Waverley Borough Council Home Page Waverley Borough Council Home Page


Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 13/11/2001
Executive Agenda



NOTE 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 special Meeting held on 6th November 2001 (to be laid on the table half an hour before the meeting).

2. APOLOGIES FOR ABSENCE

To advise the Executive Committee of any apologies for absence received from members.

3. DISCLOSURE OF PECUNIARY AND OTHER INTERESTS
4. APPOINTMENTS TO OUTSIDE BODIES
[Wards Affected: N/A]

The Group Leaders have been notified and sent full details of these appointments.

Recommendation

It is recommended that consideration be given to

(a) the filling of the vacancy that has arisen on the Corporation of Godalming College; and

(b) submitting a name for nomination by the Surrey Local Government Association on the South East England Cultural Consortium.

Background Papers (CEx)

5. EXECUTIVE COMMITTEE - FOUR MONTH ROLLING PROGRAMME

[Wards Affected: All]

6. NEW CONSTITUTION SPECIAL INTEREST GROUP


[Wards Affected: N/A]

To consider the report at Appendix B – (to follow)


7. REPLACEMENT PLANNING COMPUTER SYSTEM

[Wards Affected: All]

The report at Appendix C summarises the results of the tendering process for the replacement planning computer system, makes recommendations for the preferred supplier and seeks authorisation for letting the contract as set out in (Exempt) Annexe 1 to this report.


Recommendation

It is recommended that

1. the letting of the contract to supply a development control system, associated software and services to the company and at a cost set out in (Exempt) Annexe 1, be approved; and

2. the purchase of a file server at the cost detailed in (Exempt) Annexe 1, be approved.

8. KILNFIELDS REGENERATION SCHEME
[Wards Affected: Haslemere North and Grayswood]

The report at Appendix D sets out the background to the Kilnfields redevelopment scheme. It updates members on the progress of preparation work and, after describing the assessment and short-listing procedures, put forward proposals for members to select a preferred contractor partner for the development of the project. The report from the Council’s Project Advisor, Airey Miller Partnership, advises on a partnering approach with a constructor leading to a Design and Build Contract. Adjustments to the HRA Capital Programme are also detailed.

Recommendation

It is recommended that:-

1. the Partnering approach detailed by the Airey Miller Partnership, as the Council’s Project Adviser, in Annexe 2 be adopted for the Kilnfields Project;

2. the evaluation Process as detailed in (Exempt) Annexe 3 be approved;

3. the two preferred contractors be invited to make a presentation to members and that the Executive Committee select the most suitable contractor at a meeting to be held on 4th December 2001;

4. officers and other members of the project Partnering team report further on costings, design and other associated matters in order to enter into a Design and Build Contract with guaranteed maximum price in due course; and

5. the revised financial model at (Exempt) Annexe 4 be accepted.


9. MILFORD HOSPITAL SPECIAL INTEREST GROUP

To consider the report at Appendix E (to follow).

10. REPAYMENT OF RENOVATION GRANT

Under the terms of the Housing Grants, Construction and Regeneration Act 1996, the authority has the discretion not to demand repayment of all or part of a Renovation Grant paid within five years prior to any sale in certain circumstances. The report at Appendix F seeks a decision on exercising that discretion and proposes a policy for future similar cases with delegation to officers.

There are financial, human rights and opportunities for all implications which are detailed in the report. There are no crime and disorder implications.

Recommendation

It is therefore recommended that:-

1. the Council be recommended to affirm a policy demanding the full repayment of renovation grants where the dwelling is sold within the 5 year grant condition period, in accordance with Section 45 of the Housing Grants, Construction and Regeneration Act 1996, such policy, in future, to be implemented by officers using delegated authority and that, where officers consider repayment in full to be inappropriate, having considered the merits of any such case, the matter be referred to the Executive Committee for decision; and

2. the Executive Committee be recommended to demand repayment of the renovation grant paid to this applicant in this particular case.

11. HOUSING DEPARTMENT RESPONSIVE REPAIRS SERVICE – MEASURED TERM CONTRACT 2001 (MTC)
[Wards Affected: All]

The report at Appendix G updates members on the tendering process for the Measured Term Contract, and to report on the evaluation and selection process for the successful contractors. The resource implications are detailed within the report and the Exempt annexe details the tenders received. Human Rights and Community Safety implications are part of the Landlords repairing obligations.


Recommendation

It is recommended that:-

1. the preferred contractors ,as selected by the Interview Panel be awarded the Measured Term Contract for responsive repairs to Waverley Borough Councils housing stock, for a minimum of three years subject to an annual review of targets achieved;

2. the Council enter into a formal JCT(MTC) contract with the selected contractors in accordance with the advice of Ridge and Partners;

3. the Draft HRA estimates for 2002/03 and subsequent years be adjusted to reflect the increase in costs outlined in this report; and

4. the Council be recommended that the upper limit for responsive repairs orders to be issued through the Schedule of Rates under the Measured Term Contract be raised to 10,000 and Standing Orders be amended accordingly.

