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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 10/07/2007
Agenda




Fax No: 01483 523475
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Date: 29th 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

MARY ORTON

Managing Director

*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 before the formal 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 12th June 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 any questions received in accordance with Procedure Rule 10.

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. [Those items which can now be removed from the Rolling Programme are identified in struck through text, and any items that have been added are identified in bold text.]

Recommendation

It is recommended that the four-month rolling programme be adopted subject to

1. the addition of Senior Management Restructuring to the Human Resources Portfolio, as agreed at the Executive on 12th June 2007; and

2. the deletion of the item on the Best Value Performance Plan.

7. EAST STREET - UPDATE/REPORT FROM THE SPECIAL INTEREST GROUP
[Wards Affected: All Farnham Wards]

To receive an update report from the East Street Special Interest Group meeting on 2nd July, at Appendix B - To Follow.

8. LEISURE PROCUREMENT STRATEGY IMPLEMENTATION
[Wards Affected: All]

The purpose of the report at Appendix C is to inform members of the outcome of negotiations with DC Leisure Ltd (DCL) for the management contract of the Council’s Leisure Facilities. The report includes a summary of the proposals submitted by DCL in response to the Council’s service specification for the refurbishment and management of the facilities as well as a detailed evaluation of DCL’s proposals and the results of the associated benchmarking.

Recommendation

9. COMMUNITY PARTNERSHIPS FUND: SOUTH WEST SURREY COUNCIL FOR VOLUNTARY SERVICES and a REVIEW OF THE COMMUNITY PARTNERSHIPS FUND
[Wards Affected: All]
The purpose of the report at Appendix D is to:

1. consider a request from South West Surrey Council for Voluntary Service for a further grant towards its work in 2007/08 from the Community Partnerships Fund; and

2. consider whether a review of the fund be undertaken to determine how future support for community facilities can be best provided.

Recommendation

It is recommended that the Executive:
10. MUSEUM OF FARNHAM GARDEN CLASSROOM
[Wards Affected: All Farnham Wards]

In December 2006 the Council gave authority to officers to work up proposals for the redevelopment of the Museum Classroom and to submit the necessary applications to external funding organisations, including a Stage 2 bid to the Heritage Lottery Fund (HLF) for the project. In March 2007, the Council received and considered an application to the Community Partnership Fund for an additional 25,000 grant towards the project to cover the possible shortfall in the necessary external funding for the project. The report at Appendix E updates members on the progress made to date in securing the required external funding and seeks approval in principle for the release of the ring-fenced Community Partnership grant in the event that the remaining funding applications do not meet the required amount.

Recommendation

The Executive is requested to recommend to the Council that a grant of 25,000 from the 2007/8 Community Partnership Fund be earmarked as a contribution.

11. WAVERLEY PLAY STRATEGY AND BIG LOTTERY FUND FOR PLAY
[Wards Affected: All]

The report at Appendix F introduces the Waverley Play Strategy and seeks approval for the adoption of the strategy and improvement plan, attached as Annexe 1 to the report.

Recommendation

It is recommended that the Executive:-

12. FARNHAM PARK PLAN - RESOURCES FOR IMPLEMENTATION
[Wards Affected: Farnham Castle and Upper Hale]

The purpose of the report at Appendix G is to seek Members’ approval for the budgetary and staffing resources required to implement the Farnham Park Management and Implementation Plan.

Recommendation

It is recommended that the Executive

1. authorises the capital and revenue expenditure detailed in this report; and

2. authorises the establishment of a full-time ranger located in Farnham Park.

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. The report was considered by the Environment and Leisure Overview and Scrutiny Committee at its meeting on 19th June. Comments from the Committee are set out at the end of the report.
Recommendation

It is therefore recommended to the Council that: -

14. DOUBLE-GLAZING PROGRAMME FOR HOUSING REVENUE ACCOUNT PROPERTIES
[Wards Affected: All]

The recently elected administration has committed to providing 1,000 council homes with double-glazing over the next two years. The report at Appendix I, which was considered by the Community Overview and Scrutiny Committee at its meeting on 18th June, asks the Executive to consider the implications of this course of action and make resources available in order for this promise to be delivered. The Community Overview and Scrutiny Committee has commented on the proposals, and its views are set out at the end of the report. The report also notes the financial implications on the Housing Revenue Account (HRA) Capital Programme.

Recommendation

15. PLANNING SERVICES

15.1 Further Improvements to the Planning Service
[Wards Affected: All]
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 J.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. The report now 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 Environment and Leisure Overview and Scrutiny Committee discussed the report at its meeting on 19th June and Members’ comments are set out at the end of this report.

