Agenda and decisions

Corporate Policy and Resources Committee - Wednesday, 20 April 2022 7.00 pm

Venue: Council Offices, Knowle Green, Staines-upon-Thames

Contact: Gary Lelliott  Email: g.lelliott@spelthorne.gov.uk

Link: Members of the public may hear the proceedings by tuning into the Council's YouTube channel

Items
No. Item

1.

Apologies and Substitutes

To receive apologies for absence and notification of substitutions.

Decision:

Apologies for absence were received from Councillor Dunn (substituted by Councillor Bateson), Councillor Boughtflower, Councillor Gething (substituted by Councillor Attewell) and Councillor Islam.

2.

Minutes pdf icon PDF 246 KB

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

Additional documents:

Decision:

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

3.

Disclosures of Interest

To receive any disclosures of interest from councillors in accordance with the Council’s Code of Conduct for members.

Decision:

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.

4.

Questions from members of the Public

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

Decision:

There were none.

5.

Ward Issues

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

Decision:

There were none.

6.

Surrey Forum and Surrey Partnership Boards pdf icon PDF 593 KB

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.

Additional documents:

Decision:

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.

7.

Knowle Green Estates – repatriation of profits and cashflow to Spelthorne Borough Council pdf icon PDF 258 KB

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.

Additional documents:

Decision:

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.

8.

Key Performance Indicator Report pdf icon PDF 30 KB

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.

Additional documents:

Decision:

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

9.

Corporate Peer Review pdf icon PDF 126 KB

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

Decision:

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

10.

Recovery Action Plan pdf icon PDF 825 KB

To receive an update on the Recovery Action Plan.

Additional documents:

Decision:

The Committee noted the update to the Recovery Action Plan.

11.

Corporate Risk Management - Recommendation from the Audit Committee pdf icon PDF 97 KB

To consider recommendations from the Audit Committee.

Additional documents:

Decision:

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.

12.

Internal Audit Review of the Committee System pdf icon PDF 114 KB

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

Additional documents:

Decision:

The Committee noted the report.

Exclusion of the public and press

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, 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

13.

Update on proposed Transactional Financial Service Partnership

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.

Decision:

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

14.

Leisure Centre Operator Procurement

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.

Decision:

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

15.

Spelthorne Personal Alarm Network (SPAN) Award Report

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.

Decision:

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

16.

Refurbishment of Ground Floor Offices and Reception at 3 Roundwood Avenue

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.

Decision:

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

17.

Forward Plan pdf icon PDF 25 KB

To consider the forward plan for committee business.

Decision:

The forward plan was agreed.

18.

Urgent business

To consider any business deemed as urgent by the chair.

19.

Urgent Business - 2021/22 Revenue Carry Forwards to 2022/23 pdf icon PDF 113 KB

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.

Additional documents:

Decision:

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.