Agenda and minutes

Please note that this meeting will be recorded by the Council for live or subsequent broadcast via the Council’s internet site or by anyone attending the meeting using any communication method. Members of the public participating in the meeting (e.g. making deputations, asking questions, making oral protests) should be aware that they are likely to be filmed, recorded or reported on. 

By entering the meeting, you are consenting to being filmed and to the possible use of those images and sound recordings

The Leader referred to the notice of filming at meetings and the meeting noted this information.

Apologies for absence were received from Cllr Amin and Cllr Bull.

Cllr Hearn joined the meeting at 6.35pm

The Chair will consider the admission of any late items of Urgent Business. (Late items of Urgent Business will be considered under the agenda item where they appear. New items of Urgent Business will be dealt with under Item 24 below. New items of exempt business will be dealt with at Item 33 below).

There were no items of urgent business.

A Member with a disclosable pecuniary interest or a prejudicial interest in a matter who attends a meeting of the authority at which the matter is considered:

(i) must disclose the interest at the start of the meeting or when the interest becomes apparent, and

(ii) may not participate in any discussion or vote on the matter and must withdraw from the meeting room.

A Member who discloses at a meeting a disclosable pecuniary interest which is not registered in the Register of Members’ Interests or the subject of a pending notification must notify the Monitoring Officer of the interest within 28 days of the disclosure.

Disclosable pecuniary interests, personal interests and prejudicial interests are defined at Paragraphs 5-7 and Appendix A of the Members’ Code of Conduct.

Cllr Blake declared a personal, non – prejudicial interest in items 21 and 31, by virtue of being a parent of children at Fortismere school.

Following advice from the Deputy Monitoring officer, the Leader declared a personal interest in item 21 and 31.

Councillor Chandwani declared a prejudicial interest in item 9, by virtue of being a leaseholder in the borough. She would be leaving the meeting for this item as well as  for the deputation at item 8.

On occasions part of the Cabinet meeting will be held in private and will not be open to the public if an item is being considered that is likely to lead to the disclosure of exempt or confidential information. In accordance with the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 (the “Regulations”), members of the public can make representations about why that part of the meeting should be open to the public.

This agenda contains exempt items as set out at Item [25] : Exclusion of the Press and Public.  No representations with regard to these have been received.

This is the formal 5 clear day notice under the Regulations to confirm that this Cabinet meeting will be partly held in private for the reasons set out in this Agenda.

There were no representations received.

To confirm and sign the minutes of the meeting held on 13 October 2020 as a correct record.

RESOLVED

To approve the minutes of the meeting held on the 13^th of October 2020.

None

[Cllr Chandwani left the meeting at 6.42pm]

Deputation in relation to item 9

Mr Michael Hardy and Ms Gaby Vandanberg, Haringey Leaseholders Association, addressed the Committee in relation to item 9 – Alterations Policy for Leaseholders.

Mr Michael Hardy noted that leaseholders cared a lot about their properties and that they sought high standards for works carried out. In relation to consultation, he stated that he would like the policy to be reconsidered as he was not convinced that councillors had been provided with an accurate reflection of leaseholder views. He commented that there should have been more consultation and noted that, in considering the revision to this policy, there had not been a leaseholder panel or a comparison of the policies in other London Boroughs.

Mr Michael Hardy stated that the consultation letter to leaseholders, which implied that there was an inherent risk from windows in relation to fire safety, was misleading as windows did not have fire ratings and there were no fire safety regulations for windows, except for fixed panels. It was noted that there had been no indication to leaseholders that the ability to undertake their own works could result in cost savings and higher quality works. Mr Michael Hardy commented that leaseholders understood concerns about fire safety but considered that protection from fire could be retained based on the existing policy for alterations. He stated that the regulations on fire safety had not changed since 2018 and there was no evidence that doors or windows fitted by leaseholders had a role in causing or exacerbating fires.

Ms Gaby Van Den Bergh noted that the front door to her property was not secure and she did not feel safe in her home. She had applied to have her front door re-fitted in 2017 but had been directed to an incorrect form and then the policy had come under review. She outlined that locksmiths had looked at the door and it was not considered to be secure but she had been unable to obtain a replacement and had reached an impasse. Ms Gaby Vandanberg explained that her shed had been broken into and, as she did not feel that the property was secure, had lived with others. She urged the Cabinet to reconsider the policy and explained that, if leaseholders could afford to install doors and windows in accordance with the fire safety regulations, they should have the choice to do so.

The Cabinet Member for Housing and Estate Renewal thanked leaseholders for attending the meeting and for their deputation. She noted that it was important that issues could be raised and urged residents to contact her where they felt that there had been inadequate performance or responsiveness and she would raise it directly with Homes for Haringey. In particular, she urged Ms Gaby Vandanberg to contact her so that this issue could be resolved as soon as possible.

