Agenda, decisions and minutes
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Contact: Vicky Hibbert or Anne Gowing 020 8541 9938 Email: anne.gowing@surreycc.gov.uk
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APOLOGIES FOR ABSENCE
Additional documents: Minutes: Apologies were received from Mrs Angell, Mrs Curran and Mr Samuels. |
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MINUTES OF PREVIOUS MEETING: 26 MAY 2015
Additional documents: Minutes: The minutes of the meeting held on 26 May 2015 were confirmed and signed by the Chairman. |
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DECLARATIONS OF INTEREST
Additional documents: Minutes: There were none. |
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PROCEDURAL MATTERS
Additional documents: |
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Additional documents: Decision: Questions from Mr Essex were received. The questions and responses are attached as Appendix 1. Minutes: Questions from Mr Essex were received. The questions and responses are attached as Appendix 1.
Mr Essex requested further clarity in relation to the baseline for the Local Transport Review, as asked in the third part of his question. The Cabinet Member for Environment and Planning agreed to provide this information outside the meeting. |
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Public Questions
Additional documents: Minutes: No questions from members of the public were received. |
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Additional documents: Decision: (i) Lingfield Library: The response is attached as Appendix 2.
(ii) Surrey Wildlife Trust: The response is attached as Appendix 3. Minutes: (i) Lingfield Library: A petition, with 294 signatures was received from Mrs Russell. The response, from the Cabinet Member for Localities and Community Wellbeing is attached as Appendix 2.
Mrs Russell expressed disappointment with the response and in particular, the proposed changes to the staffing of Lingfield Library. She asked about the travelling costs for staff of these proposed new arrangements and the Cabinet Member for Localities and Community Wellbeing agreed to provide a response on this outside the meeting.
(ii) Surrey Wildlife Trust: A petition, with 420 signatures was received from Mr Paton. The response, from the Cabinet Member for Environment and Planning is attached as Appendix 3.
Mr Paton said that the purpose of his petition was to highlight concerns about nature interests which he believed would be compromised if SWT had to work with commercial sponsors to find new sources of funding. He cited examples of threats from proposed housing developments in part of the county. The Cabinet Member for Environment and Planning said that he would address the points raised by Mr Paton in his introduction to the report on the Surrey Wildlife Trust. |
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Representations received on reports to be considered in private
Additional documents: Minutes: No representations were received. |
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REPORTS FROM SELECT COMMITTEES, TASK GROUPS, LOCAL COMMITTEES AND OTHER COMMITTEES OF THE COUNCIL
Additional documents: Minutes: No reports were received. |
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Additional documents: Decision:
1. That variations to the Agreement, and associated leases, relating to revised financial formula, governance arrangements, Asset Management Plan, performance management and woodland management, as described in paragraph 3-7 of the submitted report, and subject to the same variations being agreed by Surrey Wildlife Trust (SWT) Trustees in July 2015 be approved. 2. That the net contribution of Surrey County Council to the SWT Agreement be reduced to zero by 2020/2021; that the distribution of funds thereafter will be determined; and that a robust business plan be required to achieve this and be reported to Cabinet by November 2015; and that failure to implement recommendation 1 or 2 will lead to an immediate review of alternative methods of achieving value for money in the management of the Council’s Countryside Estate. 3. That authority be delegated to the Strategic Director for Environment and Infrastructure, in consultation with the Cabinet Member for Environment and Planning, the Cabinet Member for Business Services and Resident Experience, the Director for Legal and Democratic Services and the Head of Property Services, to enter into final negotiations with SWT to vary the Agreement.
Reasons for Decisions: Approval of the recommendations will implement changes to the Agreement with SWT which improve its effectiveness, deliver improvements for visitors, aim to reduce the Council's contribution to zero by 2020/2021, and agree the distribution of funds thereafter.
[The decision on this item can be called in by the Economic Prosperity, Environment and Highways Board] Minutes: Prior to the Cabinet Member introducing the report, Mr Harmer, as Chairman of the Economic Prosperity, Environment & Highways Board, was invited to address the Cabinet. He said that the Surrey Wildlife Trust had been scrutinised extensively by this Board and its review group. He agreed with the comments and concerns as set out in the Cabinet report and confirmed that the Board was supportive of the recommendations before the Cabinet today.
