Cabinet

_________________________________________________________________________ - Page 1 - Minutes & Decisions CABINET Thursday, 27 June 2024 Meeting held at Committee Room 6 - Civic Centre, High Street, Uxbridge UB8 1UW Decisions Published on: 28 June 2024 Decisions come into effect from: 5pm, 5 July 2024 * Cabinet Members Present: Ian Edwards (Chair) Jonathan Bianco (Vice-Chair) Martin Goddard Douglas Mills Susan O'Brien Jane Palmer 1. APOLOGIES FOR ABSENCE Apologies were received from Councillor Eddie Lavery. 2. DECLARATIONS OF INTEREST IN MATTERS BEFORE THIS MEETING No interests were declared by Members present. 3. TO APPROVE THE MINUTES OF THE LAST CABINET MEETING The minutes and decisions of the Cabinet meeting held on 23 May 2024 were agreed as a correct record. 4. TO CONFIRM THAT THE ITEMS OF BUSINESS MARKED PART 1 WILL BE CONSIDERED IN PUBLIC AND THAT THE ITEMS OF BUSINESS MARKED PART 2 IN PRIVATE It was confirmed that items of business marked Part 1 would be considered in public and those marked Pa rt 2 in private. The Leader of the Council advised that t wo additional items were to be tabled under urgency provisions and considered in private relating to the acquisition of land and property. _________________________________________________________________________ - Page 2 - 5. SELECT COMMITTEE REVIEW: THE COUNCIL'S CONSULTATION ARRANGEMENTS 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 d etailed 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 yout h 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 shareabl e 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 consu ltations 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 a nd 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. _________________________________________________________________________ - Page 3 - The Cabinet Member for Corporate Services expressed gratitude to the Select Committee for thei r 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 exampl e, as it yielded practical and sensible ideas that we re not initially considered but were now being incorporated. The Cabinet Member noted that this w ould 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. Relevant Select Committee Corporate Resources & Infrastructure Expiry date for any scrutiny call-in / date decisi on can be implemented (if no call - in) Cabinet’s decisions can be called in by a majority of the select committee by 5pm, Friday 5 July 2024. Officer(s) to action Marion Finney Directorate Central Services Classification Public The report and any background papers relating to this decision by the Cabinet a re available to view on the Council's website or by visiting the Civic Centre, Uxbridge. 6. LOCAL FLOOD RISK MANAGEMENT STRATEGY RESOLVED: That the Cabinet considers the consultation respon ses 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 liv ing document, hosted on the website and broken down i nto 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. _________________________________________________________________________ - Page 4 - Relevant Select Committee Residents’ Services Expiry date for any scrutiny call-in / date decision can be implemented (if no call - in) Cabinet’s decisions can be called in by a majority of the select committee by 5pm, Friday 5 July 2024 Officer(s) to action Ian Thynne Directorate Central Services Classification Public The report and any background papers relating to this decision by the Cabinet ar e available to view on the Council's website or by visiting the Civic Centre, Uxbridge. 7. UPDATE TO THE CORPORATE COMPLAINTS POLICY RESOLVED: That the Cabinet: 1) Agree the updated Corporate Complaints Policy as set out in Appendix A. 2) Request Full Counci l 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 tw o, 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 efficient ly and address complaints requiring further investigation. Alternative options considered and rejected None. Relevant Select Committee Corporate Resources & Infrastructure Expiry date for any scrutiny call-in / date decision can be implemented (if no call- in) Cabinet’s decision (1) can be called in by a majority of the select committee by 5pm, Friday 5 July 2024 Cabinet’s decision (2) cannot be called -in and comes into immediate effect and is referred to the Full Council for decision. Officer(s) to action Ian Anderson _________________________________________________________________________ - Page 5 - Directorate Digital & Intelligence Classification Public The report and any background papers relating to this decision by the Cabinet ar e available to view on the Council's website or by visiting the Civic Centre, Uxbridge. 8. YOUTH JUSTICE SERVICE STRATEGY 2024-2029 - POLICY FRAMEWORK 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 C hildren, 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 consultatio n 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 res ponsive 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 overrepre sentation and disproportionality, child -centered prac tice, 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. Relevant Select Committee Children, Families & Education Expiry date for any scrutiny call-in / date decision can be implemented (if no call- in) Cabinet’s decisions on this matter cannot be called -in and they come into immediate effect for consultati on to take place. This is a policy framework document where consultation with the relevant select committee is mandatory and the final decision -maker is the Full Council. Officer(s) to action Nuzhat Ilyas / Kat Wyatt Directorate Children’s Services Classification Public The report and any background papers relating to this decision by the Cabinet ar e available to view on the Council's website or by visiting the Civic Centre, Uxbridge. 9. BUDGET OUTTURN 2023/24 _________________________________________________________________________ - Page 6 - 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 Por t 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 se t 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 prese nted 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 press ures 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 a nd general balances and earmarked reserves amounted to £35.2 million. It w as 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 f or 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 bu dget of £23.3 million. _________________________________________________________________________ - Page 7 - 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 pressu res 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. Relevant Select Committee Corporate Resources & Infrastructure Expiry date for any scrutiny call-in / date decision can be implemented (if no call - in) Cabinet’s decisions (2,a,b,c & e) can be called in by a majority of the select committee by 5pm, Friday 5 July 2024. Cabinet’s decision 2(d) relating to the Lawn Tennis grant cannot be called -in, as this was given approval prior to the Cabinet meeting under special urgency provisions on 25 June 2024 to meet the deadline for grant acceptance. Officer(s) to action Andy Evans Directorate Resources Classification Public The report and any background papers relating to this decision by the Cabinet ar e available to view on the Council's website or by visiting the Civic Centre, Uxbridge. 10. PUBLIC PREVIEW OF MATTERS TO BE CONSIDERED IN PRIVATE RESOLVED: That Cabinet note the reports to be considered later in private and Part 2 of the Cabinet agenda and comm ent 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. Relevant Select Committee Expiry date for any This matter is not for call-in, as noting only. _________________________________________________________________________ - Page 8 - scrutiny call-in / date decision can be implemented (if no call-in) Officer(s) to action Mark Braddock Directorate Central Services Classification Public - The report and any background papers relating to this decision by the Cabinet are available to view on the Council's website or by visiting the Civic Centre, Uxbridge. 11. BECK THEATRE, HAYES - CONTRACT EXTENSION RESOLVED: That Cabinet: 1) Agrees the extension of the existing contract to ensure the continued delivery of high -quality theatre and cultural offer at the Beck Theatre, Hayes u ntil December 2024 on a reduced subsidy level between July 2024-December 2024; 2) Agrees to delegate authority on a further extension (maximum of three years) based on a zero -subsidy model to the Corporate Director of Place, in consultation with Leader of the Council and Cabinet Member for Residents’ Services; 3) Agrees to peppercorn rent for this extension period on similar terms as the current arrangement. Reasons for decision Cabinet agreed the extension of contractual arrangements with the operator of The Beck Theatre in Hayes, with the move to operate in the future without Council subsidy. Alternative options considered and rejected Alternative options considered by Cabinet were set out in the confidential report. Relevant Select Committee Corporate Resources & Infrastructure Expiry date for any scrutiny call-in / date decision can be implemented (if no call-in) Cabinet’s decisions can be called in by a majority of the select committee by 5pm, Friday 5 July 2024 Officer(s) to action Karrie Whelan / Darren Deeks Directorate Place Classification Private - Whilst the Cabinet's decisions above are always made public, the officer report relating to this matter is not because it was considered in the private part of the meeting and contained information rel ating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it in accordance with Section _________________________________________________________________________ - Page 9 - 100(A) and paragraph 3 of Part 1 of Schedule 12 (A) to the Local Government Act 1972 (as amended). 12. ENTERPRISE ARCHITECTURE INFRASTRUCTURE & HOSTING OF KEY BUSINESS APPLICATIONS RESOLVED: That the Cabinet: 1) Approve continued use of Microsoft A zure Tenancy for Enterprise Architecture and Infrastructure as a Service ( IaaS) for critical line -of- business applications servers for a period of five years at a maximum value of £3,810k. 2) Approve the continued partnership with Cisilion Ltd as the Cloud Solution Provider (CSP) from 1st July 2024 to 30th June 2029 via the UK SBS Digital Workplace Solutions Framework and delegate authority to the Chief Digital & Information Officer, in consultation with the Cabinet Member for Corporate Services, to change th e Cloud Solution Provider and make any associated decisions, should this b e required, during the five-year period. Reasons for decision Cabinet agreed to continue contracts for the Council’s enterprise architecture infrastructure to enable the hosting of key business applications and agreed a Cloud Solution Provider to deliver this. Alternative options considered and rejected Alternative options considered by the Cabinet were set out in the confidential report. Relevant Select Committee Corporate Resources & Infrastructure Expiry date for any scrutiny call-in / date decision can be implemented (if no call-in) Cabinet’s decisions can be called in by a majority of the select committee by 5pm, Friday 5 July 2024 Officer(s) to action Michael Clarke / Jo Allen Directorate Digital & Intelligence / Resources Classification Private - Whilst the Cabinet's decisions above are always made public, the officer report relating to this matter is not because it was considered in the private part of the meeting and c ontained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it in accorda nce with Section 100(A) and paragraph 3 of Part 1 of Schedule 12 (A) to the Local Government Act 1972 (as amended). _________________________________________________________________________ - Page 10 - 13. CONTRACTS FOR VEHICLE HIRE AND DAMAGE REPAIRS ARRANGEMENTS IN SUPPORT OF THE FLEET OPERATION RESOLVED: That Cabinet agree: 1) For the hire of fleet vehicles to the Council for the period of 1 August 2024 to 31 July 2028 (4-years), to: a) Accept the direct award from Car Hire (Days of Swansea) Ltd (trading as Days Rental) up to a maximum value of £500,000; b) Accept the direct awar d from Dawsongroup Vans Limited up to a maximum value of £200,000; c) Accept the direct award from Enterprise Rent a Car Limited up to a maximum value of £200,000; d) Accept the direct award from London Hire Limited up to a maximum value of £200,000; 2) To accept the single tender from Fiveways Municipal Vehicle Hire Limited for the hire of fleet vehicles for a 12 month period from 1 August 2024 to 31 July 2025 up to maximum £175,000, pending the completion of a full tender exercise; 3) To authorise the Council’s Fle et Manager to utilise these contracts based on the operational needs of the Council and also within approved budgets, as set out within the body of the report. Reasons for decision Cabinet agreed, where temporary requirements made sense , the necessary contracts for the hire of vehicles within the Council’s fleet, for a 4-year period. Alternative options considered and rejected Alternative options considered by the Cabinet were set out in the confidential report. Relevant Select Committee Corporate Resources & Infrastructure Expiry date for any scrutiny call-in / date decision can be implemented (if no call-in) Cabinet’s decisions can be called in by a majority of the select committee by 5pm, Friday 5 July 2024 Officer(s) to action Stephen Gunter / Michelle Kenyon Directorate Resources Classification Private - Whilst the Cabinet's decisions above are always made public, the officer report relating to this matter is not because it was considered in the private part of the meeting and contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it in accordance with Section _________________________________________________________________________ - Page 11 - 100(A) and paragraph 3 of Part 1 of Schedule 12 (A) to the Local Government Act 1972 (as amended). 14. ANY OTHER ITEMS THE CHAIRMAN AGREES ARE RELEVANT OR URGENT Two additional reports were considered by the Cabinet, in private, under urgen cy provisions. 15. ACQUISITION OF RESIDENTIAL ACCOMMODATION IN HAYES RESOLVED: That Cabinet: 1) Notes the progress made following the decision by Cabinet on 18 April 2024 to progress the purchase of the residential properties (HPH3) in Hayes to meet local housing needs, including; positive progress to date on due dil igence; a negotiated reduction off the purchase price and a successful grant application to the Greater London Authority (GLA) for £19.2m, representing approximately 50% of the purch ase price, a grant which Cabinet duly accepts. 2) Agrees to complete the purchase of the HPH3 development in Hayes, strictly subject to the final outcome of all due diligence to the satisfaction of the Council, for the total purchase price as set out in the report, along with the £19.2m of grant funding towards the purchase, from the GLA. 3) Delegates authority to the Corporate Director of Place, in consultation with the Leader of the Council and Cabinet Member for Property, Highways and Transport and Cabinet Mem ber for Residents’ Services, to finalise all necessary matters in completing the purchase, again strictly subject to final due diligence activities being completed satisfactorily. 4) Authorises the release of capital funds, at the value set out in the report, from the HRA Acquisition and Development Budget, to supplement the GLA grant funding, to secure the purchase of the site. 5) Authorises adoption of the Local Lettings Policy for the property in Hayes, upon successful acquisition (Appendix 1), and to the rele ase of the Policy into the public domain at the relevant time. Reasons for recommendation Following Cabinet’s decision in April 2024 to progress the due diligence to support the potential acquisition of a residential development in Hayes, along with noti ng the successful GLA grant application of £19.2m towards it, Cabinet agre ed the necessary decisions to complete the acquisition. Cabinet also agreed a local lettings policy for any future use of the property. Alternative options considered and rejected _________________________________________________________________________ - Page 12 - Cabinet considered various options, as set out in the confidential report and the previous report it considered in April 2024. Relevant Select Committee Corporate Resources & Infrastructure Expiry date for any scrutiny call-in / date decision can be implemented (if no call-in) Cabinet’s decisions can be called in by a majority of the Select Committee by 5pm, 5 July 2024. If not called-in, it can be implemented after this time/date. Officer(s) to action Karrie Whelan Directorate Place Classification Private - Whilst the Cabinet's decisions above are always made public, the officer report relating to this matter is not because it was considered in the private part of the meeting and contained information relating to the financial or business affairs o f any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in disclosing it in accordance with Section 100(A) and paragraph 3 of Part 1 of Schedule 12 (A) to the Local Government Act 1972 (as amended). Urgency provisions – The Leader of the Council agreed the report relating to this decision as an urgent item. The Chair of the Corporate Resources & Infrastructure Select Committee also agreed the matter was urgent and could not reasonably be deferred in order for it to be considered at Cabinet. Th is decision was, therefore, taken under special urgency provisions in accordance with the Local Authorities (Executive A rrangements) (Meetings and Access to Informa tion) (England) Regulations 2012. 16. ACQUISITION OF RESIDENTIAL DEVELOPMENT SITE IN UXBRIDGE RESOLVED: That Cabinet: 1) Ratifies the previous decision taken by the Leader of the Council on 30 May 2024 to agree the exclusivity payment to assi st with securing the site as detailed within the report. 2) Agrees to acquire the development site in Uxbridge as set out in the report and site plan, and release the necessary capital funding to purchase it as set out in the report, in line with the Council’ s agreed policy and budget strategy. Furthermore, Cabinet agrees that the acquisition be strictly subject to a satisfactory survey outcome and robust due diligence. 3) Delegates authority to the Corporate Director, Place, in consultation with the Leader of th e Council and Cabinet Member for Property, Highways and Transport, and the Cabinet Member for Residents’ Services, to negotiate the terms and completion of the purchase, including the purchase price of the site, to explore opportunities for _________________________________________________________________________ - Page 13 - GLA grant funding and to make all necessary decisions in respect of the due diligence work required in support of the site acquisition. 4) Subject to a successful acquisition, delegates authority to the Corporate Director, Place, to appoint external specialist consultant ap pointments to support the delivery of development plans for this site post - acquisition. 5) Requests the waiver of the scrutiny call -in period on these recommendations due to the urgency reasons set out in the report. Reasons for recommendation Following an opportunity presenting itself to the Council, Cabinet agreed to progress the acquisition of a residential site in Uxbridge. Cabinet provided the necessary delegated authority to finalise the purchase, subject to due diligence and noting the opportunity of securing grant funding towards it. Alternative options considered and rejected Cabinet considered various options, as set out in the confidential report. Relevant Select Committee Corporate Resources & Infrastructure Expiry date for any scrutiny call-in / date decision can be implemented (if no call-in) These decisions cannot be called in and take immediate effect following the Cabinet meeting, because the Chair of the Corporate Resources & Infrastructure Select Committee agreed to waive the scrutiny call-in period. Officer(s) to action Karrie Whelan Directorate Place Classification Private - Whilst the Cabinet's decisions above are always made public, the officer report relating to this matter is not because it was considered in the private part o f the meeting and contained information relating to the financial or business affairs of any particular person (including the Authority holding that information) and the public interest in withholding the information outweighed the public interest in discl osing it in accordance with Section 100(A) and paragraph 3 of Part 1 of Schedule 12 (A) to the Local Government Act 1972 (as amended). Urgency provisions – The Leader of the Council agreed the report relating to this decision as an urgent item. The Chair of the Corporate Resources & Infrastr ucture Select Committee also agreed the matter was urgent and could not reasonably be deferred in order for it to be considered at Cabinet. Th is decision was, therefore, taken under special urgency provisions in accordance with the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012. _________________________________________________________________________ - Page 14 - Other than the two urgent matters set out in these minutes, no further additional items were considered by the Cabinet. The meeting closed at 19.22pm Internal Use only* Implementation of decisions & scrutiny call-in When can these decisions be implemented by officers? Officers can implement Cabinet’s decisions in these minutes only from the expiry of the scrutin y call-in period, unless otherwise stated in the minutes above, which is: 5pm, Friday 5 July 2024 However, this is subject to the decision not being called in by Councillors on the relevant Select Committee. Upon receipt of a valid call -in request, Democ ratic Services will immediately advise the relevant officer(s) and the Cabinet decision must then be put on hold. Councillor scrutiny call-in of these decisions Councillors on the relevant Select Committee shown in these minutes for the relevant decision made may request to call-in that decision. The call -in request must be before the expiry of the scrutiny call-in period above. Councillors should use the Scrutiny Call-in App (link below) on their devices to initiate any call -in request. Further advice can be sought from Democratic Services if required: Scrutiny Call-In - Power Apps (secure) Notice These decisions have been taken under The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012. This Cabinet meeting was also broadcast live on the Council’s YouTube channel here for wider resident engagement. Please note that these minutes and decisions are the definitive record of proceedings by the Council of this meeting. If you would like further information about the decisions of the Cabinet, please contact the Council below: