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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 05/12/2006
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 November 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

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 9th November 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 FROM MEMBERS OF THE PUBLIC

The Chairman to respond to any questions received from members of the public 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. RESTRUCTURE

The purpose of the report at Appendix B is to present the Management Team’s findings following the further analysis of the three structure review options agreed by Council and to set out the views of the Corporate Overview and Scrutiny Committee on those findings. These will pass to the Council meeting on 12th December 2006, when agreement will be sought on the future management structure for Waverley.

Recommendation

Taking into consideration the observations from the Corporate Overview and Scrutiny Committee set out in the (Exempt) Annexe to the report, the Executive is requested to make the appropriate recommendations to the Council meeting on the future management structure for Waverley.

7. BUDGET 2007/2008
[Wards Affected: All]

Appendices C, D and E have been bound as a separate document (enclosed) for ease of reference (for members of the Executive only). Attached for Non-Executive members are copies of Appendix C.1 (without Annexes - members are referred to their Overview and Scrutiny Committee agendas, where appropriate) and Appendix C.2 (with summary Annexes).


7.1 General Fund

(a) Draft Capital Programme

The report at Appendix C.1 puts forward proposals for the draft 2007/2008 Three–Year Capital Programme in respect of the General Fund services. The views of the Overview and Scrutiny Committees are reported for consideration by the Executive.

Recommendation

It is recommended that the Executive gives initial consideration to the draft Capital Programme for General Fund services for 2007/2008.

(b) Draft Revenue Estimates

The report at Appendix C.2 presents the 2007/2008 draft General Fund Revenue Estimates for consideration by the Executive. The Executive is informed of the comments made by the Overview and Scrutiny Committees during the November cycle of meetings. The Executive is advised of the revenue funding position at this stage of the Budget process including the impact of decisions to be taken on Council Tax levels

The provisional Revenue Support Grant Settlement is due to be announced in early December. The Executive will be advised of the updated position following the announcement.

Recommendation

It is recommended that:

7.2 Housing Revenue Account

(a) Draft Capital Programme

The report at Appendix D.1 puts forward proposals for the draft 2007/08 three-year Capital Programme in respect of the Housing Revenue Account (HRA). Members are invited to comment on the proposals, particularly those for 2007-08.

Recommendation

It is recommended that the Executive gives initial consideration to the draft 2007/08 HRA Capital Programme.

(b) Draft Revenue Estimates

As part of the budget process, the report at Appendix D.2 seeks the views of the Executive on the first draft of the Housing Revenue Account (HRA) Estimates for 2007/08. The report provides Members with a preliminary indication of the base estimated position for 2007/08.

Recommendation

It is recommended that the Executive note the proposals contained within the draft 2007/08 HRA revenue estimates and gives further consideration at its meeting on 6th February 2007.

7.3 Setting of Council Tax Base 2007/2008

The purpose of the report at Appendix E is to seek approval of the 2007/2008 council tax base which, under the provisions of the Local Government Finance Act 1992, the Council is required to determine prior to approval of the Council’s budget for 2007/2008.
Recommendation

It is recommended that the Executive approves that, pursuant to the foregoing report and in accordance with the Local Authorities (Calculation of Tax Base) (Amendment) Regulations 2003, the council tax base for Waverley and for each of the Town/Parish Council areas for the year 2007/2008 shall be as shown in Annexe 1 to the report.

8. PAY CLAIM 2007
[Wards Affected: N/A]
The purpose of the report at Appendix F is to update the Executive on the situation regarding the 2007 Pay Award and to seek formal agreement from the Employer to the proposed settlement.

Recommendation

The Executive is asked to recommend to the Council that the 3.7% settlement for all pay bands, reached with the Staffside representatives, be approved with effect from 1st January 2007 and that appropriate amounts be included within the 2007/2008 draft Revenue Estimates.

9. 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. In December 2004, the Council decided not to request the Independent Panel to undertake a further review in 2005. In June 2005 the Council again decided not to request a review from the Independent Panel. The report at Appendix G considers whether the Council wishes a review to be undertaken in 2007.

Recommendation

It is recommended that the Executive:

1. notes the 2006-07 Scheme of Members’ Allowances, as set out in Annexe 1 to the report;

2. recommends to the Council the level, if any, of the Special Responsibility Allowance for the Chairman and Vice Chairman of the Audit Committee;

3. recommends to the Council on whether to request the Independent Panel to undertake a review of Waverley’s Scheme of Members’ Allowances in 2007; and

4. recommends to the Council that, subject to the decision of the Executive on the earlier report on the staff pay award for 2007, the Members’ Allowances be increased by 3.7%, with effect from 1st April 2007.

