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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 07/12/2004
Minutes of the Meeting held on 7th December 2004




MINUTES of the MEETING of
the EXECUTIVE held on
7th December 2004

(To be read in conjunction with the Agenda for the Meeting)
*Mr C C E Slyfield (Chairman)*Mr C H Mansell
*Miss G B W Ferguson (Vice-Chairman)*Mr K T Reed
Mr M J D Allan*Mr J E Robini
*Mr S D Edge*Mrs C E Savage
*Mr B Grainger-Jones*Mr V K Scrivens
* Present

Also present: Mr R J Gates, Mr P D Harmer and Mr P B Isherwood.

Mr Gates spoke on Agenda Items 6, 19, 20, 23, 26, 39 and 41 (Minute Nos. 202, 216, 217, 220, 223, 235 and 236/238 refer) Mr P D Harmer spoke on Agenda Items 7, 10, 12, 14, 21, 22 and 39 refer) (Minute Nos. 203, 206, 208, 210, 218, 219 and 235 refer)

198. MINUTES (Agenda Item 1)

The Minutes of the Meeting of the Executive held on 2nd November 2004 were confirmed and signed.

199. APOLOGIES (Agenda Item 2)

An apology for absence was received from Mr M J D Allan.

200. CONTINUING ABSENCE (Agenda Item 3)

RESOLVED that the extended absence through ill health of Mr J D Allan and Mrs M Nyazai be approved.

[It was agreed that a letter conveying best wishes be sent to both Members.]

201. DISCLOSURE OF INTERESTS (Agenda Item 4)

The following Members declared interests:-

(i) Mr J E Robini; a personal interest in respect of Agenda Item 9 (Milford Hospital Consultation) as a member of the Patients Participation Group and a personal interest in respect of Agenda Item 35 (Farnham Youth Project) as a Waverley Trustee on the Farnham Youth Project.

(ii) Mr J E Robini; a personal and prejudicial interest in respect of Agenda item 29 (Member/Tenants' SIG report) (reason not disclosed) and a personal and prejudicial interest in respect of Agenda Item 34 (Countryside Review) as a friend of a landlord.

Mr Robini remained in the Chamber for the discussion and voting on Agenda Items 9 and 35. He was no longer present when the other items were considered.

(iii) Mr C H Mansell; a personal interest in respect of Agenda Item 25 (Citizens’ Advice Bureaux) as Mrs Mansell is a Waverley representative on Farnham CAB.

(iv) Mr C H Mansell; a personal interest in respect of Agenda Item 35 (Farnham Youth Project) as a Waverley representative on the Management Committee of Farnham Youth Project.

Mr Mansell remained in the Chamber for the discussion and voting thereon.

(v) Mr V K Scrivens; a personal interest in respect of Agenda Item 9 (Milford Hospital Consultation) as he is involved in the Milford Hospital campaign.

Mr Scrivens remained in the Chamber for the discussion and voting thereon.

(vi) Mrs C E Savage; a personal interest in respect of Agenda Item 23 (Bramley Conservation Area), Mr Savage being Waverley representative on the Wey and Arun Canal Steering Group.

(vii) Mrs C E Savage; a personal interest in respect of Agenda item 25 (Citizens’ Advice Bureaux), Mr Savage being Waverley representative on Cranleigh CAB.

Mrs Savage remained in the Chamber for the discussion and voting thereon.

(viii) Miss G B W Ferguson; a personal interest in respect of Agenda Item 9 (Milford Hospital Consultation) as Waverley representative on the Guildford and Waverley Primary Care Trust.

(ix) Miss G B W Ferguson; a personal interest in respect of Agenda Item 26 (Waverley Voluntary Grants Panel) as a prospective Waverley representative on the Panel (see Minute 223 below).

Miss Ferguson remained in the Chamber for the discussion and voting thereon.

(x) Mr C C E Slyfield; a personal interest in respect of Agenda Item 9 (Milford Hospital Consultation) as a member of a cross party group involved in the future of Milford Hospital.

