Cabinet Decisions

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.    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 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)    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 the Cabinet:

1.     Note the budget monitoring position and treasury management update as at May 2024 (Month 2), noting the actions proposed by officers as outlined in Part A of this report.

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

a)    Approves rephasing of £39,287k 2023/24 General Fund Major Projects, £11,370k from the Programme of Works expenditure, and £10,701k from General Contingency and associated financing budgets into future years.

b)    Approves rephasing of £22,791k 2023/24 HRA capital expenditure and financing budgets into future years as set out in the report.

c)    Agree the request to continue existing operational arrangements with Frankham Group whilst new contracts are agreed and formal governance approved.

d)    Approve acceptance of £2,759k grant funding from the Department of Energy Security and Net Zero Wave 2.2 funding to contribute towards the cost of £17,696k to undertake decarbonisation works in the Council’s Housing properties.

Reasons for decision

The Cabinet Member for Finance presented a more concise and accessible budget monitoring report covering the latest financial forecast for the year. It was noted that at this early stage, forecasting was challenging due to uncrystallised trends in demand and expenditure. Despite this, potential cost increases from growing demand and inflation were highlighted.

The Cabinet Member noted the zero-based budgeting process was nearing completion, with benefits expected to be reflected in later budget reports. The General Fund revenue account was reported to be breaking even against budget, though areas like homelessness support, adult social care, and asylum provision remained potential pressure points. It was noted that general balances and earmarked reserves were projected to total £35 million by the end of the financial year, with an additional £8 million in unutilised capital receipts. The savings program was also outlined by the Cabinet Member, which totalled £21.5 million, with £6.8 million already delivered or nearly completed.

On the General Fund Capital Budget, it was proposed to rephase £39.3 million of unachieved capital expenditure from 2023/24 into the current year’s budget.

Progress was reported on the dedicated schools grant, with cost rationalisation measures reducing the forecast in-year deficit by £9.5 million, though it was noted that a £16.1 million deficit was still projected due to underfunding by central Government. It was noted that the Housing Revenue Account was within budget and the Cabinet Member then moved a number of financial related recommendations related to the rephasing of capital budgets, contracts and the acceptance of grants.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet:

1)    Approves the Draft Hillingdon Council Social Housing Allocation Policy July 2024 included at Appendix A, for consultation.

2)    Agrees to receive the findings of the consultation and any proposals for subsequent changes to the policy for consideration at the Cabinet meeting in November 2024.

Reasons for decision

Cabinet agreed an updated Social Housing Allocation Policy for consultation. The Cabinet Member for Residents’ Services presented the report detailing proposed changes to the policy which aimed to make it more transparent for the Council and residents. It was noted that the current policy resulted in many applicants being grouped in Bands A and B, often with unrealistic expectations of obtaining council housing soon. The proposed changes for consultation would be for smaller bands for a clearer allocation status.

The Leader of the Council expressed the importance of transparency and realism in providing information to those seeking social housing and looked forward to strengthening the policy based on residents' feedback during the consultation phase.

Alternative options considered and rejected

None, as Cabinet considered the policy needed to respond to changes in housing need and to enable the Council to fulfil its functions in an efficient and effective way.

RESOLVED:

That Cabinet:

1)    Welcomes the conclusions and findings from the former Property, Highways and Transport Committee's review into road safety initiatives and activities around schools, as set out in this report.

2)    Agrees that officers, in consultation with the Cabinet Member for Property, Highways and Transport, consider how to best take forward the following specific recommendations from the Committee set out below (a-g):

a)    Promote projects and events throughout the year through social media highlighting the Youth Travel Ambassador programmes and the Dragons’ Den event.

b)    Explore ways on how communications can be better developed with schools that do not engage. This may include introducing working groups amongst schools, encouraging Ward Councillors to highlight the benefits of working with the Transport team and issuing advisories for schools to be shared with parents at the start of the academic year about safe drop-off and pick-ups.

c)    With the improvement in technology in CCTV cameras, the Committee recommends that Cabinet reviews the current cameras used outside schools and looks at improving the cameras as an ongoing programme of works to ensure pupils and the public remain safe outside schools where there are restricted parking areas and/or consider other enforcement options.

d)    Cabinet instructs officers to continue making relevant applications to Transport for London for funding to improve road safety across the Borough, ensuring that the roads across Hillingdon are safe for all users and that there is appropriate signage and road markings outside schools.

e)    Cabinet reviews the feasibility of parking enforcement officers attending the schools on a reasonable rotational basis.

f)      Cabinet instructs officers to investigate those schools that could benefit from 20mph speed limits, where appropriate, and to work with schools to identify safer crossing routes if appropriate.

g)    Cabinet requests officers to investigate, where feasible, raising pavements and installing bollards outside schools to improve safety.

Cabinet Member recommendation

3)    Notwithstanding recommendation 2(f) from the Committee's review, Cabinet confirms that the London Borough of Hillingdon, in considering whether to introduce a 20 mile per hour speed restriction, will, as Council policy, adopt the approach set out in statutory guidance issued by the Secretary of State for Transport pursuant to section 18 of the Traffic Management Act 2004. In exercising this, Cabinet and/or the responsible Cabinet Member will expect to be provided with evidence that introducing a lower speed limit will have a beneficial effect on community safety (for example, outside schools) and that the proposals are supported by residents. 

Reasons for recommendations 

Cabinet received a report from the former Property, Highways and Transport Select Committee which had undertaken a review into the Council’s Road Safety Initiatives and activities around the Borough’s schools.

The Cabinet Member for Property, Highways and Transport thanked the former Select Committee for their thorough work on the road safety review, highlighting key recommendations for operational improvements. The Leader of the Council recognised the importance of the issue and the need for legal changes to enhance enforcement, endorsing the proposed recommendations for adoption.

Alternative options considered / risk management 

The Cabinet could have decided to reject some, or all, of the Committee’s recommendations or pursue alternative routes by which to progress the objectives of the review. 

RESOLVED:

That the Cabinet:

1)    Note the budget monitoring position and treasury management update as at March 2024 (Month 12), noting the actions proposed by officers as outlined in Part A of this report.

