Hillingdon Council Cabinet Member and Officer Decisions
New Allocations for the Ward Budget Scheme – December 2023 Report
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Democratic Services
Location: Phase II
Ext: 0185
DDI: 01895 250185
CMD No: 997
To: COUNCILLOR DOUGLAS MILLS
CABINET MEMBER FOR CORPORATE SERVICES
c.c. All Members of th e Finance and Corporate
Services Select Committee
c.c. Natasha Norton – Place Directorate
c.c. Perry Scott – Corporate Director of Place
c.c. Ward Councillors for Hayes Town, Hillingdon
West, Pinkwell, South Ruislip, West Drayton, Yiewsley
Date: 19 December 2023
Non-Key Decision request Form D
NEW ALLOCATIONS FOR THE WARD BUDGET SCHEME (December 2023)
Dear Cabinet Members,
Attached is a report requesting that a decision be made by you as an individual Cabinet
Member. Democratic Services confirm that this is not a key decision, as such, the Local
Authorities (Executive Arrangements) (Meetings and Access to Information) (England)
Regulations 2012 notice period does not apply.
You should take a decision on or after Friday 29 December 2023 in order to meet
Constitutional requirements about publication of decisions that are to be made. You may
wish to discuss the report with the Corporate Director before it is made. Please indicate your
decision on the duplicate memo supplied and return it to me when you have made your
decision. I will then arrange for the formal notice of decision to be published.
Liz Penny
Democratic Services Officer
Title of Report: New Allocations for the Ward Budget Scheme (December 2023)
Decision made:
Reasons for your decision: (e.g. as stated in report)
Alternatives considered and rejected: (e.g. as stated in report)
Signed ……………………………………………………… Date…………………….
Cabinet Member for Corporate Services
Cabinet Member Report – 19 December 2023 Page 1
Part I – Public
NEW ALLOCATIONS FOR THE WARD BUDGET SCHEME (December 2023)
Cabinet Members Councillor Douglas Mills
Cabinet Portfolio Cabinet Member for Corporate Services
Officer Contact Natasha Norton – Place Directorate
Papers with report Appendix A – Details of projects submitted for the Ward Budget
Scheme from 5 September 2023 to 27 November 2023.
Appendix B – Ward Budget Financial Summary for December 2023.
HEADLINES
Summary
This report seeks Cabinet Member approval to allocate funds from
the Ward Budget Scheme for proposals submitted by Ward
Councillors.
Putting our
Residents First
The Ward Budget Initiative supports the adopted Council Strategy
commitments to residents of ‘Thriving, Healthy Households’ and ‘A
Green and Sustainable Borough ,’ specifically: Live Active and
Healthy Lives and Enjoy Access to Green Space, Leisure Activities,
Culture and Arts.
Financial Cost The overall funds earmarked for the Ward Budget Scheme since its
inception in 2011 total £1,430,000. The aggregate value of proposals
to date is £1,208,846 . This report seeks Cabinet Member approval
to release funds of £7,643 for eight new Ward Budget grants, taking
the proposal total to £1,216,489 and leaving a balance of £2 13,511
available for allocation.
Relevant Select
Committee
Finance and Corporate Services Select Committee.
Relevant Wards Hayes Town, Hillingdon West, Pinkwell, South Ruislip, West
Drayton, Yiewsley
RECOMMENDATIONS
That the Cabinet Member for Corporate Services approves the allocation of £ 7,643 from
the Ward Budget Scheme for the following proposals:
Cabinet Member Report – 19 December 2023 Page 2
Part I – Public
Ward Grant Recipient Amount
Hayes Town Yoga sessions and refreshments for the Hayat Lifeline
Community LTD members £2,000
Hillingdon West Refurbishing community notice boards at Buckingham
Grove, Cedars Drive and Charnwood Road £1,022
Hillingdon West To contribute to the repair of the £20,000 repair of the model
spitfire’s wing at the Battle of Britain Bunker Visitor Centre £1,000
Pinkwell To contribute towards a Diwali event for the Milan Ladies
Group £558
South Ruislip To purchase t -shirts and hoodies for the Spotlight School of
Dance £500
South Ruislip Additional table tennis equipment for the South Ruislip Tennis
Club £300
West Drayton Yiewsley & West Drayton Community Association Christmas
event £500
Yiewsley St Matthews outdoor learning equipment £1,763
SUBTOTAL £7,643
Reasons for recommendations
The Ward Budget Scheme enables Councillors, with their local knowledge and insight, to submit
proposals for expenditure, supporting local priorities using their specific ward allocation. Each of
the proposals submitted complies with the protocol on the use of Ward Budgets.
