Waverley Borough Council Home Page Waverley Borough Council Home Page


Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 01/04/2003
Minutes



89
MINUTES of the MEETING of the EXECUTIVE held on 1st April 2003 at 6.30 p.m.
(To be read in conjunction with the agenda for the meeting)
*Mr P D Harmer (Chairman)*Mr F G R Lambert
*Mrs P M Frost (Vice-Chairman) *Dr M-G Lane
*Captain P G Burden*Mrs J M Mansley
Mrs S J Campany*Mr J R Sandy
*Mr R J Gates
* Present

Mr J H Wootton attended and spoke on Agenda Item 6 (Minute No. 315 refers)

Mrs C J Howard attended and spoke on Agenda Item 14 (Minute No. 321).

Also in attendance: Mr M W Byham, Mr P B Isherwood and Mr D J Munro.

311. MINUTES (Agenda Item 1)

The Minutes of the Meeting held on 17th March 2003 were confirmed and signed.

312. APOLOGIES FOR ABSENCE (Agenda Item 2)

An apology for absence was received from Mrs S J Campany.

313. DISCLOSURE OF INTERESTS (Agenda Item 3)

Mrs J M Mansley declared a personal and prejudicial interest in item 21 on the Agenda (Minute No. 331) and left the Chamber when this item was reached, taking no part in the discussion or voting thereon

314. PETITIONS (Agenda Item 5)

(a) Montrose House – Youth Advisory Centre

In accordance with Procedure Rule 10.9, the Chairman received a petition presented by Dr Pat Lambert, on behalf of the Farnham Youth Consultative Group, the content of which is set out at Item 5.1 of the Agenda.

The Chairman assured the petitioner that this matter needed to be resolved as soon as practicable and that a report would be presented to the meeting on 3rd June 2003.

(b) East Street, Farnham, Redevelopment

RESOLVED to RECOMMEND to the Council that the clarification of the decision-making process set out in the Council decision of 17th March 2003 be reaffirmed and that the petitioners be reassured that the Council is committed to have regard to all residents’ views.

315. MOTION SUBMITTED BY MR J H WOOTTON REFERRED FROM COUNCIL (Agenda Item 6)

[Note: Mr J H Wootton attended the meeting for consideration of the Notice of Motion submitted to the meeting of the Council on 18th February 2003 in accordance with Procedure Rule 12.1 and spoke with the consent of the Chairman]

RESOLVED that the officers be asked to include the issue of concessionary parking permits, the subject of the Motion, in a report on the Review of Car Parking Strategy and that it be added to the Rolling Programme for consideration in July 2003 under the Environment Portfolio.

316. EXECUTIVE - FOUR MONTH ROLLING PROGRAMME (Agenda Item 7)

RESOLVED that the Four Month Rolling Programme of Key Decisions for Waverley be adopted, subject to the addition of a heading Review of Car Parking Strategy, as referred to in Minute 315 above.

317. GODALMING LEISURE NEEDS - BROADWATER PARK (Agenda Item 8)

RESOLVED that

1. any future leisure centre for Godalming incorporates the facility mix as set out in the PMP study;

2. any future leisure centre for Godalming be located on the Rugby Club site in Broadwater Park;

3. financial support in principle be given to partnership funding for the refurbishment of Broadwater School sports hall to provide community provision through the New Opportunities Fund PE and Sport in School scheme;

4. officers continue to investigate the benefits and costs to the Council of procuring a new Godalming Leisure Centre by means of Public Private Partnership, which could include consideration of Waverley’s other leisure facilities and financial resources as part of an overall package and report back the findings at a future date; and

5. all interested parties be advised formally of the situation.

The Chairman at this point informed the Meeting that Item 9 on the Agenda (Review of Constitution) would be taken as the last item in the open section of the Agenda.

318. WASTE MANAGEMENT SPECIAL INTEREST GROUP - ENHANCED RECYCLING SERVICE (Agenda Item 10)

RESOLVED that the information contained in the agenda report be received and noted and that the revised timetable for the start of the remainder of the urban rounds - summer 2003 - be endorsed.


