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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 23/06/2003
Minutes



11
MINUTES of the MEETING of the EXECUTIVE held on 23rd June 2003

(To be read in conjunction with the agenda for the meeting)
*Mr C C E Slyfield (Chairman)*Mr J E Robini
*Mr S D Edge (Vice-Chairman)*Mrs C E Savage
*Miss G B W Ferguson*Mr V K Scrivens
*Mr B Grainger-Jones*Mr S D Steel
*Mr C H Mansell
* Present
Mr M J D Allan, Mr M W Byham, Mrs P M Frost, Mr R J Gates, Mr P D Harmer,
Mr P Haveron, Mr D C Inman and Mr P B Isherwood were also in attendance

25. MINUTES (Agenda Item 1)

The Minutes of the Meeting held on 3rd June 2003 were confirmed and signed.

26. APOLOGIES FOR ABSENCE (Agenda Item 2)

There were no apologies for absence.

27. DISCLOSURE OF INTERESTS (Agenda Item 3)

Mr V K Scrivens declared a personal interest in Agenda Item 12 (Parking Management in East Street, Farnham) as a leaseholder of a shop in the East Street area and in Agenda Item 14 (Air Transport in the UK) as he receives a pension from previous employment with British Airways. He remained in the Chamber when these items were discussed.

The Chief Executive declared a personal and prejudicial interest in Agenda Item 18 (Matched-Funding – Churt Sports Pavilion) and withdrew from the meeting for consideration of the item.

28. EXECUTIVE – FOUR MONTH ROLLING PROGRAMME (Agenda Item 5, Appendix A)

RESOLVED that the Interim Four Month Rolling Programme of key decisions be agreed and adopted, subject to the addition of the Gaming Bill.

29. STARTING TIME OF COUNCIL MEETINGS AND PUBLIC QUESTION TIME (Agenda Item 6, Appendix B)

RESOLVED that

1. an informal public question time at all meetings from 1st September 2003 be adopted, but for Development Control and Licensing and Regulatory meetings only on general questions of policy, not individual applications, and the officers be asked to report on the operation of the scheme;

2. officers be asked to report in September 2003 on proposals for a scheme for allowing the public and officials to speak on individual applications at Development Control and Licensing and Regulatory meetings; and

3. the Council be recommended that all meetings start at 7.00 p.m. with effect from 1st September 2003.

30. PERFORMANCE IMPROVEMENT: COMPREHENSIVE PERFORMANCE ASSESSMENT AND BEST VALUE (Agenda Item 7, Appendix C)

RESOLVED that
3. the officers, with appropriate member input, finalise the statutory Performance Plan for 2003/04 and publish it by 30th June 2003, in accordance with the ODPM Circular 03/2003.

31. BEST VALUE AND LOCAL PERFORMANCE INDICATORS: REVIEW OF WAVERLEY'S PERFORMANCE IN 2002/03 AND PROPOSED TARGETS FOR 2004/05 AND 2005/06 (Agenda Item 8, Appendix D)

RESOLVED that the proposed targets for the years 2003/04, 2004/05 and 2005/06 be agreed for inclusion in the Best Value Performance Plan to be published on 30th June 2003, and that as requested by the Community Overview and Scrutiny Committee, a presentation on Community Safety be arranged for all members.

32. HOUSING CAPITAL EXPENDITURE FROM SUPPORTING PEOPLE WINDFALL AND RIGHT TO BUY RECEIPTS IN EXCESS OF ESTIMATE (Agenda Item 9, Appendix E)

RESOLVED to RECOMMEND that the use of 2.2m of Housing Revenue Account (HRA) resources be approved to support expenditure on achieving the Decent Homes Standard in Waverley's housing stock during 2003/04 and 2004/05, as indicated.

33. LIQUOR LICENSING – THE NEW LICENSING BILL (Agenda Item 10, Appendix F)

RESOLVED that

1. a temporary administrative assistant, be appointed for up to two years, at a cost of 20,000 in a full year;

2. a supplementary estimate in this year of 12,000 be agreed;

3. ways of accommodating the cost of an IT system within existing budgets be explored, and a report back to the Executive if additional capital resources are needed; and

4. a letter be written to the Local Government Association to encourage it to lobby the Government to minimise the financial burden on local Councils of this transfer, and to give Council's power to set licence fees locally to cover their costs.

