Agenda and draft minutes

To confirm as a correct record the minutes of the Council meeting held on 12 December 2024 and the Extraordinary Meeting held on 06 February 2025.

The minutes of the Council meeting held on 12 December 2024 and the Extraordinary Meeting held on 06 February 2025 were agreed as a correct record of the meetings.

To receive any disclosures of interest from Councillors in accordance with the Council’s Code of Conduct for Members aside from those Councillors that are also Surrey County Councillors.

Councillors Attewell, Boparai, Sexton and Weerasinghe advised they were also Surrey County Councillors.

Councillor Nichols declared that he was on the Board of Directors for Knowle Green Estates.

To receive any announcements from the Mayor.

The Mayor made the following announcements:

“I am now going to report on the highlights of my key public engagements and initiatives undertaken over the past two months.

My first engagement this year started on January 3^rd. I joined the residents of Spelthorne and Walking for Health Group for a 3.5-mile walk around Broadwater Lake.  Despite the cold weather, there was a good turn- out. As Mayor, participating in the walk was a great way to demonstrate my commitment to promoting health and wellness within our community and also inspiring other residents to embrace a healthier lifestyle. It was wonderful to witness the enthusiasm of walk leaders Colin and David, as well as the participants who engaged in physical exercise, enjoying social interaction while appreciating the beautiful scenery of our Borough.

My next activity was The International Holocaust Memorial Day observed on 27^th January to commemorate the victims of the Holocaust. Spelthorne Borough Council marked the 80th anniversary of Holocaust Memorial Day by raising the flag outside the council offices. We gathered in solemn remembrance in this chamber to honour the six million innocent Jews who lost their lives in the most dreadful way. These atrocities must never be forgotten, and we must remain committed to ensuring that history does not repeat itself.

Further to that, I was privileged of attending the Youth Speaks Debate Competition. The participating schools put in a tremendous amount of effort, and the debaters defended their topics with great passion. This event showcased the incredible potential of our young people, and when given the right opportunities, they excel and make our borough proud. I had the honour of presenting certificates and awards to the winning teams, who accepted them with great pride. I would like to thank the Rotary Club of Shepperton Aurora for organising this wonderful competition.

Another activity organised by the Rotary Club of Staines, they gathered several organisations/charities dedicated to improving the lives of people in our borough. I had the opportunity of presenting the funds raised by the Rotary members to support these organisations in their mission to enhance the well-being and quality of life for Spelthorne residents.

Earlier this month, I participated in a cultural celebration, the Saraswati puja organised by Prayash UK at Stanwell Village Hall.  This event attracted approximately one hundred residents. It provided an excellent opportunity to celebrate our community's diversity and acknowledge the valuable contributions of The Indian ethnic groups of our borough. I had the honour to present certificates to individuals who excelled in various categories of activities organised by Prayash UK.

Over the next three months, several fundraising events have been scheduled to support my 4 nominated charities.

I am pleased to share details of forthcoming Events aimed to support those charities:

1.    Annual Mayor's Charity Night at Sunbury Cricket Club which will be held on the 14th of March, It will be an evening of music and entertainment with the famous Chain Gang Band, They played at Cricket club's for  ...  view the full minutes text for item 9/24

To receive any announcements from the Leader and Deputy Leader.

The Leader made the following announcements:

The Government has decided to change the way local government is

structured by replacing the current two-tier system of district and county councils with unitary councils. We know that Surrey will be in the first wave of the reorganisation which means that, together with the other surrey councils, we will need to submit an interim business case for reorganisation in March and a full business case in May. Unfortunately, as part of this, the Surrey County Council elections in May have been cancelled. Like many, I am disappointed by this decision as I wanted residents to have the chance to exercise their democratic vote. But please be assured we are firmly focused on representing the interests of this Borough and will endeavour to do everything within our power to deliver the best possible outcome for Spelthorne’s residents and businesses.