10. CAR PARKING TARIFFS REVIEW
[Wards Affected: All]

The purpose of the report at Appendix H is to review the fees and charges in the Council’s off-street Pay and Display car parks. The changes proposed are intended to assist in the continued effective management of the Council’s car parks. It is estimated that an additional 40,000pa will be generated, which is less than 1.4% of car park income.

Recommendation

The Executive recommends to the Council that parking charges be revised in accordance with the proposals itemised at Annexe 1, with effect from 1st April 2007.

11. SPORT AND LEISURE FACILITY STRATEGY 2007 - 2012
[Wards Affected: All]
11.1 Sport and Leisure Facility Strategy

The report at Appendix I.1 presents to members the draft Sport and Leisure Facility Strategy 2007 - 2012 and seeks endorsement of the recommendations made by the Leisure Special Interest Group. NB. The document is circulated separately for members of the Executive only and those members are asked to retain their copy for any subsequent meeting that will be considering the Strategy.

The report is being considered by a Special Meeting of the Environment and Leisure Overview and Scrutiny Committee on 27th November 2006 and any observations made at that meeting, along with any additional information requested and the appropriate recommendations, will be circulated separately.

11.2 Implementation of the Strategy

Subject to approval of the Strategy document, the report at Appendix I.2 - To Follow will set out proposals for the implementation of the Strategy.

12. THE FARNHAM MALTINGS REFURBISHMENT PROPOSALS
[Wards Affected: All Farnham Wards]

The purpose of the report at Appendix J is to update members on the progress of the refurbishment works at the Farnham Maltings and to seek approval for the release of further match funding for a revised Phase 2 of the scheme following the failed Heritage Lottery Fund bid. This is a departure from the previously agreed 2:1 funding basis and the reasons for this are explained in the report.

Recommendation

2. the funding requested for phase 2 be provided; and

3. 39,000 be released from the agreed 2006/7 Capital Programme Maltings Refurbishment budget for the revised Phase 2 works.

13. OPPORTUNITIES FOR INCREASING THEATRE AND PERFORMANCE
[Wards Affected: All]
In June the Executive received a report from Michael Holden Associates outlining a case for theatre in Farnham. Following this, the Executive requested officers to investigate what opportunities were available to develop performing arts and in particular to consider how the Maltings as an organisation could support this aim. The report at Appendix K outlines how the Maltings is developing its capacity to deliver performance work and what opportunities and challenges exist for growing the services further.

Recommendation

14. LOCAL GOVERNMENT WHITE PAPER - ‘STRONG AND PROSPEROUS COMMUNITIES’ - WAVERLEY RESPONSE AND ACTIONS
[Wards Affected: All]

The Executive endorsed proposals at its last meeting on 9th November and agreed an initial course of action on the White Paper. The report at Appendix L updates the position and proposes that the Council accept the offer from the Leader of Surrey County Council to discuss further ways of improving the two-tier system, agrees a position on any proposals for a formal restructuring and suggests resources that could be applied to responding to the White Paper. It also suggests starting the preparation for some of the changes to the way the Council works that the White Paper advocates.

Recommendation

1. Waverley does not submit any proposal in response to the White Paper for any form of restructuring to establish new Unitary Councils;

2. Waverley commits to working with Surrey County Council to improve services within the improvement framework put forward by the Government, but does not submit a formal pathfinder bid;

3. Waverley accordingly would not support any bid by Surrey County Council for a county-wide unitary Council;

4. Waverley reaffirms its commitment to working with its Town and Parish Councils as a key part of the active three tier system of local government in the Borough, and works with the Towns and Parishes to develop a communities form for all levels of local government in Waverley; and

5. Officers be encouraged to develop their work with colleagues in Woking and Guildford under the agreed protocol to secure improvements to services for people in the three Boroughs and other partners as appropriate, for the benefit of the Borough’s residents.

15. GAMBLING ACT 2005 - PUBLIC CONSULTATION ON THE COUNCIL’S DRAFT STATEMENT OF GAMBLING POLICY
[Wards Affected: All]

The purpose of the report at Appendix M, which was considered by the Licensing and Regulatory Committee, is to enable the Council to consider comments on the draft Statement of Gambling Policy for Waverley (“the Statement”), against which applications for licences for gambling premises under the Gambling Act 2005 (“the Act”) will be considered. There are some resource implications.

