Agenda, decisions and draft minutes

Spelthorne Joint Committee - Monday, 18 July 2022 6.30 pm

Venue: Goddard Room, Spelthorne Council Offices, Knowle Green, Staines-upon-Thames, TW18 1XB

Contact: Gregory Yeoman  Partnership Committee Officer

Link: Click here for the webcast

Items
No. Item

40/22

APOLOGIES FOR ABSENCE

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    To receive any apologies for absence.

    Minutes:

    Apologies were received from Cllr Attewell, Cllr Chandler, Cllr Todd and Cllr Saliagopoulos.

     

41/22

MINUTES FROM PREVIOUS MEETING pdf icon PDF 387 KB

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    To approve the Minutes of the previous meeting on 21st March 2022 as a correct record.

     

    Minutes:

    The minutes of the meeting held on 21 March 2022 were agreed.

42/22

DECLARATIONS OF INTEREST

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    All Members present are required to declare, at this point in the meeting or as soon as possible thereafter

    (i)            Any disclosable pecuniary interests and / or

    (ii)           Other interests arising under the Code of Conduct in respect of any item(s) of business being considered at this meeting.

    NOTES:

    ·         Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest.

    ·         As well as an interest of the Member, this includes any interest, of which the Member is aware, that relates to the Member’s spouse or civil partner (or any person with whom the Member is living as a spouse or civil partner).

    ·         Members with a significant personal interest may participate in the discussion and vote on that matter unless that interest could be reasonably regarded as prejudicial.

     

    Minutes:

    There were no declarations of interest.

43/22

ECO PARK UPDATE (FOR INFORMATION)

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    The Chairman will provide a verbal update on the status of the Eco Park.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: None 

     

    Petitions, Public Questions/Statements: None

     

    Member discussion – key points:

    The chairman read the following statement from Surrey County Council:

    ‘The Council is continuing to engage with Suez over the future of the Eco Park, including the gasifier, which is now operational along with the Anaerobic Digester. The arbitration process between Suez and SCC is also ongoing. A report is being taken to Cabinet on 26 July where an update will be provided in respect of how the future of the Eco Park is being considered as part of the provision of services and infrastructure following the expiry of the current contract in September 2024. The link to this report will be provided to the Committee when papers are published to ensure members receive the latest information.’

     

    There was a discussion about a possible overspend on the EcoPark. It was stated that any overspend would be covered to a large extent by the supplier. The Committee Officer undertook to find out more details.

     

     

     

44/22

DECISION TRACKER (FOR INFORMATION) pdf icon PDF 319 KB

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    To review any outstanding decisions and actions from previous Joint Committee meetings.

     

    Additional documents:

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Gregory Yeoman, Partnership Committee Officer, Surrey County Council 

     

    Petitions, Public Questions/Statements: None

     

    Member discussion – key points:

    Item 2. Cllr Evans asked for more information on what the construction is that is planned, and asked if the residents had been consulted.

     

    Item 4. Cllr Turner-Stewart asked for confirmation that Ashford Road was still included in the speed reduction scheme, with its limit being reduced from 40mph to 30mph.

     

    The Committee Officer would contact the Highways team with the above enquiries.

     

    The Chairman offered to take queries relating to Cllr Todd’s Division for the time being.

45/22

PETITIONS

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    To receive any petitions in accordance with Standing Order 14.1. Petitions must be submitted the Partnership Committee Officer at least 14 days before the meeting.

    Minutes:

    No petitions were received.

46/22

WRITTEN MEMBER QUESTIONS

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    To receive any written questions from members under Standing Order 13. The deadline for members’ questions is 12 noon four working days before the meeting.

    Minutes:

    No Member questions were received.

47/22

WRITTEN PUBLIC QUESTIONS pdf icon PDF 238 KB

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    To answer any questions from residents or businesses within Spelthorne borough area in accordance with Standing Order 14.2. Notice should be given in writing or by email to the Partnership Committee Officer by 12 noon four working days before the meeting.

    Minutes:

    One Public question had been received from Mrs Sanders of Sunbury-on-Thames regarding CIL balances and forecasts. The question and officer response were published in the agenda pack. Mrs Sanders was not present at the meeting and there was no supplementary question.

48/22

APPROVAL OF CIL FUNDING FOR VARIOUS PROJECTS (EXECUTIVE FUNCTION FOR DECISION) pdf icon PDF 264 KB

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    The CIL Task Group meets regularly to consider bids received, and recommends successful bids to the Joint Committee for approval.

    Additional documents:

    Decision:

    Recommendations:

     

    The Joint Committee (Spelthorne) agreed:

     

    (i)            To defer the decision on Strategic CIL funding of £848,587 to the NHS – Sunbury Health Centre (Appendix 1) – to a subsequent meeting pending clarification on the status of transport elements.

    (i)            Strategic CIL funding of £68,050 to Spelthorne Borough Council (Leisure) - Grass football pitch improvements (Appendix 2).

    Reasons for Recommendations:

     

    The Community Infrastructure Levy (CIL) Regulations require the Council to use CIL towards funding the provision, improvement, replacement, operation or maintenance of infrastructure required to support the development of its area. The above applications have been considered in context of existing and upcoming development within Spelthorne. The above schemes meet the general criteria to be considered for CIL funding, and it is recommended funding is granted.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Joanna Ghazaleh, Infrastructure Delivery Coordinator, Spelthorne Borough Council 

     

    Petitions, Public Questions/Statements: None

     

    Member discussion – key points:

    The officer outlined the two schemes under consideration.

