The Committee welcomed the potential for increased tree cover, higher levels of carbon being absorbed locally, and progress being made towards the Council’s climate change commitments.  Community engagement was also another prospective benefit of hosting ‘tiny forests’.  The impact on existing resources, particularly with the ongoing maintenance required for ‘tiny forests’, was noted.

It was resolved that the Council proceed with the application process to the Treescapes Fund, working in partnership with Earthwatch Europe and Spelthorne Borough Council, subject to being able to withdraw from the process at a future point, with a final decision on being able to proceed to be taken following receipt of a further report to Committee in September 2024.

The proposed changes aimed to provide an efficient and cohesive approach to recovering debts.  The ethical considerations, in particular an individual only having one point of contact regarding their debts, was an important element of the proposal.  A single point of contact also made assessing an individual’s eligibility to receive certain benefits or other support, with a view to alleviating some of the financial pressures that they were experiencing, more practical.

Where debt recovery was required, the use of a credit reference agency made assessing an individual’s ability to make payments towards their debt more effective.

It was resolved that the Corporate Debt and Financial Inclusion Policy be agreed.

Changes to the Council Tax Support Scheme could only be made following a statutory consultation, during which residents, and key partners such as precept authorities and the voluntary sector, would be consulted.  The financial impact on Runnymede and precept authorities, depending on which option was eventually implemented, could be significant.

The use of resources to undertake the statutory consultation, and whether this would outweigh the advantages of retaining the existing scheme, was suggested as a consideration for the Committee.

The possible advantages and disadvantages of each option, such as the ability to tailor the service to an individual’s needs versus the impact on the staffing resources associated with operating the service, were mentioned as considerations for when this item was brought back to the Committee following the statutory consultation. 

It was confirmed that for a household to qualify for the benefit set out in paragraph 2.17 of the officer’s report, a qualifying individual would need to reside at the home address.

It was resolved that:

1)    A consultation, containing all of the options for changes to Runnymede’s Council Tax Support Scheme, to begin in July 2024, with a view to agreeing a scheme for implementation from 1 April 2025.

2)    Expenditure of £5,000 from existing budgets, to undertake the consultation exercise agreed in 1) above be agreed.

3)    A further report, detailing the results of the consultation and proposals for the Council Tax Support Scheme, be provided to the Corporate Management Committee in November 2024.

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 as set out in Schedule 12A to Part 1 of the Act.

Agenda item 13 – Appointment of Shareholder Non-Executive Director (Chair of the Board)

Councillor Milstead declared that he had a disclosable pecuniary interest and withdrew from the meeting during consideration of the item.

There were none.

The minutes of the meeting held on 23 May 2024 were agreed and signed as a correct record.

There were none.

The Committee was advised that surveys, to establish whether there was sufficient electrical capacity at various sites, were required before any charging infrastructure could be procured.  Consideration would be given to whether faster or slower charging technology was required, depending on expected and maximum parking times available at each viable site.

It was resolved that a budget of £30,000, to be financed by the release of funds, be approved to undertake the works agreed by the Environment and Sustainability Committee.

The Committee was pleased to note that the Council’s treasury management function had performed well again this year.

This report was for information only.

It was stated that the positions with Citizens Advice Runnymede and Spelthorne were for a member and a deputy.  With this in mind, Councillor Mullens stated that she was happy to be considered for the deputy position.

Councillor Snow sought further information on Councillor Gahir’s credentials in relation to the position on the Sir William Perkins Foundation.  Following a discussion about Councillor Gahir’s and Councillor Snow’s candidacy for this position, Councillor Snow withdrew his nomination.

As there were more nominations for positions available with Voluntary Support North Surrey, the Committee discussed the candidacy of each individual before voting in accordance with Standing Order 39.6.

It was resolved that the following appointments be made, in accordance with the arrangements set out in the report:

The Committee was pleased to note the positive environmental impact of this proposal.

It was resolved that:

1)    Details of the Council’s submitted bid to the Public Sector Low Carbon Skills Fund Phase 5 for a total value of £255,700 be noted.

2)    The procurement and agreement of contract terms if the Council is successful in securing funding through the Phase 5 Low Carbon Skills Fund be agreed.

The Committee noted that this was an important piece of work, particularly with regard to website accessibility requirements placed upon councils.

It was resolved that:

1)    The project proposals, to improve the accessibility and usability of the www.runnymede.gov.uk website, be noted.

2)    The release of £10,000, from the Council's capital programme provisional scheme, to commence essential website improvements, be agreed.

[Councillor Milstead left the meeting during consideration of this item.]

