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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 22/05/2007
Agenda




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: 14th May 2007



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


Membership of the Executive
**To be confirmed at the Annual Council Meeting on 15th May 2007**



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/

*This meeting will be preceded by an informal open 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. APPOINTMENT OF CHAIRMAN

To confirm the appointment of the Leader of the Council as Chairman of the Executive for the Council Year 2007/2008.

2. APPOINTMENT OF VICE-CHAIRMAN

To confirm the appointment of the Deputy Leader of the Council as Vice-Chairman of the Executive for the Council Year 2007/2008.

3. MINUTES

To confirm the Minutes of the Special Meeting held on 24th April 2007 (to be laid on the table half-an-hour before the meeting).

4. APOLOGIES FOR ABSENCE

To advise the Executive of any apologies for absence.

5. 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.

6. QUESTIONS

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.

7. EXECUTIVE FOUR-MONTH ROLLING PROGRAMME

To adopt the four-month rolling programme of key decisions for Waverley Borough Council, attached at Appendix A for all members of the Council [N.B. the format will be amended to reflect the new Executive portfolios].

8. STARTING TIME OF COUNCIL MEETINGS

The Executive is invited to consider whether any change is appropriate to the starting times of meetings of the Council, the Executive, Committees and Sub-Committees. If a change is proposed, the Constitution does not specify a particular start time for meetings and therefore there would be no need to make any revisions to Procedure Rules.

Recommendation

It is recommended that consideration be given to the starting times of meetings of the Council, Executive, Committees and Sub-Committees and that, if appropriate, revised starting times will come into effect from 1st June 2007.


Background Papers (MD)

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

9. PLAYGROUND REPLACEMENT PROGRAMME - PROJECT MANAGEMENT SUPPORT
[Wards Affected: All]

In 2006 the Council embarked upon a major replacement and refurbishment programme of many of its play areas across the Borough. Whilst officers have made significant progress in letting many contracts for new facilities, the implementation and monitoring of this work now requires major time and expertise to ensure that the works are carried out on time, in budget and to the right standard. Officers are seeking approval to contract out the project management of the implementation of the remaining programme. The report at Appendix B - To Follow refers.

Recommendation

It is recommended that the Executive: 2. authorises the Director of Environment and Leisure, in conjunction with the Director of Finance and Solicitor to the Council, to negotiate contract terms and enter into an agreement to engage Glendale to perform this contract.

10. CHIDDINGFOLD CONSERVATION AREA APPRAISAL
[Ward Affected: Chiddingfold and Dunsfold]

A Conservation Area Appraisal has been carried out for Chiddingfold and the report at Appendix C - To Follow sets out the contents of the appraisal, its purpose and how it was produced. The Executive’s endorsement of the appraisal is sought, and on the basis of that endorsement, a public consultation will be carried out in June and July.

Recommendation

It is recommended that the Executive agrees the draft Chiddingfold Conservation Area Appraisal as a basis for public consultation.

11. CLEANER, GREENER, AND SAFER WAVERLEY AND GUILDFORD
[Wards Affected: All]

The Waverley and Guildford Joint Local Strategic Partnership (LSP) has decided to work on a joint project to improve specific environmental conditions in selected areas of each Borough. By working together on this project, it is proposed that partners will learn from each other about the ways they deliver relevant services and determine ways of further improving joint working. Also that information campaigns can be carried out more efficiently and have greater impact. A joint project team has been established with Officer representatives from Waverley and Guildford Environmental Services, Corporate Services and Communications. Surrey Police, Surrey Fire and Rescue, Surrey County Council and Guildford Environmental Forum are also represented.
This is basically an approach where an area is selected, through notification from the public/members/inspections, and all relevant services are then allocated to that area. They start at one end of the area/road/estate and then work through addressing the variety of issues as they go. It involves operational and monitoring activities. It provides an opportunity to deal with a wide variety of issues that affect the cleanliness and security of an area and also the general daily lives of the residents within those communities. Through the inclusion of ‘environmental improvements’ the project also intends to leave lasting improvements. Volunteer community clean-ups will also be encouraged and assisted.

Through joint working this project will address the following issues in targeted areas:
Litter picking and grass cutting
Graffiti
Fly tipping
Fly posting
Abandoned cars and any arson related issues
Parking issues
Overgrown hedges
Weeds

The next stage of the project is to invite nominations for the area-based approach. An invitation has already been sent to Waverley Town and Parish Councils and this is being extended to all Waverley members and to the public by way of a press release.

The project has been allocated funding from Waverley and Guildford Borough Councils for delivering enhanced services and for developing a communications campaign. Surrey County Council is also assisting with funding.

Recommendation

It is recommended that the report be noted.

12. RE-APPOINTMENT OF SPECIAL INTEREST GROUPS (SIGS) AND EMPLOYERS NEGOTIATING TEAM 2007/2008

12.1 Special Interest Groups

The Special Interest Group (SIG) Protocol has been adopted as part of the Constitution and, under the protocol, it is necessary to determine whether or not it is appropriate to re-appoint all or some of the Special Interest Groups listed below for the new Council year (number of members on each SIG and date last met shown in brackets).

i. Member/Tenants’ SIG (8 Waverley) [29.01.07]

The Member/Tenants' SIG is the principal forum for matters of mutual interest to Waverley Councillors and Waverley tenants and, unlike other SIGs, is a Standing SIG (not time limited) and is open to the public and press. The next scheduled meeting is on 2nd July and because of its nature and role, it is recommended that the SIG be re-appointed for 2007/2008 regardless of any decisions taken in respect of the other SIGs.

