1 The purpose of the Staines Masterplan Task Group (“the Task Group”) is to:

1.1. Assist in the development of the Staines Masterplan for Spelthorne Borough Council, ensuring alignment with the Council’s strategic objectives, the emerging Local Plan, the Infrastructure and Recovery Plan and relevant national guidance.

1.2. Inform the deliberations of the Deputy Chief Executive and the Chair of Environment and Sustainability (E&S) Committee for them to make decisions necessary at each Gateway point for the project to progress which will then be reported to the E & S Committee as appropriate.

2 The role of the Group is to:

2.1 Act in an advisory and consultative capacity on all matters relating to the Staines Masterplan.

2.2 Provide input on design principles, land use, infrastructure, sustainability, and community engagement to shape the Masterplan.

2.3 Meet at key gateway points aligned with the project timeline to review progress, provide feedback and critically inform the Deputy Chief Executive and Chair of E&S Committee so they can make the decisions required at gateway points. Meetings will be held during business hours and last no longer than one hour.

2.4 Attend briefings prior to relevant committee meetings to enable members to champion the Masterplan and respond to questions.

2.5 Champion the Staines Masterplan project with other elected members, residents, and community groups. This may include involvement in promotional activities.

3 Membership

3.1 The Task Group will be a cross-party group of at least 6, but no more than 9 members, not necessarily drawn from the (E&S) Committee. At least 2 members will be drawn from Corporate Policy and Resources Committee as the appointing committee.

3.2 Political proportionality does not apply.

3.3 There will be a quorum of 3 Members at any meeting.

3.4 The Task Group will operate for the duration of the Staines Masterplan project. Members will be encouraged to commit for the full project term to ensure continuity and consistency. Any future changes in membership can be approved by the Deputy Chief Executive in consultation with the Chair of the E&S Committee.

4 Chair

4.1 The Chair of the Group will be the Chair of E&S Committee throughout the duration of the Staines Masterplan project.

5 Meetings

5.1 Meetings will be internal and confidential to the Council. At the Chair’s discretion, some meetings may be open to all members of the Council, particularly those involving external speakers, to encourage wider engagement.

5.2 Ahead of each meeting where a gateway decision needs to be taken, the relevant information and the detail of the decision that needs to be taken will be circulated in advance, so members of the Task Group can be fully informed and prepared ahead of meetings.

6 Decisions

6.1 The Deputy Chief Executive in consultation with the Chair of E&S Committee will has delegated authority to make decisions at agreed gateway points throughout the project and these decisions will be recorded and reported to the E&S Committee. This will ensure progress can be maintained at each gateway and avoid unnecessary delays. Decisions outside these defined gateways or beyond the agreed scope will remain the responsibility of the E&S Committee or Council as appropriate.

7 Confidentiality

7.1 Meetings are not open to the public and papers are confidential to enable free and open discussion on sensitive matters before making decisions at agreed gateway points. Decisions taken under delegated authority will be recorded and reported to the E&S for transparency.