Agenda and minutes

To confirm the minutes of the meeting held on 29 January 2020 as a correct record.

The minutes of the Cabinet meeting held on 29 January 2020 were agreed as a correct record.

To receive any disclosures of interest from councillors in accordance with the Council’s Code of Conduct for members.

There were none.

To receive an update on progress with the Local Plan from the Strategic Planning Portfolio Holder, Councillor I.J. Beardsmore.

Councillor I.J. Beardsmore provided a verbal update on progress with the Local Plan.

He reported on the consultation and next steps. He hoped that recommendations from the Local Plan Working Party would be taken to Cabinet on 25 March 2020. All representations received to the Local Plan preferred options consultation were currently being reviewed by officers and would be made publicly available in due course, with comments from officers about the issues raised. The Council would also produce a response document responding to the main issues raised in the consultation and would publish this on our website.

There were 1987 representations from 1,032 people,

370 comments were made on policies, 1617 on sites. These ranged from a single sentence to 350 pages from professional planners.

Many of which were uploaded as PDFs.   At the moment they are being treated as single submissions and single comments.

Councillor I.T.E. Harvey

To consider the proposed Capital Strategy for 2020-2025 and make a recommendation to Council.

Cabinet considered the Capital Strategy for 2020/21.  The purpose of the Capital Strategy is to set out the Council’s future need to incur capital expenditure and explain the rationale, set out how we manage risk and ensure we have the appropriate skills and resources to manage the activity.

Resolved to recommend that Council approves the Capital Strategy 2020/21.

Reasons for decision:

It is a statutory requirement for every Council to have a Capital Strategy.  It is particularly important for this Council in view of our investment portfolio and significant level of development activities.

Councillor A.C. Harman

To consider the Capital Programme and Prudential Indicators for 2020/21 to 2023/24 and make a recommendation to Council.

Cabinet considered a report on the Capital Programme 2020/21 to 2023/24, in the light of the available resources and corporate priorities. The report covered progress on current schemes and included future schemes for consideration. The report also provided information on the availability of resources to continue moving forward with the proposed capital schemes within the Programme.

All bids for the Capital Programme had been critically assessed and reviewed by Management Team and Cabinet to ensure they met the criteria of Capital expenditure. The level of spend had also been reviewed to reflect the capital resources available.

Resolved to recommend that Council approves:

1. the Capital Programme for 2020/21 to 2023/24 and

2. the Prudential Indicators for 2020/21 to 2023/24.

Reason for decision

To allow the authority to spend its capital resources for the financial year 2020/21.

Councillor A.C. Harman

To consider the Fees and Charges for 2020/21 as set out in Appendix A.

Cabinet considered a report proposing the levels of the Council’s fees and charges for 2020/21. The fees and charges had been reviewed and taken into account inflation and other relevant factors.  Some fees had been amended to reflect the maximum level it was perceived that the market could stand, a few were reduced for consistency, while some had not been increased from the 2019/20 rates.

Resolved to approve the charges as set out in Appendix A to the report.

Reasons for decision:

Fees are an important source of income for the authority and are of key importance in balancing the budget.

Councillor A.C. Harman

To consider the proposed annual grants awards for 2020/21, to aid charities and voluntary organisations operating in the Borough.

Cabinet considered a report on the proposed grants to organisations in the voluntary and community sectors for 2020/21.  The report outlined grant applications received and explained the benefits that the work of the voluntary sector provides to the local area and communities.

Alternative options considered and rejected by Cabinet:

Not to award grants as recommended.

Resolved to:

1.    Agree the grants awards for 2020/21 as detailed in the report, with the exception of the award for Stanwell Events;

2.    Note all other support to the voluntary/charity sector;

Reasons for decision:

·         To enable a number of charities and voluntary organisations to continue to provide preventative and other services for the residents of Spelthorne

·         To enable new charities and organisations to begin to provide services that are needed

Councillor O. Rybinski

To consider a report on the Spelthorne Pay Award for 2020/21 and make a recommendation to Council.

Cabinet considered a report proposing a pay award of 2.5% to all staff, including those on protected salaries, personal salaries and apprentices. 

Options considered and rejected:

To not approve the pay award or agree a lower pay award.

Resolved to recommend that Council approves the pay award of 2.5% to all staff for 2020/21.

Reason for decision:

To attract and retain staff and the award is comparative to other pay awards in the county.

Councillor I.T.E. Harvey

To consider the recommendations of the Independent Remuneration Panel on the Members’ Allowances Scheme for 2020/21 and make a recommendation to Council.

Cabinet received a report from the Independent Remuneration Panel which set out their findings and recommendations following a review of the Members’ Allowances Scheme for 2020/21. 

Resolved to recommend that Council approves the Independent Remuneration Panel’s recommendations in relation to the Members’ Allowances Scheme for 2020/21.

Reasons for recommendation:

The Council is required to make a scheme of allowances and the Independent Remuneration Panel is appointed by the Council to advise on the type of its allowances and the amounts to be paid.

Councillor A.C. Harman

To consider the detailed Revenue Budget for 2020/21 and make recommendations to Council.