(xi) Mr C C E Slyfield; a personal interest in respect of Agenda Item 10 (South East Plan) as Waverley representative on SEERA (South East England Regional Assembly).

Mr Slyfield remained in the Chamber for the discussion and voting thereon.

202. EXECUTIVE FOUR-MONTH ROLLING PROGRAMME (Agenda Item 6)

RESOLVED that the rolling programme be adopted.

[N.B. The report on Decriminalised Parking Enforcement will be considered by the Environment and Leisure Overview and Scrutiny Committee before the Executive which may mean a later report to the Executive than currently indicated.]

203. FINANCIAL STRATEGY UPDATE/BUDGET 2005/06 (Agenda Item 7)


(b) General Fund Capital Programme

(c) Housing Revenue Account Revenue Estimates

RESOLVED that:-

204. BUDGET MONITORING - OCTOBER 2004 (Agenda Item 8)

RESOLVED that the budget monitoring report giving the financial position as at 31st October 2004 be noted and that the virements be approved in accordance with paragraph 5 of the report.

205. MILFORD HOSPITAL - CONSULTATION BY GUILDFORD AND WAVERLEY PRIMARY CARE TRUST (Agenda Item 9)

RESOLVED to RECOMMEND that the Council's formal response to the Primary Care Trust’s current round of consultation be made based on the observations put forward by the Community Overview and Scrutiny Committee (Appendix F to the Agenda refers), this to include a reference to the possible "knock on" effects on Farnham Hospital, in particular, of any closure of Milford Hospital.

206. SOUTH EAST PLAN AND WESTERN CORRIDOR BLACKWATER VALLEY SUB-REGION (Agenda Item 10)

RESOLVED that:-

1. the Terms of Reference of the Local Development Framework Special Interest Group be expanded to incorporate consideration of the South East Plan and to look at the key issues set out in paragraph 14 of the agenda report;

2. the title of the Local Development Framework Special Interest Group be changed to reflect its wider remit;

3. arrangements be made to ensure that the documents produced by the SIG are given proper consideration within a single cycle as set out in paragraph 8 of the agenda report; and

4. the current situation regarding the South East Plan be noted.

207. BEST VALUE AND LOCAL PERFORMANCE INDICATORS : REVIEW OF TARGETS FOR 2005/06 AND 2006/07 AND PROPOSED TARGETS FOR 2007/08 (Agenda Item 11)

RESOLVED that:-

1. a report on this matter be received;

2. the proposed targets for 2007/08 be approved; and

3. the more challenging targets proposed by the Overview and Scrutiny Committees be re-drafted by Directors, in consultation with Portfolio Holders.

208. CORPORATE STRATEGY - AIMS AND OBJECTIVES 2005 AND BEYOND (Agenda Item 12)

RESOLVED to RECOMMEND that the revised Council aims and objectives, as set out at Annexe 2 to the agenda report and in no particular order of significance, be adopted.

209. BENEFIT PERFORMANCE (Agenda Item 13)

RESOLVED that:-

1. the improvements in service delivery and performance achieved so far and the plans for further service improvements be noted; and

2. the Director of Finance and the Benefits Manager and team be congratulated for their efforts.

210. IMPLEMENTING Electronic Government RETURN 2004 (IEG4) (Agenda Item 14)

RESOLVED to RECOMMEND that, subject to detailed drafting points, either raised at the meeting or referred to at paragraph 3, and noting the potential risks set out in paragraphs 4-11 of the agenda report, Waverley’s IEG4 Return be approved for submission to the Office of the Deputy Prime Minister (by 20th December 2004), in order to be eligible for consideration to receive a capital grant of 150,000 for the financial year 2005/06.

211. LICENSING ACT 2003 - PUBLIC CONSULTATION ON THE COUNCIL’S DRAFT STATEMENT OF LICENSING POLICY (Agenda Item 15)

RESOLVED that the resource implications set out in the agenda report be endorsed.

