Councillors and committees

Agenda, decisions and minutes

New Regulations allow Committees to meet in virtual form online. Following Council approval on 19th May 2020 the Council’s five Strategic Committees responsible for major policy and service decisions will be temporarily streamlined into one Response and Recovery Committee. This will meet on a monthly basis and will be empowered to deal with all urgent business which would normally be considered by the other Strategic Committees, if it cannot wait until the resumption of normal conditions.

Regulatory Committees including Development Control Committee, Neighbourhood Planning-Sub Committees and Licensing Sub-Committees will continue to take place virtually. These will remain in place until at least 12th October when the Council will meet to decide whether circumstances allow for the resumption of normal business.

The Council is committed to maintaining full transparency in the decision making process during this period.

See here for all decisions taken under special urgency powers and other officer decisions during the COVID-19 emergency.

You can view the individual reports for this meeting by selecting the headings from the numbered list of items at the bottom of this page. Alternatively you can view the entire agenda by selecting 'Agenda Reports Pack' below.

Watch Council meetings here

Venue: Dysart School, Ewell Road, Surbiton

Contact: Matthew Stickley 

No. Item


Apologies for absence

Apologies for absence have been received from Councillor Liz Green.


Apologies for absence were received from Councillor Mark Beynon, Councillor Liz Green, and Councillor Sharon Falchikov-Sumner.


Declarations of Interest

Members are invited to declare any disclosable pecuniary interests and any other non-pecuniary interests (personal interests) relevant to items on this agenda.





To receive any petitions to the committee.


A petition was received from residents of Westfield Road, Surbiton, regarding proposed improvements to the parking arrangements in Westfield Road. Having presented the petition, the petitioners were informed that it would be considered in accordance with the council’s Petition Scheme.


Minutes of Previous Meeting

To confirm the minutes of the last meeting of the Surbiton Neighbourhood Committee on 11 June 2019 as a true and accurate record.


The minutes of the meeting of 11 June 2019 were confirmed as a true and accurate record.


The minutes of the previous meeting were unanimously agreed as a true and accurate record of the meeting.


Public Questions

A period of up to 30 minutes for the committee to receive questions from members of the public.


The committee considered a number of questions from members of the public:


1.    Mr Graham Garrett asked why he had not received a response to two questions asked by him at the previous meeting of the Surbiton Neighbourhood Committee.

a.    The Planning Officer explained that a written answer to one question had been posted following the provision of additional information relating to this question. The Planning Officer informed Mr Garrett that the second question was one which could be answered by colleagues in the Assets team but that he would chase the answer for Mr Garrett.



2.    Mr Jon Tellick raised concerns around shoplifting of the local Co-op store and asked if the committee could advise on any groups which may make use of the store’s surplus food which was destined for waste at the end of each day’s trading.

a.    Councillor Foulder-Hughes advised that Kingston Churches Against Homelessness Night Shelter may be able to help and so would ask for them to consider if they may be able to work with the Co-op; and

b.    The Neighbourhood Manager advised that he would pass on the concerns raised regarding shoplifting to the local Police Neighbourhoods team.


Neighbourhood Manager's Report

To consider a report to the committee from the Surbiton Neighbourhood Manager.


Members considered the Neighbourhood Manager’s report, which noted that:

·         The annual State of the Borough debate is scheduled for 21 November 2019 and that the council is asking residents to choose the topic for the debate;

·         The committee noted that votes could be cast online or via voting postcards;

·         The first Neighbourhood Community Forum, for discussion of community plans, took place in June 2019 and that questions asked during that forum could still be accessed and answered online at:;

·         A group of residents, businesses, and community groups from the south of the borough are being convened to see how they may benefit from economies of scale when planning for their Christmas decorations. Those who wish to know more can email James Geach:;

·         Surbiton Friends of Fishponds would be hosting an event on 20 July 2019 and that residents were welcome to attend and support its efforts; and

·         Surbiton Festival is scheduled for 28 September 2019 and that it relies on crowd-sourcing for funding. Donations can be made online at:


Planning Applications pdf icon PDF 68 KB

To consider several planning applications for the Surbiton Neighbourhood area.

Additional documents:


Three planning applications were considered:


1.    Application 18/16554/FUL was subject to an appeal on non-determination, and so the committee did not have the powers to decide the application as it had been referred to the Planning Inspectorate. However, the committee did consider this application on the basis of the decision it would have made had it been the decision-making body for this application.

The committee RESOLVED that:

a.    the application would have been approved, subject to the conditions within the application and two further conditions relating to:

                                          i.    an amendment regarding proposed landscaping; and

                                        ii.    An informative being added regarding the obscurity of windows and glass used on the building.


The precise language of the two additional conditions will be reflected in the minutes, which are to follow.



2.    Application 19/00720/FUL was DEFERRED for a period of two years to allow:

a.    for the applicant to provide sufficiently qualitative and quantitative data to demonstrate the store is complying with noise reduction procedures.



3.    Application 19/01045/FUL was APPROVED subject to the conditions within the application and two further conditions relating to:

                                          i.    an amendment regarding proposed landscaping; and

                                        ii.    An informative being added regarding the obscurity of windows and glass used on the building.


The precise language of the two additional conditions will be reflected in the minutes, which are to follow.


Members considered three planning applications but were reminded that the two applications for Lovelace Road (18/16554/FUL and 19/01045/FUL) were not both for decisions.


Members noted that application 18/16554/FUL had been submitted for appeal on the grounds of non-determination, and so whilst the committee were asked to determine what their decision would have been had they remained the decision-making body, their determination was to be referred to the Planning Inspectorate, the body which would ultimately decide the application.


