Community Services Committee - Borough of Runnymede...K:\agendas\Community Services Committee\2014\09\Community Services 110914 Agenda.doc . Community Services Committee . Thursday

$Page 1: Community Services Committee - Borough of Runnymede...K:\agendas\Community Services Committee\2014\09\Community Services 110914 Agenda.doc . Community Services Committee . Thursday$
- 1 - K:\agendas\Community Services Committee\2014\09\Community Services 110914 Agenda.doc

Community Services Committee

Thursday 11 September 2014 7.30pm

There will be one presentation after the fire precautions have been read from Jacqueline Riddles, Family Support Programme Manager.

Council Chamber Runnymede Civic Centre, Addlestone

Members of the Committee Councillors Miss M N Heath (Chairman), J J Wilson (Vice-Chairman), Mrs D V Clarke, Mrs V Dunster, Mrs M T Harnden, R J Mackin, M G Nuti, B W Pitt, Mrs G Warner and N Wase-Rogers.

AGENDA Notes:

1) Any report on the Agenda involving confidential information (as defined by section 100A(3)

of the Local Government Act 1972) must be discussed in private. Any report involving exempt information (as defined by section 100I of the Local Government Act 1972), whether it appears in Part 1 or Part 2 below, may be discussed in private but only if the Committee so resolves.

2) The relevant 'background papers' are listed after each report in Part 1. Enquiries about any

of the Agenda reports and background papers should be directed in the first instance to Miss C Pinnock, Democratic Services, Law and Governance Business Centre, Civic Centre, Station Road, Addlestone (Tel. Direct Line: 01932 425627). (Email: [email protected]).

3) Agendas and Minutes are available on a subscription basis. For details, please ring Mr B A Fleckney on 01932 425620. Agendas and Minutes for all the Council's Committees

may also be viewed on www.runnymede.gov.uk. 4) In the unlikely event of an alarm sounding, members of the public should leave the building

immediately, either using the staircase leading from the public gallery or following other instructions as appropriate.

5) Filming, Audio-Recording, Photography, Tweeting and Blogging of Meetings Members of the public are permitted to film, audio record, take photographs or make use of

social media (tweet/blog) at Council and Committee meetings provided that this does not disturb the business of the meeting. If you wish to film a particular meeting, please liaise with the Council Officer listed on the front of the Agenda prior to the start of the meeting so

mailto:[email protected]

http://www.runnymede.gov.uk/


that the Chairman is aware and those attending the meeting can be made aware of any filming taking place.

Filming should be limited to the formal meeting area and not extend to those in the public

seating area. The Chairman will make the final decision on all matters of dispute in regard to the use of

social media, audio-recording, photography and filming in the Committee meeting.

(See overleaf)


If you need help reading this document please contact the Council on 01932 838383 and we will try to provide a reading service, a large print version, or another format.


LIST OF MATTERS FOR CONSIDERATION PART I Matters in respect of which reports have been made available for public inspection

Page

1. FIRE PRECAUTIONS

5

2. NOTIFICATION OF CHANGES TO COMMITTEE MEMBERSHIP

5

3. MINUTES 5

4. APOLOGIES FOR ABSENCE

5

5. DECLARATIONS OF INTEREST

5

6. COMMUNITY DEVELOPMENT KEY PERFORMANCE/ACTIVITY INDICATORS - QUARTER 1, 2014/15

5

7. HM QUEEN STATUE PROPOSAL FOR RUNNYMEDE PLEASURE GROUND

6

8. CAR PARKING AT HOMEWOOD PARK

10

9. CEMETERY CAPACITY

12

10. SAFER RUNNYMEDE AND COMMUNITY SAFETY ANNUAL REPORT 2013/14

13

11. CABRERA TRUST MANAGEMENT COMMITTEE – MINUTES – 25 JULY 2014

14

12. URGENT ACTION – STANDING ORDER 42

14

13. EXCLUSION OF PRESS AND PUBLIC

14

PART II Matters involving Exempt or Confidential Information in respect of which reports have not been made available for public inspection a) Exempt Information 14. COMMUNITY TRANSPORT 15 b) Confidential Information (No reports to be considered under this heading)


1. FIRE PRECAUTIONS The Chairman or a nominated Member of the Committee will read the Fire Precautions which set out

the procedures to be followed in the event of fire or other emergency. 2. NOTIFICATION OF CHANGES TO COMMITTEE MEMBERSHIP 3. MINUTES To confirm and sign, as a correct record, the Minutes of the meeting of the Committee held on 18 June 2014 which were included in the July 2014 Minute book previously circulated. 4. APOLOGIES FOR ABSENCE 5. DECLARATIONS OF INTEREST If Members have an interest in an item please record the interest on the form circulated with this

Agenda and hand it to the Legal Representative or Democratic Services Officer at the start of the meeting. A supply of the form will also be available from the Democratic Services Officer at meetings.

Members who have previously declared interests which are recorded in the Minutes to be

considered at this meeting need not repeat the declaration when attending the meeting. Members need take no further action unless the item in which they have an interest becomes the subject of debate, in which event the Member must leave the room if the interest is a disclosable pecuniary interest or if the interest could reasonably be regarded as so significant as to prejudice the Member’s judgement of the public interest.

6. COMMUNITY DEVELOPMENT KEY PERFORMANCE/ACTIVITY INDICATORS – QUARTER 1,

2014/15 (CD) (Ref: Minutes of Community Services Committee, January 2013, page 512, para 444, January 2014, page 578, para 528 and March 2014, page 698, para 617 and June 2014, page 25, para 55) 1. Purpose of Report

1.1 The purpose of this report is to provide Members with the Quarter 1 (April – June 2014/15) Key Performance/Activity results for the services under the remit of this Committee and to highlight the targets for 2014/15.

2. Background Information

2.1 As part of the Performance Management Framework, quarterly performance reports are

made to Corporate Management Committee on:-

Financial Performance Corporate KPI Performance Projects Performance

2.2 The latest report on corporate KPI performance was submitted to Corporate Management

Committee on 28 August 2014 and has been emailed to all Members of the Council.

3. Report

3.1 Set out at Appendix ‘A’ are the Quarter 1 (April – June 2014/15) results for the Key Performance/Activity Indicators for some of the services under this Committee’s remit.

3.2 Two indicators have green status and are predicted to meet or exceed their annual target.

The other has amber status and is likely to improve in the coming months. 3.3 Within the Community Development Business Centre Plan, the following indicators are

being monitored this year:


Target

Performance Indicator Q1 (Apr-June)

Q2 (Jul-Sept)

Q3 (Oct-Dec)

Q4 (Jan-Mar)

Full year (Apr-Mar)

Numbers attending holiday and sports activity programme

1500

Number of Dial a Ride members/ subscribers 570

Number of Community Meals delivered 11500 11500 11500 11500 46,000

Number of Community Transport journeys 55,000

Percentage of Careline calls answered within 60 seconds

98.5% 98.5% 98.5% 98.5% 98.5%

Income as a percentage of overall cost for Safer Runnymede

38%

Percentage of available allotment plots let 95%

3.4 The annual indicators for ‘Income as a percentage of overall cost for Safer Runnymede’ and

the ‘percentage of available allotments plots let’ are provided at the end of the year.

3.5 This item presents the opportunity for Members of the Committee to ask any questions relevant to the remit of this Committee. However, to ensure that Officers are able to give a full response, Members are reminded that advance written notice of any questions must be given to the Chairman, relevant departmental Corporate Head and Head of Strategy no less than 48 hours prior to the meeting.

