Waverley Borough Council Committee System - Committee Document
Meeting of the Executive held on 09/03/2004
UPDATED AGENDA 9TH MARCH 2004
Fax No:
01483-523475
Your ref:
Our ref:
When calling please ask for:
David Bennett
Direct line
: 01483 523226
E-mail:
dbennett@waverley.gov.uk
Date:
27th February 2004
To: All Members of the EXECUTIVE
(To other Members for
Information)
Membership of the Executive
Mr C C E Slyfield (Chairman)
Mr S D Edge (Vice-Chairman)
Miss G B W Ferguson
Mr B Grainger-Jones
Mr C H Mansell
Mr J E Robini
Mrs C E Savage
Mr V K Scrivens
Dear Sir/Madam
A meeting of the EXECUTIVE will be held as follows:-
DATE: TUESDAY, 9TH MARCH 2004
TIME:
*
7.00 P.M.
PLACE: COUNCIL CHAMBER, COUNCIL OFFICES, THE BURYS, GODALMING
Yours faithfully
CHRISTINE L POINTER
Chief Executive
*This meeting will be preceded by an open public question time
beginning at 6.45 p.m.
UPDATED 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.
MINUTES
To confirm (a) the Minutes of the Special Meeting held on 2nd February 2004 and (b) the Minutes of the Meeting held on 3rd February 2004 (to be laid on the table half an hour before the meeting).
2.
APOLOGIES FOR ABSENCE
To advise the Executive of any apologies for absence.
3.
DISCLOSURE OF INTERESTS
To receive from members, in relation to any items included on the agenda for this meeting, disclosure of any interests which are required to be disclosed by Section 94(1) of the Local Government Act 1972 and in accordance with the Waverley Code of Local Government Conduct.
4.
QUESTIONS
The Chairman to respond to any questions received from members of the public of which notice has been given in accordance with Procedure Rule 10.
5.
EXECUTIVE FOUR MONTH ROLLING PROGRAMME
[Wards Affected: N/A]
To adopt the four month rolling programme of key decisions for Waverley Borough Council attached at
Appendix A – for all members of the Council
.
6.
EXTENSION OF TELEPHONE SYSTEM – FARNHAM COUNCIL OFFICES
[Wards Affected: All]
The purpose of the report at
Appendix B
is to seek approval to the extension of the main telephone system at the Central Offices, Godalming, to the Council Offices at Farnham for use by the Locality Office and Housing Rents Team. The scheme would utilise the existing data link between the two sites to deliver telephone services using Voice over Internet Protocol (VoIP) technology. Provision for this project has been included in the 2003/04 Capital Programme for the Extension of the Telephone System and revenue savings of £1,800 per annum would be achieved.
Recommendation
It is recommended that approval be given to:
1. the waiver of Contract Procedure Rules under Clause Q101(c) relating to propriety goods which can only be obtained from one contractor;
2. the purchase and installation of a Siemens Realitis Xpress 2 VoIP system to provide telephone services at the Farnham Town Council Offices at a capital cost of £17,500, to be met from within the 2003/04 capital programme provision for the Extension of the Telephone System; and
3. a saving on the revenue budget for locality offices of £1,800.
7.
COUNCIL CHAMBER – MODERN DISPLAY SYSTEMS
[Wards Affected: All]
The capital programme for the current year includes capital provision of £10,000 for Modern Display Systems for the Council Chamber and Committee Room 1. The report at
Appendix C
proposes the purchase of a ceiling mounted fixed projector and new high resolution electronic screen and other equipment to improve presentation facilities for members and the public in the Council Chamber.
Recommendation
It is recommended that the Executive approves:
1. the proposals for the visual display systems outlined in paragraphs 3 and 4 of the report, to be met from the specific provision of £10,000 in the 2003/04 capital programme; and
2. the estimated cost of £3,000 for wiring and installation be met from the Central Offices Capital Programme for 2004/05.
8.
CONSTITUTION REVIEW – REPORT OF THE SPECIAL INTEREST GROUP
[Wards Affected: N/A]
The report of the Special Interest Group is contained at
Appendix D
.
Recommendation
The Executive is recommended to endorse the timetable and process outlined in the report.
9.
WEYDON LANE CLOSED LANDFILL – ENVIRONMENTAL ASSESSMENT WORKS
[Wards Affected: Farnham Wrecclesham and
Rowledge; Farnham Bourne; Farnham Castle]
The report at
Appendix E
sets out the need for, and costs involved in, carrying out an environmental assessment to aid the design of a remediation and restoration scheme at the former landfill site at Weydon Lane, Farnham.
The Council has duties at this site as both landowner and as the authority responsible for implementing statutory contaminated land controls.
