Agenda and minutes

To confirm as a correct record the minutes of the Council meeting held on 13 December 2018.

The minutes of the Council meeting held on 13 December 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 had circulated leaflets for her upcoming events which included:

Wednesday, 13 March - Race Night at Kempton Park

Friday, 22 March - Spelthorne’s Got Talent

Tuesday, 23 April - St George’s Day Lunch

Saturday, 27 April - Mayor’s Charity Ball

To receive any announcements from the Leader.

The Leader made the following announcements:

“Firstly, I am pleased to announce that on Wednesday 30^th January HRH Princess Alexandra paid a private visit to the Sunbury Walled Garden to view the Embroidery collection.

The new combined reception is now fully reopened and most of the work to relocate staff into renovated offices in the East and South Wings are complete. Congratulations to Siraj and his team for delivering this.

The redevelopment of the Bugle is to all intents and purposes complete and we will be welcoming our first tenants in the next couple of weeks.

Despite the efforts of a few we are now receiving very positive Press coverage, a very fair and balanced article appeared in this Monday’s Financial Times and I was able to explain our rationale on BBC5Live This is Money programme this morning. We are anticipating further positive exposure shortly.

As mentioned at our December Council meeting, we are continuing to work with Staines Park Residents Association towards a “Fields in Trust” commitment for Staines Park.

Our Capital Strategy has been published and property investment FAQs have been added to the website and social media accounts to explain the reasons behind our ambitious, yet prudent, strategy and what is enabling us to achieve.

We have responded to Heathrow’s latest consultation on proposed changes to airspace and future operations. These changes will have an impact on the whole Borough, not just those towns and villages closest to the airport, and don’t just relate to a third runway: they include changes to existingairport operations including the potential for an additional 25,000 flights.

Our response to the consultation includes the following points:

·         We oppose an increase in flights before the third runway is operational and interim measures that will result in newly overflown areas

·         The Compton departure route, which results in low flying planes across our Borough, should be removed as soon as possible.

·         A night-time ban should mean just that, except for emergencies; and fines for breaches of the ban should be used to compensate affected communities.

The consultation closes on 4 March 2019.

Comprehensive responses were also sent in respect of Surrey County Council’s recent consultations which proposed changes to five County Council service areas. Whilst we understand the financial pressure that the County Council is under, we will continue to look carefully at the changes to these services and make representations, where appropriate, to minimise adverse impacts.

Our Council has been working with partners to improve the CCTV coverage in Sunbury with new cameras being installed at Spelthorne Grove and Sunbury Cross roundabout. There are further plans to improve CCTV coverage in other parts of the Borough.

Clare Road shopping parade is the latest area to benefit from improvements following works to the shopping parades in Edinburgh Drive and Groveley Road. Works to improve Woodlands Parade, Ashford are expected to start soon.

As Members will recall we have been working on an initiative called “Every Ward at its best”; a project to deal  ...  view the full minutes text for item 44/19

To receive any announcements from the Chief Executive.

The Chief Executive made the following announcement:

“I should like to put on record my appreciation to all colleagues at Knowle Green for their sterling support and cooperation throughout the consolidation of our operational footprint into two wings of our Civic offices – codenamed Project Lima. As members will have registered, the reoccupation of the ground floor and the commissioning of a new integrated reception marks the final stage of the project that will pave the way for the west wing to be converted into 25 affordable housing units – a physical manifestation of our commitment to putting the communities we serve at the very heart of everything we do.”

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 14 February 2019.

There were no questions from members of the public.

To receive any petitions from members of the public.

There were none.

Council considered the recommendation of the Cabinet on the Treasury Management Strategy Statement for 2019/20.

The proposed Strategy represented an appropriate balance between risk management and cost effectiveness.

Resolved to approve the Treasury Management Strategy Statement for 2019/20.

The Budget Book (green cover) will be issued in a supplementary agenda and will reflect the recommendations considered at the meeting of the Cabinet on 20 February 2019.

The Council considered the recommendation of Cabinet on the detailed Revenue Budget for 2019-20 and the proposed Council Tax for 2019-20. The Mayor referred councillors to the Budget Book (green cover) reflecting the decisions and recommendations made by Cabinet on 20 February 2019, including the precepts being levied by Surrey County Council and the Surrey Police.

The Mayor asked the Council to agree, in accordance with Standing Order 20.4, that the respective Budget speeches of the Group Leaders may each exceed 10 minutes in length if necessary.

Resolved to agree that the respective Budget speeches of the Group Leaders may each exceed 10 minutes in length if necessary.

The Leader of the Council, Councillor I.T.E. Harvey and the portfolio holder for Finance, Councillor H.R. Williams, made a joint statement on the Budget and the Council Tax and moved and seconded the recommendations on the detailed Budget for 2019-20 as set out in the report circulated in the Budget Book.  The Leader of the Ashford and Staines Residents’ Group, Councillor D. Saliagopoulos then made a statement. Councillor I.J. Beardsmore, Leader of the Liberal Democrats declined the opportunity to make a speech.

