Community Services Committee

Thursday 13 June 2013 7.30pm

There will be a presentation by Norah Lewis from Surrey County Council on the Surrey Local Assistance Scheme

at 7.30pm after the fire precautions have been read

Council Chamber Runnymede Civic Centre, Addlestone

Members of the Committee Councillors P J Waddell (Chairman), J J Wilson (Vice-Chairman), P H L Boast, M J Brown, Mrs D V Clarke, Mrs V Dunster, Mrs M T Harnden, Miss M N Heath, Mrs G Warner and Mr 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, Committee Section, Law and Governance Business Centre, Civic Centre, Station Road, Addlestone (Tel. Direct Line: 01932 425627).

(Email: clare.pinnock@runnymede.gov.uk).

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.

See overleaf

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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.

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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. COMMUNITY DEVELOPMENT BUSINESS CENTRE PLAN 2013/14 4

7. CORPORATE KEY PERFORMANCE INDICATORS AND CORPORATE 5 PROJECTS

8. ACHIEVE LIFESTYLE ANNUAL REPORT 2012/13 5

9. ALLOTMENTS REVIEW – UPDATE 9

10. APPOINTMENTS TO COMMUNITY SERVICES SUB-GROUPS AND RELATED 11 BODIES

11. CHERTSEY MEADS MANAGEMENT LIAISON GROUP – MINUTES – 12 5 MARCH 2013

12. EXCLUSION OF PRESS AND PUBLIC 12

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. COMMUNITY TRANSPORT 13

14. COMMUNITY MEALS CONTRACT 17

b) Confidential Information

(No reports to be considered under this heading)

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1. FIRE PRECAUTIONS

The Chairman 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 14 March 2013 which were included in the April 2013 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 Committee Administrator at the start of the meeting. A supply of the form will also be available from the Committee Administrator 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 BUSINESS CENTRE PLAN 2013/14 (CE)

1. Purpose of Report

1.1 The purpose of this report is to provide Members with the first Annual Community Development Business Centre Plan 2013/14 and to seek its approval.

2. Background Information

2.1 A corporate-wide Performance Management Framework (PMF) has been established to assist Members and Officers with the decision making process. The general purpose of the PMF is to bring about improvements and/or take remedial action in the event of service or financial challenges.

2.2 To complement the PMF, a new Business Planning Cycle has also been introduced. This involves each Business Centre Manager completing an Annual Business Centre Plan, using a standard corporate template.

2.3 In future years it is expected that the Annual Business Centre Plans will be approved by the relevant Committee before the financial year commences. However, this process was slightly delayed this year due to the timing of the organisation’s restructure and the appointment of new Business Centre Managers.

3. Report

3.1 The Community Development Business Centre Plan is attached at Appendix ‘A’.

4. Council Policy

4.1 The Plan identifies how each division will support the achievement of the Annual Corporate Business Plan and the Sustainable Community Strategy.

5. Resource Implications

5.1 The resource requirements differ according to specific schemes and projects. Where new resources are needed to deliver an objective a report will be brought to this Committee in advance of any proposal.

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OFFICERS’ RECOMMENDATION that –

the proposed Community Development Business Centre Plan, as attached at Appendix ‘A’, be approved.

(TO RESOLVE)

Background Papers Sustainable Community Strategy Housing Strategy

HRA Business Plan

7. CORPORATE KEY PERFORMANCE INDICATORS AND CORPORATE PROJECTS (CE)

1. As part of the new Performance Management Framework, quarterly performance reports are made to Corporate Management Committee on:-

- Financial Performance

- Corporate KPI Performance

- Corporate Projects Performance

2. The latest report on KPI and Corporate Projects performance was submitted to Corporate Management Committee on 30 May and has been e-mailed to all Members of the Council in order to broaden Members’ understanding of the Council's performance and key pressures.

3. This Agenda item presents the opportunity for Members of the Committee to ask any questions regarding the reports relevant to the remit of this Committee.

4. However, to ensure that Officers are able to give a full response, advance written notice of any questions must be given to the Chairman, relevant Assistant Chief Executive/Corporate Head and Head of Strategy, no later than 48 hours prior to the meeting.

5. Members are also asked to note that this report should be distinguished from Committee specific reports. It is a standard agenda item which is also being added to other Committees in order to improve awareness of corporate performance.

(FOR INFORMATION)

Background Papers None stated.

8. ACHIEVE LIFESTYLE ANNUAL REPORT 2012/13 (ACEC)

(Ref: Minutes of Community Services Committee, November 2011, page 388, para 345 and June 2012, page 94, para 90)

1. Purpose of Report

1.1 The purpose of this report is to provide Members with an update on Achieve Lifestyle’s performance in the 2012/13 financial year and to submit details of a request for funding from the Council’s capital reserves for new spinning bikes at both the leisure centres.