Recommendation

It is recommended that:-

16. SAFEGUARDING CHILDREN POLICY
[Wards Affected: All]

The report at Appendix N introduces Waverley Borough Council’s new Safeguarding Policy for Children and Young People (attached as Annexe 1) that will form the framework for the Council’s approach to the welfare and safeguarding of children and young people. The Policy has been produced by the Department of Environment and Leisure in consultation with all other Departments of the Council and covers all Departments within the Council, including employees, third parties delivering services on behalf of the Council and contractors who come into contact with children and young people.

It is the aim of the Policy to put in place procedures and practical guidance for Waverley Borough Council employees, third parties delivering services on behalf of the Council, agencies and other professionals working alongside the Council to safeguard children and young people.


The policy highlights key issues, procedures that need to be put in place and provides recommended actions when dealing with an allegation. These key issues include recruitment policies for those working with children and young people, their induction and training, how to respond to disclosures, suspicions or allegations of abuse and the effective communication of this policy and its aims to all employees and agencies working with or for Waverley Borough Council. The report also includes a summary action plan of issues that are currently being progressed.

Recommendation

The Executive is recommended to

17. SURREY COUNTY COUNCIL CONSULTATION ON THE ESTABLISHMENT OF A CHILDREN AND YOUNG PEOPLE’S TRUST FOR SURREY
[Wards Affected: All]

Under the terms of the Children Act 2004 it is a Government requirement that every lead local authority for children (the County Council in the case of Surrey) develops Children and Young People’s Trust arrangements. The report at Appendix O sets out how Surrey County Council proposes to lead on this and gives the Executive draft responses to the questions in the County’s Consultation document, which must be formally responded to by 22nd December 2006.

Recommendation

It is recommended that the Executive:

1. takes note of the consultation paper entitled “Consultation on the proposal to establish a Children and Young People’s Trust in Surrey” (September – December 2006); and

2. endorses paragraphs 21 – 26 as the basis of the Council’s formal response to the consultation paper.


18. COMMUNITY PARTNERSHIPS FUND
[Wards Affected: All]
18.1 Review of Community Partnerships Fund Scheme

The Community Partnerships Fund Scheme is a grant scheme for voluntary organisations, local charities and community groups in the borough. The scheme operates two funding streams; the Small Grants Scheme, where applications can be made at any time for grants of 15,000 and under, and the Main Grants Scheme for grants of over 15,000 for which there is an annual bidding round.

The Community Overview and Scrutiny Committee at a previous meeting agreed that an in-depth review should be carried out into the Waverley Community Partnerships Fund grants criteria. The Community Overview and Scrutiny Committee also agreed that a Sub-Committee be established to undertake the detailed work and that, as each Overview and Scrutiny Committee is involved in considering applications, under the scheme the Sub-Committee should comprise representatives from each.

The report at Appendix P.1 sets out the findings of the Community Partnerships Fund Sub-Committee and has been considered by all of the Council’s Overview and Scrutiny Committees. Any views of the Overview and Scrutiny Committees are set out at the end of the report.

Recommendation

It is recommended that the findings and conclusions of the Community Partnerships Fund Sub-Committee, as set out in the report, be adopted for the 2007/08 Community Partnerships Fund Scheme.

18.2 Community Partnerships Fund – Criteria & Timetable For 2007/08

The report at Appendix P.2 is the annual revision of the Community Partnerships Fund criteria and timetable for 2007/08 applications. Members should consider this report in conjunction with the previous report on the agenda which is the outcome of the in-depth review into the Community Partnership Fund Process.

Recommendation

The Executive is recommended to agree the following:

19. A DRAFT DISABILITY EQUALITY SCHEME FOR WAVERLEY BOROUGH COUNCIL
[Wards Affected: N/A]

The report at Appendix Q advises of the new statutory duty, effective from December 2006, for local authorities (and other public bodies) to have in place a Disability Equality Scheme to direct the Council’s activities in ensuring that disabled people are not unfairly disadvantaged and can take an active part in the life of the Waverley community. The report was considered by the Corporate Overview and Scrutiny Committee on 20th November 2006.

Recommendation

It is recommended that the Draft Disability Equality Scheme, as set out in Annexe 1 to this report, be endorsed as the starting point for the development of a formal Disability Equality Scheme to meet this new statutory requirement.

