Agenda and minutes

To confirm the minutes of the meeting held on 22 March 2017, and the extraordinary meetings held on 5 April 2017 and 27 April 2017 as a correct record.

The minutes of the Cabinet meeting held on 22 March 2017 were agreed as a correct record.

The minutes of the Extraordinary meetings held on 5 April 2017 and the 27 April 2017 were agreed as correct records.

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

Councillor H.R. Williams declared a non-pecuniary interest in relation to item 12 of the agenda – Knowle Green Estates Ltd - as he is a Director of the Company.

Mr Terry Collier, the Chief Finance Officer, declared an interest in relation to item 12 of the agenda – Knowle Green Estates Ltd - as he is a Director of the Company.

Mr Michael Graham, the Head of Corporate Governance, declared an interest in relation to item 12 of the agenda – Knowle Green Estates Ltd - as he is the Company Secretary.

Councillor Williams

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

Cabinet considered the recommendation from the Audit Committee following a review of the Corporate Risk Register.

Resolved that Cabinet approves the Corporate Risk Register as submitted.

Reason for the decision:

Cabinet noted that the Corporate Risk Register accurately reflected the high level risks affecting the Council as well as the progress made on actions previously proposed by the Audit Committee.

Councillor Harvey

To consider the recommendation of the Members’ Code of Conduct Committee on proposed changes to the Petition Scheme and recommend these to Council for approval.

Cabinet considered the recommendation from the Members’ Code of Conduct Committee on a review of the current Petition Scheme.

Resolved to recommend that Council approves the proposed changes to the Petition Scheme in relation to options for responses to petitions as follows:

(a)       Take, or support, the action the petition requests; or

(a)       not to take the action requested for reasons put forward in the debate; or

(b)       note the petition and keep the matter under review; or

(c)       if the content relates to a matter on the agenda for the meeting the petition be considered when the item is debated; or

(d)       the petition be referred to the Cabinet or Overview and Scrutiny Committee for further consideration

Reason for the decision:

Providing Council with a wider choice of responses to petitions will allow it to respond in a more appropriate way to the matters that come before it.

Councillor Barnard

To consider the Council’s response to the Government Consultation on the Draft Airports National Policy Statement and the UK Airspace Policy document on the proposed formation of an Independent Commission on Civil Aviation Noise.

Cabinet considered a report on the Government Consultation on the Draft Airports National Policy Statement.

The report explained that the Government was consulting on the Draft Airports National Policy Statement and the UK Airspace Policy document.  Two exhibition events have been held locally; at Stanwell Moor Village Hall (Tuesday 28 February) and in Egham (Monday 20 February) at which detailed information on both documents was available.  The consultation period closes 25 May 2017.

Alternative options considered and rejected by the Cabinet:

·         Not to respond to the consultation.

Resolved to:

1.    Respond to the Draft Airports National Policy Statement as per Appendix 1 of the report;

2.    Support the proposed formation of an Independent Commission on Civil Aviation Noise, in response to the UK Airspace Policy document.

Reason for the decision:

Cabinet supports the expansion of Heathrow subject to noise, air quality and transport issues being resolved.  It is therefore important to respond to these consultation documents as they will influence the way in which detailed proposals for expansion are assessed.

To receive any announcements from the Leader.

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

Spelthorne’s Sustainability team has exchanged contracts with PodPoint for the installation of eight electric vehicle charging points at the Elmsleigh and Tothill multi-storey car parks. The bays will be installed toward the end of May and will be free to use.

Guildford County Court has upheld a planning injunction issued to an Ashford resident. Mr Van Der Beeck challenged the injunction issued by the Council in 2015 which required him to demolish an outbuilding he had constructed in his garden. The Court upheld the injunction and ordered him to remove the building within four months.

Spelthorne’s Licensing team took part in a joint enforcement day on 19 April with officers from the Immigration Enforcement and Surrey Police. The purpose of the day was to check that all staff employed in the licensed premises had the correct permission to live and work in the UK and that employers were conducting the appropriate checks. Of the seven premises visited, two people from separate premises were found to not have the correct immigration status.

Licensing officers joined Surrey Police and The Vehicle and Operator Services Agency in a Road Safety Education and Enforcement Day at Notcutts Garden Centre in Staines-upon-Thames on 21 April. Several taxi and private hire drivers, including those from neighbouring boroughs, were pulled-over for spot checks.

Improvements have been made to Hengrove Park in Ashford following reports of anti-social behaviour. In addition to increased patrols by the Council and Police, the park will now be locked overnight and kissing gates have been installed to stop motorcycles gaining entry.  

Work is underway for this year’s Junior Citizen - a one-day course held in September which teaches year 6 pupils about staying safe and being good citizens. Topics covered include fire safety, first aid, online security, stranger danger and contacting the emergency services.