The Cabinet Member for Environment and Planning began by saying that, following the Surrey Wildlife Trust (SWT) report to Cabinet in December, this report outlined the next steps in the contract negotiations between Surrey County Council (SCC) and SWT.
Today’s report provided an update on progress and sought approval to implement changes to the agreement to achieve the aims of the SWT being self funded by 2021 and would reduce the cost to Surrey residents to zero by 2021, whilst at the same time managing the countryside estate to the highest standards and ensuring that visitors were able to enjoy the wonderful countryside in Surrey. This was part of SCC’s overall strategy to reduce costs at a time when the Council’s budgets were under financial pressure.
He said that robust business plans to achieve income generating opportunities across the Estate would be bought to Cabinet in November and during the next five months considerable work between SWT and SCC would be required to develop these plans. The Economic Prosperity, Environment & Highways Board would continue to be involved in this work and a task group has been formed to assist this process. Also, a time frame was being drawn up so that milestones were met by October.
He said that the County Council would continue to work with Surrey Wildlife Trust to improve facilities for visitors and ensure maximum value for money for taxpayers and commercial opportunities, particularly at places like Newlands Corner and Oakham Common, were being considered.
He also informed Cabinet that Surrey was the most wooded county in England and that SWT were developing a woodland management strategy plan for the woodlands, which would not only protect the woodlands but also make them commercial.
Other additional plans for the Countryside Estate were developing its role in environmental education and improving the health and wellbeing of local communities, which would give the County Council the opportunity of working with SWT to link with the SCC strategic goals, particularly wellbeing and the resident’s experience.
He considered that, achieving zero contribution was not solely based on commercial opportunities. SWT and SCC including Property Services were working to improve the overall efficiency of the estate, to reduce costs and by November 2015, a new five year Management Asset Plan would be completed and this would be a critical milestone for the partnership.
Also, to assist and monitor progress and compliance a new robust Governance model had been developed, which would ensure the following:
· an annual report to the County Council · regular updates to the Economic Prosperity, Environment & Highways Board · the ability ... view the full minutes text for item 133/15 |
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Surrey County Council Local Transport Review
Additional documents: Decision: Following the Local Transport Review report to Cabinet on 23 September 2014,
1. That the proposed changes to local bus services in Surrey, as detailed in Annex E of the submitted report be approved, and authority be delegated to the Cabinet Member for Environment and Planning and the Strategic Director for Environment & Infrastructure, to agree any minor adjustments before these changes take effect from 29 August 2015. 2. That Surrey County Council retains its policy in relation to concessionary fares as described in paragraph 3 of the submitted report. 3. That the Cabinet Member for Environment and Planning and the Strategic Director for Environment and Infrastructure report back to Cabinet on the consideration of further proposals for change to local bus services in Surrey in the financial years 2016/17 and 2017/18.
Reasons for Decisions:
These recommendations will enable SCC to achieve the required savings needed from the Local Transport Review, as outlined in the MTFP. It will also ensure that Cabinet is kept fully informed throughout, and can take decisions on changes based on best practice and best value in subsequent years of the review.
Recommendations for change are based on:
· Responses to two public consultations. · Full understanding of the impact on the changes to the public (including those with protected characteristics) and the environment. · Maintaining services that residents rely on the most such as services that get people to employment, healthcare, school and essential shopping. · A funding arrangement with partners that is financially sustainable in the long term.
[The decision on this item can be called in by the Economic Prosperity, Environment and Highways Board] Minutes: This report was presented by the Cabinet Member for Environment and Planning, who informed Members that the Medium Term Financial Plan (MTFP) included a requirement to make savings through a Local Transport Review of £2m by 2017/18 and this report set out proposals to achieve £840,000 savings in 2015/16, whilst at the same time maintaining services that residents relied on, which was and remained a challenging objective for the Council to achieve.