A copy of Councillors Harvey and Saliagopoulos speeches are attached to these minutes as Appendices A and B respectively.

At the conclusion of the debate on the Revenue Budget, the Mayor explained it was a legal requirement to record in the minutes of the proceedings the names of the persons who cast a vote for the decision or who abstained from voting.

The voting was as follows:

Resolved:

1. To continue the Council’s Local Council Tax Support Scheme with the current rules and regulations;
2. To continue the complete disregard of war pension / armed forces pension income from benefit calculations;
3. The growth and savings items as set out in the report’s appendices;
4. The Council Tax Base for the whole council area for 2019/20. [Item T in the formula in Section 31b(3) of the local government Finance Act 1992, as amended (the “act”)] should be 39,688.00 band D equivalent dwellings and calculate that the Council Tax requirement for the Council’s own purpose for 2019/20 is £202.44 Per Band D equivalent dwelling;
5. To approve a £5 or 2.53% increase on Band D in the Spelthorne Borough Council element of the Council Tax for 2019/20. Moreover:

a)    The revenue estimates as set out in Appendix 1 be approved.

b)    No Money, as set out in this report is appropriated from General Reserves in support of Spelthorne’s local Council tax for 2019/20.

c)    To agree that the Council Tax base for the year 2019/20 is 39,688.00  ...  view the full minutes text for item 49/19

Council considered the recommendation of the Cabinet on the Capital Programme for the period 2019/20 to 2022/23 in the light of the available resources and the corporate priorities and the Prudential Indicators for 2019/20 to 2022/23.

Resolved to approve:

1.    the Capital Programme for 2019/20 to 2022/23

2.    the Prudential Indicators for 2019/20 to 2022/23

Council considered the recommendation of the Cabinet on the Capital Strategy.

The aim of the Capital Strategy was to provide a clear and concise account to residents and other stakeholders of how the Council is going to prioritise its capital expenditure in the short, medium and long term, and how it manages risks with respect to delivering those capital objectives.

The proposed Capital Strategy had been created in line with guidance documents provided by CIPFA.

Resolved to adopt the Capital Strategy as attached to the supplementary agenda.

Council considered the recommendation of the Cabinet on the Pay Award 2019/20.

The proposal had been subject to consultation and negotiation with UNISON.

Resolved to approve the 2019/20 pay award of 2.5% to all staff.

Council considered the recommendation of the Cabinet on the Pay Policy Statement for 2019/20.

The Pay Policy Statement set out the Council’s policies on a range of issues relating to the pay of its workforce, particularly its senior staff and the lowest paid employees, including:

•         Remuneration of its Chief Officers

•         Remuneration of its lowest paid employees

•         The relationship between the remuneration of its Chief Officers and the remuneration of those employees who are not Chief Officers

•         The publication of and access to information relating to remuneration of Chief Officers.

Resolved to approve the Pay Policy Statement 2019/20.

Council considered the recommendation of the Cabinet on the Members’ Allowances Scheme for 2019/20, as set out in Annex 1 to the Independent Remuneration Panel’s report.

Resolved to approve the recommendations of the Independent Remuneration Panel in relation to the Members’ Allowances Scheme 2019-2020, as set out below:

¹ On an assumption of a 2.5% staff pay award

² Based on the existing Cabinet and excluding the Leader, Deputy Leader and Cabinet member for Finance

Council considered the recommendation of the Cabinet on the capital programme provision for the demolition of Laleham Park Pavilion and toilets, and replacement with a new toilet facility and hardstanding area for mobile catering.

Resolved:

1.    to approve the capital programme provision of £200,000 for Laleham Park Pavilion is carried forward from 2018/19 to 2019/20 and

2.    that the capital provision is increased by £50,000 to a total of £250,000.

Council considered the recommendation of the Members’ Code of Conduct Committee on the appointment of Independent Persons 2019–2023.

Resolved:

1.    That the Monitoring Officer (Michael Graham) be authorised to establish a Joint Appointments Panel with participating Surrey councils’ monitoring officers so that the Panel may:

(a)  advertise for, short-list, and interview candidates and

(b)  make recommendations to the respective councils for the appointment of Independent Persons under Section 28(7) of the Localism Act 2011, for a four-year term of office expiring in May 2023;

2.    That the Independent Persons appointed by this Council be entitled to receive the same level of travelling expenses as are provided for councillors under the Scheme of Allowances for Councillors; and

3.    That the Monitoring Officer be authorised to withdraw from joint arrangements in the event that we are not content with the process or proposed  appointments, and make separate arrangements for Spelthorne Borough Council to appoint its Independent Persons.

Council considered the recommendation of the Members’ Code of Conduct Committee on the Policy on Gifts, Hospitality and Sponsorship.

