Agenda and minutes

Community Services Committee - Tuesday, 14th January, 2025 7.30 pm

Venue: Council Chamber, Council Offices, Station Road East, Oxted. View directions

Media

Items
No. Item

209.

Minutes of the meeting held on 5 November 2024 pdf icon PDF 114 KB

To confirm as a correct record.

Additional documents:

Minutes:

The minutes were confirmed and signed as a correct record.

210.

Community Services - 2025/26 Proposed General Fund Budget and Medium Term Financial Strategy pdf icon PDF 129 KB

Additional documents:

Minutes:

The Committee received a report which set out the proposed budget, capital program and fees and charges for the Committee. The revenue budget and capital program would be recommended to the Strategy & Resources Committee in January 2025 for consolidation and Full Council in February 2025 for approval.

The budget had been developed according to the budget principles approved by Full Council in October 2024, the proposals discussed at the Committee in November 2024 and the draft budget received by the Strategy & Resources Committee in November 2024.

Officers highlighted key sections of the report and explained that:

  • the Committee’s proposed revenue budget had increased from £4.639 million to £4.796 million.

 

  • pressures on the budget would include staffing costs and contract inflation.

 

  • savings for the Committee were largely consistent with the draft budget. However, the budget would no longer include a proposal to reduce community grants by £65,000. This would be possible due to an improvement to the Council’s overall funding for 2025-26. Further details would be provided to the Strategy & Resources Committee in January 2025.

 

  • the Committee’s proposed capital programme for 2025-26 would be £2.1 million.

 

Members raised concerns with the management of car parks and off-street parking enforcement and requested District and Parish Councillor consultation. Members highlighted the success of waste & recycling in the district and raised concerns over new changes.

In response to Member questions, Officers explained that:

  • the Committee would be able to approve its fees and charges, but the budget would be recommended to Strategy & Resources and Full Council.

 

  • the work to assess grant allocations from discretionary spend, including the value the Council receives and who the Council allocate the grants to, would continue. However, the level of total grant allocated would be maintained at the agreed budget for 2025-26. The organisations who received the grant were aware of pressures on the budget and would be assisted by the Council where possible. A meeting would take place to explain the process to grant panel members. Officers would continue to consider the long-term process for the services the organisations deliver, the impact of the grant and the value for money for the Council.

 

  • the well-being prescription service was commissioned by Surrey Heartlands to deliver a social prescribing service in Tandridge and Reigate and Banstead. The Council was informed toward the end of 2024 that the contract would end on 31 March 2025 and officers were currently working with Surrey Heartlands to create a new model across East Surrey. A number of staff within the wellbeing prescription team had found alternative employment, the seven remaining had been through a consultation process and the council were supporting them to find alternative employment. Those staff had been invited to join the redeployment pool if suitable vacancies became available within other areas of the council.

 

  • residents using the service continued to receive support until the end of service and were being signposted to other services available. Surrey Heartlands were working with partners on a new digital platform for residents to self-refer which  ...  view the full minutes text for item 210.

211.

Playground and Public conveniences Refurbishment update pdf icon PDF 115 KB

Additional documents:

Minutes:

The Committee received a report which provided an update on work completed on playgrounds and public conveniences.

Officers began with playgrounds and explained that:

  • in September 2024, the Committee agreed to progress with the refurbishment of destination playgrounds and approved a budget of £473,000.

 

  • Felbridge and Broadbridge works were now completed, with close Parish involvement.

 

  • a procurement process was completed with contracts awarded to Kompan and EIBE for Grange Meadow, Weston Drive/Caterham Barracks, Hamsey Green, Jenners Field, Mid Street and Holland Park/Mill Lane.

 

  • significant progress had been made with Oxted Parish Council on Boulthurst Way and work had begun toward refurbishing Dormansland’s playground with Parish Council and community group involvement.

 

  • Whyteleafe Recreation and Valley Sports grounds would take longer to consider as works would be more complex with planning permission required. Queens Park play area would be included in the wider improvements to Queens Park. £473,000 has been allocated to refurbish all playgrounds.

 

  • maintenance costs for the next 2 years had been considered and a savings target had been set for £35,000 over the next two years.

 

  • management of playground contracts would continue to be developed alongside Parish engagement and Phase 2 of the refurbishment proposals would be taken to a future committee.

 

With regard to public conveniences, officers explained that:

  • there were 10 sites across the district in need of refurbishment. Works had been completed at Godstone Green, Leas Road Warlingham, Elice Road Oxted and the roof was repaired at Whyteleafe Recreational Ground.

 

  • engagement with Parish Councils had taken place to gain feedback on how the toilets were viewed in either their own, or in nearby, Parishes.

 

  • discussions had taken place with Caterham BID toward community toilets.

 

  • a proposed savings target of £60,000 for public convenience maintenance over the next 2 years had been set.

 

  • next steps would be to consider other options such as commercial units across Oxted and Whyteleafe. Discussions would continue to take place with stakeholders and Parish and District Councillors.

