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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:-

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]

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

12. QUALITY BUS PARTNERSHIP – BUS SHELTERS PROVISION
[Wards Affected: All]

13. SALE OF FREEHOLD INTEREST TO LEASEHOLDERS
[Wards Affected: All]

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

15. PROJECT OFFICE, THE CHANTRYS, FARNHAM – FIRST PLANNING RESOLUTION
[Ward Affected: Farnham Castle]

16. SURREY HILLS AREA OF OUTSTANDING NATURAL BEAUTY (AONB) MANAGEMENT PLAN 2004/2009
[Wards Affected: N/A]

17. FRENSHAM GREAT POND DREDGING PROJECT
[Ward Affected: Frensham, Dockenfield
and Tilford]

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:
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]

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]

23. NATIONAL NON-DOMESTIC RATES - APPLICATIONS FOR RATE RELIEF
[Wards Affected: N/A]

24. ARREARS WRITE OFFS FOR DECISION – NATIONAL NON-DOMESTIC RATES (OVER 5,000)
[Wards Affected: N/A]

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;

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:-
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