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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 09/07/2002
Agenda 9th July 2002



NOTES FOR MEMBERS

Members are reminded that Contact Officers are shown at the end of each report and members are welcome to raise questions, etc. in advance of the meeting with the appropriate officer.
AGENDA

1. MINUTES

To confirm the Minutes of the Meeting held on 11th June 2002 (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 received from members.

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. EXECUTIVE – FOUR MONTH ROLLING PROGRAMME
[Wards Affected: All]

To adopt the Four-Month Rolling Programme of Key Decisions for Waverley Borough Council attached at Appendix A - for all members of the Council.

Key Decisions

5. EAST STREET REGENERATION SCHEME, FARNHAM – ASSESSMENT CRITERIA AND WEIGHTING
[Wards Affected: All Farnham Wards]

The report at Appendix B was considered by the Leisure Overview and Scrutiny Committee at its meeting on 25th June 2002 and invites Members to give detailed consideration to the basic criteria against which the submitted schemes for East Street will be assessed and the proposals for the decision-making and exhibition processes.

Recommendation

It is recommended that the Executive recommends to the Council that:-

1. the decision making process outlined in Annexe 1 of the report and composition of the presentation panel be endorsed and adopted;

2. the exhibition process set out in paragraphs 11–16 of the report be adopted and the contract for the main exhibition be exempted from the need for competition in accordance with Standing Order (Contracts) 103(1);

3. the criteria weighting set out at (Exempt) Annexe 4 of the report be adopted; and

4. a supplementary estimate of 125,000 be approved to fund the exhibition costs in August 2002 and consultancy costs prior to the development agreement and lease being agreed, to be funded from either the capital receipt generated from the East Street site or any savings in the capital programme.

6. IMPLEMENTATION OF THE RECYCLING AND WASTE REDUCTION STRATEGY
[Wards Affected: N/A]

To consider the report at Appendix C - to follow.

7. montrose house, SOUTH STREET, FARNHAM
[Wards Affected: All Farnham Wards]

The report at Appendix D sets out the latest position on the proposal to use Montrose House as a youth information centre for Farnham. Detailed proposals are still awaited from Surrey County Council. The resource, “Opportunities for All” and community safety implications are set out in the report.

Recommendation

The Executive is asked to endorse the actions taken by the officers in arranging a lease with Surrey County Council for a lease value of 50,000 per annum and to note the budget shortfall due to the delay in signing the lease.

8. DOCUMENT IMAGE PROCESSING IN PLANNING
[Wards Affected: N/A]

The purpose of the report at Appendix E is to confirm the requirement for back-scanning planning application history files and to seek approval for the allocation of the remaining 30,000 from the IT Capital Programme for Document Image Processing (DIP) for this project.

Recommendation

It is proposed that:-


1. the remaining budget allocated to DIP in the IT Capital Programme for 2002/03, 30,000, be used for back scanning planning history files;

2. Sixteen 35 Ltd be given the scanning contract subject to satisfactory performance in a pilot project; and

3. the microfilming budget for Development Control in 2002/03 be used for employing students to assist with the scanning project.

9. REVIEW OF BEST VALUE : REPORT BACK ON KEY ISSUES FROM THE ENVIRONMENT OVERVIEW AND SCRUTINY COMMITTEE
[Wards Affected: N/A]

The purpose of the report at Appendix F is to feed back observations by the Environment Overview and Scrutiny Committee on the scope of the review of best value, following the workshop on 28th May 2002.

There are no financial, environmental, community safety or “Opportunities for All” implications arising from this report.

Recommendation


It is recommended that the Executive decides which, if any, of the additional issues set out at paragraph 4 of the report are included in the scope of the Year 3 Review of Best Value, as recommended by the Overview and Scrutiny (Environment) Committee, meeting in workshop mode on 28th May 2002.

10. DRAFT CORPORATE AIMS AND OBJECTIVES - 2002 AND FORWARD

[Wards Affected: N/A]

The Council’s four-year corporate plan “A Fresh Future”, runs until the end of the financial year 2002/03. The purpose of the report at Appendix G is to initiate a draft vision, aims and objectives for 2002 and forward that can be used as the basis for wider consultation with Members of the Council.