3.6 Members are also asked to note that this report should be distinguished from committee

specific reports and is a standard report submitted to all the service committees. The aim is to improve awareness of corporate performance and should be read in conjunction with this Committee’s Business Centre Plan.

(FOR INFORMATION) Background Papers None stated. 7. HM QUEEN STATUE PROPOSAL FOR RUNNYMEDE PLEASURE GROUND (SP) (Ref: Minutes of Corporate Management Committee, March 2012, page 610, para 568, July 2012,

page 184, para 172, Community Services Committee, March 2012, page 696, para 620 and November 2012, page 381, para 336)

1. Purpose of Report

1.1 The purpose of this report is to ask Members (in their capacity as Trustee of Runnymede Pleasure Ground Trust) whether they wish to approve, in principle, a HM The Queen statue being located within Runnymede Pleasure Ground, subject to a later report which would confirm the expected ongoing costs and the final design details.


2. Background Information 2.1 Runnymede Pleasure Ground (RPG) is a public open space on the banks of the River

Thames, mid-way between Egham and Old Windsor, and is held by the Council as Trustee. The exercise of the Trustee function is delegated to this Committee and must be exercised in accordance with the terms of the Trust and in its best interests. The site is managed by the Council’s Green Space Team.

2.2 The Trust comprises Runnymede Pleasure Ground and the adjacent St Anne’s land. 2.3 The existing facilities provided on site are: ● outdoor café (with small indoor seating area); ● public toilets; ● tarmac car park for winter use, plus large grass areas opened up for parking in

summer; ● children’s play area; ● children’s splash pool; ● river cruises by French Bros and Salters; and ● seasonal children’s rides – bouncy castle, battery powered cars/motorbikes 2.4 The Trust’s running costs are paid for out of the income it makes. Income for 2013/14 is

estimated at £108,000 and is mainly generated through car park charges (£71k) and a catering concession (£21k). The Trust currently holds approximately £144k in reserves. Currently, all the income has to be retained by the Trust and spent on site, but the Council is working with the Charity Commission to develop a scheme whereby excess income could be spent at other parks in the borough also held in Trust. This exercise should be completed by the end of November this year.

2.5 Following the decision not to proceed with a new Magna Carta visitor centre, consideration

has been given to how RPG might be improved by upgrading the facilities currently on offer and how such improvements might be funded.

2.6 Although it is a very popular park (particularly in the summer), Officers are of the view that

improvements to the facilities could increase its popularity and use. Officers are currently working on a business case for improvements to Runnymede Pleasure Ground which should be completed around the end of September. The business case is considering:

● improved or new café/pavilion building offering higher quality catering and

interpretation room/area; ● new children’s water park; ● additional public toilets; ● two new play areas, one for younger children (under 8’s), one for older children; ● improved car parking payment system; and ● improved main entrance and car park layout; 2.7 The National Trust led a bid to the Heritage Lottery Fund (HLF) which proposed to include

better pathways and signage within Runnymede Pleasure Ground. In July 2014, HLF advised the bid had been unsuccessful but encouraged a resubmission at a later date if the bid can be developed further. It is now expected the bid will be resubmitted in December 2014.

3. Report

3.1 A company named Runnymede Magna Carta Legacy has been established which Councillors Derek Cotty and Paul Tuley are Directors of along with one other individual. Assistance is also being provided by Councillor Hugh Meares. The company’s aim is to deliver a statue of HM The Queen within Runnymede Pleasure Ground. It is a not for profit company and charitable status has been applied for.

3.2 The statue will be a bronzed statue of HM The Queen and it will include a bronzed plaque to

teach/remind people how the principles of Magna Carta, agreed by King John, have lived on right through to the reign of the current monarch 800 years later. It is intended that the


statue will serve as a fitting tribute to the longevity of the freedom and democracy principles of Magna Carta which are still prevalent today.

3.3 It will be the last statue commissioned of HM The Queen and it is understood Her Majesty

has given her consent for it to be located within Runnymede Pleasure Ground.

3.4 Attached at Appendix ‘B’ is a drawing of the statue which shows the maximum height being considered. Appendix ‘C’ shows the proposed location of the statue and surrounding stone setting.

4. Financial Implications 4.1 The Runnymede Magna Carta Legacy company is responsible to secure any required

funding to deliver the project. Estimated costs are currently £350,000. A decision is due to be made in September as to whether the project should proceed in order to have any possibility of it being delivered by the anniversary date in 2015. For this date to be achieved, off-site work would need to be undertaken at risk while the planning application is being considered.

4.2 The company has indicated that whilst it would be disappointed not to deliver the project by

the anniversary date, it would still wish to do so, subject to the required finance being secured.

4.3 Members of this Committee (in their capacity as Trustee) are being asked at this time

whether they will approve the project in principle, subject to further details about the expected ongoing costs and the final design details before any further investment is made.

5. Legal Implications 5.1 The proposals set out above need to be considered against the backdrop of the legal status

of the land and the legal restrictions which bind the Council as a result of that status. The Council is the Trustee of the Runnymede Pleasure Ground Charity (Reg Charity No. 305021) (RPG). RPG comprises a gift of land, which was made to the Egham Urban District Council in 1928 by a local individual. A further piece of land, which adjoins the RPG, was conveyed in 1938 to Egham UDC as an endowment for the benefit of the RPG. In essence this additional land is designed to be used to support the continued use of the RPG.

5.2 The 1928 conveyance declared that the RPG land would be held “upon Trust for the

perpetual use thereof by the Public for the purpose of exercise and recreation as an Open Space”. There then follow Trust provisions “in particular” for parking, impromptu games and winter games. There are also provisions to the effect that the land (especially the river bank) should be used primarily for the benefit of motorists, which by implication the Council has always believed means that such land is to be used as a place of resort for motorists rather than a place on which motoring takes place. This interpretation has enabled parking provision to be provided at the RPG.

5.3 The 1928 conveyance contains no provision for endowing the land and it has been the

Council’s view that the reference to Open Space is sufficient to infer that the land was acquired by the Egham UDC pursuant to powers contained in Section 9 of the Open Spaces Act 1906 (the 1906 Act). If this view is correct Section 10 of the 1906 Act provides that the Council:

“shall, subject to any conditions under which the estate…was so acquired – a) hold and administer the open space...in Trust to allow, and with a view to, the

enjoyment thereof by the public as an open space within the meaning of this Act and under proper control and regulation and for no other purpose; and

b) maintain and keep the open space …in a good and decent state… and may inclose it or keep it inclosed….and may drain, level, lay out… (etc)…and otherwise

improve it and do all such works and things… (etc)…as may be requisite for the purposes aforesaid or any of them”.


5.4 Regulation can be achieved by passing byelaws under Section 15 of the 1906 Act and the Council has made byelaws to regulate behaviour at the RPG under this statutory provision.

5.5 The current proposal involves the siting of a structure on the land and this will require the

Council, as Trustee, to consider a number of legal issues. The first will be whether the placing of the statue on the RPG would in any way be contrary to the objects of the Trust under which the land is held. Given that the proposal will occupy only a small area of land it is unlikely that objects of the Trust will be adversely affected.

5.6 The next issue to consider is the question of ownership of the statue. Runnymede

Magna Carta Legacy would like to gift the statue to RPG. The presumption in English land law is that anything permanently affixed to land becomes the property of the land owner. It is likely that the statue will be permanently affixed to the RPG land. If that is the case then the Trust will become its owner on the basis that it will be gifted to the Trust. This would require the Trust to be responsible for the ongoing maintenance costs associated with the statue, as well as security and insurance.

