Councillors and committees

Agenda, decisions and minutes

Venue: Virtual meeting

Contact: Carys Walker  Email: carys.walker@surreycc.gov.uk

Media

Items
No. Item

58/20

APOLOGIES FOR ABSENCE

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    To receive any apologies for absence.

    Additional documents:

    Minutes:

    No apologies had been received but it was noted that Cllr Beardsmore needed to leave for an appointment at 3pm and Ms Turner-Stewart needed to leave for approximately 20 minutes for a Cabinet Making Decision meeting and would return to the meeting afterwards.

59/20

MINUTES FROM PREVIOUS MEETING pdf icon PDF 429 KB

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    To approve the Minutes of the previous meeting on 30 November 2020 as a correct record.

     

    Additional documents:

    Decision:

    The Joint Committee (Spelthorne) agreed the minutes as an accurate record of the meeting on 30 November, 2020.

    Minutes:

    The Joint Committee (Spelthorne) agreed the minutes as an accurate record of the meeting on 30 November, 2020.

60/20

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.

     

    Additional documents:

    Minutes:

    No declarations were received.

61/20

DECISION TRACKER (FOR INFORMATION) pdf icon PDF 303 KB

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    To review any outstanding decisions and actions from the Joint Committee.

     

    Additional documents:

    Minutes:

     

    It was noted that the decision tracker referred to Bedford Lakes and this needed to be amended to Bedfont Lakes and that wording around the action in item 3 should be clarified to make it clear what the actions are as it appears some words have been cut off in the sentence.

     

    The Leader of Spelthorne Borough Council stated that having discussed this proposal with the Area Highways Manager, he would be following this up with Hounslow Council and will report back to the Joint Committee.

     

    With regards to the review of work at Stanwell Quarry. A site visit has not been possible due to lockdown restrictions but it is hoped that once these are lifted, a small cohort may be able to visit on the Joint Committee’s behalf.

     

    It was confirmed that the feasibility study for Laleham village would include the full length of Ashford Road. Committee members expressed that they felt the items related to feasibility studies should remain open until their results were known. Members also expressed their disappointment that the results of the studies were unlikely to be known until the end the 2021/22 municipal year. The Chairman agreed to write to the Cabinet Member to convey their concerns and ask the Cabinet Members for Highways to come up with options for the implementation of studies within 6 months or less to align with resident and councillor expectations.

     

62/20

PETITIONS & PETITION RESPONSES

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    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.

     

     

     

    Additional documents:

    Minutes:

    No new petitions were heard at this committee.

63/20

WRITTEN MEMBER QUESTIONS pdf icon PDF 228 KB

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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.

    Additional documents:

    Minutes:

    The Chairman introduced the questions at the meeting along with the officer’s response which had been published in the supplementary agenda ahead of the meeting. The Chairman stated that he would not be accepting verbal supplementary questions at this committee but would be providing additional responses outside of the meeting if required.

     

64/20

WRITTEN PUBLIC QUESTIONS pdf icon PDF 127 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.

     

     

     

     

     

    Additional documents:

    Minutes:

    The Chairman introduced the questions at the meeting and the officer response which had been published in the supplementary agenda. The Chairman stated that he would not be accepting verbal supplementary questions at this committee but would be providing additional responses outside of the meeting if required.

     

65/20

COMMUNITY INFRASTRUCTURE LEVY (CIL) : APPROVAL OF PROJECTS pdf icon PDF 342 KB

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    This report sets out recommendations for the allocation of Community Infrastructure Levy (CIL) funding across a selection of projects.

    Additional documents:

    Decision:

    The Joint Committee (Spelthorne) agreed that:

               

    (i)            The amended Terms of Reference and accompanying Scoring Criteria were approved.

    (ii)           Strategic CIL funding of £5,000,000 was allocated to Surrey County Council Highways  for the A308 Improvements bid

    (iii)          Strategic CIL funding of £610,000 was allocated to Spelthorne Borough Council, Neighbourhood Services  for the Installation of outdoor gyms equipment at 10 locations.

    (iv)          Strategic CIL funding of £110,000 was allocated to a joint project between Spelthorne Borough Council Neighbourhood Services and Surrey County Council Highways – Replacement of automated restriction bollards on Staines High Street.

    (v)           Strategic CIL funding of £2,645.57 was allocated to Surrey County Council Highways for the installation of a Vehicle Activated Sign (VAS) on Chertsey Road on condition the amount is recouped from Shepperton’s Local CIL allocation as agreed by Shepperton ward councillors.

     

    Minutes:

    The Infrastructure Delivery Coordinator (IDC) for Spelthorne Borough Council (SBC), introduced the report, stating that SBC had been collecting CIL funding since 2015. Bids had now been collected and 5 bids were being put forward to the committee for decision at this meeting. A second amendment was to adjust the total amount for consideration was £5,722,645.57. The committee was also asked to approve the amendments to the terms of reference for the task group.