319. GRANT FUNDED RECYCLING EVALUATION PROJECT - UPDATE TO AGENDA ITEM 10 (Agenda Item 10.2)

RESOLVED that

1. subject to receipt of confirmation of grant offer from the sita Environmental Trust, the University of Surrey, trading as Industrial Ecology Solutions Ltd, be appointed for the purpose of undertaking the integrated research referred to in the report and an exception under Contract Procedure Rule Q 101(g) be made; and

2. the findings of the report be made available in the first instance to the Waste Management Special Interest Group, and subsequently to the Environment Overview and Scrutiny Committee and the Executive.

320. ENHANCED RECYCLING SERVICE (Agenda Item 10.3)

RESOLVED to RECOMMEND to the Council that

1. the Revised Service Delivery Option 3, as renegotiated, at a total additional cost of 267,000 to October 2005, be accepted as the best reasonable way of proceeding, to consist of a weekly collection of paper, cans and mixed glass from enhanced urban areas, totalling 32,000 households, a fortnightly collection of all materials from rural areas, now totalling a reduced 14,000 households;

2. Officers be instructed to enter into the necessary arrangements (including any further contractual variations) with Arkeco Environmental Services to deliver the recycling service as varied by the revised renegotiated service delivery option 3 described above;

3. it be noted that the arrangements proposed are subject to DEFRA grant remaining intact, mixed glass collection being achievable and vehicles being available; and

4. subject to the above recommendations, the use of 20,000 General Fund working balance to meet the 2003/04 budget shortfall, be approved.


The Chairman informed the Meeting that Item 14 on the Agenda (Wonersh Village Stores) would be considered at this stage and that Mrs Howard would be invited to speak on the matter.

321. WONERSH VILLAGE STORES (Agenda Item 14)

RESOLVED that the officers should

1. if appropriate, commission an independent valuation of the property, the costs to be met from the Business Support and Economic Development Budget, with a view to encouraging further discussions that may result in the retention of a viable shop and post office in the village; and

2. continue to monitor the situation and bring back a further report, if necessary, for members to consider the options for moving towards the purchase of the property in a back to back deal with Wonersh Village Stores Ltd, or another developer, to safeguard the future of the shop.

322. EMERGENCY SERVICES OUT OF NORMAL OFFICE HOURS (Agenda Item 11)

RESOLVED that

1. the issues set out in the agenda report, including the questions raised therein, be noted;

2. officers be requested to prepare further reports, as necessary, in the light of the conclusions of the report and, in particular, to explain the Council’s statutory duties and how these could be met;

3. officers report on how any risks of disruption to Council meetings could be mitigated; and

4. the action taken by the Chief Executive (referred to in Minute 337 below) be endorsed.

323. STOCKTAKE OF LOCAL GOVERNMENT PENSION SCHEME (Agenda Item 12)

resolved that the officers be authorised to

1. endorse the views of the Local Government Pensions Committee (LGPC) on the Stocktake of the Local Government Pension Scheme and that the LGPC be advised accordingly;

2. write to the Office of the Deputy Prime Minister (ODPM) to affirm that Waverley’s views are in line with those of the LGPC; and

3. express the view to the ODPM that it ought to commence consideration now of the long term viability of final salary pension schemes.

324. RESTRUCTURING OF THE ENVIRONMENTAL HEALTH SECTION OF THE ENVIRONMENT AND LEISURE DEPARTMENT (Agenda Item 13)

RESOLVED to RECOMMEND to the Council that the proposed staffing structure for the Environmental Health Section of the Environment and Leisure Department, set out in Annexe 3 to the Agenda report, be implemented and that:

(i) the existing post of Environmental Health Manager (Residential) be deleted from the staffing establishment;

(ii) the post of Environmental Health Manager (Commercial) at Pay Band 5 be redesignated as Environmental Health Manager at Pay Band 4;

(iii) the posts of the three Senior Environmental Health Officers at Pay Band 7 be redesignated as Section Leader at Pay Band 6.

(iv) a new post of Senior Environmental Health Officer be established on a permanent full time basis at Pay Band 7.

(v) a new post of Environmental Health Officer be established on a permanent part time basis (0.8 full time equivalent) at Pay Band 7; and

(vi) the revised times of operation of the out-of-hours noise service of 21.00 hours on Saturdays to 04.00 hours on Sundays from the beginning of June to the end of September be adopted again in this and future years.

