Venue: Council Chamber, Runnymede Civic Centre, Addlestone

Contact: Mr B.A.Fleckney 

Items
No. Item

158.

Mayor's Announcements

Minutes:

The Mayor made her announcements and highlighted some of the events she had attended since becoming Mayor.

159.

Minutes

To approve and sign, as a correct record, the Minutes of the Meeting of Council held on 18 May,2022, as previously circulated.

Minutes:

The Minutes of the meeting of the Council held on 18 May 2022 were confirmed and signed as

a correct record.

160.

Apologies for Absence

Minutes:

Apologies were received from Councillors T Burton, D Clarke, E Gill, C Mann, N Prescot and

M Willingale.

161.

Declarations of Interest

If Members have an interest in an item, please record the interest on the form circulated with this Agenda and email it to the Democratic Services Manager by 5pm on the day of the meeting. Members are advised to contact the Corporate Head of Law and Governance prior to the meeting if they wish to seek advice on a potential interest.

Minutes:

No declarations received.

162.

Speaking or Questions from Members of the Public under Standing Order 12

Any Questions received will be circulated separately.

Minutes:

No questions from the public had been received.

163.

Petitions

To receive any petitions from Members of the Council under Standing Order No 19.

Minutes:

No petitions had been received from Members of the Council under Standing Order No 19.

164.

Questions from Members of the Council under Standing Order 13

Question from Councillor Hulley to the Leader of the Council:

 

“Has Runnymede Borough Council adopted the Motor Neurone Disease Association (MNDA) 5 Point Charter to help those suffering from the disease in Runnymede?”

 

 Question from Councillor S Whyte to the Leader of the Council:

 

‘’I think we all agree that Runnymede is a lovely place and many of us enjoy its green spaces and waterways. I was shocked, therefore, to read the state of many of our rivers and streams which have deteriorated considerably between 2013 and 2019*, mainly due to sewage discharge.  These include The Bourne at Chertsey, Virginia Water Lake and The Moat at Egham, all of which have an ecological status of poor.

 

What has the Administration done in the intervening period to bring about improvements to the ecological status of our waterways?’’  

 

*Sustainability Appraisal/Strategic Environmental Assessment (SA/SEA) Scoping Report for the 2040 Local Plan.

Minutes:

Councillor Hulley asked the Leader of the Council the following question:

 

“Has Runnymede Borough Council adopted the Motor Neurone Disease Association (MNDA) 5 Point Charter to help those suffering from the disease in Runnymede?”

 

The Leader of the Council responded as follows:

 

‘The Council had not adopted the Charter.  However, this could be considered as part of objective 4 of the Council’s Health and Wellbeing Strategy, that being to develop our workforce in relation to Health and Wellbeing matters, so as to improve the service provided to residents.  Cllr Hulley was invited to feedback his thoughts around this as part of the consultation on the draft strategy.’

 

Councillor S Whyte asked the Leader of the Council the following question:

 

‘’I think we all agree that Runnymede is a lovely place and many of us enjoy its green spaces and waterways.  I was shocked, therefore, to read the state of many of our rivers and streams which have deteriorated considerably between 2013 and 2019*, mainly due to sewage discharge.  These include The Bourne at Chertsey, Virginia Water Lake and The Moat at Egham, all of which have an ecological status of poor.

 

What has the Administration done in the intervening period to bring about improvements to the ecological status of our waterways?’’  

 

*Sustainability Appraisal/Strategic Environmental Assessment (SA/SEA) Scoping Report for the 2040 Local Plan

 

The Leader of the Council responded as follows:

 

‘Responsibility for water quality within our waterways sits with the Environment Agency who run an environmental hotline and a 24-hour service with respect to environmental incidents and all Members were encouraged to report any incidents to the hotline.

