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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 27/03/2007
Appendix




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: 19th March 2007

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

Dear Sir/Madam

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

Yours faithfully

ROBIN PELLOW

Head of Committee and Member Services

*This meeting will be webcast and can be viewed by visiting http://www.waverley.ukcouncil.net/ and will
be preceded by an open public 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 held on 6th March 2007 (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 FROM MEMBERS OF THE PUBLIC

The Chairman to respond to the following question received from Mr Hyman of Farnham, in accordance with Procedure Rule 10:-

“With up to 200 million worth of developments 'on hold' in Farnham, I am sure you'll agree that it is important that the Council approaches the Habitats Directive appropriately. There are challenges that must be addressed:

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. ANNUAL AUDIT AND INSPECTION LETTER
[Wards Affected: N/A]

The Annual Audit and Inspection Letter, produced by the Audit Commission, is being considered by the Audit Committee on 21st March 2007, and any observations or comments from that meeting will be circulated with the report, as Appendix B - To Follow.

7. ARREARS WRITE-OFFS FOR DECISION (OVER 5,000)
[Wards Affected: N/A]

The purpose of the report at Appendix C is to approve the write-off, under Financial Regulation D203, of those debts of over 5,000 due from debtors but which are un-collectable. There are seven cases falling within this category that are submitted for approval.

Recommendation

It is recommended that approval be given for the sum of 70,161.93 to be written-off.

8. COMMUNITY PARTNERSHIPS FUND - APPLICATIONS FOR 2007/2008
[Wards Affected: All]

The purpose of the report at Appendix D is to consider the applications submitted to the Community Partnerships Fund for 2007/08, including the Community Buildings Grant Scheme applications for 2007/08, and to recommend the level of grant for each organisation to the Council.

Recommendation

That the Executive recommends to the Council that:

1. approval be given to the recommended high priority grants under the Community Partnerships Fund for 2007/08, as detailed in Annexe 1, totalling 196,100, subject to the conditions of grant being met by each applicant; 2. the grants to the Hambledon Football Club, and Eashing Youffee be awarded, subject to the organisations identifying the full range of matched-funding; 3. approval be given to the recommended grants under the Community Buildings Grant Scheme for 2007/08, as detailed in Annexe 1, totalling 33,842, including the 2,000 for the Village Halls Adviser, subject to the conditions of grant being met by each applicant; and
9. REVIEW OF FINANCIAL REGULATIONS AND CONTRACT PROCEDURE RULES

To receive the report at Appendix E - To Follow.

10. MUSEUM OF FARNHAM GARDEN CLASSROOM
[Wards Affected: All Farnham Wards]

In December 2006 the Council gave authority to officers to work up proposals for the re-development of the Museum Classroom and to submit the necessary applications to external funding organisations, including a Stage 2 bid to the Heritage Lottery Fund (HLF) for the project. The report at Appendix F seeks authority for officers to draw up detailed plans and to submit an application for Planning Permission and Listed Building Consent associated with the proposed development. The necessary consents are required in order to be eligible for funding through the HLF.

Recommendation

It is recommended that a first resolution in accordance with Regulation 3 of the Town and Country Planning (General) Regulations 1992 be made to allow a planning application to be submitted for the redevelopment of the Museum of Farnham Garden Classroom and that Surrey County Council be formally notified.

11. HASLEMERE LEARNING CENTRE (LIBRARY) SCHEME - PROGRESS REPORT
[Wards Affected: All]
The purpose of the report at Appendix G is to update the Executive on the progress to date on the proposed Haslemere Learning Centre scheme.

Recommendation


12. LOCAL GOVERNMENT PENSION SCHEME

To consider the report at Appendix H - To Follow.

13. GENDER EQUALITY SCHEME FOR WAVERLEY
[Wards Affected: All]

The purpose of the report at Appendix I is to seek approval to the adoption of a Gender Equality Scheme to further the Council’s equality and diversity aims and to meet the statutory requirement set out in the Equality Act 2006.


Recommendation

It is recommended that: -

1. the content of the report be noted;
3. the Corporate Overview and Scrutiny Committee be requested to review the Scheme by the end of 2007.

14. EMERGENCY PLANNING: (BUSINESS) CONTINUITY PLANNING IN WAVERLEY – PROGRESS REPORT
[Wards Affected: All]

The report at Appendix J advises the Executive of the progress that has been made in developing a (Business) Continuity Plan for Waverley Borough Council.

