Agenda, decisions and minutes

To take any questions from members of the Public.

Please note: Members of the Public are requested to inform the Democratic Services Officer before the meeting begins if they wish to ask a verbal question to the Committee.

No questions were asked or had been submitted.

No questions were asked or had been submitted.

Members are asked to declare the existence and nature of any Disclosable Pecuniary Interests in respect of any item of business to be considered at the meeting.

No declarations of interest were made by Councillors in items on this agenda.

No declarations of interest were made by Councillors in items on this agenda.

The Committee is asked to confirm as a true record the Minutes of the Meeting of the Leisure Committee held on 31 March 2016 and Social Committee held on 11 April 2016 (attached) and to authorise the Chairman to sign them.

The Minutes of the meeting of the Leisure Committee held on 31 March 2016 and Minutes of the meeting of the Social Committee held on 11 April 2016 were agreed as a true record and signed by the Chairman.

The Minutes of the meeting of the Leisure Committee held on 31 March 2016 and Minutes of the meeting of the Social Committee held on 11 April 2016 were agreed as a true record and signed by the Chairman.

This report details the performance to date and the potential year end outturn of the Venues income & Subsidy.

Following consideration, the Committee:

(1)          Noted the update in regards to the Venues income & subsidy.

(2)          Agreed that the Head of Venues & Facilities, following consultation with the Head of Legal & Democratic Services and Chairman and Vice Chairman of the Committee, be authorised to let the first floor rooms at Ewell Court House on such terms as he thinks fit.

The Committee received a report detailing the performance to date and the potential year end outturn of the Council’s Venues.

The following matters were considered:

a)            2015/16 performance. The Committee noted that income for the Councils Venues during the 2015/16 financial year had been approximately £100,000 under the budget target. The Committee was informed that a number of issues had contributed to the target not being met, including the disruption to bookings created by reinstatement works to Bourne Hall Main Hall (due to flooding) and Ewell Court House (due to a fire). Additionally, the Venues service had also been restructured within the year.

b)            Ebbisham Centre website. The Committee noted that content on the existing website for the Ebbisham Centre was out of date and needed to be refreshed. The Head of Venues and Facilities informed the Committee that the website was maintained by the Centre’s previous owners. Officers had asked for it to be corrected, and the matter had now been raised with the new owners of the Ebbisham Centre.

c)            Total income chart - 2016-17 budget target. It was noted that the chart provided at paragraph 3.1 of the report did not display the 2016-17 budget target. Officers would circulate an amended copy of the chart including this information following the meeting.

d)            Ewell Court House update. The Committee noted the update provided within the report with regard to Ewell Court House, and was informed that it was anticipated that an additional £15,000 per annum income could be generated from the letting of three rooms on the first floor. The Committee was also informed that a micro-website specifically for Ewell Court House would be created, and would be launched later in the year.

Following consideration, the Committee:

(1)          Noted the update in regards to the Venues income & subsidy.

(2)          Agreed that the Head of Venues & Facilities, following consultation with the Head of Legal & Democratic Services and Chairman and Vice Chairman of the Committee, be authorised to let the first floor rooms at Ewell Court House on such terms as he thinks fit.

This report considers a proposal for a café in Auriol Park Pavilion.

Following consideration, the Committee:

(1)          Agreed in principle that it wished officers to explore proposals for the sale of refreshments from that part of the pavilion in Auriol Park shown cross-hatched black on the plan attached as Annexe 1 to the report.

(2)          Agreed to authorise the Chief Executive, following consultation with ward councillors and the Chairman and Vice-Chairman of the Committee to conclude negotiations with the proposed operator, having satisfied herself that the arrangements will offer a market rent for the occupation of the facilities.

(3)          Noted that the consent of Fields in Trust and any other relevant organisation would be sought as necessary.

(4)          Noted that on conclusion of the negotiations referred to above, the intention to grant the lease would be advertised in a local newspaper as necessary.

(5)          Did not specify any parameters which it wished officers to apply whilst undertaking negotiations over the proposal.

The Committee received and considered a report presenting a proposal for a café in Auriol Park Pavilion. The Committee identified that income generation from the Council’s assets was of importance in meeting budgetary targets.

The Committee discussed potential charging structures for use of the pavilion, and noted that (should the application be approved) the application of a market rate was likely to be more efficient than a profit-sharing arrangement.

The Committee supported, in principle, the further exploration of the proposal for the use of the Pavilion as a café, and noted that detailed negotiations would be required prior to a final agreement being granted.

Following consideration, the Committee:

(1)          Agreed in principle that it wished officers to explore proposals for the sale of refreshments from that part of the pavilion in Auriol Park shown cross-hatched black on the plan attached as Annexe 1 to the report.

(2)          Agreed to authorise the Chief Executive, following consultation with ward councillors and the Chairman and Vice-Chairman of the Committee to conclude negotiations with the proposed operator, having satisfied herself that the arrangements will offer a market rent for the occupation of the facilities.