There are no immediate financial, environmental, community safety or “Opportunities for All” implications arising from this report.

Recommendation

It is recommended that:-

1. the vision for the Council set out at paragraph 8 of the report be agreed;

2. the aims and objectives set out at Annexe 1 to the report be adopted as draft corporate aims and objectives for 2002 and forward; and

3. the Council’s Overview and Scrutiny Committees be invited to comment on the draft corporate aims and objectives set out at Annexe 1 so that they can be considered further by the Executive and submitted formally to the Council on 15th October 2002.

Mainstream Decisions

11. DRAFT LOCAL GOVERNMENT BILL
[Wards Affected: N/A]

The report at Appendix H summarises the key proposals of the draft Local Government Bill and highlights the implications for Waverley. The resource implications are stated in the report. There are no environmental or “Opportunities for All” implications arising from the report.

Recommendation

It is recommended that the Executive notes the implications of the report and endorses the draft response to the consultation, as contained in Annexe 1 to the report.

12. ELECTRONIC GOVERNMENT FOR CUSTOMER SERVICE - ELECTRONIC SERVICE DELIVERY PILOT
[Wards Affected: All]

The purpose of the report at Appendix I is two-fold:-

To provide the Executive with an overview of progress to date on the programme of investment of the capital grant of 200,000 for 2002/03, awarded by the DTLR to assist the Council in delivering its vision for e-Government; and To propose a pilot project to evaluate the implementation of that part of the Council’s vision relating to the delivery of customer service at the first point of contact.

Recommendation

It is recommended that:-

1. the Council undertakes a pilot, at Farnham Locality Office, to assess the viability, efficiency and effectiveness of providing front-line staff with immediate access to the information necessary to resolve customer queries at the first point of contact;

2. the estimated cost of the pilot of 26,200 be found from within the IEG Capital Programme provision of 15,000 for “One-Stop Shops” and 20,000 for “Public Service Screens”;


3. the cost of any training required be found from the IEG Capital Programme provision of 5,000 for “Training”;

4. officers report back to the Executive within six months of the start of the pilot on the findings of the report and any consequent recommendations; and

5. reports be prepared for the Executive with respect to the Council’s investment of the DTLR’s capital grant, its investigation of potential external sources of funding, its progress towards delivering its e-Government vision and the revision of its IEG Statement.

13. REVIEW OF WAVERLEY’S CONSTITUTION
[Wards Affected: N/A]

The report at Appendix J was considered by the Leisure Overview and Scrutiny Committee at its meeting on 25th June 2002 and updates Members on the latest situation on the review of the Constitution, which was agreed by the Council when it adopted its new Executive arrangements in December 2001. All members of the Community and Environment Overview and Scrutiny Committees were also invited to attend the Committee and participate in the debate.

The report has some staffing resource implications, but no other major resource, environmental or community safety implications.

Recommendation

It is recommended that:-

1. the proposed framework for the review, as set out at paragraph 8 of the report, be approved; and

2. the list of issues for inclusion in the review, as set out at Annexe 1 to the report, be endorsed.

14. ASSET MANAGEMENT PLAN 2002/03
[Wards Affected: All]

14.1 The Council is required to produce an Asset Management Plan every year, which has to be submitted to the Government Office of the South East (GOSE) by the end of July. A draft is submitted for adoption by the Executive at Appendix K (herewith).

14.2 The Executive is recommended to agree any changes it wishes to make to the Draft, recommend the Council to adopt it formally and instruct the Corporate Property Officer to agree any final revisions with the Portfolio Holder and make the submission to the Government Office of the South East.
15. SELECTION OF TENDERERS FOR ENVIRONMENTAL CLEANING CONTRACT
[Wards Affected: All]

The purpose of the report at Appendix L is to agree the select list of contractors to be invited to tender for the next period of the Environmental Cleaning Contract. There are no financial implications. There are sustainability, equal opportunities and community safety implications.

Recommendation

It is recommended that the contractors named in the (Exempt) Annexe to the report be selected to be invited to tender for the Waverley Environmental Cleaning Contract for the period 1st April 2003 until 31st October 2005.

