Waverley Borough Council Home Page Waverley Borough Council Home Page


Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 17/05/2005
Agenda



NOTE FOR MEMBERS

Contact Officers are shown at the end of each report and members are welcome to raise questions, make observations etc. in advance of the meeting with the appropriate officer.
AGENDA

1. APPOINTMENT OF CHAIRMAN

To confirm the appointment of the Leader of the Council as Chairman of the Executive for the year 2005/06.

2. APPOINTMENT OF VICE-CHAIRMAN

To confirm the appointment of the Deputy Leader of the Council as Vice-Chairman of the Executive for the year 2005/06.

3. MINUTES

To confirm the Minutes of the Special Meeting of the Executive held on 19th April 2005 (to be laid on the table half an hour before the meeting).

4. APOLOGIES FOR ABSENCE

To advise the Executive of any apologies for absence.

5. DISCLOSURE OF INTERESTS

To receive from member’s declarations of personal and prejudicial interests in relation to any items included on the agenda for this meeting in accordance with the Waverley Code of Local Government Conduct.

6. QUESTIONS

The Chairman to respond to any questions received from members of the public, notice of which has been given in accordance with Procedure Rule 10.

7. EXECUTIVE FOUR MONTH ROLLING PROGRAMME
[Wards Affected: All]

To adopt the four month rolling programme of key decisions for Waverley Borough Council at Appendix A - for all Members of the Council.

8. PROPERTIES IN HASLEMERE – RE-DEVELOPMENT OF KILNFIELDS
[Wards Affected: Haslemere
East and Grayswood]

The purpose of the report at Appendix B is to update Members on the progress of the construction project at Kilnfields, and to set out the current expenditure and expected financial outcome of the scheme.


Recommendation

It is recommended that:-

1. the Progress Report be noted;

2. the Council takes a view on the treatment of the additional home available in Phase 2; and

3. the revised scheme costs, as shown in (Exempt) Annexe 2, to the report, be noted.

9. HOUSING SPECIAL INTEREST GROUP
[Wards Affected: N/A]

The report of the Housing Special Interest Group (SIG) is contained at Appendix C (for information).

10. MEMBER/TENANTS' SPECIAL INTEREST GROUP
[Wards Affected: N/A]

The report of the Member/Tenants' Special Interest Group (SIG) is contained at Appendix D. The only matter that is required to be considered by the Executive refers to the item on Communal Cleaning.

Recommendation

That a monthly cleaning service for all blocks of flats with communal entrances and stairwells be implemented and that the responsible tenants and leaseholders be charged a service charge for this service.

11. MUSEUM OF FARNHAM – ACCREDITATION STANDARD
[Wards Affected: All]

The purpose of the report at Appendix E is to seek approval for the Museum of Farnham’s revised Acquisitions and Disposals Policy, which is a requirement of the Museums, Libraries and Archives Council’s Accreditation Scheme.

Recommendation

The Executive is recommended to approve the Acquisitions and Disposals Policy for the Museum of Farnham, set out in Annexe 1 to the agenda report.


12. LEASE OF STORE AT FRENSHAM LITTLE POND

[Ward Affected: Frensham Dockenfield and Tilford]

The report at Appendix F seeks approval for a lease of 3 years of a store at Frensham Little Pond from the National Trust for the purposes of storing materials and equipment required by Waverley’s Countryside Rangers based at Frensham Great Pond.


Recommendation

It is recommended that Waverley takes a lease of 3 years from the National Trust of a former garage (shown hatched on the submitted plan) at Frensham Little Pond at an annual rent of a peppercorn, Waverley paying the National Trust’s legal costs, other terms and conditions to be negotiated by the Property and Development Manager.

13. EASEMENT OF ACCESS TO 42 – 44 WEYDON LANE, FARNHAM
[Ward Affected: Farnham
Shortheath & Boundstone]

The report at Appendix G seeks authorisation to an easement of access and a licence for construction vehicles over Waverley’s footpath at Selborne Gardens, Farnham, to a development consisting of a terrace of four houses, two of which will be the existing houses and two new built. The existing access to Weydon Lane will be used for parking for two of the houses.

Recommendation

It is recommended that:-

1. an easement of access and a licence for construction vehicles be granted to the Trustees of the Estate of Samuel Marshall on terms and conditions as set out in the (Exempt) Annexe, other terms and conditions to be agreed by the Property and Development Manager;

2. the capital receipt be applied to help fund the Council’s Decent Homes Capital Programme.

14. RE-APPOINTMENT OF SPECIAL INTEREST GROUPS (SIGS) AND APPOINTMENT OF HOUSING SHADOW BOARD AND EMPLOYERS NEGOTIATING TEAM - 2005/06

14.1 Special Interest Groups

The Special Interest Group (SIG) Protocol has been adopted as part of the Constitution and under the protocol it is necessary to determine whether or not it is appropriate to re-appoint all or some of the Special Interest Groups listed below (number of members (currently) on SIG and date last met shown in brackets):-

(i) Member/Tenants' (8 Waverley)

The Member/Tenants' SIG is the principal forum for matters of mutual interest to Waverley Councillors and Waverley tenants and, unlike other SIGs, is a Standing SIG (not time limited) and is open to the public and press. The next scheduled meeting is on 27th June and because of its nature and role, it is recommended that the SIG be re-appointed for 2005/06 regardless of any decisions taken in respect of the other SIGs.

