- Cllr Moira Gibson - Chairman. + Present - Apologies for absence presented

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1 - Cllr Moira Gibson - Chairman Minutes of a Meeting of the Executive held at Surrey Heath House, Camberley on 22 April Cllr Richard Brooks (in the Chair) + Cllr Colin Dougan + Cllr Keith Bush + Cllr Craig Fennell + Cllr Mrs Vivienne Chapman + Cllr Liane Gibson In attendance + Present - Apologies for absence presented Councillors Paul Deach, Lexie Kemp, Joanne Potter, Audrey Roxburgh, Judi Trow, Valerie White and John Winterton. 108/E Minutes The minutes of the meeting of the Executive held on 1 April 2014 were confirmed and signed by the Chairman. 109/E Broadmoor Siren Part I (public) The Executive received a presentation from John Hourihan, the Director of Security at Broadmoor Hospital, in relation to the West London Mental Health NHS Trust s proposals for the future of the Broadmoor sirens. The sirens, which were 60 years old, were sited at thirteen locations within a seven mile radius of Broadmoor Hospital, and were remotely controlled using copper transmission links provided by BT. However, BT no longer supported the technology used by these links. As a result the Hospital was considering options for the future of the sirens. These included a full replacement at a cost in excess of 250k, a partial replacement or a full decommission. To do nothing was not an option, as the likelihood of failure would increase, resulting in a loss of confidence in the system. The Hospital s preferred option was to remove 7 of the sirens and to replace the 6 sirens in the Sandhurst and Crowthorne area Members were informed that, over the last 20 years, there had been considerable investment in security systems at Broadmoor, creating a secure environment which met the standards of a Category B prison. This had been further enhanced by more CCTV cameras, alarms and security procedures. Furthermore, the Hospital currently had approximately 200 patients, compared to 1,000 patients in the 1950s and 1960s. Hospital staff were also now more experienced in the science of security, particularly in understanding their

2 patient group and the risks they posed. It was noted that the last patient had escaped in The Hospital worked closely with Thames Valley Police and with local authority emergency planning teams, particularly in relation the system to inform schools of an escape by a cascade procedure. Resolved that the Chief Executive, after consultation with ward councillors, be authorised to respond to the consultation on the proposals for the future of the Broadmoor Siren. 110/E Handy Person Service Funding Surrey County Council currently commissioned Camberley Care Trust, using the Supporting People funding to provide a handy person service to elderly, vulnerable and disabled residents in the Borough. The Camberley Care Handy Person Service provided a trustworthy and affordable service for small but essential jobs around the home which contributed to elderly, vulnerable and disabled residents being able to remain independent in their homes as long as they wished. The majority of the costs of the service were met from payments made by the County Council using Supporting People funding. The County Council had indicated that, for 2014/2015, payments would remain the same but would be paid to this Council rather than the Camberley Care Trust. The total annual contract value was 29,660, which was paid in monthly instalments of 2,472. In order to provide continuity for residents who relied on this service, it was proposed to use the County Council funding to commission Camberley Care Trust to continue to provide a handy person service for residents in the Borough. There were no easily identifiable alternative providers and the Council was not currently in a position to employ directly a handy person. The Council would continue to commission the Handy Person Service provided the cost was met by the County Council from its Supporting People Fund. Resolved that (i) (ii) the Executive Head Community be authorised to commission the Camberley Care Trust to provide a Handy Person Service to elderly, vulnerable and disabled people residing in Surrey Heath, on current terms and conditions, with specific supporting people funding allocated to the Council for this purpose; and the continuing provision of the Handy Person Service by the Council is subject to payment being received from Supporting People Fund. 111/E Review of Pension Policy Statement The introduction of the new Local Government Pension Scheme from 1 April 2014 required all employers to review their existing discretionary pension policy statements and publish new policy statements effective from 1 April 2014.

