Agenda : Executive on 04/12/2007

Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 04/12/2007
Agenda

Fax No: 01483 523475
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When calling please ask for: Emma McQuillan
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Date: 23rd November 2007

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

Membership of the Executive

Cllr R J Gates (Chairman)	Cllr D J Munro
Cllr Mrs P M Frost (Vice-Chairman)	Cllr S N Reynolds
Cllr M H W Band	Cllr J R Sandy
Cllr B A Ellis	Cllr R J Steel
Cllr D C Inman	Cllr A E B Taylor-Smith

Dear Councillor

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

DATE: TUESDAY, 4TH DECEMBER 2007

TIME:

6.45 P.M. *

PLACE: COUNCIL CHAMBER, COUNCIL OFFICES, THE BURYS, GODALMING

Yours sincerely

MARY ORTON

Chief Executive

*This meeting will be webcast and can be viewed by visiting http://www.waverley.ukcouncil.net/

*The informal question time session is now being dealt with as the first item before the formal agenda

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. INFORMAL PUBLIC QUESTION TIME

The Chairman to receive any informal questions from members of the public (for a maximum of 15 minutes).

2. MINUTES

To confirm the Minutes of the Meeting held on 6th November 2007 (to be laid on the table half-an-hour before the meeting).

3. APOLOGIES FOR ABSENCE

To advise the Executive of any apologies for absence.

4. 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.

5. QUESTIONS

The Chairman to respond to any questions received from members of the public in accordance with Procedure Rule 10.

6. 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. [Those items which can now be removed from the Rolling Programme are identified in struck through text, and any items that have been added are identified in bold text.]

Recommendation

It is recommended that the four-month rolling programme be adopted subject to agreement of the amendments highlighted in Appendix A.

7. SENIOR MANAGEMENT RESTRUCTURING

[Executive Portfolio Holder for Human Resources: Cllr Mrs P M Frost]
[Wards Affected: N/A]

The report at Appendix B presents the proposals of the Chief Executive for the restructuring of the Council’s senior tiers of management.

Recommendation

It is recommended to the Council that

1. the new senior management structure, as illustrated in this report, be approved, to come into effect on 1st January 2008;

2. the Council’s currently serving Directors be appointed to new Strategic Director posts, as follows:

· Paul Wenham – Deputy Chief Executive (S151) Officer
· Stephen Thwaites – Strategic Director (Environment)
· Peter Maudsley – Strategic Director (Leisure and Regulation)
· David January – Strategic Director (Housing and Community);

3. in accordance with the Representation of the People Act 1983 and all other statutes and regulations, the Chief Executive be appointed to undertake the duties of Electoral Registration Officer, Returning Officer (including Acting Returning Officer for Parliamentary elections, Deputy Returning Officer for County Council elections and Local Returning Officer for European elections) and Local Counting Officer (in respect of referenda) and that the Head of Democratic Services be appointed as her deputy;

4. the Head of Internal Audit be appointed as the Council’s Monitoring Officer;

5. the Head of Finance and Performance be re-appointed as the Council’s Deputy S151 Officer;

6. delegated authority be granted to the Chief Executive to make the appropriate associated amendments to the Council’s constitution in respect of changes to job titles, names of Departments etc;

7. the Post of Head of Corporate Services & Development (AA02) be made redundant, in accordance with the legal advice attached to this report (Exempt Annexe 3), and that severance be paid to the post-holder on the terms set out in (Exempt) Annexe 4;

8. the posts of Head of Personnel and Central Services (AB01), Corporate Support Officer (AE04) and Engineering Manager (EA07) be deleted from the establishment, and that the following new posts be established:

· Head of Environmental Services
· Human Resources/Training Officer
· Partnerships Officer;

9. approval be granted for postholder Property/Development Manager (CC01) to take “flexible retirement” on the terms set out in (Exempt) Annexe 2;

10. the one-off costs arising from the restructure proposals as detailed in (Exempt) Annexe 2 be funded from the Revenue Reserve Fund in the first instance, and offset by any revenue saving on the General Fund in 2007-2008; and

11. the structure now proposed be reviewed further in 12 months time, to ensure that the desired service and financial benefits are being effectively achieved.

8. EAST STREET DEVELOPMENT, FARNHAM

[Portfolio Holder for East Street: Cllr R J Gates]
[Wards Affected: All Farnham Wards]

The purpose of the report at Appendix C is to inform Members of the outcome of negotiations on a further Deed of Variation to the Conditional Contract, as authorised by the Council on 16th October 2007.