325. OUTCOME OF VOLUNTARY COMPETITIVE TENDERING EXERCISE OF ANIMAL CONTROL SERVICE (Agenda Item 15)

RESOLVED that

1. the Pest Control Service be retained in-house; and

2. the officers’ recommendations be applied for the next annual review of fees and charges in autumn 2003, with the aim of ensuring the service operates in future at a small surplus of income over marginal costs.

326. PROGRESS REPORT ON IMPLEMENTATION OF BEST VALUE IMPROVEMENT PLANS FOLLOWING HOUSING SERVICE REVIEWS IN 2001/02 (Agenda Item 16)

RESOLVED that

1. the progress in implementing the 2001/02 Housing Best Value improvement plans be noted; and

2. the revisions to the timetables for the remaining tasks, as set out in the improvement plans at Annexes 1 - 5 of the agenda report, be approved.

327. POLICY ON ANTI-SOCIAL BEHAVIOUR AND HARRASSMENT FOR TENANTS OF WAVERLEY BOROUGH COUNCIL (Agenda Item 17)

RESOLVED to RECOMMEND to the Council that the formal adoption of the policy statement on Anti-Social Behaviour and Harassment be approved.

328. BRIGHTWELLS TENNIS CLUB, FARNHAM - PROPOSED RE-LOCATION (Agenda Item 18)

RESOLVED that the preferred scheme for Brightwells Tennis Club, given the assumption that the cost will be funded from the anticipated capital receipt from East Street, should be that which provides for five tennis courts and a clubhouse and that the officers communicate the proposal formally to the club.

329. NATIONAL PROJECT FOR PLANNING SERVICES (Agenda Item 19)

RESOLVED that Waverley involvement in the bidding process for funds in relation to the national e-government project for Planning and Regulatory Services be approved.

330. INTERNET CONNECTIONS, VIRTUAL PRIVATE NETWORKS AND WEB HOSTING (Agenda Item 20)

RESOLVED that

1. the offer of a dedicated leased line internet connection from the company (Company C) referred to in the (Exempt) Annexe to the agenda report, at the cost identified therein, be accepted;

2. the solution offered by the company (Company A) referred to in the (Exempt) Annexe to the report in respect of hardware, software and services, at the cost identified, be accepted; and

3. Contract Procedure Rules be waived to allow the acceptance of the combination of quotations described in the report.

[Note: Part of the background consideration of the above matter was reserved for later in the meeting and discussed with the public and press excluded - see Minute 341 below]

331. MATCHED FUNDING PROVISION - HASLEMERE AND DISTRICT COMMUNITY CENTRE (Agenda Item 21)

RESOLVED that

1. the carry forward of 10,000 ring-fenced budget from 2002/03 to 2003/04 be approved;

2. subject to the conditions of grant being met, a grant of 10,000 be made from the ring-fenced budget to Haslemere and District Community Centre; and

3. the appointment of a member to serve on the Management Committee be considered as part of the annual round of outside bodies appointments.

332. GRANT REQUEST - NEW FARNHAM REPERTORY COMPANY (Agenda Item 22)

RESOLVED that

1. the exceptional amendment to the Small Grants Scheme, which allows an element of the larger New Farnham Repertory Company (NFRC) project to be considered for grant, be approved;

2. the carry forward of 5,000 of the Small Grants Scheme budget to 2003/04 be approved; and

3. subject to normal conditions of grant being met, the NFRC be asked to submit a new application for grant from the Small Grants budget for the revised project, as set out in their publicity material and that they be reminded of the need to obtain other necessary consents.

333. DESIGNATION OF LOCAL NATURE RESERVES (Agenda Item 23)

RESOLVED that

1. approval be given to proceed with the designation of Farnham Park, the Lammas Lands, Lower Hanger, Weybourne Nature Area and Wonersh Common (part) as Local Nature Reserves under Section 21 of the National Parks and Access to the Countryside Act 1949;

2. these Local Nature Reserves be included on the Local Plan Proposals Map at its next review; and

3. officers be given support to set up Local Management Groups to involve the community in planning maintenance and to apply to appropriate external agencies, such as English Nature, for grant aid to fund future improvements.