Cabinet considered the Revenue Budget for 2020/21.

The revenue budget for 2020/21 a very positive picture: a balanced budget had been proposed without the use of reserves, with investment being made in retaining staff, addressing resourcing issues. The Council’s operational service assets were maintained and revenue contributions made to Capital. The proposed budget was underpinned by an increase in Council Tax of just below inflation as measured by CPI with an increase proposed of 1.29% [January CPI 1.3%].

Resolved to recommend Council to agree to:

1. Continuing the Council’s Local Council Tax Support Scheme with the current rules and regulations;
2. Continuing the complete disregard of war pension / armed forces pension income from benefit calculations;
3. The growth and savings items as set out in the report’s appendices;
4. Note the Chief Finance Officer’s commentary in section 4 of the report on the robustness of budget estimates and levels of reserves under sections 25 and 26 of the Local Government Act 2003;
5. The Council Tax Base for the whole council area for 2020/21. [Item T in the formula in Section 31b(3) of the local government Finance Act 1992, as amended (the “act”)] should be 40,085.00 band D equivalent dwellings and calculate that the Council Tax requirement for the Council’s own purpose for 2020/21 is £205.05 Per Band D equivalent dwelling;
6. To approve a 1.29% increase on Band D in the Spelthorne Borough Council element of the Council Tax for 2020/21. Moreover:

a)    The revenue estimates as set out in Appendix 1 be approved.

b)    No Money, as set out in this report is appropriated from General Reserves in support of Spelthorne’s local Council tax for 2020/21.

c)    To agree that the Council Tax base for the year 2020/21 is 40,085.00 band D equivalent dwellings calculated in accordance with regulation 3 of the Local Authorities (Calculation of Council tax base) Regulations 1992, as amended, made under Section 35(5) of the Local Government Finance Act 1992.

That the following sums be now calculated by the Council for the year 2019/20 in accordance with Section 31 to 36 of the Local Government Act 1992.

Councillor A.C. Harman

To note the current level of capital spend.

Cabinet considered a report on capital expenditure covering the period October to December 2019.

Resolved that Cabinet noted the current level of capital spend.

Councillor A.C. Harman

To note the current level of revenue spend.

Cabinet considered a report on revenue covering the period October to December 2019.  The forecast outturn showed a positive variance of £4.083m.

Resolved that Cabinet noted the current level of spend.

Councillor R.O. Barratt

To consider the adoption of the Food Safety and Health and Safety Service Plans for 2020/21.

Cabinet considered a report on the proposed food and health and safety service plans for 2020/21.  The plans outlined the aims and objectives for the forthcoming year and evaluated the achievements of the past year.

Alternative options considered and rejected by Cabinet

Not to adopt the proposed service plans.

Resolved to adopt the proposed food and health and safety service plans for 2020/21.

Reason for the decision:

Local Authorities are required by the Food Standards Agency and the Health and Safety Executive to produce annual service plans for their food safety and health and safety services.

To receive any announcements from the Leader.

The following are the latest service updates from various Council departments.

The Council recently purchased the Elmsleigh Centre in the heart of Staines-upon-Thames which provides around one third of all the retail space in the town. This purchase is a major step forward in Spelthorne Council’s wider plan to regenerate Staines-upon-Thames. Along with our other recent acquisitions which include the Oast House, Communications House, Thameside House and Hanover House, the Council is now firmly in the driving seat to deliver the revitalisation of Staines-upon-Thames.

A four week consultation for a new leisure centre will run from 28 February – 27 March. The Council is inviting residents to come along to the public exhibition events being held at the current Leisure Centre on 28 and 29 February to give them the opportunity to find out more. As well as being online, consultation documents are also available at the Council offices, at the leisure centres and in local libraries. To feedback their views, residents can come along to the public event, complete the online survey, email or write to the Council. Paper copies of the questionnaire are also available.

Entries open on 4 March for the Spelthorne Means Business Awards. There are award categories to suit all businesses - large or small.

The Council has fulfilled its commitment to plant a tree in memory of every local soldier killed during the First World War. The commitment was made in 2018 as part of the centenary commemoration events, with the first 100 trees being planted at the Centenary Wood by Laleham Park. Since then, the planting has continued and all 851 trees – one for every soldier lost – have now been planted as a tribute to the fallen.

The owners of the Hope Inn in Stanwell Moor have been convicted for failing to comply with two planning enforcement notices. Sentencing has been scheduled for 6 March.

The Freemasons of Middlesex have made a generous donation of £10,000 to the Mayor’s charity, Eikon. The Mayor introduced the two charities after the Freemasons of Middlesex learnt of Eikon’s plans to introduce a special programme this summer for young people struggling to make the transition from primary to secondary school.