He said that the Surrey taxpayer currently subsidised half of the 29m bus journeys made in Surrey each year, which meant that 150 of the 200 services provided for residents were being subsidised.
He acknowledged that, whenever any reductions of bus services were made this would affect some residents and that was regretted. The report indicated that 234 passengers would be affected. However, officers had continued to work with the bus companies and a number of changes had been made since the report was published and therefore, he was pleased to report that number had now been reduced to 160 and officers would continue to work at reducing this further. He considered that this had been achieved by listening to residents and their representatives, and after the second consultation, talking to suppliers and being imaginative with solutions. He confirmed that these changes would not impact on the proposed savings of £840,000.
He publically thanked the excellent work led by the Travel and Transport Group Manager and his team and said that they have done a remarkable job in reducing the cost of the bus service to Surrey’s council taxpayers, whilst protecting the integrity of the net work. He also thanked the Economic Prosperity, Environment & Highways Board, the Members’ reference group and the Local Committees and Members who have made valuable contributions.
. He also said that, twelve “School Special” public bus services had been commercialised and enhanced involving, in some cases, integration with certain Home-to-School “closed door” services provided by Children, Schools & Families, which had also lead to future savings for the Education Transport budget. However, he acknowledged that there was more work necessary in this area to establish how further savings can be realised. Officers were continuing to look at other ways of working with operators in seeking to grow the commercial value of buses and were positive about the work with Surrey University.
Moving onto the second element of the review - concessionary fares, namely disabled people being allowed to use their bus pass before 9:30 and after 23:00 and the companion passes allowing these holders to have a companion to travel with them free of charge should continue. The cost of this provision was ... view the full minutes text for item 134/15 |
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Annual Governance Statement 2014/15
Additional documents: Decision: 1. That the 2014/15 Annual Governance Statement, attached as Annex A to the submitted report, be approved and signed by the Leader and the Chief Executive for inclusion in the Statement of Accounts and Annual Report.
2. That the Audit and Governance Committee continue to monitor the governance environment and report to Cabinet as appropriate.
Reasons for Decisions:
There is a statutory duty to annually review and report on governance. The identification of issues in governance and a responsive approach to addressing those issues is viewed as best practice.
[The decision on this item can be called in by the Council Overview Board] Minutes: The Cabinet Member for Business Services and Resident Experience said that Surrey County Council had a statutory duty under the Accounts and Audit (England) Regulations 2011 to publish an Annual Governance Statement (AGS). The AGS provided a comprehensive assessment of the Council’s governance arrangements and once signed by the Leader of the Council and the Chief Executive, the AGS would be incorporated into the Statement of Accounts and the Annual Report.
The annual review of governance was overseen by the Governance Panel which met four times a year and reported to the Statutory Responsibilities Network and the Audit & Governance Committee. She said that the Corporate Strategy, Confident in Surrey’s Future provided clear direction for staff as well as a signpost for residents, businesses and partner organisations, which was underpinned by the Medium Term Financial Plan, the Investment Strategy and Service Plans.
She highlighted aspects of Leadership and behaviours within the Council and also the staff and Members’ Code of Conduct, which set out the expected high standards of conduct. She also drew attention to the Annual Report produced by the Council which demonstrated the delivery of priorities over the year and included the AGS and summary audited accounts.
She mentioned the Council’s risk management strategy which was renewed annually and also the Leadership Risk Register – also regularly reviewed by the Statutory Responsibilities Network, the Audit & Governance Committee and Cabinet.
On the People Strategy, she said that it set out the Council’s aims and objectives in relation to employees and the wider workforce, including volunteers, charities and members of the public who help the Council to help residents.
On engagement and collaboration, she highlighted the creation of two new companies in 2014/15: (i) Surrey Choices Ltd for delivery of Adult Social Care day services and (ii) a Property Company. She also made reference to examples of ‘working together’ namely, the Surrey County Council and East Sussex County Council business and support services partnership known as Orbis and also the Surrey County Council and Buckinghamshire County Council joint trading standards service.