Improvements have been made to the subway at Sunbury Cross with new signage being installed and repairs made to the wooden fencing. A Designated Public Place Order which prevents street drinking in the area remains in force until October this year.

Team Spelthorne coaching sessions have started for the Surrey Youth Games which takes place on 17 and 18 June. Places are still available for mixed boccia, girls’ cricket, girls’ junior netball and girls’ touch rugby coaching.

The Staines 10K road race is being held at 9am on Sunday 14 May. Registrations for the race are now closed but residents are encouraged to come along and support the runners. The race starts from Staines Leisure Centre.

Leisure Services has been holding a series of creative writing competitions to mark the centenary of World War 1. Kitty from Riverbridge Primary School and Ryan from Thomas Knyvett College picked up awards for their winning war-time letters at a ceremony held at the Council Offices. A further 20 highly commended students also received certificates of achievement.

The Council has been publicising a scheme which offers subsidised play scheme places for families  ...  view the full minutes text for item 2372.

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 Pinkerton

To consider a report on Spelthorne’s Housing Allocations Policy and the Search Moves partnership agreement.

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 of the amount involved would be likely to give an advantage to a person entering into or seeking to enter into a contract with the authority and disclosure to the public of the terms would prejudice the authority in those or any other negotiations concerning property, goods or services.

Cabinet considered a report on the Single Allocation Policy and Search Moves Partnership agreement.

The Search Moves partnership agreement and the contract with Locata Housing Services both expire in July 2017. Search Moves partners have been in discussion since Autumn 2016 to explore options for ongoing partnership arrangements.

Alternative options considered and rejected by the Cabinet:

·         Retain the status quo

Resolved to:

1.    Undertake a public consultation on proposed changes to Spelthorne’s Housing Allocations Policy to reflect changes to the Search Moves partnership agreement;

2.    Extend and revise the Search Moves Partnership agreement to July 2020;

3.    Extend the I.T. contract between Locata Housing Services and the Search Moves partnership to July 2020.

Reasons for the decision:

1.    To ensure best use of social housing resources within Spelthorne by adopting an independent Allocations Policy which takes into account the local housing situation and legislative and case-law changes.

2.    To provide continuity and contractual clarity between the partners and the I.T. provider.

Councillor Pinkerton

To consider a report on the Large-Scale Voluntary Transfer agreement.

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 of the amount involved would be likely to give an advantage to a person entering into or seeking to enter into a contract with the authority and disclosure to the public of the terms would prejudice the authority in those or any other negotiations concerning property, goods or services.

Cabinet considered a report on an update to the Large-Scale Voluntary Transfer (LSVT) agreement.

Resolved to:

1.    Delegate authority to the Housing Portfolio Holder and the Joint Heads of Community Wellbeing to commence negotiations with A2D, to vary the 1996 LSVT agreement between the Council and Spelthorne Housing Association (now A2D); and

2.    Agree the recommendations in the report.

Reason for the decision:

To secure Spelthorne Council’s position to ensure the best use of social housing resources as a result of changes to the housing market and to Spelthorne Housing Association since 1996.

Councillor Harvey

To consider a report on the relationship between the Council and Knowle Green Estates Ltd.

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 of the terms would prejudice the authority in those or any other negotiations concerning property, goods or services.

Cabinet considered a report on Knowle Green Estates Ltd.

The report explained that the Company has been set up in part as a response to the challenge the Council faces to substitute the removal of the Revenue Support Grant by 2017/18 and to address emergency and affordable accommodation pressures both in terms of supply and impact on the Revenue Budget.

Resolved to:

1.    Note the incorporation and initial activities of Knowle Green Estates Ltd (“the Company”), as described in this report;

2.    Note progress towards the first business plan;

3.    Exercise the Shareholder function of the Council at Cabinet;

4.    Exercise the Council’s shareholder rights to pass a special resolution of the Company to adopt the revised Articles of Association;

5.    Delegate Reserved Matters under the Shareholder Agreement to the Leader of the Council, and where the Leader deems the matter of controversy or requiring further discussion, he may ask Cabinet to deal with the Reserved Matter;

6.    Authorise the Head of Corporate Governance to finalise and document the following arrangements between the Council and the Company:

a.   The draft Shareholder Agreement

b.   The draft Loan and Drawdown Agreement

c.   The draft Resourcing Agreement for the Company to use Council staff and facilities in furtherance of its business

Reason for the decision:

To document the relationship between the Council and the Company and to provide a source of funds to the Company so that it can undertake various projects for the Council which will help achieve the Council’s Corporate Plan objectives of (a) providing another source of income for the Council and (b) providing more housing in the Borough.