     

    Sunbury NHS Centre

    There was support for this application but it was felt that the Centre was underperforming, with comments from residents to members outside this meeting and one member’s personal experience at the Centre cited. The comment was made that if the application is passed the funding should come with a requirement for the Centre to improve its level of service.

    The cost of some of the individual items listed in the application was challenged, with a request for some more information to be provided. Clarity was also called for on what items listed in the overall application were included in the Phase 1a and 1b works, which is what the application was covering. Without this, it was felt that a decision could not be made and members agreed to defer this until a later meeting pending the officer providing the clarification needed. The officer would schedule a meeting of the CIL Task Group in the first instance.

     

    Football pitch improvements

    Members supported this application.

     

    The officer was questioned about the projections shown in Annex 4, which are based on estimates of future receipts from developers. She acknowledged that while deriving the estimates from past trends did involve some risk, this was the approached used by other authorities as well. CIL receipts in 20/21 exceeded £2million, whilst in 21/22 £1.3m was accrued. The timing of the receipts cannot be predicted with 100% accuracy because project delivery can slip.


    Overall, the work of the Task Group was commended, with a comprehensive spending package promoted across a variety of projects.

     

    Resolved:

    The Joint Committee (Spelthorne) agreed:

     

    (i)            To defer the decision on Strategic CIL funding of £848,587 to the NHS – Sunbury Health Centre (Appendix 1) – to a subsequent meeting pending clarification on the status of transport elements.

    (i)            Strategic CIL funding of £68,050 to Spelthorne Borough Council (Leisure) - Grass football pitch improvements (Appendix 2).

    Reasons for Recommendations:

     

    The Community Infrastructure Levy (CIL) Regulations require the Council to use CIL towards funding the provision, improvement, replacement, operation or maintenance of infrastructure required to support the development of its area. The above applications have been considered in context of existing and upcoming development within Spelthorne. The above schemes meet the general criteria to be considered for CIL funding, and it is recommended funding is granted.

49/22

REPRESENTATION ON TASK GROUPS AND EXTERNAL BODIES (FOR DECISION) pdf icon PDF 158 KB

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    This report seeks the approval of Joint Committee task group members and the appointment of representatives to external bodies.

    Additional documents:

    Decision:

    Recommendations

     

    The Joint Committee (Spelthorne):

     

    (i)                     Agreed the continuation of the Joint Committee’s CIL task group for the year 2022/23 as set out in section 2.2 of this report and the Terms of Reference as set out in Annex 1.

    (ii)                    Agreed the CIL group membership as set out in the Terms of Reference.

    (iii)                   Agreed to the discontinuation of the Transport task group – paragraphs 1.2 and 1.3 refer.

    (iv)                   Noted the Terms of Reference of the external bodies in Annex 1, and membership set out in section 2.3 of the report.

     

    Reasons for Recommendations

     

    The report proposes Joint Committee task group membership for the forthcoming year to enable the provision of informed advice and recommendations to the Committee on subjects within the Committee’s remit. The appointment of councillors of the Joint Committee to external bodies enables the committee’s representation on, and input to, such bodies.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Gregory Yeoman, Community Partnership Officer, Surrey County Council

     

    Petitions, Public Questions/Statements: None

     

    Member discussion – key points:

    The officer summarised the report and there was no further discussion.

     

     

    Resolved:

     

    The Joint Committee (Spelthorne):

     

    (i)                     Agreed the continuation of the Joint Committee’s CIL task group for the year 2022/23 as set out in section 2.2 of this report and the Terms of Reference as set out in Annex 1.

    (ii)                    Agreed the CIL group membership as set out in the Terms of Reference.

    (iii)                   Agreed to the discontinuation of the Transport task group – paragraphs 1.2 and 1.3 refer.

    (iv)                   Noted the Terms of Reference of the external bodies in Annex 1, and membership set out in section 2.3 of the report.

     

    Reasons for Recommendations

    The report proposes Joint Committee task group membership for the forthcoming year to enable the provision of informed advice and recommendations to the Committee on subjects within the Committee’s remit. The appointment of councillors of the Joint Committee to external bodies enables the committee’s representation on, and input to, such bodies.

50/22

FORWARD PROGRAMME pdf icon PDF 93 KB

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    Committee members are asked to note the contents of the forward plan and suggest any items for inclusion in future meetings.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Gregory Yeoman, Partnership Committee Officer, Surrey County Council 

     

    Petitions, Public Questions/Statements: None

     

    Member discussion – key points:

    Prompted by the very small number of items on the forward plan, there was a discussion about the future of the Joint Committee where Members expressed their dissatisfaction with the idea that the committee might be closed. The committee provided a very good means for both the borough and county councils to meet and discuss key issues, and removing it would be a short-sighted action. Residents, too, would lose an opportunity to bring their concerns to the committee, and these changes, the reasons behind them and their implications had not been adequately discussed.

     

    It was stated that the proposed changes were resident-driven; the existing system had been in place for 20 years and needed refreshing to ensure resident have access to a model that reflects changes in how people communicate and reaches a larger proportion of the Spelthorne population.

     

    The officer undertook to pass the comments on to the Cabinet Member.

     

    A request was made to add Greener Future for Surrey to the forward plan.

51/22

DATE OF NEXT MEETING

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    Minutes:

    Currently 21 November 2022 although an earlier meeting is expected to accommodate the deferred CIL decision from Item 9 above.