20. BEST VALUE AND LOCAL PERFORMANCE INDICATORS: REVIEW OF WAVERLEY’S PERFORMANCE AT Q2 (JULY-SEP) 2006/2007
[Wards Affected: All]

The report at Appendix R provides details of Waverley’s performance, and the observations of the three Overview and Scrutiny Committees concerning that performance, against the Best Value (‘BVPI’) and Local Performance (‘LOPI’) Indicators in the second three months of 2006/2007.

Recommendation

The Executive is requested to note the quarter 2 performance indicators, taking into account the observations of the Overview and Scrutiny Committees, contained in the report.

21. EAST STREET UPDATE

21.1 Planning Process

To receive the report at Appendix S.1 - To Follow.

21.2 Property Issues

To receive an update report at Appendix S.2 - To Follow.

22. LOCAL DEVELOPMENT FRAMEWORK - ANNUAL MONITORING REPORT
[Wards Affected: All]

The report at Appendix T presents the Draft Local Development Framework Annual Monitoring Report document for consideration, prior to its submission to the Government Office of the South East.


Recommendation

It is recommended that the Annual Monitoring Report be endorsed.

23. REVIEW OF WAVERLEY’S COMPLAINTS PROCEDURE
[Wards Affected: N/A]
The report also refers briefly to the procedures within Waverley for the investigation of complaints made to the Local Government Ombudsman about Waverley’s services. Members will recall that these were discussed in some detail at the Committee’s last meeting. Against this background, the report makes recommendations to the Executive on this subject.

Recommendation

It is recommended that the conclusions set out in paragraph 34 of the report be passed to the Executive for consideration.

24. SURREY MINERALS PLAN 2006

A Special Meeting of the Environment and Leisure Overview and Scrutiny Committee is due to take place on 27th November 2006 when members will be provided with information on the sequence of events pursuant to publication of the Surrey Minerals Plan by Surrey County Council. Any observations emerging from the meeting will be circulated separately.

25. SCHEME OF DELEGATION - LAND COMPENSATION ACT 1961
[Wards Affected: All]

The report at Appendix V sets out a proposed revision to the Scheme of Delegation to development control officers in order to deal with anticipated applications for “Certificates of Appropriate Alternative Development” (hereafter referred to as “Certificates”) pursuant to the Land Compensation Act 1961.

Recommendation

It is recommended to the Council that, in exercise of the powers conferred by Section 101 of the Local Government Act 1972, the Director of Planning and Development be authorised to discharge the functions of the local planning authority in respect of applications for Certificates of Appropriate Alternative Development made pursuant to Section 17 of the Land Compensation Act 1961, and that the Council’s Scheme of Delegation to Officers be amended accordingly.


26. WASTE SIG REPORT
[Wards Affected: All]

To receive the report from the meeting of the Waste SIG which took place on 28th November 2006 (To Follow - Appendix W).

27. HOUSING MARKET ASSESSMENT
[Wards Affected: All]
The report at Appendix X advises of the Council’s responsibility to regularly carry out a housing needs assessment of the Borough, the plans for the next assessment and provides a summary of the housing need situation across the Borough.

Recommendation

It is recommended that:

1. the Executive welcomes the proposal to undertake a Housing Market Assessment jointly with Guildford and Woking Borough Councils in 2007/08; and

2. endorses the intention to use the General Fund capital provision of 40,000 for 2006/07 in 2007/08 and that this sum be slipped into the new financial year.

28. CONCESSIONARY FARES
[Wards Affected: All]

The report at Appendix Y, which was considered by the Community Overview and Scrutiny Committee at its meeting on 13th November, provides a background to Concessionary Fares, the financial implications arising from the Government’s decision to introduce ‘free bus travel’ for people aged over 60, and the possible implications that may arise from the Chancellor’s announcement that free bus travel will be available nation-wide from April 2008.

Recommendation

It is recommended that the Executive

29. SAVINGS RESULTING FROM HOMELESSNESS PREVENTION AND REQUEST FOR ADDITIONAL POST
[Wards Affected: All]

The report at Appendix Z, which was considered by the Community Overview and Scrutiny Committee at its meeting on 13th November 2006, is to seek member approval to use some of the savings produced by the Homelessness and Housing Advice sections to fund a new post to build further on the progress the team has already achieved to ensure that its continued success is sustainable.