2. Background Information

2.1 Achieve Lifestyle operates as a charitable company limited by guarantee and was set up as an independent leisure trust in April 2011 following a service review started in 2009. Achieve Lifestyle were transferred the Council’s two leisure centres Egham and Addlestone by lease. The transfer delivered savings to the Council, which in year one was £190,000.

2.2 Achieve Lifestyle has a board of 11 trustees, two of whom are Councillors P B Tuley and P Taylor. The trustees are chosen for their particular skills and interests that will help to develop the business. There are currently vacancies on the board. The Chairman is Murray Litvak and other board members include Ronnie Fleming (ex. Head of Leisure at Runnymede) and Keith Heal who is also

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the local representative for Surrey County Playing Fields. The board has to act in the best interests of the Trust and make decisions about new spending and initiatives.

2.3 The Council pays a service fee which goes towards the operational costs of running the centres, in 2012/13 this was £86,910. The Council also holds a capital reserve which the Trust is able to draw down on for capital investments in, for example, the fitness equipment and 3G football pitches. There is currently £307,700 in the capital programme. However, once used up there is no additional capital funding provision currently proposed to be made available by the Council.

2.4 Achieve Lifestyle, as a non-profit making business, has to re-invest any surpluses for any purposes for which it has been established. This can, for example, take the form of new equipment, refurbishments or additional staffing.

2.5 At the meeting of this Committee in November 2011, the Trust outlined its targets for the 2012/13 financial year. These were to:

develop the reserve fund and identify further funding sources build on staff confidence develop Achieve Lifestyle brand make improvements to the facilities and ensure they are fit for purpose improve sports development programme and develop activities to improve fitness overcome geographical barriers presented by the centres’ locations manage energy more efficiently

3. Report

Achieve Lifestyle Performance

3.1 Achieve Lifestyle has now completed the second full year of operation and there has continued to be regular client/contractor meetings looking at financial performance, customer care and a number of other operational issues.

3.2 The income and expenditure for the two sites for 2012/13 is detailed below:-

Profile 2012/13 Actual 2012/13 Difference +/- Expenditure 1,502,088 1,565,662 + 63,574 Income – memberships 903,564 1,035,188 +131,624 Income – 3G 152,593 146,798 - 5,795 Income – sports 241,607 234,060 - 7,547 Income – other 278,289 281,610 + 3,321 Service Fee 86,910 86,910 0 Total Income 1,662,963 1,784,566 +126,206 Net Difference 160,875 218,904 +62,632

3.3 Expenditure over the last year has shown an increase against profile, due to new works that have been carried out in the buildings such as refurbishments to the changing rooms and café area. Operationally, the centres produced a betterment of £62,000 over the budget for the year, primarily due to the continued growth in membership income for the gym, classes and spinning which is £160,000 up on the previous year. For the last financial year Achieve Lifestyle show a net surplus of £218,900, compared to £200,000 in 2011/12 which produces a total sinking fund of £419,000. Achieve Lifestyle plans to continue building up this fund to enable significant future investment into the facilities.

3.4 Membership at both sites has continued to grow, as reflected in the additional income generated. At Addlestone membership over the year has increased by 36%, from 726 to 987. At Egham there has been a 16% increase from 1609 to 1864 members. The reasons for the continued success include the competitive cost of the offer, minimising the number of cancellations per month and running regular promotions.

3.5 The 3G pitches at Egham showed a drop in income against the profile, which was primarily owing to poor weather, particularly snow over the winter months, which is one of the few weather conditions

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that puts the pitches out of action. The leagues continue to operate during the week and promotions have led to an increase in Friday evening and weekend usage.

3.6 Sports income did not quite meet the projected targets and some of this was because the outdoor grass pitches were waterlogged for large periods making them unusable for long periods. Without significant investment in drainage this is likely to continue being the case, particularly when there is significant rainfall. Other income was slightly up against target, this includes areas like the café, crèche and soft play.

3.7 Although attendances for both sites for the year were estimated to be 253,000 the final total was 314,000, 61,000 more than estimated. This was mainly owing to additional memberships and the knock on effect of repeat usage.

3.8 Energy consumption across both sites was more than estimated. However, the poor weather had an impact on heating and lighting charges particularly over the winter period.