Alternative options considered/ risk management
None.
Select Committee comments
None at this stage.
SUPPORTING INFORMATION
Between 2011/12 and 2019/20, three tranches of Ward Budget growth funding, totalling
£1,430,000, were agreed by Cabinet. At its meeting in June 2022, Cabinet agreed a revised Ward
Budget allocation of £237,500 (from the reserve balance) based on the area/ population density
of each of the new 21 wards following the Local Government Boundary Commission’s
recommendations and as implemented for the May 2022 C ouncil elections. The 21 new wards
were allocated £5,000 plus £2,500 for each elected representative for the ward.
The reserve balance remaining at the end of 2022/23 was £2 43,488. Since its launch, 820
projects with a cumulative value of £1,208,846 have benefitted via the Ward Budget initiative.
Cabinet Member Report – 19 December 2023 Page 3
Part I – Public
Ward Budget funding is used for proposals that make a difference in a local area and to give
residents a chance to influence how their local priorities are met. Primarily, the funds are intended
for one-off expenditure on physical works, events or activiti es that have a positive impact within
the ward. Proposals are submitted with the agreement of all relevant Ward Councillors.
A further eight proposals, covering six wards and totalling £7,643 have been received. The details
of these are set out in Appendix A of this report.
Financial
Year
Cabinet
Member
Approval
No. of
Proposals
No. of
Wards
Total
Proposal
Value
Growth
Funding
Balance
Remaining
Aggregate earmarked funding to date £1,430,00 £1,430,000
2011/12 to
2021/22 769 £1,146,237 £283,763
2022/23 35 £40,275 £243,488
2023/24 May 4 4 £3,250 £240,238
2023/24 June 6 6 £9,402 £230,836
2023/24 September 6 5 £9,682 £221,154
2023/24 December 8 6 £7,643 £213,511
828 £1,216,489 £1,430,000 £213,511
The updated balance of funds for each ward under the Ward Budget Scheme is set out in
Appendix B.
Financial Implications
The total growth allocation to date for the Ward Budget Scheme is £1,430,000. Between 2011/12
and 202 2/23, proposals with an aggregate value of £1,186,512, covering all wards, were
approved. At the end of 2022/23, the reserve balance available for distribution was £243,488.
The eight grants totalling £7,643, recommended within this report for December 2023, will take
the aggregate value of proposals approved to £1,216,489, leaving an unallocated balance of
£213,511 on the reserve available for distribution.
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon Hillingdon residents, service users and communities
Ward Budgets help Councillors to make a difference in their W ard. They address specific local
priorities by delivering proposals to benefit residents and local organisations.
Consultation carried out or required
Consultation with the lead Councillor from each Ward and officers internally has taken place,
where appropriate. Where other services are involved, such as Residents’ Associations and
community organisations, the views of these groups have helped to shape the nature of the
proposals.
Cabinet Member Report – 19 December 2023 Page 4
Part I – Public
CORPORATE CONSIDERATIONS
Corporate Finance
Corporate Finance has reviewed this report and concurs with the financial implications set out
above. If the schemes set out in this report are approved, £214k will remain available to support
future initiatives.
Legal Implications
As stated in the body of this report, the projects being funded comply with the protocol on the use
of Ward Budgets and therefore , Legal Services confirm there are no legal impediments to
agreeing the recommendation for the Cabinet Member to authorise the use of this expenditure as
described.
Infrastructure/ Asset Management
None at this stage.
BACKGROUND PAPERS
NIL.
Cabinet Member Report – 19 December 2023 Page 5
Part I – Public
APPENDIX A: DETAILS OF PROJECTS SUBMITTED FOR THE WARD BUDGET SCHEME
FROM 5 SEPTEMBER 2023 TO 27 NOVEMBER 2023
Ward Ref No Proposal Cost
Councillor
Approval
Received
Balance
remaining
Hayes
Town
WB6HT06 Hayat Lifeline Community
LTD
£2,000 Cllrs Curling,
Gardner &
Sansarpuri
£2,600
Supporting Information
1. Hayat Lifeline is an organisation that has been providing support
to the community since May 2022.