It was moved and seconded that the Policy on Gifts Hospitality and Sponsorship be amended as proposed in the supplementary agenda papers, and subject to the following changes proposed by the Committee:

a.    That the nominal value for gifts be raised to £50;

b.    Offers of hospitality open to all members to be recorded by officers

c.    Gifts below the nominal value received by Refuse operatives, Community Day centre staff, Meals on Wheels and Spelride drivers from grateful members of the public are not required to be recorded

d.    Gifts below the nominal value received by the Mayor or Deputy Mayor, in the course of fulfilling their civic role are not required to be recorded.

The Monitoring Officer thanked the Committee for their consideration of his report on the Policy and advised the Council on the recommendations before them.

Councillor H.R. Williams moved and Councillor I.T.E. Harvey seconded an amendment to the recommendation as follows:

under part a. – amend the words “be raised to £50” to read “remain at £35”

and remove part d. in its entirety.

The Leader, Councillor I.T.E. Harvey, called for a recorded vote on the amendment.

The vote was as follows:

The amendment was carried.

The Council then voted on the substantive motion and

Resolved that the Policy on Gifts Hospitality and Sponsorship be amended as attached and subject to the following changes proposed by the Committee:

a.    That the nominal value for gifts remain at £35;

b.    Offers of hospitality open to all members to be recorded by officers and

c.    Gifts below the nominal value received by Refuse operatives, Community Day centre staff, Meals on Wheels and Spelride drivers from grateful members of the public are not required to be recorded.

To receive the report from the Leader of the Council on the work of the Cabinet at its meeting held on 20 February 2019.

The Leader of the Council, Councillor I.T.E. Harvey, presented the report of the Cabinet meeting held on 20 February, which outlined the matters the Cabinet had decided since the last Council meeting.

To receive the report from the Chairman of the Audit Committee on the work of her Committee.

The Vice-Chairman of the Audit Committee, Councillor H.A. Thomson, presented a report on behalf of the Chairman, which outlined the matters the Committee had decided since the last Council meeting.

He also made the following statement:

“At the Audit Committee on 5^th February, the external auditors signed off, with an unqualified opinion, the Statement of Accounts for 2016/17. This opinion had been significantly delayed due to the amount of time KPMG has spent coming to a view on its Value for Money opinion.

Members will be aware that KPMG has issued a qualified adverse opinion on the Council’s 2016/17 arrangements to secure economy, efficiency and effectiveness in its use of resources, or ‘Value for Money’ opinion. This was in relation to the purchase of the BP campus. It is important to understand that the ‘Value for Money’ opinion is not about a judgement on whether the BP transaction itself represents “value for money” for the Council, but rather is a the auditor’s view on whether the governance arrangements would result in decisions that are likely to contribute towards value for money. The auditors did comment to the Committee that if the value of the transaction had been lower the opinion would have been “non-standard” rather than “adverse”

 The Council has put on record that it disagrees with the auditor’s findings that there were ‘significant weaknesses’ in those arrangements, for the following reasons:

·         The Council’s failure to publish decisions delegated to officers in the correct format in the Council’s view has no bearing on securing economy, efficiency and effectiveness.

·         The Council provided an audit trail of the decision making process consisting of a large volume of documentation in the form of emails. Due to the timing of the BP purchase, teleconferences were necessary between our advisors, senior officers and councillors. These emails ensured a written record of decision taking and the discussions which took place during those calls.

·         The Council had fully considered the financial impact on the Authority at the end of the BP 20 year lease. It had assessed alternative use values for the site, bearing in the mind the strength of the location close to an expanding Heathrow and a future Crossrail 2 station, with reports from competent professionals which had been shared with the auditors.

·         The Council had considered and took into account Counsel’s opinion on the proportionality of the BP investment in making its decision. The fact this consideration was not documented has no bearing on whether the Council can deliver its services and secure economy, efficiency and effectiveness.”

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

The Chairman of the Licensing Committee, Councillor R.W. Sider BEM, presented his report which outlined the matters the Committee had decided since the last Council meeting.

Councillor D. Saliagopoulos asked what was being done to address the numbers of taxis parking outside the rank on Gresham Road. Councillor Sider explained that attempts to increase ranks both at this location and in the town centre had not been successful. He offered to raise the matter with officers and respond directly to Councillor Saliagopoulos.

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

The Chairman of the Overview and Scrutiny Committee, Councillor S.C. Mooney, presented her report which outlined the matters the Committee had decided since the last Council meeting.

To receive the reports from the Chairman of the Planning Committee on the work of his Committee at its meetings held on 9 January and 6 February and the extraordinary meeting held on 12 February 2019.

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.

Councillor Smith-Ainsley thanked the principal Planning Officer, Russ Mounty, for his comprehensive report and presentation on the Shepperton Studios application. The debate on this matter of national significance, heard at Committee on 12 February, had been a credit to the Council.

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 month year and none were received.

No motions were received.

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 14 February 2019.

There were no questions on Ward issues.

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 14 February 2019.

No General questions were received.