Recommendation

It is recommended that

1. the Executive recommends to the Council that a further Deed of Variation be agreed in which:-

(a) reference to “phases” be eliminated and appropriate reference to “elements” be inserted;

(b) the contract should become unconditional no later than 31.12.08;

(c) development is to start within 6 months of the contract becoming unconditional and be completed within 2 years and 6 months of the start; and

(d) the required elements be amended to allow reinstatement of the area of the former bowling green to become an open amenity immediately following completion; and

2. the Executive consider the recommendations in the (Exempt) Annexe to the report (to follow) and make appropriate recommendations to Council.

9. PROPOSAL FOR THE INTRODUCTION OF AREA PLANNING COMMITTEES

[Portfolio Holder for Planning: Cllr B A Ellis]
[Wards Affected: All]

The Council pledged to review the current Development Management Committee system with the aim of improving local Member involvement in decision-making. The report at Appendix D sets out a proposal for the creation of four Area Planning Committees and the retention of a Joint Planning Committee to replace the current system.

Recommendation

The Executive is invited to recommend to the Council that

1. the constitution be changed to create four Area Planning Committees and a Joint Planning Committee, as set out in the report;

2. the new structure be implemented from 1st January 2008 and a review of the system be carried out in September 2008 with a view to making recommendations on any further improvements to the Council;

3. officers monitor the demands of additional resources, as may be required by the changes and raise any significant demands with the Chief Executive and the relevant portfolio holders with a view to resolving any gaps, and the provision for the proposed half post in Democratic Services be included in the draft revenue estimates for 2008/2009; and

4. all members should have completed planning training before taking decisions at the new Committees.

10. FINANCIAL STRATEGY 2008/2009 – 2011/2012

10.1 Draft General Fund Revenue Estimates 2008/2009

[Portfolio Holder for Finance: Cllr M H W Band]
[Wards Affected: All]

The report at Appendix E.1 presents the 2008/2009 draft General Fund Revenue Estimates for consideration by the Executive. The Executive will be informed of any comments made by the Overview and Scrutiny Committees during the November cycle of meetings.

The provisional Revenue Support Grant Settlement is due to be announced in early December. The Executive will be advised of the updated position following the announcement.

Recommendation

It is recommended that:

1. the Executive asks the Overview and Scrutiny Committees to give consideration to the detailed General Fund Budget papers for 2008/2009 and identify spending priorities and any areas for savings; and

2. the Executive gives further consideration to the General Fund Budget for 2008/2008 at its meeting on 8th January 2008.

10.2 Draft General Fund Capital Programme 2008/2008

[Portfolio Holder for Finance: Cllr M H W Band]
[Wards Affected: All]

The report at Appendix E.2 puts forward initial proposals for the draft 2008/2009 Three–Year Capital Programme in respect of the General Fund services.

Recommendation

It is recommended that the Executive give initial consideration to the draft Capital Programme for General Fund services.

10.3 Housing Revenue Account - Draft Capital Programme 2008/2009

[Portfolio Holder for Finance: Cllr M H W Band
Portfolio Holder for Housing: Cllr Mrs P M Frost]
[Wards Affected: All]

The report at Appendix A.3 puts forward proposals for the draft 2008/09 three-year Capital Programme in respect of the Housing Revenue Account (HRA). Members are invited to comment on the proposals, particularly those for 2008-09.

Recommendation

It is recommended that the Executive gives initial consideration to the draft 2008/09 HRA Capital Programme.

10.4 Housing Revenue Account - Draft Revenue Estimates 2008/2009

[Portfolio Holder for Finance: Cllr M H W Band
Portfolio Holder for Housing: Cllr Mrs P M Frost]
[Wards Affected: All]

As part of the budget process, the report at Appendix E.4 seeks the views of the Executive on the first draft of the Housing Revenue Account (HRA) Estimates for 2008/09. The report provides Members with a preliminary indication of the base estimated position for 2008/09.

Recommendation

It is recommended that the Executive

1. asks the Community Overview and Scrutiny Committee to consider the detailed HRA budget papers for 2008-09 and identify spending priorities within the landlord service; and

2. gives further consideration to the HRA budget for 2008/2009 at its meeting on 8th January 2008.

10.5 Setting of Council Tax Base 2008/2009

[Portfolio Holder for Finance: Cllr M H W Band]
[Wards Affected: All]

The purpose of the report at Appendix E.5 is to seek approval of the 2008/2009 council tax base which, under the provisions of the Local Government Finance Act 1992, the Council is required to determine prior to approval of the Council’s budget for 2008/2009.