Recommendation

It is recommended that the Executive note the good progress that has been made in developing a (Business) Continuity Plan for Waverley Borough Council.

15. BEST VALUE PERFORMANCE INDICATORS

To consider the report at Appendix K - To Follow.

16. LOCAL GOVERNMENT REFORM UPDATE
[Wards Affected: All]


The report at Appendix L updates Members on the latest position on the Surrey Borough and District Council Leaders’ discussions on Local Government reform.

There are no immediate resource implications, but the longer-term aim of the proposals is to make savings in the cost of providing services.

Recommendation

It is recommended that the Executive

2. re-affirms the Council’s commitment to working in partnership with any appropriate partners offering possibilities of savings and service improvement,

17. ECONOMIC STRATEGY

To consider the report at Appendix M - To Follow.

18. DECENT HOMES STRATEGY
[Wards Affected: All]

The purpose of the report at Appendix N is to present the Housing Department’s Decent Homes Strategy indicating how the Council will work towards the government target and prioritise the Repairs and Maintenance work programmes.

Recommendation

It is recommended that

1. the Decent Homes Strategy be endorsed; and. 2. the revised Repairs and Maintenance Strategy Statement, as set out in Annexe 1, be approved.

19. AFFORDABLE HOUSING - SANDY HILL, FARNHAM
[Ward Affected: Farnham Upper Hale]

The report at Appendix O recommends using monies from the Council’s affordable housing programme, in order to support the purchase and refurbishment of 6 x three bedroom family houses in Sandy Hill, Farnham, for rent.

These homes will be acquired by Pavilion Housing Association and will be available as affordable homes for rent for applicants on the Council’s Housing Needs Register.

Recommendation

It is recommended that the Executive approves making a grant of 240,000 to Pavilion Housing Association to support the refurbishment of six properties on Sandy Hill, Farnham.

20. PROPOSED CHANGES TO THE PLANNING SERVICE

To consider the report at Appendix P - To Follow.

21. CHARGING FOR PLANNING SERVICES

To consider the report at Appendix Q - To Follow.

22. SURREY PLANNING COLLABORATION PROJECT - CODE OF PRACTICE FOR SECTION 106 AGREEMENTS
[Wards Affected: All]

The Code of Practice, as reported at Appendix R, was prepared as part of the collaboration project amongst the 11 Surrey Districts and Surrey County Council. Its purpose is to set out common practice and procedures for capturing infrastructure improvements across the Surrey districts in accordance with adopted policies and recommended best practice. It is suggested that Districts will use it as an interim administrative measure and eventually incorporate the work into a Supplementary Planning Document.

The principal innovation is the codifying of certain infrastructure contributions for smaller ‘windfall’ schemes, e.g. up to 14 dwellings. Previously, these have escaped any charges in Surrey, resulting in a significant shortfall in potential contributions to public services.

It is proposed that the Code of Practice be implemented from 1st July 2007. The report was considered by the Environment and Leisure Overview and Scrutiny Committee on 13th March 2007 and its comments are set out in the report.

Recommendation

It is recommended that

1. the Section 106 Code of Practice be adopted as an interim document prior to the production of a Planning Obligations Supplementary Planning Document; and

2. the Council be recommended to grant delegated powers to the Director of Planning and Development, in consultation with the Planning Portfolio Holder, to make any revisions to the Code of Practice, as put forward by the Surrey Planning Collaboration Group, and the Scheme of Delegation be amended accordingly.

[The following two items will be dealt with at the Extraordinary Council meeting on 28th March 2007. The Environment and Leisure Overview and Scrutiny Committee considered the reports on 13th March 2007, and the observations made at that meeting are included within. The reports at Appendices S and T are attached for all Members of the Council and members are requested to bring them to the Council meeting on 28th March 2007.]

23. WAVERLEY BOROUGH LOCAL PLAN 2002 - APPLICATION TO EXTEND ‘SAVED’ POLICIES BEYOND THREE YEARS
[Wards Affected: All]

Under the terms of the Planning and Compulsory Purchase Act 2004, policies in existing local plans, such as the Waverley Borough Local Plan 2002, cease to have effect after three years, unless the Secretary of State agrees that policies can be saved beyond that period. The Council is required to formally apply to the Secretary of State, no later than 31st March 2007, for consent to ‘save’ policies beyond the three-year period. The report at Appendix S seeks approval from Members to the schedule setting out which policies should be saved and which policies are no longer required. The report was considered by the Environment and Leisure Overview and Scrutiny Committee on 13th March 2007. A similar exercise is being undertaken by the County Council with Structure Plan policies.

