Community Services Committee Thursday 15 September 2016 at 7.30pm
There will be a presentation by Thorpe Players on the management of Thorpe Village Hall after the fire precautions have been read Council Chamber Runnymede Civic Centre, Addlestone Members of the Committee Councillors Miss M N Heath (Chairman), M G Nuti (Vice-Chairman), D E Anderson-Bassey, Mrs D V Clarke, J R Furey, Mrs M T Harnden, Miss D Khalique, N M King, S A Lewis and Mrs G Warner. 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 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.
- 1 - V:\Agendas\Community Services Committee\2016\09\Community Services 150916 Agenda.doc 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.
- 2 - V:\Agendas\Community Services Committee\2016\09\Community Services 150916 Agenda.doc LIST OF MATTERS FOR CONSIDERATION
PART I
Matters in respect of which reports have been made available for public inspection
Page
1. FIRE PRECAUTIONS 4
2. NOTIFICATION OF CHANGES TO COMMITTEE MEMBERSHIP 4
3. MINUTES 4
4. APOLOGIES FOR ABSENCE 4
5. DECLARATIONS OF INTEREST 4
6. FAMILY SUPPORT PROGRAMME UPDATE 4
7. EGHAM MUSEUM UPDATE 6
8. SAFER RUNNYMEDE AND COMMUNITY SAFETY ANNUAL REPORT 8 2015/16
9. COMMUNITY DEVELOPMENT KEY PERFORMANCE/ACTIVITY 9 INDICATORS – QUARTER 1 2016/17
10. CABRERA TRUST MANAGEMENT COMMITTEE – MINUTES – 27 JUNE 10 AND 22 JULY 2016
11. NON-EMERGENCY PATIENT TRANSPORT To Follow
12. EXCLUSION OF PRESS AND PUBLIC 11
PART II
Matters involving Exempt or Confidential Information in respect of which reports have not been made available for public inspection
a) Exempt Information
13. MANOR FARM DEMENTIA DAY CARE PROVISION To Follow
14. ORCHARD CENTRE - FUTURE USE 12
15. URGENT ACTION STANDING ORDER 42 17
b) Confidential Information
(No reports to be considered under this heading)
- 3 - V:\Agendas\Community Services Committee\2016\09\Community Services 150916 Agenda.doc 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 16 June 2016, previously circulated by email in July to all Members of the Council.
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 are advised to contact the Council’s Legal Section prior to the meeting if they wish to seek advice on a potential interest.
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. FAMILY SUPPORT PROGRAMME UPDATE (COMMUNITY DEVELOPMENT)
Synopsis of report:
This report provides an update on progress that has been made in the delivery and outcomes for families who have been helped by the Family Support Programme.
Recommendation(s):
None. This report is for information.
1. Context of report
1.1 The Troubled Family Initiative was introduced to change the repeating generational patterns of poor parenting, abuse, violence, drug use, anti-social behaviour and crime in the most troubled families in the UK. In Surrey, the initiative was rolled out across the district and boroughs and has been known as the Family Support Programme. In 2013, Runnymede and Surrey Heath Borough Councils agreed to create a joint project. To date, 230 families across the two boroughs have been worked with, providing them with intensive support. Funding of £654,000 has been received for set up and payments by results.
- 4 - V:\Agendas\Community Services Committee\2016\09\Community Services 150916 Agenda.doc 1.2 The programme works in two parts with families receiving intensive support for a minimum of 12 weeks with a co-ordinator and Team Around the Family (TAF). The family are then supported for the next 9 months by a lead organisation and other agencies.
1.3 Within Runnymede there are three co-ordinators, one of whom has a senior role and supervises the other two staff. This is replicated in Surrey Heath with a manager and administrator working across both boroughs.
2. Report
2.1 Since early 2016 the programme has been without a manager. Unfortunately, the post holder was initially on extended sick leave and subsequently resigned. This post is currently being filled and credit must be given to the other staff across both boroughs who have kept up with the work programme and delivered an excellent service to the families.
2.2 Phase two of the initiative has now commenced. Members will recall that in this phase the criteria families need to meet is much more flexible and allows more families to access the programme. The overarching criteria are:
• Children not in School • Unemployment • Crime/Anti-Social Behavior • Domestic Violence • Child in Need • Health Problems
Each of the criteria is broken down into sub criteria. For example, unemployment also includes unmanaged debt.
2.3 In the last financial year the team worked with 54 families, of which 27 were from Runnymede. Unfortunately, this did not meet the target, but can be attributed to staff shortages and a lack of referrals. In the current year, up until the end of July, the team has worked with 38 families against an annual target of 104 and are well on their way to meeting the target for this year. Within this target, 1 Syrian Refugee family is included. The Increase in numbers being worked with is due to more referrals coming in, having a full complement of co-ordinators and being more pro-active in promoting the service. For example, the senior co- ordinators have organised drop in open mornings for agencies and attended a number of agency meetings to raise awareness.
2.4 As part of the monitoring process the team has reviewed all the families worked with in the last year to see what has happened to them since they finished on the programme. Of the 54 families, 8 were found to have circumstances that warranted more serious intervention with 3 having to have some form of Child Protection implemented.
2.5 The remaining 46 families have all been tracked against Surrey County Council’s monitoring levels. Level 4 represents the most severe cases and level 1 is where no further support is required. In all the families, improvement was shown in at least one criterion, maintained to the end of the 12 month period. The criterion which proved the hardest to have an impact on was domestic abuse/violence. A summary of the criteria measured and performance is detailed in Appendix ‘A’, with a breakdown of the levels in Appendix ‘B’.
- 5 - V:\Agendas\Community Services Committee\2016\09\Community Services 150916 Agenda.doc 3. Policy framework implications
3.1 The Community Development Business Plan contains an objective to deliver on phase two of the Family Support Programme, working with 104 families across both Runnymede and Surrey Heath.
3.2 One of the key priorities of the Corporate Business Plan is ‘supporting local people’ and in particular, improving the quality of life for those residents who are vulnerable or deprived.
4. Resource implications
4.1 The programme is funded by the government through a combination of up front funding for each family worked with and payment by results, once the family has completed the twelve months and improved in the areas identified, such as school attendance.
4.2 Surrey Heath employs all the staff and manages the budgets associated with the programme.
(For information)
Background papers None stated.
7. EGHAM MUSEUM UPDATE (COMMUNITY DEVELOPMENT)
Synopsis of report:
To update Members on the progress Egham Museum has made in employing a curator, developing their service and attracting finances over the first twelve months of the two year funding agreement, which was agreed by this Committee in September 2015 and subject to review after twelve months.
Recommendation:
The final instalment of funding in the sum of £10,000 for Egham Museum committed in the 2017/18 financial year be approved, based on the progress made in developing the service and making the Museum sustainable in the longer term.
