Agenda, decisions and minutes

To receive apologies for absence and notification of substitutions.

Apologies for absence were received from Councillor Richard Barratt (substituted by Councillor Nick Gething), Councillor Sandra Dunn (substituted by Councillor Chris Bateson), Councillor Tony Mitchell (substituted by Councillor Sati Buttar) and Councillor Veena Siva.

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

There were none.

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

At the time of publication of this agenda, no questions had been received.

There were none.

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

At the time of publication of this agenda, no ward issues had been received.

There were none.

To report on the outcome of the tender exercise that was discussed at the Corporate Policy and Resources Committee on 11 July 2022.

Appendix 1 and Appendix 2 contain exempt information within the meaning of Part 1 of Schedule 12A to the Local Government Act 1972 paragraph 3 Information relating to the financial or business affairs of any particular person (including the authority holding that information). The public interest in maintaining the exemption outweighs the public interest in disclosing as it could put the Council at a competitive disadvantage in the procurement of these goods and services.

It was resolved that the following recommendations be put to Council on 20 October 2022:

1.    That option 1 (an all diesel fleet), as detailed in appendix 2 of the officer’s report, be agreed.

2.    That the funding for the Committee’s preferred option be allocated to enable the purchase of the vehicles.

This item followed up on the report that was considered by the Committee at its meeting on 11 July 2022, where authorisation was received to begin a tendering exercise for the procurement of waste and street cleansing vehicles.  The quotes that had been received were highlighted (which were significantly higher for electric vehicles (EVs)), along with the anticipated lead in times for acquiring vehicles under the different options available.

There was discussion about the practicalities of operating EVs.  The Council had participated in a largely successful trial of an electric waste vehicle.  There had been a technical problem initially, but following this being resolved, the vehicle had performed well and feedback from the staff that had operated it was favourable.  It was not possible to review what other councils had done, as there were very few operating a large fleet of waste collection vehicles and none currently operating a wholly electric fleet.

The challenges associated with operating electric waste vehicles, in particular their maintenance and long term reliability as an unproven technology, and National Grid limitations when more than a small number of vehicles were to be operated, were noted.  The power capacity at the Council’s depot was also a consideration, with an estimate of two years for this to be addressed by the borough’s appointed power supplier.

The Committee was mindful of the Council’s commitment to the environment, having declared a ‘climate emergency’.  This however needed to be considered in light of the challenging financial context, in particular the increasing interest rates and high electricity prices.

Councillors discussed the emissions of diesel vehicles.  New diesel vehicles would be of the same emissions standard (Euro 6) as the outgoing ones, but newer vehicles were generally cleaner than ones that had covered a significant number of miles over several years.

It was requested that details of the ‘carbon tonnage’ relating to the operation and manufacture of both diesel and electric vehicles be made available in advance of Council on 20 October 2022.  Details of the differing maintenance costs between diesel and EVs was also requested.

It was resolved that the following recommendations be put to Council on 20 October 2022:

1.    That option 1 (an all diesel fleet), as detailed in appendix 2 of the officer’s report, be agreed.

2.    That the funding for the Committee’s preferred option be allocated to enable the purchase of the vehicles.

Following legislative changes local partners have been asked to devise a new model of governance that meets the requirements of place based timely health interventions.

It was resolved that the following recommendations be put to Council on 20 October 2022:

1.    That the Council’s approach to expanding the Health and Wellbeing Board to take account of the new requirements under the Health and Care Act and the associated White Paper, Health and social care integration: joining up care for people, places and populations (Option 2) be endorsed.

2.    That the Health and Wellbeing Board be renamed the Spelthorne Healthy Communities Board, with an expanded terms of reference, a wider membership of community participants and increased ability to award financial and other assistance using ‘pooled budgets’ from Health, Adult Social Care and the Council.

3.    That devolved authority be provided to the Spelthorne Healthy Communities Board, within strict spending limits, to utilise ‘pooled budgets’ to expedite community-based health initiatives. Initially using £50,000 of £132,000 awarded for prevention made by North West Surrey Alliance.

4.    That there be periodic reporting back to the Corporate Policy and Resources Committee on the Healthy Communities Board’s funding decisions.

The proposed changes hoped to enable Spelthorne to access additional resources aimed at improving residents’ health via a strategy of prevention.  Work had taken place to review the models that had been deployed by a number of other councils, which had informed the proposal before the Committee.

There was a discussion about the integrated care system and whether there was sufficient public and political accountability over the limited resources available.

The lack of references to people with disabilities or learning difficulties was raised.  It was suggested that updates to the action plan could be made to include these groups.

It was resolved that the following recommendations be put to Council on 20 October 2022:

1.    That the Council’s approach to expanding the Health and Wellbeing Board to take account of the new requirements under the Health and Care Act and the associated White Paper, Health and social care integration: joining up care for people, places and populations (Option 2) be endorsed.

