Agenda and minutes

To confirm the minutes of the meeting held on 21 March 2018 as a correct record.

The minutes of the Cabinet meeting held on 21 March 2018 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.

Councillor Barnard

To consider the recommendations from the Local Plan Working Party at its meetings held on 21 March and 18 April 2018.

A copy of all the documents referred to in the Local Plan Working Party minutes will be placed in the Members’ Room. They will be made public following the meeting, subject to Cabinet’s agreement to the recommendations.

Cabinet considered the recommendations from the Local Plan Working Party at its meetings held on 21 March and 18 April 2018.

A copy of all the documents referred to in the Local Plan Working Party minutes were placed in the Members’ Room.

Resolved to agree:

·        to publish:

o   the Gypsy and Traveller Accommodation Assessment

o   the interim Strategic Flood Risk Assessment

o   the Employment Land Needs Assessment

o   the Retail and Town Centre Study;

·        the Consultation Strategy for the upcoming Issues and Options consultation for the new Local Plan; and

·        the content of the Consultation Paper, and gave authority to the Strategic Planning Manager to make minor amendments and corrections that do not affect the overall content.

Councillor Howard Williams

To consider the recommendation from the Audit Committee on the Corporate Risk Register.

Cabinet considered the recommendation from the Audit Committee on the Corporate Risk Register.

Resolved to approve the Corporate Risk Register as submitted.

Reason for Decision

To continue to support the Authority in its mitigation and management of risks which may pose a threat to the Council’s business delivery.

Councillor Howard Williams

To consider the recommendation of the Audit Committee on the Anti-Fraud, Bribery and Corruption Strategy and make a recommendation to Council.

Cabinet considered the recommendation of the Audit Committee on the Anti-Fraud, Bribery and Corruption Strategy.

Resolved to:-

1.    note the report and

2.    recommend the amended Anti-Fraud, Bribery and Corruption Strategy to Council for approval.

Reason for Decision

The Strategy forms part of the Council’s Constitution and is in line with best practice. The Strategy continues to underpin the Council’s commitment to prevent all forms of fraud, bribery and corruption, demonstrating the important role it plays in the overall corporate governance framework.

Councillor Tony Mitchell

To consider the review of the Procurement Strategy.

Cabinet considered the review of the Procurement Strategy and action plan which had been updated following the appointment of the Procurement and Contracts Manager in September 2017. This had enabled the Council to start fully implementing the strategy and ensure its contract register is up to date.

Due to ongoing financial pressures the Council needs to ensure money is spent wisely and the Strategy aims to achieve this by setting clear objectives for procurement and contract management to help deliver savings.

Alternative options considered and rejected by Cabinet:

·         Not to approve the Procurement Strategy.

Resolved to approve the Procurement Strategy and action plan.

Reason for Decision

To provide support for the Procurement Strategy so as to further enhance the financial stability of the Authority by way of robust contract management mechanisms.

To receive any announcements from the Leader.

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

The Council has implemented new government legislation which gives local authorities more powers to help people who are at risk of becoming homeless. The changes will mean that people in danger of losing their homes are being offered help at an earlier stage.

Residents on the Housing Register have been asked to reapply, following changes to the way the Council measures eligibility for social housing. Residents will be assessed and given new bandings from 23 April.

Gardeners and residents attended the launch of this year’s Spelthorne in Bloom on Monday 16 April at Notcutts Garden Centre in Staines. The focus of the evening was to present the prizes for the Children’s Poster Competition. The winner was 10 year old Nandita Jena from Riverbridge Primary School in Staines, whose winning poster will be printed on all the entry forms and posters.

Money from the Leader’s Windfall Grant, councillors’ Better Neighbourhood Grants and a contribution from County Councillor Richard Walsh’s Members Allocation has been used to improve the area around Shepperton Lock. The makeover includes new signage, groundworks, resurfacing and remarking of the parking area and refurbishment of the toilet block.

Pupils across Spelthorne put their creative skills to the test by entering the Council’s WW1 themed art competition to commemorate the centenary of the Great War. The winners, Jositha from Staines Preparatory School and Yasmeen Yusef-Burell from Bishop Wand School, were presented with awards from the Mayor and a cash prize for their school. All the entries were displayed at Spelthorne Museum over the Easter holidays.

Borough and district councils across Surrey have been working together to agree a county-wide policy to make child sexual exploitation and safeguarding awareness training compulsory for all taxi and private hire drivers. This is part of the work being done to protect and identify children or vulnerable adults at risk in the county. Current licensed drivers have until May 2019 to complete the training and new applicants will have to complete it before being granted a licence.

The refurbishment of the refreshment kiosk at Lammas Recreation Ground is nearing completion with an opening planned for 25 May when the spray ground opens for the season. Funding for the refurbishment came from the Leader’s Windfall Grant.

The project to install Solar PV panels to Fordbridge and Staines Community Centres has now been completed. The renewable energy generated will reduce the electricity bills and the associated carbon emissions of both centres.

A funding bid has been submitted to the Enterprise M3 Growth Fund for the installation of electric vehicle charge points at key locations across the borough. The outcome will be known in July.

The Council’s recycling rate for Q3 in 2017/18 was 49.5% - 1.2% higher than Q3 the previous year.  The increase was primarily due to increases in food and garden waste tonnage. 

