Agenda and minutes

To receive apologies for absence and notifcation of substitutions.

Apologies were received from Councillors John Boughtflower, John Doran, and Adam Gale. Councillor Beecher attended as Councillor Gale’s substitute.

To confirm the minutes of the meeting held on 8 June 2023 as a correct record.

The minutes of the meeting held on 8 June 2023 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.

There were none.

To consider and endorse the Annual Report on Complaints for 2022-2023.

The Committee received a report from the Group Head Commissioning and Transformation on the Annual Report from the Local Government and Social Care Ombudsman for the period from April 2022 to March 2023. The report provided an overview of complaints about Spelthorne Borough Council received by the Ombudsman and how they were dealt with. All complaints received by the Ombudsman were from direct approaches, and the Ombudsman did not uphold any of the complaints filed for the period.

The Group Head Commissioning and Transformation provided a summary of how complaints were dealt with by the Council and explained that complaints were a tool in helping the Council understand residents concerns and were used to identify learning points and improvements to services. The rise in complaints in 2022/23 was acknowledged, but this may be due to the launch of the online Complaints Portal which made it easier for residents to raise a complaint rather than the Council failing in service delivery.

The Committee sought clarification on the financial remedies relating to complaints. It was explained that due to the nature of the complaint, it may be appropriate in some cases to issue a refund to resolve the complaint.

The Committee wished to place on record their congratulations to officers for their performance for the year.

The Committee resolved to endorse the Annual Report on Complaints for 2022-2023.

To consider the appointment of one trustee for Laleham Charities – Village Hall and Recreation Ground

The Committee considered a nomination for a representative trustee to Laleham Charities Village Hall and Recreation Ground. The trustees of the charity were responsible for the administration and management of the Village Hall and Recreation Ground and any buildings for the recreation, entertainment, enjoyment and benefit of the inhabitants of the parish of Laleham. One nomination for the vacancy had been received from the charity: David (Dominic) O’Malley.

The Committee noted the vacancy arose due to the four-year term of one of its trustees ending.

The Committee resolved to appoint David (Dominic) O’Malley as a representative trustee to Laleham Village Hall and Recreation Ground for a period of four years.

To consider the appointment of one trustee for Staines Parochial Charity.

The Committee considered a nomination for a representative trustee to Staines Parochial charity. The trustees of the charity provided relief either generally or individually to residents of Staines who are in conditions of need, hardship or distress. One nomination for the vacancy had been received from the charity: Mrs Jean Pinkerton OBE.

The Committee spoke in support of the nominee and endorsed the nomination.

The Committee resolved to appoint Mrs Jean Pinkerton OBE as a representative trustee to Staines Parochial Charity for a period of four years.

To consider the nomination to the Surrey Environmental Partnership for the 2023-2024 municipal year.

The Committee considered a nomination to the Surrey Environment Partnership from a group leader. The Committee were informed that after non-appointment to the position in June, the Council were asked if a nomination could be sought again and one nomination had been received.

The Committee resolved to appoint Councillor Karen Howkins as a representative to the Surrey Environment Partnership for the remainder of the municipal year.

To note the process for Charity Appointments that has been implemented.

The Committee received a report from the Group Head Corporate Governance regarding the review of the Charity Appointments Process. Following the call-in of a charity appointment to Council in February 2023, it was highlighted that there was no proper selection process to demonstrate suitability of appointments which allowed charities to put forward reasons for  nominations. The process now ensures the Charity as well as ward councillors are aware of the vacancies and nominations received in advance of the meeting.

The Committee endorsed the implemented process and noted that in future charities will be asked to demonstrate how they reached the decision for their nomination.

The Committee resolved to note the implemented process for charity appointments.

To consider the Forward Plan for committee business.

The Committee considered the forward plan for future Committtee business.

The Committee resolved to note the forward plan.