 

Within the parameters available to us, the Council responds as follows to prevent sewage entering the waterways directly and to prevent flooding which may lead to sewage contamination indirectly:-

 

·       We license and inspect all caravan sites and include a licence condition specifically with respect to drainage and sanitation requiring the safe disposal of all foul, rain and surface water;

 

·       Our engineers carry out a programme of land drainage flood attenuation work to monitor, inspect and repair our watercourses and ditches;

 

·       With respect to planning applications our engineers provide draft planning conditions for relevant new planning applications with respect to sustainable urban drainage systems (SuDS).  SuDS are in essence a series of management practices, control structures, strategies, and design solutions to drain surface water both efficiently and sustainably from development sites.  Their main principle lies in the treatment and management of rainwater, and they are technical solutions for transporting surface water, slowing down the runoff before it enters watercourses, storing or reusing water at the source, or allowing water to fall on permeable surfaces and soak into the ground.  A well-designed and integrated SuDS not only controls and mitigates flood risk by improving the quality of surface water run-off into receiving water bodies, but also provides opportunities to make a significant contribution to tackle the net zero carbon target through their ability to improve water quality, whilst also managing and  ...  view the full minutes text for item 164.

165.

Recommendation from Environment and Sustainability Committee - 9 June 2022 - Food Service Plan 2022/23

To consider the following Minute and recommendation from Environment and Sustainability Committee held on 9 June 2022. The full agenda report and related appendix was circulated with the agenda for that Committee and is available on the website.

 

Members received the proposed Food Service Plan for 2022/23. The Committee was advised that the Food Standards Agency (FSA) had introduced changes to the national food safety inspection programme in response to national shortfalls in inspection targets due to the Covid pandemic. This had evolved into a ‘Covid recovery plan’ with priority led expectations based on risk. Despite resourcing issues Runnymede had been able to maintain a high level of output and exceeded the minimum level of service outlined in the FSA recovery plan.

 

As well as delivering 336 interventions at food premises, 55 new businesses received an on-site inspection, and 132 written warnings were issued. This was in addition to responding to over 200 service requests and over 100 non-Covid infectious disease notifications. The skills and labour shortages within the hospitality sector had hampered the post covid recovery for many small businesses. Runnymede had introduced the option of in person training and online training on the Food Hygiene Rating Scheme (FHRS) for local businesses. Officers advised the Committee that generally the hospitality industry appeared to have recovered well from the effects of the pandemic, but the recent cost of living crisis now appeared to be having an effect.

 

The problem of business premises mis-handling food waste was raised. Officers advised the Committee that all businesses had to enter into a food waste contract and action could be taken against businesses in breach of this. Members were asked to inform the Environmental Services team of any problematic premises in their wards so the appropriate action could be taken.

 

            Recommend to Full Council on 21 July 2022 that:

 

The Food Service Plan for 2022/23 be approved in accordance with Article 4 of the constitution

Minutes:

Council considered a recommendation from the Environment and Sustainability

Committee held on 9 June 2022 regarding the Food Service Plan 2022/23 and

 

            Resolved that:

 

The Food Service Plan for 2022/23 be approved in accordance with Article 4 of the constitution

166.

Recommendation from Corporate Management Committee - 23 June 2022 - Runnymede Joint Committee - Constitution Changes

To consider the following Minute and recommendation from Corporate Management

Committee held on 23 June 2022. The full agenda report and any related appendix was circulated with the agenda for that Committee and is available on the website.

 

The Corporate Head of Law & Governance reminded the Committee that Local Authorities could discharge their functions via delegations to Committees, Sub Committees, Officers or in some cases, including Runnymede, Joint Committees.

 

Following a review of its powers of delegation, Surrey County Council had decided that the transfer of executive highway functions be removed from the Runnymede Joint Committee’s remit and returned to Surrey County Council to be discharged by its officers.

 

The Corporate Head of Law & Governance confirmed to a number of Members that as the decision had already been made by Surrey County Council there was no conflict of interest for any dual hatted Councillors.  The report therefore merely sought to amend the constitution of the Joint Committee to reflect the decision of Surrey County Council.

