Agenda, decisions and minutes

Venue: Council Chamber, Civic Centre. View directions

Contact: Joel West 

Items
No. Item

1.

Apologies for absence

Minutes:

Apologies were received from Councillors Mark Ingall, John Strachan, Emma Toal and Mark Wilkinson.

2.

Declarations of Interest

Councillors’ declarations of interest (if any) in relation to any items on the agenda.

Minutes:

None.

3.

Minutes pdf icon PDF 40 KB

To approve the minutes of the meeting held on 31 March 2016.

Minutes:

RESOLVED that the minutes of the meeting held on 31 March 2016 are agreed as a correct record and signed by the Leader.

4.

Matters Arising

Any matters arising from the minutes of the previous meeting.

Minutes:

None.

5.

Written Questions from the Public

To receive any questions from members of the public in accordance with Rule 10 of the Council Procedure Rules.

Minutes:

None.

6.

Written Questions from Councillors

To receive any questions from Councillors in accordance with Rule 11 of the Council Procedure Rules.

Minutes:

None.

7.

Petitions

To consider any petitions that have been referred to the Cabinet under the Council’s Petition Scheme.

Minutes:

None.

8.

Forward Plan pdf icon PDF 171 KB

To note the Forward Plan, which lists all upcoming Cabinet decisions and provides notice of key decisions and those expected to be taken in private session.

Minutes:

RESOLVED that the Forward Plan is noted.

9.

Recent Decisions Taken by The Leader, Deputy or Portfolio Holder(s)

To note recent Portfolio Holder decisions taken under delegated powers, as attached:

Minutes:

RESOLVED that the decision to allocate Grant Aid as set out in paragraph 4 of the report is noted.

9a

Portfolio Holder for Youth & Community - 29 March 2016 pdf icon PDF 17 KB

10.

Portfolio Holder Delegations pdf icon PDF 133 KB

To note the Leader of the Council’s Scheme of Delegation to Portfolio Holders.

Additional documents:

Minutes:

RESOLVED that the Leader’s Scheme of Delegation to Portfolio

Holders for 2016/17, as set out in the document submitted, is noted.

11.

Appointment of Cabinet Overview Working Group, Panels and Partnership Bodies 2016/17 pdf icon PDF 37 KB

Decision:

RESOLVED that appointments to Cabinet bodies for 2016/17 are made as detailed in the report submitted.

Minutes:

RESOLVED that appointments to Cabinet bodies for 2016/17 are made as detailed in the report submitted.

12.

Cabinet Overview Working Group Work Plan 2016/17 pdf icon PDF 75 KB

Decision:

RESOLVEDthat the proposed 2016/17 work plan for the Overview Working Group as detailed at paragraph 2 from the report submitted is agreed.

Minutes:

RESOLVEDthat the proposed 2016/17 work plan for the Overview Working Group as detailed at paragraph 2 from the report submitted is agreed.

13.

Year End 2015/16 Joint Performance and Finance Report pdf icon PDF 238 KB

Additional documents:

Decision:

RESOLVED that Cabinet:

 

A     Acknowledges the outturn position set out in section three of Appendix A to this report for the year ending 31 March 2016 (1 April 2015 – 31 March 2016), subject to recommendations in paragraphs 20 and 22, as follows:

 

i.              An under-spend on controllable service budgets of £862,000 or -1.25 per cent of the gross General Fund budget, after allowing for carry-forward requests.

 

ii.             A total reduction in the General Fund balance of £488,000 after including the impact of windfall income, non-controllable items, proposed transfers to reserves and budget carry forward requests (from 2014/15), representing an adverse variance of £221,000 to the revised budget (+0.32 per cent of the gross General Fund budget).

 

B     Recognises the operational performance that has been achieved across all Council services during 2015/16.

 

C     Approves:

 

i.              The carry forward of £136,800 of budgets from 2015/16 to 2016/17 as set out in paragraph 20 of the report.

 

ii.             The transfer to reserves of £637,000 as set out in paragraph 22 and Appendix C of the report.

Minutes:

The Cabinet received a report that summarised the Council’s financial and

operational performance as at year-end 2015/16 and proposed carryovers

into 2016/17 and contributions to reserves.

 

Proposed by Councillor Jon Clempner (seconded by Councillor Mike

Danvers) it was:

 

RESOLVED that Cabinet:

 

A     Acknowledges the outturn position set out in section three of Appendix A to this report for the year ending 31 March 2016 (1 April 2015 – 31 March 2016), subject to recommendations in paragraphs 20 and 22, as follows:

 

i.              An under-spend on controllable service budgets of £862,000 or -1.25 per cent of the gross General Fund budget, after allowing for carry-forward requests.

 

ii.            A total reduction in the General Fund balance of £488,000 after including the impact of windfall income, non-controllable items, proposed transfers to reserves and budget carry forward requests (from 2014/15), representing an adverse variance of £221,000 to the revised budget (+0.32 per cent of the gross General Fund budget).

 

B    Recognises the operational performance that has been achieved across all Council services during 2015/16.

