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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 12/06/2007
Letter/Agenda



Robin Pellow
Head of Committee and Member Services
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: 6th June 2007


To: Members of the EXECUTIVE

Dear Sir/Madam

EXECUTIVE – 12TH JUNE 2007

I refer to the Agenda for the meeting of the Executive on Tuesday, 12th June and now enclose revised agenda summary pages which Members should substitute for the Agenda summary pages which were despatched on 4th June 2007. Those reports marked "To Follow" are now enclosed, and for ease of reference, the items in question are listed below.


Agenda Item
Subject Matter
Appendix
17
Appointments to Outside Bodies
K
18.1
Appointment of Special Interest Groups
L

Yours faithfully



Emma McQuillan
Democratic Services Manager

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: 4th June 2007


To: All Members of the EXECUTIVE
(Agenda pages to other
Members for Information)
Membership of the Executive
      Mr R J Gates (Chairman)
Mr D J Munro
      Mrs P M Frost (Vice-Chairman)
Mr S N Reynolds
Mr M H W BandMr J R Sandy
Mr B A EllisMr R J Steel
      Mr D C Inman
Mr A E B Taylor-Smith


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/

*The informal question time session is now being dealt with as the first item on the agenda


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. INFORMAL PUBLIC QUESTION TIME

The Chairman to receive any informal questions from members of the public (for a maximum of 15 minutes).

2. MINUTES

To confirm the Minutes of the Meeting held on 22nd May 2007 (to be laid on the table half-an-hour before the meeting).

3. APOLOGIES FOR ABSENCE

To advise the Executive of any apologies for absence.

4. 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.

5. QUESTIONS

The Chairman to respond to a question received from Mr J Hyman (details to follow).

6. EXECUTIVE FOUR-MONTH ROLLING PROGRAMME

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

7. ANNUAL ACCOUNTS 2006/2007
[Wards Affected: All]

7.1 Overall Revenue Outturn (General Fund And Housing Revenue Account)

The report at Appendix B.1 provides a summary of the 2006/07 General Fund revenue outturn and the 2006/07 revenue outturn for the Housing Revenue Account. The Statement of Accounts, which contains the detailed figures in a format compliant with Audit requirements will be presented for approval by the Audit Committee on 26th June 2007.

Recommendation

It is recommended that:

1. the outturn position for 2006/07 be noted;

2. revenue carry forwards of £144,210 on the General Fund and £90,000 on the HRA from 2006/07 to 2007/08 as shown at Annexe 5 be approved; and

3. the initial General Fund Budget update for 2007/08 at Annexe 6 be noted.

7.2 Capital Programme Outturn (General Fund, Housing Revenue Account and LA Social Housing Grant)

The report at Appendix B.2 presents the outturn for the Council’s 2006/07 Capital Programme. It also seeks approval for the financing proposals, determination in respect of the Minimum Revenue Provision and a proposal to add slippage from the 2006/07 Programme to the 2007/08 Programme.

Recommendation

It is recommended that:-
3. slippage totalling £836,000, as detailed in Annexe 1, from the 2006/07 Housing Revenue Account Capital Programme to the 2007/08 Housing Revenue Account Capital Programme be approved; and
8. TREASURY MANAGEMENT – BORROWING AND INVESTMENT TRANSACTIONS AND PERFORMANCE MEASUREMENT
[Wards Affected: N/A]

The purpose of the report at Appendix C is to summarise Waverley’s investment performance for 2006/2007 in accordance with Waverley’s Treasury Management Policy and the Code of Practice on Treasury Management in Local Authorities.

Recommendation

It is recommended that the Executive notes the report.

9. EAST STREET - UPDATE
[Wards Affected: All Farnham Wards]

The purpose of the report at Appendix D is to provide Members of the Executive with an update on the current situation regarding aspects of the East Street project.

Recommendation

It is recommended that this update report be noted.

10. BEST VALUE SATISFACTION SURVEYS 2006/2007
[Wards Affected: All]

The report at Appendix E headlines Waverley’s 2006/07 partially provisional outturn against the Best Value Performance Indicators (BVPIs) derived from the four survey exercises. The surveys themselves, however, have generated a depth of information far wider than the BVPIs alone. Where available, this information is also contained in the accompanying annexes.

Recommendation

It is recommended that the report be noted.

