Councillor M K Cressey substituted for Councillor R Day, and Councillor V Cunningham substituted for Councillor S Eldridge.

To confirm and sign, as a correct record, the minutes of the meeting of the Committee held on 13 November 2024 (Appendix A).

The Minutes of the Committee meeting held on 13 November 2024 were confirmed and signed as a correct record.

Apologies for absence were received from Councillor D Clarke.

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 was asked to recommend approval of a supplementary revenue estimate to utilise funding for flood remediation works in the borough.

The Committee noted that a one off grant in the sum of £11,375 had been received.  It could only be used for flood remediation works at Chertsey Meads and Thorpe Green.  These sites had been identified by the Rural Payments Agency as having suffered particularly badly as a result of flooding in 2023 and 2024, with supporting evidence as set out in the Officer’s report.

Officers proposed four recommendations.  These were:-

1.         Cutting the reed bed at Chertsey Meads

2.         Replacement of 26 trees at Thorpe Green

3.         Replacement of a number of trees at Chertsey Meads

4.         Initial and ongoing replacement of damaged and missing bollards at Chertsey Meads

Officers confirmed that the trees would be suitable for flood plain planting, which should result in a better survival rate to achieve the required 75%, as specified by the Local Authorities Treescape Fund.

Members noted the legal, environmental and risk implications and welcomed the benefits to biodiversity at both sites.

Resolved that:

Corporate Management Committee be requested to approve a supplementary revenue estimate in the sum of £11,375 during the 2025/26 financial year for the 4 recommended actions, set out in the Officer’s report, and amended at the meeting, to be funded from the grant received from the Rural Payments Agency

The Committee, sitting as Trustees of the Runnymede Pleasure Grounds Trust, was asked to approve the draft annual estimates and associated fees and charges relating to Runnymede Pleasure Grounds.  In addition, Members were asked to approve a supplementary budget estimate to fund additional, and previously unidentified, costs relating to the approved refurbishment of the toilet facilities on site.

The Committee recalled that refurbishment works in the sum of £80,000 had been ringfenced from the Trust’s budget.  Contractors had been appointed and were well underway.  However, during the course of their works it had come to light that additional works were needed relating to electrical compliance, the condition of the timber structure and the sub-floor of the toilet block.  In order to complete all works on time by the summer of 2025, additional funds were needed.  It was considered that £15,000 was sufficient.

Members noted a revised budget, highlighting the balance sheet projections.  The current assets were estimated to be in the region of £302,645 for 2025/26.  This comprised unrestricted funds of £251,454, restricted funds to make provision for future flooding of £40,000, and £11,191 for maintenance of the Queen Elizabeth II statue.

It was noted that the Trust’s main income was generated by the car parking which was led and coordinated by Customer, Digital and Collection Services who were responsible for all other Council car parks.  The Committee recalled that car parking charges were increased in 2024 for the first time since 2009.  Members discussed whether another gradual increase would be appropriate.  However, it was agreed to freeze the fees and charges for 2025/26, and review in 2026, once new facilities had been installed.  It was proposed that subject to approval of a business case, CCTV be introduced to manage issues with the barrier.  There would also be a future report concerning replacement of the paddling pool.

For the benefit of Members new to the Committee, Officers agreed to provide details of the Trust’s terms.

In response to concerns raised about site security and car parking, Officers were asked to consider deploying mobile CCTV at the Pleasure Grounds if practicable, pending a more permanent CCTV presence.

Resolved that –

i)          Members approve a supplementary budget estimate of £15,000 to fund additional, and previously unidentified costs relating to the refurbishment of toilet facilities at Runnymede Pleasure Grounds;

ii)         the revised financial projection set out in Appendix A of the Officer’s report, be approved; and

iii)        the fees and charges set out in Appendix B of the Officer’s report, be approved, to take effect from 1 April 2025

The Committee’s approval was sought for the Community Services Service Area Plan for 2025/26.

Members recalled that each business unit of the Council was required to write an annual service plan, to be considered and presented for approval by each of the service committees. 

