Minutes for the Meeting of the Executive Held on 25th May 2004 : Executive on 25/05/2004

Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 25/05/2004
Minutes for the Meeting of the Executive Held on 25th May 2004

MINUTES of the MEETING of
the EXECUTIVE held on
25th May 2004

(To be read in conjunction with the agenda for the meeting)

*	Mr M J D Allan	*	Mr J E Robini
*	Mr S D Edge	*	Mrs C E Savage
*	Miss G B W Ferguson	*	Mr V K Scrivens
*	Mr B Grainger-Jones	*	Mr C C E Slyfield
*	Mr C H Mansell

* Present

Mr M A Clark, Mr R J Gates, Mr P D Harmer and Mr P B Isherwood were also in attendance.

Mr Gates attended to speak on agenda items 7, 8, 13, 15, 25 and 26.

Mr Harmer attended to speak on agenda items 11, 12, 15, 16, 26 and 28.

Mr Isherwood attended to speak on agenda item 26.

1. ELECTION OF CHAIRMAN (Agenda Item 1)

Mr C C E Slyfield was elected Chairman for the new Council year.

2. ELECTION OF VICE-CHAIRMAN (Agenda Item 2)

Miss G B W Ferguson was elected Vice-Chairman for the new Council year.

[The Executive observed a minute’s silence in memory of Councillor Verden]

3. EXECUTIVE PORTFOLIOS

A list of the Executive members and their respective portfolios was circulated and is annexed to these minutes for information.

4. MINUTES (Agenda Item 3)

The Minutes of the Special meeting held on 20th April 2004 were confirmed and signed.

5. DISCLOSURE OF INTERESTS (Agenda Item 5)

The following members disclosed personal interests at this stage:-

Mr V K Scrivens – Agenda Items 12 and 28 - East Street
Mr C H Mansell – Agenda Items 16 - Montrose House and Farnham CAB
Miss G B W Ferguson – Agenda Item 28 - East Street

The members remained in the Chamber during the consideration of the relevant items.

6. EXECUTIVE FOUR MONTH ROLLING PROGRAMME (Agenda Item 7)

RESOLVED that the four-month rolling programme of key decisions for the Borough be approved.

7. MEMBERS’ INFORMATION TECHNOLOGY FACILITIES (Agenda Item 8)

RESOLVED that the Director of Finance, in consultation with the Leader and Deputy Leader, produce a scheme to extend broadband provision to members, with the suggestion that this should be extended to the Opposition Leader and Deputy Leader, and that the proposals cover other key issues.

8. CENTRAL OFFICES - SUMMER OVERHEATING - COMFORT COOLING PROPOSAL (Agenda Item 9)

RESOLVED that:

1. the Contract Procedure Rules under Clause Q101(c) relating to proprietary goods which can only be obtained from one contractor be waived; and

2. the purchase and installation of an evaporative cooling system from CoSaf Environments Limited at a cost of Ł57,000 (including a contingency sum of Ł9,000), be met from the 2004/05 Capital Programme provision for Asset Management of Ł75,000 for Central Offices Air Conditioning.

9. THE CAPABILITY OF THE COUNCIL TO PROVIDE EMERGENCY SERVICES OUT OF NORMAL OFFICE HOURS (Agenda Item 10)

The report on this matter was withdrawn from the Agenda. It will be considered by the Corporate Overview and Scrutiny Committee on 1st June, whose observations will be conveyed to the next Executive meeting on 15th June.

10. COMMUNITY SAFETY IN WAVERLEY – STAFFING ISSUES (Agenda Item 11)

RESOLVED to RECOMMEND to the COUNCIL that the proposal to appoint a second Community Safety Officer on the basis set out in the report be approved.