The Tenants' Panel will be submitting the names of their representatives for 2005/06 shortly.

(ii) Dunsfold SPG (8) (not active in 2004/05)


(iii) Hindhead SPG (7) (not active in 2004/05)

(iv) Modernising Planning (Public Speaking) (6)

(v) Planning Policy (9) (To be re-appointed at Annual Council as it is meeting on 16.5.05)

(vi) East Street (5) (not active in 2004/05)

(vii) Housing (Stock Transfer) (7)

(viii) Constitution (7)

(ix) Godalming Leisure Needs (6 Waverley)

(x) Services for Young People (7)

(xi) Waste Management (8) (New SIG appointed following Special Executive on 19.4.05)

If any names for membership of SIGs are received from the Group Leaders, these will be reported as an addendum to this item.

Recommendation

The Executive is recommended to review the above named Special Interest Groups and consider the re-appointment of those it decides are still required in 2005/06 and the memberships thereof.

Background Papers (CEx)

Letter to Group Leaders dated 4th April 2005.
Letter to all Members dated 4th April 2005.

14.2 Housing Shadow Board (5)

A Housing Shadow Board (precursor to any new housing organisation) comprising one third tenant nominees, one third Council nominees and one third independent nominees, was created in November 2004 and met on a number of occasions in the 2004/05 Council year. Waverley nominates five Members.

If any names for membership of the Shadow Board are received from the Group Leaders, these will be reported as an addendum to this item.

Recommendation

That the appointment of Members to the Housing Shadow Board for 2005/06 be determined.

Background Papers (CEx)

Letter to Group Leaders dated 4th April 2005.
Letter to all Members dated 4th April 2005.


14.3 Joint Negotiating Committee (JNC) for Pay and Conditions - Employers' Negotiating Team (6)

The Executive is also required to appoint Members to the Employers' Negotiating Team whose role is to conduct negotiations with the staff through the Waverley Joint Negotiating Committee for Pay and Conditions and all matters concerning local pay and conditions of service. The meetings of the Joint Negotiating Committee to consider pay will be held later in the year. The Employers' Negotiating Team normally comprises six Members.

If any names for membership are received from the Group Leaders, these will be reported as an addendum to this item.

Recommendation

That the appointment of Members to the Employers' Negotiating Team for 2005/06 be determined.

Background Papers (CEx)

Letter to Group Leaders dated 4th April 2005.
Letter to all Members dated 4th April 2005.

15. APPOINTMENT OF REPRESENTATIVE ON SURREY LOCAL GOVERNMENT ASSOCIATION (SLGA) AND NOMINATIONS TO OTHER BODIES
[Wards Affected: N/A]

15.1 This Council is entitled to appoint one representative plus a reserve to serve on the Surrey Local Government Association (SLGA). In 2004/05 the Council was represented by the Leader and Deputy Leader. These appointments should be confirmed at this meeting.

15.2 Appointments to a number of external bodies for which the SLGA is responsible are reserved to District/Borough Councils on a rota basis. Waverley is able to nominate one candidate (unless otherwise indicated) for consideration for appointment to each of those bodies.

15.3 The SLGA has now advised that vacancies exist on the following outside bodies:-

Three Year Term (2005-2008) Nominees
(if any)

Surrey Historic Buildings Trust tba
Surrey CC Health and Scrutiny Select Committee
(two year term also available) tba
Supporting People Commissioning Body tba

Three Year Term (expires December 2006)

Global Grants Intermediary Body tba


Annual Appointments

Advocacy Mediation Independent Investigation
Service tba
Countryside Access Forum tba
High Sheriff's Award tba
Management Committee of Victim Support Surrey tba
Surrey SCC Pension Fund - Investment Advisors
Group tba (2 nominations)
Surrey Economic Partnership tba
Territorial Army Volunteer Reserve tba

15.4 If any names are put forward for the outside bodies listed above, these will be reported as an addendum to this item.

Recommendation

It is recommended that:-

1. the appointment of the Borough Council’s representative (and reserve) on the Surrey Local Government Association in 2005/06 be determined; and

2. any nominations for consideration for appointment by the Association to external bodies be determined.

Background Papers (CEx)

Letters from SLGA dated 13th and 20th April 2005.
Letters to Group Leaders dated 18th and 21st April 2005.

16. APPOINTMENT OF REPRESENTATIVES ON OUTSIDE BODIES

16.1 Annual Appointments

Under the Constitution, the Executive appoints the representatives to outside bodies (annual appointments) for 2005/06.

The names of Members to serve on outside bodies, when received from the Group Leaders, will be reported as an addendum to this item.

Recommendation

It is recommended that the appointment of Members to serve on outside bodies be determined.