RESOLVED to RECOMMEND that the Statement of Licensing Policy for Waverley be adopted with effect from 15th December 2004.

212. VEHICLE (CRIME) ACT 2001 – REGULATION OF MOTOR SALVAGE OPERATORS (Agenda Item 16)

RESOLVED that:-

1. the setting of a non-returnable registration fee to be charged to any person applying for registration under the provisions of the Vehicle (Crime) Act 2001 be approved; and

2. the level of fee be reviewed annually, together with the Council’s other fees and charges.
[At this point and to enable Mr J R Robini to leave after consideration of the relevant report, the Chairman announced that he would change the order on the Agenda paper and take item 35.]

213. FARNHAM YOUTH PROJECT (Agenda Item 35)

RESOLVED that the proposed changes to the Trust Deed of the Farnham Youth Project be approved, along with the vesting of the Trust property in the Official Custodian.

[The meeting continued observing the order of items as listed on the Agenda paper.]

214. THE CAPABILITY OF THE COUNCIL TO PROVIDE EMERGENCY SERVICES OUT OF NORMAL OFFICE HOURS - FOLLOW-UP REPORT (Agenda Item 17)

RESOLVED that:-

1. the proposals set out in the agenda report to ensure guaranteed out of hours responses to the statutory functions of (a) responding to major civil emergencies and (b) advising on dangerous structures, be endorsed;

2. the current developments, including progress on funding related to the Civil Contingencies Bill, be noted; and

3. officers be requested to undertake a risk assessment on the security at formal evening meetings of the Council and report back in due course.

215. HOUSING REPAIRS AND OUT OF HOURS ADVICE AND INFORMATION ROTA (Agenda Item 18)

RESOLVED that the proposal that remuneration be paid in the sums detailed in the agenda report to four selected members of staff in the Housing Maintenance Section to operate a system that enables a guaranteed response to provide management advice and information to customers who call Southern Monitoring Services when required out of normal working hours, be endorsed.

216. REVIEW OF DEVELOPMENT CONTROL (Agenda Item 19)

RESOLVED that the recommendations of the Environment and Leisure Overview and Scrutiny Committee, as contained in the Annexe to Appendix P to the agenda, be accepted in principle and taken into account by the officers in drafting proposals for improving the development control service.

217. THE PLANNING SERVICE - OPTIONS FOR FUTURE SERVICE DELIVERY (Agenda Item 20)

RESOLVED to RECOMMEND that:-

1. the current position be noted and that the Planning Service options be considered as part of the Council budget setting process;

2. the senior post of Policy and Projects Officer be deleted and replaced with a career grade planning post;

3. the Policy Planning Technician post be changed to a career grade planning post with no implications for the budget;

4. the Planning Enquiry Team receives continuing support by prioritising 65,000 Planning Delivery Grant for new contracts for the Senior Enquiry Officer and Enquiry Officer;

5. the policy be changed so that, in future, a charge is made in respect of Lawful Development Certificates;

6. the use of the remainder of the base PDG of 30,000 towards the cost of a Principal Enforcement Officer be endorsed;

7. the list of future improvements outlined in Annexe 1 to Appendix Q to the agenda be noted as desirable and that these be considered against further planning delivery grant in 2005/06; and

8. the formalising of PD enquiries through Lawful Development Certificates once Waverley launches its self-help PD Enquiry system, be agreed.


218. LOCAL DEVELOPMENT SCHEME (Agenda Item 21)

RESOLVED to recommend that the revised Draft Local Development Scheme be adopted and submitted to the Government Office for the South East in December.

