Agenda, decisions and minutes

Runnymede Joint Committee
Wednesday, 18 July 2018 7.00 pm

Venue: The Council Chamber, Civic Centre, Station Road, Addlestone KT15 2AH

Contact: Gregory Yeoman, Partnership Committee Officer  Surrey County Council, Runnymede Civic Centre, Station Road, Addlestone, KT15 2AH

Items
No. Item

Open Forum pdf icon PDF 58 KB

Questions and responses from the informal open forum session are attached as an Annex to the minutes.

 

1/18

APOLOGIES FOR ABSENCE

2/18

MINUTES FROM PREVIOUS MEETING pdf icon PDF 139 KB

3/18

DECLARATIONS OF INTEREST

    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:

    No declarations of interest were received.

4/18

DEVELOPING A VISION FOR SURREY IN 2030 (FOR INFORMATION) pdf icon PDF 206 KB

    A presentation by the Leader of Surrey County Council on ‘Developing a Vision for Surrey in 2030’.

    Minutes:

     

    The Chairman welcomed the Leader of Surrey County Council to the committee and invited him to address the meeting on the topic of Developing a Vision for Surrey in 2030.

     

    The Leader spoke about the shift in approach that was needed to enable the County, Boroughs and Districts to work together successfully and deliver services to residents at a time when the County Council was being asked to make very substantial financial savings. He emphasised the need to understand better what the wishes and requirements of the residents were, to listen to them more, and to appreciate that the best organisation to deliver a particular service may not be the County.

     

    The Leader recognised the importance of the volunteer sector and the contribution it makes to delivering services. It was important, too, to plan for the future – for example, in 2030 it is estimated that there will be 82,500 people aged over 65 living on their own in Surrey.

     

    Finally, the Leader noted the need for mutual respect between members and officers. An effective and productive relationship would enable the right decisions to be taken and successfully implemented.

     

    A number of questions and statements were taken from members and residents. These covered traffic and policing, mineral extraction, flooding, Heathrow’s third runway, the Green Belt and funding. The Leader would be covering a number of these subjects in planned meetings with the MP for Runnymede and Weybridge in the near future. He highlighted the recent appointment of the Executive Director for Economy, Growth & Commercial, who would be working on generating positive financial improvements at County level.

     

    The Police and Crime Commissioner for Surrey responded to questions on policing. He stressed the need for members of the public to report incidents in order to ensure a police response and stated that the ‘Drive SMART’ partnership with Surrey County Council was being reinvigorated.

     

    The Chairman thanked both the Leader and the PCC for Surrey, and encouraged committee members and residents to share their comments on the County’s website and to engage in the consultation seeking views on what the Vision for Surrey should include.

5/18

PETITIONS AND PETITION RESPONSES

    To receive any petitions in accordance with Standing Order 14.1. Notice must be given in writing or by email to the Community Partnership and Committee Officer at least 14 days before the meeting. Alternatively, the petition can be submitted on-line through Surrey County Council’s or Spelthorne Borough Council’s e-petitions website as long as the minimum number of signatures has been reached 14 days before the meeting.

     

    No petitions were received.

    Minutes:

    No petitions were submitted.

6/18

WRITTEN MEMBER QUESTIONS pdf icon PDF 73 KB

    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:

    A question had been received from Cllr Warner in her role as Chair of the Environment and Sustainability Committee on behalf of the Ward members for Woodham and New Haw, concerning parking restrictions around the Grange and New Haw schools in The Avenue and Manor Drive.

     

    A response had been sent to Cllr Warner and she indicated that she would submit a supplementary question in writing.

7/18

WRITTEN PUBLIC QUESTIONS

    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:

    No written public questions were submitted.

8/18

DECISION TRACKER (FOR DECISION) pdf icon PDF 188 KB

    To review any outstanding decisions from the Joint Committee.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Gregory Yeoman, Partnership Committee Officer

     

    Petitions, Public Questions, Statements: None.

