Agenda, decisions and draft minutes

The Chair will read out the following statement:

“This meeting is being webcast live to our website (https://harlow.public-i.tv/core/portal/home) and will be available for repeated viewing after the meeting has ended.

By continuing to attend this meeting, you are consenting to being filmed and to appearing in the webcast.

I would like to remind all those participating in the meeting to use their microphones when they speak, and to turn them off once they have finished talking.”

The Leader said the meeting was being webcast live and would be available for repeated viewing after the meeting has ended. By continuing to attend the meeting, you were consenting to being filmed and to appearing in the webcast.

Apologies for absence were received from Councillor Michael Hardware and James Leppard.

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

Councillor Shepherd declared a non-pecuniary interest in Item 15, Shopfront SPD, as a member of Harlow Civic Society.

To approve the minutes of the meeting held on 24 October 2024.

RESOLVED that the minutes of the meeting held on 24 October 2024 are agreed as a correct record and signed by the Leader.

Any matters arising from the minutes of the previous meeting.

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

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

The Leader set out how the council had continued to deliver its corporate priorities.

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

None.

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

RESOLVED that the following decisions be noted.

https://moderngov.harlow.gov.uk/ieDecisionDetails.aspx?ID=1001

https://moderngov.harlow.gov.uk/ieDecisionDetails.aspx?ID=1002

https://moderngov.harlow.gov.uk/ieDecisionDetails.aspx?ID=1008

RESOLVED that Cabinet:

A    Endorsed the transformation programme, Building Harlow's Future, as set out in appendix A to the report.

B    Would receive quarterly updates on activity and progress within the programme.

Cabinet received a report on the transformation programme.

Proposed by Councillor Dan Swords (seconded by Councillor Hannah Ellis) it was:

RESOLVED that Cabinet:

A    Endorsed the transformation programme, Building Harlow's Future, as set out in appendix A to the report.

B    Would receive quarterly updates on activity and progress within the programme.

RESOLVED that Cabinet:

A    Noted the performance of key performance indicators for September and October.

B    Noted the financial performance and position as of October (period 7) of 2024/25 financial year.

C    Approved the Period 7 reprofiling into 2025/26 within the Housing and Non-Housing Capital Programmes included within Appendices E and F to the report.

D    Noted the current strategic risks for the council’s operations.

Cabinet received the performance, finance and risk report for September and October.

The Leader agreed to send a copy of the improvement plan to Councillor Morrison.

Proposed by Councillor Dan Swords (seconded by Councillor Hannah Ellis) it was:

RESOLVED that Cabinet:

A     Noted the performance of key performance indicators for September and October.

B     Noted the financial performance and position as of October (period 7) of 2024/25 financial year.

C     Approved the Period 7 reprofiling into 2025/26 within the Housing and Non-Housing Capital Programmes included within Appendices E and F to the report.

D     Noted the current strategic risks for the council’s operations.

RESOLVED that Cabinet noted the progress being made against the actions agreed with the Regulator for Social Housing to manage our ongoing social housing compliance.

Cabinet received an update report on progress on actions agreed with the Housing Regulator.

Proposed by Councillor David Carter (seconded by Councillor Dan Swords) it was:

RESOLVED that Cabinet noted the progress being made against the actions agreed with the Regulator for Social Housing to manage our ongoing social housing compliance.

RESOLVED that Cabinet noted the annual Treasury Management Report for 2023/24 (attached as Appendix A to the report), and that the Council operated within the Treasury Management Strategy Statement during 2023/24 and recommended it to Full Council for approval.

Cabinet received the annual treasury management report for 2023/24.

Councillor Mullard-Toal would be provided with a written answer on the amount required to service the council’s debts.

Proposed by Councillor Dan Swords (seconded by Councillor David Carter) it was:

RESOLVED that Cabinet noted the annual Treasury Management Report for 2023/24 (attached as Appendix A to the report), and that the Council operated within the Treasury Management Strategy Statement during 2023/24 and recommended it to Full Council for approval.

