Agenda, decisions and draft minutes

To receive apologies for absence and notification of substitutions.

Apologies were received from Councillors Attewell and Turner.

Councillor Howkins was present as Councillor Attewell’s substitute and Councillor Dunn was present as substitute for Councillor Turner.

Apologies were received from Councillors Attewell and Turner.

Councillor Howkins was present as Councillor Attewell’s substitute.

Councillor Dunn was present at Councillor Turner’s substitute.

To confirm the minutes of the meeting held on 11 November and 01 December 2025 as a correct record.

Minutes to follow

The minutes of the meeting held on 11 November 2025 were agreed as a correct record.

The minutes of the meeting held on 11 November 2025 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 Mooney and Sexton declared that they were also Surrey County Councillors.

Councillor Nichols declared that he was a Director on the Knowle Green Estates Board.

Councillor Mooney and Sexton declared that they were also Surrey County Councillors.

Councillor Nichols declared that he was a Director on the Knowle Green Estates Board.

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.

There were no questions.

Committee is asked to:

1.    Agree to the tennis court and football pitch improvement works within the Council’s parks and open spaces,

2.    Authorise the Group Head Community Wellbeing and Housing in consultation with the Chair of Corporate Policy and Resources Committee to select the chosen suppliers and award the contracts not exceeding the community infrastructure levy funding set out in this report,

3.    Authorise the Group Head Corporate Governance to enter contracts with the chosen supplier; and

4.    Recommend to Council a supplementary capital estimate of £260,000 for the gross cost of the capital works.

The Committee resolved to:

1.    Agree to the tennis court and football pitch improvement works within the Council’s parks and open spaces,

2.    Authorise the Group Head Community Wellbeing, in consultation with the Chair of Corporate Policy and Resources Committee to select the chosen suppliers and award the contracts not exceeding the community infrastructure levy funding set out in this report,

3.    Authorise the Group Head Corporate Governance to enter contracts with the chosen supplier; and

4.    Recommend to Council a supplementary capital estimate of £260,000 for the gross cost of the capital works.

The Committee considered a report that sought approval for improvement works within the Council’s parks and open spaces.

The Committee were advised that a tender process would be undertaken to appoint a contractor to undertake the works needed. Once the contract had been awarded, the Chair asked for dates to be provided with regard to the lifespan of each tennis courts’ tarmacadam and when future repainting/recoating would be needed.

The Chair asked for details to be provided to Committee members with regard to who would be responsible for monitoring the tennis courts to ensure that they remained fit for purpose and how often they would be inspected.

The Committee requested that further information be provided to outline details of what money would be spent on the football pitches and what maintenance or improvements would be needed. 

 The Committee resolved to:

1.    Agree to the tennis court and football pitch improvement works within the Council’s parks and open spaces,

2.    Authorise the Group Head Community Wellbeing, in consultation with the Chair of Corporate Policy and Resources Committee to select the chosen suppliers and award the contracts not exceeding the community infrastructure levy funding set out in this report,

3.    Authorise the Group Head Corporate Governance to enter contracts with the chosen supplier; and

4.    Recommend to Council a supplementary capital estimate of £260,000 for the gross cost of the capital works.

The Committee resolved to:

1.    Agree the Social Value Strategy for the regeneration site disposals and recommend to Council for approval; and

2.    Note that by adopting the Strategy the relevant housing and regeneration sites will be marketed to include a requirement for third parties to provide social value provision within their offers, which may reduce the highest financial value being achieved.

The Committee considered a report that sought a recommendation for Council to approve the proposed Social Value Strategy for the Council’s regeneration sites.

The Committee were advised that this report had been considered at a meeting of the Business, Infrastructure and Growth Committee in January and a recommendation was made to this Committee to agree the Social Value Strategy for the regeneration site disposals.

The Group Head Assets was asked to provide a list, to be circulated to all committee members, of all commercial properties within the Council’s Portfolio.

The proposed strategy would ensure that an agreed set of parameters would be used to evaluate any offers as opposed to just accepting the highest offer. Prior to any site disposal Council will agree a minimum site value and attach weightings to individual criterium to aid decision making and to ensure that the Council consider the social value to the Borough’s residents.

Councillor Williams requested a recorded vote.

The Committee resolved to:

1.    Agree the Social Value Strategy for the regeneration site disposals and recommend to Council for approval; and

2.    Note that by adopting the Strategy the relevant housing and regeneration sites will be marketed to include a requirement for third parties to provide social value provision within their offers, which may reduce the highest financial value being achieved.

Committee is asked to:

Approve the Sundry Debt write-off set out amounting to £10,9133.44 in total which relates to irrecoverable debts relating to:

a.    Hire costs for Staines Community Centre (£3,763.44) and

b.    A homelessness prevention loan (£7,150).