You will soon be receiving your Council Tax bills. To keep costs down, we have decided to stop sending the leaflet that used to accompany the bills but all the information can be found in the spring Bulletin magazine and on our website. We collect Council Tax on behalf of Surrey County Council and the Police, as well as ourselves. The Spelthorne element of the bill represents just over 9% of the total bill (£4.40 per household per week, based on a band D property) and I hope you agree that Spelthorne’s services represent excellent value for money.

The public hearings of the Spelthorne Local Plan Examination have now finished, this is the achievement of a significant milestone, but there is still work to do. Any changes to the Local Plan, agreed by the Examiner, will have to go out for a  six-week public consultation before he can start writing his report. Issues involving heights and massing will be subject to our Design Code development.

The Spelthorne Business Plan Competition 2025 has launched. Now in its 11th year, this exciting competition offers aspiring entrepreneurs the opportunity to shine. Applications must be submitted by 14 April so don’t miss this chance to take your business idea to the next level. Continuing our commitment to economic growth and business support in the Borough, this year’s Spelthorne Business Awards are now open to enter. With categories to suit every enterprise – there really is something for everyone.

We have signed an agreement for lease with the Arora Group for the regeneration of a riverside site in Staines-upon-Thames. Subject to planning permission, the plans are for a 4-star hotel development and regeneration of the site currently occupied by Bridge Street car park and Hanover House. In the meantime, it will continue to be used by the Council as a public car park. The Arora Group has indicated their commitment to fully engage with a pre-application public consultation and ensure the design of the new development fits well with its surroundings and the conservation area. The terms of the agreement for lease specify that the new building cannot exceed 25m  ...  view the full minutes text for item 10/24

To receive any announcements from the Chief Executive.

The Chief Executive made the following announcements:

“Our 2024 Annual Report contains an assessment of how we have delivered against our commitments as set out in our Corporate Plan. I am incredibly proud of our track record of delivering tangible outcomes: in one year, Spelthorne opened the world’s largest Passivhaus Leisure Centre in tandem with providing the largest Local Authority Housing Fund programme of any district or borough council in the country. 

We are a small authority, though we are innovative, resilient and ambitious. From supporting nearly 3,000 residents with hospital discharges to helping over 900 residents into employment at our Jobs and Skills Hub, Spelthorne continues to punch above its weight, advocating for the services and resources that our communities need for a stronger, healthier and safer Borough.

I believe one of the factors that makes Spelthorne special is our teams; our enthusiasm, optimism, expertise and dedication in supporting our communities. This was reaffirmed following the publication of our 2024 residents survey where we far exceeded the Local Government Association own national benchmarks for service satisfaction, trust and delivering best value for money. The 1,700 responses received, aligned with the LGA/Kenetiq UK 2024 Spelthorne staff survey which recorded the highest result for overall satisfaction obtained from any Council since the research programme started in 2012.

So, we must be doing something right, and this includes securing financial stability for Spelthorne which has always been at the forefront of our priorities. Our prudent management of our assets, even through the most economically turbulent period during the Covid pandemic, means that Spelthorne residents continue to benefit from many local services that other authorities no longer afford to provide.

Delivering services for over 50 years means we know Spelthorne, its needs, its quirks and its people. But we now face our biggest challenge of them all, following the government plan for reorganisation here in Surrey. The impact on our staff and residents is unparalleled to anything that this authority has faced, and I know that the Leader and I will do everything in our powers to deliver the best outcome for all our communities in Spelthorne.

As Chief Executive, I would like to personally thank everyone, Mr Mayor, Members of this Chamber and Council officers alike, for your contribution and for making a real difference for Spelthorne and its residents”.

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

The were no questions received from members of the public.

The Mayor reported that, under Standing Order 14, no questions had been received from members of the public.

Council is asked to approve the Pay Policy Statement 2025/26.

Council resolved to approve the Pay Policy Statement for 2025/26.

Council is asked to consider and approve the Capital Strategy 2025/26 to 2026/27.

Council resolved to approve the Capital Strategy for 2025/26 to 2026/27.

Council is asked to approve the proposed Capital Programme for 2025/26 to 2028/29.

Council resolved to approve the Capital Programme for 2025/26 to 2028/29.