Recommendation

It is recommended that the Executive approves that, pursuant to the foregoing report and in accordance with the Local Authorities (Calculation of Tax Base) (Amendment) Regulations 2003, the council tax base for Waverley and for each of the Town/Parish Council areas for the year 2008/2009 shall be as shown in Annexe 1 to the report.

11. COMMUNITY PARTNERSHIPS FUND - GRAFHAM GRANGE FOOTBALL PROJECT

[Portfolio Holder for Partnerships and Community: Cllr D J Munro
Portfolio Holder for Leisure: Cllr R J Steel]
[Wards Affected: All]

The purpose of the report at Appendix F is to consider a request from Grafham Grange School for a grant towards its football project from the Community Partnerships Fund.

Recommendation

It is recommended that the Executive:

1. agrees that a grant of £2,000 be made towards the Grafham Grange synthetic turf sports pitch/football project; and

2. subject to the decision in (1) above, agrees that any additional funding be met from the ring-fenced Community Partnerships Fund balance.

12. MUSEUM OF FARNHAM GARDEN CLASSROOM

[Portfolio Holder for Leisure and Culture: Cllr R J Steel
Portfolio Holder for Partnerships: Cllr D J Munro]
[Wards Affected: All Farnham Wards]

The purpose of the report at Appendix G is to seek approval to draw down the £25,000 Community Partnership Grant which was earmarked by the Council as a contribution towards the Museum Garden Classroom project costs in July.

Recommendation

The Executive is requested to:

1. agree that the previously agreed grant of £25,000 from the 2007/8 Community Partnership Fund be drawn down as a contribution towards the Museum of Farnham Garden Classroom replacement project; and

2. approve the use of CPR Q101(h) to allow the appointment of MEA.

13. LICENSING ACT 2003 - PUBLIC CONSULTATION ON REVIEW OF THE COUNCIL’S STATEMENT OF LICENSING POLICY

[Portfolio Holder for Safer Waverley: Cllr B A Ellis]
[Wards Affected: All]

The purpose of the report at Appendix H is to enable the Council to consider comments on the three-year review of the Statement of Licensing Policy for Waverley, against which applications for licences under the 2003 Licensing Act (the Act) are considered. The report was considered by the Licensing and Regulatory Committee on 20th November and its observations are set out in the report.

Recommendation

It is recommended that the revised version of the Statement of Licensing Policy for Waverley be recommended to the Council for adoption in time for the statutory implementation deadline of 7th January 2008.

14. EMPTY HOMES STRATEGY

[Portfolio Holder for Housing: Cllr Mrs P M Frost]
[Ward Affected: Godalming Farncombe and Catteshall]

The report at Appendix I was considered by the Community Overview and Scrutiny Committee at its meeting on 10th September 2007. It is considered good practice for local authorities to have an Empty Homes Strategy, which outlines the ways in which councils will deal with homes in both the private and public sector that are empty for long periods of time. A draft Empty Homes Strategy is attached to the report for the consideration of the Executive.

Recommendation

It is recommended that the Executive endorses the draft Empty Homes Strategy.

15. WYATT’S CLOSE, GODALMING

[Portfolio Holder for Housing: Cllr Mrs P M Frost]
[Ward Affected: Godalming Farncombe and Catteshall]

The report at Appendix J advises the Executive about an approach made by the Worshipful Company of Carpenters, which is the Trustee of the Richard Wyatt Almshouses in Godalming. The Company has indicated that the Almshouse Trust is interested in taking on the ownership of the bungalows at Wyatt’s Close. The report outlines the implications of this suggestion and recommends that the Council should ‘trickle transfer’ bungalows to the Almshouse Trust as and when they become vacant.

Recommendation

It is recommended that:

1. the Council agrees to the principle of disposing of the 32 bungalows at Wyatt’s Close, Godalming to Wyatt’s Almshouses as and when they become vacant, subject to negotiations with Worshipful Company of Carpenters;

2. consent from the Department of Communities and Local Government be obtained for the disposal programme;

3. the Director of Housing be authorised to dispose of the properties subject to satisfactory terms to be agreed by the Property and Development Manager and the Director of Finance with the Worshipful Company of Carpenters.

16. FEES AND CHARGES FOR INFORMATION REQUESTS

[Portfolio Holder for IT, E-Government, Communications: Cllr A E B Taylor-Smith]
[Wards Affected: N/A]

The purpose of the report at

Appendix K

is to standardise the charging for requests for information received under the Data Protection Act 1998, the Freedom of Information Act 2000 and the Environmental Information Regulations 2004.

