To record that Councillor T Gracey substituted for Councillor S Lewis, Councillor R King substituted for Councillor S Ringham and Councillor P Snow substituted for Councillor D Clarke.

To confirm and sign, as a correct record, the Minutes of the meeting of the Committee held on 14 March 2024 (Appendix A).

The Minutes of the meeting of the Committee held on 14 March 2024 were confirmed and signed as a correct record, subject to the addition of the following words (in bold text) on item 80 ‘Runnymede Pleasure Ground (RPG) Development Programme 2024’, for the final sentence to read…..the National Trust, “and any other relevant parties and key stakeholders.”

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 reviewed operation of and proposals to revise the Home Improvement Agency Assistance Policy (HIA).

The Committee was provided with a comprehensive summary of how the HIA had been operating since it was last updated in June 2023.  Members were pleased to learn that approximately £414,000 of the Better Care Fund had been awarded in grant funding to residents to make improvements to their homes and allow them to enjoy more independence.  It was confirmed that Runnymede was given approximately £874,000 annually.  It was noted that there had been an increase of approximately 23% in referrals to the service from Social Housing properties alone.  As a result there was an underspend which was ringfenced to the mandatory Disabled Facility Grants as Officers continued to work through the backlog of referrals made to the service and navigate the new procurement route.  Officers confirmed that the current waiting list was between 3 and 4 months.  However, applicants were kept informed throughout and assisted from the point of making an application to resolution.  There was also an option to re-deploy funds in the Better Care Fund if it met the criteria.

Officers had reviewed the service since the HIA had become tenure neutral and proposed making some changes to the range of discretionary grants available to elderly, disabled and/or vulnerable residents under the Regulatory Reform Order 2002.

The Committee agreed that a checklist would assist with the implementation of means testing for discretionary grants.  This would make the process more transparent and equitable.  Members were also keen to support the increase in Clearance Grants from £1,500 to £5,000 so that residents could be offered better support.  There had been one such case in 2023/24. 

The Committee approved an increase in the Energy Efficiency Grant from £2,000 to £3,000.  This would more effectively cover the cost of labour and materials in the current economic climate. In addition, and as Members noted, this would also enable residents to install boilers which were more expensive but gave better resilience and were a more effective long term solution to fuel poverty.

This was also partly the reasoning behind the proposal to change the Discretionary Disabled Adaptation Assistance Grant to provide an additional £5,000 if needed bringing the total to £20,000.  This sum also gave more flexibility and support for residents. 

The last change to the policy was to use assistive technology to allow for enabled care for independent living.

Members thanked Officers for their report and were pleased to support all the proposed changes to the policy.

Resolved that –

The reviewed Home Improvement Agency Assistance Policy, as set out in the Officer’s report, be approved

The Committee noted progress with the agreed objectives within the 2023/24 Service area plan for Community Services.

Officers reported that of the 32 planned objectives, 19 were complete, as set out in the appendix to the report and the remaining 13 would be carried over into 2024/25.  Officers remained confident that these could be completed despite resourcing challenges.

Officers confirmed their intention to bring a report to a future meeting of the appropriate committee on the Citizens Panel.  Members were pleased that one of the Council’s Graduate Trainees was having a significant input into this.

Members were advised that progress with the Heathervale All-wheeled facility was pending planning permission.  A contractor had been appointed and a noise impact assessment was being undertaken.

In respect of improvements at Runnymede Pleasure Grounds, Officers planned to submit a progress report to the next scheduled meeting of the Committee in September 2024.  A report was also anticipated on proposals for the future use of the site currently occupied by the Egham Hythe Centre.

Officers were, as a priority, reviewing the policy for Voluntary Sector Grant Funding and how it was affected by the non-statutory Best Value Notice.  Members would be updated in due course.

The report was duly noted.

The Committee’s approval was sought for the proposed Key Performance Indicators and targets for 2024/25.

Members recalled that the targets for 2023/24 had been approved at the meeting of the Committee in March 2024 and noted the year end results, most of which were very positive.  Of note was that Homesafe Plus data for Runnymede was exceeding its target as was the annual target for the Home Improvement Agency.  One area was classed ‘amber’.  This was the total number of Social Prescribing referrals being 665.  However, the number was less than 10% from the target of 705.  Any forthcoming changes to the service would be communicated to Members when appropriate.

The Committee reviewed the key performance statistics for Community Safety and Safer Runnymede which illustrated the breadth and impact of these high social value services.  With regard to Junior Citizen there had been a reduction in the number of overall attendees owing to the County Council’s introduction of the Safer Communities Programme.  However, feedback suggested that continuing with Junior Citizen was the preferred way forward, with participation by the Police.  Members noted an increase in staffing resources in Community Safety which would allow a higher level of engagement with the community.  In respect of anti-social behaviour reports, Officers were working with colleagues in Digital Services to streamline the number of avenues where reports could be made.  It was clarified that the figures showed the number of reports rather than incidents.  Therefore, one could have 3 reports about that same incident for example.

