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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 05/04/2005
Minutes




103
MINUTES of the MEETING of the EXECUTIVE held on 5th April 2005

(To be read in conjunction with the Agenda for the Meeting)
*Miss G B W Ferguson (Chairman)*Mr C H Mansell
*Mrs C E Savage (Vice-Chairman)*Mr K T Reed
*Mr S D Edge*Mr J E Robini
*Mr B Grainger-Jones*Mr V K Scrivens
Mr P HaveronVacancy

* Present

330. MINUTES (Agenda Item 1)

The Minutes of the Meeting of the Executive held on 29th March 2005 were confirmed and signed.

331. APOLOGIES (Agenda Item 2)

An apology for absence was received from Mr P Haveron.

332. DISCLOSURE OF INTERESTS (Agenda Item 3)

The following Members declared interests:-

Personal - Mr V K Scrivens - Item 10 (Community Partnerships Fund, in relation to the New Farnham Repertory Company - as attending their plays and enjoying their productions, and this is also the subject of legal proceedings.

Personal and Prejudicial - Mr C H Mansell - Item 10 (Community Partnerships Fund, in relation to Farnham Youth Project - as a trustee of the Farnham Youth Project and a major beneficiary.

Personal and Prejudicial - Mr J E Robini - Item 10 (Community Partnerships Fund, in relation to the Farnham Youth Project - Waverley Trustee). Item 24 (Waverley Community Safety Strategy - works for Surrey Police).

333. PETITIONS (Agenda Item 4A)

The Chairman referred to a petition in accordance with Procedure Rule 10.9, organised by Mrs Patricia Larke and containing 391 signatures, the prayer of which read as follows:-

"We think that the Redgrave Theatre should have been included in the list of choices for the consultation and road show entitled "Health Care" ".

It was noted that Mrs Larke would be asking a question on this subject at the Council meeting on 19th April.

RESOLVED that the petition be received.


334. QUESTIONS (Agenda Item 4B)

In accordance with Procedure Rule 10, Mrs C Cockburn asked a question relating to correspondence from the Environment Agency in connection with the flood plain at Riverside, Farnham and a further question with regard to the phasing of the East Street development.

The Portfolio Holder responded to the questions, stating that in relation to flood risk the Executive had been advised of the increasing requirements of the Environment Agency in October 2004 and that phasing had always been the intended method of processing the planning side of the redevelopment scheme.

335. EAST STREET, FARNHAM RE-DEVELOPMENT (Agenda Item 5)

RESOLVED that the update report on the East Street re-development scheme be received and noted.

336. EXECUTIVE - FOUR MONTH ROLLING PROGRAMME (Agenda Item 6)

RESOLVED that the four month rolling programme of key decisions for Waverley Borough Council be approved, subject to minor amendments as follows:-

(i) Finance Strategy - June 2005 : to be added to the list of items under the Finance, Human Resources and Best Value portfolio; and

(ii) Decriminalised Parking Enforcement : to be moved from Environment portfolio to the Community, Youth and Car Parks portfolio.

337. SOUTH EAST PLAN : CONSULTATION ON ISSUES AND OPTIONS (Agenda Item 7)

In presenting the report on this matter, officers advised that SEERA had a contract with Royal Mail to send out leaflets and questionnaires on the South East Plan to every household in Waverley. It had become apparent that a number of households had still not received their questionnaires and this issue would be raised with SEERA. In the meantime, further responses to the questionnaire had been received in the days leading up to the Executive meeting and the officers updated Members on the current position.

The report also summarised the views/conclusions which had emerged from:-

(a) the various workshops that had been held for Parish and Town Councils, local organisations, Housing Associations and Registered Social Landlords;

(b) the Local Strategic Partnership;

(c) the Citizens' Panel;

(d) the Council (on 22nd February);

(e) the Informal Council (on 28th February);

(f) the County Council; and

(g) the Planning Policy Special Interest Group (SIG).

The Executive concurred with the view of the SIG that the Council's response would be more forcibly put to SEERA if it concentrated on a limited number of issues. It agreed that the views of the SIG (as set out in paragraphs 35 and 36 of the agenda report) should generally be supported, but wished to reinforce the wish that Farnham should not be included in the Western Corridor Blackwater Valley sub-region and felt that where the phrase "areas like Waverley" had been used, this should be changed to "adjacent areas".

RESOLVED to RECOMMEND to the Special Meeting of COUNCIL on 12th April 2005 that the points made in the report, in particular those contained in paragraphs 35 and 36, as amplified above, form the basis of the Council's response to SEERA.

[It was also agreed that a more flexible debating procedure be adopted for the Special Council meeting.]

338. BEST VALUE AND LOCAL PERFORMANCE INDICATORS : REVIEW OF WAVERLEY'S PERFORMANCE FOR THE FIRST NINE MONTHS OF 2004/05 (Agenda Item 8)

RESOLVED that the information contained in the report on Waverley's performance during the first nine months of 2004/05 in respect of its Best Value and Local Performance Indicators be received and noted.