democratic@hillingdon.gov.uk Democratic Services: 01895 250636 Media enquiries: 01895 250403 _________________________________________________________________________ - Page 15 -

Cabinet Report – 25 July 2024 (Part 1 - Public) REVIEW BY THE FORMER PROPERTY, HIGHWAYS & TRANSPORT SELECT COMMITTEE : A REVIEW OF THE COUNCIL’S ROAD SAFETY INITIATIVES AND ACTIVITIES AROUND SCHOOLS” Cabinet Member(s) Councillor Jonathan Bianco Councillor Eddie Lavery Cabinet Portfolio(s) Cabinet Member for Property, Highways and Transport Cabinet Member for Residents’ Services Officer Contact(s) Anisha Teji, Democratic Services Papers with report None HEADLINES Summary Cabinet is asked to consider the findings, conclusions and recommendations made by the former Prop erty, Highways and Transport Select Committee after its review into road safety around schools, which has been subsequently submitted to Cabinet via its successor, the Corporate Resources & Infrastructure Select Committee. Putting our Residents First Delivering on the Council Strategy 2022-2026 This report supports our ambition for residents / the Council of: Be / feel safe from harm This report supports our commitments to residents of: Safe and Strong Communities Financial Cost Whilst there are no direct financial implications arising from the recommendations to this report, should any further activity from the review agreed by the Cabinet Member indicate a requirement for the implementation of new road safety initiatives/schemes, funding sources (notably within the Council’s TfL/LIP allocation) will need to be identified. Relevant Select Committee Corporate Resources and Infrastructure Select Committee Relevant Ward(s) All Cabinet Report – 25 July 2024 (Part 1 - Public) RECOMMENDATIONS 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 ongoin g 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 officer s 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 Cabinet Report – 25 July 2024 (Part 1 - Public) approach set out in statut ory 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 The former Property, Highways and Transport Select Committee undertook a review into the Council’s Road Safety Initiatives and activities around the Borough’s schools. Its successor Committee, the Corporate Resources and Infrastructure Committee finalised the recommendations and completed the review. The Committee undertook a number of witness sessions hearing from a va riety of stakeholders and, most importantly, residents, schools and young people. The Committee has made a number of positive conclusions and findings regarding the partnerships work in support of road safety outside schools. Despite the proactive initiatives in place , Members noted that it was difficult to engage with some secondary schools and the levels of enforcement varied across different school sites. However, the Committee has proposed some practical recommendations to support the Council in strengthening its partnership approach to road safety, infrastructure improvements, education programs and effective communication and enforcement measures. The Cabinet Member for Property, Highways and Transport has also included within this report, due to the relevance, an additional recommendation to clarify the Council’s policy in respect of 20mph speed limits. Alternative options considered / risk management The Cabinet could decide to reject some, or all, of the Committee’s recommendations or pursue alternative routes by which to progress the objectives of the review. SUPPORTING INFORMATION Overview of the review and its purpose At its meeting on 20 September 2023, the former Property, Highways & Transport Select Committee formally agreed to commence a scrutiny review into the Council’s road safety initiatives and activities around the Borough’s schools. The purpose of the review was to make a broad assessment of road safety in Hillingdon and to make recommendations to Cabinet for ways in which the Council could enhance its activities for the safety of the Borough’s residents. By looking at the local context within Hillingdon, the London- wide setting, and the national picture, Members considered that they would be in a position to offer their findings and recommendations to the decision-making Cabinet. Cabinet Report – 25 July 2024 (Part 1 - Public) Terms of reference The Terms of Reference for the review were agreed as follows: 1. To understand the Council’s current position and procedures regarding road safety initiatives. 2. To explore the national legislative setting and initiatives undertaken by other London Boroughs and loca l authorities in relation to road safety, particularly outer London Boroughs. 3. To explore road safety trends both locally and nationally. 4. To assess the Council’s approach to road safety within the vicinity of schools. 5. To influence any emerging Council plans with respect to road safety and traffic calming. 6. Subject to the Committee’s findings, to make any conclusions, propose actions, service and policy recommendations to the decision-making Cabinet. To take these objectives forward, during 2023/24, Members held witness sessions hearing testimonies from officers, the Cabinet Member for Property, Highways and Transport, school representatives as well as witness testimonies from a local resident, schools and Youth Travel Ambassadors (YTA). Background The Cou ncil’s School Travel and Road Safety Team (STaRS) in Hillingdon comprises 41 employees, including STaRS officers, practical pedestrian trainers, cycle instructors and school crossing patrol officers. Their primary objective is to ensure the safety and well-being of students on their journeys to and from school. The STaRS team works closely with schools, parents and local communities to promote safer and more sustainable travel options for students. The StaRS team provides assistance and guidance to schools in developing their School Travel Plans through the Transport for London (T fL) Accreditation Scheme. They offer projects, campaigns and booster packs to schools to showcase their work. Regular meetings are held with School Travel Leads and their Junior and Youth Travel Ambassadors to keep Travel Plans up to date. Different training initiatives in place include: Practical Pedestrian Training This scheme is offered to all primary school children in the Borough. The training focuses on developing awareness of the road and teaching pedestrians about safe crossing practices. Since its introduction, there has been a significant increase in the number of children trained (a 154% uplift over the past nine years). Cycle Training Also known as Bikeability, this training is provided to primary and secondary school students. It has been designed to improve cycling skills and takes trainees from the basics of balance and control to making independent journeys on busier roads. Free Adult Cycle Training to residents in Hillingdon and regular maintenance services are offered to residents through the pop-up Dr Bike sessions. Cabinet Report – 25 July 2024 (Part 1 - Public) Moving On This is an initiative delivered to Year 6 pupils to assist them with their transition to s econdary school. It focus es on walking, behaviour on public transport and being a respectable car passenger. The importance of r oute planning and safe crossing practices are also highlighted to students. The STaRS team has worked on various projects including school street initiatives, 20mph zones outside schools, banner competitions and theatre in education programs. They formulated a plan of events for 2023/24 including a Walk to School Month and Hillingdon’s Active Travel Campaign. The Transport & Projects team supports schools by implementing engineering measures to ensure road safety and create more sustainable travel routes. Relevant legislation There is a raft of legislation (The Highways Act 1980 , The Road Traffic Act 1988 and 1991 and the Road Traffic Regulation Act 1984 ) that covers management of the highway both in terms of how the roads and footways are looked after and used. Local authorities are the main delivery agents of tangible road safety schemes. Local authorities have a statutory duty under section 39 of the 1988 Road Traffic Act to “take steps both to reduce and prevent accidents”. Information Gathering Members were keen to hear first-hand from the residents and road users most impacted by safety issues near schools, and those that worked on the frontline. A variety of witnesses were therefore invited to provide their perspectives and experiences to the Committee. A breakdown of each witness session with the attendees and themes of discussion are detailed below. Witness Session 1 Members heard from the following:  Councillor Jonathan Bianco: Deputy Leader of the Council and Cabinet Member for Property, Highways, and Transport.  David Knowles: Head of Transportation and Town Centre Projects.  Sophie Wilmot: Senior Transport Planner.  Lisa Mayo: Road Safety and School Travel Manager.  Steve Austin: Traffic, Parking, Road Safety, and School Travel Team Manager. During this session , the Committee understood the importance of partnership between the Council and schools, emphasising the needs of different schools. Witnesses detailed the School Travel and Road Safety Team's efforts, highlighting collaboration with Transport for London (TfL). Additionally, discu ssions covered adult cycle training and the impact of electric bikes. The Committee praised efforts in Practical Pedestrian Training and discussed changes in TfL funded safety programs. Cabinet Report – 25 July 2024 (Part 1 - Public) Witness Session 2 Members heard from the following:  Lisa Mayo: Road Safety and School Travel Manager  Danielle Stanley-Watts: STaRS Officer  Rayna Ramtohul-Butler: Representative from Grange Park Junior School (School Travel Plan Lead)  Leo Harrington: Representative from St Helen’s College (School Travel Plan Lead)  Sharon Cargill: Representative from St Helen’s College  Charlee Green: Junior Travel Ambassador, St Helen’s College  Raiden Bhabara: Junior Travel Ambassador, St Helen’s College The second witness session focussed on exploring levels of engagement with schools. Members heard from St Helen’s College, who presented their Junior Travel Ambassador (JTA) program's achievements. Highlighted projects included funding applications, a road safety comic strip competition, and proposals for a Blue Peter road safety bad ge. Suggestions to improve road safety included encouraging proper drop -off/pick-up locations and addressing inconsiderate parking. The importance of school engagement was also emphasised. Witness Session 3 Members heard from the following:  Rakesh Kumar: Local Resident  Jaskamal Sidhu: Guru Nanak Sikh Academy head teacher  Marina Batros: Teacher at Guru Nanak Sikh Academy  X5 Youth Travel Ambassadors In witness session three, the Committee focused on the resident experience and a local resident explained their experience of traffic and safety issues near schools. Members heard about chaotic conditions during peak times, parking enforcement issues, difficult parent behaviour and lack of awareness of road safety. Witness testimonies from Guru Nanak Sikh Academy representatives discussed ongoing efforts to promote road safety such as staggered drop-offs and pick-ups and engagement with local businesses. The Academy’s Headteacher discussed initiatives such as alternative parking arrangements and educa tional efforts targeting parents and students. Concerns about safety, including abandoned vehicles and parental behaviour, were raised, with a focus on collaboration and education to address them. Witness session 4 At the conclusion of witness session 3 and after hearing first-hand resident experiences, Members felt that it would be useful to hear further information on emergency accident data and traffic offences to formulate a complete picture of the road safety concerns in Hillingdon. Although representation and data information had been requested from parking services, the Committee was advised that it had not been possible to obtain this information due to various reasons. Cabinet Report – 25 July 2024 (Part 1 - Public) Members heard again from:  Lisa Mayo: Road Safety and School Travel Manager  Danielle Stanley-Watts: School Travel and Road Safety (STaRS) Officer At this session key statistics were highlighted to Members regarding accident data, traffic offences and the number of road safety initiatives. It was also emphasised that collaborating with schools and parents to enhance safety measures around schools was essential. The Committee noted that officers were receptive to disc ussing safety measures with schools or parents and were consistently willing to engage in dialogue. Key information highlighted to Members The Committee was presented with key incident and accident data relating to child safety around schools in Hillingdon between 2019 and 2023 and the number of serious collisions around schools. Subsequently, officers have clarified , for the purposes of this Cabinet report, that between 2019-2023 there had been 4 serious collisions on school roads involving children aged 0-15 on school days between the hours of 8:00 -9:00am and 15:00-16:00pm. 2 of the collisions were on 20mph roads and 2 were on 30mph roads. In terms of any correlation between accident data and schools e ngaging well with road safety initiatives, the Committee was advised that by 2025 all schools would need to have a Climate Change Sustainability Lead in place who would be responsible for providing data for active travel. Some schools tended to engage with the team more than others. Members acknowledged that collaborating with schools and parents to enhance safety measures around schools was essential. The STaRS team liaises closely with engineers and is aware of engineering measures implemented in schools. Officers were open to discussing safety measures with schools or parents and were always willing to engage in dialogue. Fostering communication and transparency remained a priority in promoting safer routes to school. Analysis of information gathering sessions Based on the evidence heard, the Committee identified the key themes that emerged from the investigation into the Council's road safety initiatives and activities around the Borough's schools. These are summarised below: - Importance of collaboration: The Council has worked with a variety of stakeholders including TfL to encourage sustainable methods for school drop-offs and pick -ups. The witness sessions highlighted the importance of collaboration between the Council, schools, parents and local communities in promoting road safety. - Role of the STaRS team : As described earlier in the report, The STaRS Team play an important role in ensuring the safety and well -being of students on their journeys to and from school. The team provides many projects, activities, events and support to all schools in the borough which provide education, training and publicity around road safety and sustainable travel. The team assists t he schools in developing their school travel plans through the TfL Travel for Life Accreditation Scheme enabling them to gain recognition in Cabinet Report – 25 July 2024 (Part 1 - Public) either bronze, silver or gold accreditations. accreditation scheme. There are currently 21 Gold, 5 Silver, 10 bronze and 10 Engaged accredited schools. - Successful initiatives: Members recognised the success of the different initiatives in place including the Practical Pedestrian Training in increasing engagement and communication between officers and schools. Hillingdon was highly regarded for delivering these types of sessions in-house. Additionally, Junior and Youth Travel Ambassadors have played an active role in promoting road safety within their schools. They engage in various projects and activities such as submitting pitches for funding, running competitions, and proposing initiatives to raise awareness. - Need for improved traffic management and safety measures : Local residents had expressed concerns regarding traffic congestion, chaotic road conditions and safety issues caused by school -related activities. There was a need for improved traffic management and safety measures such as better signage, staggered drop -offs and pick -ups and engagement with local businesses to manage congestion. Members acknowledged that implementing these improvements could be challenging due to budget constraints and coordination with relevant authorities. Furthermore, the Committee considered the witness evidence that the funding for certain program mes, such as 'Safe Drive Stay Alive' , had impacted the delivery of road safety education. - 20mph speed limits: 20mph speed limit zones around schools aim to prioritise the safety of children and other vulnerable road users. Members considered that 20mph zones were beneficial as they enhanced safety and lowered the risk of accidents and the severity of injuries. - Engagement with secondary schools: There were challenges in engaging with secondary schools, as their willingness to participate in road safety initiatives varied. Efforts had been made to encourage their involvement, but it remained a challenge. Members understood that secondary schools we re generally harder to engage with for a number of reasons along with having varying priorities. - Recruitment of School Crossing Patrol Officers (SCPOs): Members heard how it had been difficult in the past recruiting SCPOs due to the unusual working hours and the need for dedicated personnel. Along with a review into such roles, Members noted there had been a reduction in the number of SCPOs in recent years. - Enforcement of parking restrictions: Although parking restrictions have been implemented outside schools, the level of enforcement varied. The Committee agreed with the evidence from witnesses that when there was a lack of enforcement, residents were more likely to disregard the restrictions and park illegally. Members formed the view that the investigation on road safety around schools highlighted key themes such as collaboration, stakeholder involvement, infrastructure improvements, and behavioural change. The challenges highlight the complex nature of ensuring safety, emphasising shared responsibility among schools, parents, and the Council. In the Members’ view, addressing these issues required ongoing efforts and a comprehensive approach. Cabinet Report – 25 July 2024 (Part 1 - Public) Conclusions and key findings Through its analysis, the Committee ultimately found that: The Committee concluded: 1. There was excellent partnership working between the Transport team, schools and local communities and it was recognised that each school had unique characteristics, including student demographics, school location and traffic patterns. 2. There were effectiv e communications between the Council and schools , and this was demonstrated through the proactive Transport team that contacted schools regularly, conducted site visits and created different engagement workshops. 3. The Transport team had an extensive list of engineering works planned as part of its programme to increase road safety and this included providing zebra crossings, improving the condition of footway and carriageways, and improving signage. 4. The Transport team monitored accident data and near mi ss incidents to help inform ways of working with schools and local community organisations. The Committee found that: 1. Although the Transport team was proactive in fostering proactive partnership working with different schools, it was difficult to engage with some secondary schools. 