Agenda and minutes

To confirm as a correct record the minutes of the Council meeting held on 17 May 2018.

The minutes of the Council meeting held on 17 May 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 no disclosures of interest.

To receive any announcements from the Mayor.

The Mayor announced her upcoming engagements:

Thursday 26th July, Buffet quiz at Staines Football Club

Tuesday 4th September, Buffet and Garden quiz at Notcutts

Friday 7th September, Murder Mystery meal at Stanwell Hotel

Sunday 23rd September, Quiz night at The Bells, Staines

Saturday 29th September, Masonic Race and quiz night, Staines and

Saturday 13th October, Jazz Night at St Peter’s Church Hall

To receive any announcements from the Leader.

The Leader made the following announcements:

“Despite us being on the cusp of the summer break, we are continuing to work hard for our residents and there continues to be much going on in Spelthorne.

Firstly, following Parliament’s approval for a third runway at Heathrow, Cabinet Member Cllr John Boughtflower will be heading up a working group to look in detail at Heathrow’s proposals as they develop. For example, we are strongly opposing a proposal to site up to 25,000 parking spaces, with taxi feeds, car rentals and an HGV lorry park in the Borough. Residents, especially in Stanwell and Stanwell Moor are understandably very concerned and I would like to reassure them that we are, and will continue to do all we can to mitigate this. Indeed, this week we have issued a press release, I have been interviewed on BBC Surrey and we have had frank conversations with Heathrow senior staff to make clear our and residents concerns about this.

Whilst we remain convinced of the overall beneficial impact of a world leading Heathrow Airport we will continue to do all we can to ensure that airport related development is proportionate and brings positive benefits to residents, we are and continue to be very mindful of negative impacts and will not pause in our efforts to seek the best for our residents and remain committed to our recently announced “10 point demands”.

Following the Leisure Centre Members Briefing on 9th May, where many Members attended, and gave unanimous support for the initial proposals and for us to commence initial public consultation, the first stage of consultation on our proposals for a new Spelthorne Leisure Centre commenced on 22nd June and ends on Monday 23 July.  We have been very encouraged by the level of response we have received, with over 1000 questionnaires returned so far. 

We are of course aware of some local concerns and I wish to make it clear that NOTHING has been decided, despite some rather outlandish and in some cases downright dishonest rumours being put about. Our aim has always been to provide the best possible leisure facilities for the borough’s residents, from the youngest to the more mature.  I am mindful that last year we had 578,000 visits, which if one assumes an average of once a month (some visit several times a week), amounts to over 48,000 different people visiting, that’s half of all Spelthorne residents.

The fact is that the existing leisure centre is very close to the end of its life, and rather like an old car, there comes a point when further investment in it is not viable or prudent. We expect to reach that point in about 2 years. If we do not take action shortly then we will be left with only the Sunbury Leisure Centre available for public use.

We remain open to comments on all aspects of the proposals, including the mix of facilities and location.  In view of the level of interest, it will  ...  view the full minutes text for item 170/18

To receive any announcements from the Chief Executive.

The Chief Executive made the following announcement:

“I would like to express my personal gratitude to our JET and Legal Teams and to let them know that we really appreciate the effort they have all put into dealing with the high level of unauthorised encampments we have experienced over the last few weeks. Managing and meeting the operational and administrative deadlines for these encampments have been challenging, to say the least.

I know the Teams have been putting in a lot of extra time, above and beyond the call of duty, and this has truly helped to ensure that we meet our communities expectations in a timely fashion. This hard work has resulted in a successful conclusion to these encampments time and time again. They are all doing a great job contributing talent and skills for the good of Spelthorne.”

The Leader, or his nominee, to answer any questions raised by members of the public in accordance with Standing Order 14.

Note: the deadline for questions to be considered at this meeting is 12 noon on Thursday 12 July 2018.

Two questions have been received to date from Caroline Nichols of Sunbury.