The National Audit Office (NAO) has published a report looking at the amount of money being borrowed by councils to invest in commercial property as a way of offsetting budget cuts. Spelthorne Council was a contributor to the report and met with the NAO team, led by Aileen Murphie, in September 2019 to explain the Council’s own rationale for buying commercial properties. The full report can be viewed at https://www.nao.org.uk/report/local-authority-investment-in-commercial-property/

This year marks the 75^th anniversary of the end of the Second World War and plans are underway for various celebrations in Spelthorne. Friday 8 May has been designated a national Bank Holiday and a special ceremony will be held at the War Memorial in Market Square in Staines. On Saturday 9 May, the Council and Staines BID will also be hosting  ...  view the full minutes text for item 2696.

To note an urgent action undertaken by the Chief Executive.

On 11 February 2020 the Chief Executive in consultation with the Leader, agreed a letting in respect of part 1st floor, Charter Building, Uxbridge and waived contract standing orders in respect of procuring works for 1st and 4th floor, Charter Building. This is not a Key Decision. The matter was considered as urgent action because the tenant required completion of the letting and works before the Cabinet was next due to meet.

Cabinet noted the urgent action undertaken by the Chief Executive, in consultation with the Leader, on 11 February 2020 in relation to a letting in respect of part 1st floor, Charter Building, Uxbridge and waiving contract standing orders in respect of procuring works for 1st and 4th floor, Charter Building. This was not a Key Decision. The matter was considered as urgent action because the tenant required completion of the letting and works before the Cabinet was next due to meet.

To consider any items which the Chairman considers as urgent.

There were none.

To move the exclusion of the Press/Public for the following items, in view of the likely disclosure of exempt information within the meaning of Part 1 of Schedule 12A to the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985 and by the Local Government (Access to information) (Variation) Order 2006.

Resolved to move the exclusion of the Press and Public for the following item in view of the likely disclosure of exempt information within the meaning of Part 1 of Schedule 12A to the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985 and by the Local Government (Access to information) (Variation) Order 2006.

Councillor R.O. Barratt

To consider an exempt report proposing the formation of a limited company to deliver a business waste collection service.

Reason for exemption

This report contains exempt information within the meaning of Part 1 of Schedule 12A to the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985 and by the Local Government (Access to information) (Variation) Order 2006 Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information) and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

(Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Cabinet considered an exempt report on the provision of a business waste service by the Council to the Spelthorne business community to assist them to meet their waste obligations.  The service would promote efficient waste management and help towards tackling issues related to climate change.

Alternative options considered and rejected by Cabinet

Not to proceed with the proposal.

Resolved to:

1.    Authorise the formation of Limited company “A” whose main business will be the collection and disposal of business waste;

2.    Authorise the GHNS to launch a business waste service under the banner of company “A” wholly owned by Spelthorne Borough Council;

3.    Authorise the payment of a start-up loan to company “A” of £450k;

4.    Authorise the appointment of 3 directors to company “A”;

5.    Authorise the creation of 3 new posts within company “A”;

6.    Authorise the GHNS to commence a procurement exercise to purchase a vehicle and equipment on behalf of company “A”;

7.    Delegate the selection of the suppliers in the initial procurement of the vehicle to the GHNS in consultation with the portfolio holder; and

8.    Authorise Limited company “A” to operate as a waste collection and disposal company.

Reasons for recommendation

1.    To provide the Spelthorne business community with a reliable and cost effective business waste service and assist them to become more sustainable.

2.    Generate income to assist the Council in continuing to provide essential front line services at an appropriate level.

Councillor A. Brar

To consider an exempt report proposing the procurement of a specialist housing management and resident support service for the White House Hostel.

Reason for exemption

This report contains exempt information within the meaning of Part 1 of Schedule 12A to the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985 and by the Local Government (Access to information) (Variation) Order 2006 Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information) and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information because, disclosure to the public would prejudice the financial position of the authority in a competitive procurement process by allowing other bidders to know the financial position of the Council.  This in turn prejudices the Council by (i) distorting the procurement process and (ii) prejudicing the opportunity for the Council to achieve a competitive price and good value for money.

(Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Cabinet considered an exempt report concerning the provision of a specialist housing management and resident support service for the White House Hostel.

Options considered and rejected by Cabinet

·         To continue existing negotiations with Salvation Army and SAHA (Salvation Army Housing Association) in isolation

·         To pursue a direct delivery model in isolation

·         To pursue a competitive procurement exercise in isolation

Resolved to:

1.    Note the ongoing contract negotiations between the Council, the Salvation Army and Salvation Army Housing Association;

2.    Authorise the Group Head for Community Wellbeing to commence an appropriate competitive procurement exercise to identify a specialist housing management and resident support service provider;

3.    Authorise the Group Head for Community Wellbeing to commence the development and design of a Direct Delivery Model for specialist housing management and resident support service; and

4.    Note that a further report will be presented to Cabinet later in 2020, which will present all options for specialist housing management and resident support at the White House Hostel.

Reasons for decision

The Council is under a contractual obligation with Homes England to complete and start to occupy the hostel by the end of March 2021. Authorising appropriate officers to appoint a provider will allow sufficient time for a provider to mobilise in advance of this date, and be party to key decisions during the final stages of the build, including the types of furniture, fixtures and fittings, and well as finalise operational logistics of running the hostel.

To provide the Council with viable alternative delivery routes for the specialist housing management and resident support service at the White House Hostel.