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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 05/09/2006
Agenda



Fax No: 01483-523475
Your ref:
Our ref:
When calling please ask for: Emma McQuillan
Direct line: 01483 523351
E-mail: emcquillan@waverley.gov.uk
Date: 24th August 2006


To: All Members of the EXECUTIVE
(Agenda pages to other
Members for Information)



Membership of the Executive

      Miss G B W Ferguson (Chairman)
Mr C H Mansell
      Mrs C E Savage (Vice-Chairman)
Mr K T Reed
Mr S D EdgeMr J E Robini
Mr B Grainger-JonesMr V K Scrivens
      Mr P Haveron

A Meeting of the EXECUTIVE will be held as follows:-

Yours faithfully

ROBIN PELLOW

Head of Committee and Member Services

[The meeting will be webcast and can be viewed by visiting
http://www.waverley.ukcouncil.net/.]

*This meeting will be preceded by an informal open question time, commencing at 6.45 p.m.



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 the Minutes of the Meeting of the Executive held on 11th July 2006 and of the Special Executive meeting held on 24th July 2006 (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, 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.

4. 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.

5. FOUR-MONTH ROLLING PROGRAMME

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

6. PLANNING SERVICE BUDGET PROVISION
[Wards Affected: N/A]

Recommendation

It is recommended that the Executive

1. recommends to Council that the current projected increase in development control income above the 2006-07 budget, as identified in the budget monitoring report, is used to offset the approved budget reduction target of £45,000 in 2006-07, and;

2. recommends to Council the delegation of authority to the Director of Planning and Development, in conjunction with the Director of Finance and the Portfolio Holder for Planning and Major Projects, to employ additional resources to meet the current cost pressures identified in Table 1 and if required, to meet future increases in workload, both being subject to the maximum value of any additional income generated above the level referred to in (1) above. 3. agrees to waive contract procedure rules to allow the appointment of Southern Planning Practice without competitive tendering to undertake work in connection with the Dunsfold new settlement proposals, such costs to be recovered from the developer.

4. recommends to Council that delegated authority be given to the Director of Planning and Development in conjunction with the Director of Finance to enter into arrangements with consultants to carry out planning work in relation to Planning Delivery Agreements that developers are willing to fund.

7. BUDGET MONITORING REPORT
[Wards Affected: N/A]

The report at Appendix C provides details of the expenditure and income position to the end of July 2006 compared with the budget for the General Fund and the Housing Revenue Account. It also gives an update on the Capital Programme for the General Fund and Housing Revenue Account.

Recommendation

It is recommended that the current monitoring position for the General Fund and Housing Revenue Account to the 31st July 2006 be noted.

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

The purpose of the report at Appendix D is to consider two applications received by the Council for non-domestic rate relief, as provided for in the Local Government Finance Act 1988.

Recommendation
9. COMMUNITY PARTNERSHIPS FUND - REVIEW OF SCHEME
[Wards Affected: All]

Each Overview and Scrutiny Committee would normally consider the Community Partnership Fund criteria and timetable in the September meeting cycle with the Executive and Council agreeing the final details in October before launching the following year's bidding round. The Community Overview and Scrutiny Committee has asked for a more in-depth review ahead of the 2007-08 bidding round. At its meeting on 11th September, Community O & S will consider the details of the review that it will lead and report back on to the November/December meeting cycle. The report proposes that a Sub-Committee is formed to undertake this review, to comprise of Members of each Overview and Scrutiny Committee. The proposed review work will need to be completed between 12th September and 25th October to fit with the committee cycles and to ensure that organisations have sufficient time to submit their applications for funding. Therefore, the Executive is requested to approve the formation of this Sub-Committee in anticipation of Community O & S deciding on this being the appropriate way forward.

Recommendation

It is recommended that approval be given to the establishment of a Sub-Committee of the Community Overview and Scrutiny Committee to undertake the In-depth review of the Community Partnerships Fund Scheme.

10. OMBUDSMAN INVESTIGATIONS INTO COMPLAINTS MADE ABOUT WAVERLEY’S SERVICES IN 2005/06
[Wards Affected: All]

The report at Appendix E addresses the issues raised in the Ombudsman’s annual letter to Waverley for the year 2005/06, and includes information about the types of complaint made to the Ombudsman about Waverley’s services over the past five years, Waverley’s approach in responding to such complaints and the eventual outcomes. The report also contains a brief analysis of the complaints received directly by Waverley in the 2005/06.

Consideration of Ombudsman complaints is a matter that currently falls with the Terms of Reference of the Council’s Standards Committee, with the report on the Ombudsman’s annual letter being presented initially to the Standards Committee before being reported to the Executive. However, to avoid this double-handling and because Ombudsman complaints concern management of the Council’s core business, it is thought more appropriate that responsibility pass to the Council’s Executive with the report being considered by them, and for the terms of reference of the Standards Committee to be amended accordingly, subject to Council’s approval.

This report is also relevant to the review of the Council’s formal complaints procedure that is currently being undertaken by the Corporate Overview and Scrutiny Committee, and it is therefore proposed that it should be referred to that Committee as an annexe to the report on the Complaints Review.

