Waverley Borough Council Committee System - Committee Document
Meeting of the Executive held on 02/10/2007
Agenda
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: Emma McQuillan
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Date
: 21st September 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 Sir/Madam
A Meeting of the EXECUTIVE will be held as follows:-
DATE: TUESDAY, 2ND OCTOBER 2007
TIME:
6.45 P.M. *
PLACE: COUNCIL CHAMBER, COUNCIL OFFICES, THE BURYS, GODALMING
Yours faithfully
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 4th September 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 the following questions received in accordance with Procedure Rule 10:-
i.
from Mr David Wylde of Farnham
"A planning application, WA/2007/1967, for the development of riverside has been submitted by CNS on behalf of Waverley. The sole reason for this application is to act as an enabling development for the whole East Street development. Will WBC give the community a positive assurance that the riverside development will be included in the East Street development environmental impact assessment?"
ii.
From Mr J Hyman of Farnham
“Council Leader. Will you please affirm the previous Administration's assurances (given by Mayor Duckett three years ago) by giving Farnham your word that no development, demolition or enabling works will be allowed until completion of both the ex-Odeon Cinema site and the Marlborough Head land assembly, and will you please honour the election promise to oppose any further extension to the contractual deadline? Thank you.”
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.
EAST STREET, FARNHAM
[Wards Affected: All Farnham Wards]
To receive an oral update from the Leader of the Council and Chief Executive, to include initial feedback on the consultation responses received to date.
A Special Executive meeting has been arranged and will take place on Monday 8th October 2007 to discuss landowner sanction for East Street. This will be preceded by two Technical Briefings, supported by consultants from Cluttons, to be held at 4.00 p.m. and repeated at 6.30 p.m., to which all members of the Council will be invited.
Recommendation
It is recommended that the update report be noted.
8.
SPONSORED ORGANISATION SCHEME 2008/09 - GRANT ELIGIBILITY, CRITERIA AND TIMETABLE
[Wards Affected: All]
The report at
Appendix B
was considered by the Community Overview and Scrutiny Committee at its meeting on 10th September and recommends the principle of supporting the Sponsored Organisation Scheme and the Waverley Voluntary Grants Partnership (WVGP) in 2008/09.
Recommendation
It is recommended that:
1. the principle of the Sponsored Organisation Scheme and the Waverley Voluntary Grants Partnership for 2008/09 using the application eligibility and grant criteria be agreed;
2. the proposed timetable for applying for Sponsored Organisation funding for 2008/09, as set out at Annexe 2 of the agenda report be agreed;
3. the Sponsored Organisation Scheme should be open to new applicants for 2008/09;
4. Waverley’s contribution to the Waverley Voluntary Grants Partnership in 2008/09 be on the same basis as in 2007/08 with the results of the grants being reported back to the Overview and Scrutiny Committees and the Executive; and
5. the overall level of funding for the Sponsored Organisation Scheme and Waverley Voluntary Grants Partnership in 2008/09 be increased in line with inflation, but with the proviso that such an increase will have to be assessed alongside other demands on Council finances during the budget process.
9.
BUILDING NEW AFFORDABLE HOMES IN WAVERLEY
[Wards Affected: All]
The report at
Appendix C
responds to the Government’s proposal in the Housing Green Paper to allow council’s to create a new Body or Special Purpose Vehicle (SPV) or Local Housing Company to build affordable homes outside of the Housing Revenue Account constraints. Such a new Body would have majority or sole ownership by the Council to provide additional affordable homes in the Borough. It proposes to create a Housing Special Interest Group to examine detailed financial and legal considerations.
Recommendation
It is recommended that
1. the Government’s Green Paper proposals to increase the supply of affordable homes be welcomed;
2. a Housing SIG be created to consider the legal and financial implications of creating a new SPV to develop new affordable homes, with draft terms of reference at Annexe 2 to the report; and
3. the action of Officers to seek proposals from specialist legal and financial advisors on the creation of a new SPV for Waverley utilising the Affordable Housing Budget provision of £109,000, be endorsed.
10.
NATIONAL NON-DOMESTIC RATES - DISCRETIONARY RATE RELIEF POLICY
[Wards Affected: N/A]
The report at
Appendix D
is for the Council to determine Waverley’s policy for awarding discretionary rate relief for the next four financial years 2008/09 to 20011/12.
Recommendation
The Executive is requested to consider the options for the granting of discretionary rate relief, as set out in paragraph 14 of the agenda report, for the period from 1 April 2008 to 31 March 2012 and recommend its preferred policy to the Council.
11.
NATIONAL NON-DOMESTIC RATES - APPLICATION FOR RATE RELIEF
[Wards Affected: N/A]
The report at
Appendix E
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 not to grant rate relief, as set out in the recommendation in (Exempt) Annexe 2 to the report.