    Key points raised at part of the discussion:

    • The committee welcomed this report as it was important to get this funding out into the public domain so the projects can progress.
    • It was reflected that some members of the public were not aware of the processes to apply for funding for bids and requested clarification on the processes and how those community groups could apply for funding.
    • It was noted that this report set out bids being funded from the Strategic CIL funding stream. With regards to this funding stream, an officer group met with local infrastructure groups in 2019, to discuss bids that could be considered. The only bid from large infrastructure providers came from Surrey County Council. However, the officers were aware of some bids that would be submitted from local healthcare providers which will considered at a future meeting.
    • With regards to the local CIL funding, this is not available yet and the governance arrangements were currently being finalised. This is the funding that community groups will be able to bid for.
    • Clarification was requested on the 80-20 split of funding between strategic and local CIL funding. Officers had been working on forecasting funds that could be received over the future years. The largest bid from Surrey County Council was spaced out of the next four years and therefore this funding would be allocated against future years as well as the current year. The Strategic and Community funds are separate and not overlapping.
    • There was a request for clarification on whether GP surgeries could bid for CIL funding. Officers reported that the initial route for Strategic CIL funding bids from GPs is through the relevant Clinical Commissioning Group and they will look at how this aligns with corporate priorities and whether to apply for CIL funding. With regards to the bids that are known to officers at the current time regarding health centre improvements it was noted that there would be funding available to support those projects if they were appropriate to recommend for approval at the time.
    • There was support for the projects relating to the A308 and also the health and wellbeing benefits for outside gyms for the area. It was confirmed that the sites of the outside gyms were identified by looking at existing sites and locating the new facilities in areas where they could be easily reached by local people without the need to drive a long distance.
    • It was requested that there was greater transparency to members about how the funding will be replenished and to how this  ...  view the full minutes text for item 65/20

66/20

HIGHWAYS UPDATE (EXECUTIVE FUNCTION) pdf icon PDF 167 KB

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

     

    The Joint Committee is asked to agree on allocations for the next financial year.

     

     

    Additional documents:

    Decision:

    The Joint Committee (Spelthorne) agreed to:

     

    (i)      Delegate authority to the Area Highway Manager in consultation with the Chairman, Vice Chairman and Divisional Members to decide a programme of schemes for next Financial Year 2021-22 in which to invest the additional ITS funding;

     

    (ii)      Allocate funding from its Capital ITS budget to investigate land constraints for the Clockhouse Lane railway bridge project;

     

    (iii)     Delegate authority to the Area Highway Manager in consultation with the Chairman, Vice Chairman and Divisional Members to decide which options to take forwards for implementation for the Buckland School Road Safety Outside Schools project;

     

    (iv)    Subject to funding being identified, authorise the Area Highway Manager in consultation with the Chairman, Vice Chairman and Divisional Member to advertise an amendment to the traffic regulation order that controls access to Staines High Street, to resolve any objections, if no insurmountable objections are raised to make the amendment, and to renew the rising bollard system to enforce the amended traffic regulation order;

     

    (v)     Authorise the Area Highway Manager in consultation with the Chairman, Vice Chairman, and relevant Divisional Member(s) to undertake all necessary procedures to deliver the agreed programmes.

     

    Minutes:

    The Area Highways Manager (AHM) presented his report. The main focus of this report was the additional capital funding that had been released in February, by the Cabinet Member for Highways and Transport to be invested over the next three financial years. There were three projects that the AHM was seeking decision on and he presented updates on two of those as follows:

     

     

    Clockhouse Lane railway bridge

     

    ·         The Area Highways Manager demonstrated the present lay out of the road across the bridge and areas where additional land will be needed to construct a lay out that would be more safe for all road users.

     

    • the Area Highways Manager advised that he could investigate the land ownership issues and report back to the next committee the outcome of the investigation. The committee was supportive of this approach.

     

    Buckland School Road Safety Schemes.

     

    • The Divisional Member advised that the schemes would benefit several schools in the local area and would therefore welcome any contributions from other committee members on this item. The Area Highways Manager was requesting that the committee delegates authority to make decision on the final schemes, and he welcomed the divisional member’s suggestion that the school be included in the discussion. Members were very supportive of improving the situation for school users in the area.
    • It was noted that the report identified that the Cabinet Member for Highways had identified additional funding to enable additional schemes for the coming year and that this had been included within the recommendations of the report.

     

     

     

    The Joint Committee (Spelthorne) agreed to:

     

    (i)      Delegate authority to the Area Highway Manager in consultation with the Chairman, Vice Chairman and Divisional Members to decide a programme of schemes for next Financial Year 2021-22 in which to invest the additional ITS funding;

     

    (ii)      Allocate funding from its Capital ITS budget to investigate land constraints for the Clockhouse Lane railway bridge project;

     

    (iii)     Delegate authority to the Area Highway Manager in consultation with the Chairman, Vice Chairman and Divisional Members to decide which options to take forwards for implementation for the Buckland School Road Safety Outside Schools project;

     

    (iv)    Subject to funding being identified, authorise the Area Highway Manager in consultation with the Chairman, Vice Chairman and Divisional Member to advertise an amendment to the traffic regulation order that controls access to Staines High Street, to resolve any objections, if no insurmountable objections are raised to make the amendment, and to renew the rising bollard system to enforce the amended traffic regulation order;

     

    (v)     Authorise the Area Highway Manager in consultation with the Chairman, Vice Chairman, and relevant Divisional Member(s) to undertake all necessary procedures to deliver the agreed programmes.

     

67/20

FORWARD PROGRAMME 2020/21 pdf icon PDF 186 KB

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    To review the forward programme 2020/21, indicating any further preferences for inclusion.

    Additional documents:

    Minutes:

    It was suggested that CIL should be added to the Forward Plan as a standing item and that Committee Members are advised as to how they can input into the process.

     

    Committee members expressed a desire to include environmental subjects such as:

     

    Surrey County Council’s tree-planting programme and its effect in air quality

    Flooding and the River Thames Scheme.

    Environmental impact of new infrastructure.

     

68/20

DATE OF NEXT MEETING

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    To be held on Monday 19 July, 2021 (Time to be confirmed)

     

    At the time of publishing this meeting is expected to be held remotely.

     

     

    Additional documents:

    Minutes:

    The next meeting is scheduled for the 19 July. The time and format of the meeting will be confirmed once post-lockdown measures are known.