Agenda and minutes

The Council will observe one minute's silence in memory of Richard ‘Dick’ Smith-Ainsley.

Council held a minute’s silence and tributes were paid to the late Councillor Richard Smith-Ainsley who had recently passed away.

To confirm as a correct record the minutes of the Council meeting held on 26 May 2022.

The minutes of the Council meeting held on the 26 May 2022 and the continuation meeting held on 08 June 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.

To receive any announcements from the Mayor.

The Mayor made the following announcements:

“I am thoroughly enjoying my time as Mayor. Since I was elected on 26 May, I have carried out 28 different meetings and events. The Jubilee Weekend was very busy with six events to go to plus a trip on the Gloriana which was wonderful. The Mayor of Runnymede was invited to that, and she invited me and we had great fun.

I have been to a variety of events, one of them was the 60^th anniversary of White Lodge which many residents go to. What was very touching and interesting was some of the past people that have used White Lodge, what difficulties they have had to overcome. One gentleman was 52 and couldn’t speak. He had severe cerebral palsy, but he, through their help and with technology, was able to say how he felt. Another woman was 27 and was now in a part-time job through their help.

I have also been to two rotary club events, and I have been invited by two rotary clubs (one in Staines, one in Ashford) to be an honorary member. I’ve been to schools. I went to St. Paul’s Catholic College in Sunbury on their feast day to attend a mass.

I have done many other things: attended five civic services and attended different clubs. I am going to the Cricket Club, and I have been to Scouts. It has been fun and good to meet residents in their “home situation”.

I have one announcement to make about the Mayor’s Charity Events. The first event will be 15^th October from 19:30-22:30 at Stanwell Village Hall. It will be an evening with Elvis and there will also be young people doing Asian dancing and a raffle. Please keep that date in your diaries”.

To receive any announcements from the Leader.

The Leader made the following announcements:

“We have been working hard to raise awareness of the Local Plan and Staines Development Framework consultation which is running until the 5th of September. The Local Plan affects everyone in the Borough as it is concerned with things such as housing, green spaces, public facilities and infrastructure such as education and healthcare. It also identifies where development should take place and areas where it should be restricted. It really does shape the Borough, so please take part if you haven’t already.

We had a very productive meeting on the 20th of June withrepresentatives from Residents Associations across the Borough where we had the opportunity to discuss a wide range of topics including the new Local Plan. We also shared the performance indicators we currently use as a Council and have invited the RAs to let us know if there are other performance statistics they would like us to share.

The Spelthorne Youth Hub has opened a facility in the Elmsleigh Centre in Staines to help young people aged 16 – 24 access work, training and education. The team can give tailored advice based on the individual’s circumstances, helping with things like drafting a CV and linking young people to local businesses offering work experience or permanent employment.

I am a strong believer in residents having a say over building developments in their area and we have been running a number of consultations on plans to build new homes in the borough. The consultations for Phase 2 of the Benwell House development in Sunbury and 91-93 Staines High Street are still open for comments and we would like to hear your views on the proposals.

The Veterans’ Hub at Fordbridge Fire Station recently celebrated their first anniversary. The Hub provides a welcoming environment for ex-service personnel and their families and offers support on a range of issues at their monthly drop-in sessions. Thank you to everyone who has supported this excellent initiative.

Finally, I attended the memorial service held on the 18th of June to remember for the victims of the 1972 Staines air disaster. I personally found the service extremely moving and the tragic loss of life was brought into sharp focus when the names of the 118 victims were read out, reminding us just how many people died that day. In some cases, entire families were lost. Our thoughts and sympathies are always with the families and friends of the victims, and the emergency workers who were called upon to help that day.”

To receive any announcements from the Chief Executive.

The Chief Executive made the following announcements:

“Spelthorne Borough Council has worked with the Local Government Association to understand our employee experience at work through our annual survey that focussed on cultures and values, wellbeing and recruitment and retention. Their holistic approach is developed by the sector, for the sector and the intelligence received from last month’s survey will improve this authority’s understanding of colleagues’ perceptions and views of working for this Council.