Finally, she drew attention to the areas where governance arrangements needed to be enhanced in 2015/16, namely the Children’s and Safeguarding Service and Contract Management and said that the focus for 2015/16 would include these and also the implementation of new duties incorporated in the Care Act and working with partners on the Better Care Plan.
RESOLVED:
1. That the 2014/15 Annual Governance Statement, attached as Annex A to the submitted report, be approved and signed by the Leader and the Chief Executive for inclusion in the Statement of Accounts and Annual Report.
2. That the Audit and Governance Committee continue to monitor the governance environment and report to Cabinet as appropriate.
Reasons for Decisions:
There is a statutory duty to annually review and report on governance. The identification of issues in governance and a responsive approach to addressing those issues is viewed as best practice. |
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Finance and Budget Monitoring Report for May 2015
Additional documents: Decision: That the report be noted, including the following:
1. the council’s forecast revenue position for 2015/16 is to overspend by £1.8m, as set out in Annex 1, paragraph 1 of the submitted report.
2. the council’s forecast achievement of efficiencies for 2015/16 is £66.5m, as set out in Annex 1, paragraph 25 of the submitted report.
3. the council’s forecast capital expenditure for 2015/16, including long term investments, is £189.1m, as set out in Annex 1, paragraphs 33 and 34 of the submitted report.
4. services’ management actions to mitigate any significant overspends, as set out in Annex 1 of the submitted report be noted.
That the following virements be approved:
· £1.0m revenue virement from the Economic Prosperity budget to budgets across Environment & Infrastructure Directorate to enable preparatory work on Local Growth Deal schemes to continue, as detailed in Annex 1, paragraph 14 of the submitted report.
· £0.7m revenue virement from the Central HR Training Budget to most services to allocate service specific training budgets for 2015/16, as detailed in Annex 1, paragraph 15 of the submitted report.
· £0.75m capital virement from highway maintenance to additional flooding and drainage and embankment works, as detailed in Annex 1, paragraph 35 of the submitted report.
· £22.3m capital virement to reprofile of 2015/16 capital spending into future years, while maintaining the council’s overall investment over the five year programme, as detailed in Annex 1, paragraph 36 of the submitted report.
Reasons for Decisions:
This report is presented to comply with the agreed policy of providing a monthly budget monitoring report to Cabinet for approval and action as necessary.
[The decision on this can be called in by the Council Overview Board] Minutes: The Leader of the Council presented the first budget monitoring report for the new financial year 2015/16 and said that the Council continued to face hard choices as demand grew and funding reductions continued. He highlighted the following key changes to the report. · It was shorter, with comments focusing on matters that were significant at county council level. · Table 1 set out the current budget, including funding and spending changes for carry forwards and adjustments for other movements. The impact of these changes on the overall net budget was that the County Council would still draw £3.7m this year from the Budget Equalisation Reserve. · Reporting showed performance for each service. As he has said before, the Council’s financial strategy had four key drivers to ensure sound governance to manage the finances and provide value for money. These were: 1. To keep any additional call on the council taxpayer to a minimum Currently the forecast for the end of year revenue position was for an overspend of £1.8m. However, although it was early in the year, he considered that, provided the Council received its budgeted funding, he was confident that the Cabinet’s strong commitment to tight financial management, backed up by the actions of managers across the Council would make this the sixth consecutive year that the Council would have a small underspend or a balanced budget. 2. Continuously drive the efficiency agenda That, at the end of May, services forecast delivering efficiencies of nearly £67m - of this, over £20m had either already been implemented or was on track, £29m had some issues, £17m was additional in-year or one-off savings and less than £0.5m was considered to be at risk. 3. To reduce the Council’s reliance on council tax and government grant income. That reducing reliance on government grants and council tax was key to balancing the Council’s budgets over the longer term and the Revolving Infrastructure and Investment Fund had invested nearly £8m this year and forecast investing another £10m by the year end. 4. To continue to maximise investment in Surrey Finally, he said that the Council’s capital programme not only improved and maintained the Council’s services and it was also a way of investing in Surrey and generating income for the council. . Other Cabinet Members were invited to highlight the key points and issues from their portfolios, as set out in the Annex to the report.