Question 1.  Plastic waste in the local environment

I walk regularly along the narrow ‘green lung’ in Lower Sunbury that links Harfield Road at the Kempton end of the route to Squires Garden Centre in Halliford.  Plastic waste of all shapes and sizes is strewn along the entire length; it is particularly troubling to see the quantity of plastic trapped in the hedgerows around Sivyers Lake and Vicarage Farm.  It is also worrying to witness tiny pieces of plastic material dropping into the drains around the local roads – presumably to end up in the Thames and the North Sea.

The problem of plastic waste in the environment is now so serious that UK citizens are reacting to the disturbing ocean scenes in David Attenborough’s Blue Planet 2 series on BBC 1 which reportedly reached 37m viewers.

Is it now time for the Council to engage with its residents and co-ordinate a mass participation clean-up programme in the Borough?

How is the Council responding to the initiatives in the BBC’s national Plastics Watch campaign?

Question 2.  Sunbury Adult Education Centre

It is being mooted that Surrey’s Adult Education Centre in Sunbury, the last of its type in the Borough, will be sacrificed in the bid to meet housing targets.

What is Spelthorne Borough Council’s position on this proposal?  Is Spelthorne Council aware that the centre provides an essential function as a source of relaxation, wellbeing and self-improvement for different social groups, including the increasing number of carers who are looking after young, disabled or elderly relatives for whom engagement in classes represents a valuable respite activity?  What does Spelthorne Council see as its role in respect to users of the centre and will it be lobbying on their behalf for the Centre’s retention?

The Mayor reported that, under Standing Order 14, two questions had been received from Mrs Caroline Nicholls.

Question 1:

“I walk regularly along the narrow ‘green lung’ in Lower Sunbury that links Harfield Road at the Kempton end of the route to Squires Garden Centre in Halliford.  Plastic waste of all shapes and sizes is strewn along the entire length; it is particularly troubling to see the quantity of plastic trapped in the hedgerows around Sivyers Lake and Vicarage Farm.  It is also worrying to witness tiny pieces of plastic material dropping into the drains around the local roads – presumably to end up in the Thames and the North Sea.

The problem of plastic waste in the environment is now so serious that UK citizens are reacting to the disturbing ocean scenes in David Attenborough’s  Blue Planet 2 series on BBC 1 which reportedly reached 37m viewers.

Is it now time for the Council to engage with its residents and co-ordinate a mass participation clean-up programme in the Borough?

How is the Council responding to the initiatives in the BBC’s national Plastics Watch campaign?”

Response from the Leader, Councillor I.T.E. Harvey:

“Neighbourhood Services officers have already engaged in a number of community and staff litter picks in response to this campaign. In addition to this the Surrey waste partnership, of which we are a member is sponsoring a cross-authority task group aiming to reduce the use of single-use plastics. It is envisaged that this task group will enable sharing of best practice regarding plastic reduction on authorities’ estates, as well as come up with a way forward on how best to engage with residents and other stakeholders.”

Question 2:

“It is being mooted that Surrey’s Adult Education Centre in Sunbury, the last of its type in the Borough, will be sacrificed in the bid to meet housing targets.

What is Spelthorne Borough Council’s position on this proposal?  Is Spelthorne Council aware that the centre provides an essential function as a source of relaxation, wellbeing and self-improvement for different social groups, including the increasing number of carers who are looking after young, disabled or elderly relatives for whom engagement in classes represents a valuable respite activity?  What does Spelthorne Council see as its role in respect to users of the centre and will it be lobbying on their behalf for the centre’s retention?”

Response from the Portfolio Holder for Community Wellbeing, Councillor M. Attewell:

“Thank you for your question Mrs Nichols. The site at Sunbury Adult Education Centre is included in the Council’s Strategic Land Availability Assessment (SLAA). This is the document that identifies land in the urban area that could be developed for housing, employment or other uses. Surrey County Council identified this site, together with many other SCC sites in the borough, as part of their service review, and it was put forward to the Strategic Planning team at the Council as ‘developable in the next 6-10 years’. However, the SLAA makes it clear that the site is  ...  view the full minutes text for item 172/18

To receive any petitions from members of the public.