The Cabinet Member for Housing and Estate Renewal explained that the Council’s primary concern was the safety of  ...  view the full minutes text for item 347.

[Report of the Director for Housing, Regeneration and Planning. To be introduced by the Cabinet Member for Housing and Estate Renewal.]

The report seeks Cabinet approval to revise leaseholder policy to ensure that any alterations to external windows and doors do not compromise fire safety.

[Cllr Chandwani remained absent for the duration of this item.]

The Cabinet Member for Housing and Estate Renewal introduced the report which sought to ensure that the Council fulfilled its obligations as a ‘responsible landlord’ in accordance with current legislation and, by removing the permission that allowed leaseholders to procure and install their own windows and doors, sought to take the necessary fire precautions to ensure safety was not compromised. It was noted that some of the information had been covered in the deputation under item 8.

The Cabinet Member outlined that the alterations policy for leaseholders would provide clear guidance on the different categories of work within and outside their homes for which the Council’s consent would be required. The implementation of the policy would ensure that external installations adhered to the current regulatory standards and did not compromise fire safety. This would ensure that leaseholders and other residents would be safe in their homes. It was noted that the policy would also provide clear guidance on fees for leaseholders so that they could make fully informed decisions before deciding to undertake alterations to their homes.

The Leader enquired whether this change in policy would mean that Haringey was taking a different approach to other councils or whether this would bring Haringey in line with other councils. The Cabinet Member explained that, where a policy allowed leaseholders to replace windows and doors, it was difficult to understand and regulate works. The Cabinet Member clarified that there was no suggestion that leaseholders were more likely to undertake non-compliant work but highlighted that it would only take one piece of non-compliant work to cause harm. She added that she had spoken to some other London Boroughs and that their policies were broadly similar to the current proposal.

Sean McLaughlin, Managing Director (Homes for Haringey), noted that there was a range of policies across London Boroughs but that, on issues such as alterations and use of communal areas, many authorities were seeking increased restrictions and enforcement. It was explained that the new policy was not just based on comparing practice between boroughs but on advice from the London Fire Brigade and feedback from fires. In relation to front doors, practice could depend on the status of an individual Council’s replacement and fitting programme and which doors they were permitted to fit. It was explained that, under Building Regulations, existing doors were held to the standard that applied when they were fitted but newly fitted doors were required to comply with new standards. So, although there were some differences between councils, most councils were seeking higher standards and a tougher enforcement approach.

The Cabinet Member noted that there were some variations between boroughs; she had spoken to one borough which had never permitted leaseholders to fit their own windows but did permit leaseholders to test a door and ask the council to fit it. However, she highlighted that some installations, including safety grilles on windows and security doors, could put residents at risk  ...  view the full minutes text for item 348.

[Report of the Director for Housing, Regeneration and Planning. To be introduced by the Cabinet Member for Climate Change, Equalities and Leisure]

This report sets out the policies and processes that will be used in the delivery of the Councils School Street Programme.  It then lists the schools that will be prioritised with measures.

[ The meeting paused for Cllr Chandwani to re-enter at 7.17pm]

The Cabinet Member for Climate Change, Equalities and Leisure introduced the report which sought approval for the School Streets Plan policy framework, and how School Streets would be implemented outside the schools across the borough.The report further set out the schools that the Council would focus on with its capital and match funding to deliver this over the next 4 years.

The Cabinet Member highlighted that London’s air pollution was particularly harmful to children and young people in Haringey. Poor air quality was also an issue of inequality, with those in the east of Haringey suffering the worst effects of poor air quality. As well as this, children were more likely to be the pedestrian casualties in traffic accidents and were put at more risk by cars than other groups.

The Cabinet Member noted that some parents were weary of using public transport during the pandemic which was understood. However, it was hoped that this situation would change. People would be encouraging to walk, cycle or take the bus to school.

This action would hugely benefit children’s health and wellbeing, and peace of mind.

At the start of the COVID pandemic, it was quickly realised that air quality and health levels played a part in the ability to fight the virus. There was also a need to create space, where people could socially distance safely while dropping off and picking up children. As a result of COVID, many measures were put in place to assist students and their parents to socially distance.

The Council considered 20 streets to designate as school streets before the end of the financial year and another 10 in the next few years after that. That was half the total number of primary schools in the borough.

The Council were actively engaged in looking at sources of funding so that it could continue to do more School Streets. As there was a move towards low traffic neighbourhoods there would also be an opportunity for schools, in these streets, to become School Streets.

