Agenda, decisions and draft minutes

To receive apologies for absence and notification of substitutions.

Apologies were received from Councillor Gyawali. Councillor Nichols attended as his substitute.

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

Councillors Attewell, Bateson and Sexton declared that they were also West Surrey Shadow Authority Councillors.

Councillors Attewell and Sexton declared that they were also Surrey County Councillors.

To confirm the minutes of the meeting held on 08 September 2026 as a correct record.

The minutes of the meeting held on 8 September 2026 were agreed as a correct record.

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 none.

Committee is asked to:

Approve the write-offs set out in the appendices for Sundry Debt (Appendix 1) and Housing Benefits (Appendix 2) which total £52,026 which relate to irrecoverable debt relating to Sundry Debt (Assets) and Housing Benefits.

Committee resolved to approve the write-offs set out in the Appendix 1 and 2 of the report which totalled £52,026 and which related to irrecoverable debt relating to Sundry Debt (Assets) and Housing Benefits.

Committee considered a report that sought approval for sundry debt and housing benefits write-offs in the sum of £52,026. The Group Head Commissioning and Transformation confirmed that all possible avenues for recovery had been undertaken.

The Committee acknowledged this was part of a series of reports requesting debt write-offs. This was due to the Council adopting changes to the Corporate Debt Policy to reduce aged debt and introducing processes to manage service debts. The number of cases requiring write-off were a small percentage compared to debts that had been recovered.

The Committee resolved to approve the write-offs set out in the appendices to the report for Sundry Debt and Housing Benefits which totalled £52,026 and which related to irrecoverable debt relating to Sundry Debts and Housing Benefits.

Committee is asked to:

1.    Authorise the Council’s ICT Manager to commence a procurement process for the purchase of new ICT servers for a maximum total contract value of £150,000,

2.    Authorise the Group Head of Commissioning and Transformation to select the preferred supplier for new ICT servers and award a contract not exceeding the available budget; and

3.    Authorise the Group Head of Corporate Governance to enter into the contract and necessary legal documentation to purchase the new servers.

The Committee resolved to:

1.    Authorise the Council’s ICT Manager to commence a procurement process for the purchase of new ICT servers for a maximum total contract value of £150,000,

2.    Authorise the Group Head of Commissioning and Transformation to select the preferred supplier for new ICT servers and award a contract not exceeding the available budget; and

3.    Authorise the Group Head of Corporate Governance to enter into the contract and necessary legal documentation to purchase the new servers.

The Committee considered the commencement of a procurement process for the purchase of new ICT servers. The Council’s existing servers were past end-of-life, and the new unitary authority had no plans to provide a centralised server infrastructure for the next 3-5 years which meant replacement servers needed to be purchased. Cloud options had been explored, but storage was not required and would not be economically viable.

Some members of the Committee felt the existing servers should continue to be used and replaced by the successor authority. Others acknowledged the servers would not continue to support the software required to continue to operate the Council, and agreed the servers should be replaced. Support and maintenance were included in the anticipated cost. The retired kit would be sold to recuperate costs.

The Committee resolved to:

1.    Authorise the Council’s ICT Manager to commence a procurement process for the purchase of new ICT servers for a maximum total contract value of £150,000;

2.    Authorise the Group Head of Commissioning and Transformation to select the preferred supplier of new ICT servers and award a contract not exceeding the available budget; and

3.    Authorise the Group Head of Corporate Governance to enter into the contract and necessary legal documentation to purchase the new servers.

Committee is asked to:

a)    Note the current overall assurance level for the Governance Assurance Areas under the remit of the Corporate Policy and Resources Committee (Appendix A), which form part of the Council’s Governance Assurance Register; and

b)    Consider the key areas of focus concerning the Governance Assurances Areas relating to:

‘Ensuring we meet out EDI duties and responsibilities’ (Appendix B)

And

‘Ensuring the Council’s financial management and long-term planning arrangements are effective to secure financial sustainability (Appendix C).

The Committee resolved to:

1.    Note the current overall assurance level for the Governance Assurance Areas under the remit of the Corporate Policy and Resource Committee which form part of the Council’s Governance Assurance Register; and

2.    Acknowledge the key areas of focus concerning the Governance Assurance Areas relating to “Ensuring we meet our EDI duties and responsibilities” and “Ensuring the Council’s financial management and long-term planning arrangements are effective to secure financial sustainability.”

The Committee considered a report that sought to inform and assure members on the “Ensuring we meet our EDI duties and responsibilities” and ”Ensuring the Council’s financial management and long-term planning arrangements are effective to secure financial sustainability” sections of the Council’s Governance Assurance Register.