There were none.

To consider the report of the Head of Corporate Governance.

The Council considered a report on the appointment of Electoral Registration Officer and Returning Officer functions. The appointment was recommended to ensure that the Council has an officer in place to undertake these functions.

Resolved to appoint Daniel Mouawad, Chief Executive, as Electoral Registration Officer and Returning Officer from 8 September 2018.

The Council considered the recommendation of Cabinet from its meeting held on 20 June 2018 on the award of a Spelthorne Pay Supplement for 2018-19.  The report proposed an additional pay award of 0.5% to all scale points with effect from 1 April 2018, in addition to the National Pay Award, to help attract and retain staff. 

Resolved:

1.    that the pay supplement of 0.5% is awarded to all posts on NJC terms and condition; and

2.    a pay award of 2.5% is awarded to posts on Chief Officer and Chief Executive terms and conditions, to be inclusive of any national pay award still to be agreed.

Council considered the recommendation made by Cabinet at its meeting held on 20 June 2018 relating to the budget for the design phase of the redevelopment of Thameside House.

Resolved to approve the capital expenditure budget of £3.75m for the design phase of the project for the redevelopment of Thameside House for 2018/19 - 2019/20.

The Council considered the recommendation from Cabinet at its meeting held on 18 July 2018 on approval of a supplementary capital estimate for property acquisitions within the borough. 

Resolved to:

1.    approve the supplementary capital estimate for property acquisitions within the Borough of £594.859m for 2018/19 to facilitate generating sufficient income to enable the Council to progress its housing and regeneration projects across the Borough;

2.    agree the revised set of prudential indicators which include increasing the operational boundary by £588m and authorised limit for external debt by £586m (Appendix 1) to £1,500m for Operational Boundary and £1,520m for Authorised Limit for 2018/19;

3.    agree the interim policy on Borrowing in Advance of Need described in paragraphs 4.7 to 4.12 of this report for all investments undertaken from 19 July 2018 until Council agrees its new Investment Strategy; and

4.    reconfirm the Council’s Minimum Revenue Provision policy to ensure prudent provision is made to cover repayment of loans.

The Council considered the recommendation from Cabinet at its meeting held on 18 July 2018, to take steps to move to local arrangements for agreeing future pay and local terms and conditions for all Council employees. 

Resolved to:

1.    agree that the Council takes steps to move to local arrangements for agreeing future pay awards for all employees;

2.    agree that the Council takes steps to move to local terms and conditions for all employees;

3.    agree formal proposals for consultation with UNISON and employees;

4.    agree a timetable and process for implementing the move to local pay and conditions from April 2019;

5.    delegate to the Chief Executive (in consultation with the Leader) authorisation to formally conclude a Collective Agreement with UNISON on local pay awards and local terms and conditions; and

6.    delegate to the Chief Executive authorisation to consult directly with staff on local pay awards and local terms and conditions if a Collective Agreement with UNISON cannot be reached by 31 August 2018.  This may run in parallel with any continuing consultation with UNISON to finalise the terms of any Collective Agreement.

The Council considered the recommendation from Cabinet on the Members Allowances Scheme for 2018/19.

The Leader, Councillor I.T.E. Harvey made the following statement:

“I am extremely grateful to the Independent Review Panel for their report into Members Allowances for the year 2018/19.  The Panel have clearly discharged their duties with seriousness and independence of mind as required by the law.  They have looked more closely at allowances and their calculations in this their second report, as they advised in their first.  I was pleased to be asked to provide evidence to the Panel. 

We have received their detailed report and considered their evidence, recommendations and conclusions.  I would also note the input and support which our officers have given the Panel so that it is in a position to produce its report, and here I would note the support of Mrs Gill Scott our Principal Committee Manager. 