The administration would endeavour to explore very possible opportunity to fund School Streets as it believed this was extremely important for children in the borough.

The Cabinet Member set out the reasons for prioritising junior schools which was because young lungs were more damaged by terrible air and it was hoped that one day all the borough’s schools would have School Streets.

In response to questions from Cllr Cawley - Harrison and Cllr Morris, the following was noted:

• The first 20 School Streets would aim to be completed by the end of the financial year, March 2021.

• The report set out the criteria considered when prioritising the School Streets.

• In relation to the proposed number of School Streets in 5 years, it was acknowledged that this was not high enough but, as set in the report, the Council would be pursuing as many funding sources as available to increase this number. Some  ...  view the full minutes text for item 349.

[Report of the Director of Children's Services. To be introduced by the Deputy Leader of the Council and Cabinet Member for Children, Education and Families]

To agree the proposed arrangements for admission to community nursery classes, primary, junior, and secondary schools and to St Aidan’s Voluntary Controlled School and for sixth form admission for the year 2022/23 can go out for consultation.

The Leader introduced the report which set out the proposed admission arrangements for entry to school in the academic year 2022/23 for Haringey’s community (A community school in England and Wales is a type of state-funded school in which the local education authority (LEA) employs the school's staff, is responsible for the school's admissions and owns the school's estate.) and voluntary controlled (VC), nursery, infant, junior, primary, secondary and sixth form settings.

It was noted that every local authority must also publish a co-ordinated scheme which sets out the procedures all schools and academies must follow to co-ordinate the admission process for the reception and secondary transfer admissions round to ensure that all residents are offered a school place.

Approval was sought to commence a six-week period of statutory consultation. The details of the proposed consultation  was set out in paragraph 3 of the attached report.

RESOLVED

1. To agree to commence consultation on the proposed admission arrangements, including the proposed in-year admissions scheme for the academic year 2022/23;

2. To agree to commence consultation on the proposed In-Year Fair Access Protocol which will be referred to as IYFAP in this report which, if agreed by Cabinet on 10 November 2020, will come into force on 1 March 2021;

3. To agree that the co-ordinated scheme for the admission of children to maintained primary and secondary schools as set out in Appendix 8 of this report can be published on the Haringey website on 1 January 2021;

4. To note that the proposed consultation on the proposed admission arrangements is proposed to take place between 24 November 2020 and 5 January 2021 as scheduled;

5. To note that following the consultation, a report will be prepared summarising the representations received from the consultation and a decision on the final admission arrangements and the In-Year Fair Access Protocol will be taken by Cabinet in February 2021.

Reasons for decision

The purpose of the proposed consultation is as follows To ensure that our proposed admission arrangements for 2022/23 are consulted upon and the co-ordinated scheme is set in accordance with the mandatory provisions of the School Admissions Code 2014.

The School Admissions Code (2014) requires all admission authorities to publicly consult on their admission arrangements where changes are being proposed. The Code stipulates that if no changes are made to admission arrangements, they must be consulted on at least once every 7 years.

We consult on our admission arrangements annually irrespective of whether or not there is a proposed change to the arrangements (The Schools Admission Code 2014 (para 1.42) sets out that when changes are proposed to admission arrangements, all admission authorities must consult on their admission arrangements (including any supplementary information form) that will apply for admission applications the following school year. Where the admission arrangements have not changed from the previous year there is no requirement to consult, subject to the requirement that admission authorities must consult on their admission arrangements at least once every 7 years, even if there have been no changes  ...  view the full minutes text for item 350.

[Report of the Director of Children's Services. To be introduced by the Leader of the Council.]

This report provides the details to the July 2020 Cabinet report which agreed to provide financial support to young people on low incomes to access university, including selection process, mentoring at school, a bursary grant while at university and paid  work experience within the Local Authority.

The Leader introduced the report which set out the further details on the delivery of the Haringey Fairer Education Fund to young people in the borough for 2021. The scheme existed to open up more opportunities, for the borough’s young people, and give them more choice on their future.

There were a number of interventions outlined to support children from some of the most deprived families in Haringey, including the creation of a bursary grant that Haringey’s young people can apply for. It was noted that the deadline for applying to the bursary for the 2021 cohort was today [ 10th of November]

The policy was about fairness and the fund aimed to provide young people from financially disadvantaged backgrounds additional support to go on to university and more financial security once they get there.

The Leader believed that the Council can make a contribution to make university more affordable for low income families and this decision enabled this.

RESOLVED

To agree the detail of the scheme as set out in paragraph 6 of this report, including the funding associated with the scheme and the panel structure for the decision making on those students who will receive the bursary.