Recommendation

It is recommended that:

1. the fee for a Data Protection Subject Access Request should be set at the maximum allowable - currently £10.00 – with the exception of those who are claiming Benefits from Waverley, where the information should be supplied free of charge; and

2. the charges for supplying information under the Freedom of Information Act and the Environmental Information Regulations should be as follows:

§ Waverley should normally refuse requests that would take time in excess of the “appropriate limit” to prepare;
§ Where the “appropriate” limit is exceeded, a charge of £25 per hour should be made;
§ Where the cost of postage, printing and copying is below £10, no charge will be made, but where the cost is over £10, the full estimated cost of postage and copying will be charged, and the information will only be sent following receipt of the payment.

17. LOCAL DEVELOPMENT FRAMEWORK - ANNUAL MONITORING REPORT 2006/2007

[Portfolio Holder for Planning: Cllr B A Ellis]
[Wards Affected: All]

The report at Appendix L presents the Draft Local Development Framework Annual Monitoring Report 2006/2007 for consideration, prior to its submission to the Government Office of the South East. The report is being considered by the Environment and Leisure Overview and Scrutiny Committee on 26th November and any observations will follow as a separate document.

Recommendation

It is recommended that the Annual Monitoring Report be endorsed, prior to its submission to the Government Office of the South East.

18. PROPOSED PLANNING INFRASTRUCTURE CONTRIBUTIONS SUPPLEMENTARY PLANNING DOCUMENT (SPD)

[Portfolio Holder for Planning: Cllr B A Ellis]
[Wards Affected: All]

The purpose of the report at Appendix M is to seek authority to consult on the draft Planning Infrastructure Contributions SPD, which will form part of the Council’s Local Development Framework (LDF). The proposed SPD is an evolution of the Section 106 Agreements Code of Practice that was produced as part of the Surrey Planning Collaboration Project.

Recommendation

It is recommended that

1. the draft SPD be approved as the basis for public consultation; and

2. should further amendments be required to the pre-consultation document as a result of the ongoing work by officers as identified in the report, then the Director of Planning and Development, in consultation with the Portfolio Holder for Planning be authorised to make the necessary amendments.

19. PERFORMANCE MANAGEMENT

[Portfolio Holder for Performance Management: Cllr M H W Band]
Wards Affected: All]

19.1 Performance Management Scrutiny: Retention of Indicators for the new Performance Management Framework

Following the Comprehensive Spending Review, the Government has announced 198 new performance indicators for local public services. These indicators will replace BVPIs and all other national performance indicators, and will come into effect from April 2008. In addition to familiarising itself with the new indicators and their likely impacts, Waverley Borough Council will need to reach a decision on which existing indicators will be retained / modified as local indicators under the new framework.

The Council’s three Overview and Scrutiny Committees have considered the report at Appendix N.1, together with the Quarter 2 Performance Management report pertinent to each O&S Committee. A revised report combining observations from each O and S and associated annexes, will follow once all of the meetings have taken place.

Recommendation

It is recommended that the Executive considers the observations from each of the Council’s three Overview and Scrutiny Committees.

19.2 Performance Management Report - Quarter 2 (July - Sept) 2007/2008

Waverley’s Performance Management Framework (PMF) contains a host of statutory (BVPI) and locally defined (LPI) indicators that assist Members and officers in identifying current improvement priorities.

The indicators in Waverley’s PMF are reviewed quarterly by the Executive. The report at Appendix N.2 details performance against those indicators pertinent to the remit of the Council’s three Overview & Scrutiny Committee, during the second three-month period of 2007/08. A revised report combining observations from each O and S and associated annexes, will follow once all of the meetings have taken place.

Recommendation

It is recommended that the Executive considers the observations from each of the Council’s three Overview and Scrutiny Committees.

20. SURREY STRATEGIC PARTNERSHIP REVIEW AND LOCAL AREA AGREEMENT

[Portfolio Holder for Partnerships and Enhanced Two-tier Working: Cllr D J Munro]
[Wards Affected: All]

The report at Appendix O sets out the proposed governance arrangements for the Surrey Strategic Partnership and the emerging long-list of priority areas for improvement for Surrey. Waverley, along with a wide range of partners and stakeholders has been asked to indicate which of these priorities is most important.

The current period of consultation ends in mid December prior to detailed discussion with the Government Office on what would be the most important targets and outcomes for the area of Surrey in the next three years.

The Executive is asked to endorse the proposed structure and indicate which of the long-list of priorities are most important from a Waverley perspective.