The Committee resolved to:

1.    Note the current overall assurance level for the Governance Assurance Areas under the remit of the Corporate Policy and Resource Committee which form part of the Council’s Governance Assurance Register; and

2.    Acknowledge the key areas of focus concerning the Governance Assurance Areas relating to “Ensuring we meet our EDI duties and responsibilities” and “Ensuring the Council’s financial management and long-term planning arrangements are effective to secure financial sustainability.”

Committee is asked to:

1.    Approve the Annual Commercial Property Report for the year ending 31 March 2026; and

2.    To publish the Annual Commercial Property Report attached as Appendix A on the Council’s website.

The Committee received the Annual Commercial Property Report for Financial Year 2025/2026.

The Committee resolved to:

1.    Approve the Annual Commercial Property Report for the year ending 31 March 2026; and

2.    To publish the Annual Commercial Property Report as attached at Appendix A on the Council’s website.

The Committee received the Annual Commercial Property Report for Financial Year 2025/2026.

The Asset Manager summarised the performance of the portfolio for the last financial year and set out how this compared to the market. The report included 12 assets, as one was sold before year-end. The vacancy rate amongst the portfolio was below the industry norm, and the Elmsleigh Shopping Centre had 100% occupancy rate which was above average. Rent collection had improved since the Council had taken over rent collection. Overall, the property values had fallen due to shortening lease lengths, office vacancies, and the need for capital expenditure on aging buildings. During the financial year, as a result of Statutory Directions issued by the Secretary of State for Housing, Communities and Local Government, the property strategy shifted to focus on debt reduction and asset rationalisation. Focus on asset rationalisation would continue, as well as continuing to let space.

The Commercial Assets Sub-Committee had considered the report at their meeting on 5 October 2026 and had resolved to not recommend to the Committee to approve the report as they could not find consensus on how the report should represent the status of the property portfolio and the future of the assets.

The Committee noted the positive performance of the Elmsleigh Centre in comparison to other retail centres in the region.

The Committee resolved to:

1.    Approve the Annual Commercial Property Report for the year ending 31 March 2026; and

2.    To publish the Annual Commercial Property Report as attached at Appendix A on the Council’s website.

Committee is asked to consider the procurement to modify the contract of the Head of LGR and Special Projects to support Spelthorne’s transition into West Surrey and contribute towards the required transformation process.

The Committee resolved not to approve the procurement to modify the contract of the Head of LGR and Special Projects to support Spelthorne’s transition into West Surrey and contribute towards the required transformation process.

The Committee considered the procurement of resource to support the Local Government Reorganisation transition and transformation process beyond November 2026. A number of West Surrey senior officers had been confirmed and preparation was underway for Vesting Day. Additional resource was required to relieve pressure on existing staff on strands of work on change and transformation plans for the new authority. The post would be funded within the current budget.

Members of the Committee felt the cost of the post did not represent best value and the work should be undertaken by existing officers. Some suggested central government should be asked to provide support.

A recorded vote was requested by Councillor Clarke.

The Committee resolved to not approve the procurement to modify the contract of the Head of LGR and Special Projects to support Spelthorne’s transition into West Surrey and contribute towards the required transformation process.

Committee is asked to consider the procurement of Inner Circle Consulting to deliver an evidence-led Housing Delivery Plan which can be taken forward by West Surrey Council.

The Committee resolved to approve the procurement of Inner Circle Consulting to deliver an evidence-led Housing Delivery Plan which can be taken forward by the West Surrey Authority.

The Committee considered the procurement of resource to support the preparation of an evidence-based Housing Delivery Plan. Following the adoption of the Local Plan with target delivery numbers and the issue of statutory Best Value directions, the Council was required to put in place a realistic plan to deliver housing numbers outlined in its Local Plan. The Council had limited resources to support this work due to competing pressures with the Staines Masterplan and the Local Plan Immediate Review. A short-term specialist commission would assist with this work, and the suggested firm had a proven track record of supporting Councils to progress Housing Delivery.

The Committee noted SMART objectives were set out to ensure effective evaluation of what would be delivered. Some members of the Committee expressed concern that report was being brought forward so close to Vesting Day, but acknowledged the pressures on staff across the delivery of the Improvement and Recovery Plan and progression towards Local Government Reorganisation. Other members of the Committee noted the lack of housing being built in the borough, and encouraged the progression of the work.

A recorded vote was requested by Councillor Clarke.

The Committee resolved to approve the procurement of Inner Circle Consulting to deliver an evidence-led Housing Delivery Plan which can be taken forward by the West Surrey Authority.

Committee is asked to consider a report that seeks an extension to the contract for the Interim Head of Environmental Health.

The Committee resolved to approve to procure an extension to the contract for the Interim Head of Environmental Health to 31 March 2027 to provide continued management resilience, support the delivery of key service priorities and ensure operational stability during the transition to the new West Surrey Authority arrangements.

