To confirm and sign, as a correct record, the Minutes of the meeting of the Committee held on 16 June 2022 (Appendix ‘A’).

The Minutes of the meeting held on 16 June 2022 were confirmed and signed as a correct record.

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

Councillor T Burton declared a non registerable interest in the item on Aviator Park Skate Park, arising from her association with one of the complainants.  Councillor Burton left the room for this item.

The Committee received for information, a report from Surrey Heath Borough Council’s Family Support Programme Manager about the operation of the Family Support Programme delivered across the two boroughs and funded by the County Council.

The Committee was advised that the programme had worked with 78 families across Runnymede in 2021/2022, equating to 273 adults and children, making a total of 636 families since the service first began in 2013.  Each of the three family support co-ordinators had a caseload of between 10 and 12 families, reporting to a senior co-ordinator, whose caseload was up to 6 families so they could support the three co-ordinators if needed.  There was also an administrator and a manager for the team.

Members reviewed the statistics for outcomes used to measure the successful interventions in all aspects of people’s lives, noting the high regard in which the Programme was held both by the supported families and professional partner organisations.

The annual budget from the County Council was £320,928 covering both boroughs and it was hoped this would continue when the funding was next reviewed in March 2023.

The Committee welcomed the news that Officers planned to expand their work to deliver group sessions such as parenting courses, and others specifically for teenagers and youth work from aged 12 years plus.

The Committee thanked Officers for an informative and positive report.

The Committee was asked to consider an opportunity to secure funding for a significant investment into the borough’s outdoor facilities for tennis via funding from the Lawn Tennis Association (LTA).  It was proposed that the Council would enter into an agreement with them to deliver the project.

Following an inspection by the LTA, the five sites that would benefit were Gogmore Farm Park, Ottershaw Memorial Fields, Victory Park, Chertsey Recreation Ground and Heathervale Recreation Ground.  Subject to funding being secured, each would have access gates installed and use the LTA’s ClubSpark booking platform.  The Council would manage the court bookings in-house and an external tennis provider would deliver coaching at each venue.  Members were content with this approach.

The Committee was fully supportive of the initiative which the Council’s Leisure Client and Development Officer had actively pursued.  He was commended for work undertaken so far to bring this exciting project to realisation.  Members agreed this actively met the Council’s ambition with regard to the Health and Wellbeing Strategy.

The Committee agreed that improving tennis facilities would benefit people of all ages and abilities as well as having access for disabled people and opportunities for more community use.  To that end Officers would work with local Community Groups such as the club at Gogmore Farm Park who regularly used the tennis courts.

Flexibility in service provision and delivery was emphasised within the criteria set by the Lawn Tennis Association with whom the Council would enter into partnership for the project.  It was agreed to enquire of the LTA whether there was any flexibility to have other activities similar to tennis such as pickleball, providing the tennis court markings were the permanent ones.

Members noted that Corporate Management Committee’s approval would be required for some of the financial aspects of the project.  These were to approve a Capital Estimate in the sum of £168,000, to be funded by the grant awarded by the Lawn Tennis Association, and approve the creation of a new earmarked reserve and an annual transfer of any unused court maintenance works associated with the courts.

Members approved the proposed charging structure and budget, which would be flexible enough to encourage participation by low income families and the disabled as well as promoting opportunities for other people with protected characteristics. 

The Committee agreed that a £5 charge for Pay and Play and an annual household charge of £36 was reasonable, with free tennis being offered to households in receipt of universal credit; other benefits would also be taken into account.  The charging structure was necessary so that the  ...  view the full minutes text for item 186.

The Committee received for information the annual report on the operation of Safer Runnymede, principally its CCTV.  This included detailed information on the team’s accreditation and standards as well as partnership work, particularly with Surrey Police.

Members noted the key role Safer Runnymede played in the Community, with the fixed CCTV accessible cameras as well as redeployable units, located where it was safe to do to respond to particular local issues and incidents.  These had increased significantly since Safer Runnymede had started back in 1997, with the total number of incidents in 2021 standing at 7274 for both Runnymede and Spelthorne.

The number of visits from the Police and provision of stills and videos to them had decreased now that Safer Runnymede’s embedded devices were linked to a forensic video portal installed at Police locations.

Officers confirmed that it was not possible to provide more information about incidents recorded on CCTV leading to arrests, as this was held by the Police with no formal process to share such information.

The Committee was pleased to note the positive feedback from partners and wished to thank all the staff in Safer Runnymede for their contribution to what was such a highly regarded and valued service in the Council.

The Minutes of the AGM and Ordinary meetings of Cabrera Trust Management Committee held on 14 July were received and noted.  Attached at Appendices A and 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 exempt information of the description specified in paragraph xxx of Part 1 of Schedule 12A of the Act.

            (To resolve)

By resolution of the Committee, the press and public were excluded from the remainder of the meeting during the consideration of the remaining matters under Section 100A (4) of the Local Government Act 1972 on the grounds that the discussion would be likely to involve the disclosure of exempt information of the description specified in paragraphs 1, 3 and 5 of Schedule 12A to Part 1 of the Act.