The Tenants' Panel will be submitting the names of their representatives for 2007/08 shortly.

ii. Modernising Planning SIG (12) [28.02.07]
iii. Planning Policy SIG (9) [16.10.06]

iv. East Street SIG (5) [Although reappointed by the Executive in May 2005 and May 2006, the SIG did not meet in 2005-2006 or 2006-2007].

v. Housing SIG (10) [10.01.07]

vi. Constitution SIG (7) [11.09.06]

vii. Waverley Leisure SIG (10) [26.02.07]

viii. Services for Young People SIG (7) [did not meet in 2006/2007]

ix. Waste Management and Climate Change SIG (8 Waverley) [27.03.07]

x. Local Government Reform SIG (7) [13.02.07]

xi. Member Training and Development SIG (6) [03.04.07]

xii. Healthcare Commission SIG (7) [07.02.07]

[Following the submission of any names from Group Leaders, the proposed membership of SIGs for 2007/2008 will be set out at Appendix D - To Follow.

Recommendation

The Executive is recommended to review the above named Special Interest Groups and to consider the re-appointment of those it decides are still needed in 2007/2008.

12.2 Joint Negotiating Committee (JNC) for Pay and Conditions - Employers Negotiating Team

To appoint the Members of the Employers’ Negotiating Team whose role is to conduct negotiations with the staff through the Waverley Joint Negotiating Committee for Pay and Conditions and all matters concerning local pay and conditions of service. The meetings of the Joint Negotiating Committee are usually held in November/December each year. The Employers’ Negotiating Team comprises 6 members.

If any names are submitted by Group Leaders before the meeting, these will be separately circulated.

Recommendation

That the appointment of members to the Employers’ Negotiating Team for 2007/2008 be determined.

13. APPOINTMENT OF REPRESENTATIVE ON SURREY LOCAL GOVERNMENT ASSOCIATION (SLGA) AND NOMINATIONS TO OTHER BODIES
[Wards Affected: N/A]

13.1 This Council is entitled to appoint one representative plus a reserve to serve on the Surrey Local Government Association (SLGA). In 2006/2007, the Council was represented by the Leader and Deputy Leader. These appointments should be confirmed at this meeting.

13.2 Appointments to a number of external bodies for which the SLGA is responsible are reserved to District/Borough Councils on a rota basis. Waverley is able to nominate one candidate (unless otherwise indicated) for consideration for appointment to each of those bodies.

13.3 The SLGA has now advised that vacancies exist on the following outside bodies:-

Three Year Term (2007-2010)
Nominees
(if any)
Surrey Historic Buildings Trust
tba
SCC Health Scrutiny Select Committee (cannot be members of the Council’s Executive)
tba
Supporting People Commissioning Body
tba
Annual Appointments
Countryside Access Forum
tba
High Sheriff's Award
tba
SCC Pension Fund – Investment Advisors Group
tba
Surrey Economic Partnership
tba
South East Reserve Forces’ and Cadets’ Association
tba

13.4 If any names are put forward for the outside bodies listed above, these will be reported as an addendum to this item.

Recommendation

It is recommended that:-

1. the appointment of the Borough Council's representative (and reserve) on the Surrey Local Government Association in 2007/2008 be determined; and

2. any nominations for consideration for appointment by the Association to external bodies be determined.

Background Papers

Letter from SLGA dated 18th April 2007 and Letter to Group Leaders dated 11.5.07.

14. LOCAL GOVERNMENT ASSOCIATION (LGA) ANNUAL MEETING 2007

The Local Government Association (LGA) is holding the Annual Meeting of the General Assembly in Birmingham on 3rd July this year and Waverley will need to appoint representatives.

Recommendation

It is recommended that, as in previous years, the Leader of the Council (or reserve) attend the LGA Annual Meeting of the General Assembly.

Background Papers

LGA Notification dated April 2007.


15. REPRESENTATIVES ON OTHER KEY OUTSIDE BODIES
[Wards Affected: N/A]

It is proposed that the following appointments to key outside bodies be determined at this meeting. The remaining appointments to outside bodies will be dealt with at the next meeting on 12th June 2007. Where names have been submitted, these are shown in brackets:

i. South East Employers
(1 representative + 1 reserve)

[N.B. Representatives should have close involvement/interest in the HR/organisational development and should ideally include a member of its Executive, Scrutiny or other Committee with HR responsibilities].

ii. National Parking Adjudication Services Joint Committee
(1 representative + 1 substitute)

[N.B. the first meeting of the Committee will take place on Tuesday 26th June 2007 in Solihull, West Midlands].

16. ACTION TAKEN SINCE LAST MEETING

To note any decisions taken by the Head of Paid Service after consultation with the Chairman and Vice-Chairman since the last meeting. The Register of Decisions will be laid on the table half an hour before the meeting.

17. 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 paragraph(s) of the revised Part I of Schedule 12A to the Act (to be identified at the meeting).

18. 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/2007-08/001