Agenda, decisions and draft minutes

To receive apologies for absence and notification of substitutions.

Apologies were received from Councillor Williams. Councillor Rutherford attended as his substitute.

To confirm the minutes of the meeting held on 03 June 2024 as a correct record of proceedings.

The minutes of the meeting held on 3 June 2024 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 Sexton and Councillor Mooney declared they were Surrey County Councillors.

Councillor Nichols declared he was on the board for Knowle Green Estates.

The Chair, or their 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 were received.

There were no questions from members of the public.

To confirm the minutes of the Development Sub-Committee meeting held on 20 May 2024 as a correct record.

The Deputy Monitoring Officer provided the following statement regarding the minutes of the Development Sub-Committee held on 20 May 2024:

“At Development Sub-Committee on Monday 20 May 2024, it was reported that ‘The Group Head – Assets advised that this was a very focussed consultation with Ward Councillors and adjacent local residents that would be most affected.’ This statement referred to a meeting that was held in March 2024. The officers have clarified that one ward councillor had been invited to that meeting, but none attended.”

The Committee resolved to agree the minutes of the last Development Sub-Committee meeting held on 20 May 2024 as a correct record.

Committee is asked to note the Treasury Management outturn position for 2023/24.

The Committee resolved to note the Treasury Management Outturn position for 2023/2024.

Concerns were raised by the Committee concerning the complexity of the report and it was agreed that the Members Financial Working Group would work with officers to find an agreed solution to ensure that financial reports were easier to understand.

It was requested by Committee that a glossary of financial terms be produced for members to refer to when reading financial reports.

The Committee resolved to note the Treasury Management Outturn position for 2023/2024.

Committee is asked to:

1)    Make a recommendation to Council to propose a Main Modification to the Inspector to remove Bridge Street car park/Hanover House/Sea Cadet building (ST4/002) and Riverside surface car park (ST4/010) as site allocations from the Local Plan

2)    Make a recommendation to Council to propose a Main Modification to the Inspector to agree to new policy wording in relation to site allocations at risk from access and egress issues (flooding)

3)    Make a recommendation to Council that the Chair of the Environment & Sustainability Committee write to the Inspector with further proposed Main Modifications (if agreed) in order to progress the Local Plan back to Examination.

The Committee resolved to make the following recommendations to Council:

1.    To propose a Main Modification to the Inspector to remove Bridge Street Car Park/Hanover House/Sea Cadet Building and Riverside Surface Car Park as site allocations from the Local Plan;

2.    To propose a Main Modification to the Inspector to agree to new policy wording in relation to site allocations at risk from access and egress issues and for such wording to be finalised by the Group Head of Place, Protection and Prosperity in consultation with the Chair and Vice-Chair of the Corporate Policy and Resources Committee;

3.    That the Chair of the Environment and Sustainability Committee write to the Inspector with further proposed Main Modifications (if agreed) in order to progress the Local Plan back to examination.

The Committee was advised that work had been undertaken with the Environment Agency (EA) to reach a statement of common ground following the EA’s concerns around flooding and the access and egress of certain sites. The Group Head of Place, Protection and Prosperity advised the Committee that the EA’s concerns would not, on their own make the Local Plan unsound but their comments would be considered by the Planning Inspector when reaching a decision as to whether the Council’s Local Plan was sound or not. As a consequence of the EA being a Specific Consultee Body and therefore having a high ranking status, the Planning Inspector has advised that any concerns from them would be taken very seriously.

It was proposed by Councillor Boughtflower and seconded by Councillor Mooney that any changes to the wording within the policy should be brought back before the committee for them to agree to and not be finalised by the Group Head of Place, Protection and Prosperity in consultation with the Chair and Vice of this committee.