     

    Member Discussion – key points:

    The decision tracker was reviewed by the committee and the updates were noted.

9/18

EARLY HELP PRIORITIES FOR RUNNYMEDE (EXECUTIVE FUNCTION - FOR DECISION) pdf icon PDF 725 KB

    This report provides local Members with an update on the new model that Surrey County Council and partners have been developing for Early Help for the county overall and how this is progressing locally in Runnymede.

    Additional documents:

    Decision:

    The Runnymede Joint Committee agreed to:

     

    (i) Provide feedback on the latest Early Help developments in Runnymede, including proposed Early Help priorities for the work including re-commissioning and the location of Local Family Partnerships. 

    (ii) Endorse the Joint Committee representatives to the local Early Help Advisory Board, for the remainder of 2017/18 and 2018/19

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Tim Kitchen, Service Manager (Runnymede), Surrey Family Services

     

    Petitions, Public Questions, Statements: None.

     

    Member Discussion – key points:

    The Service Manager (Runnymede) presented his report. There was a discussion about the list of priorities that had been included and whether they were all genuinely achievable. In particular, it was suggested that Priority 1 should include a reference to mental health services for children and young people and CAMHS, and it was felt that in relation to Priority 5 more contraception services and access to sexual health advice were needed. It was explained that the borough’s Local Family Partnerships focussed to a greater or lesser degree on whichever of the six priorities were most appropriate in their area.

     

    The Service Manager stated that a new sexual health clinic would be running in a local youth centre every other week in addition to a more general weekly drop-in that will offer early intervention advice and parenting support on mental health issues. Work is also being done with schools through the TaMHS scheme, which provides mental health support for teachers and trainers, and with educational psychologists. The Early Help group was working with GPs to ensure they are aware of the Local Family Partnerships, and the need to make information on help with alcohol and drug dependency more readily available to the public was highlighted.

     

    The Service Manager concluded that the Advisory Board was making good progress and was actively engaged with officers from the Borough. He was happy to be invited back to present an update at a future meeting.

     

    The Chairman drew members’ attention to the consultation on Children’s Centres that will be open in September and encouraged everyone to participate.

     

    Resolved:

    The Runnymede Joint Committee agreed to:

     

    (i) Provide feedback on the latest Early Help developments in Runnymede, including proposed Early Help priorities for the work including re-commissioning and the location of Local Family Partnerships. 

    (ii) Endorse the Joint Committee representatives to the local Early Help Advisory Board, for the remainder of 2017/18 and 2018/19

10/18

HIGHWAYS UPDATE (EXECUTIVE FUNCTION - FOR INFORMATION) pdf icon PDF 319 KB

    To receive an update from the Highways Area Team Manager (North East):

    To report progress made with the delivery of proposed highways and developer funded schemes, and revenue funded works for the 2018/19 financial year.

    To provide an update on the latest budgetary position for highway schemes and revenue maintenance.

    To report on relevant topical Highways matters.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Andrew Milne, Area Highway Manager

     

    Petitions, Public Questions, Statements: None.

     

    Member Discussion – key points:

    The Area Highways Manager began by drawing members’ attention to the display outlining plans to introduce LED streetlighting across Surrey and invited comments.

     

    Moving on to the main Highways report, an update was given on the work at Runnymede roundabout and a discussion was had on the rationale behind the timing of patching works on the highways. The filling in of potholes depends on a combination of their size and the resources available that allow staff and contractors to meet financial and contractual constraints.

     

    Resolved:

    The Joint Committee (Runnymede):

    (i)            Noted the progress with schemes and revenue funded works for the 2018/19 financial year.  

    (ii)           Noted the budgetary position.      

    (iii)          Noted that a further Highways Update will be brought to the next meeting of this Committee.

     

     

     

11/18

ON-STREET PARKING ENFORCEMENT COLLABORATION AND CONSIDERATION OF ON-STREET PAY AND DISPLAY (EXECUTIVE FUNCTION - FOR DECISION) pdf icon PDF 412 KB

    A report to outline Runnymede Borough Council’s action in respect of the recent re-awarding of an agency agreement for on street parking enforcement and to describe the next, collaborative steps to be taken with partnership from Spelthorne and Elmbridge Borough Councils.