5.7 If the company intends to continue in existence after the initial work associated with the

creation of the statue then an alternative option could be to grant a lease of some of the RPG land to facilitate the erection of the statue. In this scenario the statue would remain in the ownership of the company and they would have to remain responsible for maintenance and insurance. The Trust would still be responsible for site security and any agreement would have to contain provisions to protect the Trust’s position.

5.8 If the lease route were pursued the Trust would have to consult the Charity Commission on

issues concerning the terms of any lease which might be granted. The reason for this is that the statue would be erected on operational land of the Trust and thus there would be a reduction, albeit a small one of the land which can be used for the Trust’s purposes. There are rules which govern such situations and require charities leasing land to ensure that any such lease is for a market value unless certain exemptions apply. The Trust would be required to possibly obtain a valuation report to confirm that market value is being obtained. There may be an exemption which might avoid the need to obtain market value. The exemption relates to the leasing of land to another charity with similar objects to the Trust. On the basis of the limited information currently available it is not clear whether this exemption would apply in this case.

5.9 At this stage, the Committee (in its capacity as trustee) is being asked whether it will

approve the project in principle, subject to further details about the expected ongoing costs. Should Runnymede Magna Carta Legacy raise the necessary funding and decide it would like to proceed then Officers will return with further details about expected ongoing costs and a final design in order for the Committee to make a final decision.

. 5.10 Based on the final design being in accordance with the proposal i.e. not enclosing a large

area of the site with high structures or requiring a larger amount of land to accommodate the statue, then Officers believe the proposal would not be contrary to the objects of the Trust to use the land for open air recreation.

6. Equality Implications 6.1 The proposed statue and surrounds would be accessible for people with physical

disabilities. 7. Council Policy 7.1 It is a key strategic goal within the Sustainable Community Strategy that the Council

supports the 800th anniversary of Magna Carta, which these proposals would contribute towards (as a lasting legacy).

OFFICERS' RECOMMENDATION that –

i) the Committee notes that any decision in principle will be

subject to review of ongoing costs, agreeing the final design

details, planning permission being granted, and the company


deciding to proceed (a further report will be provided with these

details);

ii) The Committee (in its capacity as trustee) decides whether at

this time it agrees in principle to:

a) the statue and some surrounding landscaping being

accepted as a gift to Runnymede Pleasure Ground Trust (final design will be provided in the next report); and

b) the preferred location of the statue and stone setting.

(TO RESOLVE) Background Papers None stated. 8. CAR PARKING AT HOMEWOOD PARK (CD) 1. Purpose of Report

1.1 The purpose of this report is to recommend the introduction of pay and display parking at Homewood Park in Chertsey.

2. Background Information 2.1 Homewood Park came to the Council in 1999 through a section 106 agreement with the

developers of the adjacent Hillswood Business Park. It is 23 hectares (57 acres) in size and the majority of it is open parkland, but there are lakes, some woodland, a wildflower meadow and horse riding and footpath routes through it. There are also public toilets.

2.2 The car park, which has 70 spaces (5 disabled) and was provided for park users, is currently

free of charge. A plan is attached at Appendix ‘D’ with the car park shown in red edging. 2.3 The arrangements have worked well since the park was first opened. The car park is,

however, a short walk from the St Peter’s Hospital site and Officers have found increasing numbers of hospital staff and visitors are parking there free of charge for extended periods (hospital staff have parking permits for the hospital site in their windscreens, so are easily identified).

2.4 For a time this situation was tolerable as there were always plenty of parking spaces left for

park users, but over the last few months Officers have seen an increase in the number of hospital staff using the car park and it has reached the point where there are often very few spaces left for bona fide park users.

3. Report 3.1 Officers have considered two approaches to deal with this problem and in particular to

ensure that parking spaces are available for park users.

1. Introduce a time limit on parking of three hours. 2. Introduce pay and display parking with an initial free period of three hours.

3.2 Both options would allow park users to park free of charge for up to three hours. This is

considered to be ample time for them to participate in the usual range of activities that take place in the park – dog walking, picnicking, jogging, etc.

3.3 Both options would require the Off Street Parking Order to be amended. 3.4 Option 1 would be implemented by installing appropriate signage on site notifying users of

the time limit on parking and could be enforced by the Council’s Parking Enforcement Officers. The Parking Enforcement team is quite small however, so their visits to this site


would not be frequent. Any income would come from fines imposed for overstaying the parking time limit.

3.5 Option 2 would involve installing a pay and display machine with appropriate signage. The

Council’s Parking Services are holding a spare machine which could be utilised and this would be managed (cash emptied, tickets re-stocked, maintained) by them. If needed, it could also be monitored by an existing CCTV camera on site. Assuming hospital staff continue to park there, pay and display parking could quickly start to generate a regular income, as detailed in paragraph 5 below.

3.6 Officers are therefore recommending option 2; the introduction of pay and display parking,

with an initial free period of three hours. 3.7 If option 2 is approved, Officers will regularly monitor usage of the car park and review the

charging regime as appropriate. 4. Council Policy 4.1 One of the four main priorities in the Council’s Sustainable Community Strategy is “An

Environment to be Proud of” and “maintaining and enhancing a local environment of which Runnymede citizens can feel proud” and “well cared-for streets and open spaces that help people to feel safe and secure in their community” are key aspects of the Strategy.

5. Resource Implications 5.1 Option 1 – the legal process and signage is expected to cost no more than £1,000. Income

from fines is expected to be minimal at £25 – £50 per occasion. 5.2 Option 2 - A pay and display machine costs £4,000. There would need to be an internal

transfer of funds to pay for the use of the spare machine. Therefore, the initial outlay from Green Space budgets for the machine and signage is expected to be around £5,000. If the parking charge is set at £3 a day, which is comparable with what staff pay on the hospital site, and the majority continue to park at Homewood Park the income could be between £30,000 and £45,000. Therefore, the initial costs would be recouped within a year and would retain the income going forward.

5.3 The proposed days/hours of operation for the new car parking regime are Monday to

Saturday up to 3 hours free (return prohibited within 3 hours) with a daily charge of £3. A Penalty Charge Notice would apply for cars parked for more than three hours without a ticket covering the charging period of 8am – 6pm, other than Sundays and Public Holidays when parking would continue to be free of charge.

5.4 Should parking charges be introduced, the land would be assigned to the Environment and

Sustainability Committee and be managed, maintained and enforced as part of the general parking estate.

5.5 When Homewood Park was first passed to the Council as part of the planning permission

and associated section 106 agreement, it included a sum of money for maintenance. This sum is being drawn down at the rate of approximately £25,000 per annum and will run out during 2017/18. Therefore, it is suggested that in this particular case, the income generated by the proposed car parking regime could be recharged to the Green Space account specifically for maintenance related to Homewood Park, to replace the section 106 money. Income from Penalty Charge Notices would be retained by Parking Services to offset their costs of enforcement.

6. Legal Implications 6.1 There is nothing within the section 106 agreement that prevents the Council from

introducing the proposed car parking regime at Homewood Park.

OFFICERS' RECOMMENDATION that –


Homewood Park car park be used for pay and display car parking as set out in

the report and be assigned to the Environment and Sustainability Committee

with a recharge equivalent to the parking income received and passed to the Green Space budget in Community Development to facilitate future

maintenance of Homewood Park.

