Agenda, decisions and minutes

Venue: Council Chamber, Civic Centre. View directions

Contact: Adam Rees 

Items
No. Item

76.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor Mark Ingall.

77.

Declarations of Interest

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

Minutes:

None.

78.

Minutes pdf icon PDF 189 KB

To approve the minutes of the meeting held on 12 October 2017.

Minutes:

RESOLVED that the minutes of the meeting held on 12 October 2017 are agreed as a correct record and signed by the Leader.

79.

Matters Arising

Any matters arising from the minutes of the previous meeting.

Minutes:

None.

80.

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.

81.

Written Questions from Councillors

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

Minutes:

None.

82.

Petitions

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

Minutes:

None.

83.

Forward Plan pdf icon PDF 200 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.

84.

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

There have not been any decisions taken by Portfolio Holders under delegated powers since the last meeting of the Cabinet.

Minutes:

None.

85.

Local Development Plan - Approval of Regulation 19 Consultation pdf icon PDF 246 KB

Additional documents:

Decision:

RESOLVED that Cabinet:

 

A    Approved the Harlow Local Development Plan Draft Pre-Submission Strategic and Development Management Policies for the purposes of consultation under Regulation 19 of the Town and Country Planning (Local Planning) (England) Regulations 2012 (as amended). Attached as Appendix A to the report.

 

B    Delegated authority to the Managing Director (Acting) in consultation with the Leader of the Council and Portfolio Holder for Environment to make and approve any non-material amendments to the Local Plan arising from the ensuing consultation and completion of ensuing technical documents prior to formal submission for inspection.

Minutes:

Cabinet considered a report which sought approval of the Harlow Local Development Plan Draft Pre-Submission Strategic and Development Management Policies for consultation under Regulation 19 of the Town and Country Planning (Local Planning) (England) Regulation 2012 (as amended).

 

Proposed by Councillor Danny Purton (seconded by Councillor Jon Clempner) it was:

 

RESOLVED that Cabinet:

 

A    Approved the Harlow Local Development Plan Draft Pre-Submission Strategic and Development Management Policies for the purposes of consultation under Regulation 19 of the Town and Country Planning (Local Planning) (England) Regulations 2012 (as amended). Attached as Appendix A to the report.

 

B    Delegated authority to the Managing Director (Acting) in consultation with the Leader of the Council and Portfolio Holder for Environment to make and approve any non-material amendments to the Local Plan arising from the ensuing consultation and completion of ensuing technical documents prior to formal submission for inspection.

86.

Treasury Management Strategy Statement 2017/18: Mid-Year Review pdf icon PDF 123 KB

Additional documents:

Decision:

RESOLVED that:

 

A     The Mid-Year Review of the Treasury Management Strategy, attached as Appendix A to the report, was noted and referred to Full Council for consideration.

Minutes:

Cabinet considered a mid-year review of the Treasury Management Strategy Statement 2017/18.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon Clempner) it was:

 

RESOLVED that:

 

A     The Mid-Year Review of the Treasury Management Strategy, attached as Appendix A to the report, was noted and referred to Full Council for consideration.

87.

Quarter Two Joint Finance and Performance Report 2017/18 pdf icon PDF 302 KB

Additional documents:

Decision:

RESOLVED that Cabinet acknowledged:

 

A     The projected out-turn position set out in sections three and four of Appendix A to this report for the second quarter (July – September) of 2017/18 as follows:

 

            (i)        A favourable variation on controllable budgets of £213,000 representing -0.35 per cent of the gross General Fund Budget.

 

          (ii)        A total projected underspend of £495,000 representing -0.82 per cent of the gross General Fund Budget.

 

         (iii)        The Council performed on target or above target for 50 out of 51 (98 per cent) of performance indicators.

Minutes:

Cabinet received a report which set out both the Council’s financial performance, along with its performance its own performance indicators for the second quarter of 2017/18.

 

Proposed by Councillor Jon Clempner (seconded by Mike Danvers) it was:

 

RESOLVED that Cabinet acknowledged:

 

A     The projected out-turn position set out in sections three and four of Appendix A to this report for the second quarter (July – September) of 2017/18 as follows:

 

                            (i)        A favourable variation on controllable budgets of £213,000 representing -0.35 per cent of the gross General Fund Budget.

 

                          (ii)        A total projected underspend of £495,000 representing -0.82 per cent of the gross General Fund Budget.

 

                         (iii)        The Council performed on target or above target for 50 out of 51 (98 per cent) of performance indicators.

88.

Housing Revenue Account, Quarter 2 Finance Report 2017/18 pdf icon PDF 145 KB

Additional documents:

Decision:

RESOLVED that Cabinet:

 

A     Noted:

 

            (i)        An unfavourable variation against the approved Housing Revenue Account (HRA) operational /controllable budget of £486,000 representing 0.92 percent of the gross HRA budget.

 

          (ii)        An unfavourable non-operational variance of £4,073,000 representing 7.69 percent of the gross HRA budget which includes adjustments to capital programmes financing as a result of an updated outturn position for 2016/17 and reflecting the urgent need to reprioritise the programme.