2. Since starting, they have organised many sessions to support the
community in various ways. They have provided CV building
workshops to help individuals find employment , coffee mornings
for the elderly to give them a social and supportive environment,
sa
feguarding sessions to increase awareness and promoting
safety, and many more classes that have a range of audiences.
3. This grant will be used to fund six months of weekly yoga sessions.
It will also contribute towards refreshments for these sessions.
Target Delivery Date
A purchase order will be raised once the proposal has been approved.
Expected Outcome
The grant will contribute towards the Council’s ambitions for residents
2022-2026, in particular to ‘enjoy access to green spaces, leisure
activities, culture and arts’ and ‘live active and healthy lives’.
Recipient of funding
The proposal will be delivered directly by the Community Projects Officers
once the proposal has been approved.
Cabinet Member Report – 19 December 2023 Page 6
Part I – Public
Ward Ref No Proposal Cost
Councillor
Approval
Received
Balance
remaining
Hillingdon
West
WB6HW01 Refurbishing community
notice boards at Buckingham
Grove, Cedars Drive and
Charnwood Road
£1,022 Cllrs Bennet
& Chamdal
£8,338
Supporting Information
1. Located around the Buckingham Grove, Cedars Drive and
Charnwood Road vicinity, four notice boards that were
installed over 15 years ago are now obsolete. This proposal is
for the notice boards to be refurbished and relocated to a more
central location.
2. Over the years, the use of the notice boards has decreased.
As originally intended
to serve the residents' associations at
that time, the boards and their contents were maintained by
the residents. As the residents' associations are now defunct,
the Councillors of Hillingdon West would like to make use of
the already existing boards by upcycling them.
3. The grant will be used to:
• Clean and oil the lock of the notice board located in Charnwood
Road
• R emove two of the damaged and eroded notice boards around
the Buckingham Grove and Cedars Drive vicinity
• C lean and relocate the notice board that is in the best
condition, to a more central location where it will give coverage.
Both notice boards that are being refurbished will also have the
nameplate replaced with the Council crest and location name.
Target Delivery Date
A purchase order will be raised once the proposal has been approved.
Expected Outcome
The proposal will contribute towards the Council’s ambitions for
residents 2022- 2026 and in particular to ‘live in good quality,
affordable homes in connected communities’ and ‘enjoy access to
green spaces, leisure activities, culture and arts’.
Recipient of funding
The proposal will be delivered directly by the Community Projects
Officers once the proposal has been approved.
Cabinet Member Report – 19 December 2023 Page 7
Part I – Public
Ward Ref No Proposal Cost
Councillor
Approval
Received
Balance
remaining
Hillingdon
West
WB6HW04 To contribute to the
£20,000 cost of repair of the
model spitfire’s wing at the
Battle of Britain Bunker
Visitor Centre
£1,000 Cllrs Bennett &
Chamdal
£7,338
Supporting Information
1. The Battle of Britain Bunker today is a heritage attraction with
a museum attached. The museum was opened in 1985 with an
above-ground visitor centre which opened in March 2018.
2. The Battle of Britain Bunker Exhibition and Visitor Centre
includes a state-of-the-art exhibition detailing the development
of the UK’s air defence system from the First World War to the
end of the Second World War. Visitors learn the key moments
of histor
y that shaped Britain’s air defence and led to the
construction of the Bunker.
3. Since the visitor centre’s opening it has been home to many
events that attract local residents and the w ider community.
The centre has offered Mother's Day Afternoon Tea, Speaker
Series, Story Sessions, Concer ts, and more. It continues to
provide weekly yoga sessions, school bookings and seasonal
celebration events.
4. The grant will be used to contribute to the repair of the model
Spitfire’s wing. The replacement will commence in advance of
the 80
th anniversary of VE day which will take place in the
summer of 2024.
Target Delivery Date
The grant will be paid once the proposal has been approved.
Expected Outcome
The grant will contribute towards the Council’s ambitions for residents
2022-2026, in particular to
‘enjoy access to green spaces, leisure
activities, culture and arts’ and ‘achieve well in education, with
opportunities for learning at all ages’.
Recipient of funding
A BACS transfer will be arranged for the recipient once the proposal
has been approved.
