Decisions

The Joint Committee (Guildford) agreed:

(i)               The membership of the working groups and appointments to outside bodies, as detailed at paragraphs 2.1 to 2.10 and Annexes 1 and 2 of this report.

Reasons for recommendation

Good governance practice requires that the Committee reviews membership arrangements regularly to ensure that representation on the committee, working  groups and partnerships is fair and provides the best outcomes for the interests of Guildford borough residents.

The Guildford Joint Committee agreed that:

(i)     The Committee adopts the Air Quality Action Plan for Comptonin Appendix 1 which is to ban the right turn into Down Lane, Compton.

(ii)   The Committee support the advertising of the order to effect the traffic regulation order to introduce a right turn ban from The Street, Compton into Down Lane.

Reasons for recommendations

To ensure the Council meets its statutory duties to adopt an air quality management area action plan and to improve air quality in The Street, Compton.

The Joint Committee (Guildford) agreed that:

(i)          The committee’s delegated community safety budget of £3,000 for 2019/20 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 3.3 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 in section 3 of this report.

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

The Joint Committee (Guildford) noted:

(i)               The update from the Eagle Radio Campaign Joint Project regarding the use of funds in 2018/19 – see para 2.4 to 2.9 of this report.

Reasons for recommendations

The report sets out a process for allocating the committee’s delegated community safety budget of £3,000 to local organisations to achieve the recommendations outlined above.

There is also an update (para 2.4 to 2.9) on how last year’s funding was used in order to provide visibility and promote accountability within the Community Safety Partnership.

The Guildford Joint Committee:

(i)     Noted the updates on ongoing capital works that are planned and in delivery as part of the Town Centre Transport Package.

(ii)   Agreed the advertisement of the necessary Experimental Traffic Regulation Order to implement the trial one-way closure scheme along Walnut Tree Close and that any representations be reviewed by the Transport Strategy Project Manager and Area Highway Manager in consultation with the Divisional Member (paragraph 2.5 refers).

Reasons for recommendations

The committee is asked to agree the recommendations to enable the progression of the major transport scheme works as per the business case that was approved and funded by the EM3 Local Enterprise Partnership.

The Guildford Joint Committee:

i.                 Agreed the following principles for delivering the Guildford Public Realm Scheme:

a)  Chapel Street: accessibility improved from the junction with the High Street; create a more pedestrian-dominant area; enhance access restriction for vehicles to promote greater use of the carriageway.

b)   Swan Lane: to upgrade the pedestrianised carriageway with materials is in keeping with the town centre’s heritage.

c)     Castle Street: to introduce better traffic measures to address traffic management issues and provide an improved pedestrian link to the castle grounds.

d)     Town centre Pedestrian Safety: Ensure existing vehicular control barriers and applied ‘safety by design’ measures are appropriate for the High street and adjoining streets.

ii.               Agreed that decisions regarding details of the scheme are delegated to Area Highways manager in consultation with the Chairman and Vice Chairman of the Committee and Local Councillors

iii.              Delegated Authority to the Area Highways Manager to take necessary steps to implement the scheme and advertise any formal orders needed to create the changes agreed. Should any objections be received to proposed orders, delegate determination of those objections to the Area Highways Manager in consultation with the Chairman and Vice-Chairman of the Committee.

iv.              Agreed that SCC work in partnership with GBC on this project in delivery of the scheme providing in-kind support as required.

v.               Supported the County Council and Guildford Borough Council entering into a formal agreement for the future maintenance and operation of the roads referred to in recommendation (i) and to include the High Street and Tunsgate.

Reasons for recommendations

To request authority to create a scheme to enhance Guildford streetscape and to delegate the details to ensure that the scheme can be delivered in the tight timescales set out.

The Guildford Joint Committee:

(i)     Noted the committee approved allocations and works progressed during 2018/19.

Reasons for recommendation

The committee is asked to agree the recommendations to enable progression of works orders and expenditure of the Committee budget.

The Guildford Joint Committee agreed that the Council:

(i)     Designate an Air Quality Management Area as identified within the bold purple area shown in Appendix 1.