 

B    Noted the forecast balances at 31 March 2018, of £5,636,000 in respect of the Housing Revenue Account and nil in respect of the Major Repairs Reserve.

Minutes:

Cabinet received a report which provided an update on the Housing Revenue Account (HRA) for the second quarter of 2017/18 and asked that Cabinet noted variances in the HRA budget, as well as the forecast budget of the HRA and the Major Repairs Reserve.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Mark Wilkinson) it was:

 

RESOLVED that Cabinet:

 

A     Noted:

 

                            (i)        An unfavourable variation against the approved Housing Revenue Account (HRA) operational /controllable budget of £486,000 representing 0.92 percent of the gross HRA budget.

 

                          (ii)        An unfavourable non-operational variance of £4,073,000 representing 7.69 percent of the gross HRA budget which includes adjustments to capital programmes financing as a result of an updated outturn position for 2016/17 and reflecting the urgent need to reprioritise the programme.

 

B    Noted the forecast balances at 31 March 2018, of £5,636,000 in respect of the Housing Revenue Account and nil in respect of the Major Repairs Reserve.

89.

Capital Programmes, Quarter 2 Finance Report 2017/18 pdf icon PDF 312 KB

Additional documents:

Decision:

RESOLVED that Cabinet:

 

A     Noted the progress in the delivery of the Council’s Housing and Non-Housing Capital Programmes as at Period 6 (1 October 2017) as follows:

 

            (i)        Housing Capital Programme – forecast outturn of £22,601,000 (original estimate £18,530,000).

 

          (ii)        Non-Housing Capital Programme – a forecast outturn of £11,368,000 (original estimate £5,425,000).

 

B    Approved two new business cases in respect of the Non-Housing Capital Programme:

 

            (i)        Latton Bush Centre refurbishment of the Child Health Offices (office 29) in order to bring up to a lettable standard (£20,000), funded from approved budget for the refurbishment of the archive room; work which is no longer required.

 

          (ii)        To install Sensory Play Equipment within the Learning Centre and in the wider Town Park, fully grant funded by ECC Short Breaks (£33,000).

Minutes:

Cabinet received a report which provided an update on the Council’s Housing and Non-Housing Capital Programmes and the approval of two business cases.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon Clempner) it was:

 

RESOLVED that Cabinet:

 

A     Noted the progress in the delivery of the Council’s Housing and Non-Housing Capital Programmes as at Period 6 (1 October 2017) as follows:

 

                            (i)        Housing Capital Programme – forecast outturn of £22,601,000 (original estimate £18,530,000).

 

                          (ii)        Non-Housing Capital Programme – a forecast outturn of £11,368,000 (original estimate £5,425,000).

 

B    Approved two new business cases in respect of the Non-Housing Capital Programme:

 

                            (i)        Latton Bush Centre refurbishment of the Child Health Offices (office 29) in order to bring up to a lettable standard (£20,000), funded from approved budget for the refurbishment of the archive room; work which is no longer required.

 

                          (ii)        To install Sensory Play Equipment within the Learning Centre and in the wider Town Park, fully grant funded by ECC Short Breaks (£33,000).

90.

Award of Contract for Domestic Waste and Recycling Collection Services pdf icon PDF 144 KB

Appendix C of this report is confidential so any discussion of which will be held in private session.

Additional documents:

Decision:

RESOLVED that:

 

A     The most economically advantageous tender for the contract for the Provision of Domestic Waste and Recycling Collection and Allied Services submitted by Bidder A be accepted, subject to formal contract and satisfactory conclusion of the statutory standstill period.

 

B    Head of Place be authorised to issue notification of intention to award contracts to the bidder that submitted the most economically advantageous tender, and subject to process make arrangements for mobilisation of the contract.

 

C    The provisional item regarding separate collection of food waste from properties with communal bins not be included in the contract to be awarded.

 

D    The provisional item regarding administration of new garden waste service by the preferred bidder be included in the contract to be awarded.

 

E     The Council’s Charges for collection of Bulky Household Waste be revised with effect from 1 April 2018 to more closely reflect those made by comparable authorities, as set out at Appendix A. 

Minutes:

Cabinet received a report to award a new contract for domestic waste and recycling collection services.

 

Proposed by Councillor Danny Purton (seconded by Councillor Mark Wilkinson) it was:

 

RESOLVED that:

 

A     The most economically advantageous tender for the contract for the Provision of Domestic Waste and Recycling Collection and Allied Services submitted by Bidder A be accepted, subject to formal contract and satisfactory conclusion of the statutory standstill period.

 

B    Head of Place be authorised to issue notification of intention to award contracts to the bidder that submitted the most economically advantageous tender, and subject to process make arrangements for mobilisation of the contract.

 

C    The provisional item regarding separate collection of food waste from properties with communal bins not be included in the contract to be awarded.

 

D    The provisional item regarding administration of new garden waste service by the preferred bidder be included in the contract to be awarded.

 

E     The Council’s Charges for collection of Bulky Household Waste be revised with effect from 1 April 2018 to more closely reflect those made by comparable authorities, as set out in Appendix A to the report. 

91.