1. Context of report
1.1 At the meeting of this Committee in September 2015 it was agreed that £20,000 per year would be provided to Egham Museum over two years to employ a curator and to assist with covering the overheads of the Museum’s operation. The Museum felt that the funding would enable them to develop their service and find resources for a curator on an ongoing basis once the two years had lapsed.
1.2 The grant was provided to fulfil a number of objectives as identified in the sustainability grant proposal which was provided last year and is attached at Appendix ‘C’. This report provides details of what has been achieved at Egham Museum over the first twelve months.
- 6 - V:\Agendas\Community Services Committee\2016\09\Community Services 150916 Agenda.doc 2. Report
2.1 A new part time Curator, Sarah Corn, was appointed in April 2016. This was slightly later than anticipated. Sarah has come with extensive knowledge of the sector and was previously the Egham Museums Accreditation Mentor. In her other part time role she is the Programme Leader for the South East Museum Development Programme.
2.2 In August last year the Museum suffered flood damage due to a blocked gulley on the roof. This caused internal damage to the ceiling and the Museum was effectively out of action until just before Magna Carta day in June 2016. Unfortunately, shortly after the Museum was re-opened it suffered a further flood, following heavy rain. Despite this setback, the Museum has remained open while further remedial work was arranged, which was due to be carried out in August 2016.
2.3 The displacement of the Museum allowed the Curator to update its layout and interpretation, which includes thematic graphic panels that take visitors on a chronological walk through historic Egham.
2.4 The Museum has reviewed its work over the last three years and the new strategic aims for 2016-18 have been adopted by the Trustees, as detailed in Appendix ‘D’. These aim to rebuild the Museum’s position in the community post Magna Carta and the flooding.
2.5 In September and October 2016 the Museum plans to carry out consultation to identify what users and non-users think of the Museum and how they might use or support it in the future. This will inform the longer term vision and feed into new ideas for outreach opportunities and projects.
2.6 Once the consultation period has finished the Museum plans to launch a patrons’ scheme with a target of 100 patrons donating £200 per year. It is hoped to achieve this over an 18 month period and will help to make the Museum self-sufficient. The Museum is also investigating legacy giving, taking online donations and project grants.
2.7 The Museum has been working with Strode’s College to create two projects for year 12 students. The first is with the textiles tutor who will borrow items to inspire students’ work and the second with the dance tutor to create a contemporary interpretation of the ‘Strode’s song’.
2.8 A pop up exhibition was held a week either side of Magna Carta day in the United Church, Egham. This was a success and included many of the displays from last year and a loan of the 12 embroidered panels from the Magna Carta Commemorations which toured the country and were previously at Chertsey Museum.
2.9 The Museum co-hosted the Constitutional Convention at Royal Holloway University at which secondary school pupils debated the clauses of Magna Carta and developed their own contemporary clauses. Royal Holloway is also working with the Museum on a Heritage Lottery Funded project called ‘Citizens’, which if successful, will last for 3 years.
2.10 The Museum has been working with two students from Royal Holloway who are doing dissertations on local history and will create resources for the Museum as a result including information on notable women who went to Holloway College and a Bronze Age archeological dig. - 7 - V:\Agendas\Community Services Committee\2016\09\Community Services 150916 Agenda.doc 2.11 The Museum is due to resubmit its application for accreditation to the Arts Council on 14 October this year, to ensure that it meets national standards.
3. Policy framework implications
3.1 Assisting the Museum on a short term basis was considered to be in accordance with the Council’s priority to support community facilities and joint working with the voluntary sector.
4. Resource implications
4.1 Egham Museum has drawn down £30,000 to date from the grant allocation and has a further £10,000 to claim in 2017/18.
(To resolve)
Background papers None stated.
8. SAFER RUNNYMEDE AND COMMUNITY SAFETY ANNUAL REPORT 2015/16 (COMMUNITY DEVELOPMENT)
Synopsis of report:
To receive the Annual Report which outlines the work of Safer Runnymede and Community Safety in 2015/16
Recommendation(s):
None. This report is for information.
1. Context of report
1.1 This report was also received by the Crime and Disorder Committee at its last meeting on 7 July 2016.
1.2 Although the Crime and Disorder Committee has an important scrutiny function, it does not have budgetary responsibility for Safer Runnymede, nor decision making powers; that falls within the remit of this Committee, hence the need to report to both Committees.
2. Report
2.1 Attached at Appendix ‘E’ is the Annual Report on the Safer Runnymede and Community Safety operations and activities in the Borough. 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.
(For information)
Background Papers
- 8 - V:\Agendas\Community Services Committee\2016\09\Community Services 150916 Agenda.doc Safer Runnymede and Community Safety Annual Report 2015/16
9. COMMUNITY DEVELOPMENT KEY PERFORMANCE ACTIVITY/INDICATORS – QUARTER 1 2016/17 (COMMUNITY DEVELOPMENT)
Synopsis of report:
To advise Members of the performance of the Corporate KPI’s for services under the remit of this Committee in the first quarter of 2016/17.
Recommendation(s):
None. This report is for information.
1. Context of Report
1.1 The purpose of this report is to provide Members with the Quarter 1 2016/17 Key Performance/Activity results for services under the remit of this Committee.
1.2 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. Report
2.1 Within the Community Development Business Centre Plan, the following indicators are being monitored this quarter (from 1 April to 30 June) and the actuals are also included where figures are collected quarterly.
Performance Indicator Actual Q1 Annual Target 2016/17 (target) 2016/17 Numbers of young people attending Surrey Youth 325 500 Games Training Number of formal complaints related to the Business 2 0 Centre/Team Number of Community Alarm 1,513 1,500 Users Number of decisions investigated by the 0 0 ombudsman requiring a remedy by the Council (excludes minor injustices) Number of individual trips with the Community 13,719 (14,000) 55,000 Transport service
- 9 - V:\Agendas\Community Services Committee\2016\09\Community Services 150916 Agenda.doc Percentage of Careline calls answered within 60 99.95% (7,850) 99% seconds (This is based on 7,850)
Number of community meals 9,239 (10,000) 40,000 delivered
2.2 The numbers attending the Surrey Youth Games was below target. This was due to a number of factors, primarily the new Sports Development Officer not taking up her post until early March 2016, just before the application process started. This meant there was little time to visit schools to present at assemblies. Despite the lower than expected numbers we still entered 28 teams and 180 young people competed at the event.
2.3 The meals service numbers were also below target. However, the rebranding exercise should see these improve from quarter three, this year.
2.4 In addition to the corporate KPI’s, Community Services also collect internal information which can be used to support the work being done with Adult Social Care. An example of this is keeping details of all the attendances and numbers taking part in activities within our Social Centres.
2.5 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.
2.6 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.
10. CABRERA TRUST MANAGEMENT COMMITTEE – MINUTES 27 JUNE AND 22 JULY 2016 (LAW AND GOVERNANCE)
Attached at Appendix ‘F’ are the Minutes of the meetings of the Management Committee held on 27 June and 22 July 2016.
(For information)
Background Papers None.