Council is asked to approve:

1.    The Treasury Management Strategy for 2025-26 as set out in the report; and

2.    By approving the report, Council will be agreeing to the Treasury Management Practices, MRP Statement, Operational Boundary and Authorised Limits.

Council resolved to:

1.    Approve the Treasury Management Strategy for 2025/26 as set out in the report; and

2.    Acknowledged that by approving the report, they were agreeing the Treasury Management Practices, Council’s Minimum Revenue Provision (MRP) Statement, Operational Boundary and Authorised Limits

Council is asked to consider and approve the recommendations as outlined in the report.

Members are reminded that pursuant to the Local Government Finance Act 1992 a member of a local authority who has not paid an amount due in respect of council tax for at least two months after it became due and who attends a meeting  at which the level of council tax is considered must disclose that s106 applies to them and refrain from voting on any question with respect to that matter. Failure to comply amounts to a criminal offence.

Please seek and advice from Monitoring Officer if in any doubt prior to the meeting taking place.

Under the Local Authorities (Standing Orders) (England) Regulations 2001 (as amended) the Council was required to hold a recorded vote on the Detailed Revenue Budget and any proposed amendments.

Council resolved to approve the following:

1.     A 2.9% increase on the Spelthorne Borough Council element of the Council Tax for 2025-26. Moreover:

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

b.     £400,100 as set out in this report is to be appropriated from Earmarked Reserves other than sinking fund reserves in support of Spelthorne’s local Council Tax for 2025-26. This does not include funding for aborted capital projects.

c.     Net use of £5,051,900 of Earmarked Sinking Funds reserves.

d.     To agree that the Council Tax Base for the year 2025-26 is 40,620 Band D equivalent dwellings calculated in accordance with Regulation 3 of the Local Authorities (Calculation of Council Tax Base) Regulations 1992, as amended, made under Section 35(5) of the Local Government Finance Act 1992.

2.     Continuing the Council’s Local Council Tax Support Scheme with the current rules and regulations.

3.     Continuing the complete disregard of war pension/armed forces pension income from benefit calculations.

4.     To note the Chief Finance Officer’s commentary in Section 4 of the report on the robustness of budget estimates and levels of reserves under Section 25 and 26 of the Local Government Act 2003.

5.     The Council Tax Base for the whole Council area for 2025-26 [Item T in the formula in Section 31b (3) of the Local Government Finance Act 1992, as amended (the “Act”)] should be 40,620 Band D equivalent dwellings and calculate that the Council Tax requirement for the Council’s own purpose for 2025-26 is £228.86 Per Band D equivalent dwelling.

That the following sums be now calculated by the Council for the year 2025-26 in accordance with Sections 31 to 36 of the Local Government Act 1992.

Council is asked to consider the recommendation of the Community Wellbeing & Housing Committee to agree the Community Grants for 2025/26.

Council resolved to:

1.    Approve the recipients of the 2025/26 Community Grants,

2.    Approve the indicative grant funding for the five core funded organisations for 2026/27,

3.    Note the other support that Spelthorne Borough Council provides to the voluntary/charity sector,

4.    Note the proposal that any underspend from the Council Grants and Better Neighbourhood Grants budges will be carried forward to the next financial year; and

5.    Note the potential changes to the Discretionary Rate Relief Policy.

Council is asked to approve the proposed changes to the Terms of Reference and Financial Regulations in the Constitution as set out in the report.

This item was deferred to the next meeting of the Council on 24 April 2025.

Council is asked to approve the appointment of the Council’s Monitoring Officer.

Council resolved to approve the appointment of Linda Heron as the Council’s Monitoring Officer.

Council is asked to approve the appointment of the new Vice-Chair of the Standards Committee.

This item was deferred to the next meeting of the Council on 24 April 2025.

To receive and agree the reports from the Committee Chairs.

The reports for the following Committees are to follow:

Commercial Assets Sub-Committee – 24 February 2025

Audit Committee – 28 January, 25 February 2025

This item was deferred to the next meeting of the Council on 24 April 2025.

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

One motion was received (as attached)

This item was deferred to the next meeting of the Council on 24 April 2025.

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

No general questions had been received.

The Mayor reported that no questions had been received.