 

The Corporate Head of Law & Governance added that Surrey County Council’s rationale for making the decision was to try and expedite the issues raised by residents.

 

Members were disappointed with the action as the Joint Committee was considered a useful gateway into addressing county functions on residents’ behalf.

 

A twin-hatted Member reported that changes were afoot with how Surrey County Council would communicate with residents, as well as District and Borough Councils that was hoped would benefit all parties.

 

Recommend to full Council on 21 July,2022 that –

 

the Runnymede Joint Committee constitution be updated to reflect the transfer of executive highway functions from its remit.

Minutes:

Council considered a recommendation from Corporate Management Committee held on 23 June 2022 regarding an update to the Runnymede Joint Committee constitution to reflect the transfer by SCC of executive highway functions from its remit.

 

Members noted that any highways related issues could still be raised directly by residents with their Surrey County Councillor or via the web portal on the SCC website.

 

            Resolved that –

 

                        the Runnymede Joint Committee constitution be updated to reflect the transfer of executive highway functions from its remit.

167.

Recommendation from Corporate Management Committee - 23 June 2022- Chertsey Depot Site - Proposal for Refurbishment

To consider the following Minute and recommendation from Corporate Management Committee held on 23 June 2022. The full agenda report and any related appendix was circulated with the agenda for that Committee and is available on the website.

 

The Corporate Head of Environmental Services sought Committee approval for a capital estimate for the purposes of refurbishment and upgrade of the Chertsey Depot following a report into Health and Safety that begun in November 2020.

 

A feasibility study of the depot was subsequently undertaken and three options were presented for the site.  The proposal would deliver all essential work to bring the depot up to the minimum Health & Safety standard, including enhanced security arrangements for the depot premises including new lighting, CCTV and clocking on and off capacity for staff.

 

It would also ensure a provision for electric charging capability for new equipment and vehicles in anticipation of future electrification of equipment and fleet.

The Corporate Head of Environmental Services confirmed that opting for the minimum option would not preclude the Council going for a comprehensive redevelopment of the site in future, but the middle ground option was being sought in the interim partly due to the Council not being in a position to fully electrify its fleet, but an alternative fuel source would be considered in the interim.

 

The Corporate Head of Environmental Services confirmed that the Corporate Head of Community Services was also aware of the proposals.

 

Recommend to full Council on 21 July,2022 that –

 

a capital estimate in the sum reported and the procurement ofthe works contract for the commencement of refurbishment and upgrade of the Ford Road Depot prior to grounds maintenance and green spaces services being relocated and delivered in-house from the depot premises in April 2023 be approved.

 

Minutes:

Council considered a recommendation from Corporate Management Committee held on 23 June 2022 regarding a capital estimate for the purposes of refurbishment and upgrade of the Chertsey Depot following a report into Health and Safety that begun in November 2020.

 

In response to points raised by a Member regarding the relocation of grounds maintenance and green spaces function, the Leader of the Council confirmed that opting for the minimum option would not preclude the Council going for a comprehensive redevelopment of the site in future, but this  option was being sought in the interim partly to make the site fit for purpose.

 

Resolved that –

 

a capital estimate in the sum reported and the procurement ofthe works contract for the commencement of refurbishment and upgrade of the Ford Road Depot prior to grounds maintenance and green spaces services being relocated and delivered in-house from the depot premises in April 2023 be approved.

168.

Recommendation from Corporate Management Committee 23 June 2022 - Safer Runnymede Staffing

To consider the following Minute and recommendation from Corporate Management Committee held on 23 June 2022. The full agenda report and any related appendix was circulated with the agenda for that Committee and is available on the website.

 

The Chief Executive reported that following the awarding of several new contracts Safer Runnymede would require an increase in staff to be able to deliver those contracts as well as provide capacity to pursue other revenue opportunities with neighbouring authorities.