(TO RESOLVE) Background Papers None stated. 9. CEMETERY CAPACITY (CD) (Ref: Minutes of former Leisure and Environment Committee, March 2011, page 635, para 621) 1. Purpose of Report

1.1 The purpose of this report is to update Members regarding the availability of land for burials at each of the Council’s cemeteries.

2. Background Information 2.1 The Council manages four operational cemeteries. These are at Englefield Green, Thorpe,

Chertsey and Addlestone. Between them they accommodate about 140 interments a year, around half of which are in new graves.

2.2 In March 2011 the former Leisure and Environment Committee received a report which

estimated the future availability of land for burials at each cemetery at that time. This report updates those figures and advises Members of options being considered for the future.

3. Report Availability 3.1 Based on levels of demand over the last 5 years, the estimated availability of land in each

cemetery suitable for new graves is set out below:

3.2 At Thorpe, an additional piece of land is due to come to the Council in the near future which will provide capacity for another 20 years or so. Therefore, there is adequate provision at Chertsey, Englefield Green and Thorpe, but a shortage at Addlestone.

3.3 Although grave space at Addlestone Cemetery has lasted longer than expected, it will be

used up very soon. As no suitable alternative burial land in the vicinity has been identified to date, families of the deceased, who would have chosen a burial in a new grave at Addlestone, expected to number about 10 a year, will have to be offered burials at Chertsey or Englefield Green cemeteries instead. This will reduce the combined future capacity of these sites by an equivalent amount.

3.4 The committee report in 2011 described investigations into the possible use of Council

owned land close to Addlestone Cemetery, at Simplemarsh Farm, to provide additional capacity. However, high ground water levels were found which made that site unsuitable for burials.

3.5 Officers are therefore considering options for providing additional burial space and looking at

the feasibility of providing a crematorium in the borough. A further options report will follow in due course.

Addlestone Cemetery 2 - 3 months Chertsey Cemetery 40 - 45 years Englefield Green Cemetery 40 - 45 years Thorpe Cemetery 2 - 3 years


4. Legal Implications 4.1 The Council may provide and maintain cemeteries within or outside the area by virtue of the

Local Government Act 1972, section 214(2). (FOR INFORMATION) Background Papers None stated. 10. SAFER RUNNYMEDE AND COMMUNITY SAFETY ANNUAL REPORT 2013/14 (CD) (Ref: Minutes of Community Services Committee, September 2013, page 246, para 236) 1. Purpose of Report

1.1 The purpose of this report is to provide an annual outline of the work of Safer Runnymede and Community Safety in 2013/14.

2. Background Information 2.1 The report on Safer Runnymede has previously been produced by the Community Safety

Manager. Due to retirement and changes in staffing, this year’s report has been produced by a number of Officers with responsibility for specific areas of the service.

2.2 This Committee has budgetary responsibility for Safer Runnymede and Community Safety.

The report is also presented to the Community Safety Partnership and Crime and Disorder Committee.

3. Report 3.1 Attached at Appendix 'E’ is the Annual Report on Safer Runnymede and Community Safety

operations and activities. The report outlines new initiatives that have been delivered such as work with older people in making them more aware of the dangers they face and how to recognise these and new initiatives such as Carecall and the GPS tracking system.

3.2 The information compiled in the report is available to Members throughout the year,

including breakdowns by ward of crime and anti-social behaviour. The Community Safety Officer is available to deal with local issues and identify ways of resolving these in conjunction with other agencies.

3.3 Members may wish to note that a new on-line reporting form has been introduced as part of

the web site upgrade. This should make reporting much easier for residents and may well increase over the next 12 months.

4. Resource Implications 4.1 Safer Runnymede’s operational costs for 2014/15 are set out below: Gross expenditure £1,218,480 Income £750,100 Net expenditure (met by the Council) £468,380 Members may wish to note that net expenditure to the Council is £36,500 lower than the

previous year’s outturn. This was due to an increase in income but also a significant reduction in expenditure.

4.2 The Council does not receive any Government, County, or Police grant for this valuable

service and is continually looking for new sources of funding. (FOR INFORMATION) Background papers


None stated. 11. CABRERA TRUST MANAGEMENT COMMITTEE – MINUTES – 25 JULY 2014 (LG) The Minutes of the meeting of the Management Committee held on 25 July 2014 are attached at

Appendix ‘F’. (FOR INFORMATION) Background papers None. 12. URGENT ACTION - STANDING ORDER 42 (LG) The following action has been taken after consultation with the Chairman of the Committee under

Standing Order 42.

Officer Action Central Index No

Corporate Head of Housing and Community Development

Restructure of the Community First team, creating three posts, of which two would be existing staff slotted into the new structure and the third a new position. Also, the re-grading of a post in Safer Runnymede.

812

(FOR INFORMATION) Background Papers Proforma No 812 dated 27 June 2014 (exempt) 13. EXCLUSION OF PRESS AND PUBLIC OFFICERS' RECOMMENDATION that – the press and public be excluded from the meeting during discussion of the following

report under Section 100A(4) of the Local Government Act 1972 on the grounds that

the report in question would be likely to involve disclosure of exempt information of

the description specified in paragraph 3 of Part 1 of Schedule 12A of the Act. (TO RESOLVE) PART II Matters involving Exempt or Confidential Information in respect of which reports have not been made available for public inspection a) Exempt Information Para 14. COMMUNITY TRANSPORT 3

b) Confidential Information (No reports to be considered under this heading)

Community Services Committee

Thursday 11 September 2014

Appendices

A~~endix Re~ort Page no.

A Community Development Key 2 Performance Indicators 2014/15

B HM The Queen statue- 4 proposed design

c HM The Queen statue- 5 proposed location

D Homewood Park Car Park - 6 location map

E Safer Runnymede and Community 7 Safety Annual Report 2013/14

F Cabrera Trust Management Committee 16 -Minutes- 25 July 2014

- 1 -

Corporate Key Performance Indicators 2014/15 Key

Performance/a There is some There is a

ctivity is still on concern serious

meeting the concern that Current status : Green= track to meet or Amber= Red=

exceed the annual target the annual

annual target but it is likely target will not

rectifiable be met

Actual has Actual has Actual similar significantly significantly

Trend : ~ +-- = to last t = improved t = worsened measurement since last since last

measurement measurement

2013/2014 2014/2015 2014/15 Target Actual Target Actual

02 04 Annual 02 03 Status for Trend ..

Officer(s) 01 03 01 04 Annual Comments/ Indicator Whole year (Jul- (Jan- target I (Jul- (Oct- the (compared to

responsible (Apr-Jun) Sept)

(Oct-Dec) Mar) estimation (Apr-Jun)

Sept) Dec) (Jan-Mar) result

quarter last quarter) actions

COMMUNITY DEVELOPMENT

There is due to be a

CD1: Number of database Dial a Ride

JM via DW 565 564 570 570 570 570 570 598 Green cleanse in the

members/ ~ +--- near future so subscribers it is likely this

figure will decrease.

C02: Number of community meals JM via OW 44, 000

delivered

C03: Percentage of Careline calls JM via LB 98.5%

answered within 60

45,819

99.90% (31 ,843)

I v

11 ,500

98 .5%

11,500 11 ,500 11 ,500

98 .5% 98.5% 98.5%

May was a particu larly bad month from those previous for referrals and for customers leaving the

46,000 10,340 Amber ~ service for a number of reasons. June 2014 started to see a recovery back towards previous levels.