16. DO IT YOURSELF SHARED OWNERSHIP SCHEME FOR ESSENTIAL WORKERS
[Wards Affected: All]

The report at Appendix M:-

1. advises the Executive of the Council’s ability to fund its own Housing Association Do it Yourself Shared Ownership (DIYSO) scheme for essential workers through the provision of Local Authority Social Housing Grant (LA SHG); and

2. seeks authority to spend LA SHG on DIYSO schemes for essential workers within an agreed budget.

The financial implications are contained within the report.

Recommendation

It is recommended that:-

1. 1,000,000 be set aside to fund a DIYSO scheme for essential workers over the two financial years 2002/03 and 2003/04;

2. officers work with Thames Valley HA to promote and market the DIYSO essential worker scheme; and

3. the Director of Housing be delegated the authority to determine eligibility for the DIYSO essential worker scheme having regard to the definition set out in paragraph 4 of the report and to allocate LA SHG accordingly up to the limit of the approved budget.


17. REPORT OF THE MEMBER/TENANTS’ SPECIAL INTEREST GROUP (SIG)
[Wards Affected: N/A]

The report of the Member/Tenants’ SIG held on 24th June last is contained at Appendix N.

Those matters which required recommendations to the Executive are set out below:-

Council Tenant Participation Agreement - Revised Draft

That the Council Tenant Participation Agreement, as contained in Annexe 1 to the report, be adopted by Waverley Borough Council and forms the working document for the next three years from September 2002.

Anti-Social Behaviour - Consultation Paper

That the report at Annexe 2 to the report, subject to minor amendment, forms the basis of the Council's response to the Government’s proposals contained in its Consultation Paper.

Choice Based Letting Systems and Allocations Policy Review

That the aim of producing a draft revised allocations policy by November 2002 be facilitated by a Sub-Group of the SIG comprising the Chairman and Vice-Chairman, together with Mr Isherwood, Mrs Birch, Mr Randle and one other Waverley member (to be advised), which would, as part of its brief, examine choice based models to help in formulating an allocations policy designed to provide greater customer choice.

The SIG also received reports relating to the following:-

Supporting People Scheme;

Complaints Handling;

Decent Homes Standard.

Other Decisions

18. EASEMENT OF ACCESS, CHINTHURST COTTAGE, WONERSH
[Ward Affected: Blackheath and Wonersh]

The report at Appendix O seeks authority for the granting of an easement of access across Council-owned common land to Chinthurst Cottage, Wonersh. There are no Environmental, Human Rights, Community Safety or “Opportunities For All” implications. The resource implications are referred to in the report.

Recommendation

It is recommended that an easement of access be granted in respect of Chinthurst Cottage, Wonersh, on the terms and conditions set out in the (Exempt) Annexe to the report.

19. SITING OF TELECOMS MAST, GODALMING AND GUILDFORD FC, MEADROW, GODALMING
[Ward Affected: Godalming North
East and South West]

The report at Appendix P seeks authority for a licence to sub-let part of the area leased to Godalming and Guildford Football Club for the purposes of erecting a telecommunications mast. Resource and environmental implications are referred to in the report.

Recommendation

It is recommended that, having regard to the particular circumstances of this case, the Godalming and Guildford Football Club be granted consent for a licence to sublet to Hutchinson 3G and for alterations to the floodlight shown by an “X” on the annexed plan to provide a telecommunications mast with associated equipment, the terms and conditions to be agreed by the Property and Development Manager, subject to the restrictions referred to in the report.

20. ANNUAL ACCOUNTS 2001/2002 – OVERALL EXPECTED REVENUE OUTTURN (GENERAL FUND, HOUSING REVENUE ACCOUNT AND COLLECTION FUND)
[Wards Affected: N/A]

The report at Appendix Q (produced as a separate document) provides details of the 2001/02 General Fund expected revenue outturn, the 2001/02 expected revenue outturn for the Housing Revenue Account and the outturn for the Collection Fund Revenue Account.

Recommendation

It is recommended that:-

1. the report be received; and

2. slippage of 103,730 from 2001/02 to 2002/03 as shown at Annexe 4 to the report be approved.