11. NON-EMERGENCY PATIENT TRANSPORT (COMMUNITY DEVELOPMENT)
(To Follow)
- 10 - V:\Agendas\Community Services Committee\2016\09\Community Services 150916 Agenda.doc 12. 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 reports in question would be likely to involve disclosure of exempt information of the description specified in paragraphs 1 and 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 Paras
13. MANOR FARM DEMENTIA DAY CARE PROVISION 1 and 3
14. ORCHARD CENTRE - FUTURE USE 1 and 3
15. URGENT ACTION STANDING ORDER 42 1 b) Confidential Information
(No reports to be considered under this heading)
- 11 - V:\Agendas\Community Services Committee\2016\09\Community Services 150916 Agenda.doc Community Services Committee
Thursday 15 September 2016
Appendices Appendix Report Page no.
A Family Support Programme – 2 Summary of criteria and performance
B Family Support Programme – 5 Breakdown of levels
C Egham Museum - Original 7 sustainability grant proposal
D Egham Museum – Strategic aims 8 and objectives
E Community Safety and Safer 9 Runnymede Annual Report 2015/16
F Cabrera Trust Management 18 Committee – Minutes 27 June and 22 July 2016
1 Appendix 'A'
Summary of main reasons for working with families and the improvements achieved and sustained against the main DCLG criteria (Level 4 is the highest level of need for support and Level 1 the lowest).
Note: 4 families had not completed the end of 12 month assessment, it has been assumed they will maintain the standard reached on leaving intensive support.
Families with children who need Early Help (under age 5)
Stage Level 4 Level 3 Level 2 Level 1 On entering 19 0 0 0 intensive support On leaving 0 12 7 0 intensive support At end of 12 0 6 6 7 months
Families with Children in Need (Age 5-18)
Stage Level 4 Level 3 Level 2 Level 1 On entering 6 1 0 0 intensive support On leaving 0 3 2 2 intensive support At end of 12 0 3 1 3 months
Families with children not attending school regularly/ permanently excluded/ not registered
Stage Level 4 Level 3 Level 2 Level 1 On entering 9 4 7 3 intensive support On leaving 3 3 5 12 intensive support At end of 12 2 2 6 13 months
Appendix 'A' 2 Families with a child Not in Education Employment or Training (NEET)
Stage Level 4 Level 3 Level 2 Level 1 On entering 5 0 1 1 intensive support On leaving 0 1 3 3 intensive support At end of 12 0 1 3 3 months
Families with Adults out of work ,at risk of financial exclusion and children ( age 16+) at risk of worklessness
Stage Level 4 Level 3 Level 2 Level 1 On entering 14 1 0 intensive support On leaving 7 2 1 5 intensive support At end of 12 6 2 2 5 months
Parents and children with a range of health problems
Stage Level 4 Level 3 Level 2 Level 1 On entering 3 6 4 5 intensive support On leaving 0 1 8 9 intensive support At end of 12 0 1 8 9 months
Families affected by drug and /or alcohol abuse
Stage Level 4 Level 3 Level 2 Level 1 On entering 6 1 0 0 intensive support On leaving 1 1 2 3 intensive support At end of 12 1 1 2 3 months
3 Families affected by domestic violence and abuse including child on parent
Stage Level 4 Level 3 Level 2 Level 1 On entering 9 2 0 0 intensive support On leaving 8 0 2 1 intensive support At end of 12 8 0 2 1 months
Family with Parents and children involved in ASB
Stage Level 4 Level 3 Level 2 Level 1 On entering 1 1 0 0 intensive support On leaving 0 0 1 1 intensive support At end of 12 0 0 1 1 months
Family with an ex or young offender
Stage Level 4 Level 3 Level 2 Level 1 On entering 2 2 1 0 intensive support On leaving 0 3 2 0 intensive support At end of 12 0 2 3 0 months
Family with unmanaged debt
Stage Level 4 Level 3 Level 2 Level 1 On entering 2 5 0 0 intensive support On leaving 0 0 7 0 intensive support At end of 12 0 0 7 0 months
4 Appendix 'B' 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 u 0 0 0 0 0.3 ll Of plan ppty a bt of tralnlf'IC dt mont~ MOnths montl'ts ttrmL school sc.hool 6 or 12 12 ~"'tt e~bsent) AG settlnc pte-ioChool for l tnd Mtttft&1. CI la~t no and/or Utluslon moruh.s months 9% me.ts for order ccndrtiQnt 6 comp1tttd t 6 $ettln& hous~n& from 19.9 nent ma1nstrtam mainstream · tninin& las above Wrthln Mttw.lan ison last Procr•mme with 3C« 5 Appendix 'B' 0 0 0 0 0 0 0 0 0 0 0 0 0 0 use d suppott nHd ate •ted l l bo hollted ~ted manacement m•na,:ement management Iso Isolated pptopNte hNtth rnontM ess eu tt:.ss less l l less tnd and and PprOprl.ate ' immun.NtiOI"'J ·lna i by GP and and and and and 1ts1 th w.th er 1n f • tmprcwtmtnt Improvement Improvement lmt)rovtmtnt lmprovemtnt wpport support SUC)port s-~fer s.B safer s.a,.r wftt te affected date rtcelvl"t crv to eport ot ltrt~ no• rtpott report report r rtpott eetlnc eellnc f~linc up f feellnc f fetlinc, C.rer ofheatr:hWt"'l''te1: fttt)Sttrtd cies appropria awot>tlite approptl.ltt ht 6 Appendix 'C' Original Egham Museum Sustainability Grant Proposal, 2015: Purpose of the grant: • To ensure that the Museum remains open and is a viable partner in Council strategies for Egham and Runnymede Pleasure Grounds. • To ensure that the improvements made at Egham Museum in the build up to the Magna Carta celebrations in terms of its levels of public engagement and improved offer to visitors are sustained. • To prevent the Museum losing its Arts Council Accreditation standard for want of professional management. • To ensure that the core essential Museum costs (a part-time curator, utility and insurance costs) are met, allowing the Museum team to focus on continued outreach work with schools and residential care homes. Royal Holloway with continue to support the Museum in the following ways: • Provision of a regular stream of student volunteers to support the education and outreach work of the Museum. • Provision of at least two Trustees to The Egham Museum Trust. • Preferential or internal rates for Museum events held on campus. The Museum will continue to: • Seek external funding support to its educational and outreach work in the community. • Secure sponsorship for an annual pop-up exhibition in the United Church of Egham for June to support Egham's Magna Carta Day. • Secure sponsorship for the annual Magna Carta Constitutional Conventions, held in partnership with Royal Holloway, providing unique opportunities for pupils in the Borough. • Work closely with the Magna Carta School, with annual projects to support pupil's learning. Benefit for Runnymede Borough Council: • Ensures the availability of the archive and expertise of staff and volunteers at Egham Museum for the Runnymede Pleasure Grounds project. • Supports schools and care homes in the Borough through the Museum's outreach work. • Supports young people in gaining skills and experiences through the Museum's volunteering programme. Appendix 'C' 7 Appendix 'D' Strategic Aims & Objectives Aim 1: Financial Sustainability and Organisational Resilience Objectives a) Develop and launch Patrons Scheme and secure one-off sponsorship b) Apply for Project Grants c) Review and improve retail operations d) Volunteer Recruitment e) Museum Accreditation Aim 2. Collections Review Objectives a) IT Update b) Collection Digitisation c) Copyright d) Collections Audit Aim 3: Partnerships and Collaborations Objectives a) Develop links with RHUL & Strodes b) 'Citizens' project c) Community partnerships Aim 4: Visitor Engagement and Audience Development Objectives a) Museum Redisplay post-flood b) Temporary Exhibitions c) Marketing & Promotion d) Family Friendly Activities e) Themed projects f) Audience Research Appendix 'D' 8 Appendix 'E' COMMUNITY SAFETY AND SAFER RUNNYMEDE ANNUAL REPORT 2015 – 2016 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 and The Crime & Disorder Scrutiny Committee of Runnymede Borough Council which has responsibility for the overview and scrutiny of community safety matters in the borough. 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. All partners are working increasingly together to address local problems and share information in accordance with the agreed countywide multi agency information sharing protocol. 