3.9 There were 84 accidents and 38 incidents logged over the year. Customer feedback included 47 compliments about the service citing revision to the opening hours at Addlestone and the additional spinning sessions. There were 79 complaints, dealt with through the procedures in place. At Addlestone there were 18 complaints, some of which related to the gym equipment and others about the spinning studio. At Egham there were 61 complaints, a number of which were about spinning, the studio and classes. Other complaints related to the TVs in the gym and the integrated screens. However, there were 23 compliments about the service at Addlestone, mostly praising staff and the facilities provided. At Egham there were 24 compliments mainly about staff service and the range of classes provided. There were also comments from users about additional services or improvements. At both sites most feedback related to changes or additions to the range of classes provided. Achieve Lifestyle has taken these comments on board and is looking at introducing some new classes this year.

3.10 Repairs and maintenance continue to be delivered by the Council’s Building Services section. This includes both responsive and planned maintenance. The team has also assisted in the delivery of small projects for Achieve Lifestyle, which will be charged for in the future as they do not form part of the current agreement. In general, Achieve Lifestyle has been satisfied with the service, although there have been disputes over some larger works including the replacement of a boiler, which fortunately has been resolved.

3.11 The Performance indicators that are monitored are set out below for both sites:

Performance Indicator Egham (Profile)

£

Egham (Actual)

£

Addlestone (Profile)

£

Addlestone (projected)

£ Energy cost per user 0 0.2 1 0 Energy cost per opening hour

11 11 11 8

Income per user 7 6 6 5 Expenditure per user 6 5 7 5 Subsidy/surplus per user 1 1 -1 0

3.12 The figures for Addlestone are projected as Achieve Lifestyle is awaiting the actuals from Jubilee International High School. The table illustrates that Egham continues to deliver a surplus per user whilst Addlestone a small subsidy. Overall though, a net surplus is positive and the subsidy for Addlestone has reduced by 88p compared with 2011/12.

New Activities and Future Developments

3.13 New Activities over the last 12 months have included the introduction of junior basketball and a new junior squash club which is linked to the aim of increasing their sports development programme. An application through the Association for the Improvement of Runnymede to refurbish the outdoor tennis courts has been submitted to Biffa and the outcome is awaited.

3.14 Achieve Lifestyle has requested use of the capital reserves to purchase replacement and new spinning bikes for their indoor cycling which continues to be very popular. The request is broken down into two key elements.

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3.15 Firstly, the purchase of 5 additional bikes for Addlestone. The original 16 “Spinner NXT” bikes were purchased in October 2011 and the bike is an improved version of the bikes at Egham. The significant increase in membership at Addlestone can be attributed to some extent to the introduction of the indoor bike sessions. Therefore, additional bikes will help cater for increased demand. The cost of the 5 bikes will be £3,900.

3.16 Secondly, at Egham Leisure Centre the 21 “Spinner Pro”-bikes were introduced in November 2010, starting with 15 classes per week. This quickly increased to the current level of 24 classes per week resulting in the bikes being used approximately 2,500 times each since their arrival. Maintenance of the “Pro” model is labour intensive due to its exposed parts which are affected by corrosion, primarily caused by sweat. The lifespan of the Pro is approximately 2-3 years. Membership at Egham has also continued to increase; with deteriorating bikes new ones have been requested. The Blade Ion is the most up to date bike in the market today and has enhanced features which include measurement of outputs, i.e. heart rate and power. This development feature allows customers to train in a safer and more controlled environment. There is capacity and demand to increase the Studio from 21 to 26 bikes. The cost of installing 26 new bikes together with the trade in for the current 21 bikes is £39,900. It is expected that the average lifespan of the Blade Ion is 4-5 years. No other make or model has been considered due to their known inferiority against the more robust and safer Spinner models.

3.17 Achieve Lifestyle commissioned a second feasibility study on Egham to consider the options available regarding improving or replacing the existing site. Ideas are still being worked out and discussions have taken place at an Officer level, pending future reports to this Committee.

3.18 Achieve Lifestyle supported the Council’s teams in the Surrey Youth Games in 2012 by providing space free of charge for training. In exchange, their logo was on all the t-shirts provided to competitors on the day. The new Get Active Co-ordinator has also worked with the borough’s Sports Development Officer on a talent identification day linked to the Surrey Youth Games and is starting to develop links with other services to identify opportunities for outreach work in the community.

4. Financial Implications

4.1 In 2010/11 the Council set aside a capital provision to be made available for the replacement of equipment at the two leisure centres run by the Trust, subject to Committee approval for each individual application. The request for funding replacement spinning bikes with more bikes of higher quality will cater for the extra demand and fulfils the original provision criteria.