Alternative options considered

Several other options were considered:

A scheme covering the full cost of tuition fees – rejected as it did not support the young person’s month to month living expenses and because the scheme proposed has a broader reach in terms of young people.

A Haringey student loan was rejected because it would not reduce debt for the students which is already a perceived barrier to accessing higher education.

Reasons for decision

Haringey is committed to creating greater equality, including in education and opportunities for access to higher education.

The interventions in this Haringey Fairer Education Funding scheme are designed in the context of wider inequalities. They aim not just to support young people who are considering the affordability of university, but also to support them as they carry out their studies and with their entry into the job market afterwards, through the use of mentoring and work experience.  Fuller details of how young people would be supported as part of the scheme is set out in the July 2020 Cabinet report.

[Report of the Director of Environment and Neighbourhoods. To be introduced by the Cabinet Member for Transformation and Public Realm Investment.]

This report seeks approval to amend the implementation date of changes proposed to parking permits and charges, to coincide with the implementation of the Parking IT system. The report will also clarify the charge increase that will apply to parking permits.

The Cabinet Member for Transformation and the Public Realm introduced the report which clarified that an increase of £10 would apply to all annual parking permit charge bands following the review of parking charges and in line with the associated statutory consultation.

RESOLVED

1. To agree a flat rate £10 increase to all annual parking permit charges. That this increase and surcharges agreed by Cabinet in September will apply pro rata to the six monthly parking permits. Those charges were set out in appendix 1.

2. To authorise officers to make the necessary changes to the Traffic Management Orders.

3. To agree that those changes and the changes agreed by Cabinet in September become effective at the point of the new Parking IT system becoming live.

Reasons for decision

This decision is required in order to clarify the parking charges to be implemented following statutory consultation undertaken in June 2020.

 Alternative options considered

The alternative option of doing nothing would leave an inconsistency in the Cabinet’s decision and the parking charges that were intended to be implemented following statutory consultation.

[Report of the Director for Housing, Regeneration and Planning. To be introduced  by the Cabinet Member for Housing and Estate Renewal.]

Cabinet approval to vary the existing design contract with Karakusevic Carsen Architects to facilitate the delivery of new homes

The Cabinet Member for Housing and Estate Renewal introduced the report which sought approval to vary the existing contract with KCA who were the  Design Team  leading design proposals for the Broadwater Farm Estate. The variation would cover the costs of surveys required to support detailed design proposals and future additional costs, including those associated with the impact of COVID-19 on the programme.

It was noted that delivering high quality replacement and new homes alongside wider improvements to Broadwater Farm, was a priority for the Council. This is why it had commissioned KCA to work with the community to develop design proposals.

The Cabinet Member outlined that the initial design work had shown that the Moselle School site offered an exciting opportunity to deliver new council owned homes on this large, vacant site. As such, the Council were seeking to accelerate the design process for this site to secure new homes for residents at a quicker pace.

It was further noted that the acute need to deliver new social rented homes, was very much more apparent in the wake of the COVID-19 pandemic. COVID-19 had a devasting impact on communities, with the impact and burden falling heaviest on those who were already most in need. By seeking to bring forward design proposals for new housing, the Council were accelerating the: delivery of new homes for and training opportunities, which would be secured through the delivery of these new homes.

Following a question from Cllr Cawley- Harrison it was noted that the Council were aware of the public realm challenges faced as a result of the overall design of the estate and  the historic issues concerning the connectivity between blocks and on the ground. The Council were aware of the improvements needed to the environment and were working with residents on the urban design framework proposals. This included:

• considering how to make improvements that residents can actively see in the public realm,
• looking at the open spaces across the estate,
• considering movement across the estate,
• how to tackle crime and ASB,
• providing welcoming entrances at ground floors.

The service had started engagement in August and had positive feedback on the changes that they wanted to see.

In addition, it was noted that the wider work on decent homes would now include considering improvements to communal areas.

Further to considering exempt information at item 26,

RESOLVED

1. To agree to vary the existing contract with the KCA to include the following:

a)         Extend the scope of their current commission to include developing detailed design proposals for the Moselle School site to RIBA stage 3;

b)         Cover the costs of additional surveys

2. To approve the contingency amount set out in the exempt part of the report and to delegate to the Director of Housing, Regeneration & Panning, authority to approve the use of the contingency.

3. To approve the variation sum of £439,174 (excluding contingency), bringing the total contract value to £1,835,531.60.

Reasons for decision

The reasons for seeking to vary the existing KCA contract are  ...  view the full minutes text for item 353.

[Report of the Director for Transformation, Customers and Resources. To be introduced by the Leader of the Council]

Report to set out the Council's approach to future recruitment of staff.