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

a)    Approve acceptance of £350k grant funding from National Trading Standards for costs associated with the delivery of additional enforcement work at Heathrow targeting the importation of non-compliant and unsafe vapes and e-cigarettes.

b)   Approve acceptance of Port Health Transition Fund grant of £209,161 to cover the period 1st April to 31st July 2024.

c)    Approve acceptance of the Household Support Scheme grant funding of £2,069k for the period 1st April 2024 to 30 September 2024 inclusive and the proposed scheme as set out in the statement at Annex A.

d)   Approve the acceptance of £107k grant funding from the Lawn Tennis Association Parks Tennis Renovation Grant for the renovation of the tennis courts at Moorhall Recreation Ground.

e)    Agree the request to continue existing operational arrangements with Caterplus and Powerday, whilst new contracts are agreed and formal governance approved.

f)     Note the interim consultants appointed where the value is above £50k in Annex B.

Reasons for decision

The Cabinet Member for Finance presented the Council’s 2023/24 budget outturn report. Despite an underspend of £2000, additional costs and income shortfalls of £9.9 million had been absorbed. Increased demands for social services and reduced planning fee income were also noted. Further pressures of £1.8m, including a reduced rebate from the West London Waste Authority, had been absorbed within the earmarked reserves, which stood at £8.3 million.

The Cabinet Member noted that the surplus on the collection fund had increased to £4.2 million and general balances and earmarked reserves amounted to £35.2 million. It was noted that unutilised capital receipts of £8m had also been retained. The savings programme for 2023/24 had amounted to £22.8 million, with £20.1 million delivered or being delivered, with the remaining savings required representing income shortfalls, with alternative options being investigated. General fund capital expenditure had showed an underspend of £64.8 million, with decisions on rephasing yet to be made. The Cabinet Member highlighted that the Council continued its dialogue with the Department for Education regarding the Dedicated Schools Grant. An updated was also given on the Housing Revenue Account, where on capital expenditure there had been an underspend against the budget of £23.3 million.

Additional recommendations were moved by the Cabinet Member, and agreed by Cabinet, relating to the acceptance of grants, extending two contractual arrangements and noting the use of consultants.

The Leader of the Council thanked Councillor Goddard and the finance team for their work and noted the pressures on Hillingdon Council, which were no different to any other local authority. The Leader stated that the Council was not expecting a bailout and was reviewing their structures and costs to drive out additional savings.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet agrees the Draft Youth Justice Service Strategy 2024-2029 for public consultation as a policy framework document.

Reasons for decision

The Cabinet Member for Children, Families & Education introduced the draft Youth Justice Strategy 2024-2029 policy framework document for consultation. The report sought approval to commence a six-week formal public consultation from 1 July 2024, including feedback from the select committee. The Cabinet Member noted that the proposed draft Strategy built on the success of youth justice services and set out a clear vision for service delivery to residents. It outlined the key priorities for the next five years to continue being responsive and meet challenging demands and requirements.

The Cabinet Member cited the vision in the draft Strategy and the five priorities set out: prevention and early intervention, addressing overrepresentation and disproportionality, child-centered practice, reducing reoffending, and providing victims with restorative justice, which the Cabinet Member noted gave victims a voice and an active role in the justice process.

Alternative options considered and rejected

None, as this was a statutory requirement.

RESOLVED:

That the Cabinet:

1)    Agree the updated Corporate Complaints Policy as set out in Appendix A.

2)    Request Full Council considers updating the Terms of Reference of the Corporate Resources & Infrastructure Select Committee to formally recognise it as the “Member Responsible for Complaints” as per the Ombudsman’s updated Codes.

Reasons for decision

The Cabinet Member for Corporate Services introduced a report to update the Council’s complaints policy, driven by changes in guidance issued by the Local Government Social Care Ombudsman and the Housing Ombudsman Service. The Cabinet Member explained that the updates reduced the number of formal complaint stages from three to two, making the process more efficient. It also clarified that informal complaints should be treated as service requests. These amendments, amongst others, were agreed to be incorporated into the revised policy, enabling the Council to operate more efficiently and address complaints requiring further investigation.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet considers the consultation responses and approves the adoption of the Local Flood Risk Management Strategy.

Reasons for decision

In the absence of the Cabinet Member, the Leader of the Council introduced the report on the Local Flood Risk Management Strategy. The strategy, a legal requirement under the Flood and Water Management Act 2000, had been subject to consultation from 22 January 2024 to 24 March. Feedback from the consultation was incorporated into the proposed strategy. The Leader noted that the strategy was intended to be a living document, hosted on the website and broken down into accessible chapters for public reference. It was further noted by the Leader that comments continue to be received from residents, with approximately 30,000 properties in the Borough currently at risk of flooding.

Alternative options considered and rejected

None, as a statutory requirement.

RESOLVED:

That Cabinet welcomes the insights, findings and conclusions of the Committee and notes this review was highlighted in the Select Committee annual scrutiny report. The Cabinet asks Officers, in consultation with the Cabinet Member for Corporate Services, to:

1.    Explore the integration of digital devices in libraries, providing users with language preferences for live consultations.

2.    Provide quick survey options during detailed consultations for users who prefer faster responses.

3.    Consider adding a dedicated section within 'My Account' for live consultation documents to enhance user participation.

4.    Foster collaboration with the Youth Council to ensure relevant involvement in consultations, encouraging feedback from the youth demographic.

5.    Consider ways to increase engagement on social media platforms, like Facebook, such as addressing comments about consultations and guiding users to relevant consultations.

6.    Facilitate easier interaction for Councillors by providing shareable links to consultations within their wards or wider related issues.

7.    Establish a 'You said, we did' approach to provide feedback on decisions made and actions taken based on received feedback.

8.    Approve using post-meeting links to Council surveys and consultations on relevant council meeting YouTube broadcasts to further promote them.

9.    Consider introducing an annual evaluation across consultations looking at their effectiveness in achieving geographical and demographical parity to set measurable objectives for improvement.

Reasons for decision

Following a request from the Full Council to review the Council’s consultation arrangements, the former Finance & Corporate Services Select Committee undertook a review and made some practical recommendations to aid the way consultations were devised going forward to increase resident and community interest and take-up.

The Cabinet Member for Corporate Services expressed gratitude to the Select Committee for their work on the report. The Cabinet Member acknowledged the importance of consultation as part of local government activities, with the challenge being to ensure feedback was obtained from a broad and diverse range of community members, not just those who were particularly informed and vocal. The need to integrate this work more into the organisation’s culture was highlighted, with the aim of gaining more benefits from it. The recent consultation regarding the Uxbridge library was cited as a successful example, as it yielded practical and sensible ideas that were not initially considered but were now being incorporated. The Cabinet Member noted that this would result in significant improvements to the facility, cost reductions, and the continued provision of this important service.

