To confirm and sign, as a correct record, the Minutes of the meeting of the Committee held on 1 February 2022 (Appendix ‘A’).

The Minutes of the meeting held on 1 February 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.

Councillors A Balkan and C Howorth declared non-registerable interests in the report concerning the North West Surrey Funding Alliance.  Both were employees of Royal Holloway University of London.  The University was working in partnership with the Council on comprehensive evaluation of initiatives in the Alliance.  Both stayed and participated in the discussion as neither was directly involved in this work.

The Committee received for information, the key performance indicators for Quarter 4 of 2021/2022, and the year-end figures for Community Services and some of the former Community Development service areas.

Officers were pleased with how the services had coped throughout Covid and were now able to resume other duties, apart from the Community Halls that were still being used as vaccination centres.

Chertsey Museum currently had two vacancies but it was hoped these would be filled shortly so that demand for their education services could be met and visitor numbers would increase as the public started to feel more comfortable about indoor venues.

Regarding use of Council facilities, Officers planned to submit a report to a future meeting on the Eileen Tozer Day Centre.  The Committee was assured that the Council was committed to providing a service and how best the community’s needs could be met in a linked up way.

Members were impressed with Social Prescribing figures and Homesafe related services and by the number of referrals which had risen by 190% in Runnymede.  Capacity was considered sufficient and much depended on the complexity of cases.  Resources would be kept under review and any future need would be considered at the appropriate time.

Officers had made some progress with developing a Befriending service and hoped to either bring a report to the next meeting or, if timing did not allow that, to deal with it by way of the provisions for urgent action in consultation with the Chairman and Vice-Chairman of the Committee.  Members noted how Social Prescribing Service was already linked with and referring to Holme Farm.

Officers agreed to provide figures relating to the number of Handyperson referrals.

The Committee thanked the business centre’s staff for their achievements.

The Committee received a report on the 6^th annual Sportability event which took place in March 2022, hosted for free by Royal Holloway University of London, working in partnership with the Council and key stakeholders including Enabled Not Disabled.

The Sportability Festival promoted inclusivity and participation by young people with disabilities in a variety of sports.  Taster sessions were held over the course of a day, staffed by volunteers from local clubs and other organisations.  Once interested in a particular activity it was hoped the young people would go on to take up the sport locally at weekly sessions.

In terms of funding, Members noted a modest budget of £1,000 covered the cost of hiring wheelchairs, providing refreshments, certificates, medals and information booklets listing a range of sports and other physical activities available in the borough.  Officers were keen to strengthen the pathways to additional funding for local clubs for greater delivery and access to equipment.

Officers were responsive to feedback and it was agreed that if the festival could be held over two days, resources permitting, more young people could take part (76 registered in 2022) and sessions could be spaced out so it was less tiring for participants and volunteers. 

The Committee agreed that the main venue of Royal Holloway was an ideal location.  It was also discussed where else could be utilised such as venues with a swimming pool, or maybe a cluster of schools in the south of the borough.  Officers welcomed the suggestion to consider workshops in local schools as a way of expanding and increasing accessibility.

The Committee welcomed events such as these which supported the health and wellbeing agenda and which gave social value to the community.

The Committee’s approval was sought to delegate authority to the Chief Executive to approve recruitment of staff and procurement of matters relating to an extensive list of projects under the North West Surrey Alliance.  This was on the basis of no cost to the Council, in consultation with the Chairman and Vice-Chairman of the Committee.

Officers set out the background history of the Alliance, initially formed in 2019 as the Integrated Care Partnership.  The Council had been an important part of the Alliance since that time, representing the 4 north west Surrey local authorities and working alongside the NHS Surrey Heartlands Clinical Commissioning Group, Ashford and St Peter’s Hospital, CSH Surrey, Primary Care, Surrey and Borders NHS Trust, Surrey County Council and Woking and Sam Beare Hospice.

One of the Alliance’s key priorities was preventing ill health and taking a pro-active approach to prevention and early intervention.  Thereunder sat 6 key themes for service development.  These were Discharge support/support after a period of ill health, Prevention and wellbeing, supporting the most vulnerable, utilising new technology, Service accessibility and Comprehensive evaluation, the latter being delivered in partnership with Royal Holloway University of London.