 

C    Approves:

 

i.              The carry forward of £136,800 of budgets from 2015/16 to 2016/17 as set out in paragraph 20 of the report.

 

ii.            The transfer to reserves of £637,000 as set out in paragraph 22 and Appendix C of the report.

14.

Housing Revenue Account Outturn Report 2015/16 pdf icon PDF 288 KB

Decision:

RESOLVED that Cabinet:

 

A     Acknowledges the HRA outturn for 2015/16 as set out in the report as follows:

 

(i)            a favourable variation against the original budget adjusted for carryovers on operational/controllable budgets of £2,305,000 representing 3.98% of the gross Housing Revenue Account (HRA) budget

 

(ii)          A total projected underspend of £8,154,000 representing 14.06% of the gross HRA budget.

 

B    Notes the balances at 31 March 2016, of £12,298,000 in respect of the Housing Revenue Account and nil in respect of the Major Repairs Reserve (as identified in Appendix C).

 

C    Approves carryovers of £315,000 as detailed in paragraph 32 of this report to meet commitments from 2015/16.

 

D    Recognises the operational performance that has been achieved across all Council services during 2015/16.

Minutes:

The Cabinet received a report that summarised the year-end 2015/16

position of the Housing Revenue Account and proposed some carryovers

into 2016/17.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon Clempner)

it was:

 

RESOLVED that Cabinet:

 

A     Acknowledges the HRA outturn for 2015/16 as set out in the report as follows:

 

(i)            a favourable variation against the original budget adjusted for carryovers on operational/controllable budgets of £2,305,000 representing 3.98% of the gross Housing Revenue Account (HRA) budget

 

(ii)          A total projected underspend of £8,154,000 representing 14.06% of the gross HRA budget.

 

B    Notes the balances at 31 March 2016, of £12,298,000 in respect of the Housing Revenue Account and nil in respect of the Major Repairs Reserve (as identified in Appendix C).

 

C    Approves carryovers of £315,000 as detailed in paragraph 32 of this report to meet commitments from 2015/16.

 

D    Recognises the operational performance that has been achieved across all Council services during 2015/16.

15.

Capital Programme Outturn Report 2015/16 pdf icon PDF 299 KB

Decision:

RESOLVED that Cabinet:

 

A     Notes the outturn of the Council’s Housing and Non-Housing Capital Programmes as at 31 March 2016 detailed as follows:

 

(i)            Housing Capital Programme expenditure of £21,452,000 against an approved revised budget of £25,103,000.

 

(ii)          Non-Housing Capital Programme expenditure of £3,950,000 against an approved revised budget of £6,961,000.

 

(iii)         Additional capital expenditure of £1,655,000 in respect of Growth Area Funding/Programme of Development and £5,730,000 in respect of a land purchase for the Enterprise Zone.

 

B    Approves the carryover of Housing Capital Programme schemes to 2016/17 of £3,823,800 to meet capital commitments.

 

C    Approves the carryover of Non-Housing Capital Programme schemes from 2015/16 of £2,761,830 to meet capital commitments. The carryover includes grant funding to support these commitments of £1,103,000 and a capital receipt of £600,000.

 

D    Approves business cases for the refurbishment of the Town Park cycle track bridge surface (£8,500), and emergency works to the Town Park Playground (£20,000), to replace play equipment and furnishings. This latter work will be carried out in early 2016/17. Both schemes will be funded from the risk reserve.

 

E     Recognises the operational performance that has been achieved across all Council services during 2015/16.

Minutes:

The Cabinet received a report that summarised the year-end 2015/16

position of the Housing and Non Housing Capital Programmes and

proposed some carryovers into 2016/17.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon Clempner)

it was:

 

RESOLVED that Cabinet:

 

A     Notes the outturn of the Council’s Housing and Non-Housing Capital Programmes as at 31 March 2016 detailed as follows:

 

(i)            Housing Capital Programme expenditure of £21,452,000 against an approved revised budget of £25,103,000.

 

(ii)          Non-Housing Capital Programme expenditure of £3,950,000 against an approved revised budget of £6,961,000.

 

(iii)         Additional capital expenditure of £1,655,000 in respect of Growth Area Funding/Programme of Development and £5,730,000 in respect of a land purchase for the Enterprise Zone.

 

B    Approves the carryover of Housing Capital Programme schemes to 2016/17 of £3,823,800 to meet capital commitments.

 

C    Approves the carryover of Non-Housing Capital Programme schemes from 2015/16 of £2,761,830 to meet capital commitments. The carryover includes grant funding to support these commitments of £1,103,000 and a capital receipt of £600,000.

 

D    Approves business cases for the refurbishment of the Town Park cycle track bridge surface (£8,500), and emergency works to the Town Park Playground (£20,000), to replace play equipment and furnishings. This latter work will be carried out in early 2016/17. Both schemes will be funded from the risk reserve.

 

E     Recognises the operational performance that has been achieved across all Council services during 2015/16.

16.