RESOLVED:
That the report be noted, including the following:
1. the council’s forecast revenue position for 2015/16 is to overspend by £1.8m, as set out in Annex 1, paragraph 1 of the submitted report.
2. the council’s forecast achievement of efficiencies for 2015/16 is £66.5m, as set out in Annex 1, paragraph 25 of the submitted report.
3. the council’s forecast capital expenditure for 2015/16, including long term investments, is £189.1m, as set out in Annex 1, paragraphs 33 and 34 of the submitted report.
4. services’ management actions to mitigate any significant overspends, as set out in Annex ... view the full minutes text for item 136/15 |
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Confident in Surrey's Future: Equality, Fairness and Respect Strategy 2015 - 2020
Additional documents: Decision: That the Confident in Surrey’s Future: Equality, Fairness and Respect Strategy 2015-2020 be approved and that progress towards its priorities be reported on an annual basis through the Council’s corporate performance reporting arrangements.
Reasons for Decisions:
Approving Confident in Surrey’s Future: Equality, Fairness and Respect Strategy 2015-2020 will support the delivery of the Council’s commitment to ensure best practice in equality, fairness and respect, in the services it provides and in its workforce. It will also ensure that statutory requirements for the publication of equality objectives continue to be met.
[The decisions on this item can be called in by the Council Overview Board] Minutes: Introducing the report, the Cabinet Member for Business Services and Resident Experience said that, following approval of the Council’s Corporate by the County Council in February 2015, this Strategy had been refreshed to align with the Council’s Corporate Strategy, Confident in Surrey’s Future: Corporate Strategy 2015-2020 in order to help achieve the Council’s three strategic goals of wellbeing, economic prosperity and resident experience. The refresh had focussed first on the evidence base of the needs of Surrey residents with protected characteristics.
The Cabinet Team were supportive of the strategy, particularly the clear and simple one page format of Confident in Surrey’s Future, Equality, Fairness and Respect Strategy 2015 – 2020.
It was also confirmed that the strategy had been considered at the Council Overview Board and had been endorsed by it. Also, referring to the Looked after Children implications, the Cabinet Member for Highways, Transport and Flooding reminded Members that every elected Member had signed up to being a corporate parent.
RESOLVED:
That the Confident in Surrey’s Future: Equality, Fairness and Respect Strategy 2015-2020 be approvedand that progress towards its priorities be reported on an annual basis through the Council’s corporate performance reporting arrangements.
Reasons for Decisions:
Approving Confident in Surrey’s Future: Equality, Fairness and Respect Strategy 2015-2020 will support the delivery of the Council’s commitment to ensure best practice in equality, fairness and respect, in the services it provides and in its workforce. It will also ensure that statutory requirements for the publication of equality objectives continue to be met.
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New Build Spelthorne Fire Station
Additional documents: Decision: That, subject to the agreement of the detailed financial information for the project, as set out in agenda item 14 in Part 2 of the agenda, the business case for the provision of a new fire station in Spelthorne be approved.
Reasons for Decisions:
A new build fire station in Spelthorne will achieve the outcomes desired in the Surrey Fire and Rescue Authority’s Public Safety Plan 2011 – 2020 by providing modern, efficient, low cost premises that are Disability Discrimination Act compliant and meeting equality and diversity needs with suitable operational training facilities to meet modern fire service duties. In addition, it will enable the Service to achieve the associated efficiency savings built into the MTFP resulting from the consolidation of the two fire stations into one.
[The decisions on this item can be called in by the Resident Experience Board] Minutes: The Cabinet Member for Localities and Communities Wellbeing said that a decision had been taken by Cabinet on 4 February 2014 to close Sunbury and Staines fire stations and to build a new fire station at a suitable location in Spelthorne and this paper related to the building of a new fire station in Spelthorne and sought approval to release capital funds from within the Medium Term Financial Plan (MTFP), as detailed in the confidential part 2 report, to be considered later in the meeting.
He said that Surrey County Council was investing in the Surrey Fire & Rescue Service (SF&R) and this new build was another example of the Council’s investment – other new fire stations had been built or were in the process of being built in Guildford, Woking and Salfords.