Recommendation

It is recommended that

15.2 Charging for Planning Services
[Wards Affected: All]
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 J.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 J.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.

This 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 Environment and Leisure Overview and Scrutiny Committee discussed the report at its meeting on 19th June and Members’ comments are set out at the end of this report.

Recommendation

It is recommended that

1. charging for planning services should be introduced in principle;

2. officers be instructed to work up in detail a charging scheme including pre-application protocols, standards and systems;

3. the detailed scheme be subject to a consultation exercise with customers;

5. should any significant budget implications arise from the consultation process, officers should refer those matters to the Executive.

16. GENERAL HOUSEHOLDS AND BENEFITS BEST VALUE SATISFACTION SURVEYS 2006/2007
[Wards Affected: All]

The full reports of Waverley’s contractors, QCL Market Research, on both the General Households and Benefits surveys run in 2006/07 have been placed in the Members’ Room and will be made available electronically on the website. The report at Appendix K introduces the headline findings of the General Households Satisfaction Survey. Draft results were presented to the Executive meeting on 12th June before being referred to Corporate Overview and Scrutiny Committee for their comments on 25th June 2007. QCL Market Research were present at the meeting when members had an in-depth discussion on the results of the survey. The observations of the Committee are set out at the end of this report for consideration by the Executive.

Recommendation

It is recommended that the observations of the Corporate Overview and Scrutiny Committee, as set out in paragraph 21of the report, be noted.

17. FOOD SERVICE PLAN 2007/2008
[Wards Affected: All]

The purpose of the report at Appendix L is to seek Members’ approval of the Food Service Plan 2007/2008, as required by the Food Standards Agency.

Recommendation

It is recommended that Food Service Plan for 2007/08 be approved.

18. EXTENSION OF FARNHAM AIR QUALITY MANAGEMENT AREA
[Wards Affected: All Farnham wards, Godalming Central and Ockford, Hindhead]

The report at Appendix M updates Members on the requirement to extend the Air Quality Management Area (AQMA) in Farnham. The AQMA was declared in 2005 as a result of elevated levels of Nitrogen Dioxide, mainly due to traffic emissions. The report also advises Members that a presentation will be made to the Local Strategic Partnership to engage their support for an Air Quality Action Plan. This Plan will take forward measures to tackle the air quality issues identified in Waverley’s three Air Quality Management Areas in Farnham, Godalming and Hindhead.

Recommendation

2. proposals to tackle the air quality issues in Waverley’s three AQMAs be noted, including those resulting from both the Farnham Vision project and the Urban Safety Management project which will be discussed and taken forward through the Local Strategic Partnership along with any progress on the Action Plan being reported back to the Executive.

19. PRIVATE SECTOR HOUSING ENFORCEMENT POLICY

The purpose of the report at Appendix N is to present a policy for the approval of the Executive and adoption by the Council on the application of the Council’s enforcement work with respect to private sector housing issues.

Recommendation

It is recommended that the Private Sector Housing Enforcement Policy be approved and referred to the Council for adoption.

20. GRAFFITI AND OTHER ENVIRONMENTAL CRIME
[Wards Affected: All]
The report at Appendix O updates Members about the progress made through the vehicle of the Environment Task Group, sponsored by the Safer Waverley Partnership, in reducing incidents of graffiti and environmental crime in Waverley.

Recommendation

It is recommended that the Executive:

21. RESTRUCTURING: REDESIGNATION OF HEAD OF PAID SERVICE POST
[Wards Affected: N/A]

The purpose of the report at Appendix P is to seek agreement to the Head of Paid Service for Waverley Borough Council being redesignated as Chief Executive.

Recommendation

It is recommended that the Executive recommends to the Council that the post of head of paid service for Waverley Borough Council should be redesignated as Chief Executive with immediate effect.

22. WEBSITE CONTENT MANAGEMENT SYSTEM AND WEBSITE MANAGER
[Wards Affected: All]

The purpose of the report at Appendix Q is to:

Summarise the current situation with respect to Waverley Borough Council’s website;
Propose the redesign and relaunch of the Council’s website;
Seek approval to purchase a Website Content Management system (WCMS); and
Request a supplementary estimate for the recruitment of a Website Manager.