Almost 98.5% 99.95% (8559) Green ~ *"- optimum

performance

' ~-r

\,,

_,.,- ~ ~ ~-:s 'o

PLINTH DIMENSION IS 3550X2400 MM

.. "

·,~ ~ 50"0 l

STATUE ON PLINTH IS SET ON A STONE SURROUND HERE SHOWN AS 6350 X 5400 MM

,--

"'

"'

~m~~= :J

I -~W.

.! I

~ ')

ARCHITECT'S ORIGINAL SKETCH ELEVATION OF STATUE ON ITS PLINTH AGAINST BACKGROUND OF PIERCED STONE WALL/STONE BENCHES (WALL NOT PROPOSED IN THIS SCHEME)

THE HEIGHT OF THE STATUE IS 5050 MM FROM THE GROUND TO THE TOP OF THE STATUE

l-t

PHOTOGRAPH OF ARTIST'S MAQUffiE

DWG: MJT-03 REV: 28 AUG 2014

LOCATION MAP

Runnymede Pleasure Grounds, Windsor Road, Egham Date : 28/08/2014

Scale: 1:1,500 o .. _.12~.s===2~s._ .... _.som

unn'fmede "'1

~ BOROUGH COUNCIL

Runnymede Borough Council Runnymede Civic Centre

Station Road Addlestone

Po nd

,' I

' ' I '

' I '

)I-

...... - ., -- . I

Homewood Park Car Park

1 Th e G~;,J e n ~

/, I I il

I ( ',

Pond

'.:-

\ .

'·

e.j tJeys. I·A~ nsion

Ha y,•;orth

Hou se

.. 1.'

"

.11 ~

.1.

' ol t

~· 'I

~

r ' I

You are not permitted to copy, sub-license, distribute or sell any of this data to third parties in any form

OS Data © Crown copyright and database rights 2013 Ordnance Sun•ey 100006086 & Landmark Information Group Ltd

Flood Data © Environment Agency and database rights 2013

lmage1y © Getmapping pic 2013 & GeoPerspectives (Bluesk;~ & The Geolnformation Group

Map exported from rMaps on Fri Aug 2211:20:09 BST 2014

6

.. Fo unta iri

.. · ..

I \

.....

' \

J

Safer Runnymede and Community Safety Annual Report 2013-2014

1. INTRODUCTION

1.1 This report provides information for The Community Safety Partnership (CSP) which is the statutory partnership under The Crime and Disorder Act 1997, The Crime & Disorder Scrutiny Committee of Runnymede Borough Council which has responsibility for the overview and scrutiny of community safety matters in The Borough and the Community Services Committee which oversees the service.

1.2 The report documents all aspects of the work performed within the Community Safety Team and operators in the Safer Runnymede Care and Control Centre. This complies with the agreed Code of Practice which applies to the operation of public space CCTV and provides an outline of activity for partners.

1.3 Much of what the service deals with has to remain confidential as it involves police operations and actions by other enforcement agencies. This report is, as a result, limited in the detail that can be given about individual cases, many of which are yet to come to court. It also excludes information which could lead to the identification of individuals. All partners are, however, working increasingly together to address local problems and share information in accordance with the agreed countywide multi agency information sharing protocol.

1.4 Over the last 12 months there have been changes within the Community Safety Team with the Community Safety Manager retiring and the Administration Officer leaving. Recruitment of a new Community Safety Officer has taken place and they will be in post in early June 2014.

2. COMMUNITY SAFETY PARTNERSHIP

2.1 The Partnership has four main areas of activity and these include addressing problems caused by identifiable individuals; and addressing problems which occur at identified locations, support for ongoing projects and diversionary activities, support for new projects which are likely to benefit community cohesion.

2.2 A grant for Community Safety purposes has been significantly reduced over recent years, in 2013/14£3,200 was received from the Local Area Committee for local community safety work. Additional funding for one off projects included £1,100 for the QR code project and £2,550 from the Police and Crime Commissioners Office (PCCO) for SCAM leaflets and the junior citizen event. Other crime and disorder funding has been secured via 106 monies and this has been related to the local specific projects for example the installation of new cameras following new housing development. Small projects continue to be supported locally via the Community Incident Action Group (CIAG) and Joint Action Group (JAG).

2.3 Identified individuals causing problems within the community are considered at CIAG meetings. The meeting is attended by members of various agencies including the Police, Youth Support and Children's Services and looks at individuals who are causing a concern within the community. The group consider all available options including support to the individual or the parents, or in appropriate cases anti-social behaviour orders (ASBOs). There were a total of seven ASBOs in place at the end of the year. ASBO recipients are reviewed quarterly to assess progress or developments and adjustments to the ASBOs are made accordingly. The CIAG reports quarterly to the Community Safety Partnership and at the end of the year there were five individuals on CIAG.

2.4 Identified locations where the community are experiencing problems or specific crime types causing concern are considered at a JAG meeting. Multi agency coordinated

actions can often be more effective and less resource intensive than by a single agency working alone. Activities of the JAG are reported to the Community Safety Partnership and funding is allocated for projects as mentioned above. JAG projects tend to be more expensive but benefit a larger section of the community than CIAG projects. These projects now have to be funded through other sources which again is a resource intensive activity. At the end of the year there were three areas being monitored by JAG.

2.5 The Council still engages in the Government 'prevent strategy' developed to address the issues around potential terrorism. The new Community Safety Officer will continue to be the lead officer in RBC for this work which places responsibilities not only on the police but also the local authority. There are several levels of intervention dependent on the outcome of investigations, the lower level identifies those at risk of radicalisation, but not yet considered a threat to the wider community. The CIAG takes on management and coordination of agency working around individuals identified via the 'prevent strategy'.

2.6 In February 2014 the first crime summit was held in Runnymede at Chertsey Hall. About 1 00 people turned up at the event to hear from the Police Crime Commissioner (PCC) Kevin Hurley, Leader of the Council Patrick Roberts and the Borough Inspector Roger Nield. The summits are being held in every Borough and the general feedback from the event was very positive. There was an opportunity to ask questions of a panel and provide feedback on issues that affected people most in their local community. The main issues were identified as anti-social driving and parking, dog fouling and cycling/skateboarding on the pavements. 86% of those attending felt they were very or fairly safe in their neighbourhood.

2. 7 Two events were also put on to raise awareness among practitioners and older people about scams and other fraudulent behaviour that the may be susceptible to. Funded by the PCCO the practitioners event took place in March at the Hythe Centre and 30 people attended. There were presentations from a range of organisations including Think Jessica, the card fraud unit and the local police. In April an event for older people took place at the New Haw Older Peoples Centre and 38 people attended with talks on how to protect yourself from scams but also fire safety in the home and the community alarm service. The feedback was very positive and future events in other parts of the Borough are also planned.

3. ANTI-SOCIAL BEHAVIOUR

3.1 In Runnymede there is an online reporting system available on the Council web site for Anti-Social Behaviour. This facility is available to all local residents and the reports are automatically forwarded to the relevant departments or emergency service to be addressed. This system enhances the service already provided by the Safer Runnymede team over the telephone. As required Community safety staff would see residents at a venue of their choice to discuss on going issues or for reassurance purposes.

3.2 A summary of ASB reports received is included at Appendix 'A'. Overall reported ASB remains stable, with the numbers dropping over the last year. There has been a fall off in the number of reports on the BIM system, the reasons for this are not clear but the BIM system is now obsolete and continually breaks down. As part of the new web site a revised reporting form has been developed which should make it easier to reportASB.

