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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 11/10/2005
Agenda




Fax No: 01483-523475
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When calling please ask for: David Bennett
Direct line: 01483 523226
E-mail: dbennett@waverley.gov.uk
Date: 30th September 2005

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

CHRISTINE L POINTER

Chief Executive

* This meeting will be preceded by an open public question time
beginning at 6.45 p.m.

[The meeting will be webcast and can be viewed by visiting
http://www.waverley.ukcouncil.net/.]


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 Special Meeting of the Executive held on 12th September 2005 (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 member’s 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

4.1 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.

4.2 The following question has been received from Mrs Lesley Lovell of Farnham:-

“CEASE has tried repeatedly to alert this Council to the fact that the Crest Nicholson Masterplans show that the proposals for redeveloping the Green King/Marlborough Head site infringe upon property owned by Laurel Pub Group (the Hogshead) and Wimpeyburger, to the extent that neither business could continue to trade. Does this Council accept that the development cannot be built as shown, and that until a feasible development is proposed, any associated land assembly could represent an extremely high risk to the council tax payer?”

5. EXECUTIVE FOUR MONTH ROLLING PROGRAMME
[Wards Affected: All]

To adopt the four month rolling programme of key decisions for Waverley Borough Council at Appendix A - for all Members of the Council.

6. FINANCIAL STRATEGY 2005/06 - 2008/09
[Wards Affected: N/A]


Recommendation

It is recommended that the Executive:-

1. notes the financial strategy issues facing Waverley ahead of the finance seminar on 31st October;

2. recommends the draft Financial Strategy 2005/06 – 2008/09 to the Council for approval; and

3. decides whether to undertake a consultation exercise for the 2006/07 budget and advises officers accordingly.

7. RISK MANAGEMENT POLICY
[Wards Affected: N/A]

The report at Appendix C reviews Waverley’s Risk Management Policy and proposes a strategy to achieve the objectives set out in this policy.

Recommendation

8. IMPLEMENTING E-GOVERNMENT (ieg) - 2005/06 IEG CAPITAL GRANT AND IEG CAPITAL PROGRAMME
[Wards Affected: All]

The purpose of the report at Appendix D is to:-

bring Members up-to-date with respect to the Council’s claim for an IEG (Implementing Electronic Government) Capital Grant of 150,000 from the ODPM for 2005/06;

recommend a revision to the 2005/06 capital programme in response to receipt of this grant in accordance with the Government’s priority service outcomes.

Recommendation

That the Executive recommends the revised capital programme for 2005/06 for Electronic Government for Customer Service for approval by the Council.


9. CALL-IN REPORT BACK - COMMUNITY PARTNERSHIP FUND 2005/06 - NEW FARNHAM REPERTORY COMPANY
[Wards Affected: All]

The following matter, dealt with by the Executive at the last meeting, was subject to call-in at a meeting on 19th September.

Corporate Overview and Scrutiny Committee Community Partnership Fund 2005-06 - New Farnham Repertory Company

The report at Appendix E outlines the views of the Overview and Scrutiny Committee.

Recommendation

The Executive examines its previous decision in the light of the observations of the Corporate Overview and Scrutiny Committee.

10. PROPOSALS TO REFORM THE DEVELOPMENT CONTROL AND AREA DEVELOPMENT CONTROL COMMITTEES
[Wards Affected: All]

To consider the report at Appendix F - to follow.

11. COMMISSIONING A PATIENT-LED NATIONAL HEALTH SERVICE
[Wards Affected: All]

11.1 The report at Appendix G outlines proposals for restructuring Primary Care Trusts to improve commissioning of health services and to achieve greater efficiencies. These proposals have wide-ranging implications for patients, staff of the NHS, inter-organisational relationships and the structure of the health economy nationally, regionally and locally.

