Agenda and minutes

The Council will observe one minute’s silence in memory of Mary Madams.

The Council observed one minute’s silence in memory of Mary Madams, Councillor for Laleham and Shepperton Green.

To confirm as a correct record the minutes of the Council meetings held on 24 February 2022 and 10 March 2022.

The minutes of the Council meetings held on 24 February 2022 and 10 March 2022 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.

A special award will be presented to representatives of Voluntary Support North Surrey.

A special award was presented to representatives of Voluntary Support North Surrey.

An embroidery, commemorating the work of over 1,000 volunteers across Spelthorne, would be permanently displayed in the Council Chamber.

To receive any announcements from the Mayor.

The Mayor made the following announcements:

“Since the last Council meeting the Mayoress and I have continued our activities, both in Borough and further afield.

Due to the full agenda tonight I do not intend to bore you with every event but they include planting trees, opening outdoor gyms, supporting other Mayors, and attending various Voluntary sector events, including the Civic Awards presentation in this Chamber on Tuesday of last week. We also presented the winners trophies at the London Irish minis festival last Sunday.

I want to thank Staines & Lammas Brass Band and Sunbury Cricket Club Chain Gang bands for hosting music events for my charities recently.

On the 17^th March we held a Mayors Business Reception at Guy Salmon Jaguar Land Rover in Sunbury. This was attended by representatives of business large and small, as well as Mayors from across Surrey.

As you will all be aware tomorrow we are hosting the Mayors Charity Spring Blossom Ball , but bookings have now closed.

On Friday 13^th May the Mayoress is hosting a Fizz and Film afternoon at Shepperton Studios, and has obtained special permission to show the remake of West Side Story. It is ladies only and you can book via the Mayors Office.

Regrettably we continue to haemorrhage staff due to a number of factors, including one that we cannot overlook and that’s the obvious political issues that have been given a negative press.  Now we have to say goodbye to Jayne Brownlow and Deborah Ashman who are both retiring, as well as Nick Cummings who is moving to pastures new. I would like to thank them all for their very significant efforts on behalf of the residents of Spelthorne and wish them the very best for the future.

Finally I am delighted to announce that after a two year moratorium we are now able to send representatives to the forthcoming Queens Garden Party and two members of staff who did exceptional service during the early days of COVID will be attending next month. I am sure they will enjoy the day.

Thank you”.

To receive any announcements from the Leader.

The Leader made the following announcements:

“The thoughts of this Council remain with the people of Ukraine who continue to face awful atrocities. The Council’s housing team have undertaken house visits to identify suitable properties in the Borough for hosting Ukraine families. My deepest thanks go to the many residents who have shown such kindness by opening their homes to support, to date, up to 80 potential guests.

Last week, the Council played host to the Spelthorne Civic Awards. I would like to extend my congratulations to all those honoured. The full ceremony can be viewed on the Council’s YouTube channel – Spelthorne TV.

The annual Spelthorne Business Awards are now open for entries up until 2 October. There are two new categories to enter this year, including best construction business and best innovative business. Please visit our website for further information.

In a bid to help residents get more active following the Coronavirus pandemic, 10 new outdoor gyms have been installed in parks in Ashford, Laleham, Shepperton, Staines-upon-Thames, Stanwell Moor and Sunbury.

A consultation is being run to gain the views of residents on proposed changes to the Council's Housing Allocation Policy. In response to increasing demand for social housing and the existing levels of homelessness, amendments to the allocations policy are needed to ensure that it reflects current priorities and that applicants who are most in need are prioritised. The consultation will close on Wednesday 1 June.

A by-election will be held on 25 May in Shepperton and Laleham ward following the sad passing of Cllr Mary Madams. The thoughts of this Council remain with her friends and family and I would like to thank Councillors for their earlier tributes.