A vote was taken as follows:

For the motion – 7

Against the motion – 9

The motion FELL

The Committee resolved to make the following recommendations to Council:

1.    To propose a Main Modification to the Inspector to remove Bridge Street Car Park/Hanover House/Sea Cadet Building and Riverside Surface Car Park as site allocations from the Local Plan;

2.    To propose a Main Modification to the Inspector to agree to new policy wording in relation to site allocations at risk from access and egress issues and for such wording to be finalised by the Group Head of Place, Protection and Prosperity in consultation with the Chair and Vice-Chair of the Corporate Policy and Resources Committee;

3.    That the Chair of the Environment and Sustainability Committee write to the Inspector with further proposed Main Modifications (if agreed) in order to progress the Local Plan back to examination.

Committee is asked to agree the submission of the Productivity Plan to DLUHC.

The Committee resolved to agree the submission of the Productivity Plan to DLUHC subject to any further amendments being agreed by the Group Head of Commissioning and Transformation in consultation with the Chair and Vice-Chair of Corporate Policy and Resources Committee.

The Committee were advised that the deadline for submission of the Productivity Plan Report to the Government was 19 July 2024.

The Deputy Chief Executive advised the committee that further amendments would be made to the report following discussions with the Leader. The amended report would be circulated to committee members by 16 July 2024..

The Committee resolved to agree the submission of the Productivity Plan to DLUHC subject to any further amendments being agreed by the Group Head of Commissioning and Transformation in consultation with the Chair and Vice-Chair of Corporate Policy and Resources Committee.

The meeting was adjourned at 20.30

The meeting resumed at 20.39

Committee is asked to:

1.     Support in principle progressing a solar canopy scheme for the Eclipse Leisure Centre Car Park

2.     If agreed to progress, to confirm whether the preference is for a steel or glulam structure.

Appendices A-C of this report are exempt as they contain 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)

The Committee resolved to agree to support in principle progressing a solar canopy scheme for the ‘Eclipse Leisure Centre’ car park.

The Committee requested that additional information be included within the follow-up report that was to be brought back to committee in September 2024. This included a cost comparison between the current leisure centre costs and the proposed costs if the Council installed the solar panels and examples of electricity prices to highlight any potential risks if the price of electricity fell. 

The Committee queried what funding would be used to facilitate the proposed Solar Canopy if the bid for Community Infrastructure Levy funding was unsuccessful. They were advised that alternative funding streams would need to be considered.

A detailed specification would be written before a full procurement exercise was undertaken to invite companies to submit a tender for the works and this would be included within the revised report that was due to be brought back before the Committee in September 2024.

The Committee resolved to agree to support in principle progressing a solar canopy scheme for the ‘Eclipse Leisure Centre’ car park.

Committee is asked to:

1)    Agree to directly award a contract to Low Carbon Europe to deliver the Sunbury Leisure Centre decarbonisation project funded by Sport England through the Swimming Pool Support Fund.

2)    Delegate authority to the Group Head of Corproate Governance to enter into any necessary documentation in connection with the project

3)    Recommend to Council approval of the scheme as a supplementary Capital Estimate for a value of £995,000.

The Committee resolved to

1.    Agree to directly award a contract to Low Carbon Europe to deliver the Sunbury Leisure Centre decarbonisation project funded by Sport England through the Swimming Pool Support Fund;

2.    Delegate authority to the Group Head of Corporate Governance to enter into any necessary documentation in connection with the project;

3.    Recommend to Council approval of the scheme as a supplementary Capital Estimate for a value of £995,000.

The Committee resolved to

1.    Agree to directly award a contract to Low Carbon Europe to deliver the Sunbury Leisure Centre decarbonisation project funded by Sport England through the Swimming Pool Support Fund;

2.    Delegate authority to the Group Head of Corporate Governance to enter into any necessary documentation in connection with the project; and

3.    Recommend to Council approval of the scheme as a supplementary Capital Estimate for a value of £995,000.

With the approval of the Chair, this item has been withdrawn from the agenda.

With the Chair’s approval, this item was withdrawn from the agenda and would be considered at a future meeting.

Committee is asked to note the Customer Services Service Plan for 2024-25.

The Committee were advised that this Service Plan was submitted late as a restructure had just been finalised.