RESOLVED that Cabinet:

A    Noted the responses received to the consultation (as set out in Appendix B to this report). and agrees the consequential amendments made to the Shopfront Design Supplementary Planning Document (SPD).

B    Adopted the SPD (as set out in Appendix A to this report) and delegates authority to the Assistant Director – Planning and Environment, in consultation with the Portfolio Holder for HGGT and Planning, to make and agree any minor or inconsequential amendments to the Shopfront Design SPD arising from any matters discussed and agreed at Cabinet.

Cabinet received a report on adopting a shopfront supplementary planning document.

Proposed by Councillor Alastair Gunn (seconded by Councillor Hannah Ellis) it was:

RESOLVED that Cabinet:

A     Noted the responses received to the consultation (as set out in Appendix B to this report). and agrees the consequential amendments made to the Shopfront Design Supplementary Planning Document (SPD).

B     Adopted the SPD (as set out in Appendix A to this report) and delegates authority to the Assistant Director – Planning and Environment, in consultation with the Portfolio Holder for HGGT and Planning, to make and agree any minor or inconsequential amendments to the Shopfront Design SPD arising from any matters discussed and agreed at Cabinet.

RESOLVED that:

A      Cabinet noted the outcome of the insurance tender process for the council’s main insurance programme as detailed in Appendix A to the report.

B      Authority is delegated to Assistant Director – Finance (Section 151 Officer) in consultation with Portfolio Holder for Finance to make final contract awards following the outcomes of minor clarifications, which are not expected to materially affect the evaluation.

C      Cabinet noted that Arthur J Gallagher will be retained as insurance brokers for the duration of the Long-Term Agreement.

D      Quoted premiums be subject to review based on claims experience as 28 February 2025 and any portfolio changes since submission of the ITT. If the council exercises its right under the ITT to seek revised terms from unsuccessful tenderers, award of contract is delegated be Assistant Director – Finance (Section 151 Officer) in consultation with Portfolio Holder for Finance.

Cabinet received a report on insurance tender evaluations.

Councillor Saggers would be provided with a written answer on any changes to insurance related to cyber security.

Proposed by Councillor Dan Swords (seconded by Councillor David Carter) it was:

RESOLVED that:

A       Cabinet noted the outcome of the insurance tender process for the council’s main insurance programme as detailed in Appendix A to the report.

B       Authority is delegated to Assistant Director – Finance (Section 151 Officer) in consultation with Portfolio Holder for Finance to make final contract awards following the outcomes of minor clarifications, which are not expected to materially affect the evaluation.

C       Cabinet noted that Arthur J Gallagher will be retained as insurance brokers for the duration of the Long-Term Agreement.

D       Quoted premiums be subject to review based on claims experience as 28 February 2025 and any portfolio changes since submission of the ITT. If the council exercises its right under the ITT to seek revised terms from unsuccessful tenderers, award of contract is delegated be Assistant Director – Finance (Section 151 Officer) in consultation with Portfolio Holder for Finance.

RESOLVED that Cabinet:

A    Endorsed the introduction of the new income banded Council Tax Reduction Scheme for working age applicants.

B    Recommended to Full Council to approve the new banded Council Tax Reduction Scheme.

C    Recommended to Full Council to give delegated authority to the Assistant Director – Finance in consultation with the Portfolio Holder for Finance to implement the scheme by April 2026.

Cabinet received a report on the Local Council Tax Support Scheme.

Proposed by Councillor Dan Swords (seconded by Councillor David Carter) it was:

RESOLVED that Cabinet:

A     Endorsed the introduction of the new income banded Council Tax Reduction Scheme for working age applicants.

B     Recommended to Full Council to approve the new banded Council Tax Reduction Scheme.

C     Recommended to Full Council to give delegated authority to the Assistant Director – Finance in consultation with the Portfolio Holder for Finance to implement the scheme by April 2026.

RESOLVED that Cabinet noted the impressive progress and exceeding performance of the Harvey Centre for the reported period.

