Agenda and minutes

To receive apologies for absence and notification of substitutions.

As above.

To confirm the minutes of the meetings held on 7 February 2022 and 14 March 2022 as a correct record.

The minutes of the meetings held on 7 February 2022 and 14 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.

Councillor Attewell declared that she was a councillor and deputy cabinet member at Surrey County Council.

Councillor Mooney declared that she was a councillor and cabinet member at Surrey County Council.

Councillor Sexton declared that she was a councillor at Surrey County Council.

The Chair, or his nominee, to answer any questions raised by members of the public in accordance with Standing Order 40.

There were none.

To consider any issues raised by ward councillors in accordance with Standing Order 34.2.

There were none.

This report sets out the detail on the strategic partnership and governance landscape, especially as the Surrey Delivery Board will play an important role if a future County Deal is agreed (there is currently a possible implementation date of April 2023).

Councillor Tim Oliver (Leader for Surrey County Council) and Michael Coughlin (Executive Director of Prosperity, Partnerships and Growth) will be attending for this item.

Appendices C and E to this report contains exempt information within the meaning 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) and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information because, Appendix C and E contain commercially sensitive information which if publicly available could have a negative impact on services delivery.

Councillor Tim Oliver, Leader for Surrey County Council (SCC), was present for this item.  He provided an overview of the County Deal that SCC was hoping to secure from the government.  Whilst SCC negotiated with the government directly, proposals would be developed through collaborative working with district councils across the county.  As such, it was hoped that one of the district councils would hold the chairmanship of the delivery board.  The leader and chief executive of each district would also be members of the delivery board.  It was stated that the sovereignty of district councils would not be impacted by the proposed county deal.

SCC was hoping to have a deal in place before the county elections in 2025.  The main priorities for SCC in pursuing a county deal included developing the area’s economy, delivering green initiatives and improving transport across the county.  There would be engagement with residents when proposals had been developed further.

The Committee discussed the proposals.  There was general support for moving forward collaboratively, although members wished to ensure that the resultant county deal respected each district’s sovereignty and civic identity.  It was also hoped that it would provide a route to share good practice between participants in the county deal.

The Committee thanked Councillor Oliver for attending.

The Committee:

1.    Noted Surrey County Council’s existing governance structure and its relationship in terms of any future County Deal, and the role of this Spelthorne Borough Council within the structure.

2.    Noted the composition of the Surrey Forum, the One Growth Surrey Board, the Greener Future Board, the Health and Wellbeing Board and the Surrey Delivery Board, and that they are already operational (with the only exception being Thriving Communities).

3.    Noted the suggested timeline for the implementation of a County Deal (if one was agreed) of Spring 2023.

4.    Agreed that Spelthorne Borough Council should provide full active engagement in exploring the potential benefits of a future County Deal, in accordance with paragraphs 4.5 – 4.8 of the report.

5.    Agreed that the Terms of Reference of the Collaborative Working Group be amended in accordance with report, and that the membership of the Collaborative Working Group be reviewed at the next ordinary meeting of the Corporate Policy and Resources Committee.

6.    Agreed that update reports be put to the Corporate Policy and Resources Committee setting out the current and future work of the Surrey Delivery Board.

To note the options available to Council for the repatriation of funds and estimate forecast of cash inflows to Spelthorne Borough Council from Knowle Green Estates Ltd.

The estimated figures provided in the report would be affected by future Council decisions on the Oast House and Thameside developments.  Legal agreements would be drawn up once there was certainty over these projects as they would have a significant impact on the portfolio of properties that KGE was responsible for.

The tax liabilities associated with each method for repatriating profits were set out in the officer’s report.  It was confirmed that the preferred option had been discussed with HMRC. 

The Committee noted the options available to the Council for the repatriation of funds from Knowle Green Estates Ltd to Spelthorne Borough Council and the estimated potential annual cash inflow.

This report seeks to inform Committees on the Key Performance Indicators (KPIs) reported within the Council to monitor service delivery and to agree that relevant individual committees will monitor their KPIs.

The Key Performance Indicators (KPIs) were reviewed by the Committee.  It was noted that a significant number had been adversely affected by Covid-19, which meant that it was difficult to draw meaningful conclusions on whether there been improvements in some of the services provided.  Where it was possible to track trends, some areas had seen significant improvements in their KPIs, for which they were thanked by the Committee.

It was suggested that a set of KPIs with a community focus be published.

The Committee agreed the KPIs to be reported on a quarterly and annual basis to both the Corporate Policy and Resources Committee and relevant Committees.

This report seeks to obtain authority for a Corporate Peer Challenge to take place in the autumn.