11. BEST VALUE PERFORMANCE PLAN 2007/2008
[Wards Affected: All]

By 30th June each year, local authorities in England are required to produce and publish a Best Value Performance Plan. The report at Appendix F sets out the actual performance achieved for the national statutory Best Value Performance Indicators (BVPIs) to which Waverley is subject for the financial year just ended. It also outlines the levels of improvement targeted for each of those indicators during the next three financial years.

Recommendation

The Executive is asked to review the information contained at Annexe 1 to the report, and to determine the content of the 2007/08 Best Value Performance Plan.

12. LEISURE STRATEGY IMPLEMENTATION PROGRESS REPORT
[Wards Affected: All]

The report at Appendix G provides an update for the Executive on progress in implementing the approved Leisure Facilities Procurement Strategy. It builds on the report considered by the Leisure Special Interest Group at its meeting on 26th February 2007 and the Executive at its meeting on 6th March. This report focuses on developments relating to the option being investigated to provide a new leisure centre for Godalming in conjunction with a commercial operator and Guildford Rugby Club.

Recommendation

It is recommended that the Executive:

1. notes the progress made to date on implementing the Leisure Strategy; and

2. considers the current position on the Godalming Rugby Club talks and instructs officers accordingly on whether to continue to progress discussions with the Rugby Club and the Commercial Operator to work up proposals to develop and operate new leisure facilities in Godalming in parallel with the alternative JSJ improvement option.

13. ‘SAME DAY’ COLLECTION OPTIONS - KERBSIDE REFUSE AND RECYCLING SERVICE
[Wards Affected: All]

The purpose of the report at Appendix H is to advise Members about the possibilities of revising the kerbside refuse and recycling collection service to provide a ‘Same Day’ collection facility.

Recommendation

It is therefore recommended that: -

4. officers be instructed to enter into negotiations with Veolia Environmental Services to achieve the improvements in the report.

14. PLANNING SERVICES

14.1 Further Improvements to the Planning Service

The Modernising Planning Special Interest Group, at its meeting on 28th February 2007, considered the issues regarding workloads and service delivery within the Planning and Development Department. The report at Appendix I.1 builds on the interim report to the Executive on 5th September and subsequently reported to Council on 17th October 2006. That report looked at some short-term fixes to manage the current high workloads. This report has a longer time horizon and seeks longer-term solutions to service issues.

The report sets out current service issues and how these might be addressed. It explores the budget implications and financial planning aspects of further service improvements. In particular it explores the prospect of charging those who directly receive planning services in order to enhance the planning service at no additional cost to the Council taxpayer. A separate and more detailed report on this agenda sets out possible charging regimes should Members wish to adopt the approach.

The report was considered by the previous administration in March 2007 when the decision was taken to refer the report to the Environment and Leisure Overview and Scrutiny Committee to be considered in overview mode. The Executive is invited to endorse this decision.

Recommendation

It is recommended that the Executive endorses the previous decision that this report be passed to the Environment and Leisure Overview and Scrutiny Committee for its observations, prior to being considered by the Executive at its meeting on 10th July 2007.

14.2 Charging for Planning Services

The Modernising Planning Special Interest Group on 28th February 2007 debated the principle of charging for discretionary planning services and this report reflects its conclusions. The report at Appendix I.2 should be read in the context of the discussion on the future shape of the planning service (the previous report on the agenda refers (Appendix I.1)).

The increasing pressure on planning workloads, together with the shift in its emphasis within local government, is placing strains on the delivery of services to meet expectations. In the context of limited Council resources this paper explains how charging those customers directly receiving the service, rather than being subsidised by the general council taxpayer, might generate additional income.

At the same time, the proper resourcing of discretionary services will assist the Council to maintain its corporate objectives of maintaining Development Control Performance and improving planning services.

The report was considered by the previous administration in March 2007 when the decision was taken to refer the report to the Environment and Leisure Overview and Scrutiny Committee to be considered in overview mode. The Executive is invited to endorse this decision.

Recommendation

It is recommended that the Executive

1. agrees that charging for planning services should be supported in principle; and

2. endorses the previous decision that this report be passed to the Environment and Leisure Overview and Scrutiny Committee for its observations, prior to being considered by the Executive at its meeting on 10th July 2007.

15. FARNHAM PARK RESTORATION PLAN - UPDATE AND IMPLEMENTATION
[Wards Affected: Farnham Castle and Upper Hale]

The purpose of the report at Appendix J is to update Members on the progress of implementing the Farnham Park Restoration Plan and seek approval to submit a planning application for works.