Alternative options considered and rejected

Cabinet could have chosen to not approve or amend the recommendations.

RESOLVED:

That the Cabinet:

1)    Note the new pavement licensing provisions from the Levelling-Up and Regeneration Act 2023, and as set out in Annex 1.

2)    Authorise new pavement licence fees of £350 for renewals and £500 for new applications.

3)    Authorise Officers to make amendments to the standard licence conditions to reflect the legislative changes required, as in Annex 2, and apply a duration of two years for pavement licences.

4)    Note that when reviewing pavement licence applications officers will ensure that businesses make reasonable provision for non-smokers to use outdoor seating space and that smoking and non-smoking areas are adequately separated.

Reasons for decision

The Cabinet Member for Residents’ Services introduced a report on the new pavement licensing regime under the Levelling Up and Regeneration Act 2023, which replaced the emergency provisions of the Business and Planning Act 2020, initially introduced to aid hospitality businesses during the COVID pandemic period by allowing them to place furniture outside their premises. The Cabinet Member highlighted that there would be an increase in the fees from the original £100 to £350 for renewals and £500 for new applications, covering a two-year period. The Cabinet Member also outlined the need for the reasonable provision for non-smokers in outdoor seating areas, ensuring that smoking and non-smoking zones were adequately separated.

The Leader of the Council welcomed the clarity provided by the new guidelines, especially regarding the accommodation of non-smokers in outdoor seating arrangements.

Alternative options considered and rejected

None, other than for the Council to not meet its statutory obligations.

RESOLVED:

That Cabinet

1.    Note the progress made with primary and secondary school expansions, the school condition programme and other school capital projects.

2.    Agree to delegate all future decisions required to facilitate the projects linked to the School Condition Programme to the Leader of the Council and the Cabinet Member for Property, Highways & Transport, with other Cabinet Portfolio holders as appropriate, and in consultation with the Head of Capital Programme Works.

Reasons for decision

The Cabinet Member for Property, Highways and Transport presented a report on the Council’s school building and conditions programme, including the expansion of primary, secondary, and special schools. It was noted that pupil numbers had been changing, with the demand for primary school places, which had been increasing until 2018, now on the decline. This has resulted in excess capacity at many primary schools, reducing the urgency to create more primary places. However, secondary schools were still experiencing some pressures, although it was considered that the current demands would be met. The main area highlighted by the Cabinet Member was the need for special school places, which were anticipated to require significant funding in the upcoming period. The projected total expenditure for this was £43.4 million, compared to the £18.5 million allocated for the wider school condition building program.

The Leader of the Council emphasised the importance of ongoing school condition surveys to prevent future incidents where schools become unusable due to infrastructure issues like leaks or boiler failures.

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 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)    Note the budget monitoring position and treasury management update as at February 2024 (Month 11), noting the actions proposed by officers as outlined in Part A of this report.

2)    Approve the financial recommendations set out in Part B of this report.

a)    Accepts of £140k 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)   Accepts a grant of £1,079k from the Department of Health and Social Care (DHSC) to fund further Public Health investment into substance misuse treatment & recovery.

c)    Agree to the release of the specific General Contingency created to fund the SEND Projects, with the following releases being requested totalling £10,000k:

a.    Meadow High School Expansion - £9,263k

b.    Pinkwell Primary School Expansion - £413k

c.    Establishing 24 ASD places at Wood End Park Academy - £324k.

d)   Note the acceptance of £90k grant funding from the Department for Transport for costs associated with progressing the Council’s local Electric Vehicle infrastructure strategy.

e)    Approve acceptance of the GLA Good Growth Fund grant of £450k to fund improvements at Hayes Town Centre.

Reasons for decision

In Councillor Goddard’s absence, the Leader of the Council gave a statement on the latest budget monitoring report from the Cabinet Member. The General Fund revenue account showed a small underspend, consistent with the month 10 report. The Leader noted the additional cost pressures of £3.6 million due to increased demand for homelessness services, care for looked-after children, and adult social care. These costs were to be covered by earmarked reserves, projected to total £10.1 million by 31 March 2024.

A surplus of £4.1 million in the collection fund had been identified, with the majority of benefits expected in the fiscal year 2024-2025, marking an improvement from the month 10 projection. Reported unallocated general balances were at £26.8 million, leading to a projected total reserve of £37 million by year-end. The Leader advised that the existing savings programme was on track to meet the £22.8 million target.

The Capital Fund forecast indicated an underspend of £38.4 million, with most of this amount proposed to be deferred to the following year. Despite inflation and increased demand for housing and social care against stagnant central Government funding, the Leader indicated that the Council’s financial position remained strong.

Discussions with the Department of Education regarding the Dedicated Schools Grant deficit were ongoing, following the suspension of the safety valve agreement and a delay in receiving £2.5 million funding from the Department. Consequently, the dedicated schools grant was projected to have a £29 million deficit by year-end.

The Leader noted that the Housing Revenue Account was expected to match the budget for the full year, with capital expenditure projected at £84 million, underspending by £0.5 million, which would mostly be deferred.

The Leader highlighted Part B of the report, which included financial recommendations and the use of capital contingency funding for additional special education needs within the Borough. Other recommendations, all agreed by Cabinet, pertained to the acceptance of grants.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet:  

1)    Agree the School Organisation Plan and for publication.

2)    Agree to the School Organisation Plan being updated and presented to the   Cabinet Portfolio Member, relevant Select Committee and schools annually with the latest data and forecasts.

Reasons for decision

Cabinet agreed a School Organisation Plan to support strategic school place planning and for schools to be kept informed and to plan effectively for the future.

The Cabinet Member for Children, Families & Education presented the report. The report provided an overview of Hillingdon’s educational landscape, summarising current and projected pupil demand across primary, secondary, and special school settings. It outlined the Council’s plans for future school places within the Borough, emphasising the need to manage school places effectively and maintain a balance of sufficiency.

The Cabinet Member explained that the document projected place requirements for the next seven years, noting a decline in demand that had led to a planned reduction by 18 forms of entry in the primary sector by 2026. The report also addressed the growth in demand for special educational needs placements since 2014, highlighting the creation of specialist resource provisions and designated units benefiting 71 children.