1.4 The partnership has four main areas of activity and these include addressing problems caused by identifiable individuals; addressing problems which occur at identified locations, support for ongoing projects and diversionary activities and support for new projects which are likely to benefit community cohesion. 2. FUNDING 2.1 In 2015/16 £3,337 was received from the Local Area Committee for local community safety work. Funding was used to produce the Community Safety Plan booklets for the public, Domestic Abuse Awareness week October 2015, Junior Citizen (JC) 2015, purchase of 24 hour segment timers (targeting domestic burglary), fly-tipping signs and crime prevention items. The CSP funding was also accessed to purchase fly-tipping signage to support the enforcement strand of the fly-tipping initiative. 2.2 Additional funding of £6,000 was provided by the Police and Crime Commissioner Office (PCCO) for the JC handbooks along with purchasing a gazeebo, JC labels, JC pop-up banner, JC plastic bags, JC pencils and volunteer’s refreshments. The PCCO also provided funding of £3000 for a fly-tipping initiative where six (6) mobile cameras and accessories were purchased. 2.3 Since the Prevent Strategy (Counter-Terrorism) was placed on a statutory footing last year, the Home Office allocated £10,000 to each Borough and District within Surrey to support the Prevent agenda. In Surrey the twelve local authorities (11 x Borough and District Councils and one County Council) agreed to ‘pool’ their Prevent funding as there was a desire to work together on the key issues to ensure consistency across the County and a wish to deliver common outcomes while recognising that there may be a requirement for Appendix 'E' 9 some local spend. The pool arrangements have been coordinated by the County Council. 3. COMMUNITY SAFETY PARTNERSHIP 3.1 The Borough engages in the Government ‘Prevent Strategy’ developed to stop individuals becoming terrorists or supporting terrorism. Across Surrey the Community Safety Unit on behalf of Surrey County Council will coordinate the Prevent Strategy. The Home Office allocated £10,000 to each borough and district within Surrey to support the Prevent agenda. All boroughs and district decided to ‘pool’ the funding to deliver a streamlined approach across Surrey. As a result of the pooled arrangements this authority has benefited from the following: • A bespoke training package for local authority and partner staff on Prevent (Workshop to Raise Awareness of Prevent - WRAP), information sharing and the Channel process. In all this will benefit over 600 staff across the County. • Training of 700 frontline Surrey Fire and Rescue staff and cost towards senior management training. • Work undertaken by a part time, fixed term contract, Prevent Officer. This work included initial research into ‘out of school education’ across the county, work reviewing the current Prevent governance across the County, proposing new models and arrangements, reviewing Prevent action plans, providing an assessment of the current state of play and proposing any changes required. • Commissioning research prior to any communications around Prevent / Counter- Terrorism in Surrey. It was required to have a qualitative measure of Surrey residents’ knowledge and understanding to benchmark the Surrey public’s current awareness and knowledge of the signs of radicalisation, how they feel about the general risk from terrorism in Surrey, and their propensity to report suspicions (including knowledge of how / where to report it). The outcome of this research will frame future communications messages and campaigns across the County. • Briefings for Councillors both County and District and Borough on Counter -Terrorism and Prevent to enable them to understand the current landscape, nationally, regionally and locally and their role going forward. Three Emergency Planning Officers within Runnymede Borough Council have also received ‘train the trainer’ WRAP training and are now Home Office accredited. Runnymede Borough Council are currently looking at training packages for staff which will include e-learning modules covering Safeguarding, Prevent and Child Sexual Exploitation (CSE) and more specific training for front-line staff. This is to offer bespoke training packages for staff and a long-term approach to refresher training. The following schools in Runnymede have had inputs to teachers (WRAP) had inputs to students from the Police. Schools will also have had some input from online training resources, external providers, Surrey County Council or DfE: • Stepgates School • Sayes Court • Manorcroft Primary School • Christ Church Infant School • The Grange School • Thorpe School • Englefield Green School • Sir William Perkins 10 • St Ann’s Heath Junior School • St Jude’s Church of England Junior School • Ottershaw Church of England School • Philip Southcote School • Salesian School (Salesian School have been really supportive and had an hour input to 1400+ students and approximately 60 staff) The Channel process is essentially a safeguarding programme aimed at supporting individuals identified as vulnerable to being drawn into violent extremism or terrorist related activity. This is a multi-agency panel currently being chaired by Surrey County Council inviting relevant agencies to attend on an individual case basis. There were no identified channel cases in Runnymede for 2015/16. 3.2 Domestic Abuse was highlighted as a priority for 2015/16 focusing on increasing the number of reports and increasing detection rates in accordance to Police figures and raising awareness. There was an increase of 65 reported incidents made to the Police however a decrease in detection rates. Domestic Awareness Week took place in October 2015, a county-wide event. The theme was ‘Love shouldn't hurt.’ Activities were held throughout the week including outreach work. Domestic Abuse campaign leaflets were printed and personalised love heart sweets were distributed to residents, colleagues & Royal Holloway students. Runnymede’s Housing Options Team received training on obtaining emergency injunctions for the victims of domestic violence delivered by the National Centre for Domestic Violence. 3.3 Surrey County Council’s Children’s Safeguarding Board is the lead agency for CSE across the Boroughs. The role of the CSP is to offer a multi-agency response and support the Missing and Exploited Children’s Conference (MAECC) /Oversight Group in training professionals, tackling & preventing CSE within Runnymede. CSE will be considered on the Community Incident Action Group (CIAG) & Joint Action Group (JAG) agendas discussing areas, or people of concern. The MAECC Oversight Group is also focusing on other areas of CSE work including Licensing (especially taxis), Housing (how do we recognise properties being used for CSE activities) and Leisure (how do we lessen the scope for facilities being targeted for CSE). The CSP has highlighted CSE as one of the key priorities for 2015/16. 