Agenda and decisions

To receive apologies for absence and notification of substitutions.

To confirm the minutes of the meeting held on 09 September 2024 as a correct record.

To receive any disclosures of interest from councillors in accordance with the Council’s Code of Conduct for members aside from the standing declarations from the members that are also Surrey County Councillors.

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.

The Committee is asked to make a decision on the reflections water feature.

The Committee resolved to agree to allow a local business sponsor to carry out repairs and maintenance at no cost to the Council for a minimum of three years; and

Delegate authority to the Group Head of Corporate Governance to agree the terms and enter necessary documentation

The Committee are asked to consider and approve the submission of a planning application for the Sunbury Leisure Centre.

This is a supplement to the report that went to Corporate Policy & Resources Committee on 08 July 2024.

The Committee resolved to agree the submission of a planning application in relation to the decarbonisation of Sunbury Leisure Centre to add additional Solar PV to Sunbury Leisure Centre, install Air-to-Water Heat Pumps and remove the aging boilers from site.

The Committee is asked to note the Key Performance Indicators that are reported on an annual basis to the Corporate Policy & Resources Committee.

The Committee resolved to note the Key Performance Indicators (KPIs) to be reported on an annual basis to this Committee.

The Committee is asked to:

1.    Approve the Safeguarding Children and Adults at Risk Policy 2024-2028; and

2.    Approve to delegate authority to the Strategic Safeguarding Lead in consultation with the Chair of the Community Wellbeing and Housing Committee to approve minor amendments and updates to the Policy.

The Committee is asked to note the 2023-24 Reserves Outturn Report.

The Committee resolved to note the 2023-24 Reserves Outturn Report.

The Committee is asked to approve the amendment to Treasury Management Strategy for 2024/25 as set out in the report.

The Committee resolved to recommend to Council that it approves the amendment to the Treasury Management Strategy for 2024/25.

The Committee is asked to:

1.    Approve the creation of a Joint Finance Partnership between Mole Valley and Spelthorne Borough Council,

2.    Approve the Heads of Terms (HoTs) for an intra-authority agreement between the two Councils as set out at Appendix 2 and delegate authority to the Council’s Section 151 Officer and Monitoring Officer to finalise all necessary legal arrangements and agreements to implement the partnership in line with the HoTs,

3.    Approve the creation of a Joint Partnership Board and its terms of reference as outlined in Appendix 3 to provide the scrutiny and governance function for the partnership,

4.    Approve the staff structure for the partnership outlined at Appendix 4, subject to consultation and to delegate authority to the Section 151 officer to approve any amendments to the structure following consultation; and

5.    Approve the partnership budget outlined in Appendix 5.

The Committee resolved to:

1.    Approve the creation of a Joint Finance Partnership between Mole Valley District Council and Spelthorne Borough Council,

2.    Approve the Heads of Terms for an Intra-Authority Agreement between the two Councils as set out at Appendix 2 of the report and delegate authority to the Council’s Section 151 Officer and the Interim Group Head of Corporate Governance to finalise all necessary legal arrangements and agreement to implement the partnership in line with the Heads of Terms,

3.    Approve the creation of a Joint Partnership Board and its terms of reference as outlined in Appendix 3 of the report to provide the scrutiny and governance function for the partnership,

4.    Approve the staff structure for the partnership outlined at Appendix 5, subject to consultation and to delegate authority to the Section 151 Officer to approve any amendments to the structure following consultation; and

5.    Approve the partnership budget outlined in Appendix 4 of the report.

The Committee is asked to approve the nominations put forward by the Ashford Sick and Needy Charity for the appointment of three Trustees.

The Committee resolved to agree the appointments of

Mr G Forsbrey

Mr A Joel and

Councillor S Mooney

as Trustees of the Ashford sick and Needy Charity for a period of four years.

The Committee resolved to note the significant strategic risks and issues highlighted in the report.

To consider the Forward Plan for committee business.

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

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 09 September 2024.

The Committee resolved to note the urgent action that had taken place since the last meeting of this Committee.

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.

The Committee is asked to recommend to Council that they approve an in-year Capital bid for an Electronic Document Management System for Housing Options .

The Committee resolved to recommend to Council that it approves an in-year Capital bid for an Electronic Document Management System for Housing Options

The Committee is asked to consider the procurement of a new website.

The Committee resolved to recommend to Council that it:

1.     Agrees a supplementary Capital budget for a new website,

2.    Agree to proceed with the procurement of a new website,

3.    Authorise the Head of Communications and Customer Engagement to carry out the procurement in accordance with Contract Standing Orders; and

4.    Authorise the Group Head of Corporate Governance to enter into any legal documentation necessary to implement the new contract and approve the proposed spend under the contract.

There were none.