Next week, and again in conjunction with the LGA, this Council will launch a Councillor survey, as we are equally committed to hearing from our democratically elected members of this Chamber. Content will be around values, engagement, influence and governance and I urge all members of this chamber to complete the survey and feed into the engagement process.

Madam Mayor, effective communications and engagement will ensure that our vision, priorities, and outcomes are clearly understood by residents, our workforce, partners and stakeholders. Since the start of the year our Council website has had over 240,000 views and is a key digital platform for residents to keep connected. I can announce that in the latest Sitemorse independent government index - which compares web digital capabilities based on accessibility and user experience - the Council’s website has been assessed and ranked 25^th out of the 411 local authority websites in the UK, putting Spelthorne in the top 6% bracket. This also follows the launch of our website accessibility tool that enables users to choose any language as well as font, size, and colour of text for a better overall experience.

Accessible and varied communication tools are at the forefront of how we share our messages. With over 40% of local authorities nationally and 50% of boroughs in Surrey no longer producing a printed magazine, Spelthorne still produces, on recycled paper, a magazine delivered to all households across the Borough crammed full of informative community news. Our social media channels have also seen an exponential growth in audience equating with a 112% rise in little under two years.

Good communication is often the bridge between confusion and clarity. Whether we want to encourage greater self-service and promote understanding of local priorities, effective communication has the potential to engage communities, overcome challenges and help this Council to achieve its priority to put our communities at the 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 13.

The Mayor reported that, under Standing Order 14, one question had been received from a member of the public.

Question from Andrew McLuskey:

“Given the controversy surrounding recent planning decisions in Spelthorne how does the Council plan to benefit from new, environmentally friendly measures such as the amended National Planning Policy Framework and the Office for Place?”

Response from Councillor J Boughtflower, Leader of the Council

“Whilst a new National Planning Policy Framework (NPPF) was announced when the Levelling Up and Regeneration Bill was published, there is no date for when it will be produced and no detail on what it will contain. We can expect more on the environment, but the new Local Plan needs to be consistent with the existing NPPF. 

However, we have pushed further than ever to respond to the climate emergency with policies that will deal with carbon emissions, water usage, active and sustainable travel, green and blue infrastructure, biodiversity and walkable neighbourhoods. We will also look to develop design codes for Spelthorne once we have adopted the new Local Plan and Staines Development Framework.”

To receive any petitions from members of the public.

There were none.

To consider a recommendation from the Administrative Committee.

Council considered a report on the proposed Civic Engagement Portal following a recommendation from the Administrative Committee.  Council resolved to agree the expenditure for the following:

1.    the expansion of the Granicus Civic Engagement platform, to merge existing self-service portals into one and offer a wider range of features and functions to Spelthorne’s communities and customers through that portal,

2.    the direct award for a call off contract via the Crown Commercial Service (CCS) GCloud 12 (RM1557) procurement framework to system vendor Granicus-Firmstep Limited “Lot 2:Cloud Software”. The contract to run for a minimum of 2 years with the option to extend the contract for up to 2 periods of 12 months each; and

The Group Head of Corporate Governance was authorised to enter into any legal documentation necessary to implement the new contract.

This report seeks to make minor amendments to the Constitution in relation to:

a)    senior staff appointments;

b)    membership requirements of the Development Sub-Committee and Administrative Committee; and

c)    the Substitution Scheme at Part 4c of the Constitution

Council considered a recommendations from the Interim Monitoring Officer that sought agreement of the following, as outlined in the report:

1.    the proposed terms of reference for the Appointments and Appeals  Committee and associated changes to the Constitution at Appendix 2,

2.    the associated changes to the Pay Policy Statement, arising from the above recommendation,

3.    the removal of nomination arrangements for the Development Sub-Committee and Administrative Committee,

4.    the proposed changes to the Substitutions Scheme; and

5.    to request the Independent Remuneration Panel to review the provisions of a special responsibility allowance for substitutes on Development Sub-Committee when it undertakes its review of the Members’ Allowance Scheme for 2022-23.

