Agenda : Executive on 04/10/2004

Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 04/10/2004
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.

1. MINUTES

To confirm the Minutes of the Special Meeting of the Executive held on 27th September 2004 (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 members, in relation to any items included on the agenda for this meeting, disclosure of any interests which are required to be disclosed by Section 94(1) of the Local Government Act 1972 and in accordance with the Waverley Code of Local Government Conduct.

4. QUESTIONS

The Chairman to respond to the following question received from Mr Eric Boyle of Farnham, notice of which has been given in accordance with Procedure Rule 10.

‘Was the East Street portfolio holder aware prior to 27th July 2004 that in November 2003 the Sports Turf Research Institute produced a report providing details of the probable impact on the Brightwell Bowling Green of the proposed masterplan? And

‘Did the portfolio holder instruct officers not to release the STRI report and did he agree that the report should not be made available to councillors prior to the masterplan debates on 26th and 27th July 2004?’

5. 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.

6. WAVERLEY CULTURAL STRATEGY REVIEW

[Wards Affected: All]

In February 2003 the Council adopted the Waverley Cultural Strategy – A Blueprint for Leisure. The strategy set out the vision and direction for the development of cultural services, facilities and activities within the Borough over a five-year period. The report at Appendix B, which was considered by the Environment and Leisure Overview and Scrutiny Committee at its meeting on 13th September, provides members with an update on the progress made to date in delivering the action plan associated with the strategy.

Recommendation

It is recommended that the Executive considers the observations of the Environment and Leisure Overview and Scrutiny Committee and agrees the updated Cultural Strategy Action Plan.

7. LOCAL DEVELOPMENT SCHEME

[Wards Affected: All]

At the meeting of the Local Development Framework Special Interest Group on 2nd September 2004, Members agreed the full draft of the Local Development Scheme. This document which is attached at Annexe 1 to Appendix C includes schedules detailing the scope of the work involved in each of the Development Plan Documents, including the purpose, coverage, timetable and arrangements for production. The structure of these documents accords with current Government advice.

The Local Development Scheme was considered by the Environment and Leisure Overview and Scrutiny Committee at its meeting on 13th September 2004. This document is to be considered by the Executive and Council prior to submission to the Government Office by December.

Recommendation

It is recommended that the Executive approves the Draft Local Development Scheme prior to it being adopted by Council and submitted to the Government Office by December.

8. STATEMENT OF COMMUNITY INVOLVEMENT

[Wards Affected: All]

At the meeting of the Local Development Framework Special Interest Group on 2nd September, Members agreed the full draft of the Statement of Community Involvement (SCI). This document is a requirement under the new regime for producing development plans. It will be the subject of consultation with the public and will be subject to an independent examination.

The draft of this document is annexed to the report at Appendix D.

Recommendation

It is recommended that the Statement of Community Involvement be endorsed prior to it being published for consultation.

9. ENVIRONMENTAL SERVICES CONTRACTS - SELECTION OF TENDERERS

[Wards Affected: All]

The purpose of the report at Appendix E is to consider the applications by contractors for inclusion on the Select List of Tenderers for:-

1. the Waste Management Services Contract; and

2. the Grounds Maintenance Services Contract,

and to select those which will be invited to submit tenders for the forthcoming contracts, which are to commence on 1st November 2005.

Recommendation

It is recommended that:-

1. the contractors named in paragraph 4 of (Exempt) Annexe 1 to the report be selected to tender for the Waste Management Services Contract which commences on 1st November 2005; and

2. the contractors named in paragraph 7 of (Exempt) Annexe 1 be selected to tender for the Grounds Maintenances Services Contract which commences on 1st November 2005.

10. FARNHAM PARK RESTORATION MANAGEMENT PLAN

[Wards Affected: Farnham Castle and
Farnham Upper Hale]

The purpose of the report at Appendix F is to present the findings and recommendations arising from the Farnham Park Restoration Management Plan and to seek Member approval for the adoption of the Farnham Park Restoration Management Plan as a policy framework for the future management of the Park.

Recommendation

The Executive is recommended to adopt the Farnham Park Restoration Management plan as its policy framework for the future management of Farnham Park.

