There were no changes to the Committee membership.

To confirm and sign, as a correct record, the minutes of the meeting of the Committee held on 19 September 2024 (Appendix A).

The Minutes of the meeting of the Committee held on 19 September 2024 were confirmed and signed as a correct record.

There were no apologies for absence.

Members are invited to declare any disclosable pecuniary interests or other registrable and non-registrable interests in items on the agenda.

There were no declarations of interest.

The Committee’s approval was sought for the proposed approach to future management of the Council’s meadows, which would form the basis of a Council wide Meadow Management Policy.  This had arisen from a request from the Environment and Sustainability Committee and assigned to the Open Space and Community Development team to produce a policy to be implemented by the Green Spaces and Grounds Maintenance teams in Environmental Services.

Officers had focused on three key areas.  These were; choosing which of the borough’s existing meadows to enhance, consideration of their future maintenance and identifying potential opportunities to enhance designated meadow sites, including how to involve the community and local residents in such projects.

The Committee was appraised of the general principles of Meadow Management, which were to encourage biodiversity and make a positive contribution to carbon sequestration.  In addition, Councils were required to comply with the Environment Act 2021, to enhance and not just maintain green spaces.

The Committee agreed that the environmental, ecological and other benefits of properly managed meadows, made this policy a vital contribution to mitigating the effects of climate change, as well as making huge improvements to the borough’s green spaces.  Members also noted the risks of continuing with the current regime. 

Members were provided with a detailed summary of the condition of each of the 14 currently designated meadows and how it was proposed to manage them in future.  Officers had prioritised the sites according to their current condition, size and potential for enhancement.  It was proposed to return 6 sites to be managed as amenity grass.  These were Barrsbrook Farm, Dudley Close open space, Englefield Green open space, Pooley Green Recreation Ground and the closed churchyards at St John’s Church in Egham and ChristChurch in Virginia Water.  It was proposed to continue with the management of the following sites; Bourne Meadow, Chertsey Meads, Hare Hill, Homewood Park (also to extend so the meadow covered the whole site), Hythe Park, Marshall Place, Thorpe Green and Runnymede Meadows.  Members agreed that as there was currently no contract in place (because it was awarded annually), it was an opportune moment to re-evaluate the Council’s approach to meadow management.

Officers informed the Committee of the particular circumstances of each site and current management methods.  For example, it was noted that at Chertsey Meads there was potential to significantly improve the biodiversity of the site by undertaking one annual hay cut in August to avoid ground nesting birds.  However, the timing of the Chertsey Show would need to be balanced with the ecological needs of the grassland as well as other considerations, including fire safety.  Bourne Meadow was also identified as a priority habitat which would benefit from two cutting operations per year to encourage wildlife and wildflowers.

The Committee was presented with four options for Meadow Management, as well as the potential funding opportunities to deliver the preferred way forward.  A detailed specification for each site was appended to the report, setting out what would be required of a  ...  view the full minutes text for item 27.

The Committee’s approval was sought to replace three community defibrillators at different locations in the borough, originally installed by, but not maintained by the Council.  It was noted that colleagues in Assets and Regeneration had embarked on a rolling programme for the maintenance and replacement of units at Council owned venues, including parks and open spaces.

Members agreed that the provision of defibrillators was very important and were supportive both of their replacement and the proposal to invite the three named organisations to apply for one-off funding to assist with the installation of the units, a cabinet to house it, signage, maintenance costs and eventual replacement of units going forward as responsibility would rest with them instead of the Council.

Officers proposed that a formal memorandum of understanding be entered into with each recipient body to whom a grant was made setting out the obligations in relation to use of the grant.  Members agreed this approach was consistent with other grant arrangements.

The proposed budget of £7,500 was considered sufficient.  In addition, it was agreed to signpost organisations to match funding opportunities to meet on-going maintenance costs post funding.  Consideration of alternative sites was appropriate if other sites ceased to become available.

Officers agreed to confirm to Members the current locations and maintenance requirements of the existing defibrillators with a view to identifying where there might be gaps and to prioritise connections to blue light services.

Resolved that –

i)          the proposed direction to replace the identified defibrillator units, located at community buildings not operated by the Council, be approved; and

ii)         the sum of £7,500, allocated from within 2024/25 Community Services budgets, be approved, for the provision of grants to three identified community organisations.

The Committee’s approval was sought for the various fees and charges under the remit of Community Services for 2025/26.