3.4 Annually, Runnymede Borough Council in partnership with Surrey Police invites each school in the borough to take part in the Junior Citizen Scheme. Below is the list of schools who attended: • Ottershaw C of E School • St Anne’s Catholic School • Bishop Gates School • St Pauls C of E • Ongar Place School • Sayes Court School • St Ann’s Health Junior • Thorpe Lea School • St Cuthbert’s School • Holy Family School • Manorcroft School • Stepgates School 11 • Pycroft Grange School • Hythe Community School • St Jude’s C of E Junior • New Haw Community School This event was held in November 2015 at Thorpe Park, Chertsey. Over 600 students attended the scheme engaging in simulated real life situation, learnt essential life skills about health and safety along with keeping safe online and offline. Consideration was made to include topics of domestic abuse and counter-terrorism within JC however it was agreed by organisers that due to the seriousness, sensitivity and time required for these topics, JC was not the best forum to discuss these issues. Surrey schools also do cover these topics in their lessons. Schools have also received input from police and other sources tackling counter-terrorism through WRAP training. Junior Citizen is supported by St Johns Ambulance, Surrey Fire and Rescue, Royal National Lifeboat Institution, Cyber Champions and South West Trains who delivered the workshops. Brooklands College provided volunteers and Tesco (Addlestone) along with Sainsbury’s (Chertsey) provided refreshments for all the volunteers. Upon completion of the workshops, each child is given a handbook which contains a certificate for attending, more information on topics, puzzles and quizzes that can be used at home or in school. The handbooks were funded by the PCCO. 3.5 In February 2016 the annual Crime Summit was held in Runnymede at Chertsey Hall. The PCCO for Surrey, in conjunction with Runnymede Borough Council, the local Surrey Police Team, and other partners, held a successful Crime Summit, where over 50 people attended to have their say on local community safety matters. Key speakers for the event included Kevin Hurley (then PCC) and then Borough Inspector Ian St John. The summit received positive feedback from residents. 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 identified were Police attendance at local community events, Cybercrime prevention and how to report the new policing model. 3.6 The CSP identified the following crime priorities for 2015/16: Violence with Injury, Serious Sexual offences and Domestic Burglary. For all three categories there was an increase in reported incidents when compared to last year’s figures. However the figures need to be taken against a number of influencing factors. Changes in Home office counting rules has resulted in increased crime recording, in particular hidden crimes that formed part of another offence but were not necessarily separately recorded, changes to home office rules around crime finalisation, increased recording of historic crimes and Runnymede had an exceptionally low crime recorded over the same time period last year. The CSP also identified the reduction in the number of reported deliberate fires (excluding deliberate fires in vehicles) as a priority for 2015/16. The total number of incidents for this priority remained the same as last year’s reporting period (2014/15). 4. ANTI-SOCIAL BEHAVIOUR 4.1 In Runnymede there is an online reporting system available on the Council website for Anti-Social Behaviour (ASB). This facility is available to all local residents and the reports are automatically forwarded to the relevant departments or emergency 12 service to be addressed. The electronic ASB reporting system was reviewed by the Communications Team, streamlining reporting options. This service has also been publicised on the RBC webpage and to Neighbourhood Watch residents encouraging use of the system. 4.2 The local Police in conjunction with Runnymede Borough Council, held two Facebook panels during 2015/16 which was well received by residents. This approach offers an alternative platform and targets a larger audience giving all an opportunity to ask questions around Crime & ASB. 4.3 According to table 1, the number of reported ASB incidents to Runnymede Borough Council has dropped over the last year which met the CSP priority of a reduction of reported incidents. The total number of reported ASB incidents for 2015/16 concluded to 1509, a decrease of 111 incidents / - 6% when compared to last year’s annual total. Surrey Police also saw a reduction of 94 fewer reported incidents/ - 3.6% of ASB when compared to last year’s total. 2015/16 2014/15 2013/14 2012/13 2011/12 2010/11 Total number 1509 1,620 1,761 1,817 1,797 2,096 of ASB reports received % of reports 13.4% 7.3% 22.1% 33.3% 34.6% 31.5% received electronically via BIM system Table 1 4.4 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 appropriate enforcement tools. The CIAG reports quarterly to the CSP and at the end of the year there were seven individuals on CIAG. 4.5 Three Criminal Behaviour Orders, one ASB Injunction obtained by the police, one ASB Injunction obtained by Runnymede’s Housing Department and one Community Protection Notice (CPN) Warning Letter was issued during 2015/16. 4.6 Identified locations where the community are experiencing problems or specific crime types causing concern are considered at a multi-agency JAG meeting. Activities of the JAG are reported quarterly to the CSP. At the end of the year there were two areas being monitored by JAG. The JAG members agreed at the November 2015 meeting that due to decreasing referrals it was suggested that the JAG meetings would not take place on a monthly basis. New referral emails will continue to be sent to partners and with new referrals JAG meetings will be held. The JAG meeting will also occur as a virtual meeting for updates only. JAG will be reviewed by Insp. Nick Pinkerton and Shazia Sarwar on a six weeks basis. 4.7 The CSP identified tackling environmental ASB as one of its priorities for 2015/16. The CSP, through a partnership lead by Environmental Health (EH) & the Police, 13 sought to tackle the problem of fly tipping on three fronts namely prevention, education and enforcement. Subsequently it applied for and received grant support of £3000 from the PCC’s office for the purchase of CCTV cameras and associated ancillaries to assist in the prevention and enforcement strands of the project. The CSP contributed to proximately £1700 to cover the costs of the design and purchase of a variety of ‘CCTV in operation’ signage boards for deployment with the CCTV cameras, and design and purchase of general ‘No fly tipping semi-permanent signage’ for deployment in public areas (these also publicised the Council’s dedicated telephone hot line established as part of this project). The reported fly-tipping figures for 2015/16 when compared to 2015/14 show a small increase of nine (9) incidents for the year. This is a relatively small increase when compared to the reporting period between 2014/13 and 2014/15 where there was an increase of 150 reported incidents. Surrey County Council has also recognised that fly-tipping is a concern for all boroughs and are in the process of formalising a fly-tipping strategy for the county. Once the county document has been completed the CSP will ensure to support the strategy through activities conducted within Runnymede. 4.8 The new legislation (Anti–social Behaviour, Crime and Policing Act 2014) introduced in 2014 offered the opportunity for residents to request a local authority to conduct a review of an ASB case known as the ‘Community Trigger’ or ‘ASB Case Review’. There were no Community Trigger requests within Runnymede in 2015/16. 5. CCTV OPERATIONS 5.1 The Safer Runnymede Control Room and Telecare Service Centre have now been in operation for 19 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. 5.2 We operate in compliance with the National Strategy for Public Space CCTV and have recently been awarded accreditation to the new Surveillance Camera Commissioner’s Code of Practice. 5.3 Our unique operational environment is shared with the Surrey Police. The co-sharing arrangement has led to continued partnership working. The 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. 14 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. 5.4 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. 5.5 The current total of CCTV camera connections stands at 382 - Councillors will recall the unit started out with just 40 cameras to monitor. 5.6 Our team continues to hold responsibilities for CCTV cameras within Runnymede Borough, in addition to many of those which are owned by Spelthorne Council (39) and all of the cameras owned by Elmbridge Council and Epsom & Ewell Council (71). 5.7 We also provide supplementary monitoring and support to Thorpe Park and St. Peter’s 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. 5.8 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 DPPO’s have been put in place. 