219. THE CORE STRATEGY - DRAFT ISSUES AND OPTIONS PAPER (Agenda Item 22)

RESOLVED that:-

1. the Core Strategy Issues and Options Paper be agreed as a document to be published for public comment; and

220. BRAMLEY CONSERVATION AREA APPRAISAL (Agenda Item 23)

RESOLVED that:-

1. the Draft Bramley Conservation Area Appraisal be agreed as a basis for public consultation; and

2. the individuals and organisations who have contributed to the assessment be thanked for their work.

221. A PROPOSAL FOR DEVELOPMENT CONTROL CONSULTATIVE FORUM(S) (Agenda Item 24)

RESOLVED that:-

1. a Development Control Consultative Forum be established, as set out in the agenda report; and

2. a review of the Forum process be carried out after 12 months of operation.

222. CITIZENS ADVICE BUREAUX - PROGRESS REPORT AND PROPOSED FEASIBILITY STUDY (Agenda Item 25)

RESOLVED that the proposal from NACAB to undertake a feasibility study into a district based CAB model, at a cost of approximately 4,000, be endorsed, such sum to be met from existing budget provision.

223. WAVERLEY VOLUNTARY GRANTS PANEL (Agenda Item 26)

RESOLVED that:-

1. Mr R J Gates and Miss G B W Ferguson be appointed to serve on the Waverley Voluntary Grants Panel;

2. for the purposes of clarity and consistency, Churt Lunch Club and Four Villages Day Centre should no longer be "Sponsored Organisations", but should apply to the Waverley Voluntary Grants Panel for funding, if they so wish; and

3. the transfer of Homestart Farnham and Haslemere from the Sponsored Organisation Scheme to the Waverley Voluntary Grants Panel be approved and that the sum to be paid into the Panel be increased by 2,000.

224. HOUSING OPTIONS APPRAISAL PROCESS

(a) Report of the Special Interest Group (Agenda Item 27)

RESOLVED that the report of the Special Interest Group be received and noted.

(b) Vacancy on Shadow Board (Agenda Item 28)

RESOLVED that Mr R C Terry be appointed to serve on the Shadow Board in place of Mr W M Marshall.

[224A. CONTINUATION OF MEETING

At this juncture, it was:-

RESOLVED that the meeting continue until the completion of all the business on the Agenda.]

225. REPORT OF THE MEMBER/TENANTS’ SIG (Agenda Item 29)

RESOLVED that the report of the Special Interest Group be received and noted and that, in respect of the item on anti-social behaviour:-

1. the importance placed on the control of anti-social behaviour, as demonstrated by the large attendance at the recent Tenants’ Workshop on the subject, be noted;

2. the revised Anti-Social Behaviour and Harassment for Tenants Policy, as set out in Annexe 1 to the agenda report, be endorsed; and

3. the appointment of a dedicated Anti-Social Behaviour Officer to deal with the additional responsibilities outlined in the report, be approved.

226. PROPERTIES IN FARNCOMBE (Agenda Item 30)

RESOLVED that:-

1. the proposal to demolish the pair of semi-detached properties, as shown in (Exempt) Annexe 1 to the agenda report, with the intention to re-develop the plots with 2 or 3 bedroom homes, be approved;

2. a first resolution in accordance with Regulation 3 of the Town and Country Planning (General) Regulations 1992 be approved to allow a planning application to be submitted for the demolition of the properties in question; and

3. officers draw up plans for the development of 2/3 bedroom dwellings on the site identified at (Exempt) Annexe 1 to the report.

227. HOUSING REVENUE ACCOUNT - APPLICATION OF CAPITAL RECEIPTS ARISING FROM NON-RIGHT TO BUY RECEIPTS (Agenda Report 31)

RESOLVED that the capital sums arising from the sale of land at Wyphurst Road, Cranleigh, be applied to the redevelopment of the Dorlcote, Witley and Rowland House, Cranleigh, sites in due course.