11.2 This is a complex issue. This report seeks to provide the policy context through which changes are being initiated and comment on the local implications of the proposed changes. Once the recommendations of the Surrey and Sussex Strategic Health Authority are made to the NHS and have been considered, there will be a formal 90-day formal consultation exercise on the proposals for change that are being put forward by the NHS. In effect, therefore, this report is an "early warning" of potential changes to the local health organisation.


12. WAVERLEY HOPPA COMMUNITY TRANSPORT
[Wards Affected: All]

To consider the report at Appendix H - to follow.

13. REVIEW OF CITIZENS’ ADVICE BUREAUX IN WAVERLEY
[Wards Affected: All]

To consider the report at Appendix I - to follow.

14. SPONSORED ORGANISATION SCHEME 2006/07 - GRANT ELIGIBILITY, CRITERIA AND TIMETABLE
[Wards Affected: All]

The purpose of the report at Appendix J, which has already been considered by all three Overview and Scrutiny Committees, is to consider the grant eligibility, criteria and timetable for assessing applications for the Sponsored Organisation Scheme in 2006/07.

Recommendation

Taking account of the observations made by the Overview and Scrutiny Committees, the Executive is recommended to:-

1. approve the application eligibility and grant criteria for the Sponsored Organisation Scheme, as set out at Annexe 3 to the report; 2. approve the proposed timetable for applying for Sponsored Organisation funding for 2006/07, as set out at Annexe 5 to the report; 3. consider whether the Sponsored Organisation Scheme is open to new applicants for 2006/07; 4. agree that Waverley contributes to the Waverley Voluntary Grants Partnership in 2006/07 on the same basis as in 2005/06 with two nominated members on the panel and that the results of the grants are reported back to the Overview and Scrutiny Committees and the Executive; 5. agree that the overall level of funding for the Sponsored Organisation Scheme and Waverley Voluntary Grants Partnership in 2006/07 is increased in line with inflation but that such an increase will have to be assessed alongside other demands on Council finances during the budget process; and 6. agree that the Waverley Voluntary Grants Partnership takes further steps to join up the grant administration processes with the Guildford Partnership Scheme.

15. COMMUNITY PARTNERSHIPS FUND - APPLICATION PROCESS, CRITERIA AND TIMETABLE FOR 2006/07
[Wards Affected: All]

The report at Appendix K, which has already been considered by all three Overview and Scrutiny Committees, reviews the Community Partnerships Fund and makes recommendations for the grant process, criteria and timetable for 2006/07 applications.

Recommendation

Taking account of the observations made by the Overview and Scrutiny Committees, the Executive is recommended to:-

1. consider whether the Community Partnerships Fund should be continued in 2006/07; 2. approve the Application Guidance for the Community Partnerships Fund, 2006/07, including grant criteria and project eligibility, as set out in Annexe 2 to the report; 3. approve the proposals for continuing the Area Partnership Groups to assist with the grant assessments, as detailed in paragraph 11 of the report; 4. approve the proposed timetable for grant awards in 2006/07, as set out in Annexe 3 to the report; and 5. agree that for the 2006/07 bidding round, projects, which improve services and facilities for young people, may be given priority over other types of projects.

16. IMPLEMENTATION OF CHANGES TO THE WASTE COLLECTION SERVICE
[Wards Affected: N/A]

In July 2005, the Council approved major changes to the waste collection service in the Borough. These changes include a move to alternate-weekly collections of recyclable materials and residual waste, the introduction of a kerbside collection of plastic bottles and the implementation of a subscription garden waste service. The Council agreed that additional resources will be necessary to ensure the successful implementation of the changes. The report at Appendix L sets out officers’ proposals for these resources and requests that the Council approves an outline staffing structure.

Recommendation

That the Executive recommends the Council to:-

17. DECRIMINALISED PARKING ENFORCEMENT
[Wards Affected: All]

The purpose of the report at Appendix M is to:-

1. update Members on the negotiations with Surrey County Council on its request for Waverley to manage on-street decriminalised parking enforcement in the Borough and;

2. note the Environment and Leisure Overview and Scrutiny Committee’s observations on the recommendation to enter into an Agency Agreement for that purpose.