5.9 In the first full year of operation 1998, operators recorded 784 incidents where cameras were used. In this year, we recorded a total of 11,069 incidents. Borough 2013/14 2014/15 2015/16 Runnymede 2,874 4,169 3,886 Spelthorne 2,133 2,947 2,559 Elmbridge 4,184 5,213 4,624 Epsom & Ewell Total 9,191 12,329 11,069 5.10 Our CCTV review area is capable of providing evidential DVDs and Still Photographs. DVD Photo 2013/14 592 49 2014/15 538 225 2015/16 593 143 5.11 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 15 minutes of Safer Runnymede staff time. Therefore, and in order to minimise the operational impact, we determined a revised CCTV reviewing protocol 15 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 2014/15 No. of visitors 2015/16 Police 1,235 1,226 Engineers 34 57 Council Officers 21 86 Total 1,290 1,369 5.12 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. 5.13 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. 5.14 The Network Management Information Centre (Surrey County Council Highways) continue to receive images of the Elmbridge cameras via fibre links as per their original contract with Elmbridge Borough Council. There is no resourcing impact on SR operations. 5.15 Use of the CCTV system under the Regulation of Investigatory Powers Act 2000 is recorded and during the year the legislation was used on seven (7) occasions. The necessary authorisations were all provided by Surrey Police and authorised by a Police Superintendent. 5.16 The system continues to be maintained to the highest possible standards with the criteria always that the pictures must be of evidential quality. 6. COMPLAINTS 6.1 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. 6.2 We received no complaints during 2015/16. 16 7. BUSINESS DEVELOPMENT 7.1 The service continues to look at opportunities to obtain new contracts and develop innovative income streams. 7.2 To that end, Net expenditure has reduced from £385,321 to an actual of £380,443 during the period. 7.3 Unfortunately, staffing costs overran by c£51,000 due to long-term sickness absence cover during the period (contractual requirements). 8. NEW BUSINESS THEMES 8.1 A GPS location system which is monitored by Safer Runnymede was introduced to keep vulnerable people safe by monitoring any movements outside a pre-set area or as an alert from concerned support networks. 8.2 The Communications Team, led by Mike Russell partnered with Les Bygrave and external colleagues to launch a Product Service Video (GPS), which can be found at www.runnymede.gov.uk/gps 8.3 This application has enabled many external organisations to remotely view our service video and led to a far broader product understanding amongst Healthcare Professionals. 8.4 There have been numerous incidents where Safer Runnymede staff have helped to locate individuals. There are currently 62 service users with Borough partners at Surrey Heath and Woking keen to extend the service to their residents. 8.5 Locality Teams and Adult Social Services Teams throughout Surrey are now actively engaged with Safer Runnymede in ensuring our service is made available across the 11 Surrey Boroughs. 9. PUBLICITY 9.1 BBC Radio South East has broadcast the first of three, news pieces about the Control Room and Services. 9.2 There is a potential for a further Service Video to be hosted on the BBC South East Facebook Page. 9.3 A new ITV series – ‘Rookies’, following the training journey of new recruits to Surrey Police. This series is yet another opportunity for us to broadcast the unique service benefits of the Safer Runnymede Centre. 17 Appendix 'F' Runnymede Borough Council CABRERA TRUST MANAGEMENT COMMITTEE ANNUAL GENERAL MEETING Monday 27 June 2016 at 7.30pm Members of the Committee present: Councillor P S Sohi Councillor Mrs C S S Manduca Mr C Hunt (Honorary Secretary) Mr P McKenzie (Honorary Treasurer) The meeting was also attended by 5 members of the public, Honorary Wardens Mrs Lane, Mr Barkham, and Mr P Winfield, Green Spaces Manager. 1. MINUTES The Minutes of the Annual General Meeting held on 16 June 2015 were confirmed and signed as a correct record. 2. CHAIRMAN'S OPENING REMARKS Cllr Sohi welcomed members of the public to the 2016 Annual General Meeting of the Cabrera Trust and introduced the members of the Management Committee, Honorary Wardens, Council Officers and Vicki Balaam, Leader of the ‘Mighty Adventurers’ Forest School sessions held on the Trust’s land. The purpose of the Annual General Meeting was to inform local residents of how the Trust had managed the land and how its funds had been spent over the past year, together with a formal report on the current state of the Trust's accounts. The meeting would include a discussion forum, during which residents could ask questions of the Trust Members. The Cabrera Trust was constituted by Deed of Trust, as amended by a Scheme made by the Secretary of State for Education and Science, dated 24 March 1972, and was a registered charity. Runnymede Borough Council was the Trustee. The Trust was responsible for the management of the open space playing area on Cabrera Avenue and approximately 52 acres of land alongside the River Bourne, known as the Riverside Walk. It was also responsible for the administration and use of the Trust funds. The Trust Deed required that the Riverside Walk was maintained for the exercise, recreation and benefit of the inhabitants of Virginia Water and the neighbourhood, and the open space on Cabrera Avenue was to be used as a public recreation ground for the benefit of the same area. The Management Committee had been set up by the Trustee to provide a clear local focus for the management of the Trust land. The Management Committee comprised of the three Virginia Water Ward Councillors, together with two Council Officers, acting in the capacity of Honorary Treasurer and Honorary Secretary. In addition to this, the Committee had six co-opted members, Mrs H Lane, Mr T Ashby, Mr K Barkham, Mr J Midwinter, Mr A Saunders and Mr P Stephens. The Trust wished to express their thanks to the co-opted members for their invaluable help, support and advice. Peter Winfield stressed the importance and value of this team who reported back any problems which assisted Officers to maintain the land to such a good standard. 3. ANNUAL REPORT FOR YEAR ENDED 31 MARCH 2016 Appendix 'F' 18 a) Honorary Secretary's report The Honorary Secretary reported that repairs to the downstream bridge had been completed at a cost of £11,456. Council Officers had received samples of recycled plastic boards which may be a cost effective alternative for replacement of existing boardwalks. The Committee would discuss this at their next meeting in July. New signage for both the entrances were currently being designed and would be discussed with the Committee at its next meeting in July. Sewerage works had been undertaken by Thames Water and a sum of £1500 had been secured to fund improvement of the path leading from Cabrera Avenue. Members of the Management Committee would discuss remedial works at their next meeting in July. However, there was nothing major needed. Tree inspections have been undertaken recently along all the Riverside Walk boundaries and the results would be reported to the Committee in July. The Committee wished to thank the Egham and Staines Conservation Volunteers who had carried out some work recently removing the invasive Himalayan Balsam. b) Honorary Treasurer's Annual Report The Honorary Treasurer presented the Trust's Annual Report for the year ended 31 March 2016. The main cost during the last year had been the £11,456 for the bridge repairs. The statement of Financial Activity showed a deficit in the year of £14,116. The market was volatile during the last twelve months. There was a decrease in the market value of the external investments of £18,874 which had resulted in a decrease of the fund balance to £32,991. Total expenditure had been £23,905, which exceeded total income of £9,700. The Trust had investments in Charities Official Investment Fund (COIF) Income Shares and M & G Charifund Shares, both of which had reduced in value during the year. At 31 March 2015, the value of the holding in COIF Income Shares was £81,049 and £135,370 in the M & G Charifund Shares. These were held as long term investments and provided a regular income stream, with dividend income of £9,779 during the year. At 31 March 2016 the Trust had no money invested with the Council but was in the process of selling a number of Charities Official Investment fund shares (COIF) to maintain ongoing cashflow requirements. The Balance Sheet showed an overall fund balance of £216,419 at 31 March 2016. 