The Leader introduced the report which set out the future approach to Council recruitment following the end of the current contract with Hays in 2021. The new approach would focus on providing more employment opportunities for Haringey residents, reducing reliance on recruitment agencies to source staff and achieving value for money.

The Leader outlined that the Hays contract for recruitment to permanent and temporary worker roles ends on 21 July 2021. Permanent recruitment was being brought in-house and would be delivered by the Council’s enhanced Human Resources team in April 2021.

The Council has three key objectives that it aimed to achieve when considering future options for recruiting temporary staff going forward. These were:

• Increasing the number of Haringey residents able to benefit from employment opportunities at the Council – in line with our approach to Community Wealth Building.
• Reducing the amount public money spent via recruitment agencies by building our own capacity to recruit temporary staff directly including via Haringey Works.
• Ensure value for money for the Council in all Council recruitment activity.

It was considered that moving to a ‘Neutral Vendor’ supplier contract would support the delivery of these policy objectives.

In response to questions from Cllr Cawley- Harrison, the following was noted:

With regards to the changes in place to take forward withdrawal from the Hays contract, the Council were now in a position to procure a better contract and put in place an alternative which was better , costly more effective, and delivered to  more Haringey residents.

In relation to the cost of the contract , it was set out in the report that the majority of the cost was salaries as the company that completes the recruitment of temporary workers also pays the salaries of workers. Therefore, this was not profit for the contractor. The Council would be saving £800k from this new process and  this will bring  £3.2m savings over 4 years and  enable more of this spend to remain local.

When exploring the type of staff recruited temporarily, there were a lot of social workers and this was a fluid market for recruitment . However, it was important to ensure access to vital staff to look after residents.

The ultimate objective was to recruit more Haringey residents and make working for the Council a viable and achievable objective. This also helped save money for the council and enabled  spend to remain local.

The benchmarking of the success of this policy could be taken forward by scrutiny. However, the Leader outlined that the more local people that are recruited the more successful the policy would be. This decision would involve engaging more with local recruitment agents and the council were also seeking to create a route into permanent recruitment and permanent employment by building a talent pool. This would further  enable more local working and more local spending.

After considering exempt information at item 27,

RESOLVED

1. To approve the strategy to build the capability of Haringey Works to become a major supplier of  ...  view the full minutes text for item 354.

[Report of the Assistant Director for Commissioning. To be introduced by the Cabinet Member for Adults and Health.]

Variation of contract to Kind Diamond Build on the Linden House Project to take into consideration variation to works during the construction phase.

The Cabinet Member for Adults and Health introduced the report which sought agreement to vary an award of contract to Kind Diamond Build Consortium to complete the refurbishment of Linden House which now offered high quality, flexible and bespoke accommodation to four local residents.

The Cabinet Member was proud of the work being completed to enable people with a range of complex needs to live in the borough as a welcome part of their local community and in accommodation which had been developed to meet their requirements.

Further to considering exempt information at item 28,

RESOLVED

To approve a variation of contract to Kind Diamond Build Consortium to increase their contract value to £1,098,872.

Reasons for Decision

During the course of construction there have been instructions issued by the Contract Administrator to address issues discovered on site, consequently the construction value has increased from that of tender award. All instructions have been approved under strict change control procedures.

The key instructions involve structural works to the roof, removal of the chimney stack, rebuilding the bay at the front of the property, provision of structural uPVC windows in lieu of timber windows and the supply of alternative fire doors.

Alternative Options Considered

The option of doing nothing would mean that future invoices received for work already carried out would not be able to be paid.

Initiating a new procurement activity to undertake the varied works would not have been cost efficient for the Council having a well-established contractor on site and would have severely impacted on the completion of this project which was considered a particular priority project during the current Covid-19 pandemic.

Furthermore, to have seen two contractors on site would have created risks around co-ordination and safety and likely have invalidated certain warranties.

[Report of the Assistant Director for Commissioning. To be introduced  by the Cabinet Member for Communities.]

A variation is required for the contract awarded to T&B Contractors Ltd in 2019 primarily due to unforeseen items in the existing structure.

The Cabinet Member for Communities introduced the report which set out a way forward with regards to the completion of the main refurbishment works at Hornsey Library. Completion of the additional scope of works allowed the Library to be re-opened to the wider community with the new facilities and refurbished interior spaces available for use by November 2020.

The Cabinet Member was pleased to present this report, which signaled the Council’s continued commitment not only to retaining, but to enhancing and maintaining Council libraries. Through this refurbishment project, which had continued throughout the Covid-19 pandemic, the Council had been able to bring back a Grade 2 listed building to its former glory and to modernise its interior for 21st century users.