2. Whilst s chools often had good initiatives in place to implement road safety measures, parents often caused issues during drop-offs and pick-ups as they parked inconsiderably, and levels of enforcement varied which caused further disorder at school gates. Committee reflections The Committee believe d that whilst some challenges remained, the testimonies demonstrated the dedication and passion of individuals and organi sations working towards creating safer environments for children, residents, and the community as a whole. The review highlighted the significance of a comprehensive and strategic approach to road safety, encompassing infrastructure improvements, education programs, effective communication and enforcement measures. Members reached the conclusion that by continuing to prioriti se road safety and fostering partnerships between schools and the community, the Council would work towards creating safer and more sustainable environments for neighbourhoods across the Borough. Cabinet Report – 25 July 2024 (Part 1 - Public) Select Committee recommendations & their implementation To this endeavour, the Committee proposed some practical recommendations t o enhance the initiatives already in place , which officers h ave also given their views on the best or most appropriate way they could be implemented in consultation with the relevant Cabinet Member: a) Promote projects and events throughout the year through social media highlighting the Youth Travel Ambassador programmes and the Dragons’ Den event: The Committee considered that using social media in an enhanced manner will reach out to a wider audience to reinforce the significance of road safety. It is hoped to encourage more people to get involved in the initiatives in place such as Y TA programmes and the Dragons’ Den event. In terms of implementing this, officers advise that the STaRS Team maintains a comprehensive communication plan and collaborates closely with the Comms team to promote events and p rojects through Hillingdon’s communications channels, including increased use of social media. They regularly issue termly news bulletins to schools, highlighting upcoming activities. All these efforts contribute to school travel plans, facilitating TfL accreditation. The team actively encourages engagement with schools that have not yet participated, promptly addressing any concerns raised by residents or Members by reaching out to the relevant schools. Additionally, schools are incentivised to participate in annual Dragons ’ Den events via the Youth and Junior Travel Ambassador programmes, securing funding for safety and sustainability campaigns within their school communities. b) Explore 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 regarding safe-drop off and pick-ups: The Committee were pleased to see the partnerships in place; however, those schools that did not engage missed out on vital information and the support offered by officers. It was recommended to explore different ways to develop this such as working groups and encouraging Ward Councillors to get involved. In terms of implementation, officers have reported that the STaRS team is actively team is actively exploring ways to enhance support for schools that may not be fully engaged. One initiative involves creating working groups, potentially organised by Wards, where teachers can collaborate and address common issues. Additionally, the team is in discussions with TfL to improve the Travel for Life school travel plan website, tailoring it to the unique needs of each London Borough. To promote safe and sustainable travel, the STaRS team encourages schools to emphasise travel expectations through initiatives such as the Parent Parking Pledge. They are also considering sending a standard letter to schools at the start of each term, introducing the team and outlining steps to address concerns. These steps include reaching out to the STaRS team directly, developing Scho ol Travel Plans via the TfL Cabinet Report – 25 July 2024 (Part 1 - Public) website, exploring soft measures (such as Youth and Junior Travel Ambassador programmes), and identifying potential engineering solutions. c) With the improvement in technology in CCTV cameras, the Committee recommends that Cabinet reviews the current cameras used outside schools and considers improving the cameras as an ongoing programme of works to ensure pupils and the public remain safe outside schools where there are restricted parking area s and/or consider other enforcement options: In the Committee’s view, CCTV enforcement cameras can aid the monitoring of the school premises and surrounding areas for traffic violations. Members considered that they acted as useful aids in incident investigations and traffic management and provide parent and community reassurance. Members recommended that Cabinet reviews the current cameras used outside schools and considers improvements as an ongoing programme of works to ensure that pupils and public are and remain safe outside schools where there are restricted parking areas and/or consider other enforcement options. This could act as a deterrent to parents who choose not to follow school guidelines on dropping off children. In respect of the use of CCTV cameras for parking enforcement outside schools and on School Keep Clear yellow areas, Cabinet may wish to review this as part of any planned renewal or replacement programme. It is also noted that Cabinet may wish to explore new ways of enforcement activity outside schools, such as the use of ANPR mobile enforcement, which is currently being trialled. d) Cabinet instructs officers to continue making relevant applications to Transport for London for funding to continue improving road safety throughout the Borough , ensuring th at roads across Hillingdon are safe for all users and that there is appropriate signage and road markings outside schools: The Committee considered that it was clear from the evidence that officers made relevant applications to TfL for funding to continue to i mprove road safety across the Borough ensuring that Hillingdon’s roads are safe for all users and that there is appropriate signage and road markings outside schools. The Committee urged officers to continue to support and provide the best possible support to local residents. To this effect, the Transport and Projects Team has advised that it would continue to lobby TfL for funding for a wide range of projects that focus on ‘putting residents first’. The allocation for 2024/25 is tabulated below. Cabinet Report – 25 July 2024 (Part 1 - Public) e) Cabinet reviews the feasibility of parking enforcement officers attending schools on a reasonable rotational basis: The Committee determined that the need for parking enforcement officers around schools arose from the aim to maintain order, safety and accessibility in the vicinity of educational institutions. Parking officers play a key role in traffic management and pedestrian safety, ensuring the legal and efficient use of parking spaces which helps maintain the safety in school zones, with overall community support. In terms of taking this recommendation forward, the Cabinet Member may wish to ask officers to look into parking enforcement officer rotas around schools to ensure they the continually match any issues identified by the Transport team, parents and school staff. Furthermore, the Cabinet Member may wish to explore new ways of enforcement activity such as the use of ANPR mobile enforcement, which is currently being trialled. f) Cabinet instructs officer s to investigate those schools that could benefit from 20 mph speed limits , where appropriate , and work with schools to identify safer crossing routes if appropriate: While there was some discussion by the Committee on the implementation of 20mph zones generally, it was noted that exceptions could be made for school areas where there were road safety concerns. It was important to recognise and prio ritise the safety of children, young people and all users around schools to create safer neighbourhoods. However, the implementation of 20mph zones needed to be accompanied by effective enforcement, education and awareness campaigns. g) Cabinet request s officers to investigate, where feasible, raising pavements and installing bollards outside schools to improve safety: Members explored considered that b ollards, and other infrastructure changes, could aid traffic management and help designate drop-off and pick-ups. The Committee considered that bollards serve as visual cues for drivers, indicating areas where they need to exercise caution and slow down. By blocking off certain areas, bollards dis courage drivers from parking inappropriately, ensuring clear sightlines and safe passage for pedestrians . Regular maintenance and monitoring of bollards are also necessary to ensure their 2024/25 LIP Scheme Headings Total Budget £000 Safer Corridors and Neighbourhoods 1,192 Borough Cycle Training 76 Cycle Parking 30 Cycleways Network Development 400 Bus Priority 210 Bridge Assessment and Strengthening 30 Principal Road Renewal 200 Grand Total 2,138 Cabinet Report – 25 July 2024 (Part 1 - Public) continued effectiveness in promoting road safety around schools. It is therefore recommended that officers investigate whether these would be a suitable option outside relevant schools. In respect of any impl ementation, that Cabinet Member would consider each case on its own merit with the input from officers in the Highway Delivery Team, other specialists and the Council’s Principal Accessibility Officer. Cabinet Member additional recommendation 3 In March 2024 the Department for Transport issued its Plan for Drivers. This proposed strengthening the guidance on the introduction of new 20mph speed limits to appropriate areas such as schools , with safety and significant local support at the heart of the decision . Recommendation 3 ensures that Council policy reflects th e guidance. This additional recommendation, notwithstanding the Select Committee’s review, is proposed by the Cabinet Member for Property, Highways and Transport to clarify the Council’s policy in this regard. Financial Implications The costs associated with the recommendations to this report, mostly focused on enhancing communications and engagement between officers and schools, are expected to be managed within the Transportation team’s existing budget resources. Should officers’ investigations identify a requirement for the implementation of additional road safety schemes, then use of the Council’s TfL/LIP funding allocation will be considered, subject to the usual approval process and capital release protocols. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon Hillingdon residents, service users and communities The recommendations in this report are designed with the purpose of improving road safety around the Borough particularly around schools. Consultation Carried Out or Required Witness testimony from the Committee as outlined in this report. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance have reviewed this report and concur with the Financial Implications set out above, noting that there are no direct financial impacts associated with the recommendations within this report, with any consequential costs to be contained wihtin the service area’s approved budget. Cabinet Report – 25 July 2024 (Part 1 - Public) Furthermore, it is noted that if further Road Safety Schemes are required to be implemented, following officers' investigations, suitable funding will be identified within the Transport for London Grant Local Implementation Plan Allocation of £2,138k. Legal The Borough Solicitor confirms that the legal implications are included in the body of the report. BACKGROUND PAPERS  Government Guidance on 20mph speed limits – March 2024  Select Committee witness sessions, reports, evidence and minutes

Cabinet Report – 25 July 2024 (Part 1 - Public) SOCIAL HOUSING ALLOCATION POLICY - CONSULTATION DRAFT Cabinet Member(s) Councillor Eddie Lavery Cabinet Portfolio(s) Residents Services Officer Contact(s) Debby Weller - Central Services Papers with report Appendix A: Hillingdon Council Social Housing Allocation Policy, July 2023, Consultation Draft HEADLINES Summary Hillingdon Council is required to have a housing allocation scheme in place to assess housing need, advertise available social housing and allocate properties to households in need. This report to Cabinet presents proposed updates and changes to Hillingdon’s Social Housing Allocation Policy to ensure it remains up to date and meets the needs of residents. The changes will bring greater transparency and clarity to those households who are a priority for re-housing, including continued priority for residents with 10 or more years’ continuous residency; to extend options to a wider range of households to relieve overcrowding; and ensure that the most vulnerable groups are supported by the policy, for rehousing. Cabinet is asked to consider and approve the proposed changes to the Social Housing Allocation Policy for a period of consultation and to agree to receive the consultation findings and final policy at the Cabinet meeting in November 2024. Putting our Residents First Delivering on the Council Strategy 2022-2026 This report supports our ambition for residents / the Council of: Live in good quality, affordable homes in connected communities This report supports our commitments to residents of: Thriving, Healthy Households This report supports our Housing Strategy 2021/22 to 2025/26 and our Homelessness and Rough Sleeping Strategy 2019 to 2024 Financial Cost There are no direct financial implications arising from the recommendations to this report Select Committee Residents’ Services Select Committee Relevant Ward(s) N/A Cabinet Report – 25 July 2024 (Part 1 - Public) RECOMMENDATIONS 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 recommendation The revised Hillingdon Council Social Housing Allocation Policy will make changes to the way in which applications for social housing are ass essed and prioritised to determine the priority banding of each application. The proposed changes will ensure greater transparency around those that are a priority for rehousing and seeks greater priority for residents with a long -term attachment to the Borough. Social Housing is a scarce resource, that is in short supply. Through these changes we seek to make the best use of the stock available to us through prioritisation of those giving up larger properties or those needing to decant from their homes , and through allowing households that are severely overcrowded to move into homes that relieve some of the pressure, reduce waiting times and allow families to make decisions on what best meets their needs. This report seeks approval from Cabinet to enter a consultation process to seek feedback from stakeholders, residents and current housing register applicants. A further report detailing the outcome of the consultation, an equalities impact assessment , final policy and timeline for implementation will be presented to Cabinet in November 2024. Alternative options considered / risk management Councils are required to have a mechanism to assess housing need, advertise available social housing and allocate properties to households in need. Although there have been some minor changes made to the Social Housing Allocation Policy, it has not been comprehensively updated since 2013. Overtime some weaknesses have emerged in the ability of the policy to respond to housing need and to enable the Council to fulfil its functions in an efficient and effective manner. For instance, two thirds of those on the register are in bands A and B, making it more difficult to identify priorities. For this reas on, the option of leaving the policy as at present has not been considered, however, the draft policy may change in response to consultation feedback. Select Committee comments None at this stage. SUPPORTING INFORMATION 1. Councils are required to have in place a n allocation schem e for determining priorities between applicants for housing which sets out the procedure to be followed when allocating social housing. The Hillingdon Social Housing Allocation Policy determines who can join the housing register for social housing and the level of priority that will be awarded based on an applicant ’s circumstances. It provides a framework to determine eligibility, qualification and prioritisation of applications for social housing properties via the Housing Cabinet Report – 25 July 2024 (Part 1 - Public) Register (Choice Based Lettings Scheme). The allocation policy applies to accommodation that the Council owns and to nominations that the Council makes to other affordable and social homes, such as those owned by Housing Associations. 2. The Hillingdon Social Housing Allocation Policy is used by Hillingdon C ouncil and its partner housing associations to allocate social hou sing using Locata Choice Based Lettings. The Housing Register currently has four main bands A, B, C, D. Within band A, prioritised ahead of other applicants are A1 (Permanent Decant s), A2 (Under occupiers) and A3 (Management Transfers). 3. A comprehensive review has not been undertaken since 2013 and some elements of the policy require updating. A commitment to do this was included in the Hillingdon Council Housing Strategy 2021/22 to 2025/26. One of the main purposes of this review is to reduce the congestion in Bands A and B to allow for more effective prioritisation. For the same purpose, greater clarity is sought for the prioritisation of key groups i.e. the more vulnerable care experience d young people moving on from social care; vulnerable single people moving on from homeless supported accommodation recommended for social housing by the Single Homeless Move On Panel ; and people moving on from other types of social care supported housing accommodation including for mental health and learning disabilities. In addition, there are some minor amendments needed to stay up to date with legislation and ensure coherence with other Hillingdon strategy documents. 4. A revised Hillingdon Social Housing Allocation Policy has been drafted and is included at Appendix A. All proposed changes are marked up on the document, using track changes. This report seeks approval from Cabinet to enter a consultation phase to seek feedback from stakeholders, residents and current housing register applicants on the proposed new policy. A further report detailing the outcome of the consultation, an equalities impact assessment, final policy and timeline for implementation will follow for considerat ion to Cabinet in November 2024. Cabinet Report – 25 July 2024 (Part 1 - Public) Headline Housing Register and Social Housing Lettings Summary Data 5. At the end of March 2024 there were 3896 households on the housing register. Two thirds of those registered were in bands A and B. Housing Register by Band at March 2024 Beds All 1 2 3 4 5 Band A1 (Permanent decant) 7 3 1 2 1 0 Band A2 (Under occupier) 217 120 77 16 3 1 Band A3 (Management transfer) 46 25 4 9 8 0 Band A 485 93 104 166 121 1 Band B 1791 313 551 743 183 1 Band C 893 498 250 126 19 0 Band D 457 175 162 89 31 0 Total 3896 1227 1149 1151 366 3 Total in Bands A or B 2546 (66%) 554 (45%) 737 (64%) 936 (81%) 316 (86%) 3 (100%) 6. There is a fairly even spread of those needing one, two or three bed homes ranging from 1149 to 1151 and there are 366 requiring four bedrooms or more. The p roportion of households registered in the higher bands A and B increases with bedsize need. 7. By far the most common reason for being on the housing register is overcrowding . This accounts for 1857 or 48% of those registered. The percentage is higher for larger families with overcrowding accounting for 64% of registrations for those who need 3-bedroom properties and 63% of those needing 4 or more bedrooms. 8. Between April 2023 and March 2024 there have been 401 social housing lettings1 and a further 165 lettings that have been used as shortlife temporary accommodation, giving a total 566. This compares to 636 in 2022/23. 9. The following table provides a breakdown of the social housing lettings from April 2023 to March 2024. 1 Provisional Cabinet Report – 25 July 2024 (Part 1 - Public) Beds All 1 2 4 4 Homeless 148 61 47 29 11 Transfers 86 51 14 13 8 General Housing Register 107 82 17 7 1 Extra Care 60 60 0 0 0 All Social Housing Lettings 401 254 78 49 20 Shortlife Temporary Accommodation 165 58 58 35 14 Total Lets 566 312 136 84 34 10. A more comprehensive analysis of lettings will be provided with the final report in November and will inform an equality impact assessment. Proposed changes Method of Awarding Additional Priority 11. A key reason for reviewing the policy is that the priority bands have become congested, with the majority of applicants being in the higher priority groups of Bands A and B. This is not allowing for sufficient differentiation between applicants to allow for effective prioritisation. 12. The current policy awards additional priority to:  Couples aged over 21 without children  10 years’ continuous residency  Working households  Member of the British Armed Forces who have continuously resided in the borough for 10 year s prior to signing up for the service and have not been dishonourably discharged. 13. For those qualifying for additional priority under the last bullet point a Band A is awarded and there are no proposals to alter this. The other 3 additional priorities are currently all awarded by moving one Band up i.e. Band D becomes C, Band C becomes B , and Band B becomes A. This has resulted in high numbers of applicants in Bands A and B. 14. Of the 3896 on the housing register, 40% have a banding enhancement due to additional priority. Band Total With Additional Priority Without Additional Priority A1 (Decant) 7 0 7 A2 (Under-Occupation) 217 89 128 A3 (Management Transfer) 46 0 46 A 485 260 225 B 1791 1195 596 C 893 0 893 D 457 0 457 Total 3896 1544 2352 Cabinet Report – 25 July 2024 (Part 1 - Public) 15. It is proposed that each priority reason for banding on the housing register be two tiered so those with additional priority being awarded the higher -level band, as opposed to the current situation of moving up a Band. 16. It is also proposed that we reduce the additional priority categories to th ose below. Only one additional priority would be able to apply to a case, this would not be cumulative to allow a household to increase two additional bands.  10 years’ continuous residency  Member of the British Armed Forces who have continuously resided in the borough for 10 years prior to signing up for the service and have not been dishonourably discharged. 17. The revised bands would be numbered 1 – 14 with each priority banding reason being two tiered to give enhanced priority to those who meet the additional priority criteria. This will enable a balanced approach in rewarding long -term residency while assisting in meeting the most pressing needs of residents and provide greater visibility of priorities. 18. The estimated impact on the housing register of making the changes is shown in table below. Revised Bands Total Previously 1 0 A1 (Decant) with additional priority 2 7 A1 (Decant) without additional priority 3 90 A2 (Under-Occupation) with additional priority 4 127 A2 (Under-Occupation) without additional priority 5 2 A3 (Management Transfer) with additional priority 6 44 A3 (Management Transfer) without additional priority 7 155 A with additional priority 8 70 A without 9 260 B with additional priority 10 596 B without 11 1195 C with additional priority 12 893 C without 13 0 D with additional priority 14 457 D without Total 3896 Priority Groups 19. To make sure that particular priority need groups recognised by the Council are successful in achieving lettings the Band awarded has been increased from B to band 7 (Band A equivalent) for those with additional priority and band 8 (Band A equivalent) for those without. This banding will apply for vulnerable care experience d young people and for people moving on from social care supported accommodation including for mental health and learning difficulties. Band 7 & Band 8 will also be awarded for vulnerable single people Cabinet Report – 25 July 2024 (Part 1 - Public) moving on from homeless supported accommodation based on recommendation of a social letting from the Single Homeless Move On Panel. Overcrowding 20. The current social housing allocations policy allows households with a four -bedroom assessed need to be able to bid for three -bedroom properties so long as this does not result in statutory overcrowding. 21. It is proposed that we extend that further to other bed size need groups so long as it results in an improved situation for the family and does not result in statutory or severe overcrowding. This would mean that a family in a one-bedroom property that required a three-bedroom property would be able to bid and move into a two -bedroom property to relieve some of the overcrowding within the home. Housing Register at end March 2024: Need Total Main reason Overcrowding 1 bed 1227 219 2 bed 1149 665 3 bed 1151 742 4+ bed 369 231 Total 3896 1857* *76% in bands A and B Other amendments 22. Other proposed amendments to the Social Housing Allocation Policy are minor and are referenced in the table below . The policy changes are marked up on the proposed amended policy attached at appendix A. Section Change Various The Council altered to Hillingdon Council throughout Summary A summary section has been included at the start of the policy to aid clarity 1.1 List of relevant legislation updated 1.2 Reference to fixed term tenancies removed as only needs to say in accordance with the Tenancy Strategy 2.1 Bullet points relating to eligibility rules updated 2.2.3 Qualifying criteria related to hardship has been more clearly worded. A previous exclusion relating to people over 60 living outside Hillingdon has been removed so that the qualification rela tes only in instances where there is a legal obligation. It is also clarified that an employment offer means full time employment Cabinet Report – 25 July 2024 (Part 1 - Public) 2.2.4 It has been clarified that for continuous residence, periods away for study that will be disregarded are for a period of 3 years rather than 3 times. Care leavers now referred to as care experienced young people throughout. Care experienced young people will be regarded as having a local connection if they live in or outside the borough as required by statutory homelessness guidance. Additional exceptions to the local connection criteria have been included for social tenants who (i) need to move to take up a job or live closer to work as required by the Right to Move regulations or (ii) have move away while being held on remand. 