutes and decisions of the Cabinet meeting held on 7 November 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.

RESOLVED:

That the Cabinet: 

1)    In coming to a decision, has regard to the 292 responses and 2 petitions from the consultation in response to the proposed closure;

2)    Agrees the closure of the Specialist Resourced Provision for children with Physical Disabilities at Coteford Infant School.

Reasons for decision

The Cabinet Member for Children, Families & Education introduced the report, asking the Cabinet to consider the proposals to close the physical Disability special resource provision (SRP) at Coteford Infant School. This proposal was put forward due to the falling demand for places at the school, which had itself requested a reduction. It was noted that children with physical disabilities fully attended the mainstream school with individual access arrangements as per their EHCPs. Furthermore, that it was expected that all schools would be fully inclusive of children with physical disabilities, complying with DDA standards.

The Cabinet Member noted that the pupils at Coteford Infant School, who had physical disabilities, attended mainstream classes 100% of the time and only left class for specific therapies embedded in their individual EHCP plans. Unlike other schools, Coteford did not have a separate physical space for SRP; all pupils were fully integrated into the classrooms.

The Cabinet Member outlined how the Council had been focusing on SEND education for several years, conducting a sufficiency review and formulating plans for new schools and units. Discussions with Coteford Infants had begun in February 2024, revealing that SRP pupils were already fully integrated with their mainstream peers. The consultation on the proposal started on September 25th and ended on October 25th, garnering significant interest from stakeholders, including two signed petitions and questions at full Council in November.

The proposal had been presented to the Children's, Families and Education Select Committee, whose comments were included in the Cabinet agenda. At that meeting, officers had assured that any proposed closure of the SRP would not impact the support provided to children with EHCPs and that the school would continue to receive the same level of funding for these pupils. The Cabinet Member emphasised that funding followed the child, determined by their EHCP, rather than the school.

The Cabinet Member praised Coteford Infant School as a shining example of successful integration of children with special educational needs into a mainstream setting. The Leader of the Council also acknowledged residents' concerns but emphasised that the vision in the Hillingdon local area SEND and alternative provision strategy aimed to spread Coteford's best practice to other schools, ensuring all schools were inclusive and children attending could form local connections.

Following all due consideration of the consultation and the petitions received, the Cabinet agreed to the closure of the Special Resource Provision at Coteford Infants School at the end of the academic year 2024/25.

Alternative options considered and rejected

Cabinet could have decided to keep the SRP open, but considered this not suitable due to lack of demand and the expectation that mainstream schools should meet the needs of children with Physical Disabilities. Cabinet could have also decided to change the type of SRP, but noted that the school declined the offer due to lack of space and preference against alternate specialist provision on site.

RESOLVED:

That the Cabinet approve the Education Strategy 2024-29.

Reasons for decision

The Cabinet Member for Children, Families & Education introduced a report on the Council’s new education strategy, outlining the main priorities for the education team for maintained and Academy schools, early years, and further education providers in Hillingdon for the next five years. It was noted that the vision was for all young people to prepare for adult life while being educated. The three priorities were: ensuring high-quality, supportive, and inclusive learning for every child and young person; preparing children for adulthood; and addressing key issues that put some children at risk of educational underachievement.

The Cabinet Member noted that the strategy process had begun in 2022, with officers working through turbulent years and new challenges, and being a five-year plan, aimed at long-term goals. It was reviewed by the Children's Family and Education Select Committee in November 2024, with comments included in the Cabinet papers.

The Cabinet Member thanked Abi Preston, her team, and Michael Hawkins for their contributions. The Leader of the Council also expressed gratitude to the officers and acknowledged the Chief Executive's role passing on the feedback.

Cabinet agreed the Council’s Education Strategy

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet:

1. Have regard to the 12 responses from the consultation;
2. Agree the proposal to expand the current age range of the Specialist Assessment Base for 3-5 years olds at Ruislip Gardens Primary School to include 2-year-olds when appropriate and necessary in exceptional circumstances. 

Reasons for decision

The Cabinet Member for Children, Families & Education introduced a report to consider the outcome of the consultation regarding extending the age range of the specialist assessment base at Ruislip Gardens Primary School. This proposal was due to the increasing number of children with special educational needs and the progression to educational healthcare plans. Early identification would allow the Council to place children in the appropriate school settings early in their educational journey and gauge demand.