The report detailed the reasons for this request for a variation to the existing contract and for extra funding to complete the necessary works. A number of these works only became evident during the construction period and it was felt it was sensible to progress them now rather than coming back to them later, which could have necessitated a further period of library closure.

In response to questions from Cllr Cawley – Harrison, the following information was noted:

• The Cabinet Member agreed to provide a response in writing concerning the potential availability of funding to improve the exterior areas of the library.

• There was a lessons learned review being embarked on to review the progress of this library and this information would be considered in the refurbishment of the other borough libraries. This was a grade two listed building, and it was a complex process to undertake the condition survey and to process the works. However, officers were keen to learn the lessons and this would include considering the level of contingency and spend as well on this project.

Further to considering exempt information 29,

RESOLVED

1. To approve a variation of contract to T&B Contractors Ltd for the external envelope repairs/enhancement, internal remodelling, refurbishment and fit out of Hornsey Library to the value of £310,284.43 (excluding contingency) thus increasing their original Contract value from £2,300,369.42 to £2,610,653.85 (excluding contingency).

2. To approve the contingency sum set out in Part B (Exempt Report) to this paper.

3. To delegate the authority to approve the use of the remaining contingency sum to the Assistant Director for Commissioning.

Reasons for decision

The significant number of unexpected building fabric and infrastructure issues, additional compliance works, and client requested changes have all resulted in an increase to the original tender award value.

The key variations comprise of:

•           Internal floor screed replacement

•           Replacement of incoming water mains supply pipework

•           Services riser containment and internal fall protection

•           Adaptation of the building structural frame to enable new glazing installation

•           Removal of redundant services

•           Installation of a new mains power distribution board and additional earthing capacity

•           Reconfiguration of internal layouts,

The additional variations were implemented during this contract as it was deemed less disruptive to the Library Service and more cost effective  ...  view the full minutes text for item 356.

[Report of the Director for Customers, Transformation and Resources. To be introduced by the Cabinet Member for Planning and Corporate Services.]

The contract was originally procured from a part UK based and Indian company.  They had two UK companies and they are consolidating into one.  The main part of the contract was terminated but we are still using their scanning services.

The Cabinet Member for Corporate Services and Planning introduced the report which sought to novate the contract for the SAP managed service to replace the company serving as the Council’s main contractor by another company within the HCL group. This would allow for a continuation of the service for scanning services only until 31/5/21 when the contract expired.

 In response to a question from Cllr Cawley – Harrison,

• Assurance was provided that the costs of the scanning services was less than £20k a year and it was due to this service being part of a larger contract of over £500k, that this required Cabinet approval. The Council were moving away from the contract with HCL and would be making a saving on scanning services going forward.

• It was clarified that the scanning services were needed to process invoices received by the Council and these can come in many formats and through email or by post. There can be thousands of records received which need to be electronically recorded and passed through the SAP finance system.

RESOLVED

1. To grant fresh approval for the novation of the SAP Managed Service Contract from Axon Solutions Ltd T/A HCL Axon to HCL Technologies UK Ltd under Contract Standing Orders 10.03 and 9.07.1(d).

2. To note that the contract value over the life of the contract, from the contract start on 16/9/13 until the contract’s current scanning service expires on 31/5/21, is £4,321,781.00.

Reasons for decision

Cabinet was informed in Nov. 2019 that Axon Solutions T/A HCL Axon was being wound up as part of a restructure to reduce a complicated structure of the European companies within the HCL group and it would no longer exist. Axon Solutions T/A HCL Axon was proposing to novate the contract from them to another company within the HCL group, HCL Technologies UK Ltd, to allow for a continuation of the service provided. HCL’s parent company in India, HCL Technologies Ltd was, and would remain after the proposed contract novation, a co-contractor with the relevant HCL subsidiary. Cabinet was asked to approve the novation and did. However, the restructure was delayed and in the meanwhile the contract was extended, varied and the value increased by £197,334.00. The HCL group now wish to proceed. However, because of the change in the scope and value of the contract it is thought that fresh approval should be submitted as they will remain a supplier until May 2021.

Alternative options considered

Axon Solutions Ltd said that we are required to novate the contract as they are winding down the company due to a restructure.

Contract termination was considered but were unable to terminate all services as we require their scanning services until the contract end.

[Report of the Director of Adults and Health. To be introduced by the Cabinet Member for Adults and Health.]

Extension and variation of the existing contract for Integrated Health Improvement/Wellness Service, named One You Haringey.

The Cabinet Member for Adults and Health introduced the report which sought Cabinet approval for an extension and variation of the existing contract for the integrated health improvement/wellness service, named One You Haringey, in accordance with Contract Standing Order 10.02.1 b.