(ii)   Authorise the Director of Community Services, Guildford Borough Council to make the Order required under Section 83 of the Environment Act 1995 to implement recommendation (i).

Reasons for recommendations

To ensure the Council meets its statutory duties to designate an air quality management area and to improve air quality along the A281 in Shalford.

That the response, attached to this decision sheet as Annex 1, be approved.

The following recommendations were agreed:

1.    The level of balances held by Surrey maintained schools was noted.

2.    A licensed deficit was approved for Wey House School.

The Cabinet Member approved the proposed Primary and Secondary Fair Access Protocols for 2019/20.

It was AGREED to submit the proposed attached resonse to the consultation outlined.

The Local Committee (Waverley) resolved to AGREE:

(i)    To note the committee approved allocations and works being progressed during 2019/20.

(ii)   To approve the commencement of the statutory consultation to enable a bus stop clearway together with associated signing and road markings, to be introduced to the southbound bus stop on Petworth Road, Wormley (section 2.8.6 to 2.8.9 of the report).

The Local Committee (Waverley) resolved to AGREE that:

(i)        The committee’s delegated community safety budget of £3,000 for 2019/20 be retained by the SCC Community Safety Team, on behalf of the local 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 in section 3 of this report.

(ii)       Authority be delegated to the SCC Community Safety Manager, in consultation with the Chairman and Vice-Chairman of the local committee and divisional members as appropriate, to authorise the expenditure of the community safety budget in accordance with the criteria and principles stated in section 3 of this report.

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

The Local Committee (Waverley) resolved to AGREE that:

(i)    One Member be appointed to the Safer Waverley Partnership, as detailed in the report, section 2.2.

(ii)   The Member be allowed to bring update reports from the Safer Waverley Partnership, when relevant.

(iii)   Members note the terms of reference in Annex A and note the information in Annex B and Annex C.

That the Local Committee [Epsom & Ewell] agreed:

That County Councillor Bernie Muir be appointed as the Committee’s representative on  the East Surrey Community Safety Partnership.

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

That the Local Committee [Epsom & Ewell] agreed:

(i)       The committee’s delegated community safety budget of £3,000 for 2019/20 be retained by the Community Partnership Team, on behalf of the Local 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 local 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:  The report sets out a process for allocating the committee’s delegated community safety budget of £3,000 to local organisations.

That the Local Committee [Epsom & Ewell] agreed:

(i)        To allocate funding to begin a feasibility study for St Joseph’s School this Financial Year 2019-20 at a maximum initial cost of £5,000, to include consideration of measures in both Rosebank and Whitehorse Drive, subject to the identification of suitable funding from the deferment of a project already scheduled for this year.

(ii)        [on a vote 8 votes FOR to 1 AGAINST] To ask the parking engineer to draw up proposals for the relaxation of parking for a limited time period, at the start and end of the school day, on parts of the Abelea Green estate, to allow an additional park and stride location, for inclusion in the parking review to be considered at the September 2019 meeting of the Committee.

Reasons:  To consider engineering improvements in Rosebank and Whitehorse Drive that may be beneficial and the option for an additional park and stride location.

That the Local Committee [Epsom & Ewell] agreed:

To co-opt substitutes for Borough Council members for the municipal year 2019/20.

Reasons: Standing Order 40(f) requires the Committee at its first meeting in the municipal year to agree whether it wishes Borough Council members to be permitted to have substitutes

That the Local Committee [Epsom & Ewell] agreed:

(i)       To defer a decision on whether to re-allocate £5,000 for the feasibility study for a cycle route on the London Road to the Fair Green cycle link scheme, pending further discussions on the priority of schemes to be funded this financial year.

(ii)      To authorise the Area Highway Manager, in consultation with the Chairman and Vice-Chairman and affected divisional members, to re-evaluate and if necessary change the agreed capital ITS programme for the current financial year, to take account of schemes previously discussed at this meeting (20mph zone in Ewell Village, measures in Rosebank and Whitehorse Drive to improve access to St Joseph’s School) subject to further discussions as to whether this is possible without abortive costs.