34. RESIDENTS' CAR PARKING PERMITS (Agenda Item 11, Appendix G)

RESOLVED that the Residents' Parking Permit should continue in its current form and be more widely publicised via the Council's magazine delivered to all households in the Borough, on the Waverley website and in the provision of information to personal enquiries.

35. PARKING MANAGEMENT – EAST STREET, FARNHAM REDEVELOPMENT (Agenda Item 12, Appendix H)

RESOLVED that a pay and display charging mechanism be adopted for the East Street Regeneration Scheme.

36. KERBSIDE RECYCLING SERVICE – IMPLEMENTATION PROGRAMME (Agenda Item 13, Appendix I)

RESOLVED that

1. the implementation programme for the remaining kerbside recycling service set out in paragraphs 7 and 8 of the report be approved; and

2. a further report be submitted to the July 2003 meeting covering:-

(a) options for providing a kerbside service to the 2,500 properties referred to in paragraph 10 of the report; and

(b) the financial implications of collecting mixed glass once any charge for handling it has been confirmed by Surrey Waste Management Ltd.

37. THE FUTURE DEVELOPMENT OF AIR TRANSPORT IN THE UK: SOUTH EAST CONSULTATION DOCUMENT (SECOND EDITION) (Agenda Item 14, Appendix J)

RESOLVED that the comments in paragraph 20-25 of the agenda report be endorsed as the broad views of Waverley Borough Council and a strengthened representation be drafted by the officers and agreed with the Portfolio Holder.

38. BROADWATER SCHOOL, GODALMING – SPORTS HALL REFURBISHMENT (Agenda Item 15, Appendix K)

RESOLVED to RECOMMEND that 140,629 be included in the draft capital programme for the financial year 2004/05 for this project.

39. OFFICER MEDIA PROTOCOL (Agenda Item 16, Appendix L)

RESOLVED that the "Waverley Media Protocol for Officers" be adopted to ensure that a high standard of media communication is maintained.

40. MANAGEMENT PLAN FOR SURREY HILLS AONB (Agenda Item 17, Appendix M)

RESOLVED that the consultation document on the Management Plan for the Surrey Hills Area of Outstanding Natural Beauty be supported, with a section added to cover external threats such as Gatwick Airport expansion, to be drafted by the officers and agreed with the Portfolio Holder.

41. MATCHED-FUNDING – CHURT SPORTS PAVILION (Agenda Item 18, Appendix N)

RESOLVED that

1. a Matched-Funding capital grant of 50,000 be approved towards the revised Churt Pavilion project from the 75,000 existing approved grant allocation, subject to planning permission and the current conditions of grant being met;

2. the Director of Finance and Solicitor to the Council be satisfied that the necessary leases and funding approvals are in place before making the formal offer of grant;

3. the payment of the grant to be against phase 1 expenditure be approved, subject to phases 2 and 3 being completed as agreed; and

4. the return of the 25,000 balance to the Matched-Funding budget for allocation in 2004-05 be approved.

42. APPOINTMENT OF REPRESENTATIVES ON OUTSIDE BODIES (Agenda Item 19, Appendix O)

RESOLVED that

1. the appointment of members to outside bodies for 2003/2004, as set out in the Annexe to these minutes, be approved; and

2. other appointments be approved as follows:-

Bishop Sumner Educational Foundation – deferred to see if Mrs Harris wishes to continue

SCC Local Committee Tilford STAR Task Group – Mr L C Bate and Mrs P Hibbert.

43. GARAGE BLOCKS AT STRUDWICKS FIELD, CRANLEIGH (Agenda Item 20, Appendix P)

RESOLVED that, subject to the matters referred to in the report,

1. the garages be demolished and the land laid out as a car park;

2. repurchase of the plots be agreed for the identified price plus legal costs; and

3. any necessary transfer of land and payment of reasonable legal costs to facilitate the rebuilding of the three or four garages, be agreed.

44. EXCLUSION OF PRESS AND PUBLIC

RESOLVED 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 the item, there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in paragraph 9 of Part 1 of Schedule 12A to the Local Government Act 1972 viz:-

Any terms proposed or to be proposed by or to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services.

45. LITTLEMEAD INDUSTRIAL ESTATE, ALFOLD ROAD, CRANLEIGH (Agenda Item 23, (Exempt) Appendix Q)

RESOLVED that the Property and Development Manager be instructed to seek sealed best and final offers from the parties who have previously tendered for the sale of Littlemead Industrial Estate.

