Waverley Borough Council Committee System - Committee Document
Meeting of the Executive held on 02/11/2004
MINUTES of the MEETING of the EXECUTIVE held on
2nd November 2004
(To be read in conjunction with the Agenda for the Meeting)
Mr C C E Slyfield (Chairman)
Mr C H Mansell
Miss G B W Ferguson (Vice-Chairman)
Mr K T Reed
Mr M J D Allan
Mr J E Robini
Mr S D Edge
Mrs C E Savage
Mr B Grainger-Jones
Mr V K Scrivens
Mr A Rayner and Mrs M V M Hunt were also present.
Mr P D Harmer was also in attendance and spoke on Agenda Items 14 and 18
(Minute Nos. 186 and 190 refer)
The Chairman welcomed Mr K T Reed as a new member of the Executive and also Mr Yukio Yoshikawa who was a Japanese visitor shadowing the Corporate Services Manager.
(Agenda Item 1)
The Minutes of the Special Meeting of the Executive held on 22nd October 2004 were confirmed and signed.
(Agenda Item 2)
Apologies for absence were received from Mr M J D Allan, Mr B Grainger-Jones and Mr J E Robini.
DISCLOSURE OF INTERESTS
(Agenda Item 3)
Miss G B W Ferguson and Mr V K Scrivens declared personal interests in Agenda Item 18 due to being Waverley representatives on the Blackwater Valley Network Member Steering Group. Mrs C E Savage declared a personal and prejudicial interest in Agenda Item 8 relating to members' allowances and left the meeting during consideration of the item.
EXECUTIVE FOUR-MONTH ROLLING PROGRAMME
(Agenda Item 5; Appendix A)
RESOLVED that, subject to the addition of Partnerships and Economic Strategy as individual items under the Portfolio of Parishes, Partnerships and Local Economy, the rolling programme be adopted.
FINANCIAL STRATEGY UPDATE
(Agenda Item 6; Appendix B)
RESOLVED that the following be adopted as an initial approach for guidance for Officers and Overview and Scrutiny Committees, and
1. to note that the Financial Seminar Strategy papers presented to all Members show a current shortfall of over £1million in projected income for the 2005/6 budget year compared with likely expenditure and that a shortfall at this level cannot be sustained in the longer term;
2. to note that council tax capping and the level of balances reduces the Council’s flexibility;
3. to note that uncertainties such as contracts re-tendering, superannuation backfunding and government grant could significantly increase the budget shortfall;
4. to note the future decisions relating to Housing Options are extremely significant and will inevitably lead to a massive change in the Council’s organisation, including a significant reduction in the number of the Council’s employees, and changes affecting finances;
5. to agree that given the uncertainties in 3 and 4 above, rather than make radical changes now to bring expenditure into line with income, which would inevitably include significant cuts in services, at this stage delay radical changes affecting services until 2006/07 when these uncertainties will be clearer; and
6. that whilst radical changes in services are not planned this year, the position be carefully monitored and the development of the budget for 2005/6 should proceed on the basis that:
i. officers have critically examined new upward Budget Variations in the Financial Strategy papers and have already reduced them to £150,000 from £340,000 and these will now be considered by the O&S Committees;
ii. the budget for environmental contracts for the year is based on the existing contracts; and that the bids requested for the new contracts include the flexibility to adjust levels of service - so that the Council has the option to do so if it so wishes when the bid prices are received; and
iii. officers are requested to:
investigate how total staffing costs can be kept within the 2004/5 cash budget, while protecting services to the public;
identify appropriate plans and procedures to take account of the inevitability of future changes affecting the Council’s staffing resources as a result of Housing Options; and
further consider the appropriateness of prudential borrowing.
CAR PARKING TARIFFS REVIEW
(Agenda Item 7; Appendix C)
RESOLVED to RECOMMEND to the Council that Pay and Display parking charges be revised in accordance with the proposals itemised at Annexe 1 to the report, as amended to include a new charge for the Upper Hart Car Park in Farnham of 40p for up to ¾ hour, with effect from 1st January 2005, and season ticket charges with effect from 1st April 2005.
(Agenda Item 8; Appendix D)
RESOLVED to RECOMMEND to the Council
1. not to request the Independent Panel to undertake a review of Waverley's scheme of Members' Allowances in 2004;
2. that the Licensing and Regulatory Committee (and its Sub-Committee) special responsibility allowances should be reviewed in six months time in the light of any changed level of responsibility; and
3. subject to 2, to freeze at current levels the basic and special responsibility allowances, subject only to an inflation increase based on the local staff pay award from 1st April 2005.
STATEMENT OF ACCOUNTS 2003/2004
(Agenda Item 9; Appendix E)
RESOLVED that the material changes to the Draft Statement of Accounts for the financial year ended 31st March 2004, be noted.
THE PLANNING SERVICE: OPTIONS FOR FUTURE SERVICE DELIVERY
(Agenda Item 10)
The Executive noted that this item had been withdrawn and would be considered at the meeting of the Executive in December.
LOCAL DEVELOPMENT SCHEME
(Agenda Item 11)
The Executive noted that this item had been withdrawn from the agenda and would be considered by the Local Development Framework SIG on 3rd November and a report made to a later meeting of the Executive.