Recommendation

It is recommended that:

1. the report be noted;
4. the Council be recommended to amend the Terms of Reference of the Standards Committee to reflect the fact that it is considered to be more appropriate that the handling of Ombudsman complaints should fall within the Terms of Reference of the Executive, and the constitution be amended accordingly.

11. DECRIMINALISED (CIVIL) PARKING ENFORCEMENT
[Wards Affected: All]

The purpose of the report at Appendix F is to update the Executive on the progress of the introduction of Decriminalised (Civil) Parking Enforcement into the Borough and to seek authority for a number of procedural actions required in connection therewith.

Recommendation

It is recommended that:
(i) The penalty charge on the issue of a Penalty Charge Notice (PCN) in accordance with Section 66 of the Road Traffic Act 1991 shall be £60 but discounted to £30 if payment is received within 14 days of the issue of the PCN;

(ii) On the issue of a “Charge Certificate” in accordance with the provisions of Paragraph 6 of Schedule 6 to the RTA 1991 the penalty charge shall be increased to £90;





12. LOCAL GOVERNMENT REFORM SIG – PROTOCOL
[Wards Affected: All]

The report at Appendix G updates Members on the position on proposals for developing joint working with Guildford and Woking Borough Councils, and proposes recommending a draft statement of intent to act as a framework for this joint working to the Council meeting in October.

Recommendation

It is recommended that

1. the current position on Local Government Reform be noted;

2. that the Council be recommended to adopt formally the Statement of Intent for achieving improved partnership working with Woking and Guildford Borough Councils; and

3. that Management Team be asked to identify specific projects and staffing that could form the nucleus of the Joint Working Project with Guildford and Woking.

13. FRENSHAM PARISH COUNCIL - REQUEST FOR AN ADDITIONAL COUNCILLOR
[Wards Affected: Frensham, Dockenfield and Tilford]

The report at Appendix H submits a request from Frensham Parish Council that the Borough Council carries out a review to increase the number of Parish Council Members for the Rushmoor ward of the Frensham Parish from three to four councillors.

There are some resource implications in terms of staffing, which could be met from within existing budgets.

Recommendation

The Executive is recommended to consider the implications of the request and decide if it wishes to recommend to the Council to instruct the officers to:-

1. begin the process of a review of the Frensham Parish Council now; or

2. alternatively, in the light of the Electoral Commission response to defer starting the review until after the May 2007 elections.

14. MEMBER/TENANTS’ SPECIAL INTEREST GROUP REPORT
[Wards Affected: N/A]

To receive the report of the Member/Tenants’ Special Interest Group meeting which took place on 26th June 2006, attached at Appendix I.

Recommendation

The Member/Tenants’ SIG recommends that
15. LICENCES FOR USE OF LAND WITHIN WAVERLEY
[Wards Affected: All]

The report at Appendix J seeks authorisation for the grant of licences of Waverley land for no more than a period of one month on set terms and conditions and, as far as possible, on set fees. The purpose of this authorisation is to ensure that users of Waverley land who at present do not seek a licence for short-term use of its land will receive licences, thereby giving Waverley more control over the use of its land and also receiving revenue for that use.

Recommendation

It is recommended to the Council that a blanket authorisation be granted to the Waverley officers specified in paragraph 6 above, to grant licences of Waverley land, of no more than one month, on set terms and conditions and, as far as possible, on set fees; and the Scheme of Delegation be amended accordingly.

16. PROPOSED LEASE OF SUNNYHILL PLAY AREA TO WITLEY PARISH COUNCIL
[Ward Affected: Milford]

The report at Appendix K follows on from the report to the Executive on 10th January 2006. It proposes that the transfer of the Sunnyhill Play Area to Witley Parish Council be in the form of a long lease.

Recommendation

It is recommended that Waverley grants Witley Parish Council a long lease of the area shown outlined on the plan at Annexe 1 to the report, on terms and conditions set out in the (Exempt) Annexe, with other terms and conditions being negotiated by the Property and Development Manager.

17. APPOINTMENT TO GODALMING, MILFORD AND WITLEY TRANSPORTATION TASK GROUP
[Wards Affected: N/A]
At the meeting of the Executive on 11th July 2006, Mr Byham was appointed as one of the Waverley members on the Surrey County Council Local Committee Task Group for Godalming, Milford and Witley Transportation, with Mr Webster nominated as the reserve member. It has since been proposed that Mr Webster becomes the member on the group with Mr Byham taking the reserve position. The Executive is asked to endorse this appointment, with immediate effect.




Recommendation

It is recommended that Mr K Webster should replace Mr M W Byham on the Godalming, Milford and Witley Transportation Task Group and that Mr M W Byham be appointed as the reserve member on the Group, with immediate effect.

Background Papers (MD)

Correspondence from Conservative Group Leader received 27th July 2006.

18. ACTION TAKEN SINCE LAST MEETING

To note any actions taken by the Head of Paid Service, 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.

19. 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 during the meeting during consideration of the following item(s) on the grounds that it is likely, in view of the nature of the business 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 paragraphs of the revised Part I of Schedule 12A to the Local Government Act 1972 (to be identified at the meeting).

20. ANY OTHER MATTERS TO BE CONSIDERED IN EXEMPT

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/2006-07/111