12.
CONCESSIONARY FARES - INTRODUCTION OF NATIONAL SCHEME
[Wards Affected: All]
The report at
Appendix F
, which was considered by the Community Overview and Scrutiny Committee at its meeting on 10th September, is to inform Members of the extension of the statutory free concessionary travel on local bus services to a national scheme from 1st April 2008 and to seek a view on the discretionary concessions offered by the scheme in Surrey.
Recommendation
It is recommended that the Executive notes the observations of the Community Overview and Scrutiny Committee and recommends to the Surrey Concessionary Fares Group that the current additional discretionary concessions be continued (bearing in mind the final decision will be made by a majority of views from all Borough/District Councils).
13.
SURREY COLLABORATION PROJECT SECTION 106 AGREEMENTS CODE OF PRACTICE
[Wards Affected: All]
The Code of Practice at
Appendix G
was prepared as part of the Collaboration Project amongst the 11 Surrey Districts and Surrey County Council. Its purpose is to set out common practice and procedures for capturing infrastructure improvements across the Surrey districts in accordance with adopted policies and recommended best practice. It is suggested that Districts will use it as an interim administrative measure and eventually incorporate the work into a Supplementary Planning Document.
The principal innovation is the codifying of certain infrastructure contributions for smaller ‘windfall’ schemes, e.g. up to 14 dwellings. Previously, these have escaped any charges in Surrey, resulting in a significant shortfall in potential contributions to public services.
Members gave approval in April 2007 for the implementation of the Code from July 1st, subject to any minor changes being made by the Collaboration Group. However, when the Code was discussed at a Waverley Planning Agents Forum in May, those agents attending were of the view that there had not been adequate consultation by the Collaboration Group. A targeted consultation exercise of 38 nominated agents across the County had taken place in June and October 2006; however, the consensus was that this had not been wide enough. At the time it was felt that implementation should be delayed in Waverley until 1st November. However, it may be advisable to move the implementation date to 1st April 2008.
Recommendation
It is recommended that the changes to the progress report be noted, and that Members re-affirm their earlier support for implementation of the Code, with a target date of 1st April 2008.
14.
COMMUNICATIONS REVIEW
The purpose of the report at
Appendix H
is to update Members on the review of Communications.
Recommendation
The Executive is recommended to note the impact of the communications review on the residents of Waverley and to continue to keep communications under review in the future.
15.
GYPSY AND TRAVELLER ACCOMMODATION
[Wards Affected: All]
The report at
Appendix I
, which was considered by the Environment and Leisure Overview and Scrutiny Committee at its meeting on 11th September, is to seek Members’ views on the Gypsy and Traveller accommodation needs information which is required by the South East England Regional Agency (SEERA) as part of the Partial Review of the South East Plan. Local authorities have been asked to provide information to SEERA which will help facilitate the allocation of pitches across the South East to meet identified need. In preparing this advice, local authorities are to have regard to current and forecast needs and the existence of any backlog of unmet need. The information will be sent to SEERA in two Options, as outlined later in this report.
This report follows on from an Executive Briefing on 17th May 2007 when information was provided regarding the Gypsy and Traveller Accommodation Assessment (GTAA) and the associated Option A figures for the number of pitches required. This report focuses on the development of both the Option A and Option B figures, and other details required by SEERA.
Recommendation
That the Executive:
1. notes the observations of the Environment and Leisure Overview and Scrutiny Committee;
2. agrees to endorse the contents of the report as the basis of the final submission to SEERA; and
3. authorises the Director of Planning and Development, after consultation with the Portfolio Holder for Planning, to agree any necessary drafting amendments to the joint submission.
16.
POLLING DISTRICT AND POLLING PLACE REVIEW
[Wards Affected: All]
The Executive, on 4th September 2007, agreed to authorise the Chief Executive to carry out a review of all polling districts and polling places as the Council is required to do under the Electoral Administration Act 2006.
The report at
Appendix J
gives the initial conclusions of that review, and the outcome of the consultation.
No major changes have been proposed but there are proposals for changes to polling stations in two wards, and investigations have been carried out where there have been problems identified with polling stations, but in some cases it has not still been possible to find a suitable alternative.
Recommendation
The Executive is asked to recommend to the Council that:
1. the only change to existing polling districts be to combine the two polling districts in Godalming Holloway Ward;
2. the polling places for the Godalming Holloway and Farnham Castle Wards be amended as set out in paragraph 11 above; and
3. the changes to polling places be implemented for all elections from 1st December 2007.
17.
FINDINGS OF IN-DEPTH REVIEW OF WAVERLEY’S LOCAL STRATEGIC PARTNERSHIP
[Wards Affected: All]
The Corporate Overview and Scrutiny Committee agreed at a meeting in the previous Council year to undertake an in-depth review of Waