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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 06/02/2007
AGENDA - 6TH FEBRUARY 2007



Fax No: 01483 523475
Your ref:
Our ref:
When calling please ask for: Emma McQuillan
Direct line: 01483 523351
E-mail: emcquillan@waverley.gov.uk
Date: 29th January 2007



To: All Members of the EXECUTIVE
(Agenda pages to other
Members for Information)


Membership of the Executive
      Miss G B W Ferguson (Chairman)
Mr C H Mansell
      Mrs C E Savage (Vice-Chairman)
Mr K T Reed
Mr S D EdgeMr J E Robini
Mr B Grainger-JonesMr V K Scrivens
      Mr P Haveron

Dear Sir/Madam

A Meeting of the EXECUTIVE will be held as follows:-

Yours faithfully

ROBIN PELLOW

Head of Committee and Member Services


*This meeting will be webcast and can be viewed by visiting http://www.waverley.ukcouncil.net/ and will
be preceded by an open public question time commencing at 6.45 p.m.






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. MINUTES

To confirm the Minutes of the Meeting held on 9th January 2007 (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, 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.

4. QUESTIONS FROM MEMBERS OF THE PUBLIC

The Chairman to respond to the following questions received from members of the public in accordance with Procedure Rule 10:-

i. from Mr J Hyman of Farnham

“The evidence and the legal opinions submitted to the Thames Basin Heath Special Protection Area Technical Sessions of the Examination in Public of the draft South East Plan by Bond Pearce LLC and Robin Purchas QC are diverse, but between them agree that

The unproven 'delivery plan' and 'miniplan' concepts involve Local Authorities assembling limited public land resources to benefit small developments that would otherwise find their piecemeal provision of SANGS onerous, and are not intended as a short-term experiment whereby LAs grant themselves permission to impose overwhelmingly-opposed major developments upon disfavoured parts of their borough, so can you please assure us that you will not promote in principle any miniplan that if used, could place WBC outside the Law and public funds at great risk?”
ii. from the Co-ordinator of Waverley TenantsWATCH

“Having twice now been refused the right to ask a Formal Question regarding the lack of tenant representation and the activities of the Tenants Panel, TenantsWATCH respectfully request you at least allow us to query the planned rent increase. Last March, the Tenants Workshop was asked whether they thought the half million pounds per year of Disabled Adaptations that have been funded unnecessarily each year from the HRA should instead be charged to the proper alternative funding sources.
As Members are all too keen to support tenants in complaining about the level of 'rent rebate' paid to the government, can you please confirm that you will not merely increase the inequity by imposing yet another above-inflation rent increase, and that you will now instead act appropriately to reduce these excessive and unnecessary burdens upon the HRA?”

5. FOUR-MONTH ROLLING PROGRAMME

To adopt the Executive four-month rolling programme of key decisions for Waverley Borough Council, attached at Appendix A for all Members of the Council.

6. BUDGET2007/2008
[Wards Affected: All]

Financial Strategy 2007/2008 - 2009/2010

6.1 Draft General Fund Revenue Estimates 2007/2008

The report at Appendix B.1 advises the Executive of the latest position regarding the General Fund Revenue Estimates. The report contains observations from the Overview and Scrutiny and Licensing Committees. The Executive is requested to make recommendations to Council regarding Waverley’s Budget and its element of the Council Tax for 2007/2008.

Recommendation

The Executive is requested to

1. recommend a 4.4% increase for Waverley’s element of Council Tax for 2007/08 to Council;

2. endorse the reductions included in the General Fund Summary;

3. decide whether to provide an amount in the 2007/08 Budget for enhancements to the Waste Collection and Recycling Service and, if so, how much;

4. approve the resultant General Fund Budget for 2007/08;

5. agree that the £250,000 annual contribution from the Revenue Reserve Fund should instead be met by an additional contribution from the General Fund working balance;

7. agree that the Financial Strategy be updated to take account of the decisions taken.

6.2 Draft General Fund Capital Programme 2007/2008

The purpose of the report at Appendix B.2 is to agree the final recommendation to Council regarding the General Fund Capital Programme for 2007/2008. The report contains any further observations from the Overview and Scrutiny Committees.

Recommendation

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

1. the 2007/08 General Fund Capital Programme as shown at Annexe 1 to the report be approved;

2. the financing proposals in accordance with Annexe 2 to the report, be agreed; and 3. the Financial Strategy be amended to reflect the above decisions.

6.3 Draft Housing Revenue Account Revenue Estimates 2007/2008

The Executive considered the draft Estimates on 9th January 2007 and indicated that it was minded to consider a rent increase in line with inflation for 2007-08. Since that time the Community Overview and Scrutiny Committee considered the Estimates at their meeting on 15th January and their observations are incorporated in the report at Appendix B.3.

Having regard to the challenges facing the landlord service and the financial constraints placed on the Housing Revenue Account (HRA), the Executive is now requested to make recommendations to Council on Housing rent levels for 2007-08.

Recommendation

It is recommended that the Executive make the following recommendations to Council, that:

3. the weekly charge for a separate garage rented by both Council and non-Council tenants be increased from 2nd April 2007 at a level as agreed by the Executive; and

6.4 Draft Housing Revenue Account Capital Programme 2007/2008 and Social Housing Grant

The report at Appendix B.4 provides a further opportunity for the Executive to consider the draft Housing Revenue Account (HRA) Capital Programme for 2007/08. At their December meeting, Members requested that officers re-visit the draft Programme with a view to bringing forward some of the decent homes work based on the level of resources known to be available. This latest draft proposes some changes in response to that request.

Recommendation

It is recommended that the Executive make the following recommendations to Council, that: 1. the 2007/08 HRA draft Capital Programme be approved; and 2. the 2007/08 Social Housing Grant draft capital programme be approved.

7. TREASURY MANAGEMENT POLICY
[Wards Affected: N/A]

The report at Appendix C is the annual update of Waverley’s Treasury Management Policy which reviews the arrangements and approved limits for the coming year.

Recommendation

It is recommended that the Executive

1. notes the review of the current policy;

2. approves the annual investment Strategy, as set out in paragraph 6 of the report; and

3. approves the prudential indicators in paragraph 8 of the report.

8. PRUDENTIAL CODE FOR CAPITAL FINANCE IN LOCAL AUTHORITIES
[Wards Affected: N/A]

The purpose of the report at Appendix D is to seek the Executive’s approval of the capital finance prudential indicators as required by the Chartered Institute of Public Finance and Accountancy’s (CIPFA’s) Prudential Code. This report must be considered in conjunction with the budget setting report and the treasury management policy report also on this agenda. Decisions taken by the Executive on the budget setting report may impact on the Prudential Indicators presented in this report.


Recommendation

It is recommended that the Executive approves the Prudential Indicators 1 to 6, as amended if necessary following the decisions taken in approving a draft General Fund budget.

9. GERSHON EFFICIENCY STRATEGY
[Wards Affected: N/A]

The report at Appendix E updates the Council’s Efficiency Strategy which sets out how it is currently proposed to achieve Waverley’s efficiency target for the period 2005-06 to 2007-08. The efficiency target is set by the Government under its ‘Gershon’ framework.

Recommendation

The Executive is recommended to:

1. note the requirements of the Gershon Efficiency Review; 2. request that officers report back when details of the new efficiency requirements are known and, in the meantime, to write to DCLG and the LGA to express Waverley’s concerns at the proposals; 3. agree the Strategy for securing efficiency gains in 2007-08 and the key actions to be taken in the year, as set out in this report; 4. request that officers complete the detailed returns within the timescale and in accordance with the Governments requirement; and 5. request officers to monitor progress against the target during the year and report back to the Executive as appropriate.

10. SPONSORED ORGANISATION SCHEME – APPLICATIONS FOR REVENUE FUNDING 2007/08
[Wards Affected: All]

The purpose of the report at Appendix F is to consider the applications from the Sponsored Organisations for revenue funding in 2007/08.

The report details the assessment of applications against the approved Sponsored Organisation Scheme criteria and provides recommendations for funding.

Recommendation

It is recommended that the Executive
2. agrees the level of Waverley’s contribution to the Waverley Voluntary Grants Panel in 2007/08.
11. NATIONAL NON-DOMESTIC RATES - APPLICATION FOR RATE RELIEF
[Wards Affected: N/A]

The purpose of the report at Appendix G is to consider an application received by the Council for non-domestic rate relief, as provided for in the Local Government Finance Act 1988.

Recommendation

It is recommended that no rate relief, as set out in the recommendation in (Exempt) Annexe 2 to this report, be granted.

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

In December, the Council approved the appointment of specialist external advisors to assist in the negotiation of the contract for the future management and improvement of Waverley’s leisure centres in accordance with the Council’s approved Strategy. Members also requested officers to work up the management arrangements for overseeing the whole project and to report back with any further approval request. The report at Appendix H covers this issue.

Recommendation

It is recommended that the Executive: 1. supports one-off expenditure of up to £30,000 in the 2007/08 Budget to extend the contract to provide support to implement the Leisure Procurement Strategy, to include external project management support; and

2. approves the waiver of Contract Procedure Rules to enable the appointment of Capita Symonds to provide the lead project management support for the implementation of the Leisure Procurement Strategy.

13. PARKING SERVICES RESTRUCTURE FOR DECRIMINALISED PARKING ENFORCEMENT
[Wards Affected: All]

The purpose of the report at Appendix I is to present the restructuring of the Environment and Leisure Department’s Parking Services Section (the Parking Office) to accommodate the management and enforcement of both on-street and off-street parking under a Decriminalised Parking Enforcement (DPE) regime.

Recommendation

It is recommended to the Council that

1. the Director of Environment and Leisure and the Head of Personnel and Central Services be authorised to restructure the Parking Services Section of the Council in accordance with the proposals set out in this report, including the regrading of posts and recruitment of the required new posts; and

2. the officers listed in paragraph 30 of this report be granted authority to cancel Penalty Charge Notices in accordance with guidance issued under the Traffic Management Act 2004, and the Scheme of Delegation be amended accordingly.

14. PROPOSALS FOR A KITCHEN WASTE COLLECTION PILOT SCHEME
[Wards Affected: All]

The purpose of the report at Appendix J is to advise Members about possible courses of action that are materialising to develop a household kitchen waste collection service.

Recommendation

It is recommended that the Executive authorises officers to investigate proposals for a pilot kitchen waste collection service for Waverley, utilising grants and other sources of funding and existing approved budgets, and to report back on the outcome of these investigations.

15. PROPOSALS FOR REPOSITIONING THE WASTE MANAGEMENT SPECIAL INTEREST GROUP
[Wards Affected: All]

The purpose of the report at Appendix K is to advise Members about the possible wider role of the Waste Management Special Interest Group in relation to climate change considerations.

Recommendation

It is recommended that the Executive re-appoints the Waste Management Special Interest Group as a Climate Change Special Interest Group, with terms of reference as set out in the report.

16. ECONOMIC AND COMMUNITY DEVELOPMENT STRATEGY
[Wards Affected: All]

The report at Appendix L seeks Members views on the role and medium-term Strategy for Waverley’s future involvement in economic and community development activities. It reviews the previous themes of the Economic Opportunities Strategy and proposes that the key themes be re-applied as they have stood the test of time and been positively endorsed through an independent analysis of a range of local and regional partners and business leaders. The report also includes an overview of the Government’s proposals to reduce the post office network.

Recommendation

It is recommended that:

1. the priorities set out in Section 2 of the report should form the core of Waverley’s Economic and Community Development Strategy for the next five years with the addition of a reference to ‘aim towards sustainable green tourism wherever possible’; and

2. the observations set out in paragraph 35 of the report be included in the Council’s response to the Government’s consultation paper on the Post Office Network.

17. IMPLEMENTATION OF SMOKEFREE LEGISLATION IN WAVERLEY
[Wards Affected: All]

The purpose of the report at Appendix M is to advise members about the Council’s role in the introduction and enforcement of smokefree legislation.

Recommendation
i. Direct involvement with dutyholders to build compliance through education, advice and support; and
ii. The joint LSP project to raise awareness and understanding;
4. the Head of Environmental Services be authorised to appoint appropriate persons to undertake enforcement under The Health Act 2006 and associated Regulations and the Scheme of Delegation be amended accordingly.

18. INTERIM MINIPLAN
[Wards Affected: All Farnham Wards]

A report on the Interim Miniplan was presented to the Council on 12th December 2006 and a number of issues were raised. The matter was referred back to the Executive and a report was presented to the Executive meeting on 9th January 2007 which set out the matters to be looked at in more detail, and the report at Appendix N now considers the issues identified.

Recommendation

It is recommended to the Council that the Interim Miniplan be adopted as guidance to applicants that explains the Council’s approach to considering the Habitats Regulations 1994 for residential planning permissions that would have a likely significant effect on the Thames Basin SPA.


19. BLACKHEATH, SHAMLEY GREEN AND WONERSH VILLAGE DESIGN STATEMENT
[Wards Affected: Blackheath, Shamley Green and Wonersh]

The Executive considered the Blackheath, Shamley Green and Wonersh Village Design Statement (VDS) as a proposed Supplementary Planning Document at the meeting on 9th January 2007. Some suggestions for amendments were made, and the report at Appendix O sets out the amendments that have been agreed with the Village Design Statement Committee.

Recommendation

It is recommended that the Blackheath, Shamley Green and Wonersh Village Design Statement, as now amended, be adopted as a Supplementary Planning Document.

20. IN-DEPTH REVIEW OF WAVERLEY TRAINING SERVICES
[Wards Affected: All]

The report at Appendix P sets out the information gathered as part of the Corporate Overview and Scrutiny Committee’s In-depth Review of Waverley Training Services. It provides member and officer feedback on the visits by members to Waverley Training Services (WTS), the Pump House, Kimbers Lane, Farnham and the issues raised at a presentation given by a representative of the Surrey Learning and Skills Council (SLSC) on the development of training services for young people in Waverley. The Committee’s conclusions are set out later in the report.

Recommendation

It is recommended that the conclusions set out in the report be passed to the Executive for consideration.

21. REVIEW OF MEALS ON WHEELS SERVICE - UPDATE
[Wards Affected: All]

The report at Appendix Q seeks to update Members on the progress of the recommendations from the meeting on 3rd October 2006. It proposes that the Council should tighten the eligibility criteria for Meals-on-Wheels (MoW) and not introduce a formal annual assessment of clients.

Recommendation

It is recommended that the Executive:
2. introduces a formal annual reassessment process.

22. SPECIAL INTEREST GROUP REPORTS

To receive reports from the following Special Interest Groups:-

a. Member Development SIG - 9th January 2007 (Appendix R);

b. Housing SIG - 10th January 2007 (Appendix S);

c. Member/Tenants’ SIG - 29th January 2007 (Appendix T - To Follow).

23. GRANT OF FURTHER LAND AT UNITS 11 AND 12 GUILDFORD ROAD TRADING ESTATE
[Ward Affected: Farnham Moor Park]
The report at Appendix U seeks authority to increase the area of land to be included within a new lease of Units 11 and 12 Guildford Road Trading Estate, Farnham, shown hatched on the annexed plan, such land to be used for parking and traffic movement only.

Recommendation

It is recommended that the proposed new lease to Commercial Press (Guildford) Limited, be of the land shown both outlined and hatched on the plan at Annexe 1, with the land shown hatched to be used solely for car parking in connection with the land shown outlined, with other terms and conditions to be agreed by the Property and Development Manager.

24. DRAFT STATEMENT OF ACCOUNTS - AUDIT COMMITTEE APPROVAL
[Wards Affected: N/A]

The Accounts and Audit Regulations set out the requirements for the production and publication of the annual Statement of Accounts. These Regulations incorporate a requirement for the Draft Statement of Accounts to be approved by a resolution of a committee of a relevant body by 30th June.

Until last year, approval of the draft Statement of Accounts always coincided with the July Council meeting. However, with the Government’s introduction of a tighter timescale, a Special Council meeting had to be arranged before 30th June last year. The Audit Committee’s terms of reference currently requires the Committee to ‘review’ the annual Statement of Accounts. It is recommended that the Council authorises the Audit Committee to ‘approve’ the Statement of Accounts each year. This will also avoid having two Council meetings in close succession on an annual basis. The Audit Committee has a meeting scheduled to take place on 26th June 2007.

Recommendation

Background Papers (MD/DoF)

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


25. CHURT PARISH ELECTORAL ARRANGEMENTS
[Ward Affected: Frensham, Dockenfield and Tilford]

The Council agreed, at its meeting in December 2006, to ask the Electoral Commission to make the appropriate Order to increase the number of Councillors for the Rushmoor Ward of Frensham Parish Council from two to three.

The Commission hope to be able to make this Order in time for the May 2007 Parish elections. Whilst preparing for this Order, the Commission discovered that when Churt Parish Council had been established in 2003, Waverley had been told by the then Office of the Deputy Prime Minister that Electoral Arrangements for the new Parish should be included in the Order made by Waverley creating the new Parish of Churt. The Electoral Commission has pointed out that, in fact, the Commission should have made the Order for Electoral Arrangements.

The Executive is asked to support the making by the Electoral Commission of an Order to regularise the position of Churt Parish Council, which consists of 9 members, with no warding and a four yearly electoral cycle, to coincide with the Borough and Town and Parish elections pattern, with the next elections being held on 3rd May 2007.

There are no resource implications involved for Waverley.

Recommendation

The Executive is asked to express its support for the Electoral Commission making an Electoral Arrangement Order for Churt Parish, on the basis set out above.

Background Papers (MD)

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

26. LOCAL AREA AGREEMENTS

To consider the paper at Appendix V - To Follow.

27. ACTION TAKEN SINCE LAST MEETING

To endorse any action taken by the Head of Paid Service, 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.

28. 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 paragraphs of the revised Part I of Schedule 12A to the Act (to be identified at the meeting).

29. PROPOSED DISPOSAL OF HOUSING REVENUE ACCOUNT PROPERTY IN GODALMING
[Ward Affected: Godalming Charterhouse]

To consider the report at (Exempt) Appendix W.

30. BRIGHTWELLS BOWLS CLUB
[Wards Affected: All Farnham Wards]

To consider the report at (Exempt) Appendix X.

31. UNDERSHAW, PORTSMOUTH ROAD, HINDHEAD
[Wards Affected: Haslemere Critchmere and Shottermill]

To consider the report at (Exempt) Appendix Y.

32. 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/2006-07/261.doc