Cabinet Member Report – 19 December 2023 Page 8
Part I – Public
Ward Ref No Proposal Cost
Councillor
Approval
Received
Balance
remaining
Pinkwell WB6PI05 To contribute towards a
Diwali event for the Milan
Ladies Group
£558 Cllrs Gill,
Lakhmana &
Mand
£2,512
Supporting Information
1. The ‘Milan Ladies Group’ was started in May 2023 by the
parent of a young adult who passed away as a result of a brain
tumour. The group was created to provide a platform where the
community can meet new people, share experiences, and take
part in new activities.
2. The group hires the hall at Hayes & Harlington Community
Centre and meets on Wednesdays. They hold activities for the
members including exercises, bingo, group discussions, with
refreshments provided.
3. The grant was used for a Diwali event that took place on 12
November. The funds were distributed between decorations,
refreshments, entertainment, and gifts.
Target Delivery Date
Early approval was given at the discretion of the Cabinet Member to
ensure that funding was received ahead of the event.
Expected Outcome
The grant will contribute towards the Council’s ambitions for residents
2022-
2026, in particular to ‘enjoy access to green spaces, leisure
activities, culture and arts’.
Recipient of funding
A BACS transfer has been arranged for the recipient in- line with the
early approval consent.
Cabinet Member Report – 19 December 2023 Page 9
Part I – Public
Ward Ref No Proposal Cost
Councillor
Approval
Received
Balance
remaining
South
Ruislip
WB6SR06 To purchase t -shirts and
hoodies for the Spotlight
School of Dance
£500 Cllrs Tuckwell
& Makwana
£5,110
Supporting Information
1. The dance school , originally called ‘ Christine Burtt School of
Dance,’ opened c.50 years ago. In 2014 its name changed to
the ‘Spotlight School of Dance’.
2. Classes are available for children from three years of age to
adults, providing students the chance to build confidence, be
creative and to develop technique, and dancing skills.
3. This grant will be used to purchase t-shirts and hoodies for the
students at the dance school to wear during their classes .
These clothes will symbolise unity in the dance group.
Target Delivery Date
The grant will be paid once the proposal has been approved.
Expected Outcome
The grant will contribute towards the Council’s ambitions for residents
2022-2026, in particular to ‘live active and healthy lives’ and ‘achieve
well in education, with opportunities for learning at all ages.’
Recipient of funding
A BACS transfer will be arranged for the recipient once the proposal
has been approved.
Cabinet Member Report – 19 December 2023 Page 10
Part I – Public
Ward Ref No Proposal Cost
Councillor
Approval
Received
Balance
remaining
South
Ruislip
WB6SR07 Additional table tennis
equipment for the South
Ruislip Tennis Club
£300 Cllrs Tuckwell
& Makwana
£4,810
Supporting Information
1. The ‘South Ruislip Tennis Club’ located in Queens Walk, South
Ruislip has been running for three years. It has c.20 regular
members that attend every Monday.
2. The Tennis Club has three competing teams in the Harrow and
Wembley league. South Ruislip A is currently running third in
the Division 5 league.
3. The club currently has five tables, though two need replacing
as they are broke n. The grant will be used to contribute
towards the purchase of two new tables.
Target Delivery Date
The grant will be paid once the proposal has been approved.
Expected Outcome
The grant will contribute towards the Council’s ambitions for residents
2022-2026, in particular to ‘live active and healthy lives’.
Recipient of funding
A BACS transfer will be arranged for the recipient once the proposal
has been approved.
Cabinet Member Report – 19 December 2023 Page 11
Part I – Public
Ward Ref No Proposal Cost
Councillor
Approval
Received
Balance
remaining
West
Drayton
WB6WD06 Yiewsley & West Drayton
Community Association
Christmas event
£500 Cllrs Sweeting
& Islam
£7,750
Supporting Information
1. ‘ Yiewsley & West Drayton Community Association’ is a self-
funding charity which opened in 1967. The community centre
was built as a place to provide opportunities for people in the
local area to get together for social, recreational and educational
activities.
2. Following a recent refurbishment, it has two function halls and
two business meeting rooms. It is a fully licensed venue with bar
facilities in each hall and a member's bar in the Orchard Lounge
downstairs.
3. The facilities are used during the week for regular classes in
dance, exercise, well -being, and fitness, and during the
weekend it is available to hire for parties.
4. The funding will be used to contribute towards the Christmas
Event. There will be an entertainer for the children,
refreshments, and presents from Santa.
Target Delivery Date
Early approval was given at the discretion of the Cabinet Member to
ensure that funding was received ahead of the event.
