Agenda, decisions and draft minutes

To receive apologies for absence and notification of substitutions.

Apologies were received from Attewell, Boughtflower, Clarke and Doran

Councillor Burrell attended as substitute for Councillor Doran

Councillor Horan attended as substitute for Councillor Boughtflower

Apologies were received from Councillors Attewell, Boughtflower, Clarke and Doran.

Councillor Burrell attended as substitute for Councillor Doran.

Councillor Howkins attended as substitute for Councillor Boughtflower.

To receive any disclosures of interest from councillors in accordance with the Council’s Code of Conduct for members.

Councillor Sexton and Mooney are also Surrey County Councillors.

Councillor Nichols sits on the Knowle Green Estates Board of Directors.

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

Minutes to follow

The minutes from the 11 November 2025 meeting would be presented to the next meeting for agreement.

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 were advised that no questions had been received from members of the public.

The Committee were advised that no questions had been received from members of the public.

Committee is asked to:

1.    Agree the Terms of Reference (Appendix A) for establishing the Staines Masterplan Task Group and agree member appointments to the Task Group,

2.    Delegate authority to the Deputy Chief Executive, in consultation with the Chair of Environment and Sustainability Committee to make decisions on the Staines Masterplan project at the required gateway points in the project programme; and

3.    Delegate authority to the Deputy Chief Executive, in consultation with the Chair of Environment and Sustainability Committee to make any future changes to membership of the Staines Masterplan Task Group.

The Committee resolved to:

·       agree the Terms of Reference (Appendix A) for establishing the Staines Masterplan Task Group and agree member appointments to the Task Group as detailed but adding that they should be from Staines wards

·       delegate authority to the Deputy Chief Executive, in consultation with the Chair of Environment and Sustainability Committee, to make decisions on the Staines Masterplan project at the required gateway points in the project programme; and

·       delegate authority to the Deputy Chief Executive, in consultation with the Chair of the E&S Committee, to make any future changes to membership of the Staines Masterplan Task Group.

The Committee considered the establishment of a Staines Masterplan Task and Finish Group. The Staines Masterplan was a major project which would shape the future development of Staines, and establishing a cross-party task group would allow stakeholder involvement to ensure the masterplan reflected community priorities. The development of a masterplan was a key element of the Council’s Improvement and Recovery Plan.

The Committee expressed concern over decisions being delegated rather than brought to Committee, but the Committee were assured of member oversight and the delegation of decisions would assist with the project progressing at pace. The Committee clarified that councillors from the three Staines wards would be members of the task group.

The Committee resolved to:

1.    agree the Terms of Reference (Appendix A) for establishing the Staines Masterplan Task Group and agree member appointments to the Task Group as detailed but adding that they should be from Staines wards

2.    delegate authority to the Deputy Chief Executive, in consultation with the Chair of Environment and Sustainability Committee, to make decisions on the Staines Masterplan project at the required gateway points in the project programme; and

3.    delegate authority to the Deputy Chief Executive, in consultation with the Chair of the E&S Committee, to make any future changes to membership of the Staines Masterplan Task Group.

Committee is asked to consider the forecast Revenue Outturn that reflects the change in Minimum Revenue Provision (MRP) policy and debt refinancing discount approved at Full Council on 17 November 2025.

The Committee resolved to agree to acknowledge the forecast Revenue outturn that reflects the change in Minimum Revenue Provision (MRP) policy and debt refinancing discount approved at Full Council on 17 November 2025.

The Committee considered the Quarter Two Revenue Monitoring report as at 30 September 2025. The report set out the Council’s estimated outturn based on financial information at the end of the second quarter with projected trends in income and expenditure.

The Committee resolved to agree to acknowledge the forecast Revenue outturn that reflects the change in Minimum Revenue Provision (MRP) policy and debt refinancing discount approved at Full Council on 17 November 2025.

Committee is asked to make a recommendation to Council that is approves a supplementary capital estimate to the Capital Programme for 2025/26 of up to £1.9m, for acquiring housing units to be part funded by Local Authority Housing Fund Grant funding. This would create a borrowing need of £1.05m, and an annual financing requirement of about £70k per annum.

Recommend to Full Council that it approves

·       A supplementary capital estimate to the Capital Programme for 2025/26 of up to £1.9m, for acquiring housing units to be part funded by Local Authority Housing Fund Grant funding. This would create a borrowing need of £1.05m, and an annual financing requirement of about £70k per annum.

The Committee considered the Quarter Two Capital Monitoring Report s at 30 September 2025.

Recommend to Full Council that it approves

·         A supplementary capital estimate to the Capital Programme for 2025/26 of up to £1.9m, for acquiring housing units to be part funded by Local Authority Housing Fund Grant funding. This would create a borrowing need of £1.05m, and an annual financing requirement of about £70k per annum.