11. CPA IMPROVEMENT PLAN – PROGRESS TO DATE

[Wards Affected: All]

The report at Appendix G gives an update on the Council’s progress in achieving the improvements detailed on the Improvement Plan developed as a result of the Audit Commission’s Comprehensive Performance Assessment (CPA) of Waverley.

Recommendation

It is recommended that:

1. the CPA Improvement Plan attached at Annexe 1 to Appendix G be agreed; and

2. the Improvement Plan at Annexe 1 be sent to the Audit Commission.

12. BUDGET MONITORING – AUGUST 2004

[Wards Affected: All]

The report at Appendix H provides details of the expenditure and income position to the end of August 2004 compared to budget for the General Fund and the Housing Revenue Account.

Recommendation

It is recommended that the report be received, being the financial position to 31st August 2004.

13. REVIEW OF THE ROLE OF THE MAYOR – PROGRESS OF THE REVIEW

[Wards Affected: All)

As part of its work programme, the Corporate Overview and Scrutiny Committee has been reviewing the role of Waverley’s mayor. The Committee has received a range of evidence and the report at Appendix I sets out the various outcomes of the review.

Recommendation

The Corporate Overview and Scrutiny Committee commends to the Executive that it should:

1. receive this report and the results of the review of the mayoralty;

2. agree that the mayoral budget should remain at its current level; and

3. agree that expenditure on reciprocal civic entertainment with other Surrey authorities should be limited in future.

14. HONORARY OFFICES OF THE COUNCIL

[Wards Affected: N/A]

The report at Appendix J covers the range of honorary offices available to Waverley which might be conferred to recognise eminent service to the Council.

Recommendation

The Executive is asked if it wishes officers to report further and, if so, to express a view on either the option of conferring the title of Honorary Alderman or, alternatively, a less formal way of recognising eminent service by former members.

15. WAVERLEY PARTNERSHIP FUNDING BOARD

[Wards Affected: All]

The report at Appendix K , which has already been considered by the Community Overview and Scrutiny Committee, advises Members about the Waverley Partnership Funding Board, which is a partnership that makes revenue funding available to local voluntary organisations in the social welfare field. It is suggested that this Council could contribute towards this work by pooling revenue grant-making budgets with its partners and thereby streamline grant funding activity both for the Council and organisations making applications. This approach would also increase overall the amount of monies available to the voluntary sector in Waverley.

Members of the Environment and Leisure and Corporate Overview and Scrutiny Committee have received this report and were invited to attend the meeting of the Community Overview and Scrutiny Committee and speak.

Recommendation

The Community Overview and Scrutiny Committee commends the Executive as follows:-

1. that the opportunity to work in partnership with the Primary Care Trust and Surrey County Council be welcomed;

2. that the officers’ recommendation to agree the proposal in principle be not supported at present in light of the Committee’s reservations as outlined in paragraphs 15-17 of the report;

3. that, in principle, the partnering concept, as described in the report, be encouraged but that in view of the timing and the balance of risk, the practicalities of pursuing this approach be explored more fully with a view to re-consideration in terms of the 2006/07 budget;

4. that a clear definition of ‘social welfare services/activities’ be sought and a review undertaken of the Waverley organisations that fall within that category; and

5. that, in the event that this matter is deemed appropriate to bring before the Committee again for further consideration at a later date, the work described in 3 and 4 above having been carried out, the Corporate Overview and Scrutiny Committee be invited to comment on the purely budgetary aspects.

16. SPONSORED ORGANISATION SCHEME – 2005/06 – GRANT ELEGIBILITY, CRITERIA AND TIMETABLE

[Wards Affected: All]

The purpose of the report at Appendix L, which has already been considered by the Community Overview and Scrutiny Committee is to consider the grant eligibility, criteria and timetable for assessing applications to the Sponsored Organisation Scheme in 2005/06.

Members of the Environment and Leisure and Corporate Overview and Scrutiny Committees have received this report and were invited to attend the meeting of the Community Overview and Scrutiny Committee and speak.