4. ANNUAL INSPECTION OF THE TRUST LAND The annual inspection of the Trust land had taken place on 26 May 2016 had had been attended by Councillor Sohi, Mrs H Lane, Mr K Barkham, Mr J Midwinter and four Council Officers. Riverside Walk The following points had been recorded during the inspection: - • Some green waste had been left by the entrance, this would be cleared and chipped into the woodland 19 • New signage for both the entrances were currently being designed. Details of which would be brought to the next Committee meeting • Areas which had become churned and boggy following work on the site by the contractors working on behalf of Thames Water would be rectified. The full cost had been obtained from Thames Water. • Council Officers were currently looking at replacing missed and/or vandalised walk markers. The cost was £500 - £600 to replace them all. • The text in the leaflet regarding the Riverside Walk was being reviewed. The possibility of this being available to download from the Council’s website was also being considered. However, problems with the lack of a signal on site may be restrictive. • The ancient Oak tree at the south side of the site was noted to have several dead branches. However, these were not hanging over the path. The Group was unsure if the tree was listed as a veteran tree. Council Officers would investigate and advise. • A fallen tree across the Bourne was noted. However, the Group felt this was safe to be left insitu. • Residents had previously raised concerns over drainage and areas of stagnant water. It appeared the ditch was not draining away. The Council’s drainage team had been informed. • A path adjacent to 60 Harpesford Avenue had been found which could be used as another access point onto the Trust land. The possibility of ‘opening’ this up would be considered by the Committee at its next meeting in July. • It appeared that a pipe was leaking sewage at the north side of the site. Council Officers would report to the Environment Agency. • Several areas of Skunk Cabbage were noted which needed treating. • A loose strip of boardwalk was noted at the south side of the river. Officers had received samples of recycled plastic boardwalks which may be a cost effective suitable alternative to previous quotes. Further alternatives and suppliers would be considered by the Committee at its next meeting. • Some further coppicing would be considered if tree surgeons were on site and budgets allowed • Generally, the site was in good order. Cabrera Open Space • The Cabrera Open Space was noted to be in good order, with no litter or graffiti. 6. DISCUSSION FORUM A resident asked the Committee if the proposed development on the Bourne Car Park would have any impact on the Trust land. The resident was advised that the development would not impact on the boundary and conditions relating to littering the area would be part of the planning conditions. Additionally, the Council’s Green Space Officers would monitor the contractors. Concerns were raised regarding the Committee giving consideration to opening up the path adjacent to 60 Harpesford Avenue particularly in relation to security. The Committee would need to consider this when discussing at their July meeting and also consider the cost of opening and maintaining versus the benefit. Officers were thanked by a resident for their swift action removing a fallen tree recently. 7. PRESENTATION BY GUEST SPEAKER Vicki Balaam gave a presentation on ‘Mighty Adventurers’ Forest Schools. The Management Committee and members of the public thanked Vicki Balaam for a very interesting and informative presentation. Chairman (The meeting ended at 8.20pm) 20 Runnymede Borough Council CABRERA TRUST MANAGEMENT COMMITTEE 22 July 2016 at 2.30 pm Members of the Committee present: Councillor P S Sohi and Mr C Hunt (Honorary Secretary) The following attended in an advisory capacity; Mr P Winfield (Community Services Manager – Green Space), Mr M Godfrey (Parks and Arboriculture Manager) On behalf of the Honorary Treasurer - Mr P French (Head of Financial Services), Honorary Wardens Mrs H Lane, Mr T Ashby, Mr K Barkham and Mr J Midwinter. Mr A Saunders and Mr P Stephens, were absent. ACTION 1. ELECTION OF CHAIRMAN Councillor P S Sohi was elected Chairman for the ensuing year. 2. ELECTION OF VICE CHAIRMAN Councillor Mrs C S S Munduca was elected Vice- Chairman for the ensuing year. 3. MINUTES The Minutes of the meeting of the Committee held on 8 January 2016 were confirmed and signed as a correct record. 4. APOLOGIES FOR ABSENCE Apologies were received from Councillors Mrs C Manduca, N Wase-Rogers and Honorary Treasurer Mr P McKenzie 5. ACTIONS TAKEN SINCE LAST MEETING Issues raised at AGM At the 2015 AGM two residents had raised concerns relating to poor drainage and trees and other vegetation in the woodland adjacent to their properties. The first concern related to poor drainage to the rear of 30 Cabrera Avenue and, after a number of site visits and discussions with the resident, minor works were undertaken to clear some of the drainage channels in the vicinity. The effectiveness of this had been monitored and there was a clear improvement. Officers would continue to monitor with the householder. The second was similarly regarding poor drainage but also 21 concerned trees and vegetation in the woodland to the rear of a Harpesford Avenue property. Unfortunately, despite several attempts by Officers and Honorary Wardens it had not been possible to make contact with the resident to follow up the concerns raised. Therefore, at present no further action could be taken. Boardwalk replacement At the last meeting, Officers had presented a contractor’s estimate for the cost of replacing all the boardwalks at the Riverside Walk. The cost was £52,200 but could be phased over a number of years. Officers had advised the Committee that a more affordable alternative may be available from other contractors which they would explore and report back to this meeting. An alternative supplier had provided an estimate of £37,125. This was for replacing the timber boardwalks with a recycled plastic product. The price was still above the threshold where a formal process was required for selecting a suitable contractor to undertake the works. Officers asked the Committee for their approval, bearing in mind the likely cost, to commence this tendering process. Once the tenders had been received there was no obligation on the Committee to proceed with the works when the true costs were known. RESOLVED that – Officers be authorised to proceed with the formal tendering process for replacing all the existing timber boardwalks with recycled plastic boards Peter Winfield Access path improvements At the last meeting the Committee was informed of works carried out at the Riverside Walk by two contractors working for Thames Water. When the work had been completed it highlighted the need to upgrade the surface of the main access to the woodland from Cabrera Avenue, which was often wet and had been churned up. Officers discussed this with the contractors and whilst Thames Water was not responsible for all the damage they contributed £1,500 towards the cost of improving the access path The work would be undertaken soon. Drainage issues At the last meeting Officers were asked to enquire of the Council’s drainage engineers whether residential properties being built close to the Riverside Walk that had very large basements might have a negative impact on ground water levels in the vicinity. The Committee was advised