The proposed site investigation will determine the adequacy of existing pollution prevention measures and will also identify what additional works, if any, would be needed to bring the site back into use.
The appointment of a specialist site investigation contractor is recommended. The financial and environmental implications are detailed.
Recommendation
It is recommended that:-
1. the Director of Environment and Leisure be authorised to enter into a contract with the suggested contractor detailed in (Exempt) Annexe 2 of the report (being the most advantageous tender) to undertake an environmental assessment to aid the planning of remediation and restoration at the former landfill site at Weydon Lane, Farnham;
2. the sum of up to £11,650, contained in the approved 2003/04 Capital programme, be used to finance the shortfall between the estimated cost of the investigation and the external funding sources identified in table 1 of the (Exempt) Annexe and paragraphs 8 and 9 of the report;
3. a communication exercise be undertaken with the local residents to explain the need for the environmental assessment prior to works commencing on site; and
4. the findings of the site investigation be the subject of a further report to the Executive together with proposals for restoring the site.
10.
RE-TENDERING MAJOR SERVICE CONTRACTS – POLICY ISSUES
[Wards Affected: All]
The purpose of the report at
Appendix
F is to enable members to make a range of policy decisions in respect of issues that need to be determined before the Specification and Conditions of Contract for tendering the service contracts can be finalised. The policy issues are set out in the report together with officer’s proposals for Members’ consideration.
Recommendation
It is recommended that:-
1. the Grounds Maintenance contact be tendered at the same time, but separately from, the combined Waste Management Contract, which will include Refuse Collection, Waste Recycling and Environmental Cleaning;
2. tenders be invited on the basis of a tender sum which is inflated annually in accordance with an agreed formula;
3. wherever possible, the combined Waste Management Contract will adopt frequency-based specifications rather than standards-based, whilst Grounds Maintenance will adopt frequency-based specifications where appropriate and standards-based specifications for grass cutting operations and other quality related operations;
4. the contract monitoring of the services be brought in-house with the appropriate staffing budget to finance appropriately qualified and experienced staff to oversee the work of the Contractors in the combined Waste Management Contract and, separately, the Grounds Maintenance Contract;
5. with regard to the appropriate useful life of vehicles, Contracts be let for seven years in the first instance, with an option to renew for a further period of seven years, exercisable only at the Council's discretion but with the Contractor’s agreement;
6. conformity with the European Procurement Regulations be undertaken through procuring these contracts by the Restricted Route;
7. the opportunity to lease the Bourne Mill Depot, at the full commercial rental value, be offered to the successful tenderer for the combined Waste Management Contract; and
8. members of the Council be invited to an officer presentation of the issues concerning the re-tendering of the Waste Management and Grounds Maintenance Services.
11.
POTENTIAL ROLE OF ESTECH
[Wards Affected: All]
The purpose of the report at
Appendix G
is to inform members about a potentially exciting post-recycling waste disposal process which members have had an opportunity to visit in the form of a scale model at Walsall. The report also seeks a range of authorities necessary to progress this consideration.
Recommendation
It is therefore recommended that officers be authorised to:-
1. enter into negotiations with Surrey County Council to produce a range of proposals and fee bids for mechanical biological treatment and other related technologies for dealing with post-recycling municipal waste, including anaerobic digestion;
2. work with the County Council and other local authorities to investigate further possible markets for the fibre;
3. negotiate a partnership arrangement involving the waste disposal authority and two other waste collection authorities; and
4. support an arrangement between the owner of Dunsfold Aerodrome and Estech to allow for the one-twentieth scale model of the Estech plant to be accommodated in a hangar for a period of up to one month.
12.
QUALITY BUS PARTNERSHIP – BUS SHELTERS PROVISION
[Wards Affected: All]
The purpose of the report at
Appendix H
is to respond to the request of Surrey County Council for Waverley Borough Council to enter into a ‘Quality Bus Partnership’ to work together to develop and implement a range of initiatives to improve local bus services and to encourage greater bus use.
Recommendation
It is recommended that the Executive affirms its commitment to supporting the Quality Bus Partnership proposed by Surrey County Council on Bus Route 53/63.
13.
SALE OF FREEHOLD INTEREST TO LEASEHOLDERS
[Wards Affected: All]
The report at
Appendix I
deals with the implementation of the Commonhold and Leasehold Reform Act 2002 so far as it relates to leasehold interests sold under the Right to Buy legislation.
Recommendation
It is recommended that the Director of Housing be authorised to encourage the freehold sale of blocks of flats where all flats have been sold and to administer all claims by leaseholders for freehold purchase in accordance with the statutory provisions.
14.