11. EAST STREET, FARNHAM REGENERATION PUBLIC PARKING PROVISION (Agenda Item 12)

RESOLVED that:

1. in principle, the maximum parking provision of 300 spaces at the Riverside site, Farnham should be on a permanent basis to meet the needs of the long-stay user and the short-stay user displaced by the East Street Regeneration;

2. officers report back on the capital cost of the works and earmark the funding from the future East Street capital receipt;

3. the loss of the South Street Car Park short-stay capacity of 224 spaces be compensated for by the restructuring of the management of St James and Riverside I and the choice of appropriate tariff structures for the proposed East Street and Riverside II Car Parks; and

4. the appropriation of the Riverside II land be carried out, subject to the East Street contract becoming unconditional, under Section 122 of the Local Government Act 1972, from use for purposes in accordance with the Council's function as Local Housing Authority to use for general purposes of the Council.

12. WEBCASTING (Agenda Item 13)

RESOLVED that:

1. the webcasting pilot and the access this has enabled for members of the public be welcomed;

2. the pilot be extended into a longer trial period until March 2005;

3. the Overview and Scrutiny Committees and Tenants’ Panel be offered the opportunity to have their meetings webcast during the extended trial period;

4. a further report on the success of the pilot be presented towards the end of the year as part of the budget setting process for 2005/06; and

5. use of the provisions of Contract Procedures Rules (CPR), as contained in CPR W101, be approved to permit contained engagement of the supplier in the absence of alternative providers.

13. REGULATION OF INVESTIGATORY POWERS ACT 2000 - REPORT ON INSPECTION (Agenda Item 14)

RESOLVED that:

1. the Director of each department, in consultation with the Solicitor to the Council, shall nominate appropriate Assistant Chief Officers, Assistant Heads of Service, Service Managers, or equivalent (from within their department) to authorise investigations in accordance with the Regulation of Investigatory Powers Act 2000 (RIPA);

2. the Solicitor to the Council reviews the list of nominated officers on a quarterly basis and recommends revised nominations as necessary;

3. the Solicitor to the Council establishes and maintains a corporate record of RIPA authorisations and monitors compliance with the statutory principles on a regular basis reporting to the Chief Officer Group in the event of specific concerns; and

4. the disquiet of the Executive be conveyed to the office of the Surveillance Commissioner if a satisfactory response from them is not received.

RESOLVED to RECOMMEND to the COUNCIL that the revised RIPA policy be adopted.

14. THE PLANNING SERVICE – CURRENT ISSUES (Agenda Item 15)

RESOLVED that:-

1. the current workloads, and initiatives being undertaken to manage these, be noted;

2. the Development Control priorities, with the exception that pre-application discussions are regarded alongside processing applications as a priority 3 task, be re-affirmed;

3. subject to 2 above, the principle of encouraging negotiation outside of the formal application process be endorsed and officers be instructed to formally amend the Service Charter accordingly;

4. it be confirmed that single dwellings are small-scale developments for the purposes of the delegation scheme and fall within delegated decisions to officers;

5. officers be instructed to report back on the implications of the implementation and enforcement of high hedge legislation;

6. officers be instructed to report back on the longer-term implications of the Planning and Compensation Bill, the regional planning agenda for the planning service, and options for improving and maintaining enforcement and development control performance over the next three years;

7. the Environment and Leisure Overview and Scrutiny Committee be invited to assist in informing any future report and recommendations; and

8. the proposal, that decisions not to take enforcement action that relate to “small scale” breaches of planning control be delegated to officers in line with the current scheme of delegation relating to applications, be deferred pending a further report.

RESOLVED to RECOMMEND to the COUNCIL that:-

1. the current temporary posts within the department be converted to permanent posts;

2. the full Planning Delivery Grant be invested in the Planning Service requiring a supplementary estimate of Ł21,000 to meet service targets; and

3. a supplementary estimate of Ł45,000 be approved to resource a minimum of three enforcement prosecutions at an average cost of Ł15,000 per case.