In terms of funding, non recurrent funding of up to £2m was available in 2022/2023.  Partners had produced an agreed list of projects, 5 of which were specific to Runnymede.  One of these had been allocated £132k; this was to help delivery of the first year of the action plan attached to the Council’s Health and Wellbeing Strategy.  This was due to be approved by Corporate Management Committee in July 2022.

Another key project being led by Runnymede, for which funding of £80k had been allocated was looking at the value of Borough Services to the health economy in north west Surrey.  Runnymede was also receiving funding to employ a HomeSafe Plus Co-ordinator as a two year post.

Elsewhere, Woking would be leading on a pilot to introduce Hoarding Officers to create a multi-agency approach to supporting residents, a trial of new technology within extra care Sheltered Housing facilities and the employment of an additional two Borough Discharge Support Officers.  Other collective pilots included a wrap around discharge service of support to residents at home and across Surrey supporting the most vulnerable.

It was important to note that Englefield Green came under East Berkshire.  Officers were exploring opportunities to work with them and Frimley Integrated Care Service, noting that Englefield Green was among the most deprived areas in the South East.

Members were fully in support of the projects and their delivery through public sector partners, health bodies and other organisations including charities and the voluntary sector.

The Committee agreed that to have the flexibility needed to deliver projects with opportunities arising at short notice and identifying suitable bodies to take those projects forward it was sensible to delegate authority to the Chief Executive

RESOLVED that –

authority be delegated to the Chief Executive to approve the recruitment of staff and procurement of matters relating to projects under  ...  view the full minutes text for item 96.

The Committee received a report providing an update on the Home Improvement Agency and the work it undertook to utilise the annual Disabled Facilities Grant received by the Council via the Better Care Fund.

The HIA operated, as required, in line with the Council’s Assistance Policy which was reviewed and approved in 2019 and included the Regulatory Reform (Housing Assistance) Order 2002 and which involved the adoption of a Private Sector renewal Strategy.

Members noted that the Home Improvement Agency (HIA), awarded grants to eligible residents to enable them to live independently at home, whether in privately rented or Housing Association accommodation.  The HIA also co-ordinated the Handyperson Service, provided assistance and advice to residents from a budget of £874,000 in 2022/2023.  Officers agreed to confirm the funding from central Government for 2023/2024, when received.

Officers reported that the capacity of the team had increased from 20 to 30 hours of administration, and 9 hours of casual case worker resource to 83 hours of a permanent resource.  As a result good progress was being made to clear the backlog of enquiries and applications that had built up in the pandemic.  This would be improved with the recruitment of a Manager for the team and a full time Surveyor, which hitherto was difficult to recruit.  This would create a team of five who would be in a stronger position to meet demand.  Officers advised that since January 2022, 54 applications from 2019 to 2021 had been reviewed and progressed.  The team was now focussing on the 111 open cases from April 2021 onwards and had managed to cut the waiting time for applications from 6 to 9 months to 4 to 6 months.

The Committee was informed that the team faced challenges.  These included access to surveyor resources, the cost increases for materials and labour, access to contractors to undertake works and the availability of equipment from suppliers.  In order to address the shortage of contractors Officers had been granted a time-limited waiver in July 2021 which was in the process of being re-applied for.

Members agreed that if an in-house Surveyor could not be recruited, noting the current level of support received which was much appreciated by the team, it would be sensible to engage a consultancy agency specialising in this area of work.

With regard to increased costs, Officers had found that the current non means- tested pot of £2,500 was insufficient to complete a number of minor works.  Members were content therefore to approve that the non means-tested threshold for small grant applications should increase to £5,000 and the Dementia funding pot should also increase to £5,000.  The funding to support timely hospital discharge would remain at £7,500.  Officers would continue to monitor resources and how best they could be allocated, reporting back to the Committee if it became necessary to increase them.

Members were impressed with the HIA and asked Officers to consider whether expansion of the Handyperson Service (currently 2 days per week) was feasible.  For  ...  view the full minutes text for item 97.

The Committee determined the following annual appointments to Leisure related bodies. 