MIDDLEFIELD, FARNHAM
[Ward Affected: Farnham Shortheath and Boundstone]
The report at
Appendix J
seeks authority to appoint consultants to draw up plans for a site at Middlefield, Farnham, in order to achieve a planning approval so that the Council, as a landlord, can build up to three/four bungalows.
Recommendation
It is recommended that the Executive authorises:
1. the Director of Housing to appoint consultees to draw-up plans for a number of two-bedroom bungalows at land at Middlefield, Farnham;
2. officers to seek authority from the Charity Commission to use resources from the Ewart Bequest to fund the development of additional bungalows; and
3. a further report, with plans, be brought to the Executive in due course.
15.
PROJECT OFFICE, THE CHANTRYS, FARNHAM – FIRST PLANNING RESOLUTION
[Ward Affected: Farnham Castle]
The report at
Appendix K
seeks authority for a first planning resolution for the continued use of the above premises as offices.
Recommendation
It is recommended that a first resolution in accordance with Regulation 3 of the Town and Country Planning (General) Regulations 1992 be approved to allow a planning application to be submitted for the retention of the Project Office at The Chantrys, Farnham, as office space.
16.
SURREY HILLS AREA OF OUTSTANDING NATURAL BEAUTY (AONB) MANAGEMENT PLAN 2004/2009
[Wards Affected: N/A]
The Surrey Hills Area of Outstanding Natural Beauty Management Plan Consultation Draft was published in May 2003. The Executive commented on the Plan in June 2003. The report at
Appendix L
considers the response by the Surrey Hills Partnership to these comments, as included in the Final Draft of the Plan; looks at the general changes in the final plan and then seeks future adoption of the final Management Plan by the Borough Council.
Recommendation
That the Borough Council adopts the Management Plan as a clear commitment to giving due regard to both the AONB designation and the delivery of statutory and other management activities outlined in the Plan.
17.
FRENSHAM GREAT POND DREDGING PROJECT
[Ward Affected: Frensham, Dockenfield
and Tilford]
Frensham Great Pond is leased to Frensham Sailing Club. There is an obligation under the lease for the Council to maintain 4 feet of water within the sailing area. Waverley is working in partnership with the sailing club to secure funding from a number of sources to carry out a dredging project in 2004/05.
The report at
Appendix M
seeks authority for the submission of a planning application in accordance with Regulation 3 of the Town and Country Planning General Regulations 1992, in respect of the engineering works at Frensham Great Pond. Details of the proposed works and resource implications are set out within the report.
Recommendation
It is recommended that the Executive gives authority for the submission of a planning application in accordance with Regulation 3 of the Town and Country Planning General Regulations 1992 for the dredging of Frensham Great Pond.
18.
A NEW LEISURE CENTRE FOR GODALMING
[Wards Affected: All Godalming Wards]
Waverley has considered a Broadwater Park Masterplan and agreed the most appropriate site for a new leisure centre. There is a formally expressed political commitment to a new leisure centre for Godalming. The purpose of the report at
Appendix N
is to outline the range of issues which need to be addressed and to reconfirm the commitment to proceed.
Recommendation
It is recommended that:
1. officers be authorised to commence the process as mapped out in Annexe 1 of the report; and
2. the Godalming Leisure Needs Special Interest Group be re-constituted.
19.
REVIEW OF PARKS AND OPEN SPACE BYE-LAWS
[Wards Affected: All]
The report at
Appendix O
sets out a programme for the review of Parks and Open Spaces Byelaws which is contained within the Parks and Open Spaces Service Plan for 2003/4. It has limited direct costs in terms of advertising and new signing which should be contained within existing budgets, but significant staffing implications in terms of research and consultation.
Recommendation
The Executive is recommended to
1. endorse the decision-making route outlined above and to await a further report from the officers on the next stage of the review process; and
2. agree ahead of the overall review to give notice of intention to make a byelaw under Section 235 of the Local Government Act 1972 to repeal the Surrey County Council Byelaw of 1949 prohibiting cycling on certain footpaths in Farnham.
20.
SUPPORTING PEOPLE ADVISORY GROUP
[Wards Affected: N/A]
20.1. A letter has been received from the Supporting People Manager for the Supporting People Team (Surrey County Council) based at Elmbridge Council advising this Council that the membership of the Supporting People Advisory Group is being updated and seeks confirmation of Waverley’s member representative. The Waverley representative in the past has been Dr M-G Lane as the former Portfolio Holder for Housing and Community Welfare.
20.2. This Group meets twice a year and its purpose is to advise the Supporting People Commissioning Body which, in turn, determines the strategic direction of the Supporting People Programme on behalf of all the partners. The terms of reference of the Advisory Group are attached at
Appendix P
(for information).
