Agenda, decisions and draft minutes
PDF 224 KBVenue: Council Chamber, Woodhatch Place, 11 Cockshot Hill, Reigate, Surrey ,RH2 8EF
Contact: Huma Younis or Sarah Quinn Email: huma.younis@surreycc.gov.uk
Media
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Apologies for Absence
Additional documents: Minutes: There were no apologies. |
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Minutes of Previous Meeting: 26 March 2024
Additional documents: Decision: These were agreed as a correct record of the meeting. Minutes: These were agreed as a correct record of the meeting. |
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Declarations of Interest
Additional documents: Minutes: The Cabinet Member for Children, Families and Lifelong Learning declared a non-pecuniary interest in Item 10 explaining that her family members were members of the Epsom hockey club. |
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Procedural Matters
Additional documents: |
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Members' Questions
Additional documents: Minutes: There were none.
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Public Questions
Additional documents: Minutes: There were none.
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Petitions
Additional documents: Minutes: There were none.
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Representations received on reports to be considered in private
Additional documents: Minutes: There were none.
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Reports from Select Committees, Task Groups and other Committees of the Council
Additional documents: Minutes: There were none.
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Additional documents: Decision: RESOLVED:
That the decisions taken since the last Cabinet meeting be noted.
Minutes: There were seven decisions for noting.
The Cabinet Member for Health and Wellbeing explained how the decision-making process had been changed and agreed with the Committees in Common Sub Committee however he suggested that the paper would have to be amended and returned to the Committees in Common Sub Committee for ratification to include confirmation that any decision would be signed off by the relevant Cabinet Member / the Leader.
The Cabinet Member for Customer and Communities briefed the Cabinet on the Your Fund Surrey projects that had been agreed. The Leader explained that he had taken a decision regarding the governance of the Basingstoke Canal Authority. The Cabinet Member to the Leader explained that there was cross party support from the district and boroughs on the changes to the governance model.
RESOLVED:
That the decisions taken since the last Cabinet meeting be noted.
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Cabinet Member of the Month
Additional documents: Decision: RESOLVED:
That the Cabinet Member of the Month update be noted.
Minutes: The report was introduced by the Cabinet Member for Fire, Rescue and Resilience who made the following points:
RESOLVED:
That the Cabinet Member of the Month update be noted.
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KALIMA GYPSY ROMA TRAVELLER CAMP, WOKING
Additional documents: Decision: RESOLVED:
1. That Cabinet approves capital funding to renew 15 utility blocks and undertake associated drainage and civil works at the Kalima GRT Camp, Woking. The capital funding required to develop the new facilities is commercially sensitive at this time and is set out in the Part 2 report.
2. That Cabinet approves procurement of appropriate supply chain partners to deliver the design, build and fit out of the new structures in accordance with the Council’s Procurement and Contract Standing Orders.
3. That Cabinet notes that, regarding the procurement of supply chain partners, the Executive Director for Environment, Infrastructure and Growth and the Director of Land and Property are authorised to award such contracts, up to +/-10% of the budgetary tolerance level and any other legal documentation required to facilitate the approvals within this report.
4. That Cabinet authorises Legal Services to seal any awarded contracts where required. Reasons for Decisions:
The decisions recommended in this report will contribute to enabling the Council to:
(The decisions on this item can be called in by the Resources and Performance Select Committee)
Minutes: The report was introduced by the Cabinet Member for Property, Waste and Infrastructure who explained that Cabinet was being asked to approve funding from the Capital Maintenance Budget to undertake the renewal of 15 utility blocks as well as associated services, civil and drainage works at Kalima Gypsy Roma Traveller (GRT) Camp, Woking. The fabric and structure of the existing 15 utility blocks were in poor condition, with various elements at the end of their useful life. Around 100 hundred adults and children lived on the site. It was noted that the GRT community faced social exclusion and discrimination and the proposed scheme would align with the council’s guiding mission that No One is Left Behind, addressing inequality through prevention and early intervention to help ensure an Empowered & Thriving Community. The Leader noted the importance of upgrading the existing GRT sites.
RESOLVED:
1. That Cabinet approves capital funding to renew 15 utility blocks and undertake associated drainage and civil works at the Kalima GRT Camp, Woking. The capital funding required to develop the new facilities is commercially sensitive at this time and is set out in the Part 2 report.