Members were advised that extensive preparatory work had been undertaken to understand existing budgets, levels of subsidy applied to services, the unit cost of provision for each service and the impact of potential fees and charges both in relation to budgets and with consideration to residents accessing services.  A benchmarking exercise had also been undertaken.  Officers stressed that moving towards more sustainable services and reduced subsidies was vital in the current financial climate and in the awareness that all the services in Community Services were discretionary.  Officers had been particularly mindful that all costs included building, internal recharges and depreciation where appropriate.  Increases would be made in increments of 25p where possible, this being the minimum, up to some in region of an increase of £1.50 to £1.90.

The Committee was advised that the Meals at Home Service currently cost £250,543 to provide, a cost jointly shared with Surrey Heath Borough Council.  In the context of increasing costs of food, vehicles and fuel, the need to try and recover some of the costs was necessary whilst maintaining affordability.  Four increases were proposed which Members supported.

Officers reported that in respect of Community Transport, the current subsidy was approximately £220,000, even with the recent service review which had realised a reduction in subsidy of £120,000.  Where possible a move away from cash might result in a small revenue saving.

For Community Alarms, also delivered jointly with Surrey Heath Borough Council. Officers aimed to keep the service cost neutral.  However, to reflect the need to move from analogue to digital a modest increase on the weekly charge for the service from £5.15 to £5.65 was approved.

Officers confirmed that the most highly subsidised service was for Day Centres, standing at approximately £700,000, which it was recognised was a significant cost to the Council.  However, as centre usage had not recovered fully from pre-pandemic levels, the increases proposed were relatively modest.  For example a two-course meal would increase from £4.95 to £5.50 per day.

With regard to Chertsey Museum, there was a range of different charges to reflect the variety of services on offer; the current subsidy level was £267,000 for 2024/25.  It was proposed that an increase of 7% was applied across all charges.  Members noted that an update on the service review of Chertsey Museum would be submitted to a future meeting.

Community Halls carried a budgeted subsidy of £240,000.  An average increase of 10% was approved, as was a new charge to Councillors for all room hire to help cover costs.

Members agreed that in respect of Tennis Courts and to reflect the previous move from a free of charge to £5 per hour, this would only be increased to £5.25 per hour, with Household annual passes remaining available for £38.00 per annum as opposed to £36.00.

Finally, Members reviewed the Safer Runnymede Fees and charges, relating to the preparation and  ...  view the full minutes text for item 29.

The Committee received for information an update on the Period Poverty project; introduced following approval of a budget of £24,000 for 3 years in September 2023 to work with local organisations to provide access to free sustainable and where possible biodegradable sanitary products.

Members were pleased that a total of 37 venues across the borough were engaged with the project using the organisation Hey Girls as approved by the Committee in March 2024.  In addition, the service had been extended to an additional participant, Just a Helping Hand, and was publicised through the Council’s Homelessness Prevention Team.  Officers reported that to date approximately 6,500 sanitary pads and 5,000 tampons had been distributed with plans to enter into talks with other local sports clubs to provide products in their changing rooms.

Of the original budget, £16,523.41 remained, which Officers were confident would last for the remainder of the project, with an option to request a carry over of any residual funds beyond the three years if necessary, and in line with financial standing orders.

The Committee thanked Councillors and Officers involved with the product which it was agreed was both worth while and value for money.

The report was duly noted.

The Committee received for information, an update on the Service Review of Safer Runnymede.

Members recalled that the scope of the review was in two phases and included a review of the existing CCTV maintenance contract, developing a greater understanding of Safer Runnymede’s costs, risks and new business opportunities, to enhance existing relationships with CSS Ltd and the second phase which was to conduct an options appraisal for the provision of the Community Alarm monitoring services.

Officers reported that with the departure of the former Safer Runnymede Manager, the need to provide greater support for the service had also been identified.

Members noted progress with each strand of the review.  With the CCTV contract, elements of the specification had been changed to provide greater accuracy against Safer Runnymede’s technical requirements.  New processes had been introduced in the day to day management of the contract.  In addition, there were new and more flexible charging structures for the provision of routine preventative maintenance, and undertaking fault response and repair, to reflect the response level required.  It was hoped that a modest saving would result and that full cost recovery would be completed where appropriate. 

Officers reported they had certainly gained a greater understanding of Safer Runnymede’s true costs and as a result an agreed unit cost had been identified that could be applied to discussions with potential new clients and on renewal with existing ones.  In terms of risk, capacity in the control room was an important factor as well as staffing resources, with the opportunity for additional resources being considered, within the existing budget.

The Committee was pleased that despite losing the former Safer Runnymede Manager, relationships with the existing CCTV contractor had been maintained and the contract management function had been enhanced with regular monthly meetings with the various stakeholders.