339. SERVICE PLANS 2005/06 (Agenda Item 9)

RESOLVED that the report on the key action taken by officers as part of the Comprehensive Performance Assessment Improvement Plan be received and that it be noted that the Service Plans are now available on the Council's website.

340. COMMUNITY PARTNERSHIPS FUND – APPLICATIONS FOR 2005/06 (Agenda Item 10)

RESOLVED to RECOMMEND to COUNCIL that:-

1. the recommended high priority grants under the Community Partnerships Fund for 2005/06, as detailed in Annexe 1 to the report, totalling 197,038, subject to the conditions of grant being met by each applicant, be approved; 2. the recommended grants under the Community Buildings Grant Scheme for 2005/06, as detailed in Annexe 1 to the report, totalling 21,800, including the 1,000 for the Village Halls Adviser, subject to the conditions of grant being met by each applicant, be approved; 3. the balance of the remaining 41,162 for 2005/06 be ring fenced to fund high priority projects that may emerge during 2005/06; and 4. the existing ring-fenced funding of 16,800 in 2004/05 for the Waverley Hoppa Community Transport (Hospital Hoppa Pilot Scheme) be approved and the budget moved forward to 2005/06, subject to the conditions of grant being met.

[Mr J E Robini left the Chamber for part of the discussion on this item - see Minute No. 332 above.]

341. EFFICIENCY REVIEW - GERSHON (Agenda Item 11)

RESOLVED that the report on the requirements of the Government's Efficiency Review be noted and that, additionally:-

1. the strategy for securing efficiency gains in 2005/06 and the key actions to be taken in the year be agreed; and

2. officers be requested to:-

(a) complete the detailed returns within the timescale and in accordance with the Government's requirements; and

(b) monitor progress against the target during the year and report back to the Executive as appropriate.

342. MANAGEMENT STRUCTURE - RE-SHAPING THE COUNCIL (Agenda Item 12)

This matter was an "open" item on the agenda with an exempt annexe and much of the discussion was held in "open" session. A part of the discussion, however, was held with the public and press excluded (see also Minute No. 362 below).

343. ENVIRONMENTAL POLICY (Agenda Item 13)

RESOLVED that the Environmental Policy, attached as Annexe 1 to the report, be adopted, subject to the deletion of the bullet point - "Having a "green" electricity contract for our main office building".

344. HEALTH AND SAFETY SERVICE PLAN (Agenda Item 14)

RESOLVED to RECOMMEND to COUNCIL that:-

1. the proposed Health and Safety Service Plan contained at Annexe 1 to the report be approved;

2. the proposed Accident Investigation and Health and Safety Enforcement Policy and Officer Authorisation Policy contained at Appendices 6, 7 and 8 respectively of the Service Plan be approved; and

3. it be noted that the proposed service plan for 2005/06 will be the first of a series of annual Health and Safety service plans against which performance and achievements will be monitored and reported to the Executive.


345. FLY TIPPING - IN-DEPTH REVIEW (Agenda Item 15)

RESOLVED that the report outlining the observations of the Environment and Leisure Overview and Scrutiny Committee be received and that it be noted that a surveillance camera has been acquired and is now being used.

346. REVIEW OF DEVELOPMENT CONTROL (Agenda Item 16)

RESOLVED that the report outlining the observations of the Environment and Leisure Overview and Scrutiny Committee on this matter be received and noted.

347. WAVERLEY BOROUGH CYCLING PLAN (Agenda Item 17)

RESOLVED to RECOMMEND that the Waverley Borough Cycling Plan be adopted as a Supplementary Planning Document.

348. HOUSING SPECIAL INTEREST GROUP (SIG) (Agenda Item 18)

RESOLVED that:-

1. the report of the Special Interest Group (SIG) be received; and

2. the Terms of Reference for the current stage of the SIG's work be approved and adopted.

RESOLVED to RECOMMEND that the principle of the new Registered Social Landlord becoming an admitted body to Surrey County Council's pension scheme be supported.

349. REVIEW OF THE COUNCIL'S POLICY FOR DISABLED ADAPTATIONS IN COUNCIL (MANAGED) PROPERTIES, IMPROVING THE ASSESSMENT PROCESS AND DEVELOPING A FAST TRACK SYSTEM FOR MINOR WORKS (Agenda Item 19)

RESOLVED that:-

1. the revised policy for Disabled Adaptations in Council (Managed) Properties be adopted;

2. support be given to the concept of housing staff improving the assessment process for disabled adaptations, in accordance with the agenda report;

3. the development of a fast track system for minor adaptations be supported; and

4. the officers report back to the Special Interest Group on the outcome of the pilot scheme.


350. FUTURE OF A COUNCIL OWNED PROPERTY IN GODALMING (Agenda Item 20)

This matter was an "open" item on the agenda with an exempt annexe and part of the discussion was held in "open" session. Some discussion, however, was held with the public and press excluded (see also Minute No. 363 below).

