Agenda and draft minutes

To confirm as a correct record the Minutes of the previous meeting.

RESOLVED that the minutes of the previous meeting held on 25 January 2024 be approved and signed.

To receive any apologies for absence and notification of any substitute Members in accordance with the Constitution.

Apologies were received from Councillor Baker, there was no substitute.

To receive any Declarations of Interest (including the existence and nature of any Party Whip).

There were no declarations of interest.

To receive presentations from the Police Borough Commander for Reigate and Banstead and the Leader of the Council, to review the work of the Reigate and Banstead Community Safety Partnership in 2023.

The Chair welcomed the Leader of the Council, Councillor Biggs, Borough Commander Inspector Jon Vale, Sergeant Rob Staplehurst, Justine Chatfield, Head of Community Partnerships and Isabel Wootton, Partnerships Team Leader, to the meeting.

The Leader reported that although Reigate and Banstead was a relatively safe borough, there was no room for complacency and that it was crucial for the Council to work effectively with local partners, through the Community Safety Partnership, to tackle community safety issues where they arise. Through the Managing Director, who is the Chair, and the combination of statutory and non-statutory partners, the Partnership is able to address issues facing individuals and local communities as well as borough wide matters. It focuses not just on addressing situations as they occur, but also on the prevention of anti-social behaviour and crime. In so doing actively preventing harm to persons and property across the area.

The Police are a pivotal member of the partnership, and the Council were pleased to welcome the new Borough Commander John Vale recently, bringing relevant experience with him from his recent post as Borough Commander for Epsom and Ewell. The Leader thanked Inspector Vale for attending the meeting this evening. Inspector Vale was joined by Sergeant Rob Staplehurst, who had been acting Borough Commander before Inspector Vale was appointed and is the sergeant for Redhill, Reigate and Merstham.

The Leader also thanked Alex Maguire who had been Borough Commander until the end of 2023, and is now Chief Inspector for Neighbourhoods for East Surrey.

A presentation had been provided by the Borough Commander in the agenda pack, which can be found here:

Agenda for Overview and Scrutiny Committee on Thursday, 22nd February, 2024, 7.30 pm | Reigate and Banstead Borough Council (moderngov.co.uk)

The Borough Commander invited Members to ask questions on his presentation. In response, the following clarifications were provided:

Harassment

The Borough Commander explained that reports of harassment were often complex and protracted and that there were always two perspectives of the issue. The Police needed to respond effectively, which did not always conclude with the desired outcome of the victim. Victims did, however, have the ability to submit a victim right to review through the Police website, which would lead to a review of the Police involvement in the investigation. He added that anti-social behaviour was linked to harassment and that ongoing anti-social behaviour incidents were closely monitored, with interventions put in place where needed. It was also confirmed that the Council’s Anti-social Behaviour Officer would gather evidence and, if appropriate, had the statutory powers to issue a Community Protection Warning to an individual committing anti-social behaviour or harassment, and if the behaviour did not cease, then this could be progressed to a Community Protection Notice.

Success from Epsom and Ewell

Members asked what work had been successfully caried out in Epsom and Ewell that could be replicated and be beneficial to this borough. The Borough Commander reported that he had developed effective work around Violence Against Women and Girls (VAWG). Under  ...  view the full minutes text for item 70.

To review the work of the Greenspaces Team in regard to the Countryside spaces in the Borough, and delivery of the Greenspaces work programme.

For clarity, this excludes the Council’s parks, gardens and play areas, work on highways verges and grassed areas, the spaces managed by the Banstead Commons Conservators and matters to do with Planning (Core Strategy and Development Management Plan). The aim of the review is to see how improvements can be made to services.

An appendix of background papers on Countryside spaces in the borough has been included for your information.

The Chair welcomed Councillor Moses, Portfolio Holder for Environment and Sustainability.

A presentation had been provided on the work of the Greenspaces Team in the agenda pack, which can be found here:

Agenda for Overview and Scrutiny Committee on Thursday, 22nd February, 2024, 7.30 pm | Reigate and Banstead Borough Council (moderngov.co.uk)

Several advance questions had been submitted regarding the work of the Greenspaces team presentation. The advance questions and responses can be viewed here:

Document Advance Questions and Answers OS 22 february 2024 | Reigate and Banstead Borough Council (moderngov.co.uk)

The Portfolio Holder invited Members to ask questions on her presentation. In response, the following clarifications were provided:

Managing Greenspaces

The Head of Neighbourhood Operations confirmed that the Council had a good relationship with Natural England, and worked closely with them, particularly on Reigate Heath. She acknowledged that several funding schemes were available, and that the intention was to apply for any relevant funding schemes in the future.

Accessibility

It was confirmed that there were some constraints to accessibility, due to the need to apply for permission from the Secretary of State to carry out works on common land. Pathways had been installed, but the team would welcome conversations regarding specific areas that may benefit from being made more accessible.

Ash Dieback

It was confirmed that an inspection programme of one and three years for all trees was in place. More urgent inspections were carried out on trees of concern, and trees that may pose a danger to the public. One-year inspections were carried out on trees in public high traffic areas, such as on footpaths and near schools. Three-year inspections were carried out on trees within woodland areas. Trees were categorised for condition, with categorisation continually monitored. A Member suggested that the process could be communicated to residents for better understanding.

It was confirmed that there was an industry suggestion that allowing trees to repopulate would work well, and the Council was considering using this method. The Tree Officer was very experienced and would monitor this closely.

Communication to Greenspaces Team

It was confirmed that requests from residents and response times for these issues was not recorded specifically but that data trails were recorded. A Member suggested that a metric on response times and customer service be explored in the upcoming Greenspaces Strategy.

Trim Trails

It was confirmed that there was an intention to install further trim trails.

Management Plans

It was confirmed that the variations in the content of management plans was due to some management plans being set out by Natural England, and the varying characteristics of sites.

A request was made by a visiting member for the way in which management plans are adopted to mirror that which we expect Banstead Commons to follow, namely being shared with 'warm contacts' and then the public at the draft stage for consultation. The Officer agreed to discuss this with the Portfolio Holder and respond to this request.

Wildlife Surveys

It was confirmed that although some of the  ...  view the full minutes text for item 71.

i)             To consider and agree any changes to the schedule for Overview and Scrutiny Committee’s Forward Work Programme 2023/24.

ii)            To consider possible items for scrutiny in the Forward Work Programme for 2024/25.

iii)           To consider the Action Tracker from the previous meeting.

The Chair requested that Committee Members submit to himself or the clerk any suggestions for additional topics for scrutiny for 2024/25.

It was noted that during the Environmental Sustainability Strategy Review Panel a suggestion was made to add sewerage and wastewater as a topic of scrutiny for 2024/25.

RESOLVED that Overview and Scrutiny Committee:

i)             Noted the Overview and Scrutiny Forward Work Programme 2023/24.

ii)            Would consider possible items for scrutiny in the Forward Work Programme 2024/25.

iii)           Noted the action tracker.

To consider any items arising from the Executive which might be subject to the ‘call-in’ procedure in accordance with the provisions of the Overview and Scrutiny Procedure Rules set out in the Constitution.

It was reported that there were no items arising from the Executive that might be subject to the “call-in” procedure in accordance with the provisions of the Overview and Scrutiny Procedure Rules.

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

(NOTE: Under the Committee and Sub-Committee Procedure Rules set out in the Constitution, items of urgent business must be submitted in writing but may be supplemented by an oral report.)

There was no urgent business.