21. CAPITAL PROGRAMME 2001/2002 OUTTURN (GENERAL FUND, HOUSING REVENUE ACCOUNT AND LA SOCIAL HOUSING GRANT)
[Wards Affected: N/A]

The report at Appendix R (produced as a separate document) presents the Outturn for the Council’s 2001/02 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 2001/02 programme to the 2002/03 programme.

Recommendation

It is recommended that:-

1. the financing proposals for the 2001/02 financial year summarised in paragraph 3 and detailed in Annexe 1 to the report be approved;

2. the determinations in the report for the financial year 2001/2002 be approved;

3. slippage totalling 725,800 (net) as detailed in Annexe 2 from the 2001/02 General Fund Capital Programme to the 2002/03 General Fund Capital Programme be approved;

4. slippage totalling 1,526,480 as detailed in Annexe 2 from the 2001/02 to the 2002/03 Housing Revenue Account Capital Programme be approved; and

5. slippage totalling 1,063,360 as detailed in Annexe 2 from the 2001/02 to the 2002/03 LA SHG Capital Programme be approved.

22. TACFIG - UPDATE
[Wards Affected: N/A]

The purpose of the report at Appendix S is to provide the Executive with information about this authority’s continued role as the lead authority in TACFIG (the Town and Country Finance Issues Group). The report outlines TACFIG’s case for the reform of the local government finance system and indicates the significant success that the group has achieved in having its case heard. The report also outlines the Government’s timescale for implementing changes to the finance system and raises the issue of whether TACFIG has a future after 31st March 2003.

Recommendation

That the content of the report be noted.


23. REGULATION OF INVESTIGATORY POWERS ACT 2000 : ADDITIONAL OFFICER AUTHORISATIONS
[Wards Affected: All]

The report at Appendix T proposes delegating the power to authorise direct and covert surveillance activity to appropriate officers additional to those approved at the last meeting.

Recommendation

It is recommended that the Environmental Health Manager (Commercial) and the Environmental Health Manager (Residential) each be designated as an officer who may authorise directed surveillance and the use of covert human intelligence sources where he or she is supervising the officers conducting the investigation.

24. MONITORING REPORTS - VARIOUS
[Wards Affected: All]

24.1 Rent Arrears Statement

To receive the report at Appendix U.

24.2 Overpaid Housing Benefit Monitoring Statement

To receive the report at Appendix V.

24.3 National Non-Domestic Rates - Applications for Rate Relief

The purpose of the report at Appendix W is to consider three applications for non-domestic rate relief.

Recommendation

It is recommended that 20% discretionary relief be granted in one of the cases, but that none be granted in either of the other cases, as set out in paragraph 15 of (Exempt) Annexe 3 to the report.

24.4 Cash Collection and Write-Offs

To receive the report at Appendix X.

24.5 Arrears Write-Offs for Decision - Sundry Debtors (Over 5,000)

To receive a report on a case relating to overpaid housing benefit due from a debtor - Appendix Y.

Recommendation

That approval be given for write-off.

24.6 Arrears Write-Offs for Decision - Debts Over 5,000

To receive a report on a case relating to former tenant rent arrears and overpaid housing benefit - Appendix Z.

Recommendation

That approval be given for write-off.

25. ACTION TAKEN SINCE THE LAST MEETING

To note the following decisions taken by the Chief Executive on the advice of the relevant Chief Officer and 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.

(a) Appointments to Outside Bodies

Authorise the appointment of Mr M A Edgington to serve as a Waverley representative on the Holloway Hill Sports Association in 2002/03 in place of Dr A Newton.

(b) Appointments to Cultural Strategy Special Interest Group (SIG)

Authorise the appointment of Mr C C E Slyfield and Dr R A Thomas to the Cultural Strategy SIG to complete the Waverley membership of the SIG.

Background Papers (CEx)

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

26. QUESTIONS FROM MEMBERS OF THE PUBLIC

The Chairman to respond to any questions received from members of the public of which notice has been given in accordance with Procedure Rule 10.

27. EXCLUSION OF PRESS AND PUBLIC

To consider the following recommendation on the motion of the Chairman:-

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 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 the 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 Part I of Schedule 12A to the Act (to be identified, as necessary, at the meeting).

28. LAND AT CRANLEIGH

To consider the report at (Exempt) Appendix AA.

29. 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.
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