Hounslow Council


Agenda and draft minutes

Venue: Committee Room 1, Civic Centre, Lampton Road, Hounslow. View directions

Contact: Ben Osifo, Email: benjamin.osifo@hounslow.gov.uk, 020 8583 2146 

Items
No. Item

8.

Apologies, Declarations of Interest or Any Other Communications from Members

Minutes:

No apologies were received and there were no declarations of interest.

 

The Chair welcomed all those in attendance, including the members of the public present.

9.

Minutes of Meeting Held on 27 June 2016 & Matters Arising pdf icon PDF 103 KB

Minutes:

 

The minutes of the meeting held 27 June 2016 were agreed as a true and accurate record, and were signed by the Chair.

 

Matters arising from the minutes

 

There were no matters arising from the minutes.

 

10.

Leisure Centres and Parks pdf icon PDF 209 KB

Additional documents:

Minutes:

Cllr Corinna Smart and Imran Choudhury introduced this item as an opportunity to brief the panel based on the identified areas from the guidance provided by the panel. The focus would be on parks and leisure centres and officers from the supply chain and commissioning side of the contract would deliver the presentation.

 

The panel received the presentation and had some in-depth discussions into the contract with Carillion Integrated Services, who were delivering the parks and open spaces contract on behalf of the Council.

 

The main area of focus was on the performance of the contract and the monitoring of the contract delivery including how information on performance was made available to Councillors, Friends of Parks Groups and the wider public. The Panel also looked into the capacity of the in-house teams to effectively monitor the contract and how the public could make contact about any concerns they had about parks and open spaces as well as receiving suggestions from the public to effect service delivery.

 

Key points and responses were as follows:

 

  • This was a ten year contract with Carillion ending in November 2018 without an option to extend
  • There is a £3.9m annual management fee, although there are planned savings to be implemented to bring the management fee to £3.1m
  • The team accepts there are certain performance issues with the contract with Carillion
  • The savings will be made in areas such as a more relaxed grass cutting regime, pruning of shrubs and trees.
  • The transitions from CIP-John Laing-Carillion had led to a loss of continuity of knowledge in service personnel and some impact on service delivery.

 

Action: Cabinet members and officers to explore the possibility that future commissioned contracts should ensure the Council has a level of involvement before contracts are sold on.

 

  • The current financial climate with budget cuts and ageing infrastructure was a challenge for a lot of other councils not just Hounslow
  • Carillion had the management and maintenance contracts for parks and open spaces, sports pitches, burial sites, tree inspections and heritage buildings in the Borough.
  • This was a self-monitoring contract and Carillion monitor themselves against 34 core performance standards which are reported on annually
  • Members noted that the parks management monitoring team had two officers and this meant their work was mostly reactive.
  • The panel also noted that performance information on parks was not shared with back bench members.

 

Action:  That a system be set up to ensure backbench members receive regular performance updates and information on parks and open spaces management.

 

Action: That efforts be made to look at the officer resource for monitoring this contract as the current staffing level was not sufficient.

 

  • The panel noted that there were many instances of poor response to matters raised either by the public or by members by Carillion and that officers had held meetings with Carillion senior management to discuss these.
  • The frequency of bin emptying in parks was raised as an issue by members and officers agreed to look into  ...  view the full minutes text for item 10.

11.

Housing Services Update pdf icon PDF 141 KB

Additional documents:

Minutes:

 

The Chair welcomed Cllr Dunne and Peter Matthew in attendance to deliver a presentation to update the panel on Hounslow Housing. The presentation touched on the ongoing restructure and transfer of services to FM 360 for the DLO repairs service and updated the panel on the Allocations Policy, Homelessness and Temporary Accommodation, integration of Housing roads into the Hounslow Highways PFI contract and implications of the Housing Act on the Borough.

 

The key points and responses were as follows:

 

  • Responsive repairs service was not being transferred to Lampton 360
  • The DLO moving to Lampton 360 was the planned maintenance and capital works
  • The rationale for this was to move these functions over into an environment where it could operate more commercially as this would help deliver savings to the council
  • The panel queried whether Lampton 360 had the expertise and facilities to deliver these functions.
  • Peter Matthew said he was confident this could be delivered as the current staff would TUPE over to Lampton 360. He was currently awaiting a delivery plan from Lampton 360 and would make further assessments once this was submitted.
  • Enough work had been done to ensure the DLO could sufficiently stand on its own.
  • There was no transfer of capital to Lampton 360 and a payment mechanism would be set up based on performance and delivery of KPI’s
  • There were no plans to transfer any assets over to Lampton 360
  • The HRA is still protected and is spent on Housing in line with the HRA Business Plan

 

Action: That the panel receive an update once the delivery plan has been assessed by the Director of Housing giving his reassurance on the suitability of the plan prior to implementation.

 

  • Work was ongoing to bring Housing roads into the Highway’s PFI contract and work was ongoing to ensure this would benefit residents on these estates.
  • There is a timeline expectation that this should commence in April/June 2017
  • Hounslow Highways would be responsible for fence to fence grounds maintenance, although there were some small areas around curtilages that the caretakers would be responsible for.
  • There was ongoing negotiations around the trees on estates and how these would be managed including a pruning regime.

 

Action: That the use of apps such as ‘Clean Streets’ be explored so that residents could raise issues on estates with the provider and the council.

 

  • The council had introduced the new allocations policy and this had been approved by Cabinet recently.
  • More Direct Offers would be made as the council was departing from Choice Based Lettings and Locata
  • This would help reduce the current dependency on the use of Temporary Accommodation
  • Tough decisions had to be made as there were not enough available supply of Housing and the Council had to ensure it did not breach guidelines on people overstaying in Temporary Accommodation.

 

The Chair moved to suspend standing orders at 9.30pm to allow for completion of this agenda item and this was supported by Cllr Carey and the wider panel.

 

12.

Panel Work Programme pdf icon PDF 214 KB

Minutes:

This item was deferred.

 

 

 

13.

Urgent Business

Any business which the Chair agrees to accept on grounds of urgency.

Minutes:

There were no items of urgent business.

 

14.

Date of next meeting

The next scheduled meeting will take place on 16 January 2017, in Committee Room 3, Civic Centre.

Minutes:

The next meeting would take place on 16th January 2017, in Committee Room 3.