And finally, plans for the Queen's Platinum Jubilee bank holiday are gathering pace. There will be lots of events in Spelthorne, including musical picnics in the park, and residents should check our website for more details. We have also received over 80 street closure applications across the Borough from residents looking to host their own celebrations.  Along with the CEX, I have signed off many Better Neighbourhood Grant forms from Councillors in support of such celebrations and the opportunity to provide funding from the scheme to residents is still available up to the 9 May.”

To receive any announcements from the Chief Executive.

The Chief Executive made the following announcements:

“Last Month this Council published its new Customer Charter. The charter describes the level of service a resident or customer can expect to receive from across all departments at the Council in line with our corporate values and service delivery priorities. The charter has some specific expectations – including how we will respond to calls and emails but more importantly the policy communicates our commitment to how we will treat others and what steps residents themselves can take to help enquires be responded to as effectively as possible. Our customer pledge is displayed online and in reception, here at Knowle Green.

Last week was a particularly Surrey-centric week in which we welcomed three distinguished visitors to Knowle Green. First was the Lord Lieutenant of Surrey Michael More-Molyneux attending the Civic Trust Awards, followed by the Leader of Surrey County Council, Cllr Tim Oliver attending the Corporate Policy Resource Committee and finally the Chair of the Surrey Civilian Military Partnership Board, Helyn Clack (who is also the Chairman of Surrey County Council) attending a Spelthorne Armed Forces Covenant meeting hosted by Cllr Sider and myself.

It was in the context of the discussion around the Defense Employer Recognition Scheme – for which Spelthorne Borough Council secured a Gold Award – that we also noted the sad passing of Bill Sykes BEM, a distinguished veteran and much-loved member of the Ashford community who celebrated his 102nd birthday in November and will be greatly missed at the Fordbridge Veterans' Hub.

Tonight, this Chamber has recognised the extraordinary selfless and compassionate support our local volunteers make to the vitality of our community and Borough. One of the many locals recognised by way of this special embroidery award was Mrs Shirley Proud who sadly passed away on 16th March.

Mrs Proud has been an active volunteer for decades and was a keen participant with Spelthorne Civic Pride, planted trees, litter picked, volunteered at the Swan Sanctuary and campaigned for what she believed in, including Staines Park, which she was instrumental in securing as a Field in Trust.

I am sure Mrs Proud would literally have been ‘proud’ of the fact that Defra and Keep Britain Tidy had selected Staines Park as a winner of a Bees’ Needs Champions Award, in the national Local Authority and Community category. Thank you and congratulations to Staines Park Residents Association.

Spelthorne Borough Council are also currently working with the Local Government Association to understand our employee experience at work through our annual staff survey which will take place next month. Following our survey last year, which was instrumental in shaping our hybrid working policy, this year’s survey will focus on culture and values, wellbeing at work, as well as recruitment and retention. The LGA approach is developed by the sector for the sector and the survey content, delivery and evaluation will improve the understanding of our employee experience at work.

The LGA has surveyed more than 40,000 local government employees over several  ...  view the full minutes text for item 43/22

The Leader, or his nominee, to answer any questions raised by members of the public in accordance with Standing Order 13.

The Mayor reported that, under Standing Order 13, one question had been received from a member of the public.

1.    Question from Alan Doyle :

‘“The moratorium on development in Staines: how much has that cost Spelthorne Council?”

Response from Councillor L Nichols, Leader of the Council

“The direct impact of the moratorium was to delay the development of two Council owned sites – Thameside House and the Oast House. The moratorium was put in place by the Cabinet on 25 January 2021 and formally ended at the Corporate Policy and Resources Committee on 19 January 2022. The costs associated with the two properties during this period was £939,000, which is mainly related to the financing costs for each scheme.

This figure does not take into consideration the increase in building costs due to inflation in the construction sector and assumes that the only reason for the delay was the moratorium.”

To receive any petitions from members of the public.

There were none.

The Development Sub-Committee referred the following decision to Council, in accordance with Section 1.a) of the Council’s Referral Scheme:

·         Oast House – review and viability assessment

Discussion on this item will be held in accordance with part 4.a) of the Council’s Constitution (Rules of Debate).

