Agenda and draft minutes

To confirm as a correct record.

The minutes were confirmed and signed as a correct record.

The Committee received a report which set out the Quarter 3 2023/24 budget monitoring position for the Community Services Committee.

In relation to the Revenue budget, a full year underspend of £86k was forecast, an improvement of £26k since Quarter 2. The main reason for this was improvements in waste services, with other reasons for improvement set out in the report.

For the Capital Programme, against a revised capital budget of £1,740k the capital forecast for Quarter 3 was reviewed and reforecast to £827k, as per the reasons set out in the report.

R E S O L V E D – that the Committee’s forecast Revenue and Capital budget positions as at Quarter 3/M9 (December) 2023/24 be noted.

The Committee received a report that contained data on the key performance indicators for Quarter 3 2023-24. Officers drew the Committee’s attention to: 

• Defra’s 2022/23 performance data for both recycling and waste collection which recorded the Council as the 11^th best collection authority for recycling performance and 31^st for waste collection.

• The performance indicator for Street Cleansing which remained off target due to similar challenges as at Quarter 2. 2 new agency staff had recently started, and a mechanical sweeper was expected to be delivered in early 2024/25.

• An increase in safeguarding cases over the quarter, with self-neglect the largest reason. Staff were being supported and had received mental health training.

• The Anti-Social Behaviour reporting project was in testing stage. The aim was to bring a draft policy to the June 2024 Committee.

• The risk register, which was attached as appendix B to the report, with recruitment underway for a new Tree and Woodland Officer.

Members were pleased with the increase in fly tipping enforcement and reduction in fly tipping as well as the reduction in partial closures of playgrounds.

During the debate Members asked questions and Officers responded by explaining that:

• The new mechanical sweeper would be unable to cover the work of 2 sweepers. The reduction was agreed as part of the Phase 1 savings of the Future Tandridge Programme. Officers were looking at different options to improve this service.

·        Various forms of support were provided to staff in dealing with safeguarding matters. This included training, workshops with safeguarding practitioners and a drop-in session with Tandridge Wellbeing advisors. Officers were continually looking at improving this support, including networking with other agencies to aid with support. In particular, Officers were focused on increasing awareness of domestic abuse for all staff and ensuring awareness of appropriate language was used to speak with vulnerable residents. The Council website provided links to support for residents through NHS Mental health support services, crisis lines, charities, and Surrey County Council.

·        A new project manager was expected to begin in March 2024, and would be looking at the refurbishment of playgrounds, public conveniences and responsible dog ownership. Officers were looking to reduce playground closures. Officers confirmed the project manager would also work with Parish councils and outside bodies.

R E S O L V E D –

A)   That the Quarter 3 2023-2024 performance indicators for the Community Services Committee be noted.

B)   The most critical risk for the Community Services Committee be noted.

The press and public were excluded from this item in accordance with Section 100A (4) of the Local Government Act 1972 (as amended) on the grounds that:

(i)            the item involved the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act; and

(ii)           the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

The Committee received a report on the work officers had completed in relation to the procurement of the new grounds maintenance contract.

R E S O L V E D – that:

A)   the progress made to date be noted.

B)   a single lot approach be approved and the tendering procurement exercise commence.

C)   the awarding of the contract be delegated to the Deputy Chief Executive and Director of Resources in consultation with the Chair and Vice Chair.