An external review of the governance arrangements for Runnymede’s companies had been commissioned.  The review would be brought to a future Corporate Management Committee, prior to the companies’ AGMs taking place.

It was resolved that Councillor Milstead be appointed as Non-Executive Director (Chair of the Board):

1)    RBC Investments (Surrey) Ltd

2)    RBC Services (Addlestone One) Ltd

3)    RBC Heat Company Limited

The Committee was pleased that a long-term vacant property was being brought back into use.  The property was currently in a lettable condition, having undergone a refurbishment shortly before it was vacated.  The lease, when agreed with an occupier, would contain appropriate provisions addressing the issue of access and the use of the adjacent public open space.

It was resolved that:

1)    The intention to appropriate the use of the Lodge at St Ann’s Hill, from open space to the general fund, be formally advertised.

2)    Any objections to the appropriation be reported to the Committee.

3)    In the event of there being no objections to the appropriation, the appropriation process be completed without reporting back to the Committee, and that the Corporate Head of Law and Governance be authorised to prepare and sign a Memorandum of Appropriation to record the appropriation of the Lodge at St Ann’s Hill to the general fund.

4)    The changes to the Heads of Terms be agreed.

The Committee was fully supportive of the proposal contained within the officer’s report.

It was resolved that the Council be recommended to fully disregard war pensions income when calculating entitlement to Housing Benefit (in accordance with the arrangements set out in paragraph 5.4 of the officer’s report).

The Committee was supportive of the proposal, which sought to modernise how the Council’s assets were made available for public use.  It was hoped that the ability to check venue availability and make payment at the point of enquiry would reduce the number of bookings lost to other venues.

It was resolved that:

1)    The project proposals, to improve the Council’s online and internal bookings management processes and systems, be noted.

2)    A capital estimate in the sum of £25,000, to commence the bookings system development required in the Digital Platform, to be funded from the equipment replacement reserve, be agreed.

It was resolved that the Digital Transformation Strategy and associated action plan be agreed.

Members highlighted that residents were often frustrated when navigating the services offered by district and borough councils, and the county council.  It was confirmed that the effectiveness of the Council’s signposting was regularly reviewed, with the intention of improving it where persistent issues were identified.

The operation of the proposed live chat feature for the website was discussed.  The service would operate with a combination of automated responses and customer service adviser input, depending on the subject matter and whether queries were received during business hours.

The Committee was reassured that the ability for residents, particularly those who were not comfortable with online engagement, to make ‘in person’ or telephone enquiries, would remain.  A number of departments also operated services within the community, or undertook home visits, where these were appropriate.

It was confirmed that the previously proposed ‘citizens’ panel’ was the subject of a separate piece of work which would be brought to the Community Services Committee in due course.

It was resolved that the Customer First Strategy and associated action plan be agreed.

The Corporate Head of Environmental Services advised the Committee that there was an error in 4.1 of the agenda report.  As previously advised any income from events did not go into earmarked reserves but was credited into the parks revenue account.

The Committee was asked to consider four event applications for events proposed to take place on the Green in 2024.

Runnymede Classic Car Show – 18 August 2024

The Committee was asked to consider the application for the Runnymede Classic Car Show to use the Green on 18 August 2024.  The Car Show was an annual event (except for 2023) which raised money for charity.  All profits from this year’s car show would go to local charities including Runnymede Food banks.

The show normally took place on Runnymede Meadows and Officers had agreed the application to hire Runnymede Meadows for the 2024 event.  However, after permission was given to the organiser, it was discovered that the Council would not be able to get the hay cut on the meadows before the event.  Therefore, unfortunately the event had to be cancelled.

The event organiser had now requested to move the event to Englefield Green. 

The Committee noted that the application clashed with the date of the next application to be considered.  Officers were also advised by a member of the Committee that the Englefield Green Cricket Club would be likely to have a home fixture that day.

The Committee noted that under the terms of the licence held by the Cricket Club for use of the cricket pavilion and pitch they were obliged to supply the Council with a list of their home fixtures.   Officers advised the Committee that currently the Cricket Club was not supplying Officers with this information which made dealing with event applications very difficult.

The Committee was keen to support the application for the Classic Car Show particularly as it raised much needed money for local charities.

Members of the Committee asked Officers to advise the Cricket Club that the cricket pitch would not be available for match use on 18 August due to the Runnymede Classic Cars Show taking place. In addition,  Officers were asked to contact the Cricket Club regarding the Cricket Club supplying the Council with the list of home fixtures.