The Development Sub-Committee referred the following decision to Council, in accordance with Section 1.a) of the Council’s Referral Scheme:

·         Oast House – review and viability assessment

Council discussed this item accordance with part 4.a) of the Council’s Constitution (Rules of Debate).

The Council received a presentation, on behalf of Surrey Heartlands Clinical Commissioning Group, from Jack Wagstaff and Dr Mohsin Salahuddin.

It was proposed by Councillor R Smith-Ainsley and seconded by Councillor L Nichols to:

Councillor J Vinson requested a recorded vote.

For: Councillors M Attewell, C Barnard, C Barrett, R Barrett, A Brar, S Buttar, J Button, R Chandler, J Doran, S Doran, R Dunn, S Dunn, T Fidler, N Gething K Grant, H Harvey, I Harvey, T Lagden, V Leighton, A Mitchell, S Mooney, L Nichols, R Noble, O Rybinski, R Sider, R Smith-Ainsley and B Spoor – 27

Against: Councillors M Beecher, J Sexton and J Vinson - 3

Abstain: Councillors C Bateson, M Gibson, D Saliagopoulos and V Siva – 4

Council resolved to approve the motion.

This item has been withdrawn from the agenda for this meeting.

The councillors who had made the referrals to Council had withdrawn them.

This item has been withdrawn from the agenda for this meeting.

This item was withdrawn from the agenda for this meeting.

This report seeks to propose changes to the Council’s Constitution arising from the interim review of the Committee System and following consideration of responses to an all member survey.

Council considered the proposed changes to the Council’s Constitution arising from the interim review of the Committee System and following consideration of responses to an all member survey.

It was proposed by Councillor S Dunn and seconded by Councillor I Harvey that Council:

1.    Approve a revised Call-in procedure

2.    Approve the Membership of the Development Sub-Committee

3.    Approve the proposed changes to Terms of Reference of Committees

4.    Approve other proposed changes to Parts 3d, 4a and 4d of the Constitution

Council resolved to approve the revised Call-in procedure.

Council resolved to approve the inclusion of an urgency provision.

Council resolved to adjourn the meeting to 19:00 04 May 2022 to consider the remaining items on the agenda.

04 May 2022 continuation meeting -

Apologies were received from Councillors M Attewell, I Beardsmore, J Boughtflower, J Doran, A Harman, H Harvey, N Islam, V Leighton, A Mitchell, S Mooney, R Noble and V Siva.

2.    Council resolved to increase the membership of the Development Sub-Committee to 11 members.

3.    Council resolved to retain the current requirement for nominations from the Corporate Policy and Resources Committee, and the Environment and Sustainability Committee.

4.    Council resolved to approve the changes to the committee terms of reference, subject to the following amendment, as proposed by Councillor L Nichols and seconded by Councillor J Sexton.

Terms of Reference for the Development Sub-Committee be amended to reflect the change in the number of members from 7 to 11.

Councillor N Gething arrived at the meeting

5.    It was proposed by Councillor L Nichols and seconded by Councillor J Sexton that the following amendments be made to Standing Orders 13.2, 13.4, 13.5 and 13.7:

13.2 – Order of Questions

To include “if more than two questions are submitted by the same person, the third and subsequent questions shall be moved to the end of the agenda item”.

13.4 (a) – Length of Questions

To include “The question may be accompanied by a statement of context which must not exceed 250 words and must be clearly separated from the text of the question. The statement of context and the question will be included in the agenda of the meeting”.

13.5 – Number of Questions

To include “A member of the public may not submit more than 4 questions for any Council meeting”.

13.7 – Record of Questions

To include “Questions (and statements of context), including those dealt with under Standing Order 13.4(c), and the answers given will be recorded in the minutes of the meeting.

Council resolved to approve the amendments to the Standing Orders proposed by Councillor L Nichols.

Council resolved to approve the proposed changes to Parts 3d, 4a and 4d of the Constitution.

To agree the proposed schedule of Council and committee meetings for the period from May 2022 to July 2023.