The Cabinet Member underscored that the report set out the need for schools to adapt and become flexible within the educational landscape, mentioning the conversion of schools to Academy status and the formation of multi-Academy trusts or collaborations within the Borough.

The Leader of the Council commended the Director of Education & SEND for the strong, informative, and useful report, requesting the Chief Executive to convey Cabinet’s gratitude.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet:

1.    Agree to the implementation of the following policies attached in Appendix A:

·         Fraud Response Plan

·         Anti-Bribery Policy

·         Anti-Money Laundering Policy

·         Surveillance & RIPA Policy

2.  Agree that the policies in Appendix A are reviewed on a 3-year cycle by Cabinet unless there are formal legislative changes necessitating a review at an earlier stage, where the Corporate Director of Finance, in conjunction with the Cabinet Member for Finance, may authorise the changes required.

3.  Authorises the Cabinet Member for Finance to sign-off the yearly review of the Surveillance & RIPA Policy in line with the Investigatory Powers and Commissioner’s Office (IPCO) requirements.

4.  Agree to retire the Corporate Prosecution & Sanctions Policy and the Internal Investigations Protocol for the reasons set out in the report.

Reasons for decision

Cabinet considered and agreed updated counter fraud and related investigative policies, following a review.

The Leader of the Council, in Councillor Goddard’s absence, presented the report on counter fraud and corporate investigative policies. The Leader detailed the suite of policies that would guide the investigation of fraud, money laundering, and other criminal activities. These policies stood independently and offered transparency to the public on the Council’s investigative processes, providing a framework for both the Council and its officers. The Leader highlighted the Counter Fraud team’s recent successes in recovering substantial sums of money and assets, including addressing fraud in homelessness services where landlords had claimed for unoccupied temporary accommodations. Over 100 properties were recovered from council tenants who had been unlawfully subletting. The team’s efforts had been nationally recognised. The Leader of the Council gave particular emphasis on the policy on the use of CCTV and the necessary considerations for its deployment as an investigative tool.

Alternative options considered and rejected

An alternative would be for the Council not to update its policies; however, this would have had a negative impact as the Council would not be following best practice or legislative requirements. 

RESOLVED:

That the Cabinet notes the Annual Education Standards Report 2022-23 and the key findings set out. 

Reasons for decision

Cabinet received a report on the outcomes of standards and quality of education across Hillingdon schools in 2022/23.

The Cabinet Member for Children, Families, and Education introduced the annual report. The report, intended for noting, reflected the previous academic year’s data and was thus a year behind current outcomes. It focused on attainment, progress and achievement of outcomes, assessing the local education system’s performance. The Cabinet Member also highlighted legacy issues that educational establishments continued to address post COVID-19, such as low attendance, persistent speech and communication delays in younger children, and ongoing mental health challenges across all educational settings, including early years. It was noted that Ofsted had cleared their inspection backlog and it was reported that 92% of Hillingdon schools were rated as good or outstanding.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet:

1)    Note the budget monitoring position and treasury management update as at January 2024 (Month 10), noting the actions proposed by officers as outlined in Part A of this report.

2)    Approve the financial recommendations set out in Part B of this report.

a)    Accepts a grant of £145k from the North West London Integrated Care Board to fund initiatives to support children and young people waiting for an autism assessment and diagnosis.

b)   Accepts a grant of £200k from the North West London Integrated Care Board to fund the Serious Youth Violence Pilot.

c)    Accepts a grant of £50k from the North West London Foundation Trust to fund early intervention and prevention projects to support young people with eating disorders.

d)   Accepts a grant of £281k from the Department of Health and Social Care to fund investment in enhancing local authority commissioned stop smoking services and support.

e)    Approve the proposal to introduce a Green Car Employee Leasing scheme (Electric and Ultra Low Emissions Vehicles) with effect from 1 May 2024.  Furthermore, authorises a direct contract award with Tuskerdirect Ltd under a continuous contract arrangement and delegates authority to the Head of Human Resources to undertake the detailed implementation of the scheme.

f)     Accepts a grant of £1,440k from the Department for Education (DfE) for costs associated with implementing the Staying Close programme.

Reasons for decision

The Cabinet Member for Finance presented the Council's projections for the current financial year and noted the small underspend in the General Fund. He  highlighted recent encouraging economic data, including a reduction in the consumer price index and stable interest rates. The Cabinet Member acknowledged additional cost pressures due to resident demand and inflation, particularly in areas like homelessness, children’s care, and adult social care.

Despite these pressures, the Cabinet Member reported these would be offset against earmarked reserves, leaving a balance of £10.4 million at year-end. The Cabinet Member welcomed a surplus of £3.8 million on the Collection Fund and unallocated General Balances of just under £27 million, leading to projected year-end reserves of £37 million.

The Cabinet Member confirmed that the savings position was unchanged and that it would achieve its target of £22.8 million. The Cabinet Member reported an underspend of £33.3 million in the General  Fund Capital Programme, which would likely be rephased into the next financial year. He concluded that the overall financial position of the Council was robust and sound, putting it in a strong position for the new financial year.

The Cabinet Member also highlighted a number of financially oriented recommendations to Cabinet primarily on the acceptance of grants for approval and drew attention to the proposal for a new Green Car employee leasing scheme. The Leader of the Council welcomed the new car leasing scheme.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet:

1)    Note the delivery of the 2023/24 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 2024/25 financial year, as set out in the report.

3)    Delegate to the Director of Operational Assets, 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 Property, Highways and Transport;

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. Furthermore, any contracts entered into by the Director, via framework agreement, exceeding £500k 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

Cabinet agreed the programme of works to the housing stock for 2024/25 and provided delegated authority to officers for the efficient delivery of the works.

The Cabinet Member for Residents’ Services discussed the substantial expenditure associated with the capital programme and the Green Homes Initiative. He highlighted the decarbonisation work done over the last year, which had included cavity wall installations and window replacements for 158 properties, contributing to energy efficiency and reduced energy bills. The Cabinet Member also mentioned the replacement of 566 kitchens and 575 bathrooms, window replacements, roofing works and fire safety improvements. For the 24/25 financial year programme, the Cabinet Member outlined plans for more roofing works, window replacements, bathroom renovations and boiler replacements. He also mentioned the submission of further applications to the social housing decarbonisation fund.

The Leader of the Council expressed satisfaction with the prioritisation of works and was pleased that the expenditure profile reflected this. He also welcomed the simplification of the administration of works to expedite delivery.