Recommendation

It is recommended that:-

1. the Farnham Park Management and Implementation Plan be endorsed;

2. authority be given for a first resolution, in accordance with Regulation 3 of the Town and Country Planning (General) Regulations 1992, to be made to allow a planning application to be submitted for the conversion of Park Lodge, Farnham Park; and

3. authority be given to the capital and revenue expenditure (including the appointment of a full-time ranger) as detailed in the report and within the Avoidance Strategy.

16. REVIEW OF WAVERLEY LINK MAGAZINE
[Wards Affected: All]

Waverley Borough Council has been producing a residents’ magazine since 1989. It was last reviewed in 1999 when it was re-launched with the following editorial policy:

‘To provide information on the Council’s services, achievements and activities in the borough and how it can improve the quality of life for people living and working in the community.’

The review also led to an agreement that the tone of the magazine should strive to be non-political, practical, involving, energetic and lively.

With an annual budget of £48,000 plus average, additional advertising revenue of £20,000, The Link magazine is the Council’s largest annual communication spend. With local government communications being more sophisticated than they were even just a few years ago, consideration needs to be given as to whether The Link, in its current format, is an effective communications tool.

A readership survey carried out in the spring 2007 edition, has shown that of those who responded, 75 per cent of the readers are aged over 55 which suggests that Waverley is failing to communicate with younger residents through this medium. Research has shown that council’s, which have customised their communications methods to the needs of different groups in the community, have received positive feedback.

It is recommended that the review of the Link magazine and its implementation be authorised, exploring alternative formats such as a web-based publication and with the possibility of having a more localised and accessible format.

Background Papers (MD)

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

17. APPOINTMENTS TO OUTSIDE BODIES

Under the Constitution, the Executive appoints the representatives to outside bodies (annual appointments). These appointments are made for a two-year period. Members have been asked to identify their preferences for any outside bodies they would like to serve on, and the list will follow as Appendix K.

Recommendation

It is recommended that the appointment of Members to serve on outside bodies for 2007-2009 be determined.

Background Papers (MD)

Letter to all Members dated 25th May 2007.

18. RE-APPOINTMENT OF SPECIAL INTEREST GROUPS (SIGS) AND EMPLOYERS NEGOTIATING TEAM 2007/2008

18.1 Special Interest Groups

Following the re-appointment of four Special Interest Groups at the last Executive, members have been contacted to express their interest in those they would like to serve on and the proposed memberships are set out at Appendix L - To Follow.

Recommendation

The Executive is recommended to confirm the memberships of the Special Interest Groups in 2007/2008, as set out in Appendix L.

Background Papers (MD)

Letter to all Members dated 25th May 2007.

18.2 Joint Negotiating Committee (JNC) for Pay and Conditions - Employers Negotiating Team

To appoint the Members of the Employers’ Negotiating Team whose role is to conduct negotiations with the staff through the Waverley Joint Negotiating Committee for Pay and Conditions and all matters concerning local pay and conditions of service. The meetings of the Joint Negotiating Committee are usually held in November/December each year. The Employers’ Negotiating Team comprises 6 members. This matter was deferred at the last Executive meeting when it was agreed that 1 place would be offered between the two opposition groups. The proposed membership is set out below:-

Recommendation

That the members of the Employers’ Negotiating Team for 2007/2008 be confirmed as Mr R J Gates, Mrs P M Frost, Mr M H W Band, Mr D C Inman, Mr J R Sandy [+ 1 opposition name still to be notified].

19. APPOINTMENTS TO SURREY COUNTY COUNCIL LOCAL COMMITTEE TASK GROUPS 2007/2008

The County Council has requested that Waverley nominates to a number of Task/Sub-Groups of the Waverley Local Committee as follows. Members have been consulted and nominations are awaited at the time of writing.

Farnham Transportation Task Group

Three nominations required (from Farnham).

Godalming, Milford and Witley Transportation Task Group

Two nominations required.

Haslemere and Western Villages Transportation Task Group

Two nominations required.

Cranleigh and Eastern Villages Transportation Task Group

Two nominations required.

Recommendation

It is recommended that the nominations to the Waverley Local Committee Task Groups be as reported to the meeting.

Background Papers

Correspondence from Surrey County Council received 23rd May 2007.

20. ACTION TAKEN SINCE LAST MEETING

To note any decisions taken by the Head of Paid Service 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.

21. 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 paragraph(s) of the revised Part I of Schedule 12A to the Act (to be identified at the meeting).






22. 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/2007-08/005