228. PRIVATE SECTOR HOUSE CONDITION ASSESSMENT (Agenda Item 32)

RESOLVED that:-

1. the proposal that the Building Research Establishment be appointed to carry out a Private Sector Housing Stock Condition Assessment be endorsed; and

2. Contract Procedure Rules (CPR W101) CPR A 105 be waived and consequential requirements undertaken.

229. SURRENDER OF LEASE - LAMMAS LANDS, GODALMING (Agenda Item 33)

RESOLVED that the surrender of the lease of the Lammas Lands from the lessees be accepted.

230. NEW ARRANGEMENTS FOR GRAZING THE LAMMAS LANDS, GODALMING (Agenda Item 33; (Exempt) Annexe - Paragraph 9 of Part I of Schedule 12A to the Local Government Act 1972 applies)

RESOLVED that the recommendation contained in the (Exempt) Annexe to Appendix CC to the agenda be adopted.

231. COUNTRYSIDE REVIEW AND ROLE IN MANAGING COUNTRYSIDE LAND NOT OWNED BY WAVERLEY BOROUGH COUNCIL (Agenda Item 34)

RESOLVED that the resource constraints on the Countryside Service referred to in the agenda report be noted.

RESOLVED to RECOMMEND that the proposal that the Countryside Section restricts its work only to land owned by and leased to the Council as from 1st January 2005 be endorsed and that officers inform the relevant persons and bodies affected by this decision.

232. TREASURY MANAGEMENT PERFORMANCE (Agenda Item 36)

RESOLVED that the report on this matter be noted.

233. APPOINTMENTS TO OUTSIDE BODIES (Agenda Item 37)

(a) Knights Wrecclesham Almshouses Trust

RESOLVED that Mrs S Farrow and Mrs V Phillips be appointed as Waverley representatives on this body for a four year term, expiring in 2008.

(b) Edwin Abbott Cottages Trust, Dockenfield

RESOLVED that Mr J A L Chuter and Mr L C Bate be appointed to serve as Waverley representatives on this body for a four year term, expiring in 2008.

234. ACTION TAKEN SINCE LAST MEETING (Agenda Item 38)

RESOLVED that it be noted that there had been no action taken by the Chief Executive under emergency powers since the last meeting.

235. WASTE MANAGEMENT CONTRACT (Agenda Item 39)

RESOLVED that the update report on this matter be received and noted.

236. Farnham Sports Centre Contract (Agenda Item 41)

[It was agreed that the report on this matter (Exempt) Appendix GG refers) be considered as much as possible in open session.]

Following a short presentation by the officers and some discussion in "open", it was agreed to move into exempt session for the remainder of the item. The decisions of the Executive were taken in "exempt" and are referred to in the (Exempt) Annexe to the Minutes.

237. EXCLUSION OF PRESS AND PUBLIC (Agenda Item 40)

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 during the meeting during consideration of the following items 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 items there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in those paragraphs of Part I of Schedule 12A to the Act indicated:-

Minute Nos. 238, 239 and 240

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. (Paragraph 9)

Minute No. 239

Information relating to the financial or business affairs of any particular person (other than the Authority). (Paragraph 7)

Minute No. 240

Information relating to any particular occupier or former occupier of, or applicant for, accommodation provided by or at the expense of the authority. (Paragraph 3)

238. Farnham Sports Centre Contract (Agenda Item 41; (Exempt) Appendix GG) (See also Minute No. 236 above)

[Following earlier discussion on this report in open session, the debate continued in exempt session.]

RESOLVED to RECOMMEND that the recommendations contained in (Exempt) Appendix GG to the agenda, as shown amended in the (Exempt) Annexe to the Minutes, be adopted.

239. KILNFIELDS, HASLEMERE (Agenda Item 42)

RESOLVED that the recommendations contained in (Exempt) Appendix HH to the agenda, as shown amended in the (Exempt) Annexe to the Minutes, be adopted.

240. LAND AT FARNHAM (Agenda Item 43)

RESOLVED that the recommendations contained in (Exempt) Appendix II to the agenda be adopted.

The meeting concluded at 10.48 pm.



Chairman

comms/executive/2004-05/356