Background Papers (CEx)

Letter to all Members dated 6th April 2005.


16.2 Surrey County Council Local Committee (Task Groups)

The Borough Council representatives on the Local Committee for Waverley (SCC) were due to be appointed at the Annual Council Meeting. In the past, that Committee has set up various Task Groups. Wherever possible, it selects from its own Committee membership. However, it may still be necessary to nominate to one or more Groups from a wider membership. Any further information in this regard will be reported at the meeting.

Background Papers (CEx)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.

17. CASH COLLECTION/WRITE OFFS
[Wards Affected: N/A]

Recommendation

That the report be noted.

Background Papers (DoF)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.

18. ACTION TAKEN SINCE LAST MEETING

To note the following decisions taken by the Chief Executive, after the appropriate member consultation, since the last meeting. The Register of Decisions will be laid on the table half an hour before the meeting.

(i) Locality Offices – Budget Reduction 2005/06 – Afternoon Closures

In order to achieve the budget reduction of 24,000, authorise closure of Farnham Locality Office on Monday afternoons and closure of Haslemere and Cranleigh Locality Offices on Friday afternoons.

(ii) Housing Stock Transfer Programme 2005 – Re-submission of the Cost Generator Model to the Office of the Deputy Prime Minister (ODPM)

Authorise an update to the Housing Stock Transfer Programme Submission 2005 to re-submit the Cost Generator Model to the ODPM to modify the application made in January 2005 to join the Housing Transfer Programme. The update model reflects amendments to the work programme which will ensure that double glazing and fencing can be financed and provided in the first six months of the programme. This will result in a stronger offer to tenants and reflect their aspirations for security.


19. OFFICE ACCOMMODATION AND RELATED MATTERS

[Wards Affected: N/A]

The paper at Appendix I is to advise the Executive of some proposed changes to office accommodation and to seek endorsement to those changes.

Recommendation

It is recommended that the Executive:-

1. endorses the proposal to return the existing Staff Rest Room to office use and for alternative (temporary) accommodation to be provided for staff use;

2. in the absence of any, more appropriate alternative, it be agreed that the existing Committee Room 2 be made available as a Staff Rest Room;

3. to compensate for the loss of this meeting room:-

(a) the proposal to make all meeting rooms within departmental office accommodation available for booking be noted;

(b) as a short term measure, the proposal to continue with the renting arrangement of the room above the Godalming CAB until the expiry of the existing contract in November 2005 be agreed; and

(c) in order to ensure that the Council can continue to meet its statutory responsibility to make its meeting rooms accessible to people with disabilities, the proposal to create a new Committee Room in the link corridor be agreed in principle, subject to the development of a specific plan with detailed costs and further consultation with the Leader of the Council and the Portfolio Holder for Property Management; and

4. notes the consequential concerns about the additional pressures on staff car parking which will be the subject of further consultation with Staff Side representatives.

20. EXCLUSION OF PRESS AND PUBLIC

To consider the following recommendation on the motion of the Chairman:-

Recommendation

That pursuant to Procedure Rule 20 and in accordance with Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following item(s) on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during the item(s), there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in the appropriate paragraph of Part 1 of Schedule 12A to the Local Government Act 1972:(to be identified, as necessary, at the meeting).


21. DECENT HOMES DELIVERY – ASSET MANAGEMENT SOFTWARE

To consider the report at (Exempt) Appendix J.

22. EAST STREET, FARNHAM

To consider the report at (Exempt) Appendix K -herewith.

23. ANY OTHER MATTERS TO BE CONSIDERED IN EXEMPT

To consider matters, if any, relating to aspects of the report on the Agenda which, it is felt, may need to be considered in exempt session.

For further information or assistance, please telephone Robin Pellow,
Head of Committee and Member Services, on extension 3222 or 01483 523222.


comms/executive/2005-06/008
43562
Robin Pellow
Head of Committee and Member Services
Fax No: 01483-523475
Your ref:
Our ref: DRB/KH (cex/ltrs2/283)
When calling please ask for: Mr D Bennett
Direct line: 01483 523226
E-mail: dbennett@waverley.gov.uk
Date: 12th May 2005



To: Members of the Executive
(Summary Pages to Other
Members for Information)





Dear Sir/Madam

EXECUTIVE - 17TH MAY 2005

I refer to the Agenda for the meeting of the Executive on Tuesday, 17th May and now enclose revised agenda summary pages which Members should substitute for the agenda summary pages which were despatched on Monday. Those reports marked “to follow” are now enclosed and, for ease of reference, the items in question are as listed below and are also shown in italic type in the replacement summary pages.

Agenda
No.
Subject Matter
Appendix
8
Kilnfields, Haslemere
B
11
Museum of Farnham - Accreditation Standard
E
19
Office Accommodation and Related Matters
I
22
East Street, Farnham
(Exempt) K

As background information for members, (Exempt) Appendix K includes as an open annexe, a report that was considered by the Executive in March.

Also find enclosed a supplementary paper to Agenda Items 14-16.

Yours faithfully




Robin Pellow
Head of Committee and Member Services

43560