The Cabinet Member advised that the base was currently available to three to five-year-olds at Ruislip Gardens Primary School, and the proposal sought to expand the age range to include two-year-olds in exceptional circumstances. The consultation had run during September and October of this year, inviting stakeholders to participate. Cabinet considered the consultation and agreed the proposal.

Alternative options considered / risk management

None.

RESOLVED:

That the Cabinet consider the consultation responses and agree:  

1)    That the age range of Colham Manor Primary School may be lowered from 3-11 years to 2-11years;

2)    That the age range of Field End Infant School may be changed from 3- 7 years to 2-7 years; and

3)    That the age range of Minet Infant and Nursery School may be changed from 3-7 years to 2-7years.

Reasons for decision

The Cabinet Member for Children, Families & Education introduced a report to consider the outcome of the consultation with regards to lowering the age range for three schools. Column Manor, Field End infants and Minet Infants and Nursery schools. It was noted that in April 2024, the Government had expanded the early years entitlements with an aim to support families and parents to return to work if they needed or wanted to. The proposed offer was to enhance the parental choice as the schools provided a different model compared with current childcare providers. Cabinet considered the consultation responses and agreed the proposal.

Alternative options considered / risk management

Cabinet noted that if the school's age range was not lowered, eligible two-year-olds could struggle to secure childcare, and the Council could fail to meet its statutory duty.

RESOLVED:

That the Cabinet approves the application for a licensed deficit for the schools outlined within this report.

Reasons for Recommendation

The Cabinet Member for Children, Families & Educationintroduced a report on setting a licence deficit budget for certain schools in the Borough. It was explained that maintained schools had a duty to provide a balanced budget, but in exceptional circumstances, a school may end up with a deficit budget. In such cases, the school, with the agreement of the Governors, must notify the local authority to request a licence deficit budget, allowing the school to function and reposition itself for the future.

The Cabinet Member advised that this year, the number of schools posting a deficit had increased from five to six for the 2024-2025 period. Finance officers and education advisors continued to meet with these schools to monitor, support, review, and work on financial plans. Some schools had struggled to achieve a balanced budget due to under-subscription of pupil numbers or the need for guidance in rebalancing expenditure.

The Leader of the Council thanked the Cabinet Member for compiling this and the previous education related reports and appreciated the additional effort by the staff. The recommendations were agreed upon.

Alternative options considered / risk management

None, as a Licensed Deficit was required for schools proposing to set an in-year deficit.

RESOLVED:

That Cabinet, following consideration of the consultation responses, recommends to Full Council the adoption of the updated Statement of Gambling Policy.

Reasons for decision

In the absence of the Cabinet Member, the Leader of the Council introduced a report on the Council’s Statement of Gambling Policy. The Leader noted that the Council was obliged to publish the Statement of Gambling Policy, which had been subject to renewal and refreshing. With those changes incorporated, Cabinet agreed the proposal to recommend it to full Council for adoption.

Alternative options considered / risk management

None, as an updated Policy was required to be adopted to meet the Council’s statutory obligations.

RESOLVEDL

That the Cabinet notes the activities underway across services and with partners to support older people in Hillingdon.

Reasons for decision

The Cabinet Member for Health & Social Care introduced a report on the Older People’s Plan, detailing developments in services for older residents. It was explained that the services mentioned were covered through the existing budget setting process, with no additional costs arising and that the report served to reaffirm the Council's commitment to supporting older residents.

In response to national cuts in winter fuel payments, the Cabinet Member detailed how the Council had introduced three new initiatives using the Household Support Fund to support pensioners. Details were available on the Council's website, and assistance was provided for navigating the online application. The fund was also used to provide food and meals through the support service, and warm welcome centres offered free hot drinks and a nominated health champion to signpost other services.

The Cabinet Member then noted the exemplary falls prevention partnership, which had been formed in January, including partners from public health, CNWL, Age UK, Hillingdon and adult social care. Brunel University had evaluated the programme, with 74% of respondents reporting improved balance and 80% reporting better control over falls. It was also noted that Age UK had secured £1.7 million for older residents and conducted face-to-face appointments with 1,544 residents through the befriending service, significantly improving their mental health.

The Cabinet Member thanked the Health and Social Care Select Committee for their comments. Cabinet noted the report.

Alternative options considered / risk management

None.