There is one element of the report which I would seek to highlight.  The IRP concludes that whilst the councillors’ basic allowance should rise in accordance with the staff pay increase, the special allowances should not.  The reason expressed by the Panel is that they conclude that those special allowances compare well with other councils and it is not therefore necessary.  They are of course entitled to come to that view and the Council has taken it into account. 

The Council is however focussed on having a clear and simple pay policy in order to embed a “one team” approach between officers and members.  A few years ago the councillors allowances had to play “catch up” because they were seriously left behind in the recession.  This was the conclusion of both the Council and the IRP.  Understandably, this catching up exercise did not sit well with staff who had low pay increases during the recession and zero percent increases of their own to contend with. 

This is part of the reason why, having established a suitable baseline for allowances, the Council is keen to ensure that there is parity in the awards for both councillors and officers alike.  That point has been considered by the Panel but they were not sufficiently persuaded by it, and advised a freeze on special allowances. 

Since the Panel concluded its work, the Council has determined that it should move to a Local Pay arrangement.  Consultation on this proposal is about to begin and the Council is hopeful of coming to a collective agreement with the Trade Union.  It is however a sensitive matter and one not to be taken lightly.  Part of the reasoning for our Local Pay approach is to have the flexibility to pay more where we need to, and where we can afford to, because staff pay has fallen in some professions to a level which makes the Council uncompetitive.  This in turn makes it difficult for the Council to deliver statutory services to the people of this Borough. 

We therefore wish to send a strong message to staff that councillors do not view  ...  view the full minutes text for item 179/18

The Council considered the recommendation from Cabinet at its meeting held on 18 July 2018 on approval of capital expenditure for a design team for the redevelopment of the White House site for 2018/19 and 2019/20.

Resolved to approve the budget for the design phase of the project for the creation of a target of 28 affordable units on part of the White House site.

The Council considered a recommendation from Cabinet at its meeting held on 18 July 2018 on approval of the budget for the development of the site known as ‘Property ‘O’.

In order that members could discuss this matter which was an exempt report at Cabinet containing confidential information, it was agreed to defer discussion on the matter to be taken in a Part 2 session at the end of the meeting.

Resolved to defer consideration of the matter to the end of the agenda in Part 2 session.

To receive the report from the Leader of the Council on the work of the Cabinet at its meetings held on 20 June 2018 (attached) and 18 July 2018 (to follow).

The Leader of the Council, Councillor I.T.E. Harvey, presented the reports of the Cabinet meetings held on 20 June 2018 and 18 July 2018, which outlined the matters the Cabinet had decided since the last Council meeting.

To receive the report from the Chairman of the Overview and Scrutiny Committee on the work of her Committee.

In the absence of the Chairman of the Overview and Scrutiny Committee, Councillor S.C. Mooney, the Vice-Chairman, Councillor J. G. Kavanagh, presented the Chairman’s report which outlined the matters the Committee had considered since the last Council meeting.

To receive the report from the Chairman of the Planning Committee on the work of his Committee.

The Chairman of the Planning Committee, Councillor R.A. Smith-Ainsley, presented his report which outlined the matters the Committee had decided since the last Council meeting.

To receive any motions from Councillors in accordance with Standing Order 19.

Note: The deadline for motions to be considered at this meeting was Monday 9 July 2018 and none were received.

There were no motions.

The Leader, or his nominee, to answer questions from Councillors on issues in their Wards, in accordance with Standing Order 15.

Note: the deadline for questions to be considered at this meeting is 12 noon on Thursday 12 July 2018.

One Ward Issue question has been received to date from Councillor R.W. Sider BEM:

Shepperton Town Ward has once more suffered what can only be described as an unwanted encampment of Travellers at the Greeno Centre Recreation Ground, Manor Park and Lower Halliford Green. In the light of this, the local community has suffered not only a high degree of anguish and fear, but instances of wanton vandalism, theft, and a total disregard of council property. In leaving these areas, the council has since been engaged with removing large amounts of general rubbish and litter, disinfecting areas where bushes had been used as toilets, and arranging for repairs to council property to prevent further access. That said, will the Leader and members of all parties of this Council note that in 2017 the cost of dealing with matters such as I have described was in the sum of £50,665. And will they now join me in condemning these intrusions on our community, and congratulate the Group Head of Neighbourhood Services and her team, and those involved with the administration and legal aspects of removing these incumbents, for a job well done, for which those I represent are extremely grateful, and for which such duties were often carried out under duress?