In doing so it was noted that the Corporate Head of Community Services could, in theory, attend meetings of the Cabrera Trust Management Committee until the vacancy for the new post of Open Spaces and Community Development Manager could be filled.  However, Members were advised that it was more relevant that the Interim Open Spaces Manager attended these meetings.

RESOLVED that –

i)          The Corporate Head of Financial Services and Open Spaces and Community Development Manager (when appointed) serve on the Cabrera Trust Management Committee for 2022/2023;

ii)         Councillors D Cotty and M Nuti be re-appointed to serve on the Chertsey Meads Management Liaison Group for 2022/2023;

iii)        Councillor M Harnden be re-appointed to serve as the Council’s Older Persons Champion for 2022/2023; and

iv)        Councillors T Gracey, C Howorth and S Walsh be appointed to serve on the Community Services Partnership Board with Surrey Heath for 2022/2023

The Minutes of the meetings of Cabrera Trust Management Committee held on 6 January 2022, as attached at Appendix ‘A’, and those of the Chertsey Meads Management Liaison Group held on 1 March 2022, as attached at Appendix ‘B’ were received and noted.

By resolution of the Committee the press and public were excluded from the meeting during the consideration of this matter 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 paragraph 3 of Schedule 12A to Part 1 of the Act.

The Committee’s approval was sought to increase the staffing establishment in order to deliver Safer Runnymede’s service including contracts with new partners, the revenue from which would fund the additional cost in the sum reported.

Officers reported good progress with finalising the contract with Rushmoor and Hart Borough Councils as approved by the Committee in March 2021.  However, in order to strengthen the Council’s position and be able to attract new business, Officers stated a need for additional staffing.  This would give rise to further opportunities including work towards the goal of being the County lead on a Safer Surrey model for CCTV.  Members welcomed the prospect of new partners as identified in the report and discussed at the meeting.

Officers advised they would review staffing resources at the end of the three year period, being the initial period additional staff would be employed for.  As a result of the discussion about accommodation for the team this would happen earlier if necessary.  Costed options would be submitted to a future meeting of the Committee.

Safer Runnymede was much valued by the Committee, and the public.  Members considered that the cost of increasing the establishment was far outweighed by the benefits that could be realised both now and in the future.

Officers were asked to arrange the annual tour of Safer Runnymede for Members of the Committee, who were encouraged to attend to gain an insight into the operation and its links to other services.

Officers to confirm the latest position with regard to the Highways Electrical Registration Scheme in respect of Christmas Lights being installed by the Depot including new units in Egham.  It was also noted that the CCTV replacement programme included a particular unit identified at the meeting and this was in hand.

RESOLVED that –

Corporate Management Committee be recommended to approve the recruitment of 1.5 Full-time CCTV operators, at a cost per annum as reported for three years initially, funded from revenues associated with providing CCTV monitoring services to the Councils mentioned in the report.

By resolution of the Committee, the press and public were excluded from the meeting during the consideration of this matter 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 paragraph 3 of Schedule 12A to Part 1 of the Act.

The Committee received an update on projects to make improvements at Kings Lane Open Space in Englefield Green, part funded by Section 106 monies which had to be realised by 2025.

A new project team had met to discuss options and it was agreed that it would be prudent to conduct further research and consultation with young people and other stakeholders, including liaison with local Ward Councillors in the development of any future projects.  Expertise would be drawn across the Council as and when needed to move the project forward.

Officers confirmed that all options including those already put forward would be discussed as possible projects with full consideration given to any practical, environmental and equalities issues as well as resolving any outstanding issues with regard to the wider use of Kings Lane Open Space and providing diversionary activities to avoid anti-social behaviour.

Officers were requested to consider future management arrangements for Kings Lane Open Space in consultation with colleagues in Legal and Assets and Regeneration.  This could reveal additional sources of funding depending on the vision for the site.  Members urged Officers to be inventive and take a long term view rather than focussing on the more traditional models of delivery.

The Committee was supportive of the proposed approach and looked forward to receiving an update in due course.

RESOLVED that –

the future approach to looking at development opportunities at Kings Lane, as described in the report, be approved.