2.    That the Health and Wellbeing Board be renamed the Spelthorne Healthy Communities Board, with an expanded terms of reference, a wider membership of community participants and increased ability to award financial and other assistance using ‘pooled budgets’ from Health, Adult Social Care and the Council.

3.    That devolved authority be provided to the Spelthorne Healthy Communities Board, within strict spending limits, to utilise ‘pooled budgets’ to expedite community-based health initiatives. Initially using £50,000 of £132,000 awarded for prevention made by North West Surrey Alliance.

4.    That there be periodic reporting back to the Corporate Policy and Resources Committee on the Healthy Communities Board’s funding decisions.

This report sets out the various options which are open to the Corporate Policy and Resources Committee to address the re-profiling of the Shared Prosperity Fund monies from the government which backloads 88% of the £1m fund to 2024 -25.

It was resolved that option 1 contained within the officer’s report – to use the Business Rates Retention pot to ‘forward fund’ all of the projects in the Shared Prosperity Fund (SPF) Investment Plan in advance of the government funds (which were not due to be received until 2024/25) – be agreed.

This report followed upon the one considered by the Corporate Policy and Resources Committee on 11 July 2022.

The government had since announced that grant funding for the Shared Prosperity Fund was to be delayed.  This would impact on the investment plan, which was to provide funding to several projects aimed at boosting the borough’s economic recovery and growth.  It was therefore suggested that the projects in the investment plan could be funded via the business rates retention pot, with a view to replenishing the pot when the government’s shared prosperity fund grants were received.

There was discussion about the risk associated with using the business rates retention pot’s funds without a solid commitment from the government on the shared prosperity fund grants.  It was however reported that there was no reason to believe that shared prosperity grant funding would not be provided to local authorities.

The Committee requested a breakdown on the Youth Hub’s operating costs.

It was resolved that option 1 contained within the officer’s report – to use the Business Rates Retention pot to ‘forward fund’ all of the projects in the Shared Prosperity Fund (SPF) Investment Plan in advance of the government funds (which were not due to be received until 2024/25) – be agreed.

This report seeks to advise and update Corporate Policy and Resources Committee of the progress against the actions in the Procurement Action Plan, and seeks to gain feedback on the progress and direction of travel.

The committee noted the progress of the actions in the Procurement Action Plan.

The Committee received a presentation on the local and statutory procurement processes undertaken at Spelthorne.

There was discussion about the due diligence work that was carried out with suppliers, after contracts had been awarded to them.  It was confirmed that contract managers and the procurement team shared responsibility for ensuring that environmental considerations were factored into tender specifications.  The capacity of the procurement team was also discussed.

The Committee requested that it receive periodic briefings on procurement.  A review of procurement was scheduled by the internal audit team in its 2022/23 work programme.

The committee noted the progress of the actions in the Procurement Action Plan.

To receive a verbal update from the Leader of the Council.

The update was noted.

The Leader provided a verbal update on partnership working between Spelthorne Borough Council and Surrey County Council (SCC).

Suggestions for areas where members felt value could be added by closer partnership working were invited.  It was felt that transport links between Spelthorne and London Heathrow Airport would benefit from SCC input.  The Committee hoped that the Leader of SCC could be invited to a future meeting to discuss his plans for closer partnership working.

The scepticism expressed at the previous meeting was reiterated, as was the suggestion that Spelthorne should engage positively with SCC.

The operation and membership of the Surrey Delivery Board was confirmed.

The update was noted.

To receive a verbal update.

The update was noted.

Following discussions at the Corporate Policy and Resources Committee on 11 July 2022, discussions had been held with the Local Government Association (LGA) about the timing and content of the peer review.  The peer review was now due to take place between 15 and 17 November 2022 which was earlier than previously planned.  The Committee’s previous request for additional topics had been turned down by the LGA due to them being covered by other elements of the peer review.  The lead members had also been confirmed and a statement of facts about Spelthorne had been prepared.

The update was noted.

To consider the Forward Plan for committee business.

The forward plan was agreed, subject to the following inclusions:

1.    That the annual property review be added to the agenda for the 28 November 2022 committee.

2.    That the review of the Reserves Policy be added to the agenda for the 16 January 2023 committee.

The forward plan was agreed, subject to the following inclusions:

1.    That the annual property review be added to the agenda for the 28 November 2022 committee.

2.    That the review of the Reserves Policy be added to the agenda for the 16 January 2023 committee.

To note those urgent actions which have been taken by the Chief Executive in consultation with the Leader since the last Corporate Policy and Resources meeting on 27 September 2022:

·         Lease renewal – EE Ltd, Unit 45 Elmsleigh Centre

The urgent action was noted.

The urgent action was noted.

To receive an update on the Council’s Developments from the Development Advisor.

The update on Council developments was noted.

The update on Council developments was noted.

·         Finance

·         Internal Audit

The service plans for the Finance and Internal Audit teams were noted.