Agenda and draft minutes

CABINET - Thursday, 10th November, 2022 7.00 pm

Venue: Committee Room 6 - Civic Centre, High Street, Uxbridge UB8 1UW. View directions

Contact: Mark Braddock - email:  mbraddock@hillingdon.gov.uk 

Items
No. Item

1.

Apologies for Absence

Minutes:

Apologies were received from Councillor Eddie Lavery.

2.

Declarations of Interest in matters before this meeting

Minutes:

No interests were declared by Members present.

 

3.

To approve the minutes of the last Cabinet meeting pdf icon PDF 489 KB

Minutes:

The minutes and decisions of the Cabinet meeting held on 13 October 2022 were agreed as a correct record.

 

Statement of Record

The Interim Head of Legal Services advised Cabinet that he had today written to the High Court advising them that the Council’s decision of 4 August 2022 relating to the Council’s early years centres had been withdrawn.

4.

To confirm that the items of business marked Part 1 will be considered in public and that the items of business marked Part 2 in private

Minutes:

It was confirmed items to be considered in public and private were as set out on the agenda.

 

5.

Monthly Council Budget Monitoring Report: Month 6 pdf icon PDF 540 KB

Minutes:

RESOLVED:

That the Cabinet:

1.    Note the budget monitoring position and treasury management update as at September 2022 (Month 6) as outlined in Part A of the report.

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

a)    Approve acceptance of £191k grant funding from the Department for Environment, Food, and Rural Affairs (Defra) for costs associated with the delivery of new post-Brexit port health authority functions at the Heathrow Imported Food Office.

b)   Note the virement of £916k from the general capital contingency fund to the Uxbridge mortuary extension project.

c)    Accept a grant of £43.5k from Groundwork London in respect of the Crane Valley Project Fund.

d)   Ratify an Emergency Contract Decision taken on the 27 October 2022 by the Interim Chief Executive, with the agreement of the Leader of the Council, to vary Lot 2 of the recently approved Framework for Home Care and Outreach Services by Cabinet on 1 September 2022. 

 

Reasons for decision

 

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

 

The Cabinet Member for Finance introduced the Month 6 report, as of 31 September 2022, welcoming the stability, dependability and strength of the Council’s financial position and noted the benefits that were beginning to be delivered from the Council’s transformation programme.

 

The Cabinet Member informed Cabinet of the continued Covid-19 legacy pressures which were being absorbed by earmarked reserves, similarly with inflationary pressures, but he welcomed the positive financial movement from other factors such as the reduction of NI costs and the robust re-negotiation of contracts. It was also noted that the Council’s forward purchasing strategy for energy had shielded the Council from the increased costs, and further noted that the public sector pay settlement had now been taken into account within the Council’s finances.

 

The Cabinet Member welcomed that savings targets were on track to be delivered and updated Cabinet on the status of the Council’s capital programme and also housing capital funding, where projects would be re-phased over future years in due course. In respect of the Dedicated Schools Grant, it was highlighted that the projected year end deficit was showing a further reduction.

 

 

 

A number of financial recommendations were moved by the Cabinet Member and agreed by Cabinet, including ratification of an Emergency Contract Decision in respect of the procurement framework for homecare and outreach services, the acceptance of grants for the Crane Valley Project and the Imported Food Office at Heathrow.

 

The Leader of the Council thanked the Cabinet Member and Finance Officers for their stewardship of the Council’s finances.

 

Alternative options considered and rejected

 

None.

 

Relevant Select Committee

Finance & Corporate Services

Expiry date for any scrutiny call-in / date decision can be implemented (if no call-in)

Cabinet’s decisions 2 (a) and 2 (b) can be called-in by 5pm, Friday 18 November 2022. The remaining decisions are for noting or ratification and cannot be called-in.

Officer(s) to action

Andy Evans

Directorate

Resources

Classification

Public - The report and any background papers relating to this decision by the Cabinet are available to view on the Council's website or by visiting the Civic Centre, Uxbridge.

 

Urgency provisions this report was issued less than 5 clear days before the Cabinet meeting and agreed by the Chairman to be considered under urgency provisions.

 

 

 

6.

Public Preview of matters to be considered in private pdf icon PDF 374 KB

Minutes:

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.

 

In respect of the proposed playground refurbishment contract decision later in the private part of the meeting, the Leader noted a highly erroneous media story arising from this agenda item, that had stated the Council was to close 23 playgrounds. The Leader stated that there was no truth in this, and that entirely the opposite was being proposed, with the Council planning to invest in and refurbish the 23 playgrounds instead. Leader expressed his dissatisfaction at the state of clickbait journalism.

 

With regard to the proposed boiler replacement programme contract decision later in the private part of the meeting, the Leader welcomed the Council’s plans to invest in the housing stock to deliver a range of benefits including a reduction in carbon emissions and a reduction in heating costs for tenants.

 

Alternative options considered and rejected

 

These were set out in the public Cabinet report.

 

Relevant Select Committee

Expiry date for any scrutiny call-in / date decision can be implemented (if no call-in)

This matter is not for call-in, as noting only.

Officer(s) to action

Mark Braddock

Directorate

Central Services

Classification

Public - The report and any background papers relating to this decision by the Cabinet are available to view on the Council's website or by visiting the Civic Centre, Uxbridge.

 

 

7.

Playground Refurbishment Contract

Minutes:

RESOLVED:

 

That the Cabinet approves the tender from Kompan Ltd for the provision of the design, replacement and installation of playground equipment for the London Borough of Hillingdon for a four-year period from 1 December 2022 date to 31 December 2026 and at the estimated value of £1,600,000.