15. MONTROSE HOUSE, FARNHAM (Agenda Item 16)

RESOLVED that:

1. subject to planning approval, the lowest tender, as indicated in the (Exempt) Annexe to the report, be accepted;

2. a resolution in accordance with Regulation 3 of the Town and Country Planning (General) Regulations 1992 be made to allow a planning application to be submitted for a change of use.

RESOLVED to RECOMMEND to the COUNCIL that a variation to the capital programme be made in the sum indicated in the (Exempt) Annexe to cover the cost of the works, including Planning and Building Regulation fees, to be met from the General Fund capital receipts in anticipation of the capital receipt arising from the East Street redevelopment.

16. LEASE OF TENNIS COURTS - BROADWATER PARK, GODALMING (Agenda Item 17)

RESOLVED that Godalming Lawn Tennis Club be granted a further lease of 25 years, to commence on the surrender of its present lease, the terms and conditions to be agreed by the Property and Development Manager.

17. COMPULSORY PURCHASE OF SMALL AREA OF COMMON LAND, ROOKS HILL, BRAMLEY (Agenda Item 18)

RESOLVED that:

1. the area of common land shown hatched on the submitted plan be transferred to Surrey County Council for the sum of Ł200;

2. Surrey County Council be granted an easement to cut vegetation over the area shown cross-hatched; and

3. any other terms and conditions be agreed by the Property and Development Manager.

18. WILLIAM COBBETT STATUE (Agenda Item 19)

RESOLVED that the proposal to site a life-size bronze statue of William Cobbett in Gostrey Meadow, Farnham, be approved, subject to the necessary planning consents being granted and any future maintenance costs being funded by the Farnham Public Art Trust.

19. KILNFIELDS, HASLEMERE - PROGRESS REPORT (Agenda Item 20)

RESOLVED that:

1. the statement on progress of the development be noted;

2. approval be given to the principle of developing two houses within the new estate which achieve an Eco Homes rating of ‘excellent’, and that use is made of these properties to mount an exhibition for all residents demonstrating the effects of sustainable and conservation measures installed within the home; and

3. a first resolution in accordance with Regulation 3 of the Town and Country Planning (General) Regulations 1992 be made to allow a planning application to be submitted in respect of the proposal outlined in (Exempt) Annexes 3 and 4 to the report.

RESOLVED to RECOMMEND to the COUNCIL that the HRA Capital Programmes 2004/5 and 2005/6 be modified to take account of these proposals.

20. Housing Options APPRAISAL SPECIAL INTEREST group (SIG) (Agenda Item 21)

RESOLVED that the report of the Housing Options Appraisal SIG be received and noted.

21. SOUTH EAST REGIONAL Housing STRATEGY 2006-2009 – GREEN PAPER: KEY ISSUES (Agenda Item 22)

RESOLVED that the proposed response set out in the agenda report and the changes put forward by Community Overview and Scrutiny Committee be approved, subject to the strengthening of certain aspects by the Director of Housing, after consultation with the relevant portfolio holder.

22. RE-APPOINTMENT OF SPECIAL INTEREST GROUPS (SIGs) AND APPOINTMENT OF EMPLOYERS’ NEGOTIATING TEAM - 2004/05 (Agenda Item 23)

RESOLVED that

1. the following SIGs be re-appointed for 2004/05 with the memberships as shown:-

(i)

Member/Tenants

(8 Waverley)

Mrs P Ellis Dr M-G Lane

Mrs P M Frost Mrs A E Mansell

Mr P B Isherwood Mr A Rayner

Mrs J R Keen Mr V K Scrivens

(ii)

Dunsfold SPG

(8)

Mr M W Byham Mr P Haveron

Mr B A Ellis Mrs J R Keen

Miss G B W Ferguson Mrs C E Savage

Mr D R Gallacher Mr J M Savage

(iii)

Hindhead SPG

(7)

Mr B A Ellis Mrs J R Keen

Mr P D Harmer Mrs P N Mitchell

Mr P Haveron Mrs C E Savage

Mr P B Isherwood

(iv)

