Issue - meetings

Committee is asked to:

1.    Approve the Council entering into an inter-authority agreement with Runnymede Borough Council for the delivery of CCTV monitoring and maintenance services, for a term of two (2) years with an option to extend for a further one (1) year, subject to mutual agreement between both parties;

2.    Approve a maximum contract value referenced in 3.1 and as detailed with (exempt) Appendix A, in accordance with the appropriate level of delegation as set out in the Spelthorne Borough Council Constitution;

3.    Delegate authority to the Group Head Corporate Governance to finalise and enter into the agreement and any ancillary documentation, including any minor amendments.

Appendix A 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 any lease, contract or other type of negotiation with the tenant or developer, who could then know the position of the Council

Committee resolved to:

1.    Approve the Council entering into an inter-authority agreement with Runnymede Borough Council for the delivery of CCTV monitoring and maintenance services, for a term of two (2) years with an option to extend for a further one (1) year, subject to mutual agreement between both parties and subject to delegating authority to the Chair and Vice-Chair of Community Wellbeing to approve the Key Performance Indicators and the Service Level Agreement by 30 June 2026,

2.    Approve a maximum contract value referenced in 3.1 and as detailed with exempt Appendix A, in accordance with the appropriate level of delegation as set out in the Spelthorne Borough Council Constitution; and

3.    Delegate authority to the Group Head Corporate Governance to finalise and enter into the agreement and any ancillary documentation, including any minor amendments

The Committee were advised that the contract that the Council had with Runnymede Borough Council for CCTV monitoring and maintenance of the equipment had ended in March 2026 and therefore approval was sought to enter into a new contract for a period of 2 years with an option to extend for a further 1 year.

The Committee expressed concern that there were no KPIs or Service Level Agreements included with the report and that they would be unable to make an informed decision without these. The Group Head Neighbourhood Services advised that she would be able to provide these within 2 weeks. The Committee considered whether the item should be deferred until the next meeting of the Committee or whether delegated authority be given to the Chair and Vice Chair of the Committee to agree the KPIs outside of the meeting.

It was proposed by Councillor Sexton, seconded by Councillor Gyawali and resolved by the Committee to amend the report recommendation to include delegated authority given to the Chair and Vice Chair of the Committee to agree proposed Key Performance Indicators (KPIs).

Committee resolved to:

1.     Approve the Council entering into an inter-authority agreement with Runnymede Borough Council for the delivery of CCTV monitoring and maintenance services, for a term of two (2) years with an option to extend for a further one (1) year, subject to mutual agreement between both parties and subject to delegating authority to the Chair and Vice-Chair of Community Wellbeing to approve the Key Performance Indicators and the Service Level Agreement by 30 June 2026,

2.     Approve a maximum contract value referenced in 3.1 and as detailed with exempt Appendix A, in accordance with the appropriate level of delegation as set out in the Spelthorne Borough Council Constitution; and

3.     Delegate authority to the Group Head Corporate Governance to finalise and enter into the agreement and any ancillary documentation, including any minor amendments