The Cabinet Member outlined that the ‘One You’ Haringey service assists residents to achieve this by supporting them to make healthier behaviour choices. The current Covid-19 pandemic had highlighted the impact of behavioural choices on health. Reducing alcohol intake, being physically active, maintaining a healthy weight and quitting smoking are associated with reductions in complications from Covid-19. For example, a Public Health England (PHE) report in 2020, found that there is potentially a higher risk of COVID-19 related death with increasing BMI and even where studies have adjusted for confounding factors such as age, sex, measures of socio-economic status (SES), ethnicity and co-morbidities, the relationship between excess weight and COVID-19 risk has persisted . Smokers in addition, had an increased risk of contracting respiratory infections (such as Covid-19) and due to an increased likelihood of underlying smoking conditions, can experience more severe outcomes from Covid-19.

RESOLVED

To approve the implementation of Contract Standing Order 10.02.1 (b)  and authorise the  variation and extension of contract for the provision of an integrated health improvement/wellness service (One You Haringey) to Reed Wellbeing Ltd for a period of 18 months from 1 April 2021 to 30 September 2022.

The contract value over the 18-month extension of the contract is £750, 000 (The total value over the life of the contract is therefore £3,250,000)

Reasons for decision

The existing service, which was awarded by Cabinet in 2015, following an open tender process will expire in March 2021. The Contractor Reed Wellbeing Ltd is fully meeting the expectations of the contract. During the pandemic, the provider has worked with the council to find new ways to deliver services to ensure that residents continue to access health improvement services despite lockdown and with social distancing.

The procurement process for this contract was due to commence during the financial year of 2020-21 but due to the Covid-19 pandemic, the market is currently unstable and arguably if a new provider were appointed they would face barriers to establishing a new service, potentially jeopardising work being undertaken to improve the health of our most vulnerable residents.

 Alternative options considered

Do Nothing - The Council could choose to no longer commission this service. This is seen to be damaging to residents especially those from economically disadvantaged groups, for the following reasons: this is an extensive, specialist programme which reaches inactive residents living in the most deprived areas of the borough. This includes people whose proclivity to develop a range of long-term conditions is exacerbated by their smoking, weight, and inactivity patterns. There is a particular risk to the Council’s delivery of the Borough Plan, in regard to achieving its desired outcome of increasing the healthy life expectancy of residents, enabling them to live healthy and fulfilling lives, and staying active.  ...  view the full minutes text for item 358.

[Report of the Director for Housing, Regeneration and Planning. To be introduced by the Cabinet Member for Housing and Estate Renewal]

To seek approval for the appointment of the successful contractor to undertake a buildings stock survey of Haringey Council owned assets over 3 financial years.

The Cabinet Member for Housing and Estate Renewal introduced the Cabinet report which requested approval to award a contract to undertake a 100% condition survey of the Council’s housing stock. In line with good practice, a new survey was needed, and five years since the previous survey was undertaken. There were also a number of additional data requirements in respect of building safety and energy efficiency which the new survey would address. The survey would provide accurate and comprehensive data; enabling Homes for Haringey to effectively maintain and improve the housing stock; inform decisions about investment priorities, as well ensure that the Council meets all of its statutory landlord obligations.

Further to considering exempt information at item 30,

RESOLVED

1. Pursuant to the Council’s Contract Standing Order (CSO) 9.07.1(d), to approve the award of a contract to the successful tenderer identified in exempt Appendix A to carry out a comprehensive stock condition survey of the Councils housing assets. This will be for the sum of £539,860.

2. To approve the issue of a letter of intent for an amount of up to, but not exceeding £53,986, which represented a 10% of the contract sum.

3. To approve the delegation recommended in section 4 of the exempt information.

Reasons for decision

Homes for Haringey requires Cabinet approval to award a contract to undertake a stock condition survey of all the Council’s housing stock. The objective of the stock condition survey is to provide comprehensive and accurate stock condition data that will enable Homes for Haringey to effectively manage the Council’s housing stock. At the end of the survey programme, together with the full dataset and photographs, the surveying company will also provide a report setting out the key information from the surveys.

At the end of the survey programme an updated 30-year asset investment plan will enable Homes for Haringey to effectively plan long term investment in Haringey Council’s housing stock.

The tender process was carried out in accordance with the London Borough of Haringey’s London Construction Programme (LCP) Dynamic Purchasing System (DPS) that incorporate price and quality. The successful compliant bidder scored the highest in relation to these criteria and this is outlined in Appendix A.