4.2 Replacing the spinning bikes costs £43,800 and leaves £263,900 in the capital programme, of which £120,000 is ring fenced for replacing the carpets on the 3G pitches. In order to release this money, a capital estimate is required, for which adequate provision currently exists.

4.3 Achieve Lifetsyle appears to be in reasonable financial health, based on the figures provided. The Trust has managed to continue growing revenue streams and allocated surpluses to its reserves in the first two years of operation, for which it should be applauded.

5. Legal Implications

5.1 In respect of Addlestone Leisure Centre, Surrey County Council is still seeking to register its legal title and Officers have been advised by their legal department that the only matter outstanding is the plan to be attached to the statutory declaration that needs to be submitted to the Land Registry. Once Surrey County Council has perfected its title the transfer to Jubilee International High School; the lease to this Council; and the lease to Achieve Lifestyle can be completed.

OFFICERS’ RECOMMENDATION that -

i) Members note the contents of the report relating to the performance of Achieve Lifestyle in 2012/13; and

ii) Corporate Management Committee be requested to approve a capital estimate in the sum of £43,800 for the purchase of new spinning

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bikes, utilising the provision for replacement of equipment in the Capital Programme.

(TO RESOLVE)

Background papers e-mail from Debbie Wilmott to Andy Cryer dated 28 May 2013 regarding the profile and actuals for the centres.

9. ALLOTMENTS REVIEW – UPDATE (ACEC) (Ref: Minutes of the former Leisure and Environment Committee, June 2099, page 87, para 108, September 2010, page 269, para 277 and Community Services Committee, January 2012, page 520, para 464)

1. Purpose of Report

1.1 The purpose of this report is to update Members on progress with the review of allotment provision.

2. Background Information

2.1 Runnymede has 9 allotment sites which are directly managed by the Council (detailed in the table at paragraph 3.2). In addition, there are 3 self-managed allotments; these are Boshers, Egham, Sayes Court, Addlestone and Woodham Lane, New Haw. Under self-management the Council rents the site to an allotment association and the association runs the site independently of the Council. The association sets and collects the fees charged for the plots and retains the income, but also takes on responsibility for site maintenance and utility bills.

2.2 Previous reports to the former Leisure and Environment Committee in June 2009 and September 2010 and to this Committee in January 2012 reported an increase in demand for allotments in Runnymede and the growing list of people waiting for a plot (over 100 in Jan 2012). The reports also set out various measures being considered to reduce the waiting list, including the creation of new plots and the provision of new allotment sites. Officers were asked to continue to look at opportunities to reduce the current waiting list at the allotments sites across the borough, including through applications for funding to carry out works at the current sites.

2.3 The report in January 2012 also stated that Officers were meeting with Spelthorne Borough Council to put in place sharing their post of Allotments Officer. This was agreed and implemented in April 2012 and the Officer is working 13.7 hours (2 days) per week in Runnymede.

3. Report

3.1 Since the arrival of the new Allotments Officer, a tighter regime for dealing with non-cultivation of allotment plots has been put in place. Plot inspections were previously carried out three times a year, in March, June and September. Now they have been increased to monthly inspections throughout the main growing season (April to October). This more pro­active approach has reduced the timescale for identifying and dealing with uncultivated plots and resulted in a higher turnover of plot-holders. In turn this has enabled more people to take up a plot and be removed from the waiting list.

3.2 Working this way ensures waiting lists deplete steadily and people are not waiting for long periods of time. Demand for allotments generally has also fallen away over the past year or so with a number of allotment holders voluntarily giving up their plots. There is always some fluctuation in the average waiting time, but this is now down about 6 months compared to more than a year, 2 years ago.

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Allotment No. of Plots No. of plots occupied

No. on waiting list

No. actively looking on waiting list

Barrsbrook, Chertsey

104 100 17 11

Bond Street, Englefield Green

8 8 10 10

Kings Lane, Englefield Green

22 22 7 6

Pinewood, New Haw

23 22 6 3

St Ann’s, Chertsey

23 23 17 12

Stroude Road, Virginia Water

106 93 13 1

Thorpe 31 31 5 0 Vicarage Road, Egham

45 45 8 1

Wendover Road, Egham

12 12 6 0

Total 374 356 89 44

3.3 The waiting list is reviewed regularly. People are contacted to assess whether they still wish to have an allotment and the list is updated accordingly. It has become apparent that many people ask to be added to the waiting list because they plan to take an allotment at some point in the future (i.e. not able to take a plot straight away). Many are only interested in a plot on a specific site, whilst others are on waiting lists for multiple sites. Taking these duplications into account, there are currently 55 individuals waiting for an allotment in Runnymede; compared to more than 100 in January 2012. However, only 23 of these are ready to take a plot straight away.