4.1 The list of Locata partners has been removed as it is not necessary to keep this information up to date in the Social Housing Allocation Policy. 5.1 Although those with savings of £30,000 or more are excluded under qualifying criteria, this cannot be applied where the applicant falls within a reasonable preference category. In this instance, thos e who have savings over £30,000 will be placed in Band 13 or 14. 5.2 Stipulates that the separation of Bands between those with or without an additional priority categorisation will apply before date order. Error corrected on example 3 regarding band date. 5.4 Information regarding help with bidding has been brought up to date with current practice and bidding cycles. 5.11 Section on Local lettings policies updated to provide greater discretion on when they may be used and provide improved readability. 6. Reference to Lettings Plan updated in line with Section 9 9 The policy has been amended to enable the Council to produce a Lettings Plan as and when required rather than annually. 10.2, 10.3 & 10.4 Information regarding who can and who should not be included on the social housing application has been updated. This is to ensure consistency with the Tenancy Policy and Tenancy Strategy and is line with legal advice. 11.2 Further clarity has been provided in the table of examples given relating to family composition and the number of bedrooms for which they will be considered. This follows a recommendation given during a recent Housing Ombudsman case in which the Council wa s successful. A paragraph has been included regarding the importance of notifying the Council of any changes. 12.1 Additional text has been included to make reference to the a warding of Band 7 via the Single Homeless Move On Panel to meet the needs of those who are particularly vulnerable. Definition of Bed & Breakfast as nightly paid accommodation added. 14 Text regarding Additional Priority has been amended to reflect the proposal for Bands to be two tiered to differentiate between those with Cabinet Report – 25 July 2024 (Part 1 - Public) or without additional priority as set out above under ‘Method for Awarding Additional Priority’. 15.1 Table showing waiting times removed and sentence added confirming that this will be published annually on the council’s website. Social Housing Allocation Summary Table Section added to summarise Additional Priority Main table amended in line with proposals. Financial Implications There are no direct financial implications arising from the recommendations to this report. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon Hillingdon residents, service users and communities? By reviewing the Social Housing Allocation Policy the Council has given renewed consideration to the prioritisation of social housing allocations and provided increased clarity for residents. A comprehensive equality impact assessment and inclusive consultation process will follow. Consultation carried out or required Substantive changes to the Social Housing Allocation Policy require a period of consultation. The Council is legally required to consult with Housing Associations operating in the Borough, and it is also important to seek views and feedback for o ther partners, stakeholders, residents and current housing register applicants. The feedback received will enable amendments to be considered for inclusion in the policy ahead of a final version to be considered by Cabinet in November 2024. The feedback wi ll also contribute to the completion of a thorough equalities impact assessment, which will be considered by Cabinet alongside the revised policy. There is no statutory time line for consultation, however the Council must provide reasonable opportunity for feedback on the proposals. This report seeks approval to begin a ten-week consultation period which will commence on 5th August and close on 13th October 2024. The consultation will include: - Use of the Council’s website, social media channels - A survey will be made available for respondents to provide feedback on the draft policy - Individual and group events will be held to gather feedback from key stakeholders Cabinet Report – 25 July 2024 (Part 1 - Public) CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance have reviewed this report and concur with the Financial Implications set out above, noting there are no direct financial implications associated with the recommendation in this report. Legal By section 166A(1) Housing Act 1996, Local authorities are required to have an allocation scheme determining priorities for the allocation of accommodation and the procedures to be followed. In preparing or modifying its allocation scheme, the Council must consult and have regard to its homelessness strategy, its tenancy strategy, any statutory guidance on allocations, the London housing strategy and its public sector equality duty. There is no legal impediment to the Council consulting on the revised Hillingdon Social Housing Allocation Policy as proposed. BACKGROUND PAPERS NIL

London Borough of Hillingdon Social Housing Allocation Policy July 2024 Consultation Draft Appendix A 2 Contents Title Page Summary 5 - 12 1 Introduction 13 - 15 • Legal context • Aims of the allocation policy 2 Eligibility and Qualification for Housing 16 - 19 • Eligibility rules • Qualification rules 3 Who can make an application 19 - 20 4 Statement on choice 20 Locata Housing Services – Central lettings agency 5 How the choice based lettings scheme works (Locata) 21 - 27 • Priority banding • Priority dates • Property advertising • Bidding for a property – help with bidding • Short-listing • Offers of accommodation • The effect of choices on waiting times • Feedback on let properties • Ring-fenced lettings • Sensitive lettings • Local lettings policies 6 Allocation outside choice based lettings (Locata) 28 7 Refusals following direct offers 29 - 30 • Recording the refusal • Unsuitable offers • Consequences for refusing a reasonable offer o Homeless households o Service tenants o Management transfers o Reciprocal agreements o Temporary and permanent decants o Ex-tenants discharged from an institution o Other circumstances 3 8 Pre-Offer Verification Checks 30-31 9 Lettings plan 31 10 Applying for housing 32 - 36 • Tackling fraud • Who can be included on the application • Who should not be included on the application • Change of circumstances • What happens if I do not notify of a change? • Annual reviews • Cancelling an application 11 Assessment of housing need and determining priority 37 - 39 • Initial assessment • Bedroom standard - size of accommodation • Shared residency of children 12 Reasonable preference groups 39 - 45 • Homeless households • Households living in unsanitary and unsatisfactory housing conditions • Overcrowded households • Medical grounds • Welfare grounds o Care experienced young people o Fostering and adoption o Move-on from supported housing • Hardship grounds 13 Local priorities 45 • Members of the British Armed Forces • Specific schemes e.g. National witness mobility • Under-occupation • Releasing adapted property • Decants – permanent & temporary • Management transfer • Reciprocal req uest • Ex-tenant discharged from an institution • Relinquishing of tenancies • Service tenants where there is a contractual obligation 14 Additional priority 48 • 10 year continuous residency 4 15 Encouraging personal responsibility 50 • Homeless households in temporary accommodation • All applicants – unreasonable refusal of offers 16 Specialist accommodation 51 - 52 • Disabled adapted properties • Older person dwellings • Sheltered housing • Extra care housing • Traveller pitches 17 Mobility within and across Hillingdon Council 53 • West London cross borough • Pan-London mobility (Home Moves) • Seaside and country • Mutual exchange 18 Scheme implementation arrangements 53 19 Changes to the scheme 53 20 Members of Hillingdon Council, staff members & their relations 54 Appendix 1 Summary table of priority band and date 55 Annex 1 People ineligible for an allocation of accommodation by the council 5 SUMMARY OF HILLINGDON’S SOCIAL HOUSING ALLOCATION POLICY (NEW SECTION) 1. This policy document sets out how we make decisions about the allocation of council homes for rent in Hillingdon and the allocation of housing association homes where the council has nomination rights. This summary section is intended to provide a reasonably short and accessible explanation of the policy including the priorities for allocations. The full policy text is set out after the summary and should be referred to in order to fully understand how the policy operates. 2. Social housing is a limited resource, so it is important that we have an open, fair and transparent scheme setting out how we allocate social housing and the procedures to be followed. This is a legal requirement for the council. 3. There are, in the region of 18,000 council or housing association homes for rent in Hillingdon, making up about 16% of housing in the borough. There are roughly 400 to 450 social housing properties available to let each year in what we refer to as general needs homes and in sheltered and extra care housing. At the end of March 2024 there were 3,896 households on the Housing Register in Hillingdon. The housing register is split into different bands depending on the level of priority awarded under the policy. Shown below is the average and the longest amount of time that those in the highest bands on the housing register currently wait before an allocation is made. As this is based only on those that secure an offer, many other households wait considerably longer in lower bands and may never secure an offer of even a viewing. 4. Average Wait Longest Wait Sheltered accommodation 19 months 3 years Studio 33 months 33 months 1 bedroom 10 months 27 months 2 bedroom flat or maisonette 16 months 4 years 2 bedroom house 18 months 32 months 3 bedroom flat or maisonette 19 months 19 months 3 bedroom house 4 years 6 years 4 bedroom house 4 years 6 years 5. The objectives of our Social Housing Allocation Policy are to: • Provide a fair and transparent system by which people are prioritised for social housing • Help those most in housing need • Reward residents with a long attachment to the borough • Make best use of Hillingdon’s social housing stock • Promote the development of sustainable mixed communities Eligibility and qualification to join the housing register 6. To be considered for an allocation of social housing you must be eligible for and 6 qualify for an allocation. Eligibility is about where you usually live and your immigration status. The rules for this are set by the national government and are the same for all local authorities in England. Further details are provided in section 2. 7. Local authorities can largely set their own rules for who qualifies for social housing, but there are some groups of people that must be included. Housing legislation requires every local authority allocation scheme in England to ensure ‘reasonable preference’ for social housing allocations is given to certain categories of applicants. This means that they must be given a reasonable level of priority, and it covers the following groups: • Those who are homeless or owed certain homelessness duties • Insanitary or overcrowded housing or unsatisfactory housing conditions • A need to move on medical or welfare grounds • People who need to move to a particular locality to avoid hardship to themselves or others 8. Local authorities must also give ‘additional preference’ to applications from certain serving and ex-members of the armed forces (and reserve forces) who fall within the reasonable preference categories. 9. Guidance that the council is legally obliged to take notice of, also encourages reasonable preference to be given to people who are homeless and require urgent rehousing as a result of domestic abuse and to give reasonable preference to foster carers. 10. Hillingdon Council’s own qualification rules restrict which households can join the housing register. Including restrictions helps to ensure that the council’s priorities for social housing allocations are clear and that other households are not given false hope of a council home. The following types of households do not qualify to join the housing register: • Those that do not have a clearly demonstrated housing need. • Those that have sufficient financial resources. • Households that do not currently live in the borough • Households who have not been continuously living in the borough for at least 10 years 11. There are some exceptions where households in these circumstances can still qualify, including if they fall within the reasonable preference groups. In certain very specific instances, the requirement for 10 years residency could be reduced to 5 years. See section 2.2.5 Making an application 12. Hillingdon residents over the age of 18 can apply to join the housing register. Applicants need to register via Locata Housing Services who operate a Choice Based Lettings Scheme for Hillingdon Council and various other social housing providers. Applicants are allocated a priority band and within each band, priority is determined in date order. Vacant council and housing association homes are 7 advertised on the West London Locata website and applicants are entitled to bid for up to 3 properties in each week . Some properties will have restrictions limiting them to certain types of households. The council can provide help with bidding for people who are not able to do this online. Hillingdon residents are entitled to bid for properties advertised in the “Hillingdon” section of Locata and the “cross borough” section as well as properties advertised by several housing associations that operate in Hillingdon. 13. Once bidding has closed a shortlist is created for each property and will place residents in a band and then priority date order for all suitable bids. Those at the top of the list are contacted to view the property. If they accept the property they are invited to sign the tenancy. If the property is not accepted it is offered to the next household on the shortlist going down the list until it is accepted. 14. The length of time you have to wait is affected by the choices you make on your housing application. Those prepared to consider a broad range of areas and property types are likely to wait for less time. Details of properties allocated are available at www.Locata.org including the priority band and registration date of the successful bidder. 15. On some occasions a property may be sensitively allocated in the interest of nearby tenants and residents that have experienced harassment, noise nuisance or un- tenant like behaviour over an excessive period. These properties will be clearly marked on the advert and additional verification checks into any potential incoming tenant will be completed. 16. On new developments or acquisitions, the Council may agree a local lettings policy for council homes or those owned by another social housing provider. This can help ensure balanced sustainable communities, mitigate management problems and address specific council aims for the development. Priority Banding 17. Hillingdon Council has previously operated a scheme with just four bands A to D and with some priorities set out within Band A. At the beginning of April 2024, there were 755 households in Band A. We are increasing the number of Bands to 14 so that there is a greater spread of the Bands across the register and greater clarity regarding priorities for rehousing. Within each band a priority date order will continue to apply. Band 1 This is the highest priority band and is only awarded to households who are being decanted from their existing home and qualify for additional priority due to having 10 years’ residence in Hillingdon Band 2 As Band 1 but without 10 years’ residence Band 3 This band is for under occupying social tenants moving to a property with fewer bedrooms and that qualify for additional priority due to 10 years’ residence Band 4 As Band 3 but without 10 years’ residence Band 5 This band is for households for which a management transfer has been agreed due to exceptional circumstances and that qualify for additional priority due to 10 years’ residence 8 Band 6 As Band 5 but without 10 years’ residence Band 7 This band is for households with an emergency and very severe housing need other than the needs covered by Bands 1 to 6 and that qualify for additional priority due to 10 years’ residence. For full detail see table at Appendix 1 Band 8 As Band 7 but without 10 years’ residence Band 9 This band is for household with an urgent need to move and that qualify for additional priority due to 10 years’ residence. For full detail see table at Appendix 1 Band 10 As Band 9 but without 10 years’ residence Band 11 This band is for households with an identified need to move and that qualify for additional priority due to 10 years’ residence Band 12 As Band 11 but without 10 years’ residence Band 13 Homeless applicants without 10 years’ residence who do not own a property or have savings over £30,000 Band 14 Applicants within a Reasonable Preference category who own a property or have savings over £30,000 Offers of Accommodation 18. In certain circumstances a direct allocation may be made outside of the choice based lettings scheme. A list of these circumstances is included at section 6. 19. If there is a clear reason why the specific property would not be an appropriate match for the specific applicant, the offer will be withdrawn, and the right of the applicant will not be affected. If, however, a reasonable offer is refused, this may have important consequences including discharge of a council duty, eviction proceedings and loss of priority banding. Further detail is shown in section 7.3. 20. Joining the housing register does not guarantee an offer of accommodation. Many more people are on the register than we will be able to offer accommodation. We will also carry out checks before an offer is made to make sure that the circumstances of your household are as you have been assessed and that you have not behaved in a way that would make you unsuitable as a tenant. These include checking against eligibility and qualifying criteria; rent and council tax arrears and serious anti-social behaviour. A full list of verification checks is included at section 8. 21. To achieve the right balance of allocations to different groups and to manage the cost of homelessness the Council may set out requirements in a Lettings Plan. To achieve allocation targets the Council reserves the right to enhance access by advertising or directly allocating some properties to specific groups. 22. In cases where specific action has been taken to release homes, the resulting vacancies will be allocated to particular groups. For instance, homes recovered as a result of fraud activity may be allocated to homeless households and homes released by under occupiers allocated to overcrowded households. 23. Enquiries about applications may be made at any time to guard against misrepresentation and fraud. Checks may involve cross referencing information provided by applicants with other data that the Council holds. 9 The applicants’ household and number of bedrooms 24. The appropriate size of accommodation to offer will depend on the composition of the household. Because someone is living with you currently and is a member of your family, it does not mean that the Council will treat them as a member of your household for the purpose of this Allocation Policy. The applicants' household includes partners, children under 18, children over 18 studying for their first degree (or similar), dependent relatives and live-in carers (please refer to section 11.2 for full details). 25. The Council must be notified in writing of any change in circumstances that will or might affect your priority for housing such as changes in the household members or moves to alternative properties. Every applicant will be asked to renew their application annually. This will include a request to provide any information on changes in circumstances. If not renewed within 28 days the application may be cancelled without further notice. 26. Applicants can ask for a review of any decision made under the terms of this policy. Requests must be made in writing within 21 days of a decision. 27. The size of accommodation for which applicants will be considered is based on the ‘bedroom standard’ as used by the English Housing Survey to produce estimates of overcrowding. The Secretary of State takes the view that the bedroom standard is an appropriate measure of overcrowding for allocation purposes and recommends that all housing authorities adopt this as a minimum. A separate bedroom is allocated to • each married or cohabiting couple, • any other person aged 21 or over, • each pair of adolescents aged 10-20 of the same sex, • and each pair of children under 10. • Any unpaired person aged 10-20 is paired, if possible, with a child under 10 of the same sex, or, if that is not possible, he or she is given a separate bedroom, as is any unpaired child under 10. • This standard is then compared with the actual number of bedrooms available for the sole use of the household. Examples of this in practice are provided in section 11.2. 