Agenda and minutes

Apologies for absence were received from Councillors Andrew Gomm and Ann McShee.  Councillor Chris Blow attended as a substitute for Councillor Ann McShee.

Councillor Steven Lee was nominated as Vice-Chairman of the EAB for the 2019/20 municipal year.

In accordance with the local Code of Conduct, a councillor is required to disclose at the meeting any Disclosable Pecuniary Interest (DPI) that they may have in respect of any matter for consideration on this agenda.  Any councillor with a DPI must not participate in any discussion or vote regarding that matter and they must withdraw from the meeting immediately before consideration of the matter.

If that DPI has not been registered, the councillor must notify the Monitoring Officer of the details of the DPI within 28 days of the date of the meeting.

Councillors are further invited to disclose any non-pecuniary interest which may be relevant to any matter on this agenda, in the interests of transparency, and to confirm that it will not affect their objectivity in relation to that matter.

There were no declarations of pecuniary or non-pecuniary interests.

To confirm the minutes of the Executive Advisory Board meeting held on 4 April 2019.

The minutes of the meeting of the EAB held on 4 April 2019 were agreed as a correct record, and signed by the Chairman.

To discuss a presentation in respect of the Pitch Strategy.

Following introductions, the Parks and Landscape Manager gave a presentation in respect of the Playing Pitch Strategy (PPS).  The presentation gave definitions of PPSs and outlined the proposed outcomes of the PPS, Sport England guidance, the scope of the PPS, facilities in the scope, sports in the scope, benchmarking of local pitch strategies, proposed governance, and resources and delivery.  There would be links between the PPS and the Sports Development Strategy which was in its fourth year.

The proposed outcomes of the PPS were an assessment of the current quantity and quality of pitch provision and changing facilities, demand, and current and future capacity and need.  These would enable provision of an evidence base to support decision-making, develop local standards of provision, justify developer contributions, help determine planning applications, prioritise resources and projects, identify opportunities for improving access to facilities, support delivery of other Council Strategies and services, and support National and Regional Governing body objectives.

The Sport England Guidance featured a ten step approach to developing and delivering a PPS.

Within the scope of the PPS were Guildford Borough Council, parish council and club/sports organisation owned/managed facilities and private and non-private educational provision.  Military provision fell outside the scope.  Facilities within the scope were public and private grass facilities, artificial pitches, tennis courts, athletics tracks and changing facilities.  The sports included in the scope were athletics, bowls, cricket, football, hockey, lacrosse, netball, rugby and tennis.

Local pitch strategies in Runnymede, Spelthorne, Surrey Heath, Waverley and Woking Boroughs were benchmarked for comparison purposes.  The benchmarking related to the period of the strategies, the scope and learning, the contractor and the costs.

The proposed governance consisted of a Project Board to project manage delivery of the strategy and agree its scope, outcomes and objectives.  Membership would be a director, relevant officers and Lead and other Councillors.  There would also be a Steering Group to drive the Strategy’s development and delivery of its actions and recommendations over the plan period.  The suggested composition of the Group would be Parks and Countryside, Leisure Development, Planning Policy, National and Regional Governing Bodies of Sport, Sport England, Active Surrey County Sport Partnership, Surrey Sports Park/University and Guildford Education Partnership.  Consultees would be local sports clubs, schools, sporting organisations and parish councils.

Resources and delivery featured use of external consultants to develop the PPS and undertake audits and assessments to ensure delivery in a timely fashion and to support the revision of the Council’s Sports Strategy in 2020.  The benefits included having neighbouring authority data / national data readily to hand, expertise to aid rapid delivery of the PPS and experience of Sport England methodology.  The estimated delivery timescale was 18 months and the stages were reporting to the EAB, arranging a funding virement, establishing the Project Board, procuring consultants, setting up the Steering Group, and developing and adopting the PPS.

The following points arose from related questions and discussion:

·             Although there were some good military facilities at Pirbright Camp, there was limited community  ...  view the full minutes text for item C5

The EAB noted the Executive Forward Plan dated 18 June 2019.

To consider and approve the EAB’s draft work programme. 

In response to the Chairman’s invitation, Councillors submitted the following suggestions for future work programme topics:

·             Stoke Park

It was suggested that thought could be given to considering the Stoke Park Masterplan in a holistic way with reference to other strategies and provision and need.  However, the Masterplan had been considered by the Place-making and Innovation EAB on 15 October 2018 and the Lead Councillor stated that it may be more appropriate for Overview and Scrutiny to review this matter going forward.

·             Review of the Chantry View Campsite

The review of Chantry View Campsite was raised as a possibility before the matter was determined by the Executive on 26 November 2019.

·             Homelessness

As the number of homeless people in the Borough appeared to be increasing and their levels of need intensifying, it was suggested that consideration could be given to identifying an alternative means of assisting homeless people by tackling or preventing this problem.  However, it was felt that this topic may align more closely with the remit of the Place-making and Innovation EAB.

The issue of holding landlords to account and checking that rental properties were adequately maintained was raised although it may be more appropriate for Overview and Scrutiny to review this matter.

·             Street Planting and Enhancements

This suggestion involved enhancing the town entrances by additional planting, possibly making greater use of grass verges and other public spaces, subject to budget constraints.

·             Review of Community Assets

As an asset management exercise was already being pursued by officers, it was suggested that the EAB may be able to contribute to it.  Use of empty or underused Council owned and other buildings was raised and it was acknowledged that communities were able to submit applications to register assets of community value.

·             Parks and Recreation

This topic was being discussed with officers and feedback would be provided.

·             Promote Street Play Scheme

Although there was statutory play provision for children of certain ages, it was felt that there were gaps in provision and a lack of provision for teenagers, which could lead to anti-social behaviour.  The provision of a skate park was suggested as a possible solution.  It was suggested that the EAB may wish to have some involvement through consultation in the review of the quantity, location and use of the areas which formed part of the Westborough/Park Barn Play Area Refurbishment Project.

·             Explore Opportunities for Volunteer Lead Activities for Young People

It was noted that there was a local organisation named Matrix which organised activities for children.  Further activities operated by a charity or social enterprise were welcomed.

·             Spectrum 2

Involvement in the consultation associated with the possible replacement or refurbishment of the Spectrum Leisure Centre was suggested.

It was agreed that the list of suggested work programme topics be forwarded to the Leader of the Council to ascertain whether they fell within the EAB’s remit and how, or if, they could be progressed.

Progress with items previously considered by the EAB were noted.