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.

The Committee received one question from a member of the public with regard to the procedure for hiring facilities at Auriol Park, and noted that the Head of Operational Services would respond directly to the questioner with regard to this matter within one week.

The Committee received one question from a member of the public with regard to the procedure for hiring facilities at Auriol Park, and noted that the Head of Operational Services would respond directly to the questioner with regard to this matter within one week.

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 Committee held on 24 January 2017 (attached) and to authorise the Chairman to sign them.

The Minutes of the meeting of the Committee held on 24 January 2017 were agreed as a true record and signed by the Chairman, subject to the following amendment:

That the word “Find” in Minute 23 be amended to read “Fund”.

The Minutes of the meeting of the Committee held on 24 January 2017 were agreed as a true record and signed by the Chairman, subject to the following amendment:

That the word “Find” in Minute 23 be amended to read “Fund”.

This report asks the Community and Wellbeing Committee to approve and adopt as policy an updated management plan 2017-2117 for Horton Country Park Local Nature Reserve.

Following consideration, the Committee:

(1)          Adopted the updated 2017-2117  Horton Country Park Local Nature Reserve Management Plan as Council policy.

(2)          Agreed to receive an Annual Review of costs and funding associated with the Plan.

The Committee received a report requesting the approval and adoption of the updated management Plan 2017-2117 for Horton County Park Local Nature Reserve. It was noted that whilst the Plan was 100 years in scope, it would be reviewed every 10 years.

Following consideration, the Committee:

(1)          Adopted the updated 2017-2117 Horton Country Park Local Nature Reserve Management Plan as Council policy.

(2)          Agreed to receive an Annual Review of costs and funding associated with the Plan.

This report asks the Community and Wellbeing Committee to approve and adopt as policy an updated management plan 2017-2117 for the Hogsmill Local Nature Reserve.

Following consideration, the Committee:

(1)          Adopted the updated 2017-2117 the Hogsmill Local Nature Reserve Management Plan as Council policy.

(2)          Agreed to receive an Annual Review of costs and funding associated with the Plan.

The Committee received a report requesting the approval and adoption of the updated management plan 2017-2117 for the Hogsmill Local Nature Reserve.

Following consideration, the Committee:

(1)          Adopted the updated 2017-2117 the Hogsmill Local Nature Reserve Management Plan as Council policy.

(2)          Agreed to receive an Annual Review of costs and funding associated with the Plan.

A report on progress during 2016 in implementing the Epsom & Ewell Local Biodiversity Action Plan 2010-2020.

Following consideration, the Committee:

(1)          Noted progress during 2016 in implementing the Epsom and Ewell Local Biodiversity Plan.

The Committee receive a report providing an update on progress in implementing the Epsom and Ewell Local Biodiversity Action Plan 2010-2020.

The following matters were considered:

a)            Influence on planning policy. The Committee noted the success of the Biodiversity Action Plan in influencing planning policies within the Borough, and in particular with regard to housing density, and commended officers for their work to achieve this.

b)            Priest Hill Nature Reserve – impact of restructuring of Surrey Wildlife Trust. The Committee noted that following a reduction in funding provided by Surrey County Council, Surrey Wildlife Trust was being restructured. The Countryside Manager informed the Committee that whether this restructuring would affect the management of the Priest Hill site was not known, but that the Biodiversity Action Plan would continue to provide an annual update on it.

Following consideration, the Committee:

(1)          Noted progress during 2016 in implementing the Epsom and Ewell Local Biodiversity Plan.

This report presents the Committee with five-year park management plans for Auriol Park and Alexandra Recreation Ground, and the results of recent visitor surveys to both parks.

Following consideration, the Committee:

(1)          Approved the 2017- 2021 park management plans for Auriol Park and Alexandra Recreation Ground.

The Committee received a report presenting five-year management plans for Auriol Park and Alexandra Recreation Ground, and the results of recent visitor surveys to both parks.

The following matters were considered:

a)            Toilet facilities in parks. The Committee was informed that officers viewed the reopening and provision of toilets in parks as being a matter which fitted closely with the operation of café facilities, and would discuss the matter with operators as appropriate. This would be the case in Auriol park, for which a café operator had recently been approved. In parks with no existing café/toilet facilities, the possibility of mobile units would be considered should a suitable application be received by the Council.

b)            Management plans for other parks. The Committee was informed that it was intended to produce management plans for all of the Borough’s parks and recreation grounds, and that officers hoped to produce two per year. It was noted that a management plan for Poole Road Recreation Ground (King George V field) was anticipated to be amongst those produced next.

c)            Green flag status. The Committee was informed that it was not intended to apply for Green Flag status for all of the Borough’s parks due to the cost of doing so. This was £400 for each application, and officer time to manage the process. Officers informed the Committee that through the introduction of management plans for all parks and recreation grounds, it was intended to bring all sites up to “Green Flag status”, without formally applying for the award.

d)            Parking at Alexandra Recreation Ground at weekends. It was noted that officers would look into problems of congestion created by parking for sporting events at Alexandra Recreation Ground at weekends.

e)            Amendments to managements plans. The Committee was informed that a number of minor amendments to the Auriol Park and Alexandra Recreation Ground Management Plans had been received prior to the meeting and would be made to them, but that they were not detailed in the agenda documents. The Plans were intended to be ‘live’ documents and would receive future updates as relevant.