    Decision:

    The Runnymede Joint Committee agreed to:

    i)             Defer the report to a future meeting

     

     

    Reasons for recommendations:

    To defer to a future meeting with a focus on Runnymede, its views and intentions, and its strength to carry the work forward with future conversations between Spelthorne and Elmbridge.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Ian Maguire (Corporate Director of Planning and Environmental Services, Runnymede Borough Council)

     

    Petitions, Public Questions, Statements: None.

     

    Member Discussion – key points:

    The Corporate Director of Planning and Environmental Services introduced his report, the purpose of which was to give information on the collaborative work to date between Runnymede, Elmbridge and Spelthorne boroughs and the County Council on delivery of on-street parking enforcement, and to introduce a discussion on on-street pay and display. He explained that the situation was developing rapidly within the north-east Surrey cluster, with Elmbridge recently having moved to start looking at specific locations for on-street pay and display; Spelthorne, on the other hand, was currently resistant to this approach.

     

    There followed a discussion with a variety of opinions expressed about the value of introducing pay and display enforcement, the effects it might have on retail footfall, possible alternative approaches and whether the focus should be cash- or resident-driven.

     

    While the work that had gone into the report was recognised it was felt that further work was needed, firstly with county council officers to address the provision of clearer guidance on the enforcement policy, and secondly with Spelthorne and Elbridge borough officers to ensure a collaborative and coordinated approach.

     

    A proposal was put forward by Cllr Furey and seconded by Cllr Few, to defer the report until a later meeting within the current meetings cycle and for the new report to have a focus on Runnymede, its views and intentions, and its strength to carry the work forward with future conversations between Spelthorne and Elmbridge.

     

    Resolved:  [by 9 votes FOR to 2 AGAINST]

    The Runnymede Joint Committee agreed to:

    i)             Defer the report to a future meeting

     

12/18

COMMUNITY SAFETY FUNDING (EXECUTIVE FUNCTION - FOR DECISION) pdf icon PDF 129 KB

    The Joint Committee has a delegated budget of £3000 for community safety projects in 2018/19. This report sets out the process by which this funding should be allocated to the Community Safety Partnership and/or other local community organisations that promote the safety and wellbeing of residents.

    Decision:

     

    The Joint Committee (Runnymede) agreed that:

     

    (i)                    The committee’s delegated community safety budget of £3000 for 2018/19 be retained by the Community Partnership Team, on behalf of the Joint Committee, and that the Community Safety Partnership and/or other local organisations be invited to submit proposals for funding that meet the criteria and principles set out at paragraph 2.4 of this report.

    (ii)                   Authority be delegated to the Community Safety Manager, in consultation with the Chairman and Vice-Chairman of the Joint Committee, to authorise the expenditure of the community safety budget in accordance with the criteria and principles stated at paragraph 2.4 of this report.

    (iii)                   The committee receives updates on the project(s) funded, the outcomes and the impact it has achieved.

     

    REASONS FOR RECOMMENDATIONS:

     

    The report sets out a process for allocating the committee’s delegated community safety budget of £3000 to local organisations.

     

     

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Gregory Yeoman, Partnership Committee Officer

     

    Petitions, Public Questions, Statements: None.

     

    Member Discussion – key points:

    The Partnership Committee Officer outlined the projects that had been supported in 2017/18 with the £3000 available from the Community Safety Funding, namely Respect the Water, and Safe Drive Stay Alive. He reminded members that the same amount of funding was available for 2018/19, and stated that an application had been submitted by the Borough’s Community Safety Officer in respect of the Junior Citizen event to be held in November.

     

    Resolved:

    The Joint Committee (Runnymede) agreed that:

     

    (i)         The committee’s delegated community safety budget of £3000 for 2018/19 be retained by the Community Partnership Team, on behalf of the Joint Committee, and that the Community Safety Partnership and/or other local organisations be invited to submit proposals for funding that meet the criteria and principles set out at paragraph 2.4 of this report.