The meeting concluded at 7.45 p.m.

Chairman

comms/exec/2003-04/193
36418

ANNEXE
EXECUTIVE– 23RD JUNE 2003

APPOINTMENT OF REPRESENTATIVES TO OUTSIDE BODIES AND ORGANISATIONS 2003/2004

Key: - Indicates cross-cutting role i.e. (a) Leisure plus (b) Environment/Planning
A = Appointment
N = Nomination
1. PLANNING, LEISURE AND ENVIRONMENT
(a) Leisure

Body/Organisation
A/N
Number
Names agreed by Executive
    Blackwater Valley Countryside Service Project
A
(2)
Mr M J Blower
Mr S D Steel
Cranleigh Arts Centre Limited
A
(2)
Mrs C E Savage
Mr J M Savage
Cranleigh and South Eastern Agricultural Society
A
(1)
Mr P Betlem
The Dolmetsch Foundation
N
(1)
Mr D R Gallacher
Farnham Arts Society
A
(1)
Dr P M Marriott
Farnham and District Sports Advisory Council
A
(2)
Mr M J Blower
Mr V Duckett
    Farnham Maltings Council of Management
A
(2)
Capt P G Burden
Mr S D Edge
    Farnham Park Group
A
(2)
Mr V Duckett
Ms M Taylor
Farnham Recreation Ground Committees:
Badshot Lea
Bourne
Hale
Rowledge
Weybourne
Wrecclesham
A (6)
(1)
(1)
(1)
(1)
(1)
(1)
Mr M J Blower
Vacancy
Mr V Duckett
Dr M-G Lane
Mr S D Edge
Mrs P M Frost
    Farnham Youth Project

    (i) Management Committee
    (ii) Trust
A
(1)
A
(1)
Mr C H Mansell
Mr J Robini

Body/Organisation
A/N
Number
Names agreed by Executive
    Frensham Common Working Group
A
(2)
Mrs P Hibbert
Mrs A E Mansell
Frensham Pond Sailing Club
A
(1)
Mr L C Bate
Godalming Museum Trust
A
(1)
Dr J F A Blowers
Godalming Music Festival
A
(1)
Mr P Haveron
Godalming Sports Council
A
(2)
Dr J F A Blowers
Mr B Grainger-Jones
Haslemere Educational Museum Committee
A
(2)
Mr M J D Allan
Mrs L S R Hodgson
Haslemere Hall Committee
A
(2)
Mrs J R Keen
Mr J C S Mackie
i Haslemere Sports Association
N
(1)
Dr J Cornish
*Mr B Grainger-Jones
Herons Consultative Group
A
(2)
Mr M J D Allan
Mr P B Isherwood
Hindhead Playing Field Association
A
(1)
Vacancy
Holloway Hill Sports Association Ltd
A
(1)
Mr M A Edgington
Hurtwood Control Committee
A
(1)
Mr M H W Band
    John Stanley Jeffries Swimming Pool Trust, Godalming
A
(5)
Mr R J Gates
Mr B Grainger-Jones
Mr P S Rivers
Mrs J A Slyfield
Vacancy

Body/Organisation
A/N
Number
Names agreed by Executive
    New Ashgate Gallery Trust, Farnham
A
(2)
Capt P G Burden
Miss G B W Ferguson
Old Kiln Agricultural Museum Trust
A
(1)
Mrs P Hibbert
Surrey County Playing Fields Association
A
(2)
Mr B Grainger-Jones
Mr P D Harmer
Surrey Heathlands Project Steering Group
A
(2)
Mr V Duckett
Ms M Taylor
Surrey Hills AONB Joint Advisory Committee
A
(2)
Mr M J D Allan
Mr J R Sandy
Surrey Museums Consultative Committee
A
(1)
Mrs S R Jacobs
Surrey Sport
A
(1)
Mr B Grainger-Jones
Waverley Cycling Forum
A
(2)
Mr S D Steel
Mr B Grainger-Jones
Wey and Arun Canal Steering Group
A
(1)
Mr J M Savage
Wilfrid Noyce Youth Centre Management Committee
A
(1)
Mr P Haveron
    Witley Youth Centre
A
(1)
Mrs E Cable