Officers advised that the Service Area Plan for 2025/2026 was written to reflect the main priorities in Community Services, and to give a number of objectives that were manageable and achievable against resource availability, available budgets, the significant amount of BAU activity undertaken by Community Services and an awareness of the likely additional work strands and requests that might come forward within the year.

The Committee was informed that since writing the report work on a number of objectives had continued.  Completed objectives included:

·         Community Transport service review

·         Digitalisation of Community Alarm services

·         Production of a Meadow Management Policy

·         Delivery of a Period Poverty Project

·         Completion of the agreed play area replacement programme

·         SANG infrastructure improvements and management plan

Members were informed that 10 primary and 4 secondary objectives had been completed, with 18 more set for completion before the end of the financial year.  Officers outlined the objectives it was intended to be carried forward from the current year’s Service Area Plan, to 2025/26.  These included:

·         Egham Hythe Centre Community Hub – Implementation

·         Park Development Plans – RPG & Kings Lane

·         Work with NW Surrey Alliance to explore viability of extending Hoarding service

·         Viability of sports clubs self managing pitches and facilities

·         Work with partners to determine viability of riverwalk project

·         Completion of first year of Health and Wellbeing Partnership meetings, and linked to this:

·         Rebrand and evolve the remit of Community Action Groups

·         Vulnerable people policy in relation to emergency planning

·         Community Safety Strategy/Action Plan

·         Heathervale All-wheeled facility

·         Identify demand for allotment sites in the borough/Allotments Policy

·         Barrsbrook Farm Feasibility – Community Benefits

Therefore, Officers anticipated that by the commencement of 2025/2026, it was possible that a number would not appear in next year’s plan, and instead marked as completed following updates provided on performance against the current year’s plan. 

Members’ attention was drawn to a number of key new areas of work for 2025/26, as well as ongoing and/or new service reviews.  These included:

·         Development of volunteering opportunities across parks and open spaces

·         Supporting the launch of Integrated Neighbourhood Teams in Runnymede (working with NHS partners)

·         Delivery of year 1 of approved Meadow Management Policy

·         Delivery of Citizens’ Engagement Panel Pilot

It was noted that within the proposed plan, a number of areas for service reviews are identified, both to consider operational impacts, but also to determine whether savings and efficiencies can be realised to support the ongoing priority of the Council. The intended reviews were:

·         Chertsey Museum service review (continuing from 2024/25)

·         Viability of self management of sports pitches/facilities

·         Meals at Home service review

·         Community Buildings service review (continuing from 2024/25)

Officers reminded Members that a moratorium on future budget growth was included in the MTFS since December 2023.  Therefore, budget growth would  ...  view the full minutes text for item 44.

The Committee’s approval was sought for the Key Performance Indicators relating to the Community Services Business Centre in 2025/26.

Officers confirmed that the current list of key performance indicators totalled 48 across 15 service areas, demonstrating the breadth of activities in Community Services. 

There were 46 indicators proposed for 2025/26, with an adjustment to the list by removing three indicators that were no longer relevant, and two new indicators being added. 

Those being removed concerned two in Community Safety and the Family Support Programme, which was coming to an end from March 2025, there being no funding from the County Council to support it.  Instead, the County Council would be setting up a new Intensive Family Support Service, but there would be no transition of service or caseloads. 

The two indicators being added arose from removal of the number of meals served at RBC centres and replacing with two separate indicators for Manor Farm and Woodham and New Haw Centres.

Members noted the full list of indicators which was set out in the Appendix to the Officer’s report.

Resolved that –

the 2025/26 Service Key Performance Indicators, be approved

OFFICERS' RECOMMENDATION that -

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

This report contains legally sensitive information and also relates to a tendering exercise, where disclosure of the budget available would put the Council at a competitive disadvantage and potentially result in it not achieving the best possible value for money.

The Committee was asked to recommend that Corporate Management Committee approved the recommended action to ensure compliance with one of the SANG requirements in respect of Hare Hill Open Space.

Members were advised of the various options to rectify the situation now that it had come to light as part of a wider review of SANG sites and the creation of SANG management plans.  In due course, these would be presented to Natural England for approval.

Officers had also carefully considered alternative proposals made at the previous meeting, but which had been discounted following discussion with colleagues in Planning and Legal.  These were detailed in full in the report.