Alternative options considered and rejected

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

RESOLVED:

That the Cabinet:

1.    Authorise Regulation 18 consultation for the Hillingdon Local Plan using the draft document (Appendix 1) as the basis for the consultation and consulting on the Integrated Impacts Assessment Scoping Report (Appendix 2);

2.    Delegates authority to the Director of Planning, Regeneration and Environment, in consultation with the Cabinet Member for Residents' Services, to make any necessary editorial amendments and minor changes to the appendices prior to consultation;

3.    Notes that completed documents forming part of the evidence base will be published alongside the two appendices;

4.    Endorse and recommend the revised draft Local Development Scheme (Appendix 3) for adoption by Full Council;

5.    Delegates authority to the Director of Planning, Regeneration and Environment, in consultation with the Cabinet Member for Residents' Services, to make any necessary editorial amendments and minor changes to the Local Development Scheme prior to agreement by Full Council; and

6.    Authorise post consultation Local Plan work, including preparing a consultation report outlining responses to the Regulation 18 consultation and a subsequent Regulation 19 consultation with draft Local Plan policies, that will be brought back to Cabinet for approval.

Reasons for decision

Cabinet agreed to progress the review of the Council’s Local Plan and planning policies, authorising consultation under the required regulations.

The Cabinet Member for Residents’ Services reported that this would start with a public consultation on the local plan in accordance with Regulation 18 of the Town and Country Planning Act. He explained the importance of having an up-to-date Local Plan, noting that the Council’s current plan was adopted in two parts in 2012 and 2020, and was due for a five-year review. The Cabinet Member announced that this process would ultimately bring about a new consolidated Local Plan.

The Leader of the Council urged the public and businesses to participate in the consultation, emphasising it as an opportunity to shape the future of their Borough.

Alternative options considered and rejected

Cabinet could have decided not to update the Local Plan, but noted the risks of not doing so, which included outdated local planning policies, lack of mechanisms to create new policies, and the potential for inappropriate development. Cabinet also noted that the Council would be at a higher risk of losing planning appeals.

The Chair of the Property, Highways and Transport Select Committee, Councillor Burrows, presented the Committee’s report into Attaining Best Practice and Value for the Council’s Highways Resurfacing Activities, which was warmly received by the Cabinet. Councillor Burrows explained how the Committee’s review was focussed on value, upholding best practice and quality in highways works. He set out how the Committee had engaged in evidence gathering sessions with senior Council officers, external partners, contractors, and the Cabinet Member, and that two themes had emerged around engagement and communication, and promoting green initiatives and cost-effectiveness, which had provided practical recommendations to Cabinet. The Chair expressed gratitude to those who contributed their time and expertise and acknowledged the shared commitment to invest in the Borough’s highways and footways. 

RESOLVED:

That Cabinet:

1)    Welcomes the Select Committee’s report and its insights and findings, which seek to support and enhance the delivery of Highways resurfacing and maintenance across the Borough, taking a broad assessment of existing procedures, new technologies, methods, materials and scheduling possibilities to obtain best value and service for residents.

2)    Agrees to delegate decisions on taking forward the implementation of the Committee’s specific recommendations to the Cabinet Member for Property, Highways and Transport, in conjunction with officers.

SELECT COMMITTEE RECOMMENDATIONS:

Engagement and Communication

1)    To develop a standardised Highways Resurfacing response template for Members Enquiries, to include the reasoning behind the response, the scheduling of works and estimated timescales, or reasons why a timescale cannot be given.

2)    To endorse the principle of feedback from residents and Ward Councillors contributing to the process by which the Council assesses the condition of footways and roadways and their priority for repair.

3)    To ensure that information regarding planned major resurfacing works is transparent and available to the Ward Councillors and the public where possible.

4)    To seek to enhance communication with relevant authorities that manage prominent highways in the Borough (National Highways and Transport for London) regarding any deterioration of their network impacting Hillingdon’s residents.

5)    That the Council’s Highways, and Green Spaces Teams consult each other formally and frequently to ensure the issue of tree root protrusion on footways and roadways is mitigated effectively.

Promoting Green Initiatives and Cost Efficiencies

6)    That where possible, adopt and promote less energy intensive resurfacing techniques such as the recycling of materials and expanding trials using Warm Mixed Asphalt.

7)    Endorse the use of new resurfacing technologies and techniques including the new machine purchased for the delivery of reactive highways maintenance work.

8)    Support cost effective methods of repaving footways such as the move to tarmac where appropriate, rather than replacing all footways ‘like for like’.

9)    Encourage the early ordering of works and volume of works discounts offered by the Council’s Resurfacing Contractor.

Reasons for decision

Cabinet endorsed the report of the Committee which sought to support the Council’s highways resurfacing and maintenance across the Borough. The Cabinet Member for Property, Highways and Transport expressed his gratitude to the Committee for their diligent work and depth of review. He announced that the Council would be spending more on the maintenance and upkeep of the road network this year, acknowledging the vast area covered and to be maintained. The Cabinet Member noted the cyclical nature of the work, with winter and early spring negatively impacting the roads, and the rest of the year spent catching up. He emphasised the importance of getting good value and keeping a close eye on expenditure and welcomed the Committee’s report, particularly regarding the works and decisions around pavements, which were more expensive to fix than roadways. The Cabinet Member explained how he had found the report helpful and valued the Committee’s recommendations.

The Leader of the Council thanked the Committee and acknowledged their role in representing residents. He mentioned that Hillingdon took pride in its roads and pavements and viewed the report as a catalyst for continuous improvement and deriving value from the Council’s expenditure on this.

Alternative options considered and rejected

Cabinet could have decided to reject some, or all, of the Committee’s recommendations or pursue alternative routes by which to progress the objectives of the review.

The Chair of the Health and Social Care Select Committee, Councillor Denys, presented the Committee’s report into the Child and Adolescent Mental Health Services (CAMHS) referral pathway, which was warmly received by the Cabinet. Councillor Denys remarked that the Committee’s report addressed the growing issue of children’s mental health in England, noting a substantial rise in mental disorders in recent years. The report emphasised the importance of early intervention, as half of all mental health problems become apparent before the age of 15. He explained how the report focused on three areas for improvement:

·         Early Support: The report recommended a ‘no wrong door’ policy and better information sharing between practitioners to help families access support earlier.

·         Communication: The report suggested improving communication about timelines and processes to help families manage expectations. It also recommended avoiding over-clinical language that can be confusing or distressing for families.