334. EASEMENT OF ACCESS TO NEW PREMISES - GASTON GATE FARM, GUILDFORD ROAD, CRANLEIGH (Agenda Item 24)

RESOLVED that an easement of access to a new property at Gaston Gate Farm be granted on terms set out in (Exempt) Annexe 2 to the agenda report, other terms and conditions to be negotiated by the Property and Development Manager.


335. LEASE OF LAND AND BUILDING AT CANON BOWRING RECREATION GROUND, FARNCOMBE (Agenda Item 25)

RESOLVED that, subject to any substantive objections that may be received from members of the public in response to any advertisement under Section 123 of the Local Government Act 1972, a lease of between seven and ten years of the land shown outlined on the submitted plan be granted to the occupiers of the adjacent premises on terms as set out in the (Exempt) Annexe to the agenda report, other terms and conditions to be negotiated by the Property and Development Manager.

336. APPOINTMENTS TO OUTSIDE BODIES (Agenda Item 26)

(a) Frensham Parochial Charities Trust

RESOLVED that Mr J L Chuter be appointed to serve as a Waverley representative on the Frensham Parochial Charities Trust for a further four year term, expiring in 2006.


(b) Bishop Sumner Educational Foundation

RESOLVED that the appointment of a representative to serve on the above body for a further four year term, be deferred until the June meeting.

337. ACTION TAKEN SINCE 4TH MARCH MEETING (Agenda Item 27)

RESOLVED that the action taken by the Chief Executive in consulting the Emergency Advisory Group of Members and putting in place the sum of 5,000 for staff training be noted.

338. REVIEW OF THE CONSTITUTION - REPORT OF THE NEW CONSTITUTION SPECIAL INTEREST GROUP (SIG) (Agenda Item 9)

RESOLVED to RECOMMEND to the Council that

1. immediate detailed changes to the Constitution as follows be approved and the Chief Executive be authorised to make appropriate changes to the Constitution with effect from 1st May 2003;

(i) Virement, supplementary estimates and key decisions - limits to be brought into line with the new Financial Regulations and Contract Procedure Rules;

(ii) Licensing and Regulatory Committee terms of reference extended to include licensing of sex establishments and proposed liquor licensing powers;

(iii) Legal matters (Article 14) to be redrafted to cover change of job title of Head of Legal Services to Solicitor to the Council.

2. the proposed Overview and Scrutiny Committee structure of (i) Corporate, (ii) Community, and (iii) Environment and Leisure, with revised terms of reference, be adopted as from 1st May 2003 Annexe 2 to Appendix C to be clarified so that it reads:

CommitteeScope
Environment and LeisureDealing with environment, economic development,
business liaison, planning and major developments, cultural and leisure provision, youth)

3. the remainder of the SIG’s proposals be referred to the new Council and considered at the next meeting of the Executive on 3rd June 2003.


339. CONTINUATION OF MEETING

In accordance with Procedure Rule 9, at approximately 9.58 p.m., during consideration of Agenda Item 9 - Review of the Constitution- the Chairman proposed, and the Executive concurred, that the meeting should continue until 10.30 p.m.

340. EXCLUSION OF PRESS AND PUBLIC (Agenda Item 28)

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 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 those paragraphs of Part 1 of Schedule 12A to the Local Government Act 1972 indicated.

Information relating to the financial or business affairs of any particular person (other than the authority) (paragraph 7).

The amount of any expenditure proposed to be incurred by the authority under any particular contract for the acquisition of property or the supply of goods or services (paragraph 8).

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)

341. INTERNET CONNECTIONS, VIRTUAL PRIVATE NETWORKS AND WEB HOSTING (see also Minute 330 above)

The officers responded to questions and observations on this matter contained in the (Exempt) Annexe to Appendix N of the Agenda.

At the conclusion of the meeting, the Chairman thanked retiring Member, Mrs J M Mansley, for her work as Planning and Major Developments Portfolio Holder.

The meeting concluded at 10.15 pm.
Chairman

comms/exec/2002-2003/620 35261