2. That Cabinet approves procurement of appropriate supply chain partners to deliver the design, build and fit out of the new structures in accordance with the Council’s Procurement and Contract Standing Orders.
3. That Cabinet notes that, regarding the procurement of supply chain partners, the Executive Director for Environment, Infrastructure and Growth and the Director of Land and Property are authorised to award such contracts, up to +/-10% of the budgetary tolerance level and any other legal documentation required to facilitate the approvals within this report.
4. That Cabinet authorises Legal Services to seal any awarded contracts where required. Reasons for Decisions:
The decisions recommended in this report will contribute to enabling the Council to:
(The decisions on this item can be called in by the Resources and Performance Select Committee)
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Additional documents: Decision: RESOLVED:
1. That Cabinet agrees to fund project CF259 for the full amount requested of £606,443 comprised of: · £606,443 of capital funding towards the development of the new building, outside area and bicycle storage to be paid in staged payments, on evidence of spend · Including 5% to be held by SCC until final evidence is provided of income and expenditure, evaluation and completion (such as building control sign-off).
Reasons for Decisions:
This application has been the subject of a rigorous assessment process by officers, as set out in the body of this report. Officers consider the project to meet the aims and published criteria of the fund and to satisfy the requirements to award funding.
The project aims to turn an existing end-of-life scout hut, currently not fit for purpose, into a modern and accessible community hub adjacent to an identified SCC Key Neighbourhood. Existing nearby community buildings are at capacity during the day so the new hub would provide much-needed extra capacity for community groups.
(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee)
Minutes: The report set out the key information on the Ash Vale Community Wellbeing Meeting Place And New Scout Headquarters, Your Fund Surrey application for the consideration of the Cabinet. The Cabinet Member for Customer and Communities explained that the Cabinet was being asked to approve £606,443 of capital funding towards the development of the project which would demolish a 1960s, prefabricated, reinforced concrete building, in very poor condition, and replace it with a new energy efficient community building and scout headquarters, outside area and bicycle storage. The project would complement and enhance existing community facilities, with a focus on youth and the elderly. The 1st Ash Vale Scout Group was a registered charity with a long history of working in the local communities of Ash Vale and Ash.
The local member, Carla Morson attended the meeting and spoke in support of the application stating that the Scout Group had a long and positive history within the community. The current building was in a poor condition and a new energy efficient building was welcomed. The project was welcomed by the local community and would help tackle deprivation. The Deputy Cabinet Member to the Leader explained that his division neighboured the Ash Vale Community Wellbeing Meeting Place And New Scout Headquarters and was well utilised by residents in his local community.
RESOLVED:
1. That Cabinet agrees to fund project CF259 for the full amount requested of £606,443 comprised of: · £606,443 of capital funding towards the development of the new building, outside area and bicycle storage to be paid in staged payments, on evidence of spend · Including 5% to be held by SCC until final evidence is provided of income and expenditure, evaluation and completion (such as building control sign-off).
Reasons for Decisions:
This application has been the subject of a rigorous assessment process by officers, as set out in the body of this report. Officers consider the project to meet the aims and published criteria of the fund and to satisfy the requirements to award funding.
The project aims to turn an existing end-of-life scout hut, currently not fit for purpose, into a modern and accessible community hub adjacent to an identified SCC Key Neighbourhood. Existing nearby community buildings are at capacity during the day so the new hub would provide much-needed extra capacity for community groups.
(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee)
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YOUR FUND SURREY APPLICATION - EPSOM SPORTS CLUB OLD SCHOOLS LANE PAVILION
Additional documents: Decision: RESOLVED:
1. That Cabinet agree to fund project CF235 the full amount requested of £1,000,000 comprised of: · £1,000,000 of capital funding towards the development of the pavilion to be paid in staged payments, on evidence of spend. · Including 5% to be held by SCC until final evidence is provided of income and expenditure, evaluation and completion (such as building control sign-off). Reasons for Decisions: This application has been the subject of a rigorous assessment process by officers, as set out in the body of this report. Officers consider the project to meet the aims and published criteria of the fund and to satisfy the requirements to award funding.