·         Accountability: The report proposed creating a Parent and Young People’s Board to hold the health service accountable, incorporating the voice of the child into all aspects of the service.

Councillor Denys hoped the recommendations would make a positive difference in addressing children’s mental health issues.

RESOLVED:

That Cabinet welcomes the review by the Health and Social Care Select Committee and acknowledges, appreciates and recognises the work that is already being undertaken across the Borough to improve services in Hillingdon to support children’s mental health.  Furthermore, Cabinet agrees the recommendations made by the Select Committee set out below to be referred to the relevant body:

SELECT COMMITTEE RECOMMENDATIONS:

1.    That Cabinet ask the North West London Integrated Care Board (NWL ICB) to:

a)    provide a comprehensive action plan by 28 March 2024 detailing how and when the Thrive mapping strategy will be completed;

b)   complete and implement the Thrive mapping strategy by the end of January 2025;

c)    provide Hillingdon's Health and Social Care Select Committee with 6-monthly updates on the progress being made on implementing this action plan;

d)   initiate a “No Wrong Door” policy for parents / children and young people who seek support;

e)    ensure that all children and young people's services in Hillingdon are asked to adopt the Thrive philosophy/model to ensure there is "No Wrong Door" for children, young people and their families to access mental health and emotional wellbeing support, and that support is provided based on children and young people’s needs and preferences; and

f)     consider how parents can be offered early support on how to navigate the system including the provision of information about where to get this support to schools and GPs (as they are often the first place parents go to).

2.    That Cabinet ask that the Health and Wellbeing Board ensure that all commissioners of CYP mental health services are asked to include requirements in their service provider contracts that:

a)    parents be given a realistic description of the assessment / treatment process, including estimated timelines and information on where they can direct their feedback if the expectations set are not met; and

b)   all communications sent to parents be reviewed to make sure that the information and tone is sensitive to their situation, not overly medicalised and contains accurate information on other places they can look for support.

3.    That the Cabinet Member for Health and Social Care asks CAMHS to develop a service-user involvement strategy that provides opportunities for scrutiny and coproduction of services and includes the formation of a parents/Young People Board so that they can hold the organisation to account for the communications and service they provide.

Reasons for decision

Cabinet agreed the recommendations from the Committee’s review for sending to the relevant bodies.

The Cabinet Member for Children, Families & Education thanked Councillor Denys and clarified that while the portfolio under discussion technically fell under Councillor Palmer’s purview, it significantly overlapped with her own due to its focus on children and young people. The Cabinet Member stated how the report highlighted the alarming increase in the number referred to mental health services and was pleased that the Select Committee had bravely undertaken a review of the Referral Pathway, despite it not being directly within their domain. The Cabinet Member acknowledged that while the Council was not the provider of mental health services, it could still influence change through collaboration with partners. It was appreciated the Committee’s recommendations included a ‘no wrong door’ policy to ensure children and families in Hillingdon could have better access to mental health services.

The Cabinet Member for Health and Social Care expressed her gratitude to the Committee for their diligent work on the report and acknowledged the report’s excellence and bravery, emphasising the need for clear pathways to expedite mental health support for families and children. It was noted that the Committee voiced concern over the lengthy wait times of 12 to 18 weeks for people to receive help and that the report’s recommendations should assist in providing a clearer understanding for residents of their expectations from the service. The Cabinet Member indicated, as a member of the Health and Well-being Board and the local Integrated Care Board, she would ensure the implementation of these recommendations going forward.

The Leader of the Council thanked the Select Committee for their work, highlighting the value of the Council’s select committees and their role as critical friends to partners and their collective effort in delivering public service outcomes.

Alternative options considered and rejected

Cabinet could have decided to reject some, or all, of the Select Committee’s recommendations or pursued alternative routes by which to progress the objectives of the review.

RESOLVED:

That the Cabinet:

1)    Note the budget monitoring position and treasury management update as at December 2023 (Month 9), noting the actions proposed by officers as outlined in Part A of this report.

2)    Approve the financial recommendations set out in Part B of this report.

a)    Accepts a grants totalling £1,070k over three financial years (£12k in 23/24, £719k in 24/25 and indicative £339k 25/26) from the Department for Education to ensure that all parents of primary school children who need it, are able to access wraparound childcare in their local area from 8am-6pm.

b)   Accepts a grant of £65k from the Department for Education to support the delivery of the expanded early years entitlements.

c)    Accepts a grant of £45k from the North West London Integrated Care Board to procure an independent evaluation of the Community Champions Outreach pilot.

d)   Approve the acceptance of a grant of £100k from Smarter Water Crane Valley Fund for the Spider Park River and Wetland Enhancements Project and a further £59k from HS2 for the Bridgewater Open Space / Spider Park River Enhancements Project.

e)    Approve the acceptance of Department for Transport of £354k for 2023/24 and £354k for 2024/25 towards the resurfacing of the local highways network.

f)     Approve the acceptance of the Department of Education grant of £511k Childcare Expansion Capital Grant for the provision of new childcare places.

g)   Approve a budget virement from the general fund capital risk and contingency budget for £38k to the Bowls Club Refurbishment Programme for the Court Park Bowls Clubhouse Structural and Associated works.

h)   Approve acceptance of £1,918k grant funding from Transport for London to deliver their Local Implementation Plans (LIP) in 2024/25.

i)     Approve acceptance of £13,908 grant funding from HS2/Department of Transport to support the Battle of Britain Bunker’s 2023/24 programme to repair the Spitfire wing and repaint replica aircraft.

Reasons for decision

The Cabinet Member for Finance presented the Council's projections for the current financial year, noting some additional cost pressures identified due to increased demand in areas such as homelessness, looked-after children, and adult social care, but that these additional costs were expected to be absorbed within earmarked reserves, projected to be £10.5 million by the year end.

It was noted there was a surplus in the collection fund, with the majority of the benefit to be recognised in the new financial year. In addition to earmarked reserves, there were unallocated general balances amounting to £26.8 million, resulting in a projected total of £37 million in reserves by the end of the 2023-2024 financial year. The Cabinet Member explained that the existing savings program for the year remained on target and unchanged, with a target of £22.8 million.