2013/14 2012/13 2011/12 2010/11 Total number of ASB reports received 1,761 1,817 1,797 2,096 % of reports received electronically via 22.1% 33.3% 34.6% 31.5% BIM system

3.3 In 2014 there will be changes to legislation with the introduction of the Anti-social Behaviour, Crime and Policing Bill. Further details on the bill are coming out at the moment but it will introduce new community protection notices, public spaces protection orders and powers for the closure of premises.

4. CCTV OPERATIONS

4.1 The Safer Runnymede Control Room and Telecare Service Centre has now been in operation for 17 years. The state-of-the-art CCTV system continues to operate to the high standard envisaged in its original specification, with ongoing technical upgrades incorporated into the running costs.

The system design architecture enables us to retain CCTV images from each camera for a period of 31 days. Incidents are reviewed, archived and burnt to disk for Police and Council Officers as required.

The quality in picture display, camera operation and picture retrieval is commensurate with industry standards and is employed to its fullest extent.

We have received visits from, and assisted with, other Boroughs throughout the Country in their plans to follow this Council's lead in technology and operational methodology.

4.2 We operate in compliance with the National Strategy for Public Space CCTV.

4.3 Our unique operational environment is shared with the Surrey Police. The co-sharing arrangement has led to continued partnership working. An embedded system architecture provides dual access to both Council and Police cabling networks. This allows Safer Runnymede access to both Council and Police networks/phones and radios.

Our team of operators are able to use the Surrey Police incident handling system (ICAD) to quickly access incident information in real-time.

Police management have visited our control room and continue to be satisfied with all aspects of our governance.

4.4 We continue to operate as before with a dedicated operator 24/7 monitoring the cameras in our Borough and similarly provide a dedicated operator to monitor the cameras in Spelthorne and Elmbridge/Epsom & Ewell. We now also monitor two ANPR (Automatic Number Plate Recognition) systems for external partners at Esher and Wentworth.

4.5 The current total of CCTV camera connections stands at 632 (300 of these being part of the (South West Trains) transport network. Councillors will recall the unit started out with just 40 cameras to monitor.

4.6 Our team continues to hold responsibilities for CCTV cameras within Runnymede Borough, in addition to many of those which are owned by Spelthorne Council and all of the cameras owned by Elm bridge Council and Epsom & Ewell Council. We also provide supplementary monitoring and support to Thorpe Park and St. Peters and Ashford Hospitals during out-of-office hours. The concentration of these CCTV assets within a single working environment has continued to prove to be of considerable operational advantage. Incidents starting in one area are often resolved by observations in another. This wide area network of cameras is unique in the County and is of great benefit to local people and Surrey Police.

4.7 The cameras have been used in support of activities of the Community Safety Partnership in the gathering of evidence, enforcement of Anti-Social Behaviour

Orders and in those areas where Section 30 dispersal powers and DPPOs have been put in place.

4.8 In the first full year of operation 1998, operators recorded 784 incidents where cameras were used. In this year, we recorded a total of 9,191 incidents.

Borough 2012/13 2013/14 Runnymede 2,185 2,874 Spelthorne 1,593 2,133 Elm bridge 2,930 4,184 Epsom & Ewell Total 6,708 9,191

4.9 Our CCTV review area is capable of providing evidential DVDs and Still Photographs.

DVD Photo 2012/13 522 213 2013/14 592 49

4.10 The centre receives numerous visitors throughout the year, the majority of whom are Police Officers from local forces. On analysis, we found that each visit might take up a minimum of 10 minutes of Safer Runnymede staff time. Therefore, and in order to minimise the operational impact, we determined a revised CCTV reviewing protocol with colleagues at Surrey Police, where our staff would interrogate CCTV footage over a maximum timeframe of 15 minutes (at rapid speed).This procedure has resulted in a significant reduction of required visits by Surrey Police (and a significant cost saving to Surrey Police).

Organisation No. of visitors 2013/14 Police 1381 Engineers 59 Council Officers 14 Total 1454 (2528- 2012/13)

4.11 The Code of Practice permits use of the Public Space CCTV cameras for a number of different purposes and during the year the variety has been great. There have been many searches for missing people of all ages from the very young, to the elderly or sick. It is often difficult to place a tangible result on these events but as well as possibly preventing a tragedy, and reducing emotional stress for the relatives, there are also considerable known savings to Police resources.

4.12 The system is used by a number of Sections within the Council in the performance of their duties. It helps (by identifying) Town Centre Management problems such as rubbish, graffiti or broken street furniture and in consequence these issues are dealt with often before reports are received from the public. We also help other agencies, including Customs and Excise and Health and Social Care. The cameras provide evidence of many road traffic collisions and footage and stills are used in the investigations as to the cause. They also provide a safety and wellbeing element to residents and visitors who use our facilities at Halls, leisure Centres and Parks and Open Spaces.

4.13 The Network Management Information Centre (Surrey County Council Highways) continue to receive images of the Elm bridge cameras via fibre links as per their original contract with Elmbridge Borough Council. There is no resourcing impact on SR operations.

4.14 Use of the CCTV system under the Regulation of Investigatory Powers Act 2000 is recorded and during the year the legislation was used on 4 occasions. The necessary

authorisations were all provided by Surrey Police and authorised by a Police Superintendent.

4.15 The system continues to be maintained to the highest possible standards with the criteria always that the pictures must be of evidential quality.

5. COMPLAINTS

5.1 The CCTV system is operated strictly in accordance with an agreed and published Code of Practice. This complies with the requirements of the Information Commissioner. This requires complaints about misuse of cameras or invasion of privacy to be investigated and reported.

5.2 We received one complaint during 2013/14.This complaint was investigated under our internal disciplinary processes. The staff member is no longer employed at Runnymede Borough Council.

6. THE COMMUNITY ALARMS AND TELECARE SERVICE

6.1 Safer Runnymede Community Alarms Monitoring Service was formally audited and accredited to the Telecare Services Association (TSA) 2009 Code of Practice, during 2010, with further subsequent annual audits undertaken and passed. The audit process is mapped over numerous module elements, ranging from Corporate Governance to Staff and Training. Each element benchmarked Safer Runnymede against national standards. Key performance Indicators (KPI) targets were set and measured against those standards for elements including installation and call answering. Safer Runnymede significantly out-performs National Standards.

6.2 The Care Alarms activations may be life critical; therefore this service takes priority over all other services the control centre provides.

6.3 The centre is the receiving centre for the 'Careline' Clients in our Borough.

2012/13 2013/14 Calls received 32,437 31,843 Answered < 60 sees 99.87% 99.90% Answered < 180 sees 99.97% 99.97% Emergency Calls 1212 1321

The monitoring service is not only responsible for saving many lives but alongside the Telecare equipment it also enables some of our more vulnerable residents to remain in their own homes. Going forward, the room is designed to accommodate an increase in the number of clients that can be connected and the number of calls that can be answered.

6.4 We work closely with our neighbouring Boroughs who provide a similar service. In particular, we act as a disaster recovery site for Mole Valley Care Line and they act similarly for us. Equipment is located in each other's centre, linked continuously with our active Care Line Database ensuring up to the minute accurate replication. This would ensure seamless changeover operation in the event of a disaster in one or other's Control Room. This facility is tested frequently from both ends of the service.