Epsom Sports Club’s (ESC) proposed pavilion at Old School’s Lane will provide a home for community sports and offer long term sustainability for football, hockey, cricket and other sports for all ages. This will address a deficiency in current provision and benefit the local community.
The proposed pavilion facilities will also be used by other community clubs and organisations, ensuring the space is a vibrant hub in the heart of the local community, adjacent to an identified SCC Key Neighbourhood.
(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee)
Minutes: The report sets out the Your Fund Surrey application for the Epsom Sports Club Old Schools Lane Pavilion. Cabinet was being asked to approve £1,000,000 of capital funding towards the development of the pavilion. This was 44% of the overall project costs. The remaining monies needed for the project had been raised or are expected from various sources. Funding was now being sought to contribute towards Phase 2 which is for a new Clubhouse and associated car parking at the Old Schools Lane site to provide the space and facilities for local community groups to use with ESC’s hockey and cricket sections being the main regular users of the facilities with hire of the playing facilities to local schools. The new building would have modern, fully accessible changing facilities to cater for increased demand for women’s, girls and disability sports as well as providing space for community activities and socialising. The application was supported by local member’s Steven McCormick and John Beckett.
RESOLVED:
1. That Cabinet agree to fund project CF235 the full amount requested of £1,000,000 comprised of: · £1,000,000 of capital funding towards the development of the pavilion to be paid in staged payments, on evidence of spend. · Including 5% to be held by SCC until final evidence is provided of income and expenditure, evaluation and completion (such as building control sign-off). Reasons for Decisions: This application has been the subject of a rigorous assessment process by officers, as set out in the body of this report. Officers consider the project to meet the aims and published criteria of the fund and to satisfy the requirements to award funding.
Epsom Sports Club’s (ESC) proposed pavilion at Old School’s Lane will provide a home for community sports and offer long term sustainability for football, hockey, cricket and other sports for all ages. This will address a deficiency in current provision and benefit the local community.
The proposed pavilion facilities will also be used by other community clubs and organisations, ensuring the space is a vibrant hub in the heart of the local community, adjacent to an identified SCC Key Neighbourhood.
(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee)
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YOUR FUND SURREY APPLICATION - THE HASLEMERE LINK COMMUNITY HUB
Additional documents: Decision: RESOLVED:
· £1,000,000 of capital funding towards transforming the Haslemere Link Community Hub, to be paid in staged payments, on evidence of spend. · Including 5% to be held by SCC (Surrey County Council) until final evidence of income, expenditure, and final completion such as building control sign-off. Reasons for Decisions: This application has been the subject of a rigorous assessment process by officers, as set out in the body of this report. Officers consider the project to meet the aims and published criteria of the fund and to satisfy the requirements to award funding.
The project aims to transform an existing community building (the Link) in the East of Haslemere into a larger, more useable space and, in addition, to create smaller meeting areas to meet increasing demand.
(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee)
Minutes: This report sets out the Your Fund Surrey application for the Link Community Hub. Cabinet was asked to approve £1,000,000 of capital funding towards transforming the Link Community Hub which was 47% of total project costs. The Link was looking to renovate their ground floor to increase accessibility and flexibility of the space for community use to provide a wide range of social activities. It will also introduce an upper floor within the existing roof line to create smaller, private rooms suitable for counselling and other community support services not currently available in Haslemere. Once the building was complete future users will include Citizen's advice, Crossways Counselling service, Haslemere festival, Haslemere for Ukraine support group, Haslemere clothing bank, free community meals, Mental health support services, English lessons for refugees and youth group support. The local member John Robini supported the application.
RESOLVED:
· £1,000,000 of capital funding towards transforming the Haslemere Link Community Hub, to be paid in staged payments, on evidence of spend. · Including 5% to be held by SCC (Surrey County Council) until final evidence of income, expenditure, and final completion such as building control sign-off. Reasons for Decisions: This application has been the subject of a rigorous assessment process by officers, as set out in the body of this report. Officers consider the project to meet the aims and published criteria of the fund and to satisfy the requirements to award funding.
The project aims to transform an existing community building (the Link) in the East of Haslemere into a larger, more useable space and, in addition, to create smaller meeting areas to meet increasing demand.
(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee)
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2023/24 MONTH 11 (FEBRUARY) FINANCIAL REPORT
Additional documents: Decision: RESOLVED:
1. That Cabinet notes the Council’s forecast revenue budget (after the application of the full contingency budget) and capital budget positions for the year.