Recommendation
The Executive is asked to give consideration to the continued appointment of a Waverley representative on the Supporting People Advisory Group and to agree a representative.
Background Papers
(DoH/Cex)
Letter from Supporting People Manager dated 11th February 2004.
21.
VARIABLE INTEREST MORTGAGES - VARIATION OF MORTGAGE INTEREST RATE
[Wards Affected: N/A]
The purpose of the regular six-monthly report (see
Appendix Q
) is to seek the Executive’s approval to the “local average rate” for the period 1st April 2004 to 30th September 2004 and to confirm the rate of interest chargeable on variable interest rate mortgages granted by the Council.
Recommendation
It is recommended that:-
1. the “local average rate” for the period 1st April 2004 to 30th September 2004 be declared at 4.5%p.a.;
2. the rate of interest chargeable on mortgages under the Housing (Financial Provisions) Act 1958 (Section 43) be 4.5% p.a. for the period 1st April 2004 to 30th September 2004; and
3. the rate of interest chargeable on mortgages under the Housing Act 1985 (Schedule 16) be 5.19% p.a. for the period 1st April 2004 to 30th September 2004.
22.
CASH COLLECTION AND WRITE-OFFS
[Wards Affected: N/A]
The report at
Appendix R
advises the Executive of the collection performance in respect of council tax and non-domestic rates for the current financial year compared with that of the previous year. It also advises the Executive, in accordance with Financial Regulation D204, of those items that have been written-off under delegated powers under Financial Regulation D203.
Recommendation
That the report be noted.
23.
NATIONAL NON-DOMESTIC RATES - APPLICATIONS FOR RATE RELIEF
[Wards Affected: N/A]
The purpose of the report at
Appendix S
is to consider two applications for non-domestic rate relief, as provided for in the Local Government Finance Act 1988, which have been received by the Council. One application is for discretionary rate relief, section 47 of the Act, whilst the other is for rate relief under the hardship provisions, section 49 of the Act.
Recommendation
It is recommended that no discretionary rate relief or hardship relief be granted.
24.
ARREARS WRITE OFFS FOR DECISION – NATIONAL NON-DOMESTIC RATES (OVER £5,000)
[Wards Affected: N/A]
Waverley collects the National Non-Domestic Rates (NNDR) from ratepayers in the Borough on behalf of central government. In calculating the amount that Waverley pays into the NNDR Pool an allowance is made in each financial year for losses on collection. The purpose of the report at
Appendix T
is to approve the write-off, under Financial Regulation D203, of those debts of over £5,000 due from ratepayers but which are uncollectable.
Recommendation
That approval be given for the sum of £52,544.36 to be written off.
25.
ADMINISTRATIVE SAVINGS - ENGAGING CONSULTANTS
[Wards Affected: N/A]
The report at
Appendix U
sets out an approach to reducing administrative costs and seeks approval to the engagement of external consultants to support the achievement of the desired reductions.
Recommendation
It is recommended that: -
1. a review of the top management structure, as set out in the agenda report, be noted and endorsed;
2. subject to the Council’s normal procurement procedures, the necessary steps be taken to identify an appropriate consultant to advise the Council on these matters;
3. approval be given to a supplementary estimate within the Executive’s financial limits; and
4. the preferred consultant be approved by the Executive at the meeting on 6th April 2004.
26.
2004 PAY CLAIM
[Wards Affected: N/A]
The Executive will be updated regarding this matter.
27.
EAST STREET CONSULTATION PROCESS
[Wards Affected: All Farnham Wards]
At the Extraordinary meeting of Council on 2nd February 2004, it was agreed that officers should prepare a programme for the next steps to be taken regarding the East Street redevelopment. At this meeting, officers will propose an outline of the proper public consultation process approved by Council which will be reported to the Corporate Overview and Scrutiny Committee at its next meeting.
28.
ACTION TAKEN SINCE LAST MEETING
To note the following decision taken by the Chief Executive, following the appropriate member consultation since the last meeting. The Register of Decisions will be laid on the table half an hour before the meeting.
Area Passenger Transport Consultative Group (Surrey County Council)
To authorise the appointment of Mr M W Byham and Miss G B W Ferguson to serve as Waverley representatives on this body.
29.
EXCLUSION OF PRESS AND PUBLIC
To consider the following recommendation on the motion of the Chairman:-
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 that item(s) there would be disclosure to them of exempt information (as defined by Section 1001 of the Act) of the description specified in those paragraphs of Part 1 of Schedule 12A to the Act (to be identified at the meeting).
30.
ANY OTHER MATTERS TO BE CONSIDERED IN EXEMPT SESSION
To consider matters, if any, relating to aspects of any reports 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/2003-04/473 36105