Agenda and minutes

Environment and Neighbourhood Committee
Thursday, 23rd January, 2014 7.30 pm

Venue: Civic Offices, St Nicholas Way, Sutton SM1 1EA

Contact: Angela Guest, Committee Manager. tel: 020 8770 5122 Email: 

No. Item


apologies for absence and notifications of substitutes


An apology for absence was received from Councillor Miguel Javelot.



minutes of last meeting pdf icon PDF 62 KB

Minutes of the meeting held on 5 December 2013.


The Minutes of the meeting held on 5 December 2013 were agreed as a correct record and signed by the Chair.



Sutton United Football Club pdf icon PDF 163 KB

Lease for use of Collingwood Recreation Ground.


Additional documents:


The Committee was presented with a report which proposed the letting of part of Collingwood Recreation Ground to Sutton United Football Club (SUFC) for use as sports pitches.  It sought authority for the Council to bear the cost of the rental payment on behalf of the SUFC in lieu of the Club providing community benefits, as contained in a Community Use Agreement


John James, Tony Henderson-Smith and Dave Fairbrother from SUFC and Val Grant from Friends of Collingwood Recreation Ground attended the meeting and spoke to the statement of community benefits as detailed in appendix 2 to the report.    In response to Councillors’ questions it was reported that because the pavilion would be built in an enclosed property it would be less subject to vandalism and other anti social behaviour; that the insurance of the building would be covered by SUFC insurance and that discussions were underway with regards to the potential for installing CCTV.


It was noted that the SUFC proposal had full support from residents and the Friends of Collingwood Recreation Ground.


Resolved: That the community benefits provided by Sutton United Football Club on Collingwood Recreation Ground and the construction of a new pavilion and other facilities inside the Borough Sports, were sufficient to have the rental amount of £2,875 paid by the Council from year 8 of the lease (that is the first seven years would be rent free).  This would be subject to Sutton United FC complying with the terms of a proposed Community Use Agreement.



Shared Services - Regulatory and Highways & Transport pdf icon PDF 428 KB

Report of the Executive Head of Commissioning.


The Committee discussed a report that described the process for commissioning of both Sutton’s Regulatory Services and its Highways and Transport functions and presented a strategic business case for developing a shared service with the Royal Borough of Kingston. The project would focus on commissioning these services to achieve the following:

·         Maintaining the current service performance and satisfaction levels

·         Designing a more resilient service model for the future

·         Creating a service model that was flexible and could respond to further change

·         Achieving savings from 2015/16

·         Supporting the transition of Environment and Neighbourhoods to become a commissioner of services.


It was explained that a full business case would come to this Committee in the Autumn of 2014 which would answer some of the Councillors’ questions regarding the implications of commissioning shared services.  It was also reported that Sutton already had a shared protocol with RB Kingston and that they were interested and able to take this further at this time.  Taking on more partners at this stage may slow the process down but may be an option to be considered in the future.


A range of options had been considered as part of the assessment of the strategic business case:


·         Option 1 – Do nothing

The level of funding cuts would have a severe impact on resilience, service satisfaction and the ability to delivery service functions.


·         Option 2 – Outsource

This option could deliver the benefits outlined; however it is not currently favoured because of concerns about the council’s control of these services and the opportunity to drive further efficiencies without externalisation.


·         Option 3 – Shared Regulatory Services (5 Borough model)

This option was scoped and an independent feasibility study completed for regulatory services.  Identified benefits were not sufficient to warrant the investment and the timescales of some partners did not align with our own. Nothing similar had been considered for Highways and Transport, although the London Highways Alliance Contract (LoHAC) was a regional contract framework that councils could join (alongside Transport for London).


·         Option 4 – Shared service (2 Borough model)

There was a general agreement between LB Sutton and RB Kingston, at an officer level, to explore this and ongoing dialogue during the exercise to scope a five Borough model had helped crystallise the two councils requirements and share commonalities. A two Borough shared service with RB Kingston benefits from a track record of working together.


·         Option 5 – Staff spin out

There is no current appetite amongst staff within the services or Members for these services to consider a spin out into a mutual, social enterprise or similar.


The recommended option (Option 4) was for a two borough shared service whilst keeping the staff spin-out option under review (Option 5).


It was noted that some of the Regulatory services being considered as part of the business case came under the remit of the Housing, Economy and Business Committee.


Resolved: (i) To agree the outline business case contained in the report.


(ii) To develop a  ...  view the full minutes text for item 108.


Local Implementation Plan Funding 2014/15 Transport Settlement pdf icon PDF 157 KB

Report of the Executive Head of Commissioning.



