Agenda and decisions

Venue: Council Chamber, Civic Centre. View directions

Contact: Adam Rees 

Items
No. Item

1.

Apologies for absence

2.

Declarations of Interest

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

3.

Minutes pdf icon PDF 196 KB

To approve the minutes of the meeting held on 17 October 2019.

4.

Matters Arising

Any matters arising from the minutes of the previous meeting.

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.

6.

Written Questions from Councillors

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

7.

Petitions

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

8.

Forward Plan pdf icon PDF 86 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.

9.

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

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

10.

HTS (Property and Environment) Ltd Best Value Review pdf icon PDF 79 KB

Additional documents:

Decision:

RESOLVED that:

 

A     The Best Value Review into Harlow Trading Services (Property and Environment) Ltd (HTS) and associated recommendations be received.

 

B    HTS be advised that the current contract will be extended for the maximum five year period provided for within the current contract subject to (C) below.

 

C    Subject to B being approved above:

 

             i)        The recommendations of the Best Value report be adopted as an action plan for the contract extension with the recommendations below required to be completed as part of the pre-contract extension process:

 

a)    Variation of the cost reporting structure for HTS to correlate with the Council’s cost centre arrangements (Economy Recommendation 1);

 

b)    The annual contractual price indexation being changed (Economy Recommendation 2);

 

c)    The setting of the mix of third party works, and directly awarded Council capital works, the Local Authority Trading Company (LATC) is to deliver (Economy Recommendation 3);

 

d)    Alternative mechanisms for penalty and/or reward under the contract, are put in place (Economy Recommendation 17); and

 

            ii)        The Chief Executive, in consultation with the Leader of the Council, is delegated authority to negotiate and agree all matters in respect of the extension of the contract for the continued provision of services by HTS.

 

D    The ‘Business as Usual’ activities in Appendix 2 of Appendix A are monitored for their completion by the Shareholder Sub Committee.

11.

Treasury Management Strategy Statement 2019/20: Mid-Year Review pdf icon PDF 57 KB

Additional documents:

Decision:

RESOLVED that:

 

A     The Mid-Year Review of the Treasury Management Strategy, as set out in Appendix A to the report, be noted and referred to Council for consideration.

12.

Joint Finance and Performance Report, Quarter 2 2019/20 pdf icon PDF 62 KB

Additional documents:

Decision:

RESOLVED that Cabinet:

 

A     Noted the projected outturn position set out in sections three and four of Appendix A to this report for the second quarter (July – Sept) of 2019/20 as follow:

 

             i)        An adverse variation on controllable budgets of £441,000 representing 0.81 per cent of the gross General Fund Budget.

 

            ii)        A total projected underspend of £75,000 representing -0.14 per cent of the gross General Fund Budget.

 

           iii)        The Council performed on or above target for 48 out of 49 (98 per cent) of its quarterly performance indicators.

13.

Housing Revenue Account, Quarter 2 Finance Report 2019/20 pdf icon PDF 64 KB

Additional documents:

Decision:

RESOLVED that:

 

A     Noted:

 

             i)        A favourable variation against the approved HRA operational/controllable budget of £272,000 representing (-)0.05 per cent of the gross Housing Revenue Account (HRA) budget.

 

            ii)        An unfavourable non-operational variance of £489,000 representing 0.1 per cent of gross HRA budget which includes adjustments to housing capital programme financing resulting from the re-alignment of budgets and associated funding.

 

B    Noted the forecast balance at 31 March 2020, of £6,826,000 in respect of the Housing Revenue Account and nil in respect of the Major Repairs Reserve (MRR).

14.

Capital Programmes, Quarter 2 Finance Report 2019/20 pdf icon PDF 138 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 Quarter 2 (29 September 2019) as follows:

 

             i)        Housing Capital Programme – forecast outturn £21,615,000 (revised estimate £23,743,000).

 

            ii)        Non Housing Capital Programme – forecast outturn £14,559,000 (revised estimate £19,654,000).

 

B    Approved a business case in the Non Housing Capital Programme for new CCTV in Old Harlow (£31,000) to improve the images available to assist with tackling crime and anti-social behaviour.

 

C    Approved capital funding in the Housing Capital Programme of £140,000 for the purchase of the 50 per cent interest in an equity share property in Little Pynchons. The Council currently owns a 50 per cent interest and the purchase of the other half interest in the property will add a three bed house to the lettable social housing stock. This purchase falls outside of the rules for the use of retained receipts.

 

D    Noted purchase of the freehold of Osler House (£200,000) from Harlow Health Centres Trust under an Option Agreement dated 15 January 2016, as part of the development work at Prentice Place.