28. In calculating the number of bedrooms available in a property the Council will treat every habitable room as a bedroom except kitchens, bathrooms and one room for use as a living room. 29. A management transfer due to extreme circumstance will only be to the same size accommodation regardless of a housing need for a larger home. 30. Where there is a shared residency arrangement, children are only considered to need one home of adequate size. Reasonable Preference Groups, Local Priorities and Additional Priorities 10 31. The table provides more detail regarding the Band which applies in different circumstances. The full banding breakdown can be found in a summary table at end of the policy. Reasonable Preference Groups Band with 10 years’ residency Band without 10 years’ residency The council will maintain the protection provided by the statutory reasonable preference criteria in order to ensure that priority for social housing goes to those in the greatest need. Homeless households In temporary accommodation and landlord wants property back and the Council cannot find alternative temporary accommodation 7 13 Placed in nightly paid temporary accommodation 9 13 In other forms of temporary accommodation or has no accommodation 11 13 Move on to social housing approved by Homeless Move on Panel 7 7 Households living in insanitary and unsatisfactory conditions Closing Order issued, i.e. property is unfit for human habitation and there is no alternative measure to render the property fit as advised by Environmental Health Officer 7 8 Where emergency re-housing is essential, for example, compulsory purchase order (CPO) is issued 7 8 Household with dependent children living in unsanitary or unsatisfactory housing that cannot be addressed by Environmental Health action. 9 10 Overcrowded households Statutorily overcrowded as defined in Part X of Housing Act 1985 9 10 Severely overcrowded – where a household is lacking 2 or more bedrooms 9 10 Other overcrowded households lacking 1 bedroom. 11 12 Medical grounds Emergency Medical: the applicant or a member of the applicant’s household has a life threatening condition that is seriously affected by their housing. 7 8 Medical Hardship: the applicant’s current housing conditions are having a major adverse effect on the medical condition of the applicant or a member of the applicant’s household 9 10 Medical Need: the applicant’s current housing conditions are having a moderate or variable adverse effect on the medical condition of the applicant or a member of the applicant’s household 11 12 Welfare grounds Homeless persons fleeing domestic abuse with an 9 10 11 urgent need for rehousing Care experienced young people approved by the care experienced transition panel 7 8 Fostering and adoption 7 8 Local Priorities In addition to statutory reasonable preference groups, the council will provide housing assistance to certain groups who meet local needs and priorities Members of the British Armed Forces discharged within the last 5 years 7 8 Specific schemes that Hillingdon Council participates in such as the national witness mobility scheme and schemes concerned with gang violence and with domestic abuse 7 7 Under-occupation 3 4 Regeneration/essential/urgent decant 1 2 Other decant 9 10 Management Transfer 5 6 Reciprocal requests where there is an imminent personal risk 7 7 Ex-tenant discharged from an institution 9 10 Relinquishing more than one property 9 10 Service tenants where there is a contractual obligation 7 8 Additional Priority Additional priority is awarded in order to determine priorities between people in the reasonable and local preference groups. 10 years’ residency Banding enhancement varies depending on other household circumstances 1 3 5 7 9 2 4 6 8 10 Sheltered Housing Must meet age criteria and bid for sheltered housing 11 12 Encouraging personal responsibility 32. Homeless households that have been living in temporary accommodation longer than other households with the same bedsize need and priority banding level, will be made one direct offer of accommodation. If unreasonably refused the council will discharge its homelessness duty and withdraw any temporary accommodation. Average waiting times will be published annually on the council's website. 33. Refusal of more than 3 reasonable offers will result in 6 months suspension from bidding. Specialist accommodation 34. Disabled adapted properties will be advertised and allocated to a person assessed 12 as needing that particular type of accommodation ahead of other applicants in a higher band or with an earlier priority date. In exceptional circumstances a suitable property may be directly allocated. 35. Hillingdon Council has a number of properties restricted for those aged over 55 or over 60. Applicants can bid for these properties in the normal way if the main applicant meets the age criteria. Partners under 55 or 60 are permitted to live at the property but cannot be a joint tenant until they reach the minimum age for the accommodation. 36. If a couple apply for sheltered housing, both must generally be over 60 although some housing associations will accept applicants aged 55. They can only bid for sheltered housing unless they have other identified needs. 37. Extra care housing is allocated outside of the Locata choice based lettings scheme by a panel of representatives from Housing, Health and Social Services. 38. Traveller pitches are allocated in the same way as general needs properties. Mobility within and across the Council’s Boundary 39. There are schemes that enable lettings in other local authority areas, including by mutual exchange. These operate outside of this allocation policy. Details are included in section 17.2. 13 1. INTRODUCTION (ORIGINAL POLICY START) The Housing Allocation Scheme describes how Hillingdon Council assesses applications for housing, prioritises each application and decides which applicant will be offered (allocated) Council and Housing Association housing. The Housing Allocation Scheme covers housing in Hillingdon owned by Hillingdon Council or by Housing Associations that have entered into a nominations agreement with Hillingdon Council. This is called social housing. Hillingdon Council receives many enquiries every year from people looking to rent a home in the borough. Because Hillingdon only has a limited amount of social housing available to rent, the main purpose of this scheme is to explain who will be allocated housing and why. 1.1 Legal Context The Housing Allocation Scheme sits within a legal framework which is summarised below. The Housing Act 1996 (as amended by the Homelessness Act 2002, the Localism Act 2011 and the Homelessness Reduction Act 2017) requires local authorities to make all allocations and nominations in accordance with an Allocation Scheme. A summary of the Allocation Scheme must be published and made available free of charge to any person who asks for a copy. This document is available on Hillingdon Council’s website www.hillingdon.gov.uk and paper copies will be provided on request. The Housing Act 1996 (as amended) requires local authorities to give reasonable preference in their allocations policies to people with high levels of assessed housing need. The main groups are: • People who are homeless as defined by the Housing Act 1996, Part 7 • People who the council has a legal duty to provide housing to (under section 190(2), 193(2) or 195(2) (or under section 65(2) or 68(2) of the Housing Act 1985) or who are occupying accommodation secured by any such authority under section 192(3)) • People occupying insanitary or overcrowded housing, or who are otherwise living in unsatisfactory conditions, • People who need to move on medical or welfare grounds (including any grounds relevant to a disability); and • People who will suffer hardship to themselves or to others if they are unable to move to a particular locality or district. The Act also requires local authorities to state within the policy what its position is on offering applicants a choice of housing accommodation or offering them the opportunity to express preference about the housing accommodation to be allocated to them. Our policy on choice is described below in Section 4. 14 This Housing Allocation Scheme has been formulated with regard to the law and regulatory requirements, including: • Housing Act 1985 • Housing Act 1996 • Homelessness Act 2002 • Homelessness Reduction Act 2017 • Housing and Regeneration Act 2008 • Localism Act 2011 • Armed Forces Act 2006 • Asylum and Immigration Act 1996 • Immigration and Asylum Act 1999 • Children Act 2004 • Equality Act 2010 • Data Protection Act 2018 • European Union (Withdrawal Agreement) Act 2020 • Homelessness Code of Guidance for Local Authorities 2018 • Statutory Guidance • The London Housing Strategy • Tenancy Strategy • Housing Strategy • Allocation of Housing and Homelessness (Eligibility) (England) Regulations 2006 • Allocation of Accommodation: Code of Guidance for Housing Authorities June 2012, last updated October 2023 • Providing social housing for local people, December 2013 • Right to Move and social housing allocations, March 2015 • Improving access to social housing for victims of domestic abuse, November 2018 • Improving access to social housing for members of the Armed Forces, June 2020 • The regulatory standards for registered providers of social housing in England: 1.2 Aims of the Allocation Policy The Allocation Scheme is designed to meet all legal requirements and to support and contribute towards Hillingdon Council’s wider objective of putting residents first. Hillingdon Council is also committed to preventing homelessness and the Allocation Scheme focuses on supporting residents to actively pursue suitable alternatives to avoid becoming homeless. The key objectives of this Allocations Scheme are to: • Provide a fair and transparent system by which people are prioritised for social housing. • Help those most in housing need. • Reward residents with a long attachment to the borough • Encourage residents to access employment and training • Make best use of Hillingdon’s social housing stock. 15 • Promote the development of sustainable mixed communities. This policy has considered: • Hillingdon Council’s statutory obligation to provide Reasonable Preference to certain categories of applicants set down by law • The general and specific statutory discretions Hillingdon Council can exercise when allocating housing in support of its Council Strategy. • Hillingdon Council’s statutory discretion to grant ‘additional preference’ and/or to determine priority between applicants with Reasonable Preference The social housing allocation system will be supported by a housing options approach giving applicants realistic advice and promoting other housing options. Hillingdon Council will register eligible applicants who qualify for the reasonable preference criteria and certain groups who meet local priority. In addition, Hillingdon Council will ensure that greater priority through ‘additional preference’ is given to applicants who have a long attachment to the borough, and members of the British Armed Forces. In addition, Hillingdon Council will continue to use the private rented sector both within the borough and outside it to meet its statutory housing obligations. It will use the private rented sector, as far as possible, to discharge its homelessness duty. Where Hillingdon Council believes that potential applicants are able to access market housing, that is, private rented or low cost or market home ownership, Hillingdon Council will provide advice as necessary. Hillingdon Council will take into account the impact of welfare policy which places a ceiling on the amount of cash benefits a household will be able to receive. In order to allocate a home, a household’s current and future ability to meet the rent and associated costs of running a home will be taken into account. Tenancies for Hillingdon Council homes are allocated according to Hillingdon Councils Tenancy strategy. Other Registered Providers have to take account of the Councils Tenancy Strategy when setting their own policies. 1.3 What is not included in the allocation policy The following are not allocations under this scheme: • Succeeding to a tenancy under S89 Housing Act 1985 • A mutual exchange with another tenant • Assigning a tenancy • Transferring a tenancy in accordance with a court order under Family Law provisions or under the Civil Partnership Act 2004 • An introductory tenant becoming a secure tenant • Provision of temporary accommodation in discharge of any homelessness duty or power 16 2. ELIGIBILITY AND QUALIFICATION FOR HOUSING 2.1 Eligibility Rules The first assessment Hillingdon Council makes when an application is received is whether the applicant is eligible for social housing. This depends on where the applicant normally lives (“habitual residence”) and their “immigration status”. Eligibility for social housing is assessed when an applicant first applies and it is looked at again when they are being verified for an offer of accommodation. A person is not eligible if they are: • subject to immigration control (with limited exceptions) • classed as an ineligible person from abroad • A person not habitually resident in the United Kingdom or required to leave the UK by the Secretary of State. Detailed information on eligibility for housing is set out in Annex 1. 2.2 Qualification Rules The second assessment the council makes is whether an applicant qualifies to go on the housing register. The Localism Act 2011 has given new freedoms for local authorities to determine who can join the housing register. The Council has a number of qualification rules in addition to the provision on eligibility in respect of persons from abroad set out in 2.1. This is because the council: • Wants to make sure a more focused housing register is operated which better reflects local circumstances and can be understood more readily by local people • Believes that social housing should be available to people that cannot afford to buy or rent a home privately. • Wants to make sure housing policies benefit people that live in Hillingdon. The following sections explain the qualification rules: 2.2.1 Households with no demonstrable housing need will not qualify to join the housing register. The Council will not maintain a housing register for those households that it is unable to help access a council or housing association home. This means applicants who are considered not to have a housing need will not qualify to join the housing register. It will help in managing unrealistic expectations by excluding people with little or no prospect of being allocated accommodation. They will be signposted and given 17 relevant information and advice, including through the targeted housing options website at www.locata.org.uk/hillingdon. Exception People aged over 60 who would benefit from sheltered housing. However, they will be made an offer of sheltered accommodation after other households meeting the housing need criteria. 2.2.2 Household with sufficient financial resources will not qualify to join the housing register. People with sufficient combined household income, savings and assets will not qualify to join the housing register: • Any household who owns or has an interest in a property. • Any household with a gross income at or above the level required for low cost home ownership. The current income level (as at June 2024) is £90,000.00. This income will be reviewed on an annual basis and adjusted to reflect the size of the household and market conditions. • Any household with savings/assets of more than £30,000 as they will be deemed to have enough financial resources to rent in the private sector. Deliberate disposal of assets in order to become eligible for an allocation will not be tolerated. All applicants and prospective new tenants will be required to supply evidence of their financial income and resources. Where applicants are not able to show current entitlement to income support, housing benefit, council tax benefit (and universal credit), verification of income and savings will be required, at the point of being offered accommodation and may be requested upon joining the housing register. Where applicants have resources considered sufficient to access low cost home ownership within the thresholds set above, they will normally be offered advice or assistance as they are considered to have the income to meet their own housing requirements. Advice on home ownership and private sector renting options will be offered including the opportunities to join the Council’s low cost home ownership register. Exceptions • Members of the British Armed Forces who receive lump sum payments as compensation for an injury or disability sustained on active service. • Members of the British Armed Forces or their former partners who remain in residence following the expiry of a notice to vacate Service Families Accommodation may be charged mesne profits for trespass and accordingly accrue a mesne profit debt. In taking into account rent arrears or a housing debt in determining whether to allow qualification to join the housing register, the Council may treat the accrual of a mesne profit debt by a Member of the British Armed Forces or their former partner sympathetically. • Persons who fall within the reasonable preference groups. • Any household to be placed in extra care housing will not be subject to the savings/assets cap of £30,000. 18 Households who do not currently live in the borough and fall within the reasonable preference groups may qualify to join the housing register under hardship grounds. Hardship grounds include: • The need to move to take up a confirmed offer of full time employment • To give or receive care or support from/to a resident in the borough (see section 12.5.4) 2.2.4 Households who have not been continuously living in the borough for at least 10 years will not qualify to join the housing register. Applicants will need to demonstrate a local connection with Hillingdon. Local connection within the terms of this scheme will normally mean that an applicant has lived in Hillingdon, through their own choice, for a minimum of 10 years up to and including the date of their application, or the date on which a decision is made on their application whichever is later. For purposes of continuous residence, children spending time away from home for education due to periods of study such as at university, and people who have moved away for up to 3 times years due to the requirements of their job will be disregarded. Secure, introductory or flexible tenants of Hillingdon Council and care experienced young people housed in or outside the borough will be considered as having a local connection with Hillingdon. People will also be considered as having a local connection with Hillingdon when they are placed in the borough of Hillingdon in temporary accommodation in accordance with sections 190(2), 193(2), 195(2) or who are occupying accommodation secured by any local authority under section 192(3). Exception: • People who have served in HM Forces in the last 5 years • People who are aged over 60 and currently live in the borough, but have done so for less than ten years. This exception applies for lettings in sheltered housing only and as a lower priority than other households who meet the 10 year residency criteria. • People who are under-occupying their current social housing and are currently resident in the borough. • Emergency cases where homes are damaged by fire, flood or other disaster if it is not possible to repair the existing home, or if any work to repair is to take such a long period of time that there will be serious disruption to family life. • Cases nominated under the Police Witness Protection Scheme or other similar schemes that the Council has agreed to be part of. • Statutorily homeless persons and other persons who fall within the statutory reasonable preference groups (see paragraph 12 below). • Households who need to move to the Borough to avoid hardship. Hardship grounds 19 include: ➢ The need to move to take up a confirmed offer of permanent employment ➢ The need to move to specialist facilities where they receive care but live outside the Borough ➢ The need to move to receive or give care/support (meaning higher care costs or even the use of residential care for those who cannot move) • People who are living in a refuge or other form of safe temporary accommodation in the borough having escaped domestic abuse in another local authority area. • Children spending time away from home due to periods of study such as at university. • People who have moved away for up to 3 years due to the requirements of their job. • People to whom paragraph 2.2.5 applies. • Social tenants who need to move to take up a job or live closer to work (Right to Move Regulations). • People who have moved away while being held on remand. 2.2.5 Exception for certain Irish Traveller, Romany Gypsy or non-UK national households Compliant with the judgment of the Court of Appeal in R(Ward & Ors) v LB Hillingdon, Equality and Human Rights Commission intervening [2019] EWCA Civ 692, this paragraph applies to an applicant whose household is either Irish Traveller / Romany Gypsy or non-UK national with refugee status in the UK and who would qualify under this section for inclusion on the housing register, or once included be entitled under section 14.3 to additional preference, but for their inability to demonstrate at least 10 years' residence in Hillingdon. If, in the opinion of the Council, such inability is the result of their racial origin or related circumstances or lifestyle, the residence requirement will in the case of each provision be reduced from 10 years to 5 years provided the applicant can demonstrate to the Council's reasonable satisfaction that they have for the whole or substantial part of that period made a community contribution such as helping borough residents, undertaking paid, unpaid or voluntary work in the borough or being a recognised carer for an elderly or disabled adult or child, or other special reason to be decided on a case by case basis by the Council. 3. WHO CAN MAKE AN APPLICATION Hillingdon residents who are over 18 years old can apply to join the housing register through the Locata website at www.locata.org.uk. The council intends to ensure that all successful applicants have reasonable preference. In addition, the council has used its statutory discretion to determine groups of households who will be eligible for housing allocation. 20 The council will also give ‘additional preference’ to applicants who have a local connection (long attachment to the borough), . The Council will not normally grant a tenancy to anyone under the age of 18 years unless another adult is prepared to act as their guarantor and agrees to cover the rent or any arrears. In exceptional circumstances, the council can grant permission to occupy a property to an applicant under-18 years by way of something known as an equitable agreement. Capacity – For an applicant to become a tenant of the Council and enter into a tenancy agreement, they must have the mental capacity to understand the contract. If an applicant does not have the capacity to understand the contract, an application should be made to the Court of Protection for the tenancy agreement to be signed on their behalf. 