 

 

In response to Member questions, Officers explained that:

  • energy efficiency had been considered for all works carried out, specifically regarding lighting and contract cleaning.

 

  • none of the conveniences had received any investment in a number of years. Officers would be considering the correct option for each toilet individually. This would involve conversations with Parish Councils and considering costs.

 

  • the Council did not have the budget to build new toilets in Caterham Valley. Discussions were made with the Caterham BID; however, none of the businesses approached were keen to pursue these options. Alternative options would be considered for Whyteleafe.

 

  • a small group of Parish Councils were meeting to discuss other options for further refurbishment. This would be expanded to other Parish Councils at a later date. These discussions would take place on a one to one basis to discuss multiple different assets.

 

R E S O L V E D – that:

 

A)   the progress update on the refurbishment of the destination playgrounds and public conveniences be noted.

B) the proposed budget savings to be put  ...  view the full minutes text for item 211.

212.

Responsible Dog Ownership Campaign pdf icon PDF 112 KB

Additional documents:

Minutes:

The Committee was presented with a report following the agreement at Committee in November 2023 for an officer and task group to be established to review responsible dog ownership across the district. Areas looked at by the task group involved a review of the dog walking licence and developing a method to encourage residents to use professionally trained dog walkers.

Officers explained that:

  • the task group met with animal charities and the Environmental Health and Licensing Team to develop a communication campaign over responsible dog ownership and improved signage.

 

  • the coroner’s report following the death of dog walker Natasha Johnson in January 2023 was reviewed and feedback was considered by the task group. The campaign would also be updated following future national guidance.

 

  • the dog walking licence had been made easier to apply for, with fees and charges reviewed to encourage professional dog walkers to sign up.

 

  • a non-compliant reporting form was being developed to make it easier for residents to report irresponsible dog ownership.

 

  • future development would involve looking at funding from the UK Shared Prosperity Fund and improving signage on responsible dog ownership at parks across Tandridge.

 

In response to Member questions, officers explained that:

  • the Council did not have the budget to introduce an enforcement team. Instead, it would focus on engagement with professional dog walkers and residents. This would be reviewed in future when possible.

 

  • whilst the Council did not have an enforcement team, officers within Parks and Open Spaces often report irresponsible dog ownership. The Council employ a dog warden within the Licensing Team. They work in close contact with the Council’s antisocial behaviour officer and the police.

 

  • the dog warden would respond to all reports made by residents, with residents urged to speak to the police regarding dog on human attacks. The campaign would improve the Council’s reporting function to make it clearer for residents on how they can report irresponsible dog ownership.

 

  • the task group had worked closely with professional dog walking businesses on developing the design and cost of the license. The changes made to the license process would encourage professional dog walkers to enhance their business as residents preferred to use dog walkers with specific training. Officers hoped other landowners such as the National Trust would implement a similar campaign in future.

 

 

R E S O L V E D – that the progress on the responsible dog ownership Campaign be noted and the approach endorsed.

 

213.

Off Street Car Parking Order 2025 (considered under urgent business) pdf icon PDF 63 KB

To consider any other item(s) which, in the opinion of the Chair, should be considered as a matter of urgency – Local Government Act 1972, Section 100B(4)(b).

Additional documents:

Minutes:

The Chair considered it necessary for the Committee to be presented with an urgent item of business in order for changes to parking charges to be made before the end of the financial year. It would be necessary for the committee to authorise officers to take the necessary steps to implement the order. Officers explained that:

  • the parking charges were agreed to be increased in January 2023 during the 2023-24 budget setting process. This was delayed due to competing priorities.

 

  • off-street parking orders were a legal document which would establish the rules for off-street car parking within the area, including details on charges and restrictions. When a change to the order occurs, it must be amended.

 

  • changes must be published in a public notice. This was issued on 9 January 2025 and would end on 31 January, after 21 days. Residents would be encouraged to raise objections or concerns with the changes. Throughout the public notice period, officers would monitor responses and respond to feedback. After the 21day period had ended, the decision would be made to implement the order. Within 40 days of making the order, it would be published in local newspapers, with the proposed commencement date 3 March 2025.

 

  • the last car parking order was introduced in 2018, so a review was carried out by the Legal Services Team to ensure it would remain fit for purpose.

 

Members noted that they had received correspondence from residents and on social media regarding confusion over the proposed charges and the possibility of a car parking app being introduced. It was confirmed that the charges would rise by 10% over 2 years and the app would not be introduced. Members were happy the free parking would remain in place.

In response to Member questions, officers responded that:

  • Mill Lane in Hurst Green would continue to have no charges as the car park did not contain a ticket machine and was hard to enforce. The order would be amended in future if a machine was introduced.

 

  • a consultation would be required based on council policy. However, it would not mean the proposals would be dropped if a large number of objections were received.

 

  • The comments and feedback received would assist officers in a car park review expected to take place in 2025-26.

 

R E S O L V E D – that in consultation with the Chair and Vice Chair of the Committee, the Head of Environment and Head of Legal Services & Monitoring Officer would be authorised to take all necessary steps to implement the Off Street Parking Places Order 2025.