3.4 There are always a small number of vacant plots across the borough as plots are given up and re-let. Currently there are 20 vacant plots, 12 of which are at Stroude Road. It is unusual to have so many plots un-let at one site and Officers will look to fill these vacancies through targeted advertising in local publications and on notice boards and will also gauge interest from local schools.

3.5 At the Allotment Representatives Meeting in November 2012, a number of issues were discussed relating to individual sites. Once again, there was considerable concern about the increase in allotment prices. Officers at the meeting confirmed again their value for money and suggested one of the ways of keeping the plot rents down would be for more sites to take up the self-management option.

3.6 In 2012 some of the plot holders at one site expressed an interest in going self-managed. However, a locally organised poll among plot holders then suggested there was not general support for the idea. However, Officers are working with the interested plot holders at this site to promote the benefits of the self-management option to the others. A meeting was held in April 2013 and it was agreed to hold a subsequent meeting with all those interested in forming an allotment association committee at the end of May 2013. The outcome of this meeting will be reported to the Committee. The discussion then will be around how self-management would work, the rent the Council would charge for the site, and the next steps to progress this.

4. Council Policy

4.1 The Sustainable Community Strategy aims to promote healthy lifestyles and leisure activities, to which having an allotment can contribute.

5. Resource Implications

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5.1 Because the Allotments Officer is in Runnymede only two days a week, much of the site maintenance is now being handled by Building Services. This has led to a modest increase in maintenance costs. However, these have been more than offset by other savings. It has also enabled clearer management and better record keeping of the maintenance expenses on all sites.

OFFICERS' RECOMMENDATION that –

i) Members note the decrease in demand for allotments; and

ii) Officers be instructed to continue with the pro-active management of allotments to reduce waiting lists as set out in this report and no further work be undertaken at this time on the provision of additional plots.

(TO RESOLVE)

Background Papers None stated.

10. APPOINTMENTS TO COMMUNITY SERVICES SUB GROUPS AND RELATED BODIES (CHLG)

THE COMMITTEE IS ASKED to consider the following appointments to the Community Services Sub-Groups and one related body for the Municipal Year 2013/14:-

1. Two Officers to serve on the Cabrera Trust Management Committee. The Management Committee comprises the three Virginia Water Councillors ex officio, and two Officers acting as the Honorary Secretary and Honorary Treasurer for the Trust. The term of these appointments runs from the end of the Cabrera Trust’s Annual General Meeting on 18 June 2013 to the end of the said same meeting in 2014. The retiring Officer appointees are the Corporate Head of Finance and IT and the Assistant BCM for Community Development. Both have confirmed they are willing to carry on in their respective roles, subject to Committee approval.

2. Two Members to serve on the Chertsey Meads Management Liaison Group. The Constitution of the Group provides that the meetings of the Liaison Group shall be chaired by a Member of the Council representing the Community Services Committee, but the other Member need not be a member of this Committee and Members might consider it appropriate to appoint a Member representing one of the Chertsey or Addlestone Wards. The Group meets twice a year and the next meeting is scheduled to take place on 26 September 2013. The retiring Members are Councillors Mrs D V Clarke and D A Cotty.

3. The appointment of an Older Persons Champion. Members are asked to note that when this was considered in November 2009 by the former Housing and Community Services Committee it was agreed that the duties associated with the post should be tailored, where possible, to accommodate the availability of the appointee. The retiring Member is Councillor Mrs G Warner.

The Committee is asked to note the type of duties which might fall to the older persons Champion could include the following requirements for which further guidance and support would be available to the appointee:

Develop in-depth knowledge of the main issues facing older people

Use position and influence to drive change, and give emphasis to where improvement is needed

Influence and help to inform those who have limited knowledge of older person issues.

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Establish links with older persons organisations; for example, Age Uk Runnymede and Spelthorne

Challenge ageism and ensure that Older People are treated fairly by the Council

Respect diversity and push for the whole range of older people to be considered

Background Papers None.

11. CHERTSEY MEADS MANAGEMENT LIAISON GROUP – MINUTES 5 MARCH 2013 (CHLG)

The Minutes of the meeting of the Liaison Group held on 5 March 2013 are attached at Appendix ‘B’.

(FOR INFORMATION)

Background papers None.

12. EXCLUSION OF PRESS AND PUBLIC

OFFICERS' RECOMMENDATION that –

the press and public be excluded from the meeting during discussion of the following reports 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 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

13. COMMUNITY TRANSPORT 3

14. COMMUNITY MEALS CONTRACT 3

b) Confidential Information

(No reports to be considered under this heading)

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