Downs Steam Fair – 16-18 August 2024

The Committee was asked to consider an application from Downs Steam Fair to hold a vintage funfair on the Green between 16 – 18 August.  Given the Committee had already approved an event for the date requested, unfortunately this application would have to be refused, it was also noted that a similar event had already been approved for September.   

Englefield Green Cricket Club Sponsors’ Day – 14 July 2024

Officers advised the Committee that the Cricket Club proposed to hold an event which included cricket and both live and recorded music.  Food would be served from a food truck and alcohol would be sold from the Cricket Club bar.   There would be no fairground rides or inflatables.

The event was similar to a previous event discussed at the last meeting of the Committee on 21 May 2024.  The event was outside of the club’s usual agreement to play cricket.

The Committee was pleased to note that the correct application process had been followed and supported the event.

Englefield Green Cricket Club President’s Day – 25 August 2024

Officers reported that the Cricket Club proposed to hold an event on 25 August which include cricket and both live and recorded music.  Food would be served by the pavilion from a food vendor and alcohol would be sold from the cricket club bar.  There would not be any fairground rides or inflatables.  The event was similar to a previous event discussed at the last meeting of the Committee on 21 May 2024.  The event was outside of the club’s usual agreement to play cricket.

The Committee was pleased to note that the correct application process had been followed and supported the event.

Resolved that:  

The application from the Runnymede Classic Car Show be approved.

The application from Downs Steam Fair be refused due to the clash of date with the application from the Runnymede Classic Car Show and a similar event already being approved for September this year.  The Committee would, however, favourably invite an application for next year

The application from Englefield Green Cricket Club Sponsors’ Day be approved.

The application from Englefield Green Cricket Club President’s Day be approved.

The Committee was updated on various maintenance and management issues relating to the Green.

With regard to the grass treatment and reseeding programme, the work had been carried out, however, the scarified moss currently remained onsite due to an vehicle/contractor issue.   Once a new Parks and Green Spaces Manager had been appointed the moss would be removed as soon as possible.

The matrix paving had been ordered and delivered.  Officers were waiting for the delivery of soil to back fill the dip under the bench. The Corporate Head of Environmental Services had contacted the Crown Estate and requested permission to install the matrix paving.  The paving would be installed if permission was granted.  It  was noted that the matrix paving would be infilled with grass not gravel.

Officers reported that the second and third prospective bench donors had changed their mind.   Officers would contact the Englefield Green Residents Association to ascertain if they were aware of anyone who would be interested in being a bench donor. 

At the Committee meeting on 9 April 2024, Officers were asked to go back to the Crown Estate to advise them there were already some composite posts insitu on the Green and composite posts had previously been procured by the Council and were held in readiness for installation.   The Crown Estate came back to Officers and confirmed that in view of the existing stock, composite posts could be used but following the use of these timber posts should be used thereafter.   It was agreed that the last remaining composite posts should be used in areas at risk of traveller incursions.   Officers would meet with Councillor Berardi to discuss the strategic placing of the remaining composite posts.

At the 9 April 2024 meeting Officers had also been asked to seek advice on whether local residents could source their own 3^rd party contractors to undertake work on the Green (i.e. contractors sourced by Committee Members but whose appointment was subject to the approval of Council Officers and would be supervised by Committee Members).  The Committee was advised that this was not permitted.   Committee Members were appointed to a decision making body only, and did not have the standing either as Committee Members or Councillors to source contractors or enter into contracts on behalf of the Council.  

The Committee noted the current staff vacancies.  The Corporate Head of Environmental Services reported that since publication of the agenda interviews for the position of Green Spaces Manager had taken place and an offer had been made.

With regard to income from events.   Officers confirmed that income generated by activities on Englefield Green including events and filming was credited to the parks revenue account.  Income from all events and the income generated from letting of sports facilities across the borough was used to offset the cost of managing Runnymede’s open spaces.  Income was not retained within individual open space budgets.  Whilst the Committee understood this process they asked Officers to check with finance whether the freehold of Englefield Green being Crown Estate land justified the Council running an individual budget for the Englefield Green rather than a common budget with the open space land in the freehold ownership of the Council.   Officers would look into this and report back to the next meeting.

The Corporate Head of Environmental Services asked the Committee to notify her of any additional maintenance items they would like added to the next agenda via the Chair of the Committee by no later than 1^st September.  This would give Officers time for research and where necessary to seek quotations.

There was no exempt or confidential information on the agenda.

There was no exempt or confidential information on the agenda.

There were no declarations of interest.

Apologies for absence were received from Councillor A King.   Residents’ Representatives Mr N Bromilow and Mr R McGregor-Johnson

The minutes of the meeting held on 21^st May 2024 were confirmed and signed as a correct record.