Recommendation

It is recommended that the Executive:

1. gives consideration to the observations of the Community Overview and Scrutiny Committee contained in paragraphs 18 – 23 of the report;

2. approves the application eligibility and grant criteria for the Sponsored Organisation Scheme, as set out in Annexe 2 of the report;

3. agrees that officers be authorised to reject any applications that do not meet the eligibility conditions detailed in Annexe 2 of the report;

4. approves the timetable for applying for Sponsored Organisation Scheme funding for 2005/06, as set out in Annexe 4 of the report;

5. gives consideration to the possible level of overall funding for the Sponsored Organisation Scheme in 2005/06; and

6. in the light of the above consideration, agrees either:

a) that the Sponsored Organisation Scheme is open to new organisations as well as existing sponsored organisations to apply for funding in 2005/06;

b) that the Sponsored Organisation Scheme is not open to new organisations to apply for funding in 2005/06.

17. COMMUNITY PARTNERSHIP FUND - APPLICATION PROCESS, CRITERIA AND TIMETABLE

[Wards Affected: All]

The report at Appendix M, which has already been considered by the Community Overview and Scrutiny Committee, reviews the Community Partnerships Fund (previously the Matched-Funding Provision) and makes recommendations for the grant process, criteria and timetable for 2005/06 applications.

Members of the Environment and Leisure and Corporate Overview and Scrutiny Committees have received this report and were invited to attend the meeting of the Community Overview and Scrutiny Committee and speak.

Recommendation

It is recommended that the Executive:

1. gives consideration to the observations of the Community Overview and Scrutiny Committee contained in paragraphs 12 – 15 of the report;

2. considers whether the Community Partnerships Fund should be continued in 2005/06 and in future years;

3. approves the Application Guidance for the Community Partnerships Fund for 2005/06, including the grant criteria and project eligibility, as set out in Annexe 2 of the report;

4. agrees that officers be authorised to reject any applications that do not meet the eligibility conditions as detailed in Annexe 2 of the report.

5. agrees that applications for the 2005/06 bidding round which improve services and facilities for young people and projects which improve social inclusion, may be given priority over other types of project;

6. approves the proposals for establishing Area Partnership Groups as a pilot for 2005/06, to assist with the grant assessments, as set out in paragraph 8 of the report; and

7. approves the timetable for grant awards in 2005/06, as set out in Annexe 3 of the report.

18. CONSULTATION DOCUMENTS: (1) A DRAFT CODE OF CONDUCT FOR LOCAL GOVERNMENT EMPLOYEES AND (2) A REVIEW OF RESTRICTIONS ON THE POLITICAL ACTIVITIES OF LOCAL AUTHORITY EMPLOYEES AND PAY OF POLITICAL ASSISTANTS

[Wards Affected: N/A]

The report at Appendix N draws attention to two consultation papers issued by the Office of the Deputy Prime Minister on 19th August 2004 and seeks the endorsement of the Executive to the draft response to these consultations. The Corporate Overview and Scrutiny Committee has made observations on the draft response and these are set out in the report.

Recommendation

It is recommended that the draft response to the consultation papers, set out at Annexe 3 to the report, be endorsed by the Executive and passed to the ODPM.

19. GRAFFITI IN WAVERLEY

[Wards Affected: All]

To consider the report at Appendix O – to follow.

20. PROPOSALS FOR A VEHICLE POUND

[Wards Affected: All]

To consider the report at Appendix P – to follow.

21. CAR PARKING STRATEGY DEVELOPMENTS

[Wards Affected: All]

The report at Appendix Q sets out a number of developments in the car parking function and their effect on the Council’s Parking Strategy, car parks management and revenue income.

Recommendation

It is recommended that:

1. the current position in relation to Decriminalised Parking Enforcement be noted;

2. the level of excess charge for Offence D (Displaying an Expired Ticket) remains unchanged;

3. Sunday charging be not introduced but that Officers should introduce charges for car park based Sunday trading activities;

4. the Parking Order, literature, notices and signs be amended to introduce a 3-hour maximum stay in any one charging period by a Blue Badge holder and to permit charging for Blue Badge holders when the relevant facilities are made available and pay and display machines are progressively up-graded and replaced;

5. the Executive reviews at a later meeting proposals for car park fees and charges for the year commencing 1st December 2004;

6. the facility of a Waverley-wide car parking ticket, valid in all pay and display car parks in the Borough and at an initial price of �1,000, be approved for introduction from April 2005;

7. the concept of continuing cheaper distal car parking be endorsed and that this be introduced whenever possible;

8. the concept of continuing to operate the patrol of car parks and cash collection through the private sector be endorsed;

9. the cash counting operation be reviewed and the outcome of the review be reported back to the Executive;

10. the continuation of a robust enforcement policy be endorsed; and

11. the range of issues in paragraphs 20-22 of the report relating to property and asset management be reviewed and reported back to the Executive.