Members noted that application 19/01045/FUL was an identical application but would be for decision by the committee.




Members noted that application 18/16554/FUL was to demolish an existing dwelling and erect nine residential units and that the number of units and car parking spaces had been reduced from the original development proposal.


Members observed that the glazing and daylight levels of the application were within acceptable levels, but raised concerns regarding the type of glazing used. Members were of the opinion that the landscaping of the development required further clarification but that the proposed development as a whole was in keeping with the character of the area. Members noted that the recommendation of the application was to approve subject to a legal agreement and the conditions set out at the conclusion of the report.




Members RESOLVED that they would have:


APPROVED the application, subject to a legal agreement and the conditions set out at the conclusion of the report, and with two further amendments:

1.    That the final sentences of conditions six (A16) and seven (A16) of the recommendation, which refer to the use of film for obscuring windows, be removed;

a.    That an informative be added in relation to conditions six and seven of the recommendations in order that any glazing used to achieve requisite obscurity level 3 should be made of glass; and

2.    That the controlling condition, Condition 17, be replaced with the requirement for the developer to submit a fully informed landscaping strategy for written approval by the local planning authority prior to above ground works. The approved scheme shall be implemented within the first planting season following completion of the development and the tree planting and landscaping shall thereafter be maintained for five years to the satisfaction of the Local Planning Authority. Any trees or shrubs which die during this period shall be replaced in the first available planting season, and the area shown to be landscaped shall be permanently retained for that purpose only. 


Voting was as follows:


            Amendment 1 - unanimous;

            Amendment 2 - unanimous; and

            Application with Amendments 1 and 2 - unanimous


Councillors Beynon, Green, and Falchikov-Sumner did not vote on this application and its amendments as they were not present for the committee.




Members considered application 19/00720/FUL to extend the delivery window of Waitrose supermarket to allow for three night-time deliveries between 22:00 and 07:00 every day on a permanent basis in addition to the daytime deliveries already permitted.


Members noted that the Highways team were in favour of the application  ...  view the full minutes text for item 19.


Community Grants Programme pdf icon PDF 108 KB

To consider applications received for Neighbourhood Community Grants (NCG) and Councillor Ward Funding (CWF).

Additional documents:


Two applications for Community Grants were considered:

1.    The application for the award of a Neighbourhood Community Grant of £3,000 to Surbiton Salons was APPROVED; and

2.    The application for Councillor Ward Funding of £3,000 to Anstee Bridge was APPROVED.


Members considered a report introduced by the Neighbourhood Manager regarding two applications for committee funding: one for a Neighbourhood Community Grant from Surbiton Salons; and another for Councillor Ward Funding from Anstee Bridge.


Anstee Bridge


The committee noted the application for Councillor Ward Funding was for financial support for a project (‘Wonderland’) intended to forge a link between Year 11 pupils and vulnerable Year 6 pupils to raise awareness of mental health and to work to ensure earlier intervention with children who may benefit from the support of Anstee Bridge. The committee noted the rise in referrals to CAMHS and in instances of self-harm among eight-to-11 year olds. The committee considered the application for supporting the ‘Wonderland’.


The committee noted that the applicant intended to increase the event to scale and was also hoping to secure additional funding from other bodies to support this project. Members endorsed this project and a number of members spoke in favour of the excellent work of Anstee Bridge.


Members RESOLVED to:


APPROVE the full funding request of £3,000 of Councillor Ward Funding to Anstee Bridge to support their ‘Wonderland’ project.


Voting - unanimous


Councillors Beynon, Green, and Falchikov-Sumner did not vote on this item as they were not present for the committee.


Surbiton Salons


The committee noted the application for Neighbourhood Community Grant funding to support the delivery of the Surbiton Salons Festival 2019 intended to combat loneliness and isolation and widen the artistic purview of residents of the borough. Members noted the increasing population of BAME residents and residents aged over 65, and that the latter is the fastest-growing cohort of the local population.


Members considered the fact that many of the artists scheduled to perform had agreed to do so on discounted performance fees and that the Neighbourhood Community Grant funding would contribute to the £4,000 of performance fees. Members noted that the Surbiton Salons group does have a £5,000 back-up fund and that the organisation was seeking to build and deepen its relationships with community groups so as to ensure a wide range of attendees, especially those who may be vulnerable and/or socially isolated.



Members RESOLVED to:


APPROVE the full funding request of £3,000 of Neighbourhood Community Grant funding to Surbiton Salons to support their ‘Surbiton Salons Festival 2019’ project, subject to the conditions of the Neighbourhood Community Grant scheme as set out in pages B7-B13 of the committee reports pack.


Voting - unanimous


Councillors Beynon, Green, and Falchikov-Sumner did not vote on this item as they were not present for the committee.


Exclusion of the Press and Public

The following resolution is included as a standard item which will only be relevant if any exempt matter is to be considered at the meeting for which the Committee wish to resolve to exclude the press and public:


To exclude the public from the meeting under Section 100(A)(4) of the Local Government Act 1972 on the grounds that it is likely that exempt information, as defined in paragraph x of Part I of Schedule 12A to the Act, would be disclosed and the public interest in maintaining the exemption outweighs the public interest in disclosing the information.



Urgent Items Authorised by the Chair

The next meetings of the committee are scheduled as follows:


10 September 2019

25 September 2019

7 November 2019

5 December 2019

21 January 2020

25 February 2020

12 March 2020

28 April 2020

Please note that these dates are subject to change. The venues of future meetings of the committee will be shared in due course.