Committee is asked to:

1.    Agree that the Council undertake a direct letting of Ashford Cemetery Lodge; and

2.    Delegate authority to the Group Head Corporate Governance to complete any necessary documentation in connection with the letting.

The Committee resolved to:

·       agree that a direct letting of Ashford Cemetery Lodge be undertaken; and

·       agree to delegate authority to the Group Head of Corporate Governance to complete any necessary documentation in connection with the letting.

The Committee resolved to:

·       agree that a direct letting of Ashford Cemetery Lodge be undertaken; and

·       agree to delegate authority to the Group Head of Corporate Governance to complete any necessary documentation in connection with the letting.

To consider the Forward Plan for committee business.

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

Resolved: That the Committee noted 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 11 November 2025.

No urgent actions had been taken since the last meeting.

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 resolved to exclude the public and press for the discussion of the remaining 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:

1.    Approve the Annual Commercial Property Report for the year ending 31 March; and

2.    Approve publication of the report on the Council’s website.

The Committee resolved to:

·       Approve the Annual Commercial Property Report for the year ending 31 March 2025; and

·       Approve publication of the report on the Council’s website.

The Committee considered an exempt report in relation to the Annual Commercial Property Report covering the financial year 2024/25.

The Committee resolved to:

·       Approve the Annual Commercial Property Report for the year ending 31 March 2025; and

·       Approve publication of the report on the Council’s website.

Committee is asked to:

1.    Consider the options and approve option 2 detailed in the report to instruct the Council’s Legal Services to negotiate a settlement out of court; and

2.    Delegate authority to the Group Head Assets in consultation with the Chair of Corporate Policy and Resources Committee to:

a)    agree a settlement subject to Council approval to dispose of the land or

b)    instruct the Council’s Legal Services to proceed to take this matter to trial.

The Committee resolved that The Council shall take this matter to trial and delegate authority to Group Head of Assets, in consultation with the Chair and Vice Chair of Corporate Policy and Resources Committee, to instruct the Council's Legal Services to proceed to take this matter to trial.  

The Committee considered an exempt report in order to reach a conclusion of the long standing trespass of Council owned public open space at Clay Lane Stanwell. The Committee considered all the actions that had taken place to date to resolve the issue, legal advice and its options in order to fulfil its duty to protect Council owned assets and to protect public open space.

The Committee resolved that the Council shall take this matter to trial and delegate authority to Group Head of Assets, in consultation with the Chair and Vice Chair of Corporate Policy and Resources Committee, to instruct the Council's Legal Services to proceed to take this matter to trial. 

Committee is asked to:

1.    Authorise the Group Head Assets to carry out the procurement process to identify a suitable contractor to undertake the replacement of the boilers at Sunbury Leisure Centre and associated works,

2.    Subject to tender returns being no more than 10% of the budget, delegate authority to the Chief Financial Officer and Group Head Assets, in consultation with the Chair and Vice Chair of the Corporate Policy and Resources Committee to select the preferred contractor and award the contract,

3.    Recommend to full Council to agree an additional budget for the boiler replacement and Consultants’ fees to be available to progress this project; and

4.    Delegate authority to the Group Head Corporate Governance to enter into a contract and any other ancillary documentation with the contractor selected in accordance with point 3 above.

Recommend to Full Council that it approves:

·       an additional budget for the boiler replacement and Consultants’ fees to be available to progress this project.

The Committee resolved to:

·       Authorise the Group Head Assets to carry out the procurement process to identify a suitable contractor to undertake the replacement of the boilers at Sunbury Leisure Centre and associated works;

·       Subject to tender returns being no more than 10% of the budget, delegate authority to the Chief Financial Officer and Group Head Assets, in consultation with the Chair and Vice Chair of the Corporate Policy and Resources Committee to select the preferred contractor and award the contract; and

·       Delegate authority to the Group Head Corporate Governance to enter into a contract and any other ancillary documentation with the contractor selected in accordance with the recommendation to Council.

The Committee considered an exempt report regarding Sunbury Leisure Centre Works to enable the Sport England grant funding to be utilised and Sunbury Leisure Centre to benefit from reduced carbon emissions and energy costs. The Committee explored the options available to the Council at this stage in the project, the financial and contractual obligations in place.

Recommend to Full Council that it approves:

·       an additional budget for the boiler replacement and Consultants’ fees to be available to progress this project.

The Committee resolved to:

·       Authorise the Group Head Assets to carry out the procurement process to identify a suitable contractor to undertake the replacement of the boilers at Sunbury Leisure Centre and associated works;

·       Subject to tender returns being no more than 10% of the budget, delegate authority to the Chief Financial Officer and Group Head Assets, in consultation with the Chair and Vice Chair of the Corporate Policy and Resources Committee to select the preferred contractor and award the contract; and

·       Delegate authority to the Group Head Corporate Governance to enter into a contract and any other ancillary documentation with the contractor selected in accordance with the recommendation to Council.