Following consideration, the Committee:

(1)          Approved the 2017 - 2021 park management plans for Auriol Park and Alexandra Recreation Ground.

This report provides an update on changes to the Routecall service, and proposes rebranding for our Community Services operations and the Longmead Centre.

Following consideration, the Committee:

(1)          Noted the progress on implementing the recommendations of the Scrutiny Review of Routecall.

(2)          Agreed to the rebranding of the services within the Community Services operation, as detailed in section 4 of the report.

(3)          Requested the Audit, Crime & Disorder and Scrutiny Committee to undertake a review of the rebranded Community Services in April 2018.

(4)          Agreed to the changing the name of the Longmead Centre to “The Community and Wellbeing Centre”.

The Committee received a report updating it on changes to the Routecall service, and proposing the rebranding of the Council’s Community Services operations and Longmead Centre.

The following matters were considered:

a)            Rebranding of the Longmead Centre. The Vice-Chairman proposed that the Longmead Centre be rebranded as the “Community and Wellbeing Centre” rather than the “Epsom and Ewell Community and Wellbeing Centre” as proposed in the report, to make it more simple to communicate.

The Committee noted that without reference to “Epsom” or “Ewell” in the name, it might be difficult to identify the Centre via an internet search. However, the Committee felt that most users would include either “Epsom” and/or “Ewell” as standard when carrying out an internet search, and that this would avoid the issue. Additionally, it was considered that the Epsom & Ewell Borough Council crest/logo could be included in branding to clearly identify it.

The Vice-Chairman informed the Committee that by rebranding the Centre, it would be more clearly identified with the services it provided. The Committee was also informed that the Centre’s new name would assist in applications for wellbeing related external funding, and clearly communicate the support provided by the Council for the health and wellbeing of residents.

Following consideration, the Committee:

(1)          Noted the progress on implementing the recommendations of the Scrutiny Review of Routecall.

(2)          Agreed to the rebranding of the services within the Community Services operation, as detailed in section 4 of the report.

(3)          Requested the Audit, Crime & Disorder and Scrutiny Committee to undertake a review of the rebranded Community Services in April 2018.

(4)          Agreed to the changing the name of the Longmead Centre to the “Community and Wellbeing Centre”.

This report sets out Supplementary Fees & Charges for Epsom Playhouse, the Ebbisham Centre and Ewell Court House that were omitted from the report agreed in January 2017.

Following consideration, the Committee:

(1)          Agreed the fees and charges as set out at Annexe 1 and Annexe 2 to the report, effective from 1 April 2017.

The Committee received a report requesting approval of supplementary fees for Epsom Playhouse, the Ebbisham Centre and Ewell Court House that were omitted from those agreed by the Committee in January 2017.

Following consideration, the Committee:

(1)          Agreed the fees and charges as set out at Annexe 1 and Annexe 2 to the report, effective from 1 April 2017.

The references to Officers outstanding as at 21 March 2017.

The Committee received and noted the outstanding references to Officers.

The Committee received and noted the outstanding references to Officers. It was noted that the item titled “Business case for improvement works to Bourne Hall- internal configuration” would be removed from the outstanding references following this meeting, as it was a long-term objective, and unlikely to be presented to the Committee in the near future.

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 paragraph 3 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 paragraph 3 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.

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 paragraph 3 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.

This report has not been published because the meeting is likely to be closed to the press and public in view of the nature of the business to be transacted/nature of the proceedings.  The report deals with information relating to the business affairs of the Council and the public interest in maintaining the exemption currently outweighs the public interest in disclosing the information.

Following consideration, the Committee agreed:

(1)          To continue to provide higher needs day care within the Wellbeing Centre.

(2)          To a daily attendance fee for higher needs day care of £40 excluding travel and meals.

(3)          To continue to provide wellbeing support by ‘appointment only’ within the Wellbeing Centre.

The Committee received a report setting out a model for the future provision of higher needs day care at the Longmead Centre (to be renamed the Community and Wellbeing Centre – see minute number 37 above).

Following consideration, the Committee agreed:

(1)          To continue to provide higher needs day care within the Wellbeing Centre.

(2)          To a daily attendance fee for higher needs day care of £40 excluding travel and meals.

(3)          To continue to provide wellbeing support by ‘appointment only’ within the Wellbeing Centre.