The Mayor reported that one Ward Issue question had been received, in accordance with Standing Order 15.

Question from Councillor R.W. Sider BEM:

“Shepperton Town Ward have once more suffered what can only be described as an unwanted encampment of Travellers at the Greeno Centre Recreation Ground, Manor Park and Lower Halliford Green. In the light of this, the local community have suffered not only a high degree of anguish and fear, but instances of wanton vandalism, theft, and a total disregard of council property. In leaving these areas, the council have since been engaged with removing large amounts of general rubbish and litter, disinfecting areas where bushes had been used as toilets, and arranging for repairs to council property to prevent further access. That said, will the Leader and members of all parties of this council note that in 2017 the cost of dealing with matters such as I have described was in the sum of £50,665, and will they now join me in condemning these intrusions on our community, and congratulate the Head of Neighbourhood Services and her team, and those involved with the administration and legal aspects of removing these incumbents for a job well done, for which those I represent are extremely grateful, and for which such duties were often carried out under duress.”

Response from the Leader of the Council, Councillor I.T.E. Harvey:

“Thank you Cllr Sider and Cllr Smith-Ainsley for your questions. I will take this opportunity to thank all staff involved in the removal of the recent spate of unlawful encampments that have affected our communities across the borough over the last few weeks.

Officers have recently submitted a response to a Government consultation titled “powers for dealing with unauthorised encampments”. In the response we have asked for stronger powers and more guidance from the government on the use of existing powers available to us.

Words may not communicate our sense of gratitude to those staff who went above and beyond their duty to secure a successful end to these intrusions on our public open spaces. I am sure however that I can speak for all members when I say that we value the commitment of the various Spelthorne teams involved.”

The Leader, or his nominee, to answer questions from Councillors on matters affecting the Borough, in accordance with Standing Order 15.

Note: the deadline for questions to be considered at this meeting is 12 noon on Thursday 12 July 2018.

Two general questions have been received to date from Councillors S.A. Dunn and A.E. Friday.

Question from Councillor Dunn:

The Spelthorne Borough signs proudly proclaim that Spelthorne is twinned with Melun.  The Council website states that Spelthorne wishes to develop closer links with Melun.  What steps are currently being taken to achieve this aim and which schools, clubs & associations, in the borough, are already twinned with corresponding ones in Melun?

Question from Councillor Friday:

As a member of the Members’ Development Steering Group it has been disappointing to note the lack of interest shown by some members of this Council to the training seminars offered to them. Does the Leader agree with me that it is important for councillors to attend the training courses provided in order that they can effectively serve the people they represent?

Two further questions were received by the deadline from Councillors R.A. Smith-Ainsley and I.J. Beardsmore.

Question from Councillor Smith-Ainsley:

Those in the Chamber will recall that the borough was recently subjected to a large unlawful encampment of Travellers.  Their encampments caused significant harm to several parks including Ashford Recreation Ground, Manor Park, Greenfield Park, Littleton recreation ground, Lower Halliford Green, Cedars Recreation Ground and Shepperton Recreation Ground.   Jackie Taylor and her JET team worked tirelessly to try to protect our parks, successfully blocking off entrances to Laleham Park. The conditions they worked in were very difficult and often intimidating, sometimes without assistance from other public bodies.  

Would the Leader agree with me that this the work of these officers is another example of ‘Spelthorne Means Business’ and the whole team deserve the appreciation and thanks of this Council and the residents of Spelthorne?