22. TREES – RISK MANAGEMENT

[Wards Affected: All

To consider the report at Appendix R – to follow.

23. COUNCIL CHAMBER - OVERHEATING

[Wards Affected: N/A]

The report at Appendix S proposes the installation of an evaporative air cooling system for the Council Chamber to address the problem of excessive heat gain during the summer months. The cost of the installation proposed of �27,430 can be met from within the balance of funds available in the 2004/05 Asset Management Capital Programme of �22,000 for Central Offices Air Conditioning and the remaining �5,430 from the capital provision for Council Chamber refurbishment.

Recommendation

It is recommended that approval be given to:

1. a waiver of Contract Procedure Rules under clause Q101(c) relating to propriety goods which can only be obtained from one contractor; and

2. the purchase and installation of an evaporative cooling system from CoSaf Environments Ltd at a cost of �27,430 of which �22,000 would be met from the 2004/05 Capital Programme provision for Asset Management of �75,000 for Central Offices Air Conditioning with the remaining �5,430 being met from the 2004/05 Capital Programme provision for Asset Management of �10,000 for Council Chamber refurbishment.

24. EAST STREET/RIVERSIDE, FARNHAM

[Wards Affected: All Farnham Wards]

The purpose of the report at Appendix T is to inform Members of the work carried out to date with regard to the East Street redevelopment and the Riverside enabling works and to request a supplementary capital estimate for further works necessary in 2004/05.

Recommendation

It is recommended that the Executive requests the Council to approve:

1. a variation to the capital programme for 2004/05 in the sum of �75,000 to meet the additional cost of the Council’s consultancy; and

2. a variation to the capital programme in the sum of �25,000 for the additional work to meet the Environment Agency’s s requirements in respect of the Riverside Site.

25. COUNCIL OFFICES CLOSURE – CHRISTMAS 2004

[Wards Affected: N/A]

The officers to report orally on this matter.

26. FARNHAM CITIZENS ADVICE BUREAU – RENT ON MONTROSE HOUSE, FARNHAM

[Wards Affected: All Farnham
Wards and surrounding villages]

The purpose of the report at Appendix U is to consider extending the grant to the Farnham CAB for the rent of Montrose House for a full 12 months from the date of occupying the refurbished ground floor premises.

Recommendation

It is recommended that the Executive:

1. agrees to awarding a �6,000 grant to Farnham CAB for the first 12 months occupation in the newly refurbished ground floor of Montrose House for additional rent; and

2. agrees that any further grant towards rent and other costs be considered as part of the Revenue Budget 2005/06 and after the Review of CABx has been completed by the Community Overview & Scrutiny Committee.

27. COUNCIL TAX CONSULTATION

[Wards Affected: N/A]

The purpose of the report at Appendix V is to seek approval for a supplementary estimate to undertake a Council Tax consultation exercise.

Recommendation

That the Executive approves a supplementary estimate in 2004/05 of �10,000 to undertake a council tax consultation exercise.

28. ARREARS WRITE-OFFS FOR DECISION - NNDR (OVER �5,000)

[Wards Affected: N/A]

Waverley collects the National Non-Domestic Rates (NNDR) from the ratepayers in the Borough on behalf of central government. In calculating the amount that Waverley pays into the NNDR Pool, an allowance is made in each financial year for losses on collection. The purpose of the report at

Appendix W

is to approve the write-off, under Financial Regulation D203, of those debts of over �5,000 due from ratepayers but which are un-collectable.

Recommendation

That approval be given for the sum of �36,169.07 to be written off.