Recommendation

It is recommended that the Executive notes the Environment and Leisure Overview and Scrutiny Committee’s support for the proposals, and the observations set out in the report, and that the matter be referred to Council on 25th October 2005.

18. PUBLIC CONVENIENCES – TRANSFER TO FARNHAM TOWN COUNCIL
[Wards Affected: All Farnham Wards]

To consider the report at Appendix N - to follow.

19. NOTICE OF MOTION

19.1 In accordance with Procedure Rule 12.1, the following notice of motion was moved by Mr P D Harmer, and seconded, at the Council meeting on 19th July 2005.

“In order to clarify the procedure of the Council, and to ensure that the Council’s procedure conforms to both the spirit and the letter of the Local Government Acts, to modify the Council’s Constitution, Rules of Procedure and Articles as follows:-

In Part 1, “Summary and Explanation”, on Page 2, in the section “How the Council operates”, in the fifth paragraph commencing “The Council is empowered ….”, in the sub-paragraph labelled “Part II and Part III, to add:-

"Any information which is included in such statement or question and which has not previously been formally presented to the Council shall be the subject of a report to the next meeting of the Executive or, where appropriate, the relevant Regulatory Committee.

Members of the Executive may not normally bring forward new information under this procedure. In emergency, the Chairman of the meeting may permit a member of the Executive to bring forward new information under this procedure, but that new information shall then be subjected to debate as though it had been a Part item.

When a member or members of the Executive give(s) notice to speak on any item of an Executive report, the member or members of the Executive shall be heard before any other member of the Council”.


19.2 In accordance with Procedure Rule 12.3, this motion stood referred to the last meeting of the Executive, but it was considered more appropriate to defer its consideration until the October meeting of the Executive when there would be a comprehensive report from the Constitution Special Interest Group (SIG) (see next Agenda Item).

20. CONSTITUTION REVIEW
[Wards Affected: N/A]
To consider the report at Appendix O - to follow.

21. SURREY HILLS AREA OF OUTSTANDING NATURAL BEAUTY (AONB) - MEMORANDUM OF AGREEMENT
[Wards Affected: All rural wards]

The report at Appendix P seeks the Council’s continuing support for the Surrey Hills local authority partnership and the work of the Surrey Hills AONB Unit.

Recommendation

It is recommended that the Executive agrees to makes an `in principle` commitment to sign the new Memorandum of Agreement and then considers the financial implications as part of the Sponsored Organisation Scheme, noting the previous difficulties of funding inflation through this scheme.

22. BUSINESS CONTINUITY AND RECOVERY PLAN
[Wards Affected: All]

To consider the report at Appendix Q - to follow.

23. BEST VALUE AND LOCAL PERFORMANCE INDICATORS - REVIEW OF WAVERLEY’S PERFORMANCE FOR FIRST THREE MONTHS OF 2005/06
[Wards Affected: All]

The report at Appendix R gives details of Waverley’s performance during the first three months of 2005/06 in respect of its best value and local performance indicators. Similar reports have already been presented to the Environment & Leisure, Community and Corporate Overview and Scrutiny Committees regarding those indicators that they had particularly requested to monitor on a regular basis within their remits. A summary of the comments made by Members of each of these committees is included in this report.

Recommendation It is recommended that the Executive notes the information presented in this report, seeks any further explanation of performance that it might require and responds as appropriate to the observations of the Overview and Scrutiny Committee.

24. ANNUAL REVIEW REPORTS FROM OVERVIEW AND SCRUTINY COMMITTEES
[Wards Affected: All]

The report attached at Appendix S details the work undertaken by the three Overview and Scrutiny Committees during the Council year (2004/05). In each case, the Committee endorsed the report for submission to the Executive and Council.


Recommendation

That the Executive approves the report for endorsement by the Council.