The Committee expressed concerns about the current Service Plan template and how it resulted in a document that was not easy to understand. They also asked that the template be updated to provide information in respect of the previous years’ plan so the members would be aware whether targets had been met or projects completed.

The Deputy Chief Executive advised the Committee that the Service Plan  template was in the process of being updated and would address the points outlined above. The new template would be used for the Service Plans for 2024/25 that would be presented to Committees in early Autumn.

Committee resolved to note the Customer Services Service Plan.

To consider the Forward Plan for committee business.

The Committee resolved to note the contents of the Forward Plan.

To consider an urgent item regarding allocation of funding for refurbishment works at Ashford Cemetery Lodge.

The Chair has authorised this for the following reason:

This item is urgent as it has been identified that works funded from existing revenue budgets on the asset could be accounted for as capital expenditure and it needs to be added to the Capital Programme. This report could not be delayed until the next meeting as the project would be completed by then.

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 with the proposed contractor who could then know the position of the Council. 

The Committee resolved to recommend that Council approve the reallocation of the refurbishment works at Ashford Cemetery Lodge from a Revenue funded project to a project included within the Capital Programme.

It was proposed by Councillor Bateson and seconded by Councillor Button to suspend Standing Order 5.1 to continue the meeting beyond three hours.

Councillor Geach left the Chamber at 22.02

The Committee resolved to agree the recommendation as outlined in the report.

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 03 June 2024.

There were no urgent actions.

To move the exclusion of the Press/Public for the following items, in view of the likely disclosure of 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.

It was proposed by Councillor Bateson and seconded by Councillor Nichols 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) because it was likely to disclose 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 being able to undertake even-handed negotiations and finalising acceptable contract terms:

To consider the appointment of a contractor to undertake works associated with providing a new and extended car park for the new Spelthorne Leisure Centre.

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 with the proposed contractor who could then know the position of the Council. 

The Committee resolved to

1.    Approve the appointment of the preferred bidder to undertake works associated in providing a new and extended car park for the new Spelthorne Leisure Centre

2.    Delegate authority to the Chief Finance Officer in consultation with the Group Head of Corporate Governance and the Leader to finalise all legal and contractual terms for their appointment.

The Committee requested that consideration is given to recycling as much as possible within the old Leisure Centre before it is demolished. The Leader asked the Development Advisor to provide members with a list of what was to be recycled.

Concerns were expressed about the demolition impacting on Knowle Green Nursery that is located next to the old Leisure Centre. The Committee were advised that Collards would have to adhere to Health & Safety Legislation and the detailed plans and would be liaising with neighbouring properties and would try to keep demolition works that might directly affect the nursery would be undertaken at weekends.

The Committee were advised that an asbestos survey had been undertaken and that none had been found in the areas they were able to check but due diligence would be taken during the demolition process to ensure that care is taken when dealing with areas that had not previously been accessible.

The Development Advisor confirmed that the demolition of the old Leisure Centre did not have to be considered by the Planning Committee as it was included in the original planning consent for the new Leisure Centre.

The Committee resolved to

1.    Approve the appointment of the preferred bidder to undertake works associated in providing a new and extended car park for the new Spelthorne Leisure Centre in accordance with the approved planning permission; and

2.    Delegate authority to the Chief Finance Officer in consultation with the Group Head of Corporate Governance and the Leader to finalise all legal and contractual terms for their appointment.

Committee is asked to approve the Annual Commercial Property Report for the year ending 31 March 2024, and approve publication of the report on the Council’s website.

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 with the proposed contractor who could then know the position of the Council. 

The Committee resolved to approve the Annual Commercial Property Report for the year ending 31 March 2024 subject to the inclusion of comments from the Commercial Assets Sub-Committee, and approved publication on the Council’s website.

The Committee resolved to approve the Annual Commercial Property Report for the year ending 31 March 2024 subject to the inclusion of comments from the Commercial Assets Sub-Committee, and approved publication on the Council’s website.

To receive any updates from the Chair of the Committee.

There were no updates provided at this meeting.