351. EXPLORING CHOICE BASED LETTINGS (Agenda Item 21)

RESOLVED that detailed work be carried out to explore the introduction of a Choice Based Lettings System for Waverley and that further reports be made, initially to the Community Overview and Scrutiny Committee, in due course.

352. ADOPTION OF A PREFERRED ENERGY SUPPLIER FOR HOUSING REVENUE ACCOUNT PROPERTIES (Agenda Item 22)

RESOLVED to RECOMMEND to COUNCIL that the Director of Housing be granted delegated authority to accept the current proposal from Southern Electric to act as preferred energy supplier and subsequently to negotiate and agree any future amendments.

353. ANNUAL REVIEW OF CONTRACT PROCEDURES RULES (Agenda Item 23)

RESOLVED to RECOMMEND to COUNCIL that the proposed amendments to Contract Procedure Rules (CPR's), as shown in Annexe 1 to the agenda report, be approved, these to come into effect on 1st May 2005.

354. WAVERLEY COMMUNITY SAFETY STRATEGY (Agenda Item 24)

RESOLVED to RECOMMEND to COUNCIL that the Community Safety Strategy for the period 2005-2008, as contained in Annexe 1 to the agenda report, be adopted.

355. PROPOSED DECLARATION OF THREE AIR QUALITY MANAGEMENT AREA (AQMAS) (Agenda Item 25)

RESOLVED that:-

1. three AQMAs using the 40g/m3 NO2 contours in Hindhead, Farnham, and Godalming, as set out in Annexe 1 to the agenda report, be declared; 2. officers prepare the necessary Air Quality Action Plans to reduce levels of NO2 in these three areas; and 3. officers report back to the Executive with the Action Plans, including input from Surrey County Council, within the relevant timescales.

356. WORK OF THE CONSTITUTION REVIEW SPECIAL INTEREST GROUP - PROPOSALS FOR IMPROVING WAVERLEY'S OVERVIEW AND SCRUTINY PROCESSES - INTERIM REPORT (Agenda Item 26)

RESOLVED that the current position on this matter be noted.

357. LEASE OF LAND, CHERRY TREE CLOSE, FARNHAM (Agenda Item 27)

RESOLVED that the Borough Council accepts a lease from Surrey County Council of the land shown hatched on the submitted plan for a period of 125 years for a peppercorn rent, other terms and conditions to be agreed by the Property and Development Manager.

358. BUDGET MONITORING (Agenda Item 28)

RESOLVED that the latest Budget Monitoring report be received and noted.

359. TENDER EVALUATIONS - ENVIRONMENTAL CONTRACTS AND GROUNDS MAINTENANCE CONTRACT (Agenda Item 29)

RESOLVED that:-

1. the current position in relation to this matter be noted; and

2. there will be a further, more detailed, report on the agenda for the Special Meeting of the Executive on 19th April 2005.

360. ACTION TAKEN SINCE LAST MEETING (Agenda Item 30)

RESOLVED that the action taken by the Chief Executive, after the appropriate Member consultation, be noted.

361. EXCLUSION OF PRESS AND PUBLIC (Agenda Item 31)

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 items 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 items, 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 I of Schedule 12A to the Local Government Act 1972 indicated:-

Minute No. 362

Any instructions to Counsel and any opinion of Counsel (whether or not in connection with any proceedings) and any advice received, information obtained or action to be taken in connection with:-

(a) any legal proceedings by or against the authority; or

(b) the determination of any matter affecting the authority

(whether, in either case, proceedings have been commenced or are in contemplation). (Paragraph 12)


Minute No. 363

Information relating to any particular occupier or former occupier of, or applicant for, accommodation provided by or at the expense of the authority. (Paragraph 3)

362. MANAGEMENT STRUCTURE - RE-SHAPING THE COUNCIL (Agenda Item 12; see also Minute No. 342 above)

RESOLVED to RECOMMEND to COUNCIL that:-

1. the review of the Council’s overall management structure consequent on the final outcome of the Housing Options Appraisal be approved;

2. the indicative timetable for the revised review, as set out in the report, be approved; and

3. the consultants be advised, formally, that the Council no longer requires them to continue the consultancy work.

363. FUTURE OF A COUNCIL OWNED PROPERTY IN GODALMING (Agenda Item 20; see also Minute No. 350 above)

RESOLVED that:-

1. the proposal to demolish Oakbraes, Frith Hill Road, Godalming, with the intention to redevelop the site with eight x two bedroom flats be agreed; and

2. a first resolution in accordance with Regulation 3 of the Town and Country Planning (General) Regulations 1992 be approved to allow a planning application to be submitted for the demolition of Oakbraes, Frith Hill Road, Godalming, and the redevelopment of the site with eight x two bedroom flats.

The meeting concluded at 9.51 pm.



Chairman





comms/executive/2004-05/495
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