Reasons for Decisions:
This report is to comply with the agreed policy of providing a monthly budget monitoring report to Cabinet for information and for approval of any necessary actions. (The decisions on this item can be called in by the Resources and Performance Select Committee)
Minutes: The report was introduced by the Cabinet Member for Finance and Resources who provided details of the Council’s 2023/24 financial position, for revenue and capital budgets, as at 29th February 2024 (M11) and the expected outlook for the remainder of the financial year. With regards to Revenue, at Month 11, the Council was forecasting an overspend of £3.3m against the 2023/24 revenue budget, after the application of the contingency budget. This was a £0.7m improvement since M10. Pressures still continued although adult social care had seen a £0.7m improvement since last month due to a reduction on carers contracts and other wider support services (-£0.5m), and staffing forecasts (-£0.2m).
With regards to the Capital budget, at Month 11, capital expenditure of £273.3m was forecast for 2023/24, a variance of £5m more than the re-set budget of £268.3m. This was an increase of £4.2m from the forecast at Month 10. The Leader stated that the overspend at year end would be £3.3m or less which was a very small percentage of the total budget. This should be viewed alongside an increase in demand in services and an increase in inflation.
RESOLVED:
1. That Cabinet notes the Council’s forecast revenue budget (after the application of the full contingency budget) and capital budget positions for the year. Reasons for Decisions:
This report is to comply with the agreed policy of providing a monthly budget monitoring report to Cabinet for information and for approval of any necessary actions. (The decisions on this item can be called in by the Resources and Performance Select Committee)
The Cabinet Member for Adult Social Care made some comments regarding the Former Dormers Care Home report which would be considered in part 2 of the meeting due to commercial sensitivities. It was explained that last year the council started some work to produce a countywide housing and accommodation strategy which recognised the housing crisis felt across the county and set out a call for action for partners to play their part in addressing this. The Former Dormers Care Home report was a good example of this. The Care Home was closed as it was no longer seen fit for purpose. The report coming before Cabinet would bring forward a 100% affordable rental housing scheme with 13 housing units being provided with Tandridge District Council. This would be done in accordance with legislation that requires the disposal to secure the promotion or improvement of the economic, social or environmental well-being of an area. The housing and accommodation strategy was beginning to have a positive impact. The Leader commented that it was positive to see two council’s working together for the benefit of Surrey residents. |
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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 the relevant paragraphs of Part 1 of Schedule 12A of the Act.
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KALIMA GYPSY ROMA TRAVELLER CAMP, WOKING
Additional documents: Decision: RESOLVED:
Reasons for Decisions:
See Minute 64/24.
(The decisions on this item can be called in by the Resources and Performance Select Committee)
Minutes: The Cabinet Member for Property, Waste and Infrastructure asked Cabinet to approve the capital funding for the project which was agreed.
A separate part 2 minute was done for this item.
RESOLVED:
Reasons for Decisions:
See Minute 64/24.
(The decisions on this item can be called in by the Resources and Performance Select Committee)
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PROPERTY TRANSACTION- THE FORMER DORMERS CARE HOME, CATERHAM
Additional documents: Decision: RESOLVED:
1. Formally declares the asset surplus to operational requirements.
2. See Exempt Minute E-06-24.
3. See Exempt Minute E-06-24.
4. See Exempt Minute E-06-24. Reasons for Decisions:
See Minute 64/24.
(The decisions on this item can be called in by the Resources and Performance Select Committee)
Minutes: The Cabinet Member for Property, Waste and Infrastructure asked Cabinet to approve the sale of the former Dormers Care home at Caterham to Tandridge District Council to support a affordable rental housing scheme.
A separate part 2 minute was done for this item.
RESOLVED:
1. Formally declares the asset surplus to operational requirements.
2. See Exempt Minute E-06-24.
3. See Exempt Minute E-06-24.
4. See Exempt Minute E-06-24. Reasons for Decisions:
See Exempt Minute E-06-24.
(The decisions on this item can be called in by the Resources and Performance Select Committee)
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PUBLICITY FOR PART 2 ITEMS
Additional documents: Minutes: It was agreed that non-exempt information may be made available to the press and public, where appropriate. |