Recommendation

It is recommended that the Executive:

1. recommends to the Council that the post of Website Manager be created and a supplementary revenue estimate of 18,000 be agreed in 2007/08 with net full year cost of 25,000 to be included in the 2008/09 revenue budget; and

2. authorises the procurement of a Website Content Management System from the provision of 75,000 in the 2007/08 IEG Capital Programme.

23. LAND REAR OF 11 HYDESTILE COTTAGES, HAMLEDON ROAD, HYDESTILE
[Ward Affected: Witley and Hambledon]

The report at Appendix R seeks authorisation for the sale of a small area of land to the rear of 11 Hydestile Cottages, shown hatched on the plan annexed to the report, to be used as garden land. The Housing Department is happy for the sale to take place.

Recommendation

It is recommended that the land shown hatched on the plan at Annexe 1 to the report be sold to the adjacent owners at 11 Hydestile Cottages, on the terms and conditions set out in the (Exempt) Annexe, other terms and conditions to be agreed by the Property and Development Manager.

24. EASEMENT OF ACCESS TO ST AUBYNS, ALFOLD ROAD, CRANLEIGH
[Wards Affected: N/A]

The report at Appendix S seeks authorisation for an easement of access to St Aubyns, Alfold Road, Cranleigh over Council-owned common land, as shown in the plan at Annexe 1.

Recommendation

An easement of access (and services, if necessary) be granted to the owners of St Aubyns on the basis set out in the (Exempt) Annexe, other terms and conditions to be negotiated by the Property and Development Manager.

25. PROPOSED SALE OF LAND TO REAR OF 20-30 GUILDFORD ROAD, FARNHAM
[Wards Affected: N/A]

The land behind properties 20, 22, 24, 26, 28 and 30 Guildford Road is currently used as car parking by these houses. The use of the land is managed by annual licences and the report at Appendix T seeks approval to sell this land to the owners of the houses.

Recommendation

It is recommended that the land to the rear of 20-30 Guildford Road, Farnham be sold to one of the registered owners of the houses that adjoin the parking area, with terms and conditions to be agreed by the Property and Development Manager.

26. APPOINTMENT OF REPRESENTATIVE TO THE GODALMING HEALTHCHECK

On behalf of the Godalming Healthcheck Steering Group, Godalming Town Council has requested that a Waverley Borough Councillor be appointed as a representative on the Group. Councillor Reynolds has volunteered to fill the vacancy.

Recommendation

It is recommended that Cllr S N Reynolds be appointed to the Godalming Healthcheck for 2007/2008.

27. PLANNING POLICY SPECIAL INTEREST GROUP - REVISED TERMS OF REFERENCE

To assist with the review of the decision-making process for dealing with planning applications, it is proposed that the Terms of Reference for the newly-appointed Planning Policy SIG be amended to include the following:-

“To give consideration to the policy for considering planning matters in the decision-making process”.

Recommendation

It is recommended that the Terms of Reference of the Planning Policy SIG be amended to include the wording set out above.

28. ACTION TAKEN SINCE LAST MEETING

To note the following 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:-

i. Lease of Lammas Lands, Godalming

To authorise the payment of 10,000 plus costs (up to 2,600 plus VAT) and less the outstanding amount of rent of 3,000, to Mr J Walsh and Mrs J Bishop for surrender of the Lease of the Lammas Lands, Godalming, with effect from 1st July 2007.

ii. Appointment of White Young Green

To authorise the appointment of White Young Green to carry out the necessary work to implement the difficult to collect materials project (collection and recycling) which is funded through the Waste Performance and Efficiency Grant and to waive Contract Procedure Rules accordingly.

iii. Outstanding Appointments

To authorise the following outstanding appointments:-

Member/Tenants’ SIGMrs E Cable
Environment and Leisure Overview and Scrutiny (substitute to replace Mr B A Ellis)Mr L C Bate
Additional member on East Street SIG Mr R J Steel
Outside Bodies
Blackwater Valley Advisory Committee for Public Transport Mr B J Morgan
Blackwater Valley Countryside Partnership Mr S L Hill
SCC - Surrey Museums Consultative Committee Mr J A Ward
Farnham and District Sports Advisory Council Mr I E Sampson and Mr R J Steel
Waverley Cycling Forum Mrs D M James
Edwin Abbot Cottages Trust Mr B J Morgan
Frensham Parochial Charities Mr B J Morgan and Mrs N Warner-O’Neill
Cranleigh Arts Centre Management CommitteeMr C R Baily (to replace Mr B A Ellis)

29. 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).

30. HIGH COURT PROCEEDINGS

To consider the report at (Exempt) Appendix U - To Follow.

31. 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/2007-08/022