12. COMMUNAL TELEVISION AERIAL SYSTEMS
[Wards Affected: All]

The purpose of the report at Appendix H is to inform members of the outcome of a tendering exercise to select consultants to carry out a survey of communal aerials within the Council owned stock. The survey will investigate the location and condition of communal aerials with a view to future updating or replacement. Resource implications are contained in the report and explain that funding will come from within existing approved budgets.

There are no community safety, environmental, Opportunities for All or human rights implications contained in this report.

Recommendation

It is recommended that:-

1. the tender submitted by the firm referred to in (Exempt) Annexe 1 to this report for the carrying out of a survey of communal television aerials owned by Waverley Borough Council, be accepted; and

2. the cost of this work to be met from within the existing budget set out in the capital programme.


13. DOMESTIC VIOLENCE HOSTEL – SERVICE LEVEL AGREEMENT
[Wards Affected: All]

The Council previously agreed to work in conjunction with Guildford and Mole Valley Councils and a Registered Social Landlord to enable the development of a Refuge for victims of Domestic Violence. The report at Appendix I seeks the Committee’s permission to enter into a formal Service Level Agreement with our partners and the RSL.

The resource and other implications for the Council are contained within the report at paragraphs 8 - 11.

Recommendation

It is recommended that the Director of Housing be authorised to enter into the Service Level Agreement prepared by Guildford Borough Council in respect of the Domestic Violence Refuge, the other parties being Guildford Borough Council, Mole Valley District Council and the Registered Social Landlord concerned.

14. HOUSING REVENUE ACCOUNT
PLANNED MAINTENANCE 2001-2002 – ELECTRICAL REWIRING CONTRACT
[Wards Affected: N/A]

The report at Appendix J seeks Committee approval to accept a tender for the electrical rewiring contract that forms part of the Housing Revenue Account approved Planned Maintenance Programme for 2001–2002. The tender exceeds the approved budget by more than 10%.

There are resource implications contained within this report.

Recommendation

It is recommended that the remaining lowest tender, as identified in (Exempt) Annexe 1 to this report, for the electrical rewiring programme that forms part of the approved Housing Revenue Account Planned Maintenance programme for 2001-2002, be accepted and that the additional costs be contained within the approved HRA Programmed Maintenance (MRA) budget provision for 2001/2002.

15. HOUSING REVENUE ACCOUNT
PLANNED MAINTENANCE 2001-2002 – VEHICULAR ACCESS AND PARKING IN HASCOMBE
[Wards Affected: Busbridge, Hambledon and Hascombe]

The report at Appendix K seeks approval to:-


1. provide an access road and parking area to a dwelling in Hascombe as part of the Council’s Housing Revenue Account programme of Disabled adaptations; and

2. submit a planning application for the proposed work.

There are resource implications contained within this report.

Recommendation

It is recommended that:-

1. a first resolution, in accordance with Regulation 3 of the Town and Country (General) Regulations 1992, be made to allow a planning application to be submitted for the construction of a vehicular access and parking space as identified in (Exempt) Annexe 1 to this report;

2. subject to obtaining planning permission, the scheme indicated at (Exempt) Annexe 1 to this report be approved and tenders be sought for the work. The cost of the works to be contained within the approved Housing Revenue Account Planned Maintenance budget for 2001/2002; and

3. discussions continue with Surrey County Council regarding the adoption of the proposed access.

16. HOUSING REVENUE ACCOUNT
PLANNED MAINTENANCE 2001-2002 – REPLACEMENT HEATING TO A DWELLING AT HASCOMBE
[Wards Affected: Busbridge, Hambledon and Hascombe]

The report at Appendix L seeks Committee approval to submit a planning application for the siting of a liquid petroleum gas tank at a dwelling in Hascombe to enable the installation of a gas fired space heating and hot water system.

There are resource implications contained within this report.

Recommendation

It is recommended that:- 17. PROPOSED AFFORDABLE HOUSING DEVELOPMENT - CRANLEIGH

Recommendation


The Joint Corporate and Community Overview and Scrutiny Committee recommends to the Executive Committee that:

1. there is a need for affordable housing in Cranleigh to warrant pursuing this project further;

2. it is appropriate for the Council as a Housing Authority to support New Downland Housing Association’s proposals in respect of land adjacent to Wyphurst Road, Cranleigh;


3. the financial and land transactions, in accordance with the proposed recommendation as set out in the (Exempt) Annexe be approved, subject to obtaining planning permission;

4. the cost of any off-site works, which may be a requirement of the Planning Authority, should be met by New Downland Housing Association; and

5. the remaining 9 acres of land be leased or licensed for agricultural purposes, subject to appropriate legal safe-guards in the best interests of the Council.