25. MANAGEMENT OF LARGE EVENTS IN WAVERLEY
[Wards Affected: All]

The report at Appendix T is to provide the Executive with proposals for a Council Policy for the vetting and approval of the management of substantial public events held in Waverley to reflect the Council’s statutory duties and the need for a co-ordinated approach in respect of public safety, health and food safety, environmental protection, licensing and emergency planning arising from such events. The attached guidance documentation also provides advice to event organisers of small and medium size events. The report was considered by the Corporate Overview and Scrutiny Committee on 19th September 2005.

The Executive is requested to recommend the policy for management of large events in Waverley to the Council for adoption.

26. PLAY EQUIPMENT - REPLACEMENT AND REPAIR
[Wards Affected: All]

To consider the report at Appendix U - to follow.

27. LOCAL GOVERNMENT ASSOCIATION – PROPOSAL FOR SETTING UP A DISTRICT COUNCILS' SPECIAL INTEREST GROUP
[Wards Affected: N/A]

27.1 Discussions are taking place within the Local Government Association (LGA) for a proposal to set up a District Councils' Special Interest Group. This would mirror the current groupings within the LGA for County Councils and Unitary Authorities. There is a provision in the LGA constitution to create this if ten or more member councils request it.

27.2 The suggestion is that interested District Councils would pledge to support this with an additional subscription to the LGA of 2,000 each. This would pay for officer research into and administrative support for issues of common interest to District Councils. For Members’ information, the Council currently pays a subscription of 13,220 to the LGA. There is no provision in the subscriptions budget to cover this extra 2,000, and it would necessitate a supplementary estimate.

Recommendation

The Executive is asked:-

1. if it wishes to pursue the proposal to set up a District Councils’ SIG in the LGA; and

2. if so, if it will agree a supplementary estimate of 2,000 in the current financial year.

Background Papers (CEx)

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


28. REVENUE SUPPORT GRANT
[Wards Affected: All]
The Office of the Deputy Prime Minister (ODPM) has published a consultation document on changes to the formulae used to distribute grant to English local authorities. The report at Appendix V presents a summary of the implications together with a copy of the draft response submitted by the Director of Finance.

Recommendation

That the Executive notes the proposed changes in Formula Grant and the submission to the ODPM.

29. VARIABLE INTEREST MORTGAGES - VARIATION OF MORTGAGE INTEREST RATE
[Wards Affected: N/A]

The purpose of this regular six-monthly report is to seek the Executive’s approval to the "local average rate" for the period 1st October 2005 to 31st March 2006 and to confirm the rate of interest chargeable on variable interest rate mortgages granted by the Council (see Appendix W).

Recommendation

It is therefore recommended that:-

30. HEALTHCHECK CO-ORDINATORS PARTNERSHIP FUNDING
[Wards Affected: ]
To consider the report at Appendix X - to follow.

31. REFERENCES FROM OTHER COMMITTEES/SIG’s (any matters not separately referred to above)

To follow (if appropriate)

32. ACTION TAKEN SINCE LAST MEETING

To note decisions taken by the Chief Executive 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.

(a) Appointment to Vacancy on Joint Negotiating Committee for Pay and Conditions

To authorise the appointment of Mr P B Isherwood to serve on the Joint Negotiating Committee for Pay and Conditions in the current Council year.


(b) Surrey Local Public Service Agreement (Car Share Project)

To authorise Waverley becoming a joint partner with Surrey County Council by entering into an agreement (car share project) aimed at improving journey times and reducing road noise in Surrey through increased sharing of vehicles, organised through a county wide car share scheme.

33. 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 during the meeting during consideration of the following item(s) on the grounds that it is likely, in view of the nature of the business transacted or the nature of the proceedings, that if members of the public were present during the item(s) 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 Part I of Schedule 12A to the Local Government Act 1972 (to be identified at the meeting).

34. THE PROVISION OF BANKING SERVICES
[Wards Affected: N/A]
To consider the report at (Exempt) Appendix Y.

35. 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/2005-06/105
45861