Members welcomed an additional indicator to report on and track the total number of community hours facilitated by the Open Spaces Development Team to support projects and maintenance of the Council’s parks and open spaces.  This could encourage a sense of civic pride and ownership as well as achieve cost savings.  It was asked whether any additional key performance indicators for community involvement could be considered.

Members asked for an update on Barrsbrook Farm and plans to work in partnership with Sir William Perkins’s School to identify opportunities and the feasibility of new sports facilities with community access.  Officers understood that the school was reviewing the viability of this and Members would be kept informed.

The Committee was content to approve the proposed Key Performance Indicators accordingly.

Resolved that –

The proposed service Key Performance Indicators and targets for 2024/2025 be approved

The following appointments were agreed by the Committee. 

The Committee was advised that an update on how the Community Services Partnership Board with Surrey Heath operated would be advised in due course if this affected the appointments being made at the meeting.

Members noted that the appointment of Councillor C Howorth to the Place Based, Health and Wellbeing Partnership in 2023 did not expire until 2027.

It was noted that the Crime and Disorder Committee would be asked to make the second appointment to the Community Safety Partnership at its meeting on 10 July 2024.

Resolved that –

The following appointments be made to the Community Services related bodies for 2024/2025:

i)          The Corporate Head of Financial Services and Open Spaces and Community Development Manager be re-appointed to the Cabrera Trust Management Committee;

ii)         Councillors M Nuti and J Mavi be re-appointed to the Chertsey Meads Management Liaison Group;

iii)        Councillor M Harnden be re-appointed as the Older Persons Champion;

iv)        Councillors A King, I Mullens and P Tucker-Brown be appointed to the Community Services Partnership Board with Surrey Heath; and

v)         Councillor M K Cressey be appointed to the Community Safety Partnership

The Minutes of the meeting of the Management Liaison Group meeting held on 27 February 2024 are attached at Appendix ‘A’ for information

The Minutes of the Chertsey Meads Management Liaison Group held on 27 February 2024 (Appendix A), were received and noted.

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 paragraphs 3 and 4 of Part 1 of Schedule 12A of the Act.

            (To resolve)

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 paragraphs 3 and 4 of Part 1 of Schedule 12A of the Act.

This report is exempt as it contains staffing implications and budgetary information relating to the tendering of contracts.

The Committee was presented with three options for the future of the Community Transport service in Runnymede.  This was following a comprehensive review in the light of the Council’s financial position and an assessment of demand for and viability of the service since the Covid Pandemic in 2019.

The Committee recalled that Community Transport had been provided in the borough for over 20 years.  Among the service objectives were to connect communities and reduce isolation.  Latterly, the service was provided across Runnymede and Surrey Heath.

Members were apprised of the economic and environmental effects of the service coupled with a reduction in demand which meant the service was under-utilised and heavily subsidised.  Furthermore, the County Council’s plans to roll out a two year pilot of a Demand Responsive Transport Service would potentially further reduce demand for other Community Transport services.  The Committee agreed that all these factors had implications for future viability unless costs could be reduced and income generated.

Members noted the scope and process of the review and agreed Officers had been both thorough and fair in their approach and the conclusions drawn, discounting the ‘do nothing’ option and withdrawal of the service altogether.  Members’ attention was drawn to the full options appraisal and SWOT analysis appended to the report.  The legal implications were noted and that a full Equalities Impact Assessment had been undertaken.  The Committee was also advised of the risks of pursuing the preferred option but agreed that these were outweighed by the potential positive outcomes as presented.  These were in particular, the significant financial saving, the procurement of an accessible electric fleet of minibuses in partnership with the County Council and the resulting reduction in carbon emissions and revenue cost.

Officers highlighted a revised charging structure for the 2025/26 fees and charges and that a further full service review would take place in 2026/27.

It was agreed to provide one Member a table of estimated savings associated with the fuelling of the electric Meals at Home vehicles in relation to fuel spend as it was acknowledged that Hydrotreated Vegetable Oil (HVO) was more expensive than diesel.  It was agreed this would help evidence how fast a transition could be made from HVO to electric vehicles.

As a result of a full consideration of the report, the Committee agreed that the most sensible and cost effective option was ‘Social Value Transport with identified contract capacity’.  Members were particularly pleased that arrangements to procure vehicles in partnership with the County Council were progressing, the details of which were noted, including the projected annual savings and grant funding option should this be necessary.  In addition, it was pleasing that the chosen option also aligned with the Corporate Climate Change Strategy and action plan, the Electric Vehicle and the Sustainable Fleet Management Strategies.  This option also had the least impact on staffing resources whilst maintaining an effective and supportive service to some of the most vulnerable members of the Community, as well as helping the day centres to  ...  view the full minutes text for item 11.