New benches and bins have been installed in Staines High Street.

The Communications team is starting a project to update the  ...  view the full minutes text for item 2481.

To consider any items which the Chairman considers as urgent.

There were none.

To move the exclusion of the Press/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.

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.

To note urgent action taken by the Chief Executive in relation to the award of contract for the provision of Insurance Services.

Reason for exemption

The report on the award of contract for the provision of insurance services 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 as the bidders have not yet been advised of the outcome of the tender process and there is a statutory standstill period to be observed and tenderers need to be fully advised of the merits of their tender against the other. If tenderers were aware that this information is made available to the public prior to their notification it might discourage them from submitting tenders to the Council.

Cabinet noted the urgent action taken by the Chief Executive in relation to the award of contract for the provision of Insurance Services.

Councillor Harvey

To consider the acquisition of a site as an investment asset.

Reason for exemption

This report contains exempt information within the meaning of paragraph 3 of Schedule 12A of 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): 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 the bidding process for the site by allowing other bidders to know the position of the Council.  This in turn prejudices the Council by (i) distorting the bids process and (ii) prejudicing the opportunity for the Council to acquire a site through the Council for the prudent management of its financial affairs.

Cabinet considered an exempt report regarding the acquisition of Property ‘K’.

This property is of strategic importance and value and the acquisition of this links to the assets and income generation strand of the Council’s transformation programme known as ‘Towards a Sustainable Future’.

Alternative options considered:

·         Formally agree not to submit a bid  

Resolved to:

1.    Approve the acquisition of the investment asset identified in this report;

2.    Formally agree the offer submitted, and authorise the Chief Executive to undertake any necessary subsequent negotiations (including a further bid if required) and complete the acquisition of the asset (in consultation with the Chief Finance Officer, the Leader and the Cabinet Member for Finance);

3.    Authorise the Chief Finance Officer to decide (i) the most financially advantageous funding arrangements for the purchase, (ii) the most tax efficient method of holding the asset, and overall to ensure the acquisition is prudentially affordable; and 

4.    Authorise the Head of Corporate Governance to enter into any legal documentation necessary to acquire the asset

Reasons for decision:

It will bring in a steady income stream for the term of the lease.  The income stream will assist in the future ongoing financial stability of the Council.

Councillor Harvey

To consider the acquisition of a site as an investment asset.

Reason for exemption

This report contains exempt information within the meaning of paragraph 3 of Schedule 12A of 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): 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 the bidding process for the site by allowing other bidders to know the position of the Council.  This in turn prejudices the Council by (i) distorting the bids process and (ii) prejudicing the opportunity for the Council to acquire a site through the Council for the prudent management of its financial affairs.

Cabinet considered an exempt report regarding the acquisition of Property ‘L’.

This property is of strategic importance and value and the acquisition of this links to the assets and income generation strand of the Council’s transformation programme known as ‘Towards a Sustainable Future’.

Alternative options considered:

·         Formally agree not to submit a bid  

Resolved to:

1.    Approve the acquisition of the investment asset identified in this report;

2.    Formally agree the offer submitted, and authorise the Chief Executive to undertake any necessary subsequent negotiations (including a further bid if required) and complete the acquisition of the asset (in consultation with the Chief Finance Officer, the Leader and the Cabinet Member for Finance);

3.    Authorise the Chief Finance Officer to decide (i) the most financially advantageous funding arrangements for the purchase, (ii) the most tax efficient method of holding the asset, and overall to ensure the acquisition is prudentially affordable; and 

4.    Authorise the Head of Corporate Governance to enter into any legal documentation necessary to acquire the asset

Reasons for decision:

It will bring in a steady income stream for the term of the lease.  The income stream will assist in the future ongoing financial stability of the Council.

Councillor Harvey

To consider the acquisition of a site as an investment asset.

Reason for exemption

This report contains exempt information within the meaning of paragraph 3 of Schedule 12A of 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: 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 the bidding process for the site by allowing other bidders to know the position of the Council.  This in turn prejudices the Council by (i) distorting the bids process and (ii) prejudicing the opportunity for the Council to acquire a site through the Council for the prudent management of its financial affairs.

Cabinet considered an exempt report regarding the acquisition of Property ‘M’.

This property is of strategic importance and value and the acquisition of this links to the assets and income generation strand of the Council’s transformation programme known as ‘Towards a Sustainable Future’.

Alternative options considered:

·         Formally agree not to submit a bid  

Resolved to:

1.    Approve the acquisition of the investment asset identified in this report;

2.    Formally agree the offer submitted, and authorise the Chief Executive to undertake any necessary subsequent negotiations (including a further bid if required) and complete the acquisition of the asset (in consultation with the Chief Finance Officer, the Leader and the Cabinet Member for Finance);

3.    Authorise the Chief Finance Officer to decide (i) the most financially advantageous funding arrangements for the purchase, (ii) the most tax efficient method of holding the asset, and overall to ensure the acquisition is prudentially affordable; and 

4.    Authorise the Head of Corporate Governance to enter into any legal documentation necessary to acquire the asset

Reasons for decision:

It will bring in a steady income stream for the term of the lease.  The income stream will assist in the future ongoing financial stability of the Council.