    (ii)        Authority be delegated to the Community Safety Manager, in consultation with the Chairman and Vice-Chairman of the Joint Committee, to authorise the expenditure of the community safety budget in accordance with the criteria and principles stated at paragraph 2.4 of this report.

    (iii)       The committee receives updates on the project(s) funded, the outcomes and the impact it has achieved.

     

13/18

MEMBERS' COMMUNITY ALLOCATION (FOR INFORMATION)

    Each county councillor has £5,000 funding for 2018/19 to help residents, voluntary and community organisations deliver activities that benefit local people in their neighbourhoods. This funding is known as Members' Community Allocation.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: None

     

    Petitions, Public Questions, Statements: None

     

    Member Discussion – key points:

    The Chairman reminded members that Divisional Members each have £5000 available in 2018/19 to allocate towards local community organisations to help them deliver activities that benefit local residents. She welcomed the idea that Borough members can approach their County colleagues with suggestions of projects to support.

     

    The Partnership Committee Officer agreed to circulate information on the application process.

14/18

REPRESENTATION ON TASK GROUPS AND EXTERNAL BODIES (EXECUTIVE FUNCTION - FOR DECISION) pdf icon PDF 277 KB

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

    Decision:

    The Joint Committee (Runnymede) agreed:

     

    (i)    The membership of the task groups and appointments to outside bodies, as detailed at paragraphs 2.1, 2.2, 2.4 and 2.6 and Appendix 1 of this report.

    (ii)   Confirmation of the membership of the task groups detailed in paragraphs 2.3 and 2.5 is deferred until next formal committee meeting.

     

    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. The appointment of councillors of the Joint Committee to external bodies enables the committee’s representation on and input to such bodies.

     

    Deferred appointment to the groups in paragraphs 2.3 and 2.5 is in order to align with the review of member task/ working groups currently being undertaken by the Borough Council.

     

    Minutes:

    Declarations of Interest: None

     

    Officers attending: None

     

    Petitions, Public Questions, Statements: None

     

    Member Discussion – key points:

    The Chairman noted the recommendation from the Borough that membership of the Parking Task Group and Resident Engagement Task Group be deferred in order to align with the review of member task and working groups being carried out at Runnymede. She further stressed the need for an active Parking Task Group.

     

    Cllr Prescot confirmed that the new nominations would be ready in time for the next committee meeting, in September.

     

    Resolved:

    The Joint Committee (Runnymede) agreed:

     

    (i)    The membership of the task groups and appointments to outside bodies, as detailed at paragraphs 2.1, 2.2, 2.4 and 2.6 and Appendix 1 of this report.

    (ii)   Confirmation of the membership of the task groups detailed in paragraphs 2.3 and 2.5 is deferred until next formal committee meeting.

15/18

FORWARD PROGRAMME 2018/19 (FOR INFORMATION) pdf icon PDF 69 KB

    To review the forward programme 2018/19, indicating any further preferences for inclusion.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: None

     

    Petitions, Public Questions, Statements: None

     

    Member Discussion – key points:

    The Chairman encouraged members to submit ideas to her of items that they would like to see on the agenda for future committee meetings, adding that it was important to include details of the purpose of any suggested reports rather than simply naming a topic.

     

    Resolved:

    It was agreed that the Place Shaping item listed under September 2018 would be deferred until the November meeting, with Paul Turrell replacing Ian Maguire as the officer responsible.

16/18

DATE OF NEXT MEETING (FOR INFORMATION)

    To be held on Wednesday 19 September 2018 at 7.00pm in the Council Chamber, Runnymede Civic Centre, Station Road, Addlestone, KT15 2AH

    (7.00pm – 7.30pm: Informal Public Question Time)

    Minutes:

    The next meeting is scheduled for Wednesday 19th September 2018 at 7.00pm.