Cabinet received an update report on Harvey Centre asset management.

Proposed by Councillor Dan Swords (seconded by Councillor Hannah Ellis) it was:

RESOLVED that Cabinet noted the impressive progress and exceeding performance of the Harvey Centre for the reported period.

RESOLVED that delegated authority be given to the Assistant Director – Regeneration and Commercial Development, in consultation with the Leader of the Council, to proceed with final construction phase of all schemes within the Council Housing Building Programme (CHBP), within the financial budget set in the approval Harlow Council Capital Programme 2024/25 - 2027/28.

Cabinet received a report on delegations for council house building contract awards.

Proposed by Councillor Dan Swords (seconded by Councillor Alastair Gunn) it was:

RESOLVED that delegated authority be given to the Assistant Director – Regeneration and Commercial Development, in consultation with the Leader of the Council, to proceed with final construction phase of all schemes within the Council Housing Building Programme (CHBP), within the financial budget set in the approval Harlow Council Capital Programme 2024/25 - 2027/28.

RESOLVED that Cabinet noted the progress of the HRP for the first full year of activity.

Cabinet received an annual progress report on the Harlow Regeneration Partnership LLP.

Proposed by Councillor Dan Swords (seconded by Councillor David Carter) it was:

RESOLVED that Cabinet noted the progress of the HRP for the first full year of activity.

 None.

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

None.

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.

None.

The Chair will move 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).

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).

RESOLVED that Cabinet recommended to Full Council that:

A    Delegated authority be given to the Leader of the Council and Assistant Director of Finance (s151 officer) to finalise the capital financing for the redevelopment site as detailed in the report.

B    Delegated authority be given to the Leader of the Council and Assistant Director Regeneration and Commercial Development to procure and appoint a main contractor for the redevelopment site as detailed within the budget profile set-out within this report and in accordance with Council’s procurement framework.

C    A budget is allocated for the negotiated purchase price and associated costs per the agreed Capital Programme and the terms of this report and approve that associated Capital Strategy and Treasury documents are amended to reflect the capital acquisition as detailed in the report.

D    Delegated authority be given to the Leader of the Council and Assistant Director of Finance (s151 officer) to finalise any required capital financing for the acquisition of as detailed in the report.

E     Delegated authority be given to the Leader of the Council, Assistant Director of Finance (s151 Officer) and Assistant Director of Regeneration & Commercial Development to negotiate and complete the acquisition as detailed in the report.

F     Delegated authority be given to the Leader of the Council and Assistant Director of Regeneration and Commercial Development to enable the occupation of the building as detailed in the report subject to public procurement rules and Council Contract Standing Orders.

Cabinet received a report on the Town Centre Strategy.

Proposed by Councillor Dan Swords (seconded by Councillor David Carter) it was:

RESOLVED that Cabinet recommended to Full Council that:

A     Delegated authority be given to the Leader of the Council and Assistant Director of Finance (s151 officer) to finalise the capital financing for the redevelopment site as detailed in the report.

B     Delegated authority be given to the Leader of the Council and Assistant Director Regeneration and Commercial Development to procure and appoint a main contractor for the redevelopment site as detailed within the budget profile set-out within this report and in accordance with Council’s procurement framework.

C     A budget is allocated for the negotiated purchase price and associated costs per the agreed Capital Programme and the terms of this report and approve that associated Capital Strategy and Treasury documents are amended to reflect the capital acquisition as detailed in the report.

D     Delegated authority be given to the Leader of the Council and Assistant Director of Finance (s151 officer) to finalise any required capital financing for the acquisition of as detailed in the report.

E     Delegated authority be given to the Leader of the Council, Assistant Director of Finance (s151 Officer) and Assistant Director of Regeneration & Commercial Development to negotiate and complete the acquisition as detailed in the report.

F      Delegated authority be given to the Leader of the Council and Assistant Director of Regeneration and Commercial Development to enable the occupation of the building as detailed in the report subject to public procurement rules and Council Contract Standing Orders.