Recommendation

It is recommended that Waverley uses 28,000 of the savings that have been and are being generated in the reduction of Waverley’s leased property stock, to employ a Housing Options Officer, from April 2007, to build on and sustain Waverley’s work to prevent homelessness.

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

The report at Appendix AA progresses the request from Frensham Parish Council, which was agreed by the Council, to carry out a review to increase the number of Parish Council Members for the Rushmoor ward of the Frensham Parish from two to three councillors. There are some resource implications in terms of staffing, which have been met from within existing budgets.

Recommendation

The Executive is recommended to consider the outcome of the consultation and decide if it wishes to recommend to the Council to:-

1. support the request of the Frensham Parish Council for an additional member for the Rushmoor Ward and submit a proposal to the Electoral Commission to make the appropriate Order to implement this ; and

31. ESTABLISHMENT OF A HEALTHCARE COMMISSION FOR WAVERLEY
[Wards Affected: All]

The report at Appendix BB proposes that the Executive should set up a Special Interest Group (SIG) to assist the Portfolio-holder for Parishes, Partnerships and Local Economy (who has responsibility for health issues) to formulate a considered response to the anticipated ‘NHS: Fit For Purpose’ consultation paper from the Surrey PCT, which will be considering, inter alia, the future of services at the Royal Surrey County Hospital.

Recommendation

It is recommended that:

1. the Executive establishes a Special Interest Group to be called the “Waverley Healthcare Commission”, with the Terms of Reference as set out above;

2. the Commission be time-limited and dissolved at the end of the ‘NHS Fit For Purpose’ Consultation period being launched by the Surrey PCT in 2007;

3. a budget of 5,000 be agreed to support the work of the Waverley Healthcare Commission, to be vired from the corporate and democratic costs budget in 2006-07.

32. PROPOSALS FOR A SURREY SINGLE NON-EMERGENCY NUMBER 101
[Wards Affected: All]
The purpose of the report at Appendix CC is to the Executive that the Home Office had decided to suspend all Wave 2 bids, which includes the bid from the Surrey Partnership, for the extension of the Single Non-Emergency Number, 101, programme.

Recommendation

It is recommended that the report be noted.

33. MEMBER DEVELOPMENT SIG

To receive a report from the first meeting of the Member Development SIG which was due to take place on 4th December 2006 - as Appendix DD - To Follow.

34. CALENDAR OF MEETINGS - 2007/2008
[Wards Affected: N/A]
A draft Calendar of Meetings for 2007/2008 is attached at Appendix EE.

Recommendation

It is recommended that the draft Calendar of Meetings for the 2007/2008 Council year, as set out at Appendix EE, be approved.

35. OVERVIEW AND SCRUTINY SUB-COMMITTEES

In the last cycle of Overview and Scrutiny Committees, it was agreed that the Executive be requested to endorse the establishment of the following two Sub-Committees:-

i. Community Overview and Scrutiny Committee

The Committee has agreed to undertake an in-depth review into the potential changing role for Day Centre Services over the next ten years. It has agreed that it would be beneficial to establish a Sub-Committee of four members to undertake the detailed work and gathering of evidence, particularly since this has worked well in the past with other in-depth reviews. The proposed Sub-Committee membership would include co-opted members.

ii. Environment and Leisure Overview and Scrutiny Committee

Following the success of the Best Value and Local Performance Indicators Sub-Committee which was set up earlier in the year by the Corporate Overview and Scrutiny Committee, the Environment and Leisure Overview and Scrutiny Committee agreed to establish a similar Sub-Committee to look in more depth at the performance indicators within its own remit.

Recommendation

It is recommended that approval be given to the establishment of the two Sub-Committees of the Overview and Scrutiny Committees, as detailed above.


36. ACTION TAKEN SINCE LAST MEETING

To endorse the following 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:-

New Payroll System

To authorise the virement of 11,900 from within the 2006/07 IT Capital budget from the Network/Consultancy upgrade budget and to agree to waive Contract Procedure Rules in accordance with CPR W101 to enable the payroll upgrade system to be procured from the current payroll system suppliers, Wealden.

37. 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 paragraphs of the revised Part I of Schedule 12A to the Act (to be identified at the meeting).

38. RURAL TRANSPORT PARTNERSHIP OFFICER POST

To consider the report at (Exempt) Appendix FF.

39. PAYMENT FOR INCREASED COST OF MATERIALS FOR REWIRING CONTRACT

To consider the report at (Exempt) Appendix GG.

40. 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/2006-07/192.doc