(3)          Noted that the consent of Fields in Trust and any other relevant organisation would be sought as necessary.

(4)          Noted that on conclusion of the negotiations referred to above, the intention to grant the lease would be advertised in a local newspaper as necessary.

(5)          Did not specify any parameters which it wished officers to apply whilst undertaking negotiations over the proposal.

The references to Officers outstanding as at 14 June 2016.

The Committee noted the outstanding references detailed in the annexe to the report.

The Committee noted the outstanding references detailed in the annexe to the report. Following a question from a Member of the Committee, it was noted that regular updates on housing and homelessness within the Borough were provided to all Councillors outside of the Committee process via the weekly “Members’ Update”.

The Committee is asked to consider whether it wishes to pass a resolution to exclude the Press and Public from the meeting in accordance with Section 100A (4) of the Local Government Act 1972 on the grounds that the business involves the likely disclosure of exempt information as defined in paragraphs 3 and 4 of Part 1 of Schedule 12A to the Act (as amended) and that pursuant to paragraph 10 of Part 2 of the said Schedule 12A the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

The Committee resolved to exclude the Press and Public from the meeting in accordance with Section 100A (4) of the Local Government Act 1972 on the grounds that the business involved the likely disclosure of exempt information as defined in paragraphs 3 and 4 of Part 1 of Schedule 12A to the Act (as amended) and that pursuant to paragraph 10 of Part 2 of the said Schedule 12A the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

Note: Members of the Committee were reminded of the need for confidentiality in respect of those items not considered in public

The Committee resolved to exclude the Press and Public from the meeting in accordance with Section 100A (4) of the Local Government Act 1972 on the grounds that the business involved the likely disclosure of exempt information as defined in paragraphs 3 and 4 of Part 1 of Schedule 12A to the Act (as amended) and that pursuant to paragraph 10 of Part 2 of the said Schedule 12A the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

Note: Members of the Committee were reminded of the need for confidentiality in respect of those items not considered in public

The Committee is asked to confirm as a true record the not for publication Minutes of the meeting of the Social Committee held on 11 April 2016, and authorise the Chairmen to sign them.

These Minutes have not been published because the meeting was closed to the press and public on the grounds that the nature of the business to be transacted/nature of the proceedings dealt with information relating to the financial or business affairs of the Council and a third party, and information relating to consultations or negotiations in connection with a labour relations matter between the authority and an employee of the authority.

The not for publication Minutes of the meeting of the Social Committee held on 11 April 2016 were agreed as a true record and signed by the Chairman.

The not for publication Minutes of the meeting of the Social Committee held on 11 April 2016 were agreed as a true record and signed by the Chairman.

To mitigate the likelihood of Surrey County Council ceasing to provide an annual payment for the supply and installation of Telecare equipment, this report proposes the introduction of a new stand-alone business model and charging structure for Community Alarm/Telecare.

This report has not been published because the meeting is likely to be closed to the press and public on the grounds that the nature of the business to be transacted/nature of the proceedings deals with information relating to the financial or business affairs of the Council.

Following consideration, the Committee:

(1)          Agreed to the implementation of a new charging structure for Community Alarm/Telecare services which will apply to all new clients, if the offer of free Telecare equipment from Surrey County Council is withdrawn, as set out within the body of the report.

(2)          Agreed that any existing Community Alarm/Telecare clients be switched to the new charging structure once their existing Telecare equipment ceases to operate or needs to be upgraded, if the offer of free Telecare equipment from Surrey County Council is withdrawn.

The Committee received a report proposing the introduction of a new stand-alone business model and charging structure for Community Alarm and Telecare services, should Surrey County Council choose to withdraw its current annual payment for the supply and installation of Telecare equipment.

Surrey County Council had notified Epsom and Ewell Borough Council that it would undertake a review of its Telecare service, and would only currently issue a service level agreement for its provision for a period of 6 months. This review could potentially lead the County Council to withdraw its funding for the service in the future. The report proposed that Epsom and Ewell Borough Council introduce a new charging structure for Community Alarm and Telecare services, to enable their continued provision should Surrey County Council decide to withdraw its funding.

The Committee considered the report and noted the current market competition. Officers advised the Committee that the proposed service detailed within the report was competitively priced against the other market suppliers, and had additional benefits which they did not provide.

Following consideration, the Committee:

(1)          Agreed to the implementation of a new charging structure for Community Alarm/Telecare services which will apply to all new clients, if the offer of free Telecare equipment from Surrey County Council is withdrawn, as set out within the body of the report.

(2)          Agreed that any existing Community Alarm/Telecare clients be switched to the new charging structure once their existing Telecare equipment ceases to operate or needs to be upgraded, if the offer of free Telecare equipment from Surrey County Council is withdrawn.