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

Reasons:  To allow a re-evaluation of this year’s work programme to determine priorities in the light of new schemes being identified without the need to delay work by waiting for a future Committee decision.

Committee is asked to provide the necessary authorisation to deliver those programmes of work in consultation with the Chairman, Vice-Chairman and relevant Divisional Member without the need to revert to the Committee as a whole

That the Local Committee [Epsom & Ewell] agreed:

Petition 1: Request for the introduction of a 20mph speed limit in Ewell Village

To allocate funding for a feasibility study if possible in 2019/20, subject to further discussions to identify suitable funding.

Petition 2: Request not to consider the closure of the access to Horsley Close, Epsom from Waterloo Road

To withdraw the proposed consultation of affected residents on the plan to close the entrance to Horsley Close from Waterloo Road and not to proceed further with this proposal.

Reasons:  Petition 1: to evaluate the existing conditions in Ewell village and develop options to reduce vehicle speeds and improve safety.

Petition 2: To take account of residents views, which are not supportive of the proposal.

Cllr David Bittleston was elected Vice Chair.

The local committee had a delegated budget of £3,000 for community safety projects in 2019/20. The committee received a report which set out a process to allocate funding to the Community Safety Partnership and/or other local community organisations that promote the safety and wellbeing of residents. The report also provided a progress update on last year’s funding.

Woking Joint Committee agreed that:

(i)    The committee’s delegated community safety budget of £3000 for 2019/20 be retained by the Surrey County Council Community Partnership Team, on behalf of the Joint Committee, and that the Safer Woking Partnership and/or other local organisations be invited to submit proposals for funding that meet the criteria and principles set out in the report.

(ii)   Authority be delegated to the Community Partnership Manager, in consultation with the Chairman and Vice-Chairman of the joint committee and divisional members as appropriate, to authorise the expenditure of the community safety budget in accordance with the criteria and principles stated in section 3 of the report.

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

Reason for decision

To set a process for allocating the committee’s delegated community safety budget of £3,000 to local organisations to achieve results.

Cllr Ayesha Azad was elected Chair.

The Joint Committee received a report that outlined the current task groups and membership and was asked to agree the ongoing terms of reference and membership of these Task Groups.

Woking Joint Committee agreed:

(i)         The terms of reference for the following (as set out in Annex 1):

a.   Health and Wellbeing Task Group

b.   Community Safety Task Group

c.   Parking Task Group

d.   Infrastructure Working Group

(ii)        The County Councillor and Borough Councillor appointments to the following (NEW COUNCILLORS IN CAPITALS):

1. Health and Wellbeing Task Group (up to 2 County and 2 Borough)

Cllr Melanie Whitehand

Cllr SIMON ASHALL

Cllr Deborah Hughes

Cllr Ayesha Azad

2. Community Safety Task Group (up to 2 County and 2 Borough))

Cllr Deborah Hughes

Cllr SIMON ASHALL

Cllr Saj Hussain

Cllr Graham Chrystie

3. Parking Task Group (up to 2 County and 2 Borough plus Chairman and Vice Chairman)

Cllr WILL FORSTER

Cllr TAHIR AZIZ

Cllr Colin Kemp

Cllr LIAM LYONS

4. Infrastructure Working Group (One County, One Borough)

Cllr AYESHA AZAD

Cllr David Bittleston

Reason for decision

The Task Groups enable the Joint Committee to carry out its functions in an efficient and expedient manner.

The forward plan was noted.

The decision tracker was noted.

The Committee received a report on progress made with the delivery of proposed highways and developer funded schemes, and revenue funded works for the 2019/20 financial year.  The report also provided an update on the latest budgetary position for highway schemes and revenue maintenance and relevant topical highways matters.

The Local Committee:

i)              Noted the progress with the ITS highways and developer funded schemes, and revenue funded works for the 2019/20 financial year.      

ii)             Noted the budgetary position.