Customer Services Action Plan pdf icon PDF 251 KB

Additional documents:

Decision:

RESOLVED that the Customer Service Action Plan at Appendix A is

approved.

Minutes:

The Cabinet received a report that detailed the recent Customer Service Review and associated Action Plan which outlined how the Council will develop customer interaction up to March 2019.

 

Proposed by Councillor Jon Clempner (seconded by Councillor Mike Danvers)

it was:

 

RESOLVED that the Customer Service Action Plan at Appendix A is

approved.

17.

Selection of operator for Harlow Enterprise Hub pdf icon PDF 119 KB

Decision:

RESOLVED that:

 

A     The tender submitted by Contractor B is accepted subject to contract.

 

B    The Council enters into a management contract with co-terminus lease for a period of 9 years and 6 months, to be reviewed in Year 4 with a break clause for both parties at Year 5.

Minutes:

The Cabinet received a report that proposed the continued support and operation of the Harlow Enterprise Hub and associated business support services and activities.

 

Proposed by Councillor Tony Durcan (seconded by Councillor Mike Danvers)

it was:

 

RESOLVED that:

 

A     The tender submitted by Contractor B is accepted subject to contract.

 

B    The Council enters into a management contract with co-terminus lease for a period of 9 years and 6 months, to be reviewed in Year 4 with a break clause for both parties at Year 5.

18.

The Stow Neighbourhood Centre Design Framework Supplementary Planning Document pdf icon PDF 20 KB

Additional documents:

Decision:

RESOLVED that Cabinet RECOMMENDS to Council that The Stow Neighbourhood Centre Design Framework Supplementary Planning Document be adopted.

Minutes:

Cabinet received a report that proposed that The Stow Neighbourhood Centre Design Framework Supplementary Planning Document be adopted.

 

Proposed by Councillor Tony Durcan (seconded by Councillor Danny Purton)

it was:

 

RESOLVED that Cabinet RECOMMENDS to Council that The Stow Neighbourhood Centre Design Framework Supplementary Planning Document be adopted.

19.

Loan Arrangements for HTS (Property & Environment) Limited pdf icon PDF 81 KB

Decision:

RESOLVED that:

 

A     Cabinet approves the provision of a loan of up to £1.4m to HTS (Property & Environment) Ltd as working capital for the business.

 

B    Authority is delegated to the Chief Executive, in consultation with the Leader of the Council and the Portfolio Holder for Resources, to finalise the detailed negotiation of the facilities agreement between the Council and HTS (Property & Environment) Ltd.

Minutes:

The Cabinet received a report which proposed the provision of a loan to finance the company set up costs which will ensure that HTS (Property & Environment) Ltd is able to initiate trading from 1 February 2017.

 

Proposed by Councillor Jon Clempner (seconded by Councillor Mike Danvers)

it was:

 

RESOLVED that:

 

A     Cabinet approves the provision of a loan of up to £1.4m to HTS (Property & Environment) Ltd as working capital for the business.

 

B    Authority is delegated to the Chief Executive, in consultation with the Leader of the Council and the Portfolio Holder for Resources, to finalise the detailed negotiation of the facilities agreement between the Council and HTS (Property & Environment) Ltd.

20.

Communications from Committees/Working Groups/Parties and Panels

20a

Referral from Audit & Standards Committee - Annual Governance Statement 2015-16 pdf icon PDF 125 KB

Additional documents:

Decision:

RESOLVED that Cabinet approves the Annual Governance Statement for 2015-16.

Minutes:

The Cabinet received a report from the Audit and Standards Committee that proposed the Annual Governance Statement for 2015-16.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon Clempner) Cabinet:

 

RESOLVED that Cabinet approves the Annual Governance Statement for 2015-16.

21.

Minutes of Panels/Working Groups

To note the following draft minutes of Cabinet appointed bodies. Minutes remain draft until approved by the relevant body.

Minutes:

RESOLVED that the minutes of the following meetings are noted.

21a

Minutes of meeting Wednesday, 17 February 2016 of Shareholder Sub Committee for HTS (Property and Environment) Limited pdf icon PDF 25 KB

21b

Minutes of meeting Thursday, 10 March 2016 of Cabinet Overview Working Group pdf icon PDF 24 KB

21c

Minutes of meeting Tuesday 22 March 2016 of Housing Standards Board pdf icon PDF 80 KB

21d

Minutes of meeting Wednesday, 6 April 2016 of Harlow Local Highways Panel pdf icon PDF 29 KB

21e

Minutes of meeting Tuesday, 31 May 2016 of Shareholder Sub Committee for HTS (Property and Environment) Limited pdf icon PDF 24 KB

21f

Minutes of meeting Wednesday, 29 June 2016 of Harlow Local Highways Panel pdf icon PDF 33 KB

22.

Matters of Urgent Business

To deal with any matters of an urgent nature.

Minutes:

The Leader of the Council stated his intention to ask the Chair of the Council to call a Special Council meeting to be held on Wednesday 31 August 2016 specifically to discuss spatial options in regard to the Local Plan and issues arising around the proposed Junction 7a.