It was proposed by Councillor L Nichols and seconded by Councillor J Sexton and resolved to agree the proposed schedule of Council and committee meetings for the period from May 2022 to July 2023.

The item has been withdrawn from the agenda for this meeting.

This item was withdrawn from the agenda.

To consider the Money Laundering Policy, as recommended by the Audit Committee on 24 March 2022.

Council considered the Anti-Money Laundering Policy, as recommended by the Audit Committee on 24 March 2022 and resolved to approve the revised Anti-Money Laundering Policy.

To appoint a member champion for mental health.

Council considered a report that sought to identify a councillor who would take on the role of Member Champion for Mental Health.

It was proposed by Councillor S Doran and seconded by Councillor I Harvey and resolved to appointment Councillor S Doran as Member Champion for Mental Health.

To note the work of the Corporate Policy and Resources Committee.

The Committee met on 14 March 2022 and 20 April 2022.

The Leader of the Council, Councillor L. Nichols, presented the report of the Corporate Policy and Resources Committees held on 14 March 2022 and 20 April 2022, which outlined the matters the Committee had decided since the last Council meeting.

To note the work of the Administrative Committee.

The Committee met on 21 April 2022.

Councillor D Saliagopoulos, member of the Administrative Committee, presented the report of the Administrative Committee held on 21 April 2022 which outlined the matters the Committee had decided since the last Council meeting.

To note the work of the Audit Committee.

The Committee met on 24 March 2022.

The Vice Chairman of the Audit Committee, Councillor T Fidler, presented his report of the Audit Committee held 24 March 2022 which outlined the matters the Committee had decided since the last Council meeting.

To note the work of the Community Wellbeing and Housing Committee.

The Committee met on 29 March 2022.

The Chairman of the Community Housing and Wellbeing Committee, Councillor S Dunn, presented the report of the Community Housing and Wellbeing Committee held on 29 March 2022 which outlined the matters the Committee had decided since the last Council meeting.

To note the work of the Economic Development Committee.

The Committee met on 22 March 2022.

The Chairman of the Economic Development Committee, Councillor C. Barnard, presented the report of the Economic Development Committee held on 22 March 2022 which outlined the matters the Committee had decided since the last Council meeting.

To note the work of the Environment and Sustainability Committee.

The Committee met on 8 March 2022 and 26 April 2022.

The Vice-Chairman of the Environment and Sustainability Committee, Councillor O Rybinski, presented the report of the Environment and Sustainability Committees held on 08 March 2022 and 26 April 2022, which outlined the matters the Committee had decided since the last Council meeting.

To note the work of the Neighbourhood Services Committee.

The Committee met on 3 March 2022.

The Chairman of the Neighbourhood Services Committee, Councillor A. Brar, presented the report of the Neighbourhood Services Committee held on 03 March 2022 which outlined the matters the Committee had decided since the last Council meeting.

To note the work of the Licensing Committee.

The Licensing Sub-Committee met on 4 April 2022.

The Chairman of the Licensing Committee, Councillor R.W. Sider BEM, presented his report of the decision made at the Licensing Sub-Committee held on 04 April 2022.

To note the work of the Planning Committee.

The Committee met on 2 March 2022, 30 March 2022 (both attached) and is due to meet on 27 April 2022 (to follow).

The Vice Chairman of the Planning Committee, Councillor R Smith-Ainsley, presented his report which outlined the matters the Planning Committee had decided on at the meetings held on 02 March 2022, 30 March 2022 and 27 April 2022.

To note the work of the Standards Committee.

The Committee met on 16 March 2022.

The Chairman of the Standards Committee, Mr. Ian Winter, presented his report which outlined the matters the Committee had decided at their meeting held on 16 March 2022.

To receive any motions from Councillors in accordance with Standing Order 16.

There are no motions.

There were no motions to be considered at this meeting.

The Leader, or his nominee, to answer questions from Councillors on matters affecting the Borough, in accordance with Standing Order 14.

There are no questions.

There were no general questions received for this meeting.