Recommendation

It is recommended to the Council that the Schedules of Local Plan policies to be saved/not saved be adopted, as attached as Annexe 1.


24. REVIEW OF LOCAL DEVELOPMENT SCHEME PROCESSES
[Wards Affected: All]

The Council approved its first Local Development Scheme (LDS) in February 2005. This document was submitted to the Government Office at the beginning of March 2005. The Government Office approved the document on 8th March 2005. In December 2006 the Council formally agreed to amend the LDS timetable in respect of the Core Strategy.

The Government Office responded to the formal consultation on the original Core Strategy and, apart from some minor comments, had no fundamental objections to the original Core Strategy or to the processes carried out. Similarly, the South East Regional Assembly confirmed that the original Core Strategy was in general conformity with both the current Regional Plan and the submitted draft of the South East Plan. However, at the end of November 2006 GOSE informed the Council that, having regard to the Inspectors' reports on the Lichfield & Stafford Core Strategies, it had reservations about some of the aspects of the original Core Strategy in terms of the tests of "soundness".

As a consequence, the Government Office has written to the Secretary of State to ask her to direct that the original Core Strategy be withdrawn. A response from the Secretary of State is still awaited.

Notwithstanding that the Secretary of State has not yet directed withdrawal of the original Core Strategy, officers have examined the timetable and resource implications of the work necessary to complete a revised Core Strategy to take into account GOSE's perceived shortcomings and subsequent Government policy, including PPS3 and PPS25, both published at the end of 2006.

The purpose of the report at Appendix T is to set out the findings of this re-evaluation and to recommend a timetable for a revised Core Strategy. Rather than attaching the entire document again, amendments to the LDS are attached as Annexe 1 to the report.

Recommendation

It is recommended to the Council that

1. the Local Development Scheme be amended to include the revised timetable for the Core Strategy;

2. the LDS be updated to include the amended pages in Annexe 1 to the report and the removal of those tasks that have been completed; and

3. the Planning Policy SIG be reconvened to oversee the work set out in the report.

25. EASEMENT OF ACCESS TO PIPPINS, GUILDFORD ROAD, SHAMLEY GREEN
[Ward Affected: Shamley Green]

The report at Appendix U seeks approval for the grant of an easement of access to Pippins, Guildford Road, Shamley Green as a development site for two detached dwellings. The easement will provide the Council with a capital receipt.


Recommendation

It is recommended that an easement of access and for services be granted to Pippins, Guildford Road, Shamley Green, on the provisional terms and conditions set out in the (Exempt) Annexe, any other terms and conditions to be agreed with the Property and Development Manager.

26. REPORT OF THE WASTE MANAGEMENT AND CLIMATE CHANGE SPECIAL INTEREST GROUP
[Wards Affected: All]

To receive a report from the Waste Management and Climate Change SIG which was due to meet earlier in the day on 27th March. The report to be considered by the SIG will follow as Appendix V and any comments or observations made at the SIG meeting will be tabled.

27. EQUAL PAY
[Wards Affected: N/A]
Members of the Executive may be aware of recent publicity given, in the national media, to the requirement of a number of local authorities to make substantial backdated salary payments to staff. This issue relates to an agreement, made at national level, to introduce ‘single status’ in pay structures and for authorities to carry out equal pay audits.

Your officers regard the conduct of an equal pay audit as good practice and propose, having agreed it with Staff Representatives, that such an audit be carried out later in the year when the structure changes have been agreed and implemented.

Recommendation

It is recommended that the current situation be noted.

28. ACTION TAKEN SINCE LAST MEETING

To endorse any action 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.

29. EXCLUSION OF PRESS AND PUBLIC

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 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 this item 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(s) of the revised Part I of Schedule 12A to the Act (to be identified at the meeting).

30. ANY OTHER ISSUES TO BE CONSIDERED IN EXEMPT SESSION

To consider matters (if any) relating to aspects of any reports on this 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/2006-07/317.doc