RESOLVED:

That the Cabinet:

1)    Approve the draft General Fund and Housing Revenue Account budgets and Capital Programme proposals for 2025/26 (as detailed in Appendices A and B) and beyond as the basis for consultation with Select Committees and other stakeholders subject to incorporating changes set out on the addendum sheet;

2)    Approve the proposed amendments to fees and charges to take effect in 2025/26 included in Appendix C, as the basis for consultation with Select Committees and other stakeholders subject to incorporating changes set out on the addendum sheet;

3)    Request the comments of individual Select Committees on the draft budget proposals relating to their areas of responsibility;

4)    Note that the Provisional Local Government Finance Settlement is awaited from HM Government and the output from these will be factored into the final 2025/26 budget proposals to be considered by Cabinet in February 2025;

5)    Authorise the Corporate Director of Finance, in consultation with the Cabinet Member for Finance & Transformation, 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;

6)    Authorise the Chief Executive, in consultation with the Corporate Director of Finance and the Chief Operating Officer, the Leader of the Council and Cabinet Member for Finance and Transformation to develop specific savings proposals to meet (as a minimum) the savings currently identified as Target Operating Model savings;

7)    Note the significant risks associated with this budget strategy in relation to the forecast level of reserves as set out in this report; and

8)    Note the budget monitoring position and treasury management update as at October 2024 (Month 7), noting the actions proposed by officers as outlined in Section 3 of this report.

9)    Delegate authority to the Cabinet Member for Finance and Transformation (in consultation with the Corporate Director of Finance) to approve the purchase of grounds maintenance equipment to be funded from this year’s budgeted capital contingency.

10)Approve the revision to the Council’s leisure Fees & Charges for 2024/25 as set out in Appendix C on the addendum effective from 1 December 2024.

11)Approve the revision to the Council’s Filming Fees & Charges for 2024/25 as set out in Appendix D on the addendum effective from 1 January 2025.

Reasons for decision

The Cabinet Member for Finance and Transformation introduced a report on the Cabinet’s budget proposals for 2025/26 for consultation and provided an update on the latest budget monitoring position. The report addressed the financial budget for the upcoming financial year 2025/26 and outlined the medium-term financial strategy for a five-year period. This report was to be submitted for public consultation and to select committees for their comments, subject to Cabinet approval.

The Cabinet Member highlighted the challenges in formulating the budget due to several factors, including a 70% decrease in central government funding since 2011, population growth in Hillingdon exceeding the national average without corresponding funding increases, and static levels of business rates income. The Chancellor's autumn budget statement had added further pressure with announced increases in employers' National Insurance and the national minimum wage, which were expected to increase costs for outsourced contracts. Legacy inflation and sustained higher interest rates continued to depress economic confidence, leading to increased demand for frontline services, particularly in social care, housing, homelessness, and asylum seekers.

The Cabinet Member noted that the provisional local government finance settlement for 2025/26 had not yet been received, creating uncertainty regarding government grant funding, business rates, and the details of the autumn budget statement. It was reported that budget overspends among councils in England were expected to amount to £6.2 billion over the next two financial years, with many authorities seeking exceptional financial support from central government.

Regarding the budget monitoring position for month 7, the Cabinet Member advised that this had indicated a further overspend of £2 million, bringing the total overspend for the 2024/25 financial year to £8.9 million and a fuller analysis would be provided at a future Cabinet meeting.

For the next year's budget and the forecast for the following four years, the Cabinet Member explained that it was necessary to create a strategy to absorb cost pressures while rebuilding reserves. Two viable options were considered: increasing income or reducing expenditure. Given the stagnation of government grant and business rates income, the only material driver for income was Council Tax. However, any proposals for a substantial increase in Council tax were not proposed, because of the Council’s policy of low taxation. Instead, a fundamental remodelling of the Council's operating model was selected, aiming to deliver £25 million worth of savings across the term of the medium-term financial strategy (MTFS). The proposals, therefore, included a 2.99% increase in core Council Tax and a 2% increase in the social care precept for 2025/26, while maintaining one of the lowest levels of Council tax in London. Fees and charges were proposed to be increased by 5% to catch up on underlying delivery costs, keeping them modest compared to neighbouring authorities.

The Cabinet Member explained that the budget forecast was cautious regarding changes in government grant funding and business rates. Inflation was expected to add significantly to the Council’s cost base, with demand-led growth, primarily in waste, adult social care, homeless prevention, special education needs, transport, and looked-after children.

It was noted that the proposed savings programme, comprising outputs from zero-based budgeting and the reform of the target operating model, was expected to yield £65.2 million across the five-year term. Proposed capital expenditure programme amounted to £342 million across the five-year term. Regarding the housing revenue account, the Cabinet Member advised that rents were proposed to be increased by 2.7%. Furthermore, that proposed capital expenditure on the housing stock was set at £745 million across the five-year term.