He confirmed that an Equalities Impact Assessment had been included with 4 February 2014 report and there were no known changes since then that would affect this decision.
The Cabinet Associate for Community Safety emphasised that SF&R facilities were for the benefit of the entire county and the location of fire stations assisted in this strategy. She also said that the fire station undertook a great deal of preventative work which had enabled the County to deliver a good service for Surrey residents.
Finally, the Cabinet Member for Business Services and Resident Experience confirmed that the new building would be contemporary and efficient.
RESOLVED:
That, subject to the agreement of the detailed financial information for the project, as set out in agenda item 14 in Part 2 of the agenda, the business case for the provision of a new fire station in Spelthorne be approved.
Reasons for Decisions:
A new build fire station in Spelthorne will achieve the outcomes desired in the Surrey Fire and Rescue Authority’s Public Safety Plan 2011 – 2020 by providing modern, efficient, low cost premises that are Disability Discrimination Act compliant and meeting equality and diversity needs with suitable operational training facilities to meet modern fire service duties. In addition, it will enable the Service to achieve the associated efficiency savings built into the MTFP resulting from the consolidation of the two fire stations into one.
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LEADER / DEPUTY LEADER / CABINET MEMBER DECISIONS TAKEN SINCE THE LAST CABINET MEETING
Additional documents: Decision: That the decisions taken by Cabinet Members since the last meeting as set out in Annex 1 of the submitted report, be noted.
Reasons for Decisions:
To inform the Cabinet of decisions taken by Cabinet Members under delegated authority.
Minutes: RESOLVED:
That the decisions taken by Cabinet Members since the last meeting as set out in Annex 1 of the submitted report, be noted.
Reasons for Decisions:
To inform the Cabinet of decisions taken by Cabinet Members under delegated authority.
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EXCLUSION OF THE PUBLIC
Additional documents: Minutes: RESOLVED that under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information under paragraph 3 of Part 1 of Schedule 12A of the Act.
PART TWO – IN PRIVATE
THE FOLLOWING ITEMS OF BUSINESS WERE CONSIDERED IN PRIVATE BY THE CABINET. SET OUT BELOW IS A PUBLIC SUMMARY OF THE DECISIONS TAKEN.
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New Build Spelthorne Fire Station
Decision: That the release of up to a maximum figure, as set out in the submitted report, for the overall budget for delivery of the project be authorised.
Reasons for Decisions:
A decision was taken by Cabinet on 4 February 2014 to close Sunbury and Staines fire stations and to build a new fire station at a suitable location in Spelthorne. A new build fire station in Spelthorne will achieve the outcomes desired in the Surrey Fire and Rescue Authority’s Public Safety Plan 2011 – 2020 by providing modern, efficient, low cost premises that are Disability Discrimination Act compliant, meeting equality and diversity needs with suitable operational training facilities to meet modern fire service duties. In addition, it will enable the Service to achieve the associated efficiency savings built into the MTFP resulting from the consolidation of the two fire stations into one.
[The decisions on this item can be called in by the Resident Experience Board] Minutes: This Part 2 report contained the financial and value for money information relating to item 11.
RESOLVED:
That the release of up to a maximum figure, as set out in the submitted report, for the overall budget for delivery of the project be authorised.
Reasons for Decisions:
A decision was taken by Cabinet on 4 February 2014 to close Sunbury and Staines fire stations and to build a new fire station at a suitable location in Spelthorne. A new build fire station in Spelthorne will achieve the outcomes desired in the Surrey Fire and Rescue Authority’s Public Safety Plan 2011 – 2020 by providing modern, efficient, low cost premises that are Disability Discrimination Act compliant, meeting equality and diversity needs with suitable operational training facilities to meet modern fire service duties. In addition, it will enable the Service to achieve the associated efficiency savings built into the MTFP resulting from the consolidation of the two fire stations into one.
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PUBLICITY FOR PART 2 ITEMS
Additional documents: Minutes: That non-exempt information relating to items considered in Part 2 of the meeting may be made available to the press and public, if appropriate.
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