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

iv)           Agreed that a bus stop clearway is introduced on A318 Oyster Lane in the bus layby that is approximately 25m north of the junction with Chertsey Road.

v)            Noted that the intention to construct a toucan crossing on Parvis Road, approximately 42m east of Highfield Road will be advertised in accordance with planning permission previously granted to the development at the “Broadoaks” site adjacent to the A245 Parvis Road.

vi)           Agreed that a notice is advertised in accordance with the Traffic Regulation Act 1984, the effects of which would be to revoke any existing traffic orders necessary, and extend the 30mph speed limit by approximately 50m on the length of the A245 Parvis Road that is currently subject to a 40mph speed limit (as shown in Annex A); and

vii)          Agreed that a notice is advertised in accordance with the Traffic Regulation Act 1984, the effects of which would be to revoke any existing traffic orders necessary, and introduce a 40mph speed limit to the length of the A324 Brookwood Lye Road that is currently subject to the national speed limit of 60mph (as shown in Annex B); and

viii)         Agreed that any objections to the Traffic Regulation Order should be considered and resolved by the Area Team Manager for Highways in consultation with the Chairman and Vice-Chairman of the Joint Committee and the local Divisional Member, and that this issue only be returned to Committee if any objections prove insurmountable; and

ix)           Agreed that the Order be made once any objections have been considered and resolved.

Reasons for decisions:

Recommendations (i), (ii) and (iii) are made to enable progression of all highway related schemes and works.

Recommendation (iv) is allow improvement to the bus services that run along Oyster Lane and which use this bus stop.

Recommendation (v) is to allow a toucan crossing to be constructed on Parvis Road, West Byfleet in accordance with previously given planning permission.

Recommendations (vi), (viii) and (ix) are to allow the speed limit change point on Parvis Road to be amended so that the necessary signs do not conflict with the toucan crossing referred to in (iv).

Recommendations (vii), (viii) and (ix) are to allow the speed limit on A324 Brookwood Lye Road to be reduced from 60mph to 40mph.

There were none.

The Cabinet is asked to approve the use of a Dynamic Purchasing System (DPS) to commission Early Help and emotional wellbeing provision for children, young people and families from January 2020.

The Cabinet is also asked to delegate the approval of individual contract awards to the Executive Director of Children Families and Learning.

RESOLVED:

1.    That the use of a Dynamic Purchasing System to commission Early Help and emotional wellbeing provision for children, young people and families from January 2020 be approved.

2.    That the providers as listed in the Part 2 Annex of this report be awarded a place on the new DPS as they have passed the Invitation to Tender (ITT) evaluation process, whilst recognising that other organisations will be able to apply throughout the duration of the DPS.

3.    That authority be delegated for the approval of individual contract awards to the Executive Director of Children, Families, Life Long Learning and Culture.

Reason for Decision:

A Dynamic Purchasing System (DPS) under the Light Touch Regime has been selected as the most appropriate route to market because:

·         It enables robust control of the quality of Early Help provision for children, young people and families;

·         It provides flexibility to meet the needs of the whole family regardless of the age of the children. This approach also helps to attract a wider range of suppliers and allows providers to enter / exit from the list without having to re-open frameworks, which can be legally challenging and bureaucratic;

·         It is responsive. It will enable us to ensure that the service providers who can meet the emergent needs of children, young people, and families are able to join the list throughout the length of the commission.

[The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

Surrey County Council must meet a range of statutory obligations to ensure that safeguarding and care planning decisions about children are made using high quality evidence suitable for the courts. A range of expert assessments are sometimes required to support this process. Approval is sought for the Council to award contracts to providers who have met criteria and that delegated approval be given to the Service Manager (Gateway to Resources) to ‘call off’ this DPS for the purchasing of relevant services. Delegated approval is also sought for the Director of Commissioning to include and award contracts to new providers on the DPS, as required.

RESOLVED:

1.    That following consideration of the available options, the results of the procurement process, and commercially sensitive information provided in the Part 2 annex of the report, approval be given for the council to establish a Dynamic Purchasing System (DPS) for the period 1 August 2019 – 31 July 2021 (with the option for extension up until, but not exceeding 31 July 2024).

2.    That authority be delegated to the Service Manager (Gateway to Resources) to ‘call off’ independent expert assessments and assessments for special guardianship orders from this DPS as required.

