Agenda and draft minutes

To elect a Chair for this meeting of the Development Sub-Committee.

The Committee resolved that Councillor Noble be elected Chair for this meeting.

To receive any apologies for non-attendance and details of Member substitutions.

Apologies for absence were received from Councillor Mooney.

To confirm as a correct record the minutes of the meeting held on 25 July and the Extrordinary meeting on 26 July 2022.

The Committee resolved to agree the minutes of the meeting held on 25 July and the Extraordinary Meeting held 26 July 2022.

To receive any disclosures of interest from members in accordance with the Members’ Code of Conduct.

Councillor Gibson advised the Committee that she was a member of the  Planning Committee and therefore would not be making comment on any applications due to come before the Planning Committee.

Councillors Sexton advised that she was a Surrey County Councillor.

To receive nominations for Chair and Vice-Chair of this Committee, to be agreed at the next Council meeting.

Chair

Proposer: Councillor H Harvey

Seconder: Councillor J Doran

Councillor Noble was nominated as chairman of the Development Sub-Committee.

Vice-Chair

Proposer – I Harvey

Seconder – Barratt

Nominee – Councillor Mooney

Proposer: Councillor Sexton

Seconder: Councillor Doran

Nominee - Councillor Nichols

Councillor Mooney – 4 votes

Councillor Nichols – 5 votes

Councillor Nichols was nominated as vice-chairman of the Development Sub-Committee.

The appointments would be considered at Council on 01 September 2022.

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 were 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 were received.

There were none.

To consider any urgent actions that have arisen since last meeting.

There were none.

The Committee to note the Forward Plan for Development Sub-Committee business.

The Committee considered the Forward Plan for Development Sub-Committee business.

The Committee requested that cash flows and graphs be provided for each of the business plans to be considered at the next meeting of the Committee on 05 September 2022.

The Committee asked when the Sinking Fund Policy would be presented to this Committee. The Chief Accountant advised that it would be going before the Corporate Policy & Resources Committee on 10 October.     

The Committee asked if external input would be provided for the Annual Commercial Property Report and they were advised that external agents would be involved.  

The Committee agreed to consider Item 13 (Refurbishment of the Rill in Memorial Gardens, Staines-upon-Thames) as an open item before the meeting went into a closed session.                    

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 Noble, Seconded by Councillor I Harvey 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 a report from Property & Assets that seeks approval for the new terms as soon as possible.

The Committee considered a report that sought approval of the terms of a new commercial deal with the current tenant.

The Committee resolved to agree the proposed new terms.

To consider a report from the Property Manager that seeks approval for the granting of an agreement to surrender the lease in return for the tenant carrying out specific works, following the tenant failing to correctly service its break notice.

The Committee considered a report written by the Asset Manager, Jeremy Gidman that sought approval to the granting of an agreement to surrender the lease in return for the tenant carrying out specific works.    

The Committee resolved to agree the recommendation.                      

Report to follow.

The Committee agreed that this item could be heard in an open session.

The Committee considered a report from The Property Manager and The Senior Building Manager that sought agreement for one of the options outlined in the report.

The Committee were advised that the Rill, in its current state, was considered to be a Health & Safety risk due to it filling up with rainwater and sludge.

The Committee considered each of the options and agreed that more information was needed before a decision could be reached. The Committee asked the Property Manager to action/provide the following:

Option 1 – More detail on the costing figures

Option 2 – Engage with local communities/schools to gauge interest in assisting with the design of the mosaic should that option be pursued.

More information required about the longevity of the mosaic and whether it would come with a guarantee.

Advise whether a resin could be poured over the mosaic to protect it from erosion, fading or vandalism and if so how long would the resin last before it needed to be replaced.

To investigate whether the Rill was put in place to commemorate the late Diana, Princess of Wales and if so could a plaque be put in place on the Rill to reflect this.

Option 4 – Speak to the Group Head, Neighbourhood Services to ascertain whether there had been any instances of trees and shrubs being pulled up by vandals within Memorial Gardens.

The Committee resolved to defer the decision on which option to agree to until the above information could be provided to the Committee.