Officers confirmed that the second phase, to conduct an options appraisal with regard to community alarms, was underway, noting that the current contract for alarm monitoring software was due to expire in June 2026.  Officers would be investigating several options, one of which could include outsourcing provision of the community alarms monitoring service.

Officers confirmed that this review was now complete.  However, opportunities to enhance the service and rigorous monitoring of Safer Runnymede would continue.

The report was duly noted.

The Committee reviewed progress with the Service Area Plan for Quarter 2 of 2024/25.

Members recalled that there were 56 objectives in the plan, some of which were carried forward from previous years.  The objectives were, as previously agree, split into primary and secondary, with the latter being worked through, resources permitting.

Officers reported that 14 objectives had been completed, split equally between the primary and secondary categories.  Only two of the primary objectives were classified as not yet started.  These being the potential implementation of a community hub at Egham Hythe and the writing of development plans for parks and open spaces, focussing on the Kings Lane site and Runnymede Pleasure Grounds.

Members noted more detailed updates with regard to the Citizens Panel, the Period Poverty project, SANG Management and Infrastructure Improvements, and the splash pad at Runnymede Pleasure Grounds.  The full list was appended to the report, and further updates would be submitted in due course.

Officers were asked to provide Ward Councillors with an update on progress with the Heathervale All-wheeled facility.  It was understood that the final design and siting were currently being discussed with the design contractor and colleagues in Planning in respect of any concerns about noise to be addressed prior to a planning application being submitted.

The report was duly noted.

The Committee reviewed progress with the key performance indicators relating to Community Services for Quarter 2 of 2024/25.

Officers reported that the service continued to perform well against the key performance indicators set, as set out in the appendix to the report.  Members noted some more detailed narrative where the rating was ‘red’.  For example, the transition from analogue to digital of all the community alarms systems, a piece of work shared with Surrey Heath Borough Council.  This was currently at the live tender stage, and it was hoped to be able to order from a successful bidder later in the month.  Also highlighted was a slight decrease in the number of social prescribing referrals, attributable to work with partners to create a new funded model for future delivery led by the North West Surrey Health and Care Alliance with input from partners including colleagues in Community Services.

The report was duly noted.

The Minutes of the meetings of the Cabrera Trust Management Committee held on 18 July 2024 are attached at Appendix A for information.

The Minutes of the meetings of the Cabrera Trust Management Committee held on 18 July 2024 were received and noted (Appendix A).

The Minutes of the meeting of the Chertsey Meads Management Liaison Group held on 3 September 2024 are attached at Appendix A for information.

The Minutes of the meeting of the Chertsey Meads Management Liaison Group held on 3 September 2024 were received and noted (Appendix B).

OFFICERS' RECOMMENDATION that -

the press and public be excluded from the meeting during discussion of the following report under Section 100A(4) of the Local Government Act 1972 on the grounds that the report in question would be likely to involve disclosure of exempt information of the description specified in paragraph 3 of Part 1 of Schedule 12A of the Act.

            (To resolve)

Prior to consideration of the item, a motion was proposed by Councillor Graham who wanted the report to be in the public domain.  The motion to move the item into the public part of the agenda was seconded, but defeated.  The votes were 2 in favour and 7 against.

Resolved that –

the press and public be excluded from the meeting during discussion of the following report under Section 100A(4) of the Local Government Act 1972 on the grounds that the report in question would be likely to involve disclosure of exempt information of the description specified in paragraph 3 of Part 1 of Schedule 12A of the Act.

The Committee was appraised of three options with regard to making required improvements to the infrastructure at Hare Hill open space, in order to resolve identified issues, and comply with the SANG management plan.  Each option was outlined, and correspondence with colleagues in Planning shared which highlighted the particular circumstances of each in relation to Planning and Highways related matters, as well as consideration of ecological and biodiversity.

The estimated cost of each option was noted as were some complex legal and financial considerations which posed varying degrees of risk.  It was noted that consultation with Ward Councillors, residents and a planning application would be required whichever option was decided upon.  It was noted that it had been previously agreed to take a course of action but it had not been implemented, so needed rectifying.

It became apparent after a lengthy debate that Members required more information on the options and any alternatives to those proposed which might still resolve the identified issues.

Therefore, Officers agreed that in the light of concerns raised, to revert to colleagues in Planning with regard to issues raised at the meeting and to provide a further report to the Committee in January 2025 with more detailed legal, planning and financial information in order to help inform a final decision.

Resolved that –

Consideration of the options be deferred pending a further report to the Committee