The peer review would be provided as part of Spelthorne’s subscription to the Local Government Association (LGA).  Such reviews were intended to provide a valuable ‘health check’ for local authorities and it was recommended that one be undertaken every few years.

The Committee agreed to a LGA Corporate Peer Challenge being undertaken in September/October (subject to Peer availability).

To receive an update on the Recovery Action Plan.

The Committee noted the update to the Recovery Action Plan.

To consider recommendations from the Audit Committee.

Corporate risk management was periodically reviewed by the Audit Committee.  Whilst the risk register was a ‘living’ document, it could take time for updates to be made, particularly when they were impacted by numerous areas of the council.  It was however important for service committees to be aware of key risks in their areas of responsibility.

The Corporate Policy and Resources Committee endorsed the recommendation of the Audit Committee for service committees to have oversight of risks relevant to their terms of reference.

This audit report sets out the summarised findings from a planned Internal Audit review (2021/22) in respect of the Committee System.

The audit review of the committee system had taken place at the same time as a member led review.  Consequently, some workstreams had already been started separately.  The audit review considered the robustness of the committee system and whether it was delivering on its specified objectives.

A precis of the key findings was provided.  Of particular note was the demands of the committee system on member and officer time, delays to council developments (with a resultant impact on budgets), and member uncertainty over the role of scrutiny in a committee system.

The Committee noted the report.

It was proposed by Councillor Leighton, Seconded by Councillor Bateson, and resolved that the public and press be excluded during consideration of the following items, in accordance with paragraph 3 of Schedule 12A of the Local Government Act 1972 (as amended) for the reasons set out in the reports:

13.Update on proposed Transactional Financial Service Partnership

14.Leisure Centre Operator Procurement

15.Spelthorne Personal Alarm Network (SPAN) Award Report

16.Refurbishment of Ground Floor Offices and Reception at 3 Roundwood Avenue

To note an update on the systems review of the proposed Transactional Financial Service Partnership and consider the appointment of a Partnership Manager.

This report contains exempt information within the meaning 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) and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information because, disclosure to the public would prejudice the financial position of the authority in the bidding process for the site/services by allowing other bidders to know the position of the Council.  This in turn prejudices the Council by (i) distorting the bids process and (ii) prejudicing the opportunity for the Council to acquire a site/service to enable regeneration in the Borough.

See exempt minutes.

The recommendations, as set out in the report, were agreed.

To consider the proposed tender and procurement strategy for an operator for the borough’s leisure centres.

This report contains exempt information within the meaning 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) and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information because, disclosure to the public would prejudice the authority’s commercial interests.

See exempt minutes.

The recommendations, as set out in the report, were agreed.

To consider proposals in relation to the community alarms service.

This report contains exempt information within the meaning 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) and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information because, disclosure to the public would prejudice the financial position of the authority in any contract or other type of negotiation.

See exempt minutes.

The recommendations, as set out in the addendum, were agreed.

The meeting was extended for a maximum of 30 minutes, in accordance with Standing Order 38.2.

This report seeks to recommend approval for the tendering of a design and build contract covering the refurbishment of the ground floor offices and reception area at 3 Roundwood Avenue, Stockley Park.

This report contains exempt information within the meaning 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) and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information because, disclosure to the public would prejudice the financial position of the authority in any lease, contract or other type of negotiation with the tenant or developer, who could then know the position of the Council.

See exempt minutes.

The recommendations, as set out in the addendum, were agreed.

To consider the forward plan for committee business.

The forward plan was agreed.

To consider any business deemed as urgent by the chair.

To consider requests for 2021/22 revenue expenditure to be carried forward to 2022/23.

This item has been agreed as urgent business on this agenda for the following reason:

To ensure that the Corporate Policy and Resources Committee is able to make decisions on the use of Revenue Carry Forwards, to facilitate any spending before the deadline of 30 June 2022, as stipulated in the Financial Regulations.

The Chair agreed to the consideration of this item, in accordance with paragraph (4)(b) of Section 100B of the Local Government Act 1972 for the following reason:

“To ensure that the Corporate Policy and Resources Committee is able to make decisions on the use of Revenue Carry Forwards, to facilitate any spending before the deadline of 30 June 2022, as stipulated in the Financial Regulations.”

The Committee agreed:

1.    That the requests for 2021/22 revenue expenditure, as set out in the report, be carried forward to 2022/23.

2.    That should the carry forwards exceed the underspend at year end, the prioritisation of these requests be delegated to the Chief Executive, following consultation with the Chair and Vice-Chair of the Corporate Policy and Resources Committee and the Deputy Chief Executives.