The Cabinet Member moved an addendum with some minor changes to the report, along with updated fees and charges for consideration as part of the public consultation, along with in-year charges to be agreed by Cabinet that evening on film local services and leisure services.

For full transparency, the Leader of the Council emphasised that whilst fees and charges were generally proposed to be uplifted by 5%, parking fees and charges were proposed to be raised above that level, yet that despite that proposed increase, the parking charge per hour would remain lower than in neighbouring boroughs, keeping the rates competitive in London.

Cabinet considered the Council’s proposed budget for 2025/26, including Council Tax, housing rents, and fees and charges and agreed for the proposals to be issued for consultation, before returning in February for final consideration and determination by the Full Council. Cabinet agreed other matters in relation to the Council’s in-year budget.

Alternative options considered / risk management

The Cabinet could have decided to vary the proposals set out in the report.

RESOLVED:

That the Cabinet:

1)    Notes the contents of the Infrastructure Funding Statement (IFS) 2023/24.

2)    Agrees that the IFS can be published on Hillingdon’s website by 31^st December 2024.

3)    Delegates any minor amendments prior to publication to the IFS to the Director of Planning and Sustainable Growth, in consultation with the Cabinet Member for Planning, Housing and Growth.

Reasons for recommendation(s)

The Cabinet Member for Planning, Housing & Growth introduced a report on the Council’s Infrastructure Funding Statement for the financial year 2023-2024. It was noted that this Statement was required under regulations to demonstrate transparency and accountability in the use of developer contributions, and how these funds were effectively used to support sustainable growth and improve the lives of residents.

It was noted that the report had been recently reviewed by the Residents’ Services Select Committee, whose comments and insights were greatly appreciated. Following their feedback, key areas for improvement included enhancing transparency, implementing new RT systems, and ensuring future funding was utilised as efficiently as possible.

The Cabinet Member commented on some of the highlights from the report which included significant sums being allocated to projects such as the new Platinum Jubilee Leisure Centre in West Drayton and various community infrastructure initiatives through the Chrysalis Fund. The Council had also spent £1.3 million on projects including affordable housing, air quality improvements, local park enhancements, community enhancements, and investments in apprenticeships, training, and skills development in the construction sector. It was noted that the largest single contribution was £3 million towards the Council's Section 106 Carbon Offset Fund from a new data centre under construction in Hayes. Cabinet agreed the recommendations in the report.

Alternative options considered / risk management

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 its decision on 14 September 2023 in relation to the “Hillingdon 0-19 Core Offer to Children Young People and their Families”, and the request for a further report to determine the future provision for the nurseries.

2)    Authorises the grant of a 15-year lease at Nestles Avenue, South Ruislip, and Uxbridge Early Years Nurseries, on the terms and conditions as detailed in this Cabinet report regarding the future provision of the nurseries.

3)    If the preferred bidder does not complete within the timescale proposed, agrees that officers may, subject to recommendation four, proceed to the next bidder.

4)    Delegates all necessary future decisions required regarding the lease to the Corporate Director of Place, in consultation with the Cabinet Member for Corporate Services & Property and the Corporate Director of Adult Social Care & Health.  

Reasons for decision

The Cabinet Member for Corporate Services & Property introduced a report, of which the recommendations were agreed, to the granting of a lease to operate nurseries at three sites, ensuring continued childcare delivery. This move would remove the Council's subsidy on the nurseries and increase capacity, supporting the national expansion of Early Years Entitlements for working parents. This had followed Cabinet’s decision in 2023 decision to seek alternative provision for the services.

Alternative options considered and rejected

Cabinet could have decided to continue operating the nurseries as they are or increase nursery fees to cover costs.

RESOLVED:

That Cabinet formally approves writing off £3,096,180.19 in respect of individual irrecoverable Non-domestic Rates debt as set out in the report.

Reasons for decision

The Cabinet Member for Finance & Transformation introduced a report, of which the recommendations were agreed, to write-off individual cases of non-domestic debt over £50k which were deemed irrecoverable, either through no possibility of recovering the debts or uneconomical to undertake further action.

