Agenda item

To consider the composition of the following Strategic Planning task groups:

1.    The Local Plan Task Group (Appendix A)

2.    The Staines Development Task Group (Appendix B)

3.    The Community Infrastructure Levy Local Spending Boards and the draft governance arrangements (Appendices C and D)

Following the Council’s change to a Committee system form of governance in May 2021, it was necessary for the task groups set up by the Leader under the previous system to be reconstituted. 

The Committee considered the recommendations for each task group individually.

Although the report had recommended the Local Plan Task Group (LPTG) was reconstituted on the whole unchanged, the Chair proposed that membership of the LPTG was politically proportionate to allow input from all political groups. The Chair acknowledged that some previous LPTG members would feel disappointed that they did not have the opportunity to continue the work but believed it was a fairer selection method.

During discussion, the appointment of Chair and Vice Chair to each task group was raised and there was support for a proposal that each task group should have the opportunity to elect their own Chair and Vice Chair.

Surprise was expressed that the Mayor was able to be a member of a task group as that was a civic role, however whilst the constitution did not allow the Mayor to be part of a Committee or Sub-Committee, there was nothing to prevent the Mayor being a member of a task group. 

The Committee asked that brief confidential minutes of task group meetings were kept recording decisions as this had been a source of frustration previously to many.  It was considered important that confidentiality was maintained whilst ensuring transparency and not stifling discussion in those meetings.

It was also proposed by the Chair that an external opinion on the Local Plan was sought from a suitably qualified consultant to ensure that all conceivable options for the Local Plan had been considered.  This would allow a twin track approach where all possible avenues could be investigated to challenge the government plans and allocated housing figures whilst continuing with the timetabled Local Plan process to ensure there were no further delays and a Plan would be in place within the required timescale.

The proposal was well received generally, and discussion centred around the process to be followed and the Committee’s involvement in the appointment and input to the issues to be considered to ensure there was no bias.  It was acknowledged that time was of the essence and the appointment of an external consultant could not wait until the next Committee meeting in September.

The Committee resolved:

1.    Local Plan Task Group

a)    That the Local Plan Task Group comprise of 16 members, politically proportioned consisting of the Chair and Vice Chair of the Environment and Sustainability Committee, the Chair of Planning and one member from each ward in the borough.

b)    To delegate authority to the Chief Executive in consultation with the Chair and Vice Chair of this Committee to agree the names of those ward members on the Local Plan Task Group.

c)    That the Chair and Vice Chair of the Task Group were elected by members of the Task Group at their first meeting.

d)    That brief minutes of decisions made by the Task Group were recorded and made available to all councillors on a confidential basis.

2.    Staines Development Task Group

a)    That the Staines Development Task Group comprise of the Chair and Vice Chair of the Environment and Sustainability Committee, the Chair of Planning, Councillor J. Sexton as Staines resident, and all ward councillors for Staines, Staines South, and Riverside and Laleham. 

b)    That the Chair and Vice Chair of the Task Group were elected by members of the Task Group at their first meeting.

c)    That brief minutes of decisions made by the Task Group were recorded and made available to all councillors on a confidential basis.

3.    Community Infrastructure Levy Local Spending Boards

a)    That 5 CIL Local Spending Boards were created comprising all ward members from each locality.

b)    That the Chair of each CIL Local Spending Board was elected by the members of each respective Board.

c)    That the Committee recommend to the Spelthorne Joint Committee that the CIL Task Group includes the elected Chair of each Local Spending Board.

4.    External Opinion on Local Plan

To require the Group Head for Regeneration and Growth, in consultation with the Chair and Vice Chair to seek an external opinion on the Local Plan options from a suitably qualified consultant. The Chair and Vice Chair would first seek Committee members’ views on the issues they would like considered by the consultant and what should be contained in the person specification.  Any contract awarded for this purpose not to exceed £10,000.

Alternative options considered and rejected:

To reconstitute the task groups in other ways.

Reasons for decision:

To ensure that all political groups and wards were represented in a fair and proportionate manner.