(b) Environment/Planning

      Blackwater Valley Advisory Committee for Public Transport
A
(4)
Mr M W Byham
Mrs M V M Hunt
Mr V K Scrivens
Mr S D Steel
Blackwater Valley Network Member Steering Group
A
(3)
Capt P G Burden
Miss G B W Ferguson
Mr V K Scrivens
      ii Farnborough Aerodrome Consultative Committee
                      (replacement for previous Liason Committee)
*Mrs M V M Hunt


Body/Organisation
A/N
Number
Names agreed by Executive
Forum on Minerals and Waste Disposal (SCC)
A
(3)
Mr B A Ellis
Mrs J R Keen
Mr V K Scrivens
Surrey Rail Forum
A
(2)
Mr M W Byham
Mr B G Shelley
Surrey Transport Forum
A
(3)
Mr M J D Allan
Mr M W Byham
Mrs M V M Hunt
Thames Water Utilities Area Liaison Meeting
A
(2)
Mrs P Ellis
Mr K Webster


2. HOUSING AND COMMUNITY WELFARE
Body/Organisation
A/N
Number
Names agreed by Executive
Age Concern Surrey
A
(1)
Mr M A Clark
Age Concern Waverley
A
(2)
Mrs P Ellis
Mr J Robini
(Vacancy –reserve)
Age Concern Cranleigh and District
A
(1)
Mrs P Ellis
Age Concern Haslemere and District
A
(1)
Mr J C S Mackie
Brightwells Gostrey Centre Committee
A
(1)
Mrs A E Mansell
Demand Responsive Bus Challenge Liaison Group
A
(2)
Mrs P Ellis
Mr B G Shelley
Farnham Voluntary Transport Association
A
(1)
Mr V Duckett
    First Step Housing Company
A
(1)
Mrs A E Mansell



Body/Organisation
A/N
Number
Names agreed by Executive
    Godalming Volunteer Bureau
A
(1)
Mr P S Rivers
Guildford and Waverley Primary Care Trust
A
(1)
Miss G B W Ferguson
Haslemere and District Community Centre
(A)
(1)
Mrs J R Keen
Milford and Villages Day Centre Management Committee
A
(1)
Mrs P N Mitchell
National Housing and Town Planning Council (SE Regional Executive Committee)
A
(1)
Mr V K Scrivens
Waverley Community Mediation Service
Management Committee
A
(2)
Mr V Duckett
Mrs P Ellis
    Waverley Community Transport Initiative
A
(1)
Mr A Rayner

3. CORPORATE

Body/Organisation
A/N
Number
Names agreed by Executive
    Alfold Initiatives Steering Group
A
(2)
Mr M J Blower
Mr D C Inman
Cranleigh Initiatives Forum
A
(1)
Mrs C E Savage

Mr B A Ellis (named reserve)
Godalming Initiatives Forum
A
(1)
Mr P Haveron
    Haslemere Initiatives Forum
A
(2)

Mr J C S Mackie
(Mrs L S R Hodgson if vacancy)
Mr J Robini
    Cranleigh Citizens Advice Bureau Management Committee
A
(1)
Mr J M Savage
Farnham Citizens Advice Bureau Management Committee
A
(2)
Mrs C Cockburn
Mrs A E Mansell
Godalming Citizens Advice Bureau Management Committee
A
(1)
Mr P S Rivers
Haslemere Citizens Advice Bureau Management Committee
A
(1)
Mr J Robini
Disabled Citizens Advice and Support Services
A
(1)
Mrs J A Slyfield
Farnham CCTV Working Group
A
(1)
Mr J Robini
Mr V Duckett (reserve)
Farnham Voluntary Service Council
A
(1)
Dr P M Marriott
Local Government Association Rural Commission
A
(2)
(Mr C C E Slyfield; Mr S D Edge (nominated substitute))

Mr P D Harmer (non voting)
Relate West Surrey
A
(1)
Mrs P Ellis
South East England Regional Assembly
A
(1)
(Mr C C E Slyfield; Mr S D Edge (reserve))
South East Employers
A
(1)
(Mr S D Edge
Mr S D Steel (reserve))
Surrey Access Forum
A
(1)
Mr S D Steel
Surrey Economic Development Forum
A
(1)
Mr S D Steel
Surrey Local Government Association
A
(1)
(Mr C C E Slyfield;
Mr S D Steel (reserve))

i Although Waverley is entitled to make a nomination, the nominee may not be a member of the Borough Council (Leisure Committee – 22nd May 2000)

ii Further clarification awaited on future status of appointments.

Comms/exec/2003-04//194