Recommendation

The Executive is asked to

1. endorse the set of priorities for the new LAA from those set out at Annexe 2 to the report;

2. confirm that the proposed governance arrangements including a place on the decision making Board for a Waverley representative is acceptable; and

3. ask officers to consider how the LAA priorities link to Waverley’s corporate plan priorities as being of strategic importance to Waverley and report back to the Executive in February.

21. SURRENDER AND RENEWAL OF LEASE TO FARNHAM TOWN FOOTBALL CLUB

[Executive Portfolio Holder for Property: Cllr M H W Band]
[Ward Affected: Farnham Castle]

The purpose of the report at Appendix P is to seek authority for the surrender of the existing lease, which is due to expire in 2009, and the grant of a further lease to the present lessees, Farnham Town Football Club. The new lease is required in obtaining grants for essential infrastructure works.

Recommendation

It is recommended that the current Farnham Town Football Club lease be surrendered and a new lease be offered on terms and conditions to be negotiated by the Property and Development Manager.

22. CORPORATE OVERVIEW AND SCRUTINY COMMITTEE - IN-DEPTH REVIEW OF DISCRETIONARY EXPENDITURE - REQUEST TO ESTABLISH SUB-COMMITTEE

[Portfolio Holder for Finance: Cllr M H W Band]
[Wards Affected: All]

At its meeting on 19th November 2007, the Corporate Overview and Scrutiny Committee received a scoping report setting out the parameters of the Committee’s in-depth review of Discretionary Expenditure across the Borough. In the past, much of the detailed review work for in-depth reviews has been undertaken by Sub-Committees and authority is now sought from the Executive for the establishment of a Sub-Committee to undertake the detailed work for this review.

Recommendation

It is recommended that a Sub-Committee of four members be established to undertake the Corporate Overview and Scrutiny Committee’s In-depth review of Discretionary Expenditure.

Information Items

23. VOLUNTARY AND COMMUNITY SECTOR INFRASTRUCTURE SUPPORT

[Portfolio Holder for Partnerships and Community: Cllr D J Munro]
[Wards Affected: All]

The report at Appendix Q seeks to update Members on the project to develop infrastructure support for the voluntary and community sector in Waverley, and to seek support for the future.

Recommendation

Members are asked to note this report.

24. IMPROVING THE COUNCIL’S WEBSITE - WEBSITE CONTENT MANAGEMENT SYSTEM - APPOINTMENT OF SUPPLIER

[Portfolio Holder for IT and E-Government: Cllr A E B Taylor-Smith]
[Wards Affected: All]

24.1 The 2007/08 IEG Capital Programme included provision for the purchase of a Website Content Management System (WCMS) and the associated website design services. A WCMS is the software tool required to deliver:-

§ Central management of the content of the Council’s website;
§ Devolved responsibility to service managers for the quality of the information published on the website concerning their services;
§ Central editorial control of the “look and feel” of the website including format, layout, house style and readability (use of “Plain English”);
§ Maintenance and “fine tuning” of menus, indexing and search facilities; and
§ Development of the Council’s Intranet and Members’ Extranet.

24.2 In September, officers invited tenders from a restricted list of six suppliers with a proven track record for designing websites and providing web content management systems to Local Government. Four suppliers submitted tenders. Jadu Ltd submitted the tender that best met the Council’s assessment criteria. For three years in a row the Society of IT Managers’ annual report “Better Connected”, a detailed analysis of Local Authority websites, named Jadu powered Council websites as examples of best practice and in the 2006 edition of the report, Jadu was named as the most accessible WCMS.

24.3 Subject to successful contractual negotiations, the WCMS will be installed at the beginning of the New Year with the intention of launching the Council’s new website in the second quarter of 2008.

Recommendation

It is recommended that this report be noted.

Background Papers (DoF)

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

25. ACTION TAKEN SINCE LAST MEETING

To note any action taken by the Chief Executive 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.

26. EXCLUSION OF PRESS AND PUBLIC

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

Recommendation

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).

27. INSURANCE MONIES - KINGS ROAD INDUSTRIAL ESTATE, HASLEMERE

[Portfolio Holder for Finance and Property: Cllr M H W Band]
[Ward Affected: Haslemere Critchmere and Shottermill]

To consider the report at (Exempt) Appendix R.

28. ROWLAND HOUSE - STAFFING

[Portfolio Holder for Human Resources and Housing: Cllr Mrs P M Frost]
[Ward Affected: Cranleigh West]

To consider the report at (Exempt) Appendix S.

29. 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/2007-08/149