 

Reasons for decision

 

Following a procurement exercise, Cabinet approved a contract for the planned refurbishment of 23 of the Borough’s 150 playgrounds and welcomed the significant investment being put in by the Council for the children and residents of the Borough.

 

Alternative options considered and rejected

 

Cabinet could have decided not to refurbish the playgrounds, resulting in their ultimate closure or instead used ad hoc contractors which would have affected the ability to deliver a planned programme of refurbishment.

 

Relevant Select Committee

Residents’ Services

Expiry date for any scrutiny call-in / date decision can be implemented (if no call-in)

5pm, Friday 18 November 2022

Officer(s) to action

James Bell

Directorate

Place Directorate

Classification

Private - Whilst the Cabinet's decisions above are always made public, the officer report relating to this matter is not because it was considered in the private part of the meeting and contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it in accordance with Section 100(A) and paragraph 3 of Part 1 of Schedule 12 (A) to the Local Government Act 1972 (as amended).

 

 

8.

Approval to establish a new Dynamic Purchasing System for Transportation Services for Children

Minutes:

RESOLVED:

 

That the Cabinet:  

 

1)    Approves the continuation of the Dynamic Purchasing System (DPS) framework  for passenger services in order to effectively manage its’ significant procurement activity over the next seven years, noting that the new DPS’ initial term will run from April 2023 and be for a 4-year period

 

2)    Furthermore, agrees that that this includes the provision to extend the DPS for a further 3-year period, delegating approval of any extension to the Leader of the Council and relevant Cabinet Member(s), in consultation with the Executive Director of Adult Services and Health

 

Reason for decision

 

Cabinet agreed to continue with a Dynamic Purchasing System for the provision of transport for children with special educational needs and disabilities, both in and out of  Borough to school.

 

The Cabinet Member for Children, Families and Education explained how this system would maintain an established pool of transport suppliers to ensure market availability and best value for the Council.

 

Alternative options considered and rejected

 

Cabinet could have consider using a closed framework, but considered this would have provided a lack of competition and reduced available supply.

 

Relevant Select Committee

Children, Families & Education

Expiry date for any scrutiny call-in / date decision can be implemented (if no call-in)

5pm, Friday 18 November 2022

Officer(s) to action

Jan Major / Sally Offin

Directorate

Place Directorate / Resources Directorate

Classification

Private - Whilst the Cabinet's decisions above are always made public, the officer report relating to this matter is not because it was considered in the private part of the meeting and contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it in accordance with Section 100(A) and paragraph 3 of Part 1 of Schedule 12 (A) to the Local Government Act 1972 (as amended).

 

 

9.

Contract for the planned replacement of domestic boilers and associated works within housing properties

Minutes:

RESOLVED:

 

That the Cabinet:

 

1)    Accept the tender from TSG Building Services PLC for the provision of the Planned Replacement of Domestic Boilers and Associated Works within Housing Properties contract to the London Borough of Hillingdon for a period of 3 years.

 

2)    Furthermore, note the option of a further 1 year of the contract (with a total estimated value of £11,000k over the 4 years), delegating authority to extend the contract to the Leader of the Council and Cabinet Member for Property, Highways & Transport, in consultation with the Corporate Director of Place.

Reasons for decision

 

Cabinet approved a contract for the planned replacement of boilers in Council housing that were reaching the end of their life with the installation of new high efficiency units. The Cabinet Member for Property, Highways and Transport welcomed the investment in the housing stock and the benefits it would also provide to tenants.

 

Alternative options considered and rejected

 

None.

 

Relevant Select Committee

Property, Highways & Transport

Expiry date for any scrutiny call-in / date decision can be implemented (if no call-in)

5pm, Friday 18 November 2022

Officer(s) to action

Mike Emmett / Gary Penticost

Directorate

Place Directorate

Classification

Private - Whilst the Cabinet's decisions above are always made public, the officer report relating to this matter is not because it was considered in the private part of the meeting and contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it in accordance with Section 100(A) and paragraph 3 of Part 1 of Schedule 12 (A) to the Local Government Act 1972 (as amended).

 

10.

Any other items the Chairman agrees are relevant or urgent

Minutes:

No additional items were considered by the Cabinet.

 

The meeting closed at 7.11pm

 

 

Internal Use only*

Implementation of decisions & scrutiny call-in

 

When can these decisions be implemented by officers?

Officers can implement Cabinet’s decisions in these minutes only from the expiry of the scrutiny call-in period which is:

 

5pm, Friday 18 November 2022

 

However, this is subject to the decision not being called in by Councillors on the relevant Select Committee. Upon receipt of a valid call-in request, Democratic Services will immediately advise the relevant officer(s) and the Cabinet decision must then be put on hold.

 

Councillor scrutiny call-in of these decisions

Councillors on the relevant Select Committee shown in these minutes for the relevant decision made may request to call-in that decision. The call-in request must be before the expiry of the scrutiny call-in period above.

 

Councillors should use the Scrutiny Call-in App (link below) on their devices to initiate any call-in request. Further advice can be sought from Democratic Services if required:

 

Scrutiny Call-In - Power Apps (secure)

 

Notice

These decisions have been taken under The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.

 

This Cabinet meeting was also broadcast live on the Council’s YouTube channel here for wider resident engagement.

 

Please note that these minutes and decisions are the definitive record of proceedings by the Council of this meeting.

 

If you would like further information about the decisions of the Cabinet, please contact the Council below:

 

democratic@hillingdon.gov.uk

Democratic Services: 01895 250636

Media enquiries: 01895 250403