3.    That authority be delegated to the Director - Commissioning to add new providers onto the DPS for the Council as appropriate.

Reason for Decision:

As outlined in Child First Commissioning Intentions for Children in Surrey 2017-22, Surrey County Council is committed to ensuring children in Surrey get ‘the right help, care and protection at the right time so they can thrive’. Expert Witnesses and providers of Special Guardianship Order (SGO) Assessments inform the County Council in its care planning decisions.

The demand for statutory and in some cases court ordered assessments has increased at a rate which the Council is unable to meet within current in-house capacity.To cope with this pressure and ensure our statutory duties are met, the Children’s Social Care teams have been spot purchasing external experts to carry out SGO and expert assessments. However the spot purchasing arrangements are not sustainable and not achieving value for money. (This is unsustainable within the financial challenges that the Council is facing). The Council also acknowledges Ofsted’s findings (May 2018) which highlighted that there is an over-reliance on independent social workers and other expert witnesses in Surrey, and the quality, value for money and timeliness of assessments are key areas that need improving. 

The robust commissioning and contract management arrangements that will be put in place will ensure that expert assessments will be monitored more closely. Regular monitoring will have a strong focus on providers’ safeguarding policies and procedures and ensure that the safety of children, young people and vulnerable adults remains a priority at all times.

[The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee]

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.

RESOLVED:

The decision taken by the Cabinet Member for Children, Young People & Families was noted.

Reason for Decision:

To inform the Cabinet of decisions taken by the Leader, Cabinet Members and Investment Board under delegated authority.

There were none.

The Minutes of 28 May 2019 were approved as a correct record.

In accordance with the Terms of Reference, the Investment Board will provide a report on the investment portfolio and its performance to Cabinet on an annual basis.

RESOLVED:

That the Annual Report of the Investment Board be endorsed.

Reason for Decision:

To inform the Cabinet about the activities of the Investment Board during the Financial Year 2018-19.  The Investment Board was responsible for the delivery of the agreed Investment Strategy.  The Investment Strategy was created by the council to deliver an ongoing and resilient source of income to provide financial support to the council’s front line services.  Investments undertaken as a result of the strategy agreed in 2013 are delivering a net income stream to the council.

[The decisions on this item can be called in by the Resources & Performance Select Committee]

The Local Committee (Tandridge):

i)              AGREED to nominate Rose Thorn to the East Surrey Community Safety Partnership, as set out in paragraphs 2.2 - 2.4.

ii)             AGREED to nominate Rose Thorn as the Surrey County Council representative to the Tandridge Health and Wellbeing Board.

iii)            NOTED that Mr Chris Botten and Mrs Rose Thorn will continue to be Local Committee representatives on the Early Help Advisory Board (EHAB) pending review of the Board

The Local Committee (Tandridge):

(i)    AGREED the committee’s delegated community safety budget of £3,000 for 2019/20 be retained by the SCC Community Safety Team, on behalf of the local 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 in section 3 of this report.

(ii)   AGREED that authority be delegated to the SCC Community Safety Manager, in consultation with the Chairman and Vice-Chairman of the local committee and divisional members as appropriate, to authorise the expenditure of the community safety budget in accordance with the criteria and principles stated in section 3 of this report.

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

(iv)NOTED the project update from the 2018/19 Community Safety Funding.

The Local Committee (Tandridge):

i)              NOTED the contents of the report.

ii)             AGREED the proposed changes to parking and waiting restrictions as shown on drawing 23 and 24 are approved.

iii)            AGREED the intention of the county council to make traffic regulation orders (TROs) under the relevant parts of the Road Traffic Regulation Act 1984 to impose the waiting and on street parking restrictions as described in ‘parking update’ are advertised and that if no objections are maintained, the order is made.

iv)           AGREED if there are unresolved objections, they will be dealt with in accordance with the county council’s scheme of delegation by the parking strategy and implementation team manager, in consultation with the chairman/vice chairman of this committee and the appropriate county councillor.

The Local Committee DID NOT AGREE to District Council Substitutions for 2019/20.

No apologies were received.