15.

Contract Award for Insurance Services pdf icon PDF 109 KB

Additional documents:

Decision:

RESOLVED that Cabinet:

 

A     Noted the outcome of the insurance tender process for the Council’s main insurance programme as detailed below:

 

Policy Type

2020 Best Insurer Premium

Best Insurer

Lot 1 – Material Damage, Business Interruption, Money and Specified All Risks

£89,520.06

Zurich Municipal Insurance

Lot 2 – Property Owners

£32,989.77

QBE Insurance via RMP

Lot 3 – Contractor’s All Risks

£6,626.07

HSB Engineering via RMP

Lot 4 - Terrorism

£17,436.00

Lloyd’s Underwriters via Alesco

Lot 5 – Employer’s Liability, Public/Products Liability, Officials Indemnity, Libel & Slander, Land Charges and Public Health Act

£163,032.79

Zurich Municipal Insurance

Lot 6 – Professional Indemnity

£4,258.82

QBE Insurance via RMP

Lot 7 - Crime

£4,411.76

QBE Insurance via RMP

Lot 8 - Computer

£2,923.81

HSB Engineering via RMP

Lot 9 – Engineering Inspection & Insurance

£33,479.64

Zurich Municipal Ins

Lot 10 – Motor Fleet

£3,320.06

Zurich Municipal Ins

SUB-TOTAL

£357,998.78

 

Claims Handling (Liability only)

Not applicable

 

Insurance Premium Tax @ 12%

£39,941.97

 

VAT (Claims Handling and Engineering Inspection only) @ 20%

£5,029.80

 

GRAND TOTAL

£402,970.55

 

 

B    Noted the outcome of the insurance tender process for Residential leaseholders Buildings Insurance as detailed within this report, which will be awarded to Ocaso SA subject to the outcome of the second leaseholder consultation.

 

C    Delegated authority to the Head of Finance and Deputy to the Chief Executive to make final contract awards following the outcomes of any minor clarifications, which are not expected to materially affect the evaluation.

 

D    Approved the retention of Arthur J Gallagher as insurance brokers for the duration of the Long Term Agreement.

 

E     Delegated authority to the Head of Finance and Deputy to the Chief Executive and to seek revised terms from unsuccessful tenderers as set out in the Invitation to Tender (ITT) should the need arise once quoted premiums have been reviewed based on claims experience as at 31 January 2020 and to reflect  any portfolio changes since submission of the ITT.

16.

Award of Contract for Replacement of Water Main and Central Heating Systems - Moor Tower, Nicholls Tower, Stort Tower and Edmunds Tower pdf icon PDF 73 KB

Decision:

RESOLVED that:

 

A     The most economically advantageous tender submitted by Contractor A be accepted in the sum of £2,739,481.88 subject to subject to contract and Leaseholder consultation.

17.

Flat Block Refurbishment - Little Brays pdf icon PDF 55 KB

Decision:

RESOLVED that:

 

A     The most economically advantageous tender submitted by Contractor C be accepted in the revised sum of £419,597.98 for the delivery of external refurbishment and repairs to five flat blocks at Little Brays subject to formal contract and leaseholder consultation.

18.

Changes to the Membership of the Local Development Plan Panel

To confirm the appointment of Councillor Tony Edwards in place of Councillor Jodi Dunne.

19.

Communications from Committees/Working Groups/Parties and Panels

19a

Referral from Shareholder Sub Committee - Replacement of HTS (Property and Environment) Ltd Fleet pdf icon PDF 49 KB

Additional documents:

Decision:

RESOLVED that:

 

A     A loan to HTS (Property and Environment) Ltd (HTS) of £670,000 be approved, in principle, for the purpose of purchasing 43 new vehicles.

 

B    HTS (Property and Environment) Ltd be requested to mitigate actions to alleviate any impact on climate change. In addition, to keep under review changes to electric vehicle technology so that they are well placed to take advantage for the next fleet renewal period.

19b

Referral from Cabinet Overview Working Group - Local Council Tax Support Scheme Proposals 2020/21 pdf icon PDF 49 KB

Additional documents:

Decision:

RESOLVED that:

 

A     Cabinet recommended to Full Council that the current Local Council Tax Support Scheme remains unchanged for 2020/21.

20.

Minutes of Panels/Working Groups

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

20a

Minutes of meeting Thursday, 7 November 2019 of Shareholder Sub Committee pdf icon PDF 56 KB

21.

Matters of Urgent Business

Such other business which, in the opinion of the Chair, should be received as a matter of urgency by reason of special circumstances to be specified in the minutes.