Further issues of concern and other suggested courses of action were raised by some Members, but the Committee was advised that these were either non-negotiable to comply with the SANG requirements or would still be superseded by the SANG status of the land in question.

Some Members were also anxious that there should be an opportunity for public consultation, engagement with local residents and the ability to comment openly on the proposal.  In order to proceed with option 3, planning permission was required.  The Corporate Head of Planning stated that even if the requisite number of 10 representations was not achieved, the planning application would be listed for determination by the Planning Committee under his authority at a later date due to the significant member interest.

The Committee noted the detailed legal, financial and risk implications set out in the report and discussed at the meeting.  The majority of Members agreed to recommend to this Committee approval of the recommended option to enable progress with the procurement of contractors to undertake the proposed work, subject to planning permission being secured, to be determined by the Planning Committee at a future date.

The Resolution was the subject of a named vote, with the voting noted as follows:

In favour (7)

Councillors A King, Berardi, Graham, Mullens, Ringham, Tucker-Brown, and Williams

Against (2)

Councillors Cressey, Cunningham

Abstentions (0)

Resolved that:

Corporate Management Committee be recommended to confirm whether to proceed with Option 3 as set out in the Officer’s report

This report relates to existing contractual arrangements of the Council which are commercially sensitive, and potential new commercial opportunities identified by the Council.

The Committee received for information an update on existing and potential new contracts for the delivery of CCTV monitoring services to third parties as detailed in the report. 

Officers reported that contract renewals for existing contracts with other local authorities/organisations were currently being planned for or in the process of negotiation.  In addition, four potential new clients had been identified, and progress with each of these was noted.

Members welcomed the potential for new business to generate additional on-going income, noting too the opportunities that might present themselves with devolution and local government re-organisation.  The Committee appreciated that securing new business was often time critical.  It was therefore agreed to delegate authority to the Chief Executive, in consultation with the Chair and Vice-Chair of the Committee, to pursue such opportunities when they arose.

Resolved that –

i)          the Committee noted the potential opportunities relating to Safer Runnymede, and the considerations that need to be given, prior to agreeing any new contractual arrangement for the delivery of CCTV monitoring services; and

ii)         the delegation of authority to proceed with entering any new contracts or contract renewals for CCTV monitoring services, to the Chief Executive, in consultation with the Chair and Vice Chair of Community Services Committee, be approved.

This report contains sensitive information relating to the current workforce at the Council, which has the potential to be able to identify individual employees and sensitive personal information linked to their employment at the Council, salary etc.

The Committee was asked to recommend to Corporate Management Committee approval of a proposed restructure of Safer Runnymede and the Community Safety Teams, and to enter into consultation with affected staff and Unison.

Officers had, as part of the corporate review of Safer Runnymede, and in response to the departure of two members of the team in March 2024, examined the existing staffing structure.  Officers had concluded that as well as appropriate management support, additional resources were required in the control room, across a 24/7 shift pattern, in order to provide the capacity to meet current and future service requirements, and to promote resilience within the control room.

A specialist consultant supported a review of the existing shift pattern within the control room.  As a result of this work, an amended shift pattern had been designed which would form part of the consultation with staff.  It was intended that a full consultation would be shared with staff and Unison, subject to the proposals being approved by Corporate Management Committee.

Officers considered the proposals would have a significantly positive effect on the team.  There would be some concerns, but Officers were keen to support staff, and resolve any individual issues that might arise.

The proposed restructure highlighted the benefits of consolidating and enhancing the teams.  The new joined up approach to service delivery, partnership working and supporting residents and communities was a priority and would be reflective of the high level of staff dedication which was commended.

Members noted the financial implications of the proposed restructure and additional resources which if approved, would result in a saving to the service in the sum reported.

Officers were asked to confirm the purpose of funding previously received by the Council, from the Police and Crime Commissioner, for set up costs towards a Joint Enforcement Team.

Resolved that:

Corporate Management Committee be recommended to approve the proposed restructure of Safer Runnymede and the Community Safety teams, and to enter into consultation with employees and Unison on the proposals outlined.