The Committee resolved to approve the Sundry Debt write-offs set out amounting to £10,913.44 in total which relates to irrecoverable debts relating to:

a.    Hire costs for Staines Community Centre (£3,763.44) and

b.    A homelessness prevention loan (£7,150)

The Committee considered a report that sought approval for a Sundry Debt write-off in the sum of £10,913.44.

The Group Head Commissioning and Transformation advised that since these debts had occurred an updated Corporate Debt Policy had been implemented and the Debt Recovery Team’s resources had been strengthened. Processes had now been put in place to monitor individual debts to ensure that they did not increase.

The Chair asked for details of the processes followed and which debts ran the risk of not being recoverable, to be sent to all Committee members.

The Committee requested details of available debt recovery measures and when they would be used.

The Committee resolved to approve the Sundry Debt write-offs set out amounting to £10,913.44 in total which relates to irrecoverable debts relating to:

a.    Hire costs for Staines Community Centre (£3,763.44) and

b.    A homelessness prevention loan (£7,150)

The Committee is asked to:

a.    Approve the new Governance Assurance Policy and Framework (as outlined in Appendix A), which focuses on the Council’s governance and control arrangements to ensure effective management of risks; and

b.    Authorise the Deputy Chief Executive, in conjunction with the Chair of the Audit Committee to make any adjustments to the Policy and Framework to ensure that it is updated to reflect any future changes in the Council’s governance arrangements.

The Committee resolved to:

a.    Approve the new Governance Assurance Policy and Framework (as outlined in Appendix a), which focuses on the Council’s governance and control arrangements to ensure effective management of risks; and

b.    Authorise the Deputy Chief Executive, in conjunction with the Chair of the Audit Committee to make any adjustments to the Policy and Framework to ensure that it is updated to reflect any future changes in the Council’s governance arrangements.

The Committee considered a report that sought approval of the proposed new Governance Assurance Policy.

The Deputy Chief Executive advised that it was proposed to introduce this new policy from April 2026 following training for all Chairs and Vice-Chairs of Committees and officers to ensure that there was a comprehensive understanding.

The Committee resolved to:

a.    Approve the new Governance Assurance Policy and Framework (as outlined in Appendix a), which focuses on the Council’s governance and control arrangements to ensure effective management of risks; and

b.    Authorise the Deputy Chief Executive, in conjunction with the Chair of the Audit Committee to make any adjustments to the Policy and Framework to ensure that it is updated to reflect any future changes in the Council’s governance arrangements.

Committee is asked to recommend to Council that:

a.     The existing Council Tax Reduction Scheme is retained for 2026/27,

b.     In accordance with the Local Authorities (Calculation of Tax Base) (England) Regulations 2012 the Council Tax Base for 2026/27 calculated as Band D equivalents, is determined at 41,276.13, an increase of 1.62%; and

c.     The estimated Council Tax surplus for 2025/26 is £6.478m, of which £0.614m relates to Spelthorne Borough Council (£5.515m of the surplus is a one-off and is due to an adjustment to the 2024/25 bad debt provision).

The report is to follow

The Committee resolved to recommend to Council that:

a.    The existing Council Tax Reduction Scheme is retained for 2026/27,

b.    In accordance with the Local Authorities (Calculation of Tax Base) (England) Regulations 2012 the Council Tax Base for 2026/27 calculated as Band D equivalents, is determined at 41,276.13, an increase of 1.62%; and

c.    The estimated Council Tax surplus for 2025/26 is £6.478m, of which £0.614m relates to Spelthorne Borough Council (£5.515m of the surplus is a one-off and is due to an adjustment to the 2024/25 bad debt provision).

The Committee considered a report that sought a recommendation for Council.

The Committee queried how many properties within the Borough currently attracted a 200% and 300% levy for properties that were unoccupied and unfurnished for a period of 5 years to 10 years and 10 years and more respectively. The Interim Chief Executive advised that details would be circulated to the committee members.

The Committee resolved to recommend to Council that:

a.    The existing Council Tax Reduction Scheme is retained for 2026/27,

b.    In accordance with the Local Authorities (Calculation of Tax Base) (England) Regulations 2012 the Council Tax Base for 2026/27 calculated as Band D equivalents, is determined at 41,276.13, an increase of 1.62%; and

c.    The estimated Council Tax surplus for 2025/26 is £6.478m, of which £0.614m relates to Spelthorne Borough Council (£5.515m of the surplus is a one-off and is due to an adjustment to the 2024/25 bad debt provision).

To consider the Forward Plan for committee business.

The Committee noted the contents of the Forward Plan.

The Committee resolved to agree the Forward Plan subject to some minor amendments being made.

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 01 December 2025.

There were none.

There were none.