Modernising Planning (Public Speaking)

(6)

Mr B A Ellis Dr P Marriott

Mr P B Isherwood Mrs P N Mitchell

Mrs J R Keen Mrs C E Savage

(v)

East Street

(5)

Mrs C Cockburn Mr C H Mansell

Miss G B W Ferguson Dr P M Marriott

Mrs P M Frost

(vi)

Housing Options Appraisal

(3 Waverley)

Mrs P M Frost Mr V K Scrivens

Mr A Rayner

(vii)

Constitution

(7)

Mr M H W Band Mr A Rayner

Mr L C Bate Mrs C E Savage

Capt P G Burden Mr C C E Slyfield

Miss G B W Ferguson

(viii)

Godalming Leisure Needs

(7 Waverley)

Mr R J Gates Mrs M Nyazai

Mr B Grainger-Jones Mr C C E Slyfield

Mr J C S Mackie (2 vacancies to fill; to be authorised by way of a Chief Executive’s decision)

2. a Local Development Framework (LDF) SIG comprising 8 or 9 members, be appointed to assist in producing a LDF (effectively replacing the former Local Plan SIG) within the time scale imposed by central Government, the membership comprising Mr L C Bate, Mr B A Ellis, Mr P D Harmer, Mrs P Hibbert plus others to be notified and authorised by way of a Chief Executive’s decision.

3. the Employers’ Negotiating Team be re-appointed, the membership to comprise Mr S D Edge, Miss G B W Ferguson, Mrs P M Frost, Mr P B Isherwood and Mr C C E Slyfield, one other name to be notified and authorised by way of a Chief Executive’s decision.

23. APPOINTMENT OF REPRESENTATIVE ON SURREY LOCAL GOVERNMENT ASSOCIATION (SLGA) AND NOMINATIONS TO OTHER BODIES (Agenda Item 24)

RESOLVED that:

1. Mr C C E Slyfield be appointed as the Borough Council’s representative on the Surrey Local Government Association in 2004/05 with Miss G B W Ferguson as reserve; and

2. consideration of any nominations for appointment by the Association to external bodies be deferred until the next meeting.

24. APPOINTMENT OF REPRESENTATIVES ON OUTSIDE BODIES 2004/2005 (Agenda Item 25)

RESOLVED that:

1. the appointment of members to serve on outside bodies in 2004/05, as set out in the Annexe to these minutes, be approved;

2. the appointment of a member to serve on the Corporation of Godalming College be deferred; and

3. the appointment of a member(s) to serve on Surrey County Council Local Committee Task Groups be deferred pending further information.

25. ACTION TAKEN SINCE LAST MEETING (Agenda Item 26)

RESOLVED that the action taken by the Chief Executive since the last meeting, as set out in the agenda, be noted.

26. EXCLUSION OF PRESS AND PUBLIC (Agenda Item 27)

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 from the meeting during consideration of the following items on the grounds that it is likely, in view of the nature of the proceedings, that if members of the public were present during those items there would be disclosure to item of exempt information (as defined by Section 100A of the Act) of the description specified in those paragraphs of Part 1 of Schedule 12A to the Act indicated:

Minute No. 27

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. 28

Any instructions to counsel and any opinion of counsel (whether or not in connection with any proceedings) and any advice received, information obtained or action to be taken in connection with:-

(a) any legal proceedings by or against the authority, or

(b) the determination of any matter affecting the authority,

(whether, in either case, proceedings have been commenced or are in contemplation) (paragraph 12).

27. EAST STREET, FARNHAM (Agenda Item 28)

RESOLVED that the decision/recommendation contained in the (Exempt) Annexe to these minutes be endorsed.

28. LAND AT WEYDON HILL ROAD, FARNHAM (Agenda Item 29)

RESOLVED that the recommendation contained in (Exempt) Appendix T to the agenda be endorsed.

The meeting concluded at 10.06 p.m.

Chairman

comms/executive/2004-05/042