Agenda for the Meeting to be held on 2nd November 2004 : Executive on 02/11/2004

Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 02/11/2004
Agenda for the Meeting to be held on 2nd November 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: 22nd October 2004

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

Membership of the Executive

Mr C C E Slyfield (Chairman)

Miss G B W Ferguson (Vice-Chairman)

Mr M J D Allan

Mr S D Edge

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 2ND NOVEMBER 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 pm.

[The meeting may be broadcast via webcast to the internet]

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.

1. MINUTES

To confirm the Minutes of the Special Meeting of the Executive held on 22nd October 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, notice of which has been given in accordance with Procedure Rule 10.

5. EXECUTIVE FOUR-MONTH ROLLING PROGRAMME

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. FINANCIAL STRATEGY UPDATE

[Wards Affected: All]

To consider the report at Appendix B – to follow. This will outline the Financial Strategy Process.

7. CAR PARKING CHARGES

[Wards Affected: All]

To consider the report at Appendix C – to follow.

8. MEMBERS’ ALLOWANCES

[Wards Affected: N/A]

In December 2003, the Council agreed that the Independent Panel’s report on Members’ Allowances undertaken in 2003 should not be accepted. However, the Council did approve some changes to the scheme and proposed that a further review by an independent panel be undertaken in Autumn 2004. The report at Appendix D considers whether the Council wishes for a review to be undertaken.

Recommendation

That the Executive recommends to Council:

1. whether to request the Independent Panel to undertake a review of Waverley’s scheme of Members’ Allowances in 2004; and

if not,

2. whether it considers that the Licensing and Regulatory Committee (and its Sub-Committee) special responsibility allowances should be changed and, if so, to what amount; 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.

9. STATEMENT OF ACCOUNTS 2003/04

[Wards Affected: N/A]

In July the Council approved the Draft Statement of Accounts for the year ended 31st March 2004. The report at Appendix E requests Members to note the main changes made to the accounts following the audit undertaken by the Audit Commission.

Recommendation

That the Executive notes the material changes to the Draft Statement of Accounts for the financial year ended 31st March 2004.

10. PLANNING SERVICE : ISSUES AND OPTIONS

[Wards Affected: All]

To consider the report at Appendix F – to follow.

11. LOCAL DEVELOPMENT SCHEME

[Wards Affected: All]

To consider the report at Appendix G – to follow.

12. INTERNAL AUDIT ANNUAL REPORT 2003/04

[Wards Affected: N/A]

The report at Appendix H summarises the work undertaken by the Internal Audit Section in 2003-/04 and provides Members with an indication of the level of assurance that is given that controls designed to prevent loss or waste are working effectively and as planned.

Recommendation

It is recommended that the content and conclusion of the report be noted.

13. AMENDMENT TO CONTRACT PROCEDURE RULES

[Wards Affected: N/A]

13.1. In the light of the recent amendments to Contract Procedure Rules (CPRs), it has been identified that CPR Q101 needs a small amendment in order to clarify the officers who may authorise exceptions to CPRs. The first part of this CPR reads:

Q101 Contract Procedure Rules shall not apply in the following circumstances:

It then goes on to specify certain categories of contract or contract extensions.

13.2. It is proposed to insert a new CPR Q103 which reads as follows:

The agreement of the relevant Director (Chief Officer) shall be sought prior to awarding a contract or extension to a contract as defined in and under the provisions of CPR Q101. In addition the approval of the Director of Finance shall be sought where the contract or extension value is over Ł51,500 or where it is proposed to amend any existing contract terms and conditions.

Recommendation

It is recommended that CPR Q103 be approved as above for inclusion in the Council’s Contract Procedure Rules with immediate effect.

Background Papers

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

14. THE FREEDOM OF INFORMATION ACT 2000

[Wards Affected: N/A]

The purpose of the report at

Appendix I

is to update the Executive on the progress made to date on the implementation of the Freedom of Information Act 2000 (the Act) and to summarise the actions that need to be taken to ensure that Waverley is prepared for January 2005 and to indicate the actions that will be taken during the next financial year.

Recommendation

The Executive endorses the action that needs to be taken to ensure that Waverley continues to be open and accountable to the public.

15. MEMBERS’ INFORMATION TECHNOLOGY FACILITIES

[Wards Affected: N/A]

In May 2004, the Executive requested that a scheme be drafted by the Director of Finance, in consultation with the Leader and Deputy Leader, that covers a number of issues that have emerged regarding the provision of IT and phone facilities to Members, including extending the use of broadband provision to the Opposition Leader and Deputy Leader. A proposed policy is contained at Appendix J.

Recommendation

It is recommended that the Executive agrees the policy as set out in paragraph 5 of the report.