4. STATEMENT ON CHOICE The council operates a Choice Based Lettings Scheme through a central lettings agency known as ‘Locata’. Council, Housing Association properties and travellers' site pitches in Hillingdon available at social and affordable rent are let through the scheme. Households who are eligible to join the housing register are required to use the choice based lettings scheme (Locata) to obtain a new home. People who apply for housing through the council are divided into two main groups: o Homeseekers are households who are not currently social housing tenants but have applied for social housing. Households living in temporary accommodation are included in this group. o Transfers are existing Council and Housing Association tenants who want to move to another social housing property. 4.1 Locata Housing Services - the central lettings agency Locata Housing Services (LHS) Ltd is a central lettings agency set up by West London local authorities and housing associations including Hillingdon Council to provide the computer program to manage the letting of available vacancies. 21 5. HOW THE CHOICE BASED LETTINGS SCHEME WORKS 5.1 Priority Banding Housing need is determined by assessing the current housing circumstances of applicants. A priority ‘band’ is then allocated according to the urgency of the housing need. There are fourteen priority bands as follows: Band 1 This is the highest priority band and is only awarded to households who are being decanted from their existing home and qualify for additional priority due to having 10 years’ residence in Hillingdon Band 2 As Band 1 but without 10 years’ residence Band 3 This band is for under occupying social tenants moving to a property with fewer bedrooms and that qualify for additional priority due to 10 years’ residence Band 4 As Band 3 but without 10 years’ residence Band 5 This band is for households for which a management transfer has been agreed due to exceptional circumstances and that qualify for additional priority due to 10 years’ residence Band 6 As Band 5 but without 10 years’ residence Band 7 This band is for households with an emergency and very severe housing need other than the needs covered by Bands 1 to 6 and that qualify for additional priority due to 10 years’ residence Band 8 As Band 7 but without 10 years’ residence Band 9 This band is for households with an urgent need to move and that qualify for additional priority due to 10 years’ residence Band 10 As Band 9 but without 10 years’ residence Band 11 This band is for households with an identified need to move and that qualify for additional priority due to 10 years’ residence Band 12 As Band 11 but without 10 years’ residence Band 13 Homeless applicants without 10 years’ residence who do not own a property or have savings over £30,000 Band 14 Applicants within a Reasonable Preference category who own or have an interest in a property or have savings over £30,000 Band A - This is the highest priority band and is only awarded to households with an emergency and very severe housing need. Band B - This is the second highest band and is awarded to households with an urgent need to move. Band C - This is the third highest band and is awarded to households with an identified need to move. 22 Band D - Homelessness applicants who do not satisfy the 10 year continuous Residence Rule. If following an assessment, it is determined that an applicant has no housing need, they cannot join the housing register, they will be given advice and assistance on other housing options, for example, renting from a private landlord or applying to an intermediate rent or low cost home ownership scheme which will be available on the ‘Targeted housing option’ website at www.locata.org.uk/hillingdon. 5.2 Priority Dates As the level of need within each ‘band’ is broadly similar, it is fairest to make an offer of social housing to the applicant that has been waiting the longest in that ‘band’. This is known as a priority date order. The priority date is awarded either on the date of the original application or on the date the council is notified of a change in circumstances. Moving up a ‘Band ’ The priority date is the date the higher priority is awarded. Moving Down a ‘Band ’ New priority date reverts to the dat e that applied when the applicant was previously in that ‘band’ OR any e arlier date when they were in a higher band. The principle is that when moving down, their priority date should be the earliest date that they were in the new lower band, or in a higher band. If the applicant has been suitably housed for any of the time, the new band date cannot be any earlier than the date they were subsequently assessed as a priority band.. 23 Examples of priority date system: Example 1 Priority Date Household applies to register in January and is adequately housed. None In February household is awarded band 9 February In March household is awarded band 7 March In April household is downgraded to band 11 February Example 2 Priority Date Household applies to register in January and is awarded band 11 January In February household is awarded band 7 February In April household is downgraded to band 9 February Example 3 Priority In April household is awarded medical priority band 11 April In May household is awarded urgent medical priority band 9 May In June medical priority reduced again – band 11 April In June household is awarded emergency medical priority – band 7 June In August new medical assessment – band 9 May 5.3 Property Advertising Vacant council and housing association properties are advertised on the West London Locata website (www.locata.org.uk) to people assessed as having housing need. The majority of council and housing association rented homes to which the council has nomination rights are advertised and let through this scheme. Available properties are advertised as they become ready for letting. In choosing which property to bid for, an applicant should look at the details as some properties advertised may have restrictions such as: • Properties subject to a sensitive let (See section 5.9) • Properties subject to a local lettings plan (see section 5.10) • Properties adapted for disabled applicants (See section 16.1) • Properties designated for people over a certain age e.g. older people accommodation or sheltered housing (See sections 16.2, 16.3 & 16.4). • Properties designated to a particular group of households, for 24 example, homeseekers (H) or transfers (T) only. Where restrictions are applied, details will be given on the advert. Circumstances in which direct offers may be made by by-passing the Locata process are set out in section 6. 5.4 Bidding for a property (expressing an interest) Hillingdon residents are entitled to bid for properties advertised in the “Hillingdon” section of Locata and the “cross borough” section. In addition, Hillingdon residents can bid for properties advertised by several housing associations that have social rented accommodation in the borough. The housing associations always give priority to applicants who are registered with them directly, so it is advantageous for Hillingdon applicants who are interested in housing association properties to register directly with each provider as well. Each household may bid for up to 3 properties in each week. • If a property is designated for a specific type of household, only those who match the household type will be eligible to bid for that property • Any bids must be placed before the deadline closes • The applicant’s household must match the advert specification, for example, the household must not have more or less household members than the number specified on the property label • The applicant must satisfy the age requirement on the property label where applicable • The applicant must satisfy the mobility level specified on the property label. Help with bidding: A detailed guide of how to bid for properties is sent out to all new applicants when their application to join the register is approved. The Council can help vulnerable applicants, who have no support mechanisms to bid via automatic bidding. For example, older, people with a sensory disability and people with no or low literacy or English comprehension. Such applicants can self refer or referrals can be made on their behalf by GPs, an MP, and Councillor etc. If households are not engaging in the process or are considered to be unreasonably refusing properties or not attending viewings, this service can be withdrawn. Other support agencies or social workers can also bid on behalf of an applicant that they are supporting. Training can be provided to such agencies if required. There are two types of service available: • Automatic Bidding - The applicant specifies the area and type of property they are interested in and staff can automatically place bids on up to 3 properties matching their description every week . • Assisted Bidding - The applicant can contact our customer contact centre each week when properties are advertised and get help with making a choice 25 • on the property they are interested in and/or talk through the process with them by supporting them to place their bids. 5.5 Short-listing Once bidding has closed, all households that placed a bid and are eligible for that property are placed into priority band and date order. This is called the shortlist. If a property has been advertised with preference for a specific group of applicants, bids from these households will be prioritised above all other bands. Bids placed from households within the specific priority group will still be short listed according to their band and priority date as above. Applicants will not be short listed or offered a property if they already have a live offer on another property. The Council will only let properties in high risk buildings to applicants who can demonstrate that they are able to self-evacuate from the building, unaided and within a reasonable time frame, on being ordered to do so by the fire and rescue services. 5.6 Offers of accommodation: The applicants at the top of the shortlist for a property are contacted by the housing provider and offered an appointment to view the property. At the viewing the applicants have a chance to look around the property and ask any questions of the landlord. If the household offered the property accepts it, they are formally invited to sign for the tenancy. If the household offered the property refuses the property, it is offered to the next household until such time as the property is accepted. If no one on the shortlist within the priority bands accepts the property, the property is either re- advertised or directly allocated to another household. If there are more than one successful bidders for a property, the offer is made to the applicant with the longest waiting time (known as priority date). 5.7 The effect of choices on waiting times: The length of time you have to wait before you get an offer is affected by the choices you make on your housing application. If you choose an area or a type and size of property that rarely becomes available to offer, you will face a much longer wait than an applicant who is prepared to consider a broad range of areas and types of property. We will assist you in making an informed choice by providing information on property availability and average waiting times. This information is published on the council’s website. 5.8 Feedback on let properties Details of every property let in Hillingdon are available at www.locata.org . The 26 website shows the number of households that bid for each property, as well as the priority band and registration date of the successful bidder. There is also feedback on all properties let through Locata in the Freesheet archive of the Locata Home website. The feedback enables applicants to gauge the scarcity and popularity of different areas and property types, to be able to judge how long they might have to wait to be re-housed, and therefore exercise informed choice. 5.9 Ringfenced lettings In cases where specific action has been taken to release homes, the resulting vacancies will be made available to particular client groups. For example: • Homes recovered due to fraud activity, will be offered to accepted homeless households in temporary accommodation. • Homes released by under-occupying households will be offered to overcrowded households in a chain of lettings. 5.10 Sensitive lettings On occasions it is in the interest of residents and tenants that an individual property is let sensitively in light of the experience of neighboring tenants. Where a request for a sensitive let is sought, this will be considered. Sensitive lets will only be agreed where it can be demonstrated that: • The neighbouring tenants have experienced either harassment, noise nuisance or un-tenant like behavior over a period of time or of an excessive nature and • Incidents have been recorded and • Action has been taken by the landlord or • There is a public protection issue that must be managed. 5.11 Local lettings policies On new developments or acquisitions, the Council usually may agrees a local lettings policy for the new or newly acquired council homes or with the another Provider (mainly Registered Providers) that is building or acquiring the new social housing. The A local lettings policy can ensures that there is a balancesd mix of social tenants and help to mitigates any potential management problems and achieve specific council aims for the development.. at a later date. To ensure the balance is achieved, the Council may bypass applicants who have placed bids for the property. A number of factors may be considered including: A number of factors are considered which includes: • The Mmix of working and non- working households • Child density • Age range of the prospective tenants • Ethnicity and community cohesion • Vulnerability and support services • Community facilities provided. 27 • Perpetration of anti-social behaviour • Supporting and promoting neighbourliness and existing community relationships In order to ensure the balance is achieved, the Council may bypass applicants who have placed bids for the property. The Council will also have local lettings policies in place in respect of the regeneration of Avondale Estate and Hayes Town Centre Estate which will for the avoidance of doubt extend to the rehousing of residents affected by regeneration to properties outside of the areas being regenerated. Potential future regeneration schemes would also likely have local lettings arrangements. The following factors which the Council will consider in addition to those set out in paragraphs 5.11.1 and 5.11.5 above are: 5.11.1 Perpetration of anti-social behaviour 5.11.2 Supporting and promoting neighbourliness and existing community relationships 28 6. ALLOCATION OUTSIDE CHOICE BASED LETTINGS In certain specified cases, an allocation may be made outside of the choice based lettings scheme. These are: • Extra care housing. • Where a household urgently requires an adapted property. • Where vulnerable applicants are unable to participate effectively in the bidding system, or where they have specific accommodation needs. • Where there is a recommendation from police, social services or other professional agencies for a type of accommodation to meet an individual need. • Where no successful bids are received for an advertised property. • Where an applicant has been unfairly bypassed for a property. • Where a household have succeeded to a tenancy but are under-occupying or do not need adaptations or specialised accommodation. • Where homeless households have failed to bid successfully for available properties and the lease on their temporary accommodation has ended, they will be made one direct offer of suitable accommodation. • Where homeless households have been in temporary accommodation for longer than the average period, they will be made one direct offer of suitable accommodation. • Where service tenants entitled to re-housing have not bid successfully for a suitable home by the time they are required to leave their accommodation, they will be made one direct offer of suitable accommodation. • Where a management transfer has been agreed, the tenant will be made one direct offer of suitable accommodation. The size of the accommodation will be the same as their previous tenancy, or a size that meets their needs under the terms of this policy, whichever is smaller. • Where a reciprocal arrangement has been agreed, the incoming household will be made one direct offer of suitable accommodation. • Where an applicant needs to move immediately, for example, tenants being decanted to enable a major repair to the property to be carried out or tenants being decanted where their area is being regenerated by the Council. One direct offer of suitable accommodation may be made • Ex-tenant discharge from an institution. One direct offer of suitable accommodation will be made. The size of the accommodation will be the same as their previous tenancy • Where lettings to certain groups is required in order to achieve a balance of lettings. Periodically this may be set out in a lettings plan. • Where special allocation arrangements through local lettings plans on new developments are in place in order to achieve a balanced community. 29 7. REFUSALS FOLLOWING DIRECT OFFERS 7.1 Recording the refusal The applicant must give their reasons for refusal in writing or sign a written statement of their reasons. The property will not usually be held vacant while the reasons for the refusal are considered – it will normally be offered and let to another applicant unless the offer is to a homeless household. In such cases, the offer may be held for a short period (usually no longer than 48 hours) while the reason for the refusal is considered. The applicant will be advised of the possible consequences and given a chance to reconsider their decision to refuse. 7.2 Unsuitable offers If there is a clear mismatch of the applicant and property details, the offer will be withdrawn and the rights of the applicant will not be affected. 7.3 Consequences for refusing reasonable offer (a) Homeless household If the offer is considered to be suitable, the applicant will be informed of the council’s intention to discharge its homelessness duty and if they are occupying temporary accommodation provided by the council, to commence eviction proceedings. They will be advised of their right to seek a review of this decision and, if still not satisfied to pursue their disagreements through the courts. (b) Service tenants Following refusal of a reasonable offer, ex-service tenants will be advised that their priority for re-housing has been withdrawn and that the council considers it has fulfilled its contractual obligation to offer suitable re-housing. The applicant will be advised to make their own housing arrangements and eviction proceedings from the tied accommodation will be started. (c) Management transfer Following refusal of a reasonable offer, tenants will be advised that their high priority has been removed. Their housing need will be reviewed and if assistance is still required, they will be placed in the appropriate priority ‘band’ on the waiting list, for example, as a homeless applicant. The relevant housing manager will be informed. (d) Reciprocal arrangements Following refusal of a reasonable offer, applicants will be advised that their priority for re-housing has been withdrawn and that the council considers it has fulfilled its reciprocal agreement to offer suitable re-housing. The applicant will be advised to seek help from their own provider/landlord. (e) Temporary/permanent

Cabinet Report – 25 July 2024 (Part 1 - Public) COUNCIL BUDGET – 2024/25 REVENUE MONTH 2 BUDGET MONITORING Cabinet Member Councillor Martin Goddard Cabinet Portfolio Cabinet Member for Finance Officer Contact Iain Watters, Finance Papers with report None HEADLINES Summary This report provides the Council's forecast financial position and performance against the 2024/25 revenue budget. A breakeven position is presented against the General Fund revenue budget as of May 2024 (Month 2), with a level of risk within demand-led pressures being managed within the position . Total reserves are projected to be £ 34,954k at 31 March 2025 and therefore remain above the minimum level of balances of £32,000k for the 2024/25 financial year. The Dedicated Schools Grant (DSG) monitoring position forecasts indicate a reduced in year deficit for 2024/25 in respect of the High Needs Block from £25,605k to £16,110k (a reduction of £ 9,495k) with a range of interventions partially mitigating underfunded demand within the High Needs block. No material variances have been reported across the Housing Revenue Account (HRA), with all service areas within the ringfence reporting a breakeven position or the five-year Capital Programme at this stage. Putting our Residents First This report supports the delivery of the Council Strategy 2022- 2026. Achieving Value for Money is an important element of the Council’s Medium Term Financial Plan. Financial Cost N/A Relevant Select Committee Corporate Resources & Infrastructure Relevant Ward(s) All Cabinet Report – 25 July 2024 (Part 1 - Public) RECOMMENDATIONS 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 this report. Reasons for recommendation 1. The reason for Recommendation 1 is to ensure that the Council achieves its budgetary objectives, providing Cabinet with the update on performance at Month 2 against budgets approved by Council on 22 February 2024 contained within Part A of this report. An update on the Council's Treasury Management activities is included within this section of the report. 2. Recommendation 2 seeks approval for the range of financial recommendations set out within Part B of this report, which may include acceptance of grant funding, revisions to fees & charges and ratification of decisions taken under special urgency provisions. Alternative options considered / risk management 3. There are no other options proposed for consideration. Select Committee comments 4. None at this stage. Cabinet Report – 25 July 2024 (Part 1 - Public) PART A: MONTHLY BUDGET MONITORING SUMMARY GENERAL FUND REVENUE 5. A breakeven position is being reported at Month 2 against General Fund revenue budget normal activities as of May 2024 (Month 2), with a range of significant risks and pressures being managed within this position. This will result in unallocated balances totalling £26,848k at 31 March 2025. 