Regarding capital expenditure, the general fund indicated an underspend of £28.7 million, with anticipated expenditure of £100.6 million. The majority of this underspend was proposed to be carried over into the next year. Overall, the financial position was deemed robust and sound by the Cabinet Member, positioning the Council well for 2024-2025. The Cabinet Member updated Cabinet on the Dedicated Schools Grant and the Housing Revenue Accounts.

The Cabinet Member also highlighted a number of financially oriented recommendations to Cabinet, primarily on the acceptance of grants for approval.

Alternative options considered and rejected

None.

RESOLVED:

That the Cabinet:

1)    Approve the Hillingdon Draft Charging Schedule (DCS) for public consultation in accordance with regulation 16 of the CIL Regulations and Section 212 of the Planning Act 2008.

2)    Delegates authority to the Director of Planning, Regeneration and Environment, in consultation with the Cabinet Member for Residents’ Services, to make any essential minor modifications to the DCS prior to undertaking the public consultation.

3)    Note that any representations arising from the consultation will be reported back to the Cabinet, as well as any proposed changes to the DCS, prior to it being submitted for examination.

Reasons for decision

The Cabinet Member for Residents’ Services introduced a report on proposed changes to the Council’s Community Infrastructure Levy rates (CIL), to go out for consultation, including a forthcoming examination in public. The Cabinet Member highlighted its significance as a contributor to Council resources for borough-wide infrastructure provision. Despite specific Section 106 requirements for particular sites, CIL allowed for broader infrastructure projects.

The Cabinet Member pointed out that the current CIL rates revealed anomalies compared to when the rates were initially set, so adjustments were proposed to address these discrepancies, including provisions for charging data centres and film studios and updating charges for other development projects.

The Leader of the Council acknowledged the housing shortage in the Borough, and how the CIL aimed to provide additional funding for infrastructure to facilitate further housing and commercial development.

Alternative options considered and rejected

Cabinet could have decided to continue to charge the current rates, but considered this would not align with the goal of optimising CIL funding in line with available evidence.

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 9 January 2024 which considered the outcome of the consultation and endorsed the proposals.

3.    Agree to implement the proposal to reduce the Published Admission Number for Whitehall Infant School and Whitehall Junior School from 120 to 90 September 2025, which will also reduce the distance priority radius from 1250m to 1000m 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 2024.

Reasons for decision

The Cabinet Member for Children, Families & Education introduced a report, which Cabinet agreed, on admission arrangement changes at Whitehall Infants and Junior Schools, which had undergone consultation following last year's proposal to the Cabinet and sought to reduce the pupil admission numbers from 120 pupils per year group to 90.

The extensive consultation had been conducted in a fully inclusive manner and subject to Cabinet approval, it was noted that they were set to take effect from September 2025, requiring a considerable lead-in time.

The Leader of the Council again spoke of the backdrop of falling school rolls, particularly in London, due to declining birth rates. He welcomed the admissions adjustments as it aligned school place provision more closely with demand and mitigated the financial impact of falling rolls on the affected schools.

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 the Cabinet:

1)    Re-affirms the Council’s commitment to joined-up public services designed around residents’ needs and notes the progress made on the Library Service Strategy 2023-2027;

2)    Insofar as the proposal for the relocation of Uxbridge Library, agrees that it would, amongst other things as set out in the report:

·           Deliver services equal to or better than at the existing site and provide other benefits through its co-location at the Civic Centre;

·           Improve the health and safety for those with disabilities;

·           Achieve a net saving in carbon emissions of 165 tonnes CO2e per annum;

·           Generate an annual saving of approximately £412k;

3)    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, agrees 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.

Reasons for decision

The Cabinet Member for Residents’ Services presented a comprehensive report providing an update on the Library Strategy and on the proposal for relocating Uxbridge Library to the Middlesex Suite at the Civic Centre. The report required a minor correction regarding the location history of the library. The Cabinet Member noted that the proposed move had been extensively discussed, including through petitions, emails and a public engagement exercise.

The Cabinet Member outlined the reasons for the relocation, emphasising concerns related to disability access, health and safety and the efficient use of resources. It was highlighted that the current building was not considered fit for purpose due to safety issues and inefficiencies. Moving the library to the Civic Centre was expected to result in reduced operating costs and a lower carbon footprint. Despite the attachment to the existing building, the Cabinet Member clarified that the relocation was a practical move within the town centre boundary, and not a closure.

The Cabinet Member explained the inadequacies of the current library building, including access challenges, unused space, and low book circulation and explained that the proposed new library at the Civic Centre would offer improved facilities, including study booths, meeting rooms and charging bars for electronic devices. The Cabinet Member also highlighted the presence of two other premier libraries in the Borough, reducing dependence on a single central library.

Additional benefits of the proposed move were listed in the report, along with an equalities impact assessment for consideration. It was noted that the relocation was contingent upon obtaining planning permission for a change of use. The Cabinet Member formally moved the recommendations in the report and the Leader of the Council then asked his Cabinet colleagues for their comments and questions.

Councillor Douglas Mills sought clarity, first asking about the extent of engagement with Uxbridge library users and then inquiring about the approach to ensuring continued operation and development of various groups if the library were relocated. The Cabinet Member responded, explaining that whilst no formal consultation was required, extensive engagement had taken place, including making plans available online, contacting regular users via email, and displaying posters in libraries borough-wide. It was reassured that there would be space for existing library user groups, including for the variability of demand among those groups.

The Leader of the Council then addressed points raised about perceived reductions in library service due to smaller floor space and inquired about the potential for library expansion in the Civic Centre. The Cabinet Member responded, noting the lower library usage post-pandemic and expressing confidence in the available extra space in the Middlesex Suite at the Civic Centre, should it be required in the future for any expansion.

From a property perspective, Councillor Bianco noted how the current Middlesex Suite was currently underused and provided little current value on the Council's operations, highlighting its outdated facilities and limited income generation from outside bookings.

Councillor Goddard was asked about the Council's financial plan and any dependency on realising capital from the present library site. The Cabinet Member clarified that the plans were fully financed independently of any potential capital receipt from selling the current library site.

The Leader of the Council then summarised the discussion, acknowledging resident concerns and highlighting several key points from the report, including the condition of the current library building, anticipated service benefits from co-locating services, reduction in carbon footprint, substantial revenue savings and potential for site expansion. He then asked Cabinet for their consideration of the recommendations in the report.

Giving due consideration to all the factors set out in the report, including the equality impact assessment, the Cabinet agreed to the report’s recommendations and the relocation of the Uxbridge Library to the Civic Centre in Uxbridge.