The Committee’s approval was sought to renew the lease to Virginia Water Football Club, incorporated as a Community Interest Company in August 2020, for their use of part of King George V Playing Field.  The Field was protected by Fields In Trust, a charity designed to protect parks and green spaces in the UK.

Members recalled the purpose of the King George V Playing Fields status, created as a national memorial to His Late Majesty King George V, who throughout his reign encouraged the development of playing fields to provide children and young people with spaces to learn and develop in an urbanised world.  Use by the football club was therefore considered suitable use.

Members were advised of the agreed terms of the lease as set out in the report.  These were approved.

Officers confirmed that the lease was separate from the forthcoming application for Rent Grant Aid to be determined by the Corporate Head of Community Services and reviewed annually.

The Committee noted the activities directed towards the areas of women’s football and youth development which were to be encouraged.

RESOLVED that –

i)     the draft terms highlighted in this report which are agreed for the letting the demise currently occupied by Virginia Water Football Club, be approved; and

ii)    delegated authority for the overall sign off of the lease ensuring compliance with Section 123 of the Local Government Act 1972 is achieved be given to the Chief Executive and Assistant Chief Executive in consultation with the Chairman and Vice-Chairman of Corporate Management Committee and the Chairman and Vice-Chairman of this Committee and the Corporate Head of Assets & Regeneration

The Committee’s approval was sought to recommend to Corporate Management Committee one of two options regarding the re-location of some of the services provided at the Eileen Tozer Social Centre to Addlestone Community Association’s (ACA) Centre.

The Eileen Tozer Centre was located opposite the Council’s Civic Centre and part of the area known as Addlestone 2.  Members were aware this was an identified site for redevelopment and enhancement of Addlestone’s facilities.  It had been closed since the start of the pandemic and Officers felt it a timely moment to consider how best to proceed.

The Committee was given a choice of two service delivery models; either 3 day or 5 day provision and chose the greater level over 5 days per week, initially in Addlestone, but with the option to, if feasible, share the provision between Addlestone and Chertsey, should a suitable location be identified and there being sufficient demand to justify it.

The Committee was keen for the new service to still appeal to the current client base in terms of providing a hot meal and somewhere for active, older people to socialise.  The cost of living was also a determining factor to support the more vulnerable members of the community with a service that was well used and well regarded when based at the Eileen Tozer Centre.  It was noted that service delivery options including menus and which services could be re-provided were to be finalised with the Community Association.

Members noted the financial, legal and equalities implications as set out in the report, including the need for a full impact assessment, which was currently being prepared.

As part of a broader commitment to supporting the role of ACA within Addlestone, to provide greater resilience and capacity, as well as to support the development of the new service offer, Members agreed to recommend to Corporate Management Committee a grant in the sum reported per annum, for a period of 2 years, to ACA.  This would enable them to fund an Administrator/Coordinator post and to have paid staff in their coffee shop to deliver the meal provision.

Members noted that it would not be intended for the Council to continue to provide grant funding beyond the two year period.  The intention would be to support ACA in attracting additional bookings and hirers to the Centre, and also to establish their future community coffee shop.  This would also generate income to promote the organisation’s sustainability.

The Committee recognised that ACA would also have their own set up costs to facilitate the relocation of service provision from Eileen Tozer, therefore, a one off grant in the sum reported was awarded, to be funded by the existing 2022/2023 Community First budget. 

The Committee was pleased by the potential to work in partnership with a local voluntary sector partner, with service moving away from Eileen Tozer Centre and into Addlestone Community Centre.  It was an opportunity to take a step forward in reopening day centre services locally, in the development of the  ...  view the full minutes text for item 191.

The Committee’s approval was sought for the Council’s Safer Runnymede Service to enter into a service delivery contract with Rushmoor and Hart Councils for the provision of CCTV monitoring and maintenance.

Members reviewed progress towards going live with the proposals agreed at the last meeting of the Committee in June 2022.  Officers had been working with service suppliers and been assured that these would be in place by October 2022.

The final draft of the contract had been agreed and Members noted the financial and legal implications set out in the report.

The Committee agreed this was a positive step forward and looked forward to further partnering opportunities in due course.  Officers were congratulated for their efforts.

RESOLVED that –

entry into a contract with Rushmoor and Hart Councils for the provision of CCTV monitoring and maintenance, be approved

The Committee’s approval was sought to sign draft Heads of Terms for a forthcoming CCTV monitoring services contract with another local authority in Surrey.

The Committee recalled Safer Runnymede’s ambition to generate income so as to reduce the Council’s subsidy of this discretionary service.

Another opportunity to do so had presented itself with an approach from another local authority in Surrey and it was felt beneficial to enter into Heads Of Terms now which could also assist in the future if more potential partners came forward to utilise Safer Runnymede’s services.

The financial and legal implications were noted as set out in the report, including the intention to move towards a cost neutral budget.