3 The Executive received a report which summarised the Pension Policies which required review relating to (i) (ii) (iii) (iv) (v) (vi) (vii) shared cost additional pension contributions; flexible retirement; waiving actuarial reduction for early payment of pension benefits at the request of a current employee; increase total additional pension scheme membership of active members; award of additional pension to a scheme member; early payment of pension benefits from age 55 where employees had a protected 85 year rule protection for pre 1st April accrued benefits; and early payment of pension benefits before normal retirement age at the request of a former employee (a deferred pensioner) Recommended to the Council that the amendments to the Pension Policy Statement, as set out at Annex 1 to these minutes and the Flexible Retirement Policy Statement set out at Annex 2 to the these minutes, be approved. 112/E Response to the Further Consultation on the London Plan Consultation on the Draft Further Alterations to the London Plan had been undertaken between January and April The Draft Further Alterations sought to increase the housing target from 2015 to 42,000 dwellings per annum rather than 32,000 per annum as set out in an earlier version of the London Plan (2011). However this was below the lowest target identified in the Strategic Housing Market Assessment which had set out a minimum need of 49,000 dwellings per annum in London. Officers had raised concerns as to how any additional housing need would be met and the possible effect on Boroughs in the South East. Officers were also concerned that the Mayor had not adequately engaged this Council through the Duty to Co-operate process. As the closing date for making submissions on the documents had been on 10 April, Officers had submitted a letter outlining this Council s objections with an advisory note that it would be April before Members could consider whether or not to endorse the objection. Resolved to (i) (ii) note the publication of the London Mayor s Draft Further Alterations to the London Plan; and endorse the officer response to the Mayor of London s Draft Further Alterations to the London Plan consultation made in March. 113/E Response to Consultation by TAG Farnborough Airport on Airspace TAG Farnborough Airport was consulting on changes to aircraft departure routes from, and arrival routes to, Farnborough Airport. They were also consulting on other airspace changes at a low altitude to provide additional

4 options for General Aviation GA (3) flights. GA (3) flights were light aircraft and helicopters flown for leisure, basic pilot training, air taxis and also includes gliders balloons and parachuting. Whilst the proposed change to routes into and out of Farnborough could potentially lead to fewer residents being overflown by flight paths at low altitude, there were concerns regarding changes to GA (3) aircraft flights, as the changes proposed would mean that aircraft could operate in an area adjacent to Fairoaks Airport, which was currently not flown over. The consultation did not seek feedback on the planning decision to allow up to 50,000 movements at Farnborough. Resolved to (i) (ii) (iii) (iv) note the publication of the TAG Farnborough Airspace Consultation; submit comments as set out in Paragraph 4 of the agenda report; publicise the consultation on the Council s Website and by issuing a press release; and request the Executive Head of Transformation to draw the consultation to the attention of any aviation businesses in the Borough known to the Council, which might be affected by the proposals. (Note: In accordance with the Members Code of Conduct, Councillor Judi Trow declared a non pecuniary interest as the Council s representative on the Fairoaks Airport Consultative Committee.) 114/E Annual Plan for 2014/15 The Annual Plan demonstrated the Council s commitment to achieving the 2020 Strategy objectives, through improving the management of its key performance targets as set out in the Plan and making its services more accountable. Both a mid-year and end of year performance report would be presented to the Performance and Audit Scrutiny Committee. Monitoring of the Annual Plan in this way allowed the Council to illustrate the on-going strength and continuously improving performance of the Council against pre-set corporate key priorities, service area milestones and performance indicators. Resolved that (i) (ii) the Annual Plan for 2014/15 be approved; the Chief Executive be authorised to make minor textural and presentational amendments to the Plan with any amendments to

5 the milestones or performance indicators being made after consultation with the appropriate Portfolio Holder; and (iii) an update on the Annual Plan be reported in 6 months. CHAIRMAN

6 Agenda Item 2 Agenda Item 2 Surrey Heath Borough Council Annex 1 Pensions Policy Statements 1. These following statements of policy are made in respect of the exercise of discretionary functions under the Local Government Pension Scheme Regulations 2013, which come into effect from 1 April Pension Regulation Policy Delegation Regulation 16 (2)(e) and 16 (4)(d) Funding of additional pension contributions. Surrey Heath will not offer shared cost additional pension contributions. Voluntary funding of additional pension contributions via a Shared Cost Additional Pension Contribution (SCAPC) contract, either by regular on-going contribution or one-off lump sum Employees who are members of the Local Government Pension Scheme (LGPS) may fully fund their own additional pension contributions. Regulation 17. Additional voluntary contributions. Additional voluntary contributions (AVC) via an approved AVC scheme. Regulation 30 (6). Flexible retirement Surrey Heath will not offer Shared Cost Additional Voluntary Contributions. Employees who are members of the LGPS may fully fund their own AVC arrangements. There is a general presumption that the Council will not permit flexible retirement where it results in additional costs to the council but will: Consider requests for Flexible retirement on their merits and to agree where it is in the Council s interests. On the basis that pension benefits taken Chief Executive in consultation with the Leader of the Council.