Alternative options considered and rejected

Alternative options, set out in the report considered by the Cabinet, were to stay at the current premises and tackle the legislative and environmental issues, but it was noted that significant capital investment would be needed. Other possibilities for the current site included leasing to partner organisations or selling it for capital receipt.

RESOLVED:

That the Cabinet:

1)    Approve the Dedicated Schools Grant Income budgets for 2024/25.

2)    Approve the Primary and Secondary schools block funding formula for 2024/25.

3)    Note the Early Years Funding Formula allocation, for which a consultation with Early Years providers was launched on 22nd January 2024.

4)    Note that the indicative budget for the High Needs block is set out in the Council’s DSG Management Plan submission to the DfE and that the final 2024/25 income and expenditure budgets for the High Needs block will be dependent on the decisions taken by the DfE in relation to this DSG Management Plan submission.

5)    Should any further Council approval regarding the Schools Budget 2024/25 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 presented the schools budget for 2024-2025, seeking Cabinet approval after consultation with relevant stakeholders and  the Schools Forum. Proposed funding for the Dedicated Schools Grant overall was to increase by 5.1% driven by pupil numbers, but there remained a funding gap for pupils applying for or starting on the road to an EHCP.

The Cabinet Member outlined the Council's historic efforts to address funding challenges and the increasing demand for special education needs placements. Looking back, it was noted that despite initial resistance from the Schools Forum, the transfer of funds from the main schools budget block to the high needs block, pushed by the Council, had aided in balancing educational funding provisions going forward.

The Cabinet Member outlined the Government’s plans for extended free childcare offers for working parents for early years, with new entitlements for two-year-olds rolling out from April 2024. It was noted that the Council was required to set a local formula for these offers and that the proposed rates were shared with schools and were out for consultation with early years providers.

The Leader of the Council acknowledged the challenging backdrop of falling school pupil numbers and inadequate funding for special education needs. Despite this, the Leader expressed satisfaction with the Council's response to these challenges.

Alternative options considered and rejected

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

RESOLVED:

That Cabinet approves for recommendation to Council:

1)    The General Fund and Housing Revenue Account budgets and Capital Programme proposals for 2024/25 (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 to 2028/29 as detailed at Appendix D.

3)    The proposed London Borough of Hillingdon Pay Policy Statement for 2024/25 set out at Appendix E.

4)    That it resolves that Cabinet may utilise the general reserves or balances during 2024/25 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 Cabinet's budget proposals and the medium-term financial forecast, which had undergone some changes from the consultation budget approved in December 2023. For the financial year 2024-2025, the final local government settlement had resulted in a net improvement of £974,000, while the counter-fraud team had identified an additional £750,000 in retained business rates income. Despite increased demand for services like homelessness support, looked-after children, and adult social care, the budget proposed remained balanced due to improved commissioning of savings.

It was noted that additional capital expenditure of £30 million was allocated to the General Fund for further investment in special educational needs provision, highways, digital technology and adult residential care provision. Additionally, £108 million was included in the Housing Revenue Account for additional housing provision.

The Cabinet Member highlighted the key provisions of the proposed budget, which included a 2.99% increase in Council Tax, along with a 2% charge for the social care precept, resulting in a total increase of 4.99% before the London Mayoral precept, which amounted to an 8.6% increase. Fees and Charges within the Borough were proposed to be increase by the prevailing rate of inflation only. The budget also ensured the retention of all frontline services with provisions for demand growth and inflation.

The Cabinet Member outlined the proposed savings programme aimed at reducing costs by £33.4 million across the medium-term financial forecast, and the General Fund capital expenditure programme which proposed an investment of £248 million in infrastructure over the next five years, along with an allocation of £7.5 million to enhance reserves.

On housing rents, it was noted that this would increase by the consumer pricing index plus 1%, as permitted, with a capital expenditure programme of £550 million planned in the Council’s housing stock over the next five years.

The Leader of the Council expressed his gratitude to officers for their efforts in compiling the budget proposals, acknowledging the challenges posed and their unseen and tireless work, which he asked the Chief Executive to pass on.

Following consideration of the public consultation and select committee comments, Cabinet, therefore, resolved to recommend its budget proposals to the Council meeting on 22 February 2024 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.

The Chairman of the Finance & Corporate Services Select Committee, Councillor John Riley, presented the Committee’s report into procurement – securing value for our residents, which was warmly received by the Cabinet.

RESOLVED:

That Cabinet welcomes the Select Committee’s report and its findings, which seek to enhance procurement processes and practices in Hillingdon. Furthermore, Cabinet agrees to delegate decisions on taking forward the implementation of the Committee’s specific recommendations to the Cabinet Member of Finance.

Reasons for the decision

Cabinet outlined its support for the Committee’s review, offering practical and effective recommendations to support the Council’s approach to procurement and authorised the Cabinet Member to consider their future implementation.

The Cabinet Member for Finance expressed gratitude to the Select Committee for their thorough work in regard to procurement, which had been carried out over the course of a year and had yielded several important recommendations. It was acknowledged that the procurement team bore a heavy burden of compliance, especially given recent legislative changes. The importance of striking a balance between compliance and value addition was underscored by the Cabinet Member, with a commitment to implementing the Select Committee's recommendations to achieve this balance.

The Leader expressed his gratitude and welcomed the recommendations on the need to prioritise contracts based on risk and value, along with transparency in managing contracts and reducing rollover contracts.

Alternative options considered and rejected

Cabinet could have decided to reject some, or all, of the Committee’s recommendations or pursued alternative routes by which to progress the objectives of the review.

RESOLVED:

That the Cabinet:

1.     Notes the Council’s current financial position regarding its S106 balances and plans being progressed to deliver schemes in line with the S106 agreements made.

2.     Notes the Hillingdon Community Infrastructure Levy (CIL) outturn for the 2022/23 Financial Year.

Reasons for decision

Cabinet considered an update on the Council’s planning obligations monies received and the progress in the allocation, provision and implementation of these funds towards local projects to benefit residents.

The Cabinet Member for Residents’ Services drew Cabinet’s attention to the split of monies between Cabinet portfolios and those funds provisionally earmarked providing the routes for future expenditure on projects.

In respect of the Community infrastructure Levy, it was noted that Hillingdon’s portion was used for the Chrysalis environmental fund and importantly, towards the new Leisure Centre being built in West Drayton.

Alternative options considered and rejected

None.