It was proposed by Councillor Boughtflower, seconded by Councillor Mitchell and resolved to approve the recommendations as set out in the report.

To appoint members of the Development Sub-Committee (subject to Council’s agreement of minor changes to the constitution) for the remainder of the 2022/23 municipal year.

The nominations from group leaders are attached.

Council considered the proposed appointments to the Development Sub-Committee, as nominated by group leaders.

It was proposed by Councillor Boughtflower, seconded by Councillor Mitchell, and resolved that the membership of the Development Sub-Committee, as set out in the agenda, be agreed.

To appoint named substitutes to the Development Sub-Committee (subject to Council’s agreement of minor changes to the constitution) for the remainder of the 2022/23 municipal year.

Council considered the proposed named substitutes to the Development Sub-Committee, as nominated by the Group Leaders.

It was proposed by Councillor Boughtflower, seconded by Councillor Mitchell, and resolved that the named substitutes to the Development Sub-Committee, as set out in the agenda, be appointed.

To receive the report from the Leader of the Council on the work of the Corporate Policy and Resources Committee at its meeting on 11 July 2022.

The report of the Corporate Policy and Resources Committee meeting held on 11 July 2022, which outlined the matters the Committee had decided since the last Council meeting, was presented.

To receive the report from the Chair of the Administrative Committee on the work of the Committee at its meeting on 7 July 2022.

The report of the Administrative Committee meeting held on 07 July 2022, which outlined the matters the Committee had decided since the last Council meeting, was presented.

The Audit Committee has not met since the last Council.

No meeting of the Audit Committee had taken place since the last Council meeting.

To receive the report from the Chair of the Community Wellbeing and Housing Committee on the work of the Committee at its meeting on 14 June 2022.

The report of the Community Housing and Wellbeing Committee meeting held on 14 June 2022, which outlined the matters the Committee had decided since the last Council meeting, was presented.

To receive the report from the Chair of the Economic Development Committee on the work of the Committee at its meeting on 9 June 2022.

The report of the Economic Development Committee meeting held on 09 June 2022, which outlined the matters the Committee had decided since the last Council meeting, was presented.

To receive the report from the Chair of the Environment and Sustainability Committee on the work of the Committee at its meetings on 10 May 2022 and 5 July 2022.

The report of the Environment and Sustainability Committee meeting held on 05 July 2022, which outlined the matters the Committee had decided since the last Council meeting, was presented.

Councillor Beecher advised Council that the borough’s response to the Mayor of London’s consultation on the proposed extension to the London low-emission zone was being written and would be submitted before the consultation deadline.

To receive the report from the Chair of the Licensing Committee on the work of the Committee at its meeting on 12 July 2022.

The Licensing Sub-Committee has not met since the last Council meeting.

The report of the Licensing Committee meeting held on 12 July 2022, which outlined the matters the Committee had decided since the last Council meeting, was presented.

To receive the report from the Chair of the Neighbourhood Services Committee on the work of the Committee at its meeting on 30 June 2022.

The report of the Neighbourhood Services Committee meeting held on 30 June 2022, which outlined the matters the Committee had decided since the last Council meeting, was presented.

It was confirmed that, following consideration by the Neighbourhood Services Committee, that the Ashford Multi-storey Car would remain closed following recent vandalism.

To receive the report from the Vice-Chair of the Planning Committee on the work of the Committee at its meetings on 27 April 2022, 1 June 2022 and 29 June 2022.

The report of the Planning Committee meetings held on 27 April 2022, 1 June 2022 and 29 June 2022, which outlined the matters the Committee had decided since the last Council meeting, was presented.