Expected Outcome
The grant will contribute towards the Council’s ambitions for residents
2022-
2026, in particular to ‘enjoy access to green spaces, leisure
activities, culture and arts’.
Recipient of funding
A BACS transfer has been arranged for the recipient in- line with the
early approval consent.
Cabinet Member Report – 19 December 2023 Page 12
Part I – Public
Ward Ref No Proposal Cost
Councillor
Approval
Received
Balance
remaining
Yiewsley WB6YI02 St Matthews Primary
School outdoor learning
equipment
£1,763 Cllrs Abby &
Punja
£6,737
Supporting Information
1. St Matthew’s is a small primary school in the heart of Yiewsley
that dates back to 1872. The school ha s a close relationship
with the Parish Church of St. Matthew on Yiewsley High Street.
The school participates in Church services and events and
uses the Church for whole school worship and productions.
2. There are c.60 children aged between 3-4 years currently on
the school roll in Reception.
3. The grant will be used to enhance outdoor learning facilities for
the Reception class. The outdoor equipment would transform
an outdoor area, encouraging the development of gross motor
skills, social skills, communication, and knowledge and
understanding.
Target Delivery Date
The grant will be paid once the proposal has been approved.
Expected Outcome
The grant will contribute towards the Council’s ambitions for residents
2022-2026, in particular to ‘live active and healthy lives’ and ‘achieve
well in education, with opportunities for learning at all ages’
Recipient of funding
A BACS transfer will be arranged for the recipient once the proposal
has been approved.
Cabinet Member Report – 19 December 2023
Part 1 – Public
APPENDIX B: WARD BUDGET FINANCIAL SUMMARY (DECEMBER 2023 CABINET MEMBER REPORT)
View Decision / Minutes Text
Executive Decision Notice – 29 December 2023 Page 1
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
OFFICIAL EXECUTIVE DECISION NOTICE
PUBLISHED BY DEMOCRATIC SERVICES
Notice is hereby given that the following decision(s) have been made today by
Cabinet Members at the London Borough of Hillingdon:
Title of decision
NEW ALLOCATIONS FOR THE WARD BUDGET SCHEME
(December 2023)
Reference No. 997
Date of decision Friday 29 December 2023
Call-in expiry date Monday 08 January 2024
Relevant Select
Committee
Finance and Corporate Services Select Committee
Relevant Wards Hayes Town, Hillingdon West, Pinkwell, South Ruislip, West
Drayton, Yiewsley
Decision made
Cabinet Members
making the
decision
Councillor Douglas Mills - Cabinet Member for Corporate Services
Decision Approved
That the Cabinet Member for Corporate Services approved the
allocation of £7,643 from the Ward Budget Scheme for the
following proposals:
Reason for
decision
The Ward Budget Scheme enables Councillors, with their local
knowledge and insight, to submit proposals for expenditure,
supporting local priorities using their specific ward allocation. Each
Executive Decision Notice – 29 December 2023 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
of the proposals submitted complies with the protocol on the use of
Ward Budgets.
Alternative
options
considered and
rejected
None.
Classification Part I – Public
Link to
associated report
Report
Relevant Officer
contact &
Directorate
Natasha Norton – Place Directorate
Any interest
declared by the
Cabinet
Member(s) /
dispensation
granted
N/A
Implementation of decision & scrutiny call-in
[Internal Use only]
When can this
decision be
implemented by
officers?
Officers can implement Cabinet Member decision in this notice
only from the expiry of the scrutiny call-in period which is:
5pm on Tuesday 08 January 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, Democratic Services will immediately advise
the relevant officer(s) and the decision must then be put on hold.
Councillor scrutiny
call-in of this
decision
Councillors on the relevant Select Committee shown in this notice
may request to call -in this decision. The 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)
Further information These decisions, where applicable, have been taken under The
Local Authorities (Executive Arrangements) (Meetings and
Access to Information) (England) Regulations 2012.
This is the formal notice by the Council of the above executive
decision, including links to the reports where applicable.
If you would like more information on this decision, please contact
Democratic Services on 01895 250636 or email:
democratic@hillingdon.gov.uk.
Executive Decision Notice – 29 December 2023 Page 3
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
Circulation of this decision notice is to a variety of people including
Members of the Council, Corporate Directors, Officers, Group
Secretariats and the Public. Copies are also placed on the
Council’s website.
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