The Committee considered a report that outlined Transport for London’s (TfL’s) allocation to the Council of Local Implementation Plan (LIP) funding for 2014/15.  A description of TfL’s transport related programmes was given and how schemes were selected to be put forward for funding. The details of the specific allocations for individual schemes were listed in Appendix A to the report.


The Transport Planning and Programme Manager gave a verbal report of a letter received from TfL regarding the approval of funding for various cycle projects and answered Members’ questions of clarification.  The total amounts granted under the Mayor of London’s Cycling Programme amounted to nearly £135,000 per year for each the years 2014/15 to 2016/17 with further announcements still to be made, which would also include the Mayor's Quietways Programme


Resolved: To note the 2014/15 Local Implementation Plan (LIP) funding settlement (Appendix A).


(ii) To note that Transport for London had yet to decide on whether to fund a further £288,000 for Bridge strengthening projects and had said that they will be announcing further allocations from the Borough Cycling Programme and Mayor's Quietways programme in late March 2014.


(iii) To note that Capital estimates would be amended as part of the Capital Programme Review 2014/15 to include the 2014/15 LIP Capital settlement allocation of £2,012,000.


(iv) To release Financial Provision of £2,012,000 for the Capital schemes identified in the settlement for 2014/15.


(v) To note that a sum of £187,000 for various revenue initiatives had been approved for 2014/15 and would be included in the revenue estimates.


(vi) To allocate the £100,000 Local Transport Funding element of the settlement to Local Committees on a per capita basis and to invite local committees to begin to develop three year rolling plans for their areas.


(vii) That the schemes and measures detailed in the report become part of the Highways, Transport and Smarter Travel delivery programme for 2014/15.



WW1 Commemoration activities pdf icon PDF 100 KB

To note the progress on the WW1 commemoration activities.



The Committee received a report which set out the framework for how the London Borough of Sutton intended to commemorate the centenary of the First World War (WW1) at a local level and how this would link in with the national programme.  A national programme of events to commemorate the centenary would take place over a four year period (2014 to 2018).


Members recognised the need to expand the current WW1 Working Group to cover a wider range of local organisations, and to look at a wider programme of events. A number of anniversaries were noted that coincided with the commemoration of WW1. It was suggested that the commemoration should include the role of women in WW1, as well as aspects of social change.


Resolved: (i) To note the progress to date on the First World War planning for commemoration events.


(ii) To establish a First World War Commemoration Steering Group, similar to the Olympic and Paralympic Forum that was formed in the borough to build a co-ordinated programme of events by engaging with a wide range of public, private, voluntary, youth and faith organisations.



South London Waste Partnership - Inter Authority Agreement pdf icon PDF 128 KB

To agree the annual update to the Inter Authority Agreement.



The Committee considered a report which set out proposed contract management amendments to the South London Waste Partnership Inter Authority Agreement (IAA) following the annual review.


Resolved: (i) That the London Borough of Croydon be the lead procuring authority, for both the Waste Framework agreement and the Management of the Household Reuse and Recycling Centres contract to ensure flexibility in terms of reacting to changing market conditions.


(ii) That the Chair of the SLWP Management Group in consultation with Borough Lead Officers (NB This was Matt Clubb, as Sutton was the chairing body this year) be given delegated authority to commission identified resources, including staffing, in order to manage effectively the range of ongoing contracts and procurement of future contracts to enable flexibility for the partnership to progress with any future procurement activities without the need to review and add further supplemental agreements to the IAA.



use of delegated authority since last meeting pdf icon PDF 40 KB

Committee to note the report.



Resolved: To note the actions taken under delegated powers since the previous meeting of this Committee.



Visitors parking Vouchers pdf icon PDF 53 KB

Reference from Sutton South, Cheam and Belmont Local Committee.


The Committee received a reference from the Sutton South, Cheam and Belmont Local Committee of 9 January 2014 that requested Environment and Neighbourhood Committee to consider the cost and supply of visitors parking vouchers.


Resolved: (i) To note the reference, from the Sutton South, Cheam and Belmont Local Committee, as this Committee had already reviewed the cost and supply of visitors parking vouchers (Minute 590/13 – 13 June 2014 - refers).


(ii) To note that the Environment and Neighbourhood Committee had already agreed to review visitors parking vouchers a full year after implementation (Minute 590/13 – 13 June 2014 - refers).



date of next meeting

To note that the next meeting will be held on 6 March 2014.


Resolved: To note that the next meeting would be held on 6 March 2014.