Alternative options considered

An alternative option would be for Homes for Haringey to use third party industry frameworks or an OJEU compliant tender process to deliver the surveys. Homes for Haringey sought support and advice from Haringey Council’s Strategic Procurement and determined the London Construction Programme Dynamic Purchasing System (DPS) as being the optimum route to the market. This was due to the speed of access to quality checked contractors and focus on companies that concentrate their resources in the local area.

A do-nothing option would mean the Council is not able to effectively plan its future capital investment in the housing stock, in accordance with the Asset Management Strategy 2018-23.

Report of the Director for Children’s Services. To be introduced by the Deputy Leader and Cabinet Member for Children, Education and Families.]

Procurement of a construction contractor to undertake condition and compliance works.

The Cabinet Member for Finance and Strategic Regeneration introduced the report which sought approval for a variation of award to Diamond Build Plc to undertakePhase 3 Fire Precaution and External Fabric Health and Safety Workspursuant to Contract Standing Order 10.02.1 (d) at Fortismere school.

The Cabinet Member outlined that Haringey’s Major Projects were commissioned in July 2020 to deliver urgent compliance and condition work to Fortismere’s sixth form accommodation (windows, fire compartmentation/fire doors, emergency lighting etc). The driver for the work had been Health and Safety inspection which determined the building unsuitable with the potential for not being available for the start of the Autumn Term.

To accommodate this need, officers procured a local contractor to mobilise under a waiver of contract standing orders as there was insufficient time to detail the scope, undertake a mini competition and complete. Diamond Build were duly appointed.

It was noted that Phase 1 was to erect and hire scaffolding – this enabled council to make safe and to provide a platform to inspections and fully scope the works.

It was further noted that Phase 2 consisted of the most urgent items which supported occupation for September. This was achieved with works continuing on site whilst in occupation until the end of November 2020.

Phase 1 and 2 were awarded as a waiver under delegated powers.

Phase 3 was a continuation of this work. Based on total project value of all 3 phases, a Cabinet report was needed as the total sum exceeds officer delegation.

For phase 3 (December 2020 to April 2021), officers’ recommendation is to continue with the initial contractor, Diamond Build, as it created a smooth transition of the programme to minimise operational impact on the school and any potential clash of warranties/defect liabilities. Phases 1 and 2 have also proceeded positively to date.

In response to questions from Cllr Cawley- Harrison,

The Council had the responsibility to inspect all schools for safety concerning building and maintenance.  The AD for Schools and Learning advised that the service were not aware of  other schools which had  similar health and safety works to be completed .  There was an ongoing health and safety inspection process for schools in the borough. If issues were identified they would be dealt with and the cost determined at the point when the works for school were scoped and assessed.

Further to considering exempt information, in which the withdrawal of recommendation  3.4  was agreed,

RESOLVED

1. To approve the variation of an existing award of contact to Diamond Build Plc to undertake Phase 3 fire precaution and external fabric health and safety works to the 6th Form Buildings at Fortismere secondary school as a main contractor for the fixed price sum of £372,336.78.

2. To note Phases 1 & 2 previously awarded to Diamond Build Plc as a waiver of contract standing orders under delegated powers.

3. To approve a total award for all 3 phases of £815,922.7

Reasons for decision

A recent Health and Safety inspection of  ...  view the full minutes text for item 360.

To note the minutes of the following:

Urgent decision on 19^th of October 2020

RESOLVED

To note the minutes of the urgent decision held on the 19^th of October.

To note significant and delegated actions taken by directors.

RESOLVED

To note the significant and Delegated actions taken in October.

To consider any items admitted at Item 3 above.

None

Note from the Democratic Services and Scrutiny Manager

Items 26,27, 28,29,30 and 32 allow for consideration of exempt information in relation to items 14 to 21.

TO RESOLVE

That the press and public be excluded from the remainder of the meeting as the items below, contain exempt information, as defined under paragraph 3 and 5, Part 1, schedule 12A of the Local Government Act:     

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

·         Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings

RESOLVED

That the press and public  be excluded from the remainder of the meeting as the following items contained exempt information under paragraph 3 and 5, Part 1 Schedule 12a of the  Local Government Act 1972.

As per item 14.

As per item 353 and the exempt minutes.

As per item 15.

As per item 354 and the exempt minutes.

As per item 16.

As per item 355 and the exempt minutes.

As per item 17.

As per item 356 and the exempt minutes.

As per item 20.

As per item 359 and the exempt minutes.

As per item 21.

As per item 360 and the exempt minutes.

To approve the exempt minutes of the Cabinet held on 13^th of October 2020.

RESOLVED

To approve the exempt minutes of the meeting held on the 13^th of October 2020.

To consider any items admitted at Item 3 above.

None