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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 28/10/2003
Meeting to be held on 28th October 2003



* This meeting will be preceded by an open public question time
beginning 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 30th September 2003 (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: All]

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. IMPLEMENTING ELECTRONIC GOVERNMENT RETURN 2003 (IEG3)
[Wards Affected: All]

The purpose of the report at Appendix B is to approve the submission of the Council's “Implementing Electronic Government Return 2003” (IEG3) to the Office of the Deputy Prime Minister (ODPM) in order to be eligible for consideration to receive a capital grant to invest in electronic service delivery in the financial year 2004/05.

Recommendation

The Executive is recommended to approve Waverley’s IEG3 Return for submission to the Office of the Deputy Prime Minister to be eligible for consideration to receive a capital grant for the financial year 2004/05, subject to the approved Statement being submitted to the Council meeting on 16th December for information.

7. SURREY JOINT MUNICIPAL WASTE MANAGEMENT STRATEGY – CONSULTATION
[Wards Affected: All]
7.1 The report at Appendix C outlines the main points and layout of the Surrey Joint Municipal Waste Management Strategy consultation documents, in particular the available options and key policies. The Surrey Local Government Association consultation strategy is also outlined.

7.2 The draft Strategy seeks to set out future policies for dealing with Surrey’s waste and therefore has significant environmental, social and economic implications. The topic of waste management can also be highly controversial. However, it should be noted that the draft Strategy documentation does not deal with specific sites for waste facilities; this will be dealt with in the Surrey Waste Plan which is due to follow and take into account this Strategy and will be consulted on separately.

8. MEMBERS’ ALLOWANCES
[Wards Affected: N/A]

The report at Appendix D updates Members on the current position on the review of Members’ allowance. It may have resource implications depending, firstly, on the final recommendations of the Independent Remuneration Panel and, secondly, on the decisions of the Council on these recommendations.

Recommendation

9. REGULATION OF INVESTIGATORY POWERS ACT 2000: POLICY APPROVAL
[Wards Affected: All]

To present a policy, for the approval of the Executive and adoption by the Council, on the use of surveillance techniques in accordance with the provisions of the Act – see Appendix E.

Recommendation

That the Executive recommends to the Council that the written policy (set out in Annexe 2 of the report) for regulation of investigatory powers when used by or on behalf of the Council, be adopted.

10. SURREY HEATHLANDS PROJECT - FORMALISING THE COUNCIL’S INVOLVEMENT
[Wards Affected: All]

Recommendation

It is recommended that the Executive:-

11. UPGRADE TO BUILDING CONTROL COMPUTER SYSTEM
[Wards Affected: All]

The report at Appendix G sets out the need to upgrade the Building Control computer software and seeks authorisation for expenditure from the Capital Programme in the sum of 21,778.

Recommendation

The Executive is recommended to authorise expenditure of 21,778 to enable the upgrade of the Building Control SX3 software, this cost to be met from the provision of 40,000 for web-enabling back office systems within the 2003/04 Capital Programme.

12. LEASE TO NEW ASHGATE GALLERY - LOWER CHURCH STREET, FARNHAM
[Ward Affected: Farnham Castle]

The report at Appendix H seeks authority to surrender the existing lease of the above which has two years left and enter into a new 25 year lease including extra land. The Gallery propose to undertake major refurbishment and will require a longer lease to obtain the grants necessary to assist in funding the works.

Recommendation

It is recommended that Waverley accepts a surrender of the lease of the above building from the New Ashgate Gallery and grants a further lease of 25 years on terms and conditions to be agreed by the Property and Development Manager.

13. PIZZA PIAZZA (68A CASTLE ST. FARNHAM) – SURRENDER AND RENEWAL OF LEASE
[Ward Affected: Farnham Castle]

The report at Appendix I seeks authority for the surrender and renewal of the lease on the above mentioned premises.

Recommendation

It is recommended that Pizza Piazza Ltd be allowed to surrender their present lease of 68A Castle Street, Farnham, and be granted a further lease of 20 years on terms set out in the (Exempt) Annexe to the report, other terms and conditions to be agreed by the Property and Development Manager.

14. CRANLEIGH MARKET, VILLAGE WAY, CRANLEIGH
[Ward Affected: Cranleigh West]

The purpose of the report at Appendix J is to advise that the tender to operate the Thursday market at Village Way Car Park, Cranleigh, is shortly due for renewal. It is recommended that tenders be invited for a new three year lease.

It is recommended that:

1. tenders be invited for a new three-year lease for the Cranleigh Market; and

2. the Property and Development Manager be authorised to select the proposed Lessee having regard to the tender price submitted and receipt of satisfactory references.

15. ASBESTOS SURVEYS OF WBC CORPORATE BUILDINGS
[Wards Affected: All]

The purpose of the report at Appendix K is to inform Members of the legal duty to manage the risk from asbestos and the financial implications of this work.

16. REPORT OF THE MEMBER/TENANTS’ SPECIAL INTEREST GROUP ON 7TH OCTOBER 2003
[Wards Affected: All]

The report of the Member/Tenants’ Special Interest Group is contained at Appendix L.

17. WONERSH VILLAGE STORES
[Ward Affected: Blackheath and Wonersh]

To consider the report at Appendix M - to follow.

18. CAR PARKING - CHRISTMAS CONCESSIONS
[Wards Affected: N/A]

To consider the report at Appendix N - to follow.

19. GODALMING KEY SITE
[Ward Affected: All Godalming Wards]

To receive an oral update.

20. EAST STREET, FARNHAM
[Ward Affected: All Farnham Wards]

To consider the report at Appendix O – to follow.

21. CONSTITUTION SIG APPOINTMENT
[Wards Affected: N/A]

21.1 The Executive is asked to consider the re-appointment of the Constitution Special Interest Group for the remainder of this Council year. This Group met on seven occasions in the last Council year. At its meeting on 3rd July the Executive decided to defer for six months consideration of certain of the SIG’s proposals which had not been adopted. This would be an opportune time to appoint members to the SIG so that meetings can then be arranged. The previous SIG comprised 6 members.

21.2 The terms of reference would be to complete the review of the Constitution which was deferred by the Council in April 2003 and to advise the portfolio holder on recommendations for improving the way in which the Constitution works. The SIG would aim to report within three months. 22. ACTION TAKEN SINCE LAST MEETING

To note the decisions (if any) taken by the Chief Executive, after consultation with the Chairman and Vice-Chairman, since the last meeting. The Register of Decisions will be laid on the table half an hour before the meeting.

23. 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 that paragraph of Part 1 of Schedule 12A to the Act to be identified at the meeting.

24. MORTGAGE RESCUE
[Wards Affected: N/A]

To consider the report at (Exempt) Appendix P – to follow.

25. PREMISES OFF WEYBOURNE ROAD, FARNHAM

[Ward Affected: Farnham, Weybourne and Badshot Lea]

To consider the report at (Exempt) Appendix Q – to follow.

26. THE EDGE, HASLEMERE
[Ward Affected: All Haslemere Wards]
To consider the report at (Exempt) Appendix R – to follow.

27. ANY OTHER ISSUES 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/2003-04/299