INTERNAL AUDIT ANNUAL REPORT 2003/04
(Agenda Item 12; Appendix H)
RESOLVED that the content and conclusion of the report be noted.
AMENDMENT TO CONTRACT PROCEDURE RULES
(Agenda Item 13)
RESOLVED to RECOMMEND to the Council that CPR Q103 be approved, as set out in the agenda pages, for inclusion in the Council's Contract Procedure Rules with immediate effect.
THE FREEDOM OF INFORMATION ACT 2000
(Agenda Item 14; Appendix I)
RESOLVED to endorse the action to be taken to ensure that Waverley continues to be open and accountable to the public and to authorise the Chief Executive, in consultation with the Leader and Deputy Leader, to
1. respond to any regulations on charging for searches; and
2. make representations through the most effective channels on the potential adverse effect on the Council.
MEMBERS' INFORMATION TECHONOLOGY FACILITIES
(Agenda Item 15; Appendix J)
RESOLVED that the policy relating to Members' Information Technology Facilities be agreed, as amended to delete the four Development Control Sub-Committee Chairmen from 5(iv) and to agree to pay charges where members move house (para 5(v)) set out in paragraph 5 of the report.
GODALMING LEISURE NEEDS SPECIAL INTEREST GROUP – UPDATE ON A NEW LEISURE CENTRE FOR GODALMING
(Agenda Item 16; Appendix K)
1. Options 1 and 2, as contained in Annexe 1 to the agenda report, be further investigated and the work reported back to the SIG in due course; and
2. both Options 3 and 4 be discounted and the SIG advised accordingly.
HOUSING OPTIONS APPRAISAL
(Agenda Item 17; Appendix L)
1. the establishment of a Shadow Board as outlined in the report, be supported;
2. the Shadow Board should comprise one-third each of Tenants, Council nominees and independent people;
3. a Board of fifteen persons is an appropriate size for a Shadow Board;
4. budget provision of £10,000 be made available for the Shadow Board to draw upon in order to meet its reasonable working expenses and that a Supplementary Estimate from HRA Balances be sought;
5. the following Council members be nominated to serve on the Shadow Board;
Mrs E Cable
Mr K Webster
Mrs A E Mansell
Mr W M Marshall
Mr B G Shelley
6. arrangements be put in place for the election of five tenant representatives, with no more than one to be a leaseholder; and
7. the timetable of meetings to deal with the next stage of the options appraisal process, as set out in the report, be endorsed.
SEERA – WESTERN CORRIDOR BLACKWATER VALLEY SUB-REGION
(Agenda Item 18; Appendix M)
1. the current situation be noted;
2. officers be asked to report to the next meeting on the proposal that a Special Interest Group (SIG) be set up from January 2005, and including draft terms of reference; and
3. Councillor Miss G B W Ferguson be nominated to act as the Council's formal representative on the Western Corridor Blackwater Valley Member Steering Group, with Councillor V K Scrivens as substitute.
WILLIAM COBBETT STATUE
(Agenda Item 19; Appendix N)
1. accept the statue as a gift on behalf of the Borough and, if so,
2. approve the proposed site for the life-size bronze statue of William Cobbett in Gostrey Meadow, Farnham, subject to the necessary planning consents being granted; and
3. accept the commuted sum of £5,000 as payment towards the future maintenance costs associated with the statue.
STUDY OF HOUSING POTENTIAL: WAIVER OF CONTRACT PROCEDURE RULES
(Agenda Item 20; Appendix O)
1. Contract Procedure Rules A107, A108 and J be waived to enable the immediate appointment of Baker Associates to undertake a Study of Housing Potential; and
2. authority be delegated to the Director of Planning and Development to appoint Baker Associates as consultants for the estimated contract sum of £20,000 to undertake the Waverley Study of Housing Potential.
NATIONAL NON-DOMESTIC RATES – APPLICATIONS FOR RATE RELIEF
(Agenda Item 21; Appendix P)
RESOLVED that no discretionary rate relief nor hardship relief be granted, as set out in the (Exempt) Annexe to the report.
COUNCIL OFFICES CLOSURE – CHRISTMAS 2004
(Agenda Item 22; Appendix Q)
RESOLVED that an additional Waverley (closure) Day for 2004/2005, in addition to public holidays, be awarded and that the two Waverley (closure) days for 2004 be 24th and 29th December, as expressed in the survey of staff which had recently taken place.
APPOINTMENTS TO OUTSIDE BODIES AND SPECIAL INTEREST GROUPS
Hale Cottage Trust
(Agenda Item 23.1)
RESOLVED that Mrs P M Frost be appointed to this Trust for the coming four years.
Godalming Leisure Needs SIG
(Agenda Item 23.2)
RESOLVED that Dr Steven Simon be appointed to serve on the Godalming Leisure Needs SIG.
ACTION TAKEN SINCE LAST MEETING
(Agenda Item 24)
RESOLVED that the action taken by the Chief Executive after the appropriate member consultation be noted.
CLAIM REGARDING PROPERTY IN HASLEMERE
(Agenda Item 26; (Exempt) Appendix R)
RESOLVED that the recommendation set out in the (exempt) report be agreed.
The meeting concluded at 10.04 p.m.