 

The Committee Vice Chair considered it a good investment that moved the Council towards being self-sufficient with its CCTV, as well as providing the lead throughout the county to offer a good quality CCTV service and support police colleagues.

 

            Recommend to full Council on 21 July,2022 that –

 

Subject to Community Services Committee supporting the increase in staffing establishment, the recruitment of 1.5 Full-time CCTV operators, funded from revenues associated with providing CCTV monitoring services to other Councils be approved.

Minutes:

Council considered a recommendation from Corporate Management Committee held

on 23 June 2022 regarding an increase in staff in order to deliver new CCTV

contracts as well as provide capacity to pursue other revenue opportunities with

neighbouring authorities.

 

            Resolved that –

 

Subject to Community Services Committee supporting the increase in staffing establishment, the recruitment of 1.5 Full-time CCTV operators, funded from revenues associated with providing CCTV monitoring services to other Councils be approved.

169.

Recommendations from Overview and Scrutiny Select Committee -7 July,2022 and Corporate Management Committee- 14 July, 2022

To consider the recommendations on the matters listed below from the Overview and Scrutiny Select Committee held on 7 July,2022 and Corporate Management Committee held on 14 July 2022. These recommendations will be included on the Supplementary Summons which will be circulated in due course.  The Agenda reports associated with these recommendations were circulated to all Members with the Agendas for those Committee meetings and are available on the website.

 

a)             Recommendation from Overview and Scrutiny Select Committee - Annual Report of the Overview and Scrutiny Function

b)             Recommendation from Corporate Management Committee - Addlestone One Cladding

Minutes:

Council considered a recommendation from the Overview and Scrutiny Select

Committee regarding the Annual Report on the Overview and Scrutiny function.

 

The Chairman of the Committee confirmed Treasury Management training for Members would take place every two years. 

 

At the Overview and Scrutiny Select Committee a Member had queried the wording around the call-in relating to outside bodies, believing that Members had not misinterpreted advice around not being able to make a speech in support of their own nomination, but rather they had been told they were unable to do so. However, no Amendment was moved at this meeting of Full Council and no change was made in this regard.

 

The reference in the Annual report to the PPSO in Egham would be changed to ‘Egham Hythe’

 

Resolved that –

 

the Overview & Scrutiny Select Committee Annual Report be received and adopted

170.

Recommendation from Corporate Management Committee 14 July 2022- Addlestone One Cladding

Minutes:

Council considered a recommendation from the Corporate Management Committee

held on 14 July 2022 regarding remediation works in the Addlestone One

development.

 

Members unanimously supported the way forward and considered it right that leaseholders who met the qualifying criteria would not be required to contribute to the cost of the works which would be met by the Council.

 

A Member commented that they would have liked a buy back scheme arrangement to have been explored.

 

 

            Resolved that:

1.              A contract to undertake cladding remediation works to the residential blocks which form part of the Addlestone One development be awarded to the company and for the contract sum reported;

 

2.              The cladding remediation works be delivered under a JCT Intermediate form of contract with contractor’s design which will be executed on the Council’s behalf by Corporate Head of Law and Governance in consultation with the Chief Executive, Assistant Chief Executive and the Corporate Head of Assets and Regeneration;

 

3.              The proposed programme of works be noted but that this maybe subject to change following clarifications and final interview with the intended contractor;

 

4.              The leaseholders who meet the qualifying criteria set out in the body of the report will not be required to contribute to the costs of these works which will be met by the Council; and

 

5.              Officers be authorised to continue to explore the Council’s options in respect of possible legal action in relation to the cladding installed in the Addlestone One development.

171.

Notices of Motion from Members of the Council under Standing Order 15

To consider any Motions registered under Standing Order 15.

172.

Minority Group Priority Business

To consider any item of Minority Group Priority business registered under Standing Order 23. Any item of such business will be circulated separately with this Summons.

Minutes:

No Motions had been registered under Standing Order 15.