6.5 The use of our centre for this service enables a synergy to be achieved which delivers an improved service to local people. Users of the Care line Service are often some of the most vulnerable members of our community and when they are the victim of crime the close working with Surrey Police facilitates the best possible response. In the event of a major incident such as flooding it is also a useful database immediately available to help identify those at greatest risk.

I I

7. OUT OF HOURS CALLS

7.1 The Centre takes emergency calls for Council Services whenever the Civic Offices are closed. The centre has also taken out-of-hours calls on behalf of Spelthorne since August 2008

2012/13 2013/14 RBC 1161 1888 RBC Housing 686 733 RBC Noise 244 199 RBC Env 12 29 RBC Depot 81 578 RBC Leisure 7 3 RBC Building Service 5 4 RBC Drainage 10 5 RBC Parking 1 8 RBC Tech Svcs Admin 36 34 RBC No further action required 79 295 Spelthorne Borough Council OOH 291 661 Service

7.2 Since the centre opened, the telephone number has become more widely known and used although it is never advertised. The staffing levels are not of that which a call centre would require to take all calls from a well-advertised number and when people witness incidents they are always advised to ring Surrey Police on 101 unless an emergency when '999' should be used.

7.3 To provide an effective service requires easy access to a wide variety of information. All information is now held on a computerised database, this enables an operator to retrieve any information required quickly and easily. Each Council department can now update their respective information on this database. For disaster recovery purposes, the same data is kept on a memory stick and regularly updated.

8. FLOODS

8.1 Runnymede and Spelthorne Boroughs experienced unprecedented levels of flooding during January of 2014.During the 10 day period 07/02/14-16/02/14 the centre received an additional 3,580 flood related telephone calls.

8.2 Additional duties were carried out by SR management and staff to ensure our customers experienced no dilution to existing core services. During this 10 day period an additional 144 additional operational hours were covered by the team (18 x 8 hour shifts)

8.3 The Safer Runnymede contact centre was used universally during this period as the primary customer contact point for both Runnymede and Spelthorne Borough Authorities.

8.4 As the river levels receded, the centre was then utilised to inform local residents of the recovery plan. Providing useful information links to residents throughout Runnymede and Spelthorne.

9. ALARM RECEIVING AND SECURITY DUTIES

9.1 We act as an alarm receiving centre for all alarmed Council properties in the Borough (25). This includes fire alarms in our multi-occupational blocks. By monitoring our fire and intruder alarm systems ourselves, we are saving a substantial amount of money previously paid to various outside companies for monitoring.

9.2 Installation of new software has enabled us to mimic that being installed with the Surrey Police. It is hoped we will, in the near future, act as disaster recovery sites for each other. This will further our partnership and mutual resilience.

9.3 Safer Runnymede personnel have continued to care for the security of the Civic Centre out of office hours. The centre also acts as a point of contact for staff working out of normal hours and weekends. Staff in the centre are able to summon help promptly should it ever be required, and never work lone shifts.

10. STAFFING

10.1 The team have a reputation of trying to be helpful and the continued low turnover has resulted in a considerable reserve of local knowledge and expertise. One part time and one full time member of staff have left during this period; however a new working rota has been introduced with an increase of 1.5 FTE staff members. The proposal to increase by 1.5 FTE was considered by members earlier in the period and implemented with due recognition toward the anticipated cost saving and resilience the increase would bring.

10.2 Safer Runnymede operates on minimum staffing. Overtime is required to cover annual leave and sickness which was 648 days in the last year. During the period 146 Sickness days (c£17k) were allocated to an individual who has now left the authority. Of those 648 shifts, 419 were covered by staff overtime and the remaining shifts 229 were covered by the supervisors or manager.

10.3 During the period shift cover did become increasingly difficult to manage, as we cannot use temporary or agency staff. However, as previously stated, we anticipate significant benefit to be gained from our revised Rota/Staff FTE during the coming year. All staff are trained to BTEC standard and all hold the necessary Security Industry Authority CCTV Public Space Surveillance Licences which have to be renewed every three years. Staff are also vetted by Surrey Police to NPPV2 level.

11. FINANCE

11.1 In common with all services, economies are being made wherever these can be achieved without direct adverse impact on members of the community. It is clear the service is valued but has a considerable ongoing cost. The room has been designed with the potential to expand and enable further income generation.

11.2 T t I d't o a expen 1 ure 2012/13 {£1 2013/14 (£)

Gross Expenditure 1,296,586 1,219,105 Income- external (433,548) (466,372) Income- internal (242,600) (247,825) I nco me - other (16,901) (0) Gross Income 693,049 (714, 197) Net Expenditure 603,537 504,908 Total External Revenue vs 33.43% 38.25% Expenditure

12. FUTURE DEVELOPMENTS

ANPRJCCTV

12.1 As in previous years, discussions are ongoing with a number of local businesses where developing closer working practices would see an advantage to all stakeholders. The system architecture and synergy affords potential partners various modes of connectivity to the command centre. These variable options allow Safer Runnymede to design and offer bespoke solutions to customers regardless of organisational size and remit.

12.2 The full launch of our ANPR scheme at Wentworth (19 ANPR Cameras) has already provided similar opportunities in Esher (3), with other interested parties looking to establish similar schemes throughout our area. The benefits of these schemes to both Police and nearby residents cannot be easily measured but the roll out of the schemes and the activity logged must speak for itself.

12.3 In the last year both Spelthorne and Elmbridge Boroughs have added extra cameras to their systems which have been incorporated into our monitoring contracts and finances adjusted accordingly. Leading and delivering on these projects has firmly established our reputation within the commercial environment.

12.4 In general terms new cameras are being installed are where others fund them and they have a clear benefit in addressing identified problems. CCTV is recognised as a powerful tool in the fight against crime and disorder, but its use should be proportionate. Many requests for new cameras are received but in many cases cheaper and simpler technology can achieve similar crime prevention results. In accordance with previously agreed policy, cameras are refused in purely residential areas.

12.5 Beyond these privately funded additions, many development agreements have an associated s.1 06 fund assigned. We are actively seeking to use utilise these funds to assist in our aims to reduce crime and disorder, and where possible, to establish future revenue streams (CCTV monitoring services)

GPS LOCATION SERVICE

12.6 During the latter part of the period we trialled and subsequently launched a new GPS (Global Positioning System) Location monitoring service. The service is designed, but not limited to, offer support toward Independent Living- a key nationally strategy of NHS/CCG (Clinical Commissioning Groups).

12.7 The GPS service provides real-time locational information to carers and family member, where clients or loved ones may have occasion to wander from their home environment. Service users are provided with a discreet device, worn around the neck on a lanyard, which acts primarily as a highly accurate location beacon. This device can also be used as a telecommunication device with a pre-programmed telephone link to Safer Runnymede

12.8 The devices can also be assigned to a 'safe zone', an area within which the service user is deemed to be able to carry out normal daily activity. An automatic SMS text message is sent to the Safer Runnymede centre when a user moves beyond this 'safe zone. 'Devices have already been successfully deployed around Runnymede.

12.9 Beyond this core strand, the service will also be aimed to provide a mechanism for cares to reduce resource commitments by utilising our 24/7 remote monitoring service. Local partners at Surrey County Council and other Districts/Boroughs within Surrey are keen to blend their own existing requirements and services with this new RBC offering.

12.10 To this end, SR and Community Services staff are to attend briefings/presentations for interested parties. To date, these presentations have been met with real enthusiasm and we will now look to develop revenue strands from those interested parties.