6. The position at Month 2 includes a number of measures aimed at reducing spend across the Council throughout the year, with these measures needing to be closely monitored to assess the success rate of reducing the Council’s spend. The Council is facing a number of significant challenges in 2024/25 , with a risk of material variances being driven by exceptional circumstances including: i. Demand for homelessness presents a risk to the position. However, actions are in place to mitigate these costs including increasing housing supply within the HRA . This is a national issue with a particular challenge across London, with Government funding not keeping pace with demand. The Council has an ambitious commissioning plan within the HRA to deliver 300 new homes in 2024/25 , with efforts in this space progressing at pace to mitigate demand - including the acquisition of accommodation in Hayes, providing 113 homes, the acquisition of a devel opment opportunity in Uxbridge that will ultimately supply in excess of 105 homes and the development of two sites in Yiewsley that will deliver a further 95 homes. ii. The Council is also seeing continuing demand for Adult Social Care services, with growth in this service area outstripping the rate of growth in the population for the borough. This position is being managed within the overall service expenditure for the budget, with measures being put in place that will be closely monitored throughout the year. iii. The 2024/25 budget is predicated on successful delivery of the 2024/25 savings programme, containment of emerging pressures on demand -led budgets and mitigations for pressures identified through the ongoing Zero Based Budgeting exercise. The totality of spend reductions required is £ 21,499k, with progress in delivery tracked on an ongoing basis. 7. As at Month 2, £6,764k or 31% of the £21,499k savings activity planned for 202 4/25 are banked or on track for delivery in full by 31 March 202 5, with £ 12,975k or 61% tracked as being at an earlier stage of implementation . Where slippage in savings delivery is expected this has been factored into the reported monitoring position, with the full £ 21,499k savings expected to be delivered in full or replaced with alternative measures in the medium term. 8. Hillingdon is not alone in facing these challenges, however the Council’s opening reserve levels of £ 35,181k are lower than many of the boroughs across London. This limits the Cabinet Report – 25 July 2024 (Part 1 - Public) Council’s capacity to absorb cost overruns against reserves and places emphasis on the maintenance of stringent controls over expenditure and the achievement of savings programmes. If these measures are not sustained then there is a risk that reserve levels could fall beneath the minimum level set of £32,000k. GENERAL FUND CAPITAL EXPENDITURE 9. As at Month 2 a £ 2,296k underspend is projected on the 202 4/25 General Fund Capital Programme of £ 95,266k, with the forecast outturn variance over the life of the 202 4/25 to 2028/29 programme estimated to breakeven. General Fund Capital Receipts of £20,332k are forecast for 2024/25 and are projected to achieve the income target of £ 75,216k for the five years to 2028/29. Overall, Prudential Borrowing required to support the 202 4/25 to 2028/29 General Fund capital programme is forecast to be on budget at £63,082k. SCHOOLS BUDGET 10. The Dedicated Schools Grant (DSG) total Block for the Maintained Schools is forecasting a deficit of £16,109k based on Month 2 (May 2024) , representing a significant improvement from the £ 25,605k reported at outturn 2023/24 as a result of a broad range of positive measures being deployed by the Council. The in year deficit is wholly driven by High Needs placement demand and cost pressures which continue to be significantly underfunded in the DSG settlement that the authority receives from the DfE . This position means that the cumulative deficit carried forward to 2025/26 is forecast at £63,601k. 11. There is currently a time -limited statutory o verride in place until 31 March 2025 effectively keeping the Schools Budget deficit behind a ringfence which ensures that this deficit does not impact upon general reserves, and the Council’s General Fund budget strategy is predicated on the further contin uation of this override . The Council is one of many local authorities managing a deficit within the Schools Budget and this stood at £47,492k at 31 March 2024 and therefore exceeded General Fund reserve levels. It is worth noting that between outturn 2023/24 and the position presented in this report, the Council has successfully reduced spend against the Schools Budget by £ 9,495k and continues to make good progress in reducing spend in this area. 12. The issue of mounting DSG deficits remains a national issue, with projections for a £4bn deficit across the country forming a key strand to lobbying by sector bodies such as the LGA and London Councils HOUSING REVENUE ACCOUNT 13. The Housing Revenue Account (HRA) is currently forecasting a breakeven position at Month 2, with the forecast rental yield being sufficient to contain operating costs and meet the planned Capital Programme Financing demands. The 2024/25 closing HRA General Balance is forecast to be £15,000k, in line with the target level established for 2024/25. The HRA has an ambitious development and acquisition programme for 2024/25, with this programme forecast to be on track at Month 2 , with the remainder of the HRA Capital Programme also reporting a breakeven position at this early point in the year for bo th 2024/25 and the five - year programme to 2028/29. Cabinet Report – 25 July 2024 (Part 1 - Public) FURTHER INFORMATION General Fund Revenue Budget 14. A breakeven position is projected across the General Fund at Month 2, with the following section of this report providing an overview of emerging variances and management action in place to deliver this position. General Fund Balances are expected to total £26,848k at 31 March 2025 with Earmarked Reserves forecast to close with a balance of £ 8,106k, meaning total balances of £ 34,954k and therefore above the minimum threshold of £ 32,000k as approved by Cabinet and Council in February 2024. Table 1: General Fund Overview Service Month 2 Approved Budget Forecast Outturn £'000 £'000 Service Operating Budgets 282,003 282,003 General Contingency 500 500 Unallocated Budget Items 1,871 1,871 Subtotal Expenditure 284,374 284,374 Corporate Funding (284,374) (284,374) Total Net Expenditure 0 0 Balances b/fwd 26,848 28,848 Balances c/fwd 31 March 2025 26,848 26,848 15. The Council’s budget contains a number of areas subject to demographic pressures and higher levels of volatility which are closely monitored and discussed in the Budget Strategy & MTFF under the “demand-led growth” banner, with a level of risk across both homelessness support and Adult Social C are Placements , with close monitoring and development of mitigating actions in development across these areas. 16. Within the Council’s payroll budget there is a Managed Vacancy Factor across the board of 3.5%, or £4,282k, to reflect natural levels of turnover and resulting structural underspend in the workforce budgets. The vacancy factor is currently forecast to be delivered in full, with experience over the last two financial years suggesting this should be exceeded , which is contributing to the management of local pressures within the overall monitoring position. The Council continues to closely manage recruitment activity, with post -level establishment controls providing a key mechanism for managing workforce costs at the organisational level. 17. Provision for use of Earmarked Reserves has been included in this position , with a marginal use of reserves of £227k included in the forecast to fund the ongoing commitment to ward budgets and schools conditions surveys , with further drawdowns in place to support transformation activity, this position therefore presents a closing balance against earmarked reserves of £8,106k. Cabinet Report – 25 July 2024 (Part 1 - Public) Progress on Savings 18. The savings requirement for 2024/25 is £15,752k as set out in the Council’s budget strategy, this position has been supplemented by a further £5,747k of prior year savings carried forward into 2024/25, resulting in an overall programme of £21,499k savings being delivered in year. Table 2: Savings Tracker Cabinet Member Portfolio Blue Green Amber I Amber II Red Banked Delivery in progress Early stages of delivery Potential problems in delivery Serious problems in delivery Total £'000 £'000 £'000 £'000 £'000 £'000 Cabinet Member for Property, Highways & Transport (448) (613) (136) (487) (80) (1,764) Cabinet Member for Finance (47) (1,033) (378) 0 0 (1,458) Cabinet Member for Corporate Services (9) (770) (778) 0 (340) (1,897) Cabinet Member for Residents' Services (205) (1,920) (671) 0 (853) (3,649) Cabinet Member for Children, Families & Education (250) (265) (1,049) 0 0 (1,564) Cabinet Member for Health and Social Care 0 (1,204) (175) 0 0 (1,379) Cross-Cutting 0 0 (9,788) 0 0 (9,788) Total 2024/25 Savings Programme (959) (5,805) (12,975) (487) (1,273) (21,499) 4% 27% 61% 2% 6% 100% 19. As of Month 2, £6,764k (31%) of the savings and interventions are being recorded as banked or on track for delivery, with a further £12,975k (61%) being at the early stages of delivery. In addition, £1,760k (8%) are being reported as having potential chall enges in deliver y, with alternative delivery methods being considered in-year where appropriate. 20. Where savings are at risk of not being delivered in full during 202 4/25, the associated pressures have been factored into the monitoring position with compensating actions bringing the overall position back to breakeven. At this time, it is expected that either the full level of savings will ultimately be delivered, or alternative savings will be proposed to supplement for non-delivery of particular savings. 21. The Council is permitted to finance the costs associated with the delivery of this savings programme through Capital Receipts, with both one-off implementation costs and the support for service transformation being funded from this resource. Current projections include £5,192k for such costs, with all such costs subject to a specific funding strategy. It is anticipated that these pump priming costs will be financed from a combination of the £3,000k budget established for this purpose in 2024/25, alongside further Capital Receipts secured in year. Cabinet Report – 25 July 2024 (Part 1 - Public) Service Operating Budgets 22. Service Operating Budgets represent the majority of the Council’s investment in day -to-day services for residents. With the Council continuing to operate in a high inflation environment driven by global and national influences, these budgets were supplemented with £16,625k of funding to meet forecast inflationary pressures and £14,286k for demographic and other drivers impacting on demand for services going into the 2024/25. 23. Table 3 represents the position reported against normal activities for the Service Operating Budgets, the salient risks and variances within this position are summarised in the following paragraphs. Table 3: Service Operating Budgets Cabinet Member Portfolio Approved Budget Forecast Outturn Variance (As at Month 2) £'000 £'000 £'000 Property, Highways & Transport Expenditure 18,051 18,378 327 Income (10,416) (10,476) (60) Subtotal 7,635 7,902 267 Finance Expenditure 144,870 144,890 20 Income (106,371) (106,406) (35) Subtotal 38,499 38,484 (15) Corporate Services Expenditure 25,269 24,824 (445) Income (2,073) (2,085) (12) Subtotal 23,196 22,739 (457) Residents' Services Expenditure 80,211 81,335 1,124 Income (53,041) (53,285) (244) Subtotal 27,170 28,050 880 Children, Families & Education Expenditure 102,540 102,405 (135) Income (26,165) (25,740) 425 Subtotal 76,375 76,665 290 Health & Social Care Expenditure 162,621 161,499 (1,122) Income (53,493) (53,336) 157 Subtotal 109,128 108,163 (965) Total Service Operating Budgets 282,003 282,003 0 24. As can be seen from the table above, Service Operating Budgets are forecasting a breakeven position which is the cumulative effect of a number of variances which are briefly outlined below by Cabinet Portfolio: i. Property, Highways & Transport – An overspend of £267k is reported for this portfolio with pressures equally spread across Property Services, Operational Assets Cabinet Report – 25 July 2024 (Part 1 - Public) and Highways, with these pressures being driven by a shortfall in income from garage rentals, civic centre running costs and highway maintenance expenditure. ii. Finance – At Month 2 an underspend of £15k is reported for the portfolio, with no material variances being declared. iii. Corporate Services – The portfolio is reporting an underspend of £457k , with this position largely being driven by holding a number of vacant posts within the service. iv. Residents’ Services – An overspend of £880k is being reported at Month 2, with this position being driven by a number of key pressure areas across the portfolio . Community Safety is reporting a pressure, with this largely being the impact of changes in relation to imported food as a result of ongoing Brexit impacts. A further £600k relates to pressures within the waste services from a combination of demand increases and higher rates per tonne of disposal costs. The remaining balance is made up of pressures across the Town Centres service area. v. Children, Families & Education – At Month 2, this portfolio is reporting an overspend of £290k, with pressures across income streams including room hire and the remaining pressure being driven by the Early Years Centres. vi. Health & Social Care – An underspend of £965k is being reported at Month 2 with the underspend largely being delivered through vacancies against budgeted establishment. Collection Fund 25. A surplus of £50k is reported within the Collection Fund at Month 2. Within the Collection Fund, an adverse position is reported within Council Tax of £ 191k, offset by a favourable position within Business Rates of £241k. This position is driven by 3 key factors: i. Council Tax is presenting a minor in -year pressure of £94k against a £145 ,751k budget, with a further £97k being driven by the adverse movement on 2023/24. ii. Business Rates is presenting an in -year pressure of £697k driven by a minor reduction in the Council’s rating list, backdated over multiple years driving up the in- year impact. iii. The Business Rates position is then offset by a favourable £938k against the 2023/24 outturn position. 26. Any surpluses or deficits within the Collection Fund impact on the Council’s future year budgets, with the position reported up to Month 9 impacting on the 202 5/26 saving requirement, leading to £ 50k that will be included in the Council’s refresh of the budget strategy that will be presented to Cabinet in December 2024 as part of the consultation budget, with any further updates between Month 10 and outturn impacting on 202 6/27. This position therefore will reduce the Council’s gross saving requirement by £50k for 2025/26. Cabinet Report – 25 July 2024 (Part 1 - Public) General Fund Capital Programme 27. As at Month 2 the General Fund forecasts are reporting a n in-year underspend of £2,296k, with the 5-year programme forecast being in line with the budgeted expectations. At Month 2, Council’s asset disposal programme is forecast to be on track and sufficient to fund the financing strategy for the DSG Safety Valve and broader transformation programme. Capital Programme Overview 28. Table 5 below sets out the latest forecast outturn on General Fund capital projects. Forecasts for future years include capital projects and programmes of work approved by Cabinet and Council in February 202 4. Projected variance against budget for the 202 4/25 financial year are analysed between cost and rephasing, in the case of the latter, budget will only be rolled forward for use in future financial years with the explicit approval of Cabinet. As of Month 2, a total favourable variance of £ 2,296k is projected against the rephasing variance. The position presented below is based on the approved Capital Programme budget from Cabinet and Council in February 2024 and is stated prior to rephasing of 2023/24 which are presented as a recommendation in this report, with £39,287k of Major Projects proposed to be rephased, £11,370k from Programme of Works and £10,701k from General Contingency from 2023/24 into 2024/25. Table 4: General Fund Capital Programme Summary Approved Budget 2024/25 Forecast 2024/25 Cost Variance 2024/25 Project Re- phasing 2024/25 Total Project Budget 2024-2029 Total Project Forecast 2024-2029 Total Project Variance 2024-2029 5-year Move- ment £’000 £’000 £’000 £’000 £’000 £’000 £’000 £’000 Cabinet Member Portfolio Property, Highways and Transport 58,238 55,942 0 (2,296) 160,770 160,770 0 0 Finance 8,945 8,945 0 0 12,945 12,945 0 0 Corporate Services 2,242 2,242 0 0 15,816 15,816 0 0 Residents’ Services 2,472 2,472 0 0 9,272 9,272 0 0 Children, Families and Education 12,519 12,519 0 0 14,459 14,459 0 0 Health and Social Care 8,850 8,850 0 0 24,750 24,750 0 0 Contingency 2,000 2,000 0 0 10,000 10,000 0 0 Total Capital Programme 95,266 92,970 0 (2,296) 248,012 248,012 0 0 Major Projects 63,181 60,885 0 (2,296) 104,040 104,040 0 0 Programme of Works 30,085 30,085 0 0 133,972 133,972 0 0 General Contingency 2,000 2,000 0 0 10,000 10,000 0 0 Total Capital Programme 95,266 92,970 0 (2,296) 248,012 248,012 0 0 29. As can be seen from the table above, Capital Programme Budgets are forecasting an in-year underspend of £2,296k, with this balance forecast to be rephased into 2025/26, the variance at Month 2 is wholly driven by the forecast for the Hillingdon Water Sports Facility, which is ultimately forecast to be delivered within budget over the life of the project . The salient risks and variances within this position are summarised in the following paragraphs by Cabinet Portfolio: i. Property, Highways & Transport – All programmes within this portfolio are currently forecast to budget with the exception of the Hillingdon Water Sports Facility, which is Cabinet Report – 25 July 2024 (Part 1 - Public) forecast to be delivered in 2025/26, with a minor delay in 2024/25 pushing £2,296k into the following year, with this sum being reported as a rephasing variance to ultimately deliver the project to budget. All other projects in this portfolio are forecast to budget, with the largest Major P rojects being the New West Drayton Leisure Centre, which is due for completion in 2025/26, Carbon Zero Initiatives and the Civic Centre Transformation Programme. Programme of Works items within this portfolio are also forecast to come in on budget for 2024/25 at this early stage of the year, including the £ 9,000k investment in Highways Structural Works, £4,829k of School Building Conditions Works and the grant fund Disabled Facilities expenditure and Transport for London programmes. ii. Finance – The £8,945k budget in this portfolio is forecast to budget a s at Month 2, with this portfolio inclu ding the investment for the Council’s transformation programme within Major Projects and the Vehicle Replacement Programme of Works investment. iii. Corporate Services – This portfolio is forecasting to spend the £2,242k Capital Programme budget for 2024/25 with this spend largely being linked to the Council’s investment in Corporate Technology and Innovation , with this programme being linked to the delivery of the Council’s digital savings within the revenue position. iv. Residents’ Services – As at Month 2 are forecasting to come in on budget with the programmes within this portfolio, these programmes including Major Projects on Shopping Parades and Waste Services Improvements, with this item being linked to saving delivery within the Council’s revenue budgets. Programme of Works projects in this portfolio include the Chrysalis and Playground Replacement programmes. v. Children, Families and Education – As at Month 2, the programmes within this portfolio are forecasting to budget at £12,519k, with this predominantly relating to the SEND expansion programme, increasing the number of placements in the borough, with this investment supporting the delivery of the Council’s Safety Valve Agreement with the Department for Education. vi. Health & Social Care – This portfolio is forecasting a breakeven position against the approved budget of £8,850k, with £6,000k of this sitting within Major Projects to fund the Investment in Care Home Capacity, with this investment linked to the delivery of revenue savings for the service area, with the remaining balance of £2,850k funding equipment for Social Care service users as a preventative measure that similarly supports the portfolio’s revenue expenditure on care placements. 30. The Capital Programme will continue to be clo sely monitored throughout the year, with progress against delivery plans to be reported back to Cabinet throughout the remainder of the financial year. Cabinet Report – 25 July 2024 (Part 1 - Public) Capital Financing - General Fund Table 5: Capital Financing Approved Budget 2024/25 £'000 Forecast 2024/25 £'000 Cost Variance £’000 Phasing Variance £'000 Total Financing Budget 2024-2029 £'000 Total Financing Forecast 2024-2029 £'000 Total Variance £'000 5-year Move- ment Source of Finance Capital Receipts 20,332 20,332 0 0 75,216 0 0 0 CIL 3,750 3,750 0 0 21,000 0 0 0 Prudential Borrowing 26,766 26,766 0 0 63,082 0 0 0 Total Council Resources 50,848 50,848 0 0 159,298 0 0 0 Grants & Contributions 44,418 42,122 0 (2,296) 88,714 0 0 0 Capital Programme 95,266 92,970 0 (2,296) 248,012 0 0 0 31. The MTFF disposals programme 202 4-29 forecasts total capital receipts of £ 75,216k, with 2024/25 forecast capital receipts at £20,332k in line with budgeted expectations. Progress is being made identifying and progressing potential asset disposals with these receipts forming a key strand to financing the Council’s DSG Safety Valve and broader transformation programme, and therefore this activity remains a key corporate priority. Cabinet Report – 25 July 2024 (Part 1 - Public) Schools Budget 32. The Dedicated Schools Grant (DSG) total Block for the Maintained Schools is forecasting a deficit of £16,109k based on Month 2 (May 2024) , representing a significant improvement from the £25,605k reported at outturn 2023/24 . This in year deficit is wholly driven by H igh Needs placement demand and cost pressures which continue to be significantly underfunded in the DSG settlement that the authority receives from the DfE. Table 6 below sets out a summary of the Schools Budget and Forecast summarises the forecast. 33. Despite the pressures the service through the Safety Valve programme is very successfully taking control of the market, managing unit costs down and beginning to see a significant reduction in the deficit as a consequence. Table 6: DSG Income and Expenditure Summary Funding Block Approved Budget Forecast Outturn Variance (As at Month 2) £'000 £'000 £'000 Schools Block 104,586 104,586 0 Early Years Block 37,480 37,480 0 Central Schools Services Block 2,429 2,429 0 High Needs Block 56,214 72,324 (9,495) Prior Year Deficit 25,605 Total Funding Blocks 226,314 216,819 (9,495) Dedicated Schools Grant Income (200,709) (200,709) 0 In-Year Deficit 25,605 16,110 (9,495) Balance Brought Forward 1 April 2024 47,492 47,492 Balance Carried Forward 31 March 2025 73,097 63,602 34. A core target for the revised High Needs Safety Valve Plan is to actively reduce unit costs by concentrating SEN support in -Borough within our maintained schools and thereby reduce dependence on high cost Independent and Out -of-Borough placements. Trend data shows clear evidence that the approach which has been in place since early last financial year is now beginning to have a really positive impact. 