The Committee considered the procurement of an extension of a contract for the Interim Head of Environmental Health. The Deputy Chief Executive set out the achievements of the individual since filling the role, and the continued risk to the service if the role was not filled.

The Committee acknowledged the positive work being undertaken by the Environmental Health team and were supportive of the recommendation.

The Committee resolved to approve to procure an extension to the contract for the Interim Head of Environmental Health to 31 March 2027 to provide continued management resilience, support the delivery of key service priorities and ensure operational stability during the transition to the new West Surrey Authority arrangements.

Committee is asked to:

1)     Consider the proposed disposal terms as set out in this report; and

2)    Recommend that the Council:

2.1       Approve the disposal terms set out in this report;

2.2      Delegate authority to the Chief Finance Officer and Group Head of Assets, in consultation with Chair and Vice-Chair of Corporate Policy and Resources Committee to agree minor variations to the Heads of Terms and adjustments to the sale price; and

2.3      Delegate authority to Group Head of Corporate Governance to enter into a transfer to complete the disposal and any ancillary legal documentation required in relation to the proposed disposal.

Appendices 1-5 (inclusive) contain 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 Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information) and in all 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 any contract or other type of negotiation with a prospective purchaser who could then know the position of the Council.

The Committee resolved to make a recommendation to Council to:

Defer any decision on the disposal of Communications House until the Staines Masterplan has been agreed.

Meeting adjourned 21:15

Meeting reconvened 21:22

The Committee considered the proposed disposal terms for Communications House, Staines. A targeted marking approach was adopted with parties who did not partake in competitive tendering processes. The proposed purchaser was supported by a recommendation form Knight Frank and the Independent Red Book Valuation, and was expected to be the highest price the Council would receive for the asset.

Some members of the Committee expressed concern that the Staines Masterplan was not referenced and suggested the Masterplan should be adopted before disposal of the asset. 

A motion was proposed by Councillor Boughtflower and seconded by Councillor Williams to defer any decision on the disposal of Communications House until the Staines Masterplan has been agreed.

The Committee resolved to make a recommendation to Council to:

Defer any decision on the disposal of Communications House until the Staines Masterplan has been agreed.

Committee is asked to:

1)    Consider the proposed disposal terms as set out in this report; and

2)    Recommend that the Council:

2.1       Approve the disposal terms set out in this report;

2.2       Delegate authority to the Chief Finance Officer and group Head of Assets, in consultation with Chair and Vice-Chair of Corporate Policy and Resources Committee to agree minor variations to the Heads of Terms and adjustments to the sale price; and

2.3       Delegate authority to Group Head of Corporate Governance to enter into a transfer to complete the disposal and any ancillary legal documentation required in relation to the proposed disposal.

Appendices 2-6 (inclusive) contain 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 Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information) and in all 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 any contract or other type of negotiation with a prospective purchaser who could then know the position of the Council.

Committee resolved to make a recommendation to Council to:

1.    Approve the disposal terms set out in this report,

2.    delegate authority to the Chief Finance Officer and Group Head of Assets, in consultation with the Chair and Vice Chair of Corporate Policy and Resources Committee to agree minor variations to the Heads of Terms and adjustments to the sale price; and

3.    Delegate authority to the Group Head of Corporate Governance to enter into a transfer to complete the disposal and nay ancillary legal documentation required in relation to the proposed disposal.

It was proposed by Councillor Bateson, and seconded by Councillor Turner to extend the meeting beyond 10pm. The motion fell.

The Committee considered the disposal of 12 Hammersmith Grove. The site had been fully marketed, with the suggested price in excess of the target price range.

It was proposed by Councillor Sexton, and seconded by Councillor Boughtflower to exclude the public and press for part of the consideration of this item in accordance with paragraph 3 of part 1 of Schedule 12A of the Local Government 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 circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information because the 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.

A recorded vote was requested by Councillor Clarke.

Committee resolved to make a recommendation to Council to:

1.    Approve the disposal terms set out in this report,

2.    delegate authority to the Chief Finance Officer and Group Head of Assets, in consultation with the Chair and Vice Chair of Corporate Policy and Resources Committee to agree minor variations to the Heads of Terms and adjustments to the sale price; and

3.    Delegate authority to the Group Head of Corporate Governance to enter into a transfer to complete the disposal and nay ancillary legal documentation required in relation to the proposed disposal.

To consider the Forward Plan for committee business.

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

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 8 September 2026.

1.    Electricity Contract for the Investment Portfolio

This item was considered and agreed at Council on 17 September but due to time constraints was not able to be considered by this Committee.

The Committee resolved to note the urgent action.

The Committee received the urgent action which had been taken since last meeting.

The Committee resolved to note the urgent action.