29. CASH COLLECTION AND WRITE OFFS

[Wards Affected: N/A]

The report at

Appendix X

advises the Executive of the collection performance in respect of council tax and non-domestic rates for the current financial year compared with that in the previous year. It also advises the Executive, in accordance with Financial Regulation D204, of those items that have been written-off under delegated powers under Financial Regulation D203.

Recommendation

That the report be noted.

30. VARIABLE INTEREST MORTGAGES – VARIATION OF MORTGAGE INTEREST RATE

[Wards Affected: N/A]

The purpose of this regular six-monthly report (Appendix Y) is to seek the Executive’s approval to the ‘local average rate’ for the period 1st October 2004 to 31st March 2005 and to confirm the rate of interest chargeable on variable interest rate mortgages granted by the Council.

Recommendation

It is recommended that:

1. the ‘local average rate’ for the period 1st October 2004 to 31st March 2005 be declared at 5.25% p.a;

2. the rate of interest chargeable on mortgages under the Housing (Financial Provisions) Act 1958 (Section 43) be 5.25% p.a. for the period 1st October 2004 to 31st March 2005; and

3. the rate of interest chargeable on mortgages under the Housing Act 1985 (Schedule 16) be 5.25% p.a. for the period 1st October 2004 to 31st March 2005.

31. LGA GENERAL ASSEMBLY, DECEMBER – MOTIONS

[Wards Affected: N/A]

Each year, the Local Government Association (LGA) invites member Councils to submit motions for discussion at its December General Assembly meeting. The Executive’s views are sought as to whether it wishes to submit a motion for debate on this occasion. The criteria for selecting motions is contained at Appendix Z.

32. APPOINTMENT OF REPRESENTATIVES TO SPECIAL INTEREST GROUPS/ OUTSIDE BODIES

[Wards Affected: N/A]

32.1 Services for Young People SIG

At the meeting of the Executive on 2nd August, it was agreed to set up a Special Interest Group (SIG) comprising seven members and other co-opted individuals as considered necessary to assist in undertaking a review of Services for Young People.

The Executive is asked to consider the membership of this SIG.

32.2 SCC Local Committee

The Surrey County Council Local Committee has agreed to proceed with a Community Travel Plan Demonstration Project for Godalming and Farncombe, including the setting up of a Task Group to which Waverley has been invited to appoint two members. The work will focus mainly on central Godalming and Farncombe.

The Executive is asked to consider the appointment of two members to serve on this County Council Task Group.

Background Papers (CEx)

Communication from Local Committee and Partnership Officer, Surrey County Council.

33. SERVICING AND MAINTENANCE OF GAS APPLIANCES AND HEATING INSTALLATIONS

[Wards Affected: All]

The purpose of the report at Appendix AA is to appoint Central Heating Services Ltd as a Partnering Contractor to carry out Servicing and Maintenance of all non-commercial Gas Appliances and Installations within the Housing Stock and seek approval from the Executive for a waiver to Contract Procedure Rules to make this appointment.

Recommendation

It is recommended that: -

1. a waiver of Contract Procedure Rule A112 be given to enable negotiations to be undertaken with Central Heating Services Ltd to become the Gas Servicing and Maintenance Partnering contractor, the Director of Housing, in consultation with the Director of Finance, to be given delegated authority to agree and conclude these negotiations; and

2. the current contract with Central Heating Services be extended until the new contract has been agreed and is in place for a term of 5 years.

34. DORLCOTE, WITLEY

[Ward Affected: Witley and
Hambledon]

To consider the report at Appendix BB – to follow.

35. BRIGHTWELLS BOWLING CLUB

[Wards Affected: All Farnham Wards]

To consider the report at Appendix CC – to follow.

36. ACTION TAKEN SINCE LAST MEETING

To note any 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.

37. EXCLUSION OF PRESS AND PUBLIC

Recommendation

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 ground 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 the items, there would be disclosure to them of exempt information (as defined by Section 1001 of the Act) of the description specified in the appropriate paragraph(s) of Schedule 12A to the Local Government Act 1972.

38. ANY OTHER MATTERS TO BE CONSIDERED IN EXEMPT

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/2004-2005/149 39635