35. The service strategy to manage the High Needs Deficit Plan through a combination of mitigating costs and releasing savings is beginning to take affect and show significant success, with a forecast reduction of £9,495k on last year’s deficit of £ 25,605k, with both costs and the in-year deficit reducing in 2024/25. 36. The issue of mounting DSG deficits remains a national issue, with projections for a £4bn deficit across the country forming a key strand to lobbying by sector bodies such as the LGA and London Councils. Cabinet Report – 25 July 2024 (Part 1 - Public) Housing Revenue Account 37. The Housing Revenue Account (HRA) is currently forecasting a breakeven position, with ongoing inflationary risk be ing closely monitored for the remaining month of the year . The 2024/25 closing HRA General Balance is forecast to be £15,000k, in line with the target level set out in the Council’s budget strategy . The table below presents key variances with all services forecast to spend in line with their budget allocation at this early stage of the year. Table 7: Housing Revenue Account Service Budget Forecast Outturn Variance (As at Month 2) £'000 £'000 £'000 Rent & Other Income (80,614) (80,614) 0 Net Income (80,614) (80,614) 0 Operational Assets 14,017 14,017 0 Director of Housing 9,565 9,565 0 Other Service Areas 1,027 1,027 0 Contribution to Shared Services 13,297 13,297 0 HRA Operating Costs 37,906 37,906 0 Capital Programme Financing 26,676 26,676 0 Interest and Investment Income 16,133 16,133 0 Capital Programme Financing 42,809 42,809 0 (Surplus) / Deficit (101) (101) 0 General Balance 01/04/2023 15,101 15,101 0 General Balance 31/03/2024 15,000 15,000 0 38. At Month 2, rental income and other income is forecasting to come in on budget and deliver the £80,614k included in the budget strategy . The forecast is based on the Council’s commissioning plan to increase housing stock by 300 units in 2024/25, which are on track for delivery at this early stage of the year but will be closely monitored as the year progresses . The budgets are based on a void rate of 1.35%, with any material variation from this level feeding into rental projections as appropriate. 39. The HRA Operating Costs Budget is £3 7,906k and at Month 1 2 is forecast to budget, with these budgets being based on supporting the Council’s current housing stock as at 1 April 2024, with growth added in line with the commissioning plan’s increase in stock numbers throughout the year. With these budgets being linked to the servicing of the Council’s housing stock, these budgets are forecast to breakeven at Month 2 with the commissioning plan being in line with the Council’s budget strategy. This area will remain under review throughout the year, with growth in these budge ts to be deployed as and when new homes are brought online. Inflation was also added to these budgets in the Council’s budget strategy, with early indications suggesting the budgeted uplift is sufficient to meet inflationary demands on the service. 40. The detail behind the service delivery of the blocks included in table 7 are as follows: Cabinet Report – 25 July 2024 (Part 1 - Public) i. Operation Assets budget funds the services provided for repairs and maintenance, void repairs, compliance and inspections. ii. The Director of Housing budget includes tenancy management and tenants’ services. The budgets include utility costs, and these will continue to be monitored given the volatility of the electricity and gas markets in recent times. iii. The Other Service Areas bu dget includes the Careline contract, HRA specific ICT costs and the revenue regeneration costs. iv. The Contribution to Shared Services budget include s the development and risk contingency, overheads and corporate and democratic core charges, and the bad debt provision. 41. The MTFF savings target is £ 500k with this saving expected to be delivered by virtue of the Council’s general fund savings against support services, leading to a reduction in the recharge to the HRA for these services. 42. As at Month 2 the capital programme financing budget of £42,809k is forecast to breakeven. This budget forecast includes £26,676k (depreciation and revenue contributions) to fund the HRA capital programme, the position also includes £1 6,133k for repayments of loans and interest on borrowing, this position will be closely monitored throughout the year with clear linkages to the commissioning plan. HRA Capital Expenditure 43. The HRA capital programme is set out in the table below. The 202 4/25 approved budget is £184,917k, with 2023/24 rephasing of £22,791k proposed in Part B of this report, taking the total 2024/25 budget to £207,708k . The Month 2 update is forecasting the approved budget to breakeven in both 2024/25 and across the 5-year view to 2028/29. Table 8: HRA Capital Expenditure Approved Budget 2024/25 Forecast 2024/25 Cost Variance 2024/25 Project Re- Phasing 2024/25 Total Project Budget 2024-29 Total Project Forecast 2024-29 Total Project Variance 2024-29 Movement 2024-29 £'000 £'000 £'000 £'000 £'000 £'000 £'000 £'000 HRA Capital Programme 147,987 147,987 0 0 373,331 373,331 0 0 Major Projects 27,717 27,717 0 0 127,284 127,284 0 0 Works to Stock programme 6,756 6,756 0 0 37,187 37,187 0 0 Green Homes Initiatives 2,457 2,457 0 0 12,347 12,347 0 0 Major Adaptations to Property 184,917 184,917 0 0 550,150 550,150 0 0 Total HRA Capital 147,987 147,987 0 0 373,331 373,331 0 0 44. As at Month 2, the HRA Capital Programme is forecast to budget, with the commissioning plan approved in February 2024 to deliver an additional 300 new homes in 2024/25 being reported as on track, with two major developments and acquisitions having been approved recently that support the delivery of an additional 500 homes by March 2027. Cabinet Report – 25 July 2024 (Part 1 - Public) 45. The Hayes Estates Regeneration scheme is forecast to breakeven, pending the approval of the 2023/24 rephased value into 2024/25 with piling work now complete and progress now being weather dependent. As a result of this revised profiling, vacant possession of Wellings House is not needed now until December 2024 and the block is being utilised for temporary accommodation until then, and all leaseholder interest vested to the Council as planned on 31 October 2023. The compulsory purchase negotiations on the remaining phases will complete as planned by the 31 March 202 5 with expenditure forecasts aligned accordingly. Handover of Hayes Town Centre Phase 1 is expected around September 2025. 46. The Council’s HRA Commissioning Plan is on track to deliver 300 new homes in 2024/25 , with an approved budget of £43,995k for new developments and acquisitions before proposed rephasing from 2023/24 increases this to £60,749k. Should the rephasing request be approved, this will increase the 5-year budget allocation to £258,837k that will support increasing the Council’s housing stock by 500 units by 31 March 2027. 47. Construction works have progressing on site at Petworth Gardens, Sullivan Crescent and Rowan Road, to provide a total of ten 2 -, 3- and 4-bedroom houses. The forecast for Month 2 has these schemes forecast to breakeven in 2024/25. Petworth Gardens is expected to be ready for occupation by the summer. The development at Maple and Poplar of 34 2-bedroom flats is expected to be complet e by Summer 2024. Delays have been incurred connecting utilities to the plant room, which is required before the homes can be let, rephasing of £4,172k from 2023/24 is included in the recommended rephasing request from 2023/24 to 2024/25. HRA Capital Financing 48. The below table sets out the HRA Capital Financing forecast at Month 2: Table 9: HRA Capital Financing Approved Budget 2024/25 £'000 Forecast 2024/25 £'000 Cost Variance £’000 Phasing Variance £'000 Total Financing Budget 2024-2029 £'000 Total Financing Forecast 2024-2029 £'000 Total Variance £'000 Move- ment Source of Finance Capital Receipts 19,597 19,597 0 0 40,711 40,711 0 0 Revenue Contributions 22,337 22,337 0 0 111,257 111,257 0 0 Prudential Borrowing 106,265 106,265 0 0 299,324 299,324 0 0 Total Council Resources 148,199 148,199 0 0 451,292 451,292 0 0 Grants & Contributions 36,718 36,718 0 0 98,857 98,857 0 0 Capital Programme 184,917 184,917 0 0 550,150 550,150 0 0 49. As at Month 2, Capital Financing is forecasting a breakeven position in line with capital expenditure, with the service forecasting to achieve £19,597k of capital receipts with £36,718k of grant income being used to support green homes initiatives and contributions to developments and acquisitions. The Council’s approach is to maximise external sources of funding and receipts before applying revenue contributions and prudential borrowing. Cabinet Report – 25 July 2024 (Part 1 - Public) Treasury Management Update as at 31 May 2024 Table 10: Outstanding Deposits Period Actual (£m) Actual (%) Movement from Month 2 (£m) Call Accounts and MMF’s* Up to 3 Month Fixed-Term Deposits 22.50 49.56 (0.6) 7.90 17.40 (1.5) Total 30.40 66.96 (2.1) Strategic Pooled Funds 15.00 33.04 - Total 45.40 100.00 (2.1) Average Investment Balances May 2024 69.87 (13.19) *Money Market Funds 50. Deposits are held with UK institutions, all of which hold a minimum A - Fitch (or lowest equivalent) long-term credit rating and AAA rated Money Market Funds (MMFs). UK deposits are currently held in NatWest Bank plc and the DMADF. There is also an allocation to Strategic Pooled Funds. 51. The average rate of return on day -to-day operational treasury balances since the beginning of the new financial year is 5.21%. As part of the Council’s investment strategy for 202 4/25, the Council continues to hold a total of £15m in three long-dated strategic pooled funds (£5m in each). The strategic pooled funds have a long-term investment horizon with dividends being distributed periodically. When including projected dividend income on these strategic pooled funds, the overall rate of return decreases to 5.09% based on the previous six months income average. With rising market interest rates there has been a lag in terms of dividend yield whilst the underlying assets mature and are refinanced, however over the last year income on these funds has been increasing. As the fair value of these strategic pooled funds are currently lower than the sum initially invested it is not feasible to disinvest at this time. 52. The Council aims to minimise its exposure to bail-in risk by utilising bail-in exempt instruments and institutions whenever possible. However, due to the significant amount held in instant access facilities, which is needed to man age daily cashflow, it is not possible to fully protect Council funds from bail-in risk. At the end of May, 74% of the Council’s day-to-day operational treasury investments had exposure to bail -in risk compared to a March benchmark average of 61% in the Local Authority sector (70% benchmark average for London and metropolitan boroughs). This exposure fluctuates during the month as DMADF deposits, which are not exposed to bail in risk, were generally higher over the month compared to the balance held with the DMADF at end of May. 53. Liquidity was maintained throughout May by placing surplus funds in instant access accounts and making short-term deposits, including overnight deposits, in the DMADF. Cash flow was managed by ensuring maturities of any short -term deposits with the DMADF were matched to outflows. Average investments over the month (including strategic pooled funds) were £69.9m, a reduction of £13.2m from April. Cabinet Report – 25 July 2024 (Part 1 - Public) Table 11: Outstanding Debt General Fund HRA Total Average Interest Rate (Total) £m £m £m % PWLB Long Term 72.2 144.6 216.8 3.14% Market 15.0 33.0 48.0 4.11% Temporary Borrowing: Local Authorities 64.0 0.0 64.0 5.25% PWLB 0.0 20.0 20.0 5.07% 151.2 197.6 348.8 3.77% Monthly movement 0 0 0 0 54. As at end of May 2024, no new loans had been taken, although it is anticipated new borrowing will be required shortly to maintain liquidity and finance HRA capital expenditure, with the opportunity to access the PWLB concessionary rate available for financ ing eligible HRA projects included in the HRA capital programme. Loans reduced in May due to one temporary loan for £5m with another local authority maturing and instalments on PWLB EIP (equal instalments of principal) loans. 55. PWLB rates dipped and then rose back in May, with rates at the end of the month close to those at the beginning of the month. The Bank of England’s Monetary Policy Committee voted by a majority of 7-2 to maintain the official Bank Rate at 5.25%. Two members preferred to reduce Bank Rate by 0.25 percentage points to 5.0%. Cabinet Report – 25 July 2024 (Part 1 - Public) PART B: FINANCIAL RECOMMENDATIONS That the Cabinet: 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 recommendation 56. Recommendation 2a seeks approval for the rephasing of £39,287k 2023/24 General Fund Major Projects and £11,370k General Fund Programme of Works (including £2,199k Schools Condition Building Programme funding , £2,566k purchase of vehicles, £2,173k Disabled Facilities Grant and £1,291k Corporate Technology & Innovation, £728k Chrysalis Programme funding and other grant funded schemes) capital expenditure and £10,701k from General Contingency and financing budgets a s required to enable existing projects and programmes to be delivered in future years 57. Recommendation 2b seeks the rephasing of £22,791k HRA capital expenditure and financing budgets are required to enable existing projects and new developments to be delivered in future years 58. The introduction of the new Oracle system in May has significantly improved spend controls. Whilst that is a major benefit of th e new system, one of the consequences is that where we do not have formal governance in place, the system limits the total value of purchase order to £100k and payments cannot be made above that level to suppliers. Recommendation 2c seeks approval for the continuing use of Frankham to deliver statutory fire risk assessment across housing and corporate sites was subject to a best value review in 2023 leading to a programme of assessment activity. A briefing note setting out the position has been shared with the relevant portfolio holder and Officers have added the project to the Forward Plan for formal approval. 59. Recommendation 2d seeks Cabinet acceptance of Grant funding from the Department of Energy Security and Net Zero, which if approved will be utilised t o contribute towards the £17,696k costs to provide decarbonisation measures to 249 Council’s Housing properties, including Loft and Wall Insulations, Ventilation and Double Glazed Windows.

Cabinet report – 25 July 2024 (Part 1 Public) PUBLIC PREVIEW: MATTERS TO BE CONSIDERED LATER IN PRIVATE Cabinet Member(s) As appropriate Cabinet Portfolio(s) As appropriate Officer Contact(s) Mark Braddock – Democratic Services Papers with report None HEADLINES Summary A report to Cabinet to provide maximum transparency to residents on the private matters to be considered later in Part 2 of the Cabinet meeting and agenda. This will enable Cabinet Members to openly discuss such matters generally in public, and via the Council’s live broadcast of the meeting, without prejudicing their later consideration in private. Putting our Residents First Delivering on the Council Strategy 2022-2026 This report supports our ambition for residents / the Council of: An efficient, well-run, digital-enabled council working with partners to deliver services to improve the lives of all our residents This report supports our commitments to residents of: A Digital-Enabled, Modern, Well-Run Council Financial Cost As set out in the report. Relevant Select Committee As set out in this report under each item – however, this item is not for scrutiny call-in as it is information only. Ward(s) As set out in the report RECOMMENDATION 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. Cabinet report – 25 July 2024 (Part 1 Public) Reasons for recommendation Why are certain reports considered in private? As a transparent, democratic organisation, the Council’s Cabinet will consider matters in public on Part 1 of this Cabinet agenda. However, there will inevitably be some reports that will need to be considered in private. T hese would generally relate to contracts , property transactions or commercially sensitive information , for example, tender bids from commercial organisations , which if made public, could prejudice the Council’s ability secure value -for-money for resident taxpayers. This information is also called ‘exempt’ information and is considered in Part 2 of any Cabinet agenda by applying the relevant section of the Part 1 of Schedule 12 (A) to the Local Government Act 1972 (as amended), in that the report contains certain information and that the public interest in withholding that information outweighs the public interest in disclosing it. How can the public find out more about the private reports? To ensure maximum transparency when the Cabinet considers such private reports: 1) They are first given advance notice on the Cabinet’s Forward Plan in summary form setting out the reason why they will be considered in private . The Forward Plan is a public document setting out all the expected decisions the Cabinet will make over the coming year, except those that are urgent, and is available on the Council’s website to view; 2) This report provides a fuller public preview of the matters to be discussed in Part 2 of this Cabinet meeting and gives an opportunity for Cabinet Members t o highlight issues of significance within and for public information purposes, without prejudicing their later fuller consideration in private. It also sets out the recommendations in general terms that are being proposed for a decision on. 3) Consideration of this report will also be broadcast live on the Council’s YouTube channel: Hillingdon London, and available for viewing afterwards, for wider democratic engagement. 4) After these private reports are considered in Part 2 of this Cabinet meeting, Cabinet’s full decisions on them will then be published on the Council’s website the day after the Cabinet meeting, along with the decisions on the other matters already considered in public. Alternative options considered Cabinet could resolve to release any private report into the public domain in extraordinary or highly exceptional cases , where it considers the public interest in disclosing the information outweighs the public interest in withholding it. However, to ensure greater transparency on all private matters considered, this public preview item is advised as the most suitable way forward. Legal comments Such private matters are considered in accordance with Local Government Act 1972 (as amended) Access to Information provisions and also The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012. This report enables such matters to be discussed in public as far as is possible under the relevant legislation. Cabinet report – 25 July 2024 (Part 1 Public) SUPPORTING INFORMATION ITEM 9 – DISPOSAL OF BARRA HALL, BARRA HALL PARK, HAYES Relevant Cabinet Portfolio(s) Property, Highways and Transport Relevant Ward(s) Wood End Relevant Select Committee Corporate Resources & Infrastructure Information This Cabinet report is regarding the proposed sale of Barra Hall in Hayes, a property previously used as a Children's Centre. The report proposes that the Barra Hall site be sold and used for educational purposes only in order to protect it as a listed asset. The recommendations will support the optimisation of the use of Council assets, the Council’s finances and importantly enhance the provision of SEND services within the Borough. ITEM 10 – AWARD OF CONTRACT: SHORT-TERM NURSING BEDS Relevant Cabinet Portfolio(s) Health and Social Care Relevant Ward(s) N/A Relevant Select Committee Health and Social Care Information This Cabinet report seeks approval for a contract for short-term nursing beds, funded by the Better Care Fund. It intends to support timely discharge from hospital for residents who require short-term support in a care home setting with nursing needs and fully aligns with joint health strategies and the need for bed supply. ITEM 11 – YIEWSLEY HOUSING DEVELOPMENT – OTTERFIELD ROAD AND FALLING LANE APPOINTMENT OF CONTRACTOR Relevant Cabinet Portfolio(s) Property, Highways and Transport Relevant Ward(s) Yiewsley Relevant Select Committee Corporate Resources & Infrastructure Information This report seeks Cabinet authority to appoint a contractor for the redevelopment of the former Yiewsley Swimming Pool and site at Falling Lane into a mixed residential scheme. The proposal will enable the construction of a new library and 95 housing units , which aligns with the Council's strategy of providing good quality, affordable homes in connected communities and supporting thriving, healthy households. The redevelopment is expected to deliver significant off-site benefits to the community, such as a fully equipped Adventure Playground, family landscaped garden, an additional playground, improved parking amenities, and enhanced access works. The project aims to be carbon neutral and energy efficient. Cabinet report – 25 July 2024 (Part 1 Public) ITEM 12 – FRAMEWORK AGREEMENT FOR MINOR WORKS Relevant Cabinet Portfolio(s) Property, Highways and Transport Relevant Ward(s) N/A Relevant Select Committee Corporate Resources & Infrastructure Information This report proposes a Framework Agreement for Minor Works to provide several key benefits for the Council. It aims to streamline the process of contracting maintenance and building works, which was previously done through lengthy individual tender exercises. The proposed framework agreement is designed to be flexible, with no direct costs to th e Council for its creation, and individual call -offs will be subject to relevant approvals. It is expected to bring efficiency gains for procurement and the operational teams accessing the framework. ITEM 13 – DISPOSAL OF DISUSED CAR PARK ADJACENT TO WILLOW TREE MARINA YEADING Relevant Cabinet Portfolio(s) Property, Highways and Transport Relevant Ward(s) Yeading Relevant Select Committee Corporate Resources & Infrastructure Information This report relates to the proposed disposal of the disused car park adjacent to Willow Tree Marina. The report notes that the land has been disused since at least 2008 and is overgrown with vegetation, which means the Council can save on maintenance costs once disposed.