Lift Refurbishment Programme pdf icon PDF 132 KB

Decision:

RESOLVED that Cabinet:

 

A     Accepted the most advantageous tender, submitted by Contractor B, in the sum of £1,504,060.97 for the delivery of the lift refurbishment programme subject to contract and Leasehold consultation.  

Minutes:

Cabinet received a report for the award of a contract to deliver the Council’s lift refurbishment programme from 2017/18 until 2020/21.

 

Proposed by Councillor Mark Wilkinson (seconded by Councillor Mike Danvers) it was:

 

RESOLVED that Cabinet:

 

A     Accepted the most advantageous tender, submitted by Contractor B, in the sum of £1,504,060.97 for the delivery of the lift refurbishment programme subject to contract and Leasehold consultation.  

92.

Contract Award for Refurbishment Works to Temporary Accommodation pdf icon PDF 128 KB

Decision:

RESOLVED that Cabinet:

 

A     Accepted the most advantageous tender assessed against the criteria included in the tender documents, submitted by Contractor A, in the sum of £356,261 subject to contract and confirmation of Planning Consent.

Minutes:

Cabinet received a report which considered a contract award for refurbishment works to temporary accommodation.

 

Proposed by Councillor Mark  Wilkinson (seconded by Councillor Jon Clempner) it was:

 

RESOLVED that Cabinet:

 

A     Accepted the most advantageous tender assessed against the criteria included in the tender documents, submitted by Contractor A, in the sum of £356,261 subject to contract and confirmation of Planning Consent.

93.

Debt Write Offs pdf icon PDF 122 KB

Additional documents:

Decision:

RESOLVED that:

 

A     Irrecoverable sundry debts amounting to £162,954.99 be written off.

Minutes:

Cabinet considered a report to write off irrecoverable sundry debts amounting to £162,954.99.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon Clempner) it was:

 

RESOLVED that:

 

A     Irrecoverable sundry debts amounting to £162,954.99 be written off.

94.

Communications from Committees/Working Groups/Parties and Panels

94a

Referral from Cabinet Overview Working Group - Local Council Tax Support Scheme Proposals 2018/19 pdf icon PDF 202 KB

Additional documents:

Decision:

RESOLVED that Cabinet recommended to Full Council that:

 

A     Following the results of the consultation process, the 2018/19 Local Council Tax Support Scheme is amended with effect from 1 April 2018 as follows:

 

            (i)        Accept documentation from the Department of Works & Pensions as an intention to claim Council Tax support.

 

          (ii)        Disregard the new Bereavement Support payments for working age applicants.

 

         (iii)        Introduce discretion in regards to Department of Works & Pensions notifications for working age Council Tax Support claims.

Minutes:

Cabinet received a report on Local Council Tax Support Scheme proposals for 2018/19 which had been referred to it by the Cabinet Overview Working Group.

 

The Leader said that the matter would be referred to Full Council at the meeting on 14 December 2017.

 

Proposed by Councillor Jon Clempner (seconded by Councillor Mike Danvers) it was:

 

RESOLVED that Cabinet recommended to Full Council that:

 

A     Following the results of the consultation process, the 2018/19 Local Council Tax Support Scheme is amended with effect from 1 April 2018 as follows:

 

                            (i)        Accept documentation from the Department of Works & Pensions as an intention to claim Council Tax support.

 

                          (ii)        Disregard the new Bereavement Support payments for working age applicants.

 

                         (iii)        Introduce discretion in regards to Department of Works & Pensions notifications for working age Council Tax Support claims.

95.

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.

95a

Minutes of meeting Wednesday, 20 September 2017 of Harlow Local Highways Panel pdf icon PDF 98 KB

95b

Minutes of meeting Wednesday, 18 October 2017 of Shareholder Sub-Committee pdf icon PDF 105 KB

95c

Minutes of meeting Thursday, 19 October 2017 of Cabinet Overview Working Group pdf icon PDF 49 KB

96.

Matters of Urgent Business

To deal with any matters of an urgent nature.

Minutes:

None.

97.

Exclusion of Press and Public

The Chair will move that the following items be taken in private session on the grounds that they are likely to involve the disclosure of exempt information as specified under Paragraph 3 of Part One of Schedule 12A of the Local Government Act 1972, if and so long as in all the circumstances of the cases, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).

Minutes:

RESOLVED that the following item be taken in private session on the grounds that it is likely to involve the disclosure of exempt information as specified under Paragraph 3 of Part One of Schedule 12A of the Local Government Act 1972, if and so long as in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information).

98.

Harlow Enterprise Zone - Acquisition of Land

Decision:

RESOLVED that Cabinet:

 

A     Approved Option A, set out in paragraph 19 of the report, to enable the Council to acquire the retained land from Newhall Projects Limited.

Minutes:

Cabinet considered a report for the acquisition of land at the Enterprise Zone site at London Road North.

 

Proposed by Councillor Tony Durcan (seconded by Councillor Jon Clempner) it was:

 

RESOLVED that Cabinet:

 

A     Approved Option A, set out in paragraph 19 of the report, to enable the Council to acquire the retained land from Newhall Projects Limited.