 Question from Councillor Ian Beardsmore:

Across the board every member in this Chamber is worried at the threat to our Green Belt from the proposed numbers of new houses we are expected to build. Much of this extra burden has been inflicted on us by central government guidelines and methodology.  So far our MP has said nothing on this. Will the leader write to him on behalf of all of us expressing our deep concern about it and requesting he raises this issue with government as a matter of the greatest urgency with the aim of finding a solution to the problem?

The Mayor reported that four general questions had been received, in accordance with Standing Order 15, from Councillors S. Dunn, A.E. Friday, R.A. Smith-Ainsley and I.J. Beardsmore.

1.    Question from Councillor Sandra Dunn:

"The Spelthorne Borough signs proudly proclaim that Spelthorne is twinned with Melun.  The council website states that Spelthorne wishes to develop closer links with Melun.  What steps are currently being taken to achieve this aim and which schools, clubs & associations, in the borough, are already twinned with corresponding ones in Melun."

Response from the Leader of the Council, Councillor Ian Harvey:

“Thank you for your question Councillor Dunn.

We are very proud of our links with Melun and Grand Port.  As a Council we always aim to involve them at appropriate points in the calendar where they can participate in our civic life and we can participate in theirs.  For instance, the Mayor goes to Melun annually for the Confreries des Chevaliers du Brie de Melun ceremony. 

In May this year, we entertained 34 visitors, both adults and children, from Melun.  They met at the council offices and had a fish and chip lunch, followed by a talk from the Mayor and a tour of the building.  We then arranged for them to have a personal tour of Kempton Park Racecourse for the rest of the day.

Not surprisingly with the distances involved, we have seen more of our French twins over the years than our Mauritian ones, but even there we have a good news story as we recently hosted Shyam Teeluck, Chief Executive and Nirmal Domah, Chairperson from Grand Port Council.  They were in London on their way back from a conference in Canada.  They came to meet Daniel, Madam Mayor and myself, and we had an opportunity to brief them on local issues in Spelthorne and in turn we heard from them about developments in Mauritius.  They also came last year for a symposium which covered a number of different service areas.  That was a very useful exchange of ideas and learning.

As regards exchanges outside of the Council, I am sad to say that it appears that none of our schools are currently active in exchange programmes.  This is something which we would like to improve.  It is something which I know is dear to the heart of the Mayor and that it has been raised with her by Chrystelle Marosz from Melun when she attended for our most recent Mayor’s Ball.  Hopefully something will come of this. 

There used to be a Friends of Melun active in the community.  In order to answer your question officers have made enquiries with former councillors and schools about current activity through the Friends.  Unfortunately, it does not look to be as active as it could be. 

Like all twinnings, activity often ebbs and flows depending on the people involved. 

I would urge all Councillors who wish to become more involved to volunteer to do so. 

If there is  ...  view the full minutes text for item 187/18

Staines Parochial Charity

1.    To consider the re-appointment of Mrs Denise Turner-Stewart, as a representative Trustee to the Staines Parochial Charity for a further 4 year term until April 2022.

2.    To consider the appointment of Mr Nick Wood-Dow, as a representative Trustee to the Staines Parochial Charity for a 4 year term until July 2022.

The Council considered the appointments of representative trustees to Staines Parochial Charity.

It was proposed by Councillor I.T.E. Harvey and seconded by Councillor A.C. Harman and

Resolved:

1.    That Mrs Denise Turner-Stewart be reappointed as a Council representative trustee to serve on the Staines Parochial Charity for a further four year term of office until April 2022.

2.    That Mr. Nick Wood-Dow be appointed as a Council representative trustee to serve on the Staines Parochial Charity for a four year term of office until July 2022.

It was proposed by Councillor I.T.E. Harvey and seconded by Councillor A.C. Harman and

Resolved to exclude the press and public for the following item in view of the likely disclosure of exempt information within the meaning of paragraph 3 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

The Council considered a recommendation from Cabinet at its meeting held on 18 July 2018 on approval of the budget for the development of the site known as ‘Property ‘O’.

Resolved to approve the budget of £10.7m for the design team and the contractor, for the development of the site.