16. GODALMING LEISURE NEEDS SPECIAL INTEREST GROUP – UPDATE ON A NEW LEISURE CENTRE FOR GODALMING

[Wards Affected: All Godalming Wards]

The Executive considered and agreed a report in March of this year setting out the process of procurement for a new leisure centre for Godalming. Since then, officers have progressed a number of tasks relating to the project and the Godalming Leisure Needs Special Interest Group (SIG) has been re-established to look at progress made to date and to consider various options for progressing the project. The SIG met on 11th October and its observations on the options are contained in the report at

Appendix K

Recommendation

The Executive is asked to consider the Special Interest Group's proposals that:-

1. Options 1 and 2, as contained in Annexe 1 to the agenda is report, be further investigated and the work reported back

to the SIG in due course;

2. Option 3 be discounted; and

3. Option 4 be maintained, but as a reserve option only should Options 1 or 2 fail.

17. HOUSING OPTIONS APPRAISAL

[Wards Affected: All]

The report of the Housing Options Appraisal Special Interest Group is contained at Appendix L.

Recommendation

The Executive is recommended to consider the following course of action proposed by the Special Interest Group:

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 Ł10,000 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. five Council members be nominated to serve on the Shadow Board;

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.

18. SEERA

[Wards Affected: N/A]

To consider the report at Appendix M – to follow.

19. WILLIAM COBBETT STATUE

[Wards Affected: All Farnham Wards]

On 25th May 2004 the Executive agreed to a proposal for a life-size bronze statue of William Cobbett to be sited in Gostrey Meadow, Farnham, subject to the necessary planning consents being granted and any future maintenance costs being funded by the Farnham Public Art Trust.

Since agreeing this recommendation, the sculptor has informed the Council that she would like to give the statue of William Cobbett to Waverley Borough Council for the people of Waverley and in doing so provide a commuted sum of money to cover the Council’s future costs of maintenance relating to the statue.

The purpose of the report at Appendix N is to request the Executive to consider whether it wishes to accept the gift and associated commuted sum for the future maintenance liabilities on behalf of the Borough.

Recommendation

The Executive is asked to:

1. consider whether it wishes to 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. agree to accept the commuted sum of Ł5,000 as payment towards the future maintenance costs associated with the statue.

20. STUDY OF HOUSING POTENTIAL: WAIVER OF CONTRACT PROCEDURE RULES

[Wards Affected: All]

The purpose of the report at

Appendix O

is to seek approval from the Executive for a waiver of Contract Procedure Rules (CPRs) to enable the immediate appointment of preferred planning consultants to carry out a ‘Study of Housing Potential’. This study is a key requirement for the Local Development Framework (LDF).

Recommendation

It is recommended that

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 Ł20,000 to undertake the Waverley Study of Housing Potential.

21. NATIONAL NON-DOMESTIC RATES – APPLICATIONS FOR RATE RELIEF

[Wards Affected: N/A]

The purpose of the report at Appendix P is to consider applications for non-domestic rate relief.

Recommendation

That no discretionary rate relief nor hardship relief be granted, as set out in the (Exempt) Annexe to the report.

22. POTENTIAL COUNCIL OFFICES CLOSURE – CHRISTMAS 2004

[Wards Affected: N/A]

To consider the report at Appendix Q - to follow.

23. APPOINTMENTS TO OUTSIDE BODIES AND SPECIAL INTEREST GROUPS

[Wards Affected: N/A]

23.1 Hale Cottage Trust

The four year term of office of a nominee serving on the Hale Cottage Trust expires shortly, Mrs P M Frost having served since 2000. The other Waverley representative, Mrs J M Harris, continues to serve until 2005. It is appropriate, therefore, to seek a nomination for the coming four years. Mrs Frost, who is currently Chairman, has indicated that she wishes to continue. Mr V Duckett has also expressed an interest in this appointment. Any other expressions of interest will be reported at the meeting.

23.2 Godalming Leisure Needs SIG

At the request of the Portfolio Holder for Leisure, Culture and Tourism, it is suggested that a further outside representative, Dr Steven Simon, be appointed to serve on the Godalming Leisure Needs SIG (see also agenda item 16 above) in addition to Mr P Haveron (Godalming Town Council) and Mr Bill Braid (Sport Godalming).

Recommendation

It is recommended that the Executive determines the appointments referred to above.

Background Papers (CEx)

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

24. ACTION TAKEN SINCE LAST MEETING

[Wards Affected: N/A]

To note the following decision taken by the Chief Executive after the appropriate member consultation since the last ordinary meeting of the Executive on 6th September.

To authorise Waverley making application to the South East Regional Housing Board to transfer the supported capital expenditure allocation to the Housing Corporation for more affordable housing in 2005/06. This would be conditional on those allocations being used within the Waverley Borough Council area on schemes nominated by the Council, as was the case last year.

The Register of Decisions will be laid on the table half an hour before the meeting.

Background Papers

(DoF)

Letter from South East Regional Housing Board dated 25th August 2004

25. 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 on the grounds that 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 there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in paragraph 7 of Part 1 of Schedule 12A to the Act, viz:

Information relating to the financial or business affairs of any particular person (other than the authority) (paragraph 7).

26. CLAIM REGARDING PROPERTY IN HASLEMERE

To consider the report at (Exempt) Appendix R.

27. 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/2004-2005/230