CARE CALL

12.11 A further new service (currently under post-trial evaluation) will be Carecall. Again, focusing upon vulnerable residents throughout Runnymede, this chargeable service

looks to provide a daily contact, initiated by the control centre, via existing Careline units.

12.12 This service seeks to provide residents with a daily link to a 'friendly voice'. Residents are provided with an opportunity to select a time slot within a 14 hour range 0700-1900 hrs. Staff from Safer Runnymede call out to our service users via their Careline unit and establish their wellbeing, sign posting to partner agencies where necessary. Where no reply is met, Safer Runnymede staff will contact a responder and notify them of the 'non-reply' and ask the responder to make arrangements to speak with the service user.

12.13 Client evaluations forms and responses from a recent 3 month trial are extremely encouraging and we will now look to launch the service in June 2014.

12.14 The 'likely to engage' responses to our trial suggests a target of 12% is achievable within year one. Prospective revenues from 12% of existing Careline clients (1 ,400) would be c£30k per annum.

Runnymede Borough Council

CABRERA TRUST MANAGEMENT COMMITTEE

25 July 2014 at 2.30 pm

Members of the Committee present: Councillors G.B. Woodger (Chairman), Mrs M Roberts (Vice

Chairman), and Mr C Hunt (Honorary Secretary)

The following attended in an advisory capacity; Mr P Winfield (Community Development Manager- Green Space), Mr P French (Head of Financial Services), Honorary Wardens Mr T Ashby, Mr K Barkham and Mr J Midwinter.

Mr A Saunders and Mr P Stephens, were absent.

1. ELECTION OF CHAIRMAN

Councillor G B Woodger was elected Chairman for the ensuing year.

2. ELECTION OF VICE CHAIRMAN

Councillor Mrs M Roberts was elected Vice- Chairman for the ensuing year.

3. MINUTES

The Minutes of the meeting of the Committee held on 3 January 2014 were confirmed and signed as a correct record.

4. APOLOGIES FOR ABSENCE

Apologies were received from Councillor P.S. Sohi, Mr P McKenzie (Honorary Treasurer) and Mrs H Lane (Honorary Warden).

5. ACTIONS TAKEN SINCE LAST MEETING

The Committee noted that other sources of funding for both the new footbridge and the boardwalk diversion were being sought by AIR.

Officers advised the Committee that withdrawal of trust funds agreed at the meeting of the Committee in January had not

ACTION

been implemented yet. It was expected that this would be Peter McKenzie actio ned in November/December this year when the money would be required.

Mr Barkham advised the Committee that he and Council Officers had been in discussions with Surrey County Council regarding the 'dip' in the station path. Surrey County Council had undertaken an inspection and actioned 3 other areas of patching work but had not levelled the 'dip', however, they had now agreed to do so.

IG - 1 -

Surrey County Council had suggested the trees and vegetation overhanging the footpath be cut back as they felt this would aid drying out the footpath, but Officers did not think this would help. Additionally, in order to improve the footpath Surrey County · Council had recommended that a joint effort between Network Rail, Runnymede Borough Council and Surrey County Council carrying out some improvements should be considered. This would need some funding from all parties involved. The Committee noted that the footpath was not the responsibility of Runnymede Borough Council.

Mr Winfield advised the Committee that Runnymede Borough Council's drainage team would consider ditch clearance in September.

The middle sleeper on the bridge leading up to the path in Badgers Hill had been fixed.

The encroachment at 50 Cabrera Avenue had been resolved. A letter acknowledging the removal of the encroachment was sent to the residents in May. There were no further encroachments on site at the present time. Boundaries would continue to be inspected as part of the monthly inspection regime, specifically over the winter months when access was a little easier.

Officers had recently been made aware of two fallen trees. One had fallen across a sewer line so had to be removed to preserve access for the utilities companies. The other, a large Alder was across the Bourne and would be assessed for safety. The top branches would require to be cut back after which it was hoped the tree could remain in situ.

The Green Space team had recently used an alternative decking board product at another site. The boards comprised of factory fitted anti-slip strips on standard pressure treated timbers. It was proposed that in future these were used as an alternative to the chicken wire covered boards currently forming the boardwalks at the Riverside Walk. Replacement would be carried out as and when required rather than a wholesale replacement across the site. The resulting boardwalks should require less maintenance, be easier to clean and trap less leaf mould on the surface of the boards, thereby prolonging their life. Another benefit was that when the chicken wire did fail it had a tendency to bunch up and form a difficult to see trip hazard. The anti-slip strips were formed of a fine resin bound aggregate material which could be colour coded to a natural buff colour to blend in with the surroundings.

6. FINANCIAL MONITORING STATEMENT AND THE TRUST'S INVESTMENTS

The Committee received the quarterly Financial Monitoring Statement for the period ending 30 June 2014.

Officers had previously advised the Committee of the need to withdraw £10,000 from the Trust's external investment holdings and transfer it to the holdings managed by Runnymede Borough Council. This would allow the money to be drawn down as and

-2-

when it was required over the next year or two.

The Committee noted that the general expenses included a 10% administration fee for AIR for arranging the proposed special works.

As at 30 June 2014 the total market value of all held by the Trust was £234,852.

An error was noted on the investment values submitted at the AGM. Whilst the values were correct the dates had not been updated from the previous year. Officers would rectify.

7. ANY OTHER BUSINESS

Officers were advised that residents in two properties in Keeper's Close had approached the Committee. Both properties backed onto the Trust Land at the north of the site. The residents were concerned as their gardens were extremely wet and not draining. Officers had liaised with the Council's

Peter McKenzie

drainage department and asked them to investigate whilst Peter Winfield undertaking their drainage assessment on the site in September. Whilst it was a possibility the ditch could be dug out to get it to drain better, getting the balance right had to be considered as the area needed to be kept wet for the wildlife.

The Committee was asked to choose a talk on a popular subject for the AGM 2015 as an early booking of a speaker was essential. Having considered the list of previous talks the Carol Holehouse Committee agreed that a talk on either "Birds of Prey'' or '"'Small Rodents" would be preferred.

8. DATES FOR MEETINGS IN 2015

The Committee noted the following;

The next meeting of the Management Committee would be held on Friday 9 January 2015 at 2.30pm.

The July meeting of the Cabrera Trust Management Committee would be held on Friday 24 July 2015 at 2.30pm.

The Cabrera Trust Management Committee AGM would be held on Tuesday 16th June 2015 at 8.00 p.m

(The meeting ended at 3.05 pm)

\ - 3-

Chairman

LOCATION MAP

Runnymede Pleasure Grounds, Windsor Road, Egham Date: 28/08/2014

unn~mede'" ~

BOROUGH COUNCIL

Runnymede Borough Council Runnymede Civic Centre

Station Road Addlestone

Surrey KT15 2AH

" '

Homewood Park Car Park

j,, l

; {

~otleys

lvbnsion

Hayworth House

! !

You are not permitted to copy, sub-license, distribute or sell any of this data to third parties in any form

OS Data© Crown copyright and database rights 2013 Ordnance Sun•ey 100006086 & Landmark Information Group Ltd

Flood Data© Environment Agency and database rights 2013

Imagery © Getmapping pic 2013 & GeoPerspectives (Blueslo~ & The Geolnformation Group

Map exported from rMaps on Fri Aug 22 11:20:09 BST 2014

'Fountain

Community Services Committee - Borough of Runnymede...K:\agendas\Community Services Committee\2014\09\Community Services 110914 Agenda.doc . Community Services Committee . Thursday

Documents