Alternative options considered and rejected

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

RESOLVED:

That the Cabinet:

1)    Noting the projected savings that the Council may achieve, gives approval to the establishment of a Special Purpose Vehicle (SPV) to be owned by the Council and to the acquisition of the Care Home as set out in the report to be operated by the SPV and instructs officers to:

a.    Complete all necessary due diligence in respect of the acquisition to ensure that the Council complies with all legal, regulatory and commercial requirements for the purchase and operation of the care home and to:

b.    Complete a detailed Business Case for the establishment of the SPV to support the acquisition and operation of the Care Home (and such other future opportunities for business as are considered appropriate) in accordance with Article 2 of the Local Government (Best Value Authorities) (Power to Trade) (England) Order 2009.

2)    On completion of the above, agrees to delegate authority to the Leader of the Council, in consultation with the Cabinet Members for Health & Social Care and Corporate Services & Property and on the advice of the Corporate Director for Finance and the Corporate Director of Adult Social Care & Health to approve the Business Case if satisfied that the proposed acquisition will enable the Council to achieve best value in accordance with section 3 of the Local Government Act 1999, and to make all necessary decisions in relation to establishing and funding the Special Purchase Vehicle including shareholder designation and the acquisition and operation of the care home.

3)    Agree to the appointment of a care home operator on the Council’s behalf, and delegates authority for any decision to award an operating contract to the Leader of the Council, in consultation with the Cabinet Member for Health & Social Care and on the advice of the Corporate Director for Finance and the Corporate Director of Adult Social Care & Health.

Reasons for decision

The Cabinet Member for Corporate Services & Property introduced a report, of which the recommendations were agreed, to progress a project to increase the capacity of nursing beds in the Borough and made the necessary property and commercial decisions and delegations to proceed with the project to deliver it.

Alternative options considered and rejected

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

RESOLVED:

That the Cabinet accept the tender from Mysons Ltd for the provision of the Window and Door Reactive Replacement, Repair and Service Contract to the London Borough of Hillingdon for a period of 5 years with the option for a further 2 years at the total value of £2.5m.

Reasons for decision

The Cabinet Member for Corporate Services & Property introduced a report, of which the recommendations were agreed, for a long-term contract forreactive repairs and planned window and door replacements in Hillingdon's social housing portfolio which would improve the Council’s housing stock.

Alternative options considered and rejected

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

RESOLVED:

That Cabinet:

1)    Notes the requirement to expedite the acquisition and refurbishment of residential properties for social rented housing within the Housing Revenue Account (HRA), in line with the Council’s agreed policy and budget strategy to acquire 500 additional social rented homes over the next three years, with this contract meeting a material element of the strategy.

2)    Agrees that subject to satisfactory performance of the pilot scheme and review of the services delivered (as provided by the Corporate Director of Place to the Leader of the Council and Cabinet portfolio holders concurring with this), along with noting the outcome of the procurement exercise set out in this report, to authorise the Corporate Director of Place to agree a contract award to Madison Brook (Group) Limited for an initial 2-year term with options to extend for a further 1+1+1 years;

3)    Delegates authority to the Corporate Director of Place, in consultation with the Leader of the Council and Cabinet Member for Corporate Services and Property, and Cabinet Member for Planning, Housing and Growth to agree any extension of the Property Acquisition and Refurbishment Service Contract as set out above.

4)    Requests the Corporate Director of Place, in consultation with the Corporate Director of Finance, to develop the governance framework for approval of property purchases or leases under this programme as well as robust budget and contract management, and for the process to be agreed by the Cabinet Members for Corporate Services and Property and Planning, Housing and Growth, prior to commencing this contract.

5)    Subject to that framework being agreed by the Cabinet Members, delegates authority to the Corporate Director of Place, in consultation with the Corporate Director of Finance to make the necessary decisions, acting within that governance framework and within their respective remits, including decisions on purchase prices, refurbishment costs and other fees or costs, decisions on due diligence work required on the purchase of property, and release of capital funds within the approved budget.

6)    Notes that Officers have secured in principle agreement for grant funding from the Greater London Authority (GLA) to support the programme to acquire additional residential properties, as set out in paragraph 10. GLA Grant Funding. 

Reasons for decision

The Cabinet Member for Corporate Services & Property introduced a report, of which the recommendations were agreed, to consider a contract for the purchase and refurbishment of Council properties to a lettable standard, subject to the outcome of the pilot project. It was noted that this was in support of the Council’s housing objectives. Cabinet also made the necessary delegations to ensure efficient decision-making.

Alternative options considered and rejected

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

No further items were considered by Cabinet.

The meeting closed at 7.38pm