7 Agenda Item 2 Agenda Item 2 before normal retirement age are reduced in accordance with guidance issued by the Government Actuary. In exceptional circumstances the actuarial reduction could be waived on compassionate grounds, or where it is in Surrey Heath s business interests, and taking into account the affordability of the employer costs arising. See separate Flexible Retirement Policy Statement Regulation 30 (8). Waiving all or part of any actuarial reduction for a retirement before normal retirement age Regulation 31. Award of up to 6,500 additional pension (at whole cost to the employer) Employees voluntarily retiring from age 55 before their normal pension age will have their benefits reduced so that there is no cost to the council. In exceptional circumstances the actuarial reduction could be waived on compassionate grounds, or where it is in Surrey Heath s business interests, and taking into account the affordability of the employer costs arising. There is a general presumption that the Council will not award additional membership. Consider and decide individual cases on their merits where it is in Surrey Heath s interests and taking account of the employer costs of the additional pension. Chief Executive in consultation with the Leader Chief Executive in consultation with the Leader.

8 Agenda Item 2 Agenda Item 2 2. The following statement of policy is made under the Local Government (Transitional Provisions and Savings) Regulations 2014, effective from 1 April 2014 Pension Regulation Policy Delegation Whether to apply the 85 year rule to the pre 1 st April benefits on or after age 55 and before age 60. Employees may retire early from age 55 before their normal pension age with retirement benefits taken before age 60 reduced in accordance with guidance issued by the Government Actuary, with 85 year rule protection not applying. In exceptional circumstances to agree to apply the 85 year rule protection to pre-1 April 2014 benefits (waiving actuarial reduction) on compassionate grounds, or where it is in Surrey Heath s business interests, and taking into account the affordability of the employer costs arising. Chief Executive in consultation with the Leader. 3. The following statement of policy is made in relation to former employees who left before 1 April 2014, who may ask for early access to their pension benefits. Requests for early payment of pension benefits before age 60 where employer consent is required. (Normal retirement age 65, with former employees able to access pension benefits from age 60 without the employer s consent. Employer s consent required before age 60). April 2014 Former employees may take their pension benefits from age 55 before their normal pension age on the basis that the pension benefits are reduced in accordance with guidance from the Government Actuary and there is no employer cost falling on Surrey Heath. In exceptional circumstances to agree to waive the actuarial reduction on compassionate grounds, taking into account the employer pension costs arising. Chief Executive in consultation with the Leader of the Council.

9 Agenda Item 2 Agenda Item 2 Surrey Heath Borough Council Annex 2 Flexible Retirement Policy Statement Surrey Heath will consider requests from employees aged 55 and over who request to receive their pension benefits while continuing in employment on a reduced hours or reduced grade basis. In response to written requests for flexible retirement from eligible employees Surrey Heath will: Consider individual requests for flexible retirement on their merits A request should typically involve a permanent reduction to salary of at least 20% through reduced hours and/or reduced level of responsibility (grade). The Council has discretion to approve other arrangements if satisfied that they are reasonable and in its interests Agreement is at the Council s discretion and there is no automatic right to flexible retirement Approve requests only where it is in the Council s interests to do so and taking into account service impacts, budget savings and any employer costs of early payment of flexible retirement pension benefits If the pension benefits are taken before the employee s normal retirement age the pension benefits are normally reduced in accordance with guidance issued by the Government Actuary In exceptional circumstances the actuarial reduction could be waived on compassionate grounds, or where it is in Surrey Heath s business interests and the costs are affordable If flexible retirement is granted the employee would be required to take all of their accrued pension benefits and not be given the option to take part of their pension benefits

10 Agenda Item 2 Agenda Item 2 The employee s contract of employment will be amended to reflect the reduced hours and/or reduced grade and continuity of employment is maintained for terms and conditions purposes Employees can continue paying into the Local Government Pension Scheme building further pension benefits under the scheme. Delegation to consider and, if appropriate, agree Flexible Retirement will be to The Chief Executive after consultation with the Leader of the Council for cases below Corporate Management Team level. The Executive for requests from members of Management Team.