the Council’s principal engineer had advised that this was very unlikely, but could not be reliably determined without proper investigation, which was not proposed. Tree management In recent weeks the Council’s Arboricultural Manager had been undertaking tree inspections at the Riverside Walk. The 22 inspections focused on trees situated along the site’s extensive boundaries, where there was potential for damage to third parties properties. Trees were assessed as a high, medium or low risk. Following these inspections a considerable amount of tree surgery work had been undertaken at a cost £4,443. Subsequent to this an Oak tree limb had recently dropped into an adjacent garden. This had been removed. Officers reported that some residents were cutting back trees themselves with incidents where they had removed too much. Officers advised that the correct course of action for trees growing on the Trust land would be for residents to report to Council Officers who would deal with any cutting back required. It was also noted that green waste was being dumped on the Trust land and Officers proposed sending a letter to residents reminding them that this was not permitted. When doing so they would also Peter Winfield include details of who to report any tree issues to and remind residents that they were not permitted to fell trees growing on Trust land. Mr Midwinter would also pass this information onto the Wentworth John Midwinter Residents’ Association for dissemination. RESOLVED that – Officers to write to residents adjacent to the Trust land advising them of the correct course of action regarding tree felling and advise them the disposal of green waste on Trust land is not permitted Interpretation For several years the standard of presentation of information in the two boards located at the main entrances to the Riverside Walk had been of a concern for the Committee and Officers. The oak frames were also in poor condition but these could be restored. Recently Officers had been able to give this project priority so the Committee was presented with proposals for re-designing the artwork for their consideration. The cost would be around £1,000 for both boards. It was agreed that the byelaws should be included on the larger board situated by the garages. It was also suggested that a QR code should be included on both signs. Additionally, due to the development on the Bourne car park the board at the station path would be relocated onto the Trust land by the narrow All Committee/ boardwalk. Members of the Committee was asked to take away Peter Winfield the draft proposals and advise Officers of any corrections or amendments by the end of August. Officers would then progress in September/October. Similarly, the Nature Trail leaflet and its associated way-markers had also been reviewed and proposals for these were also presented to the Committee for their views on the proposals so far. It was noted that the new leaflets were more family friendly. It was 23 suggested that reference to the leaflets should be included on the information boards. The Committee felt that a map would be a useful addition to the leaflet. It was proposed that the existing wooden marker posts would also be replaced by recycled plastic posts. The cost to replace Peter Winfield them all was between £550-£600. Members of the Committee were asked to take away the draft leaflet and advise Officers of any corrections or amendments by the All Committee/ end of August. Officers would then progress in September/October. Peter Winfield RESOLVED that – i) Officers be authorised to proceed with the new information boards and associated works in September/October; ii) Officers be authorised to proceed with new leaflet in September/October; and iii) Officers be authorised to replace the existing wooden markers with recycled plastic markers Events and activities The Mighty Adventurers Forest School, run by Vicki Balaam, was well into its second year at the Riverside Walk and doing well. Those who attended the annual site visit witnessed the children enjoying their time in the woodland and Vicki gave an inspiring presentation at the AGM in June. Carnival Capers took place on 25 June and a follow up inspection by Officers revealed no damage to the site. The ground deposit had been refunded in full to the organisers. After consultation with members of the Committee, Officers approved an application from Christ Church, Virginia Water to hold a series of fellowship barbecues on the Cabrera Open Space in August again this year. These are planned for the 2, 3 and 4 of August between 5pm and 7pm. The Egham and Staines Conservation Volunteers (ESCV) had been back to the site recently and undertaken the removal of Himalayan Balsam plants, an invasive species which left unchecked was likely to swamp the native vegetation and take over large areas. The Committee was very appreciative to the ESCV for all their help. Access from Harpesford Avenue The possibility of opening up an old access to the Riverside Walk between 60 and 62 Harpesford Avenue which had been overgrown for many years was discussed by the Committee and the then Riverside Walk Advisory Committee in 2003 and 2004. The 24 conclusion at that time was as the access led into the part of the woodland where public access was not encouraged for nature conservation reasons, it should be extinguished or at least allowed to overgrow so that it could not be used. It was right that Members were reminded from time to time of this access and the possibility of opening it up to provide an additional route onto the site if they were so minded. The matter was raised by members of the public at the recent AGM and concerns were expressed about the possibility of opening the path up on two grounds – security of neighbouring properties and the unsuitable nature of the ground within the woodland onto which the access path leads. Officers circulated to the Committee a plan and photographs to aid their considerations. The Committee discussed various options relating to the access point onto the Trust land. A number of shrubs had been planted and these would need to be removed to open up the access route fully. The area would also need to be fenced if opened up and the Trust would need to maintain the access. It was agreed whilst the access was useful it was not essential. The option of selling the land to the neighbouring properties could be considered and Peter Winfield Officers were asked to ask the Council’s valuer’s to get a valuation and bring the valuation back to the next meeting in January 2017. When this had been received and considered the Committee could decide how to proceed. 6. FINANCIAL MONITORING STATEMENT AND THE TRUST’S INVESTMENTS The Committee received the quarterly Financial Monitoring Statement for the period ending 30 June 2016. As at 30 June 2016 the total market value of all investments held by the Trust was £211,620. With regard to the general expenditure the statement did not include the recent tree work (£4,500). Additionally, projected expenditure needed to allow for £1,500 for the information boards/leaflets and way-markers. It was also noted that some boardwalks would need some ongoing repairs whilst the tendering process for replacement was taking place. 7. AGM 2017 Following the low turnout at this year’s AGM the Committee was asked to consider the future format and venue of the AGM. Members of the Committee agreed that due to the fall in numbers of Carol Holehouse the public attending, the existing format of the AGM was no longer viable. An AGM had to be held and it was therefore proposed that this be held immediately prior to the July Committee meeting at the Civic Offices. No guest speaker would be asked to attend. 25 8. DATES FOR MEETINGS IN 2017 The Committee noted the following; The next meeting of the Management Committee would be held on Thursday 5 January 2017 at 2.30pm The AGM and the July meeting of the Cabrera Trust Management Committee would be held on Thursday 20 July 2017 at 2.30pm Chairman (The meeting ended at 3.40 pm) 26