18. A3 THURSLEY JUNCTION SLIP ROADS AND SIDE ROADS ORDERS

[Wards Affected: Elstead, Peper Harow and Thursley; Witley]

The Highways Agency on behalf of the Secretary of State for Transport, Local Government and the Regions has published proposals to improve the junction at Thursley on the A3 with Dye House Road and French Lane. Draft orders were published on 27th September 2001 and an Environmental Statement was published in October. Observations have to be submitted to the Highways Agency by 23rd November 2001.

The report at Appendix N suggests comments to be forwarded to the Highways Agency. Copies of the relevant documents including detailed drawings and the full Environmental Statement, will be on display in the Council Chamber prior to the meeting.

There are no direct resource, “Opportunities for All” or human rights implications. The environmental and community safety implications are set out in the report.

Recommendation

It is recommended that:-

1. the comments in paragraph 19 of this report be endorsed as the views of this Council; and

2. the Director of Planning and Development be authorised to respond to the Highways Agency in the light of any additional comments and/or amendments made by the Environment Overview and Scrutiny Committee.

19. HISTORIC BUILDINGS GRANT APPLICATION – BRICK WALL AND FRIEZE, LYTHE HILL PARK, HASLEMERE
[Ward Affected: Haslemere South]

The report at Appendix O recommends that the Committee approve an application from the Lythe Hill Park Management Company for a grant of 1,500 from the 2001/2002 Historic Buildings Grant Budget. The grant would assist with the cost of on-site inspections and tests to the boundary brick wall, gateway and frieze at Lythe Hill Park and preparation of a restoration report and subsequent restoration work. The boundary wall, gateway and frieze are an unusual and historically valuable structure. The grant would ensure that the wall and the frieze were restored. The resources implications are the expenditure of 1,500 from the Historic Buildings Grant Budget for 2001/2002 and the environmental implication is the preservation of an important historic structure.

There are no ‘opportunities for all’ or Human Rights implications. The environmental resource and community safety implications are set out in the report.

Recommendation

The Committee offer a grant of 1,500 to the Lythe Hill Park Management Company for the preparation of a specification of works required to the gateway, wall and frieze at Lythe Hill Park and the subsequent implementation of the necessary repairs, from the 2001/2002 Historic Buildings Grant budget. The grant to be paid on completion of the work to the satisfaction of Waverley’s Historic Buildings Officer.

20. PLANNING SERVICES SPECIAL INTEREST GROUP

To consider the report at Appendix P (to follow).

21. REPORT FROM GODALMING LEISURE NEEDS SPECIAL INTEREST GROUP
Recommendation

1. the draft masterplan, including all options prepared by Parklife Ltd be the basis for consultation with interested parties;


2. the outcome of those consultations be reported back to the Godalming Leisure Needs Special Interest Group by the end of November; and

3. officers report back to the SIG on the potential approach(es) for procuring any capital assets related to this project.

22. REPORT FROM MEMBER/ TENANTS’ SPECIAL INTEREST GROUP

[Wards Affected: All]
To consider the report at Appendix R. The Special Interest Group

RECOMMENDS that

4. Officers invite tenders from specialist consultants to prepare the Council's Tenant Participation Compact, building on the information which already exists, and involving the Tenants Panel in the preparation of and evaluation of such tenders.

5. the procedure outlined in paragraph B.10 of the report for the management and planning for major works to garage areas be approved.

23. ACTION TAKEN SINCE LAST MEETING

To note any 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.

MONITORING REPORT

24. HOUSING SERVICE: EQUAL OPPORTUNITIES MONITORING
[Wards Affected: All]

The report at Appendix S summarises the Housing Authority’s duty to promote equality of opportunity and provides monitoring information about housing applications in 2000/01 in relation to race, gender and disability.

There are no resource or environmental implications arising from this report. There are clear “equal opportunities for all” implications since the Council is working to achieve equality of opportunity in relation to access to housing and related services for all sections of the community.

Recommendation

It is recommended that the report be endorsed.


25. OTHER MONITORING REPORTS

The following reports are attached for the information of the Committee:-

(i) Mortgage Arrears Appendix T

(ii) Cash Collection and Write-Offs Appendix U

26. EXCLUSION OF PRESS AND PUBLIC

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

That, pursuant to Standing Order 48(4) 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 paragraph(s) of Part I of Schedule 12A to the Act.

27. SECURITY IN WAVERLEY CAR PARKS
[Wards Affected: All]

To consider the report at (Exempt) Appendix V.

28. ADMINISTRATIVE SUPPORT FOR BUILDING CONTROL

To consider the report at (Exempt) Appendix W (to follow).

(Note: The reports relating the above items have been excluded from those copies of the agenda provided for inspection by members of the public as they relate to matters during which the meeting is likely not to be open to the public).