Members welcomed this new opportunity and looked forward to a progress report in due course.

RESOLVED that –

the continued work by Officers in engaging with the Borough Council mentioned in the report on potential CCTV monitoring services, and signing of Heads of Terms, be approved

Following on from a number of previous reports and decisions regarding the School Transport Service, emerging from the legacy Yellow Bus Service, the Committee, was asked to make a recommendation to full Council about its future.

Members were referred to previous debate and details as to how the full-service model would work and how the three options before them had been arrived at.

Members were advised that after the Council’s decision to proceed with a service in 2020, Officers worked on the implementation of an in-house service model, as part of an integrated offer within the Council’s Community Transport service.  This proved very challenging for a number of operational, financial and logistical reasons.  The model reached the point of procurement of vehicles.  However, the impact of the pandemic and supply chain issues in relation to build of ordered vehicles, resulted in successive delays to commencement of the service.

Therefore, Officers reviewed the options and viability of the service, bearing in mind the Council’s financial position post pandemic, together with the consequence of parents and children making alternative travel arrangements to school, some as a result of changes within homes and communities.

As a result, Full Council in July 2021, approved cancelling the procurement arrangements relating to the leasing of 7 x Community Transport vehicles, and resolved that delivery of any future service be delayed until September 2022, at the earliest, to allow Officers to consider service options and also other opportunities to support children and young people in the borough.  For example:

·       Provision of play area equipment

·       Provision of other recreational equipment

·       Access to sport and leisure activities either at a concessionary rate or free at the point of access

·       Provision of new/support for existing diversionary activities aimed at children and young people

·       Support to voluntary and community organisations in the development of activities and leisure opportunities for children and young people. 

The Committee was presented with three options:

1.    To discontinue the service and re-allocate some or all of the budget previously agreed to provide a school transport service to Community Services to develop leisure and recreation opportunities for children and young people in the borough in line with the Council’s Health and Wellbeing Strategy

2.    To provide a reduced targeted school transport service to children and young people as referred by local schools, and allocate any budgetary underspend to deliver some of the priorities in the Health and Wellbeing Strategy.

3.    To revert to the original decision and proceed as previously agreed by full Council in September 2020 to provide a full school transport service.

The Committee was advised that no school transport had been provided for two full academic years and with the likely lead in time being a further two years the relevance of the service was questioned.  Members generally agreed thatthose children and families who previously accessed the service appeared to have adapted to there being no service and like pupils new to secondary schools in Runnymede had made alternative arrangements.  This was also  ...  view the full minutes text for item 194.

The Committee recalled that in 2021, a case was brought against the Council by residents, namely, the identification of a statutory noise nuisance in relation to the skateboarding facilities at Aviator Park (formerly the Marconi Sports Field), in Addlestone.

Residents sought closure of the skateboarding facilities because of the noise nuisance, whilst Members had sought for the facilities to remain, based on the wider benefit to residents of all ages.  Officers had sought to negotiate with the residents to reach a suitable compromise but this had not been possible to achieve.

Residents had then entered a legal process in relation to a statutory noise nuisance relating to the use of the skate park which reached a conclusion on 7^th September 2022, when the judge passed a final verdict.  This was in the form of an abatement order, the draft of which was noted by the Committee.  This restricted use of and access to the skatepark.

The Committee agreed that to comply with the notice it was not worth keeping the skate park in its current location.  Instead the option to improve and re-open the facility at Heathervale Recreation Ground should be taken, subject to identifying how this could be funded.

Officers detailed the costs which would be incurred in removing the skatepark from Aviator Park.  One indicative quote sought in November 2021 priced the work required in the sum reported.  The works would include removal of both the skate park equipment (ramp) along with the concrete square within the park.  Once clear, options for alternative use of the open space at Aviator park could be considered which the residents would find more acceptable.  This was a piece of work to be investigated in the medium to long term.  However, the Committee agreed that should the Council be unable to fund the replacement or reprovision of skate facilities, it was recommended that works to preserve the skatepark at Aviator Park be undertaken, on the basis that removing further recreational facilities, without alternative would have a further negative impact on residents.

On the basis of there being existing provision at Heathervale that needed replacement, the report completed by Maverick, provided to the Committee in full, and the initial feedback from Police colleagues, Members considered the opportunity to improve those facilities should be taken.  Therefore, it was agreed that approval of a supplementary capital estimate should be requested of Corporate Management Committee, in the sum reported, for the replacement of the skateboarding facilities at Heathervale Park. 

Members were advised that the sum requested for the removal of skateboard facilities at Aviator Park was unbudgeted and therefore Corporate Management Committee would need to approve a supplementary revenue estimate.  This was accepted and agreed accordingly.

The Committee further noted that there was no budget in the Capital Programme for  the replacement of skateboard facilities at Heathervale Park.  There was however a budget for play area replacements which could be utilised for this requirement.  This would leave a sum as reported, unbudgeted.  Therefore Members agreed  ...  view the full minutes text for item 195.