To receive the report from the Chair of the Standards Committee on the work of the Committee at its meeting on 22 June 2022.

The report of the Standards Committee meeting held on 22June 2022, which outlined the matters the Committee had decided since the last Council meeting, was presented.

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

Motion 1

Proposed by Councillor Sinead Mooney

Seconded by Councillor John Boughtflower

“In the Staines Development Framework and Local Plan currently out for consultation, reference is made to the implementation of a zoning area along the riverfront and for the Staines conservation area. Whilst reference is made to exemptions it is more than likely that these will be considered through the business as usual process.

If the inspector agrees to any zonings within the local plan, this council agrees that the decision making relating to the development of its assets will be of the highest standard, transparent, and that any planning application the council submits for its own assets be fully compliant with all statutory and legal requirements as may be applicable at the relevant time(s).”

In accordance with Standing Order 16 the Council had received one written Notice of Motion moved by Councillor Mooney and seconded by Councillor Beecher.

Following a request by Councillor Mooney to alter the motion, the Monitoring Officer advised Council that the requested alteration was not in accordance with Standing Order 18.7.  As the motion was not moved, the motion was considered to be withdrawn, in accordance with Standing Order 16.7.

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

The Mayor reported that two general questions had been received, in accordance with Standing Order 15, from Councillor R Sider:

Question 1 -

“The Shepperton Village Fair is the largest community event in the borough attracting a throughput of between eight and nine thousand people each year, and in the past many years ago was the leading event in what was called the Spelthorne Fortnight.  The council have insisted on security and a no alcohol policy as a result of an incident which took place some 10 years ago on the river bank two hours after the Fair had closed and was nothing to do with the Fair in any way shape or form. The cost of security is now £2000 which the volunteer Fair committee endeavour to raise. At the Fair this year on the 11th of June, two men were found to be drinking wine in Manor Park close to the main public access corner to the park. They were asked to stop drinking and informed that there was a No Alcohol policy in place and asked to move off site. They refused, and when Security insisted they comply, they showed signs of escalation. They were told that the police would be called but showed no concern. After a further warning, and in consultation with the Chairman of the Fair committee, security called 999 for assistance. At the end of a 15-minute conversation with the police, the police told them that this was nothing to do with them unless public order was breached, that no law had been broken, and it was up to the council to prosecute. Since the Chairman did not wish the incident to escalate to the point of public disorder and possible violence in the middle of families enjoying themselves, he agreed to Security backing off, whereby the men continued drinking. One of the duties of the security company is to monitor any violation of the No Alcohol policy. It now seems that this policy is unenforceable either by the Fairs security contractors who this year were former Gurkhas, or the police, and is a policy which has no impact on anyone who chooses to ignore it.

Will the Leader of this council share my concerns that this incident could well have escalated into public disorder and that police should have attended in the interest of public safety?”

Response from Councillor J Boughtflower, Leader of the Council

“In situations such as this, Surrey Police have to make their own assessment as to any response required based on the information available to them.  Our officers have spoken with the Borough Commander, Maxine Cilia, who has checked the records of the call received by Surrey Police at the time of the incident you have referred to.  She has advised that when the call was made to the police, the person who contacted them from the fair security team advised that there were no issues with the two males drinking wine, who were sitting drinking and not  ...  view the full minutes text for item 103/22

To consider the appointment of trustees to the following organisations:

Staines Parochial Society

The Staines Parochial Society has asked that the following individuals be re-appointed for a further term of four years:

1.    Denise Turner-Stewart

2.    Nick Wood-Dow

Council considered a request from The Staines Parochial Society to appoint Denise Turner-Stewart and Nick Wood-Dow as representative trustees for a further term of four years.

Council resolved that Denise Turner-Stewart and Nick Wood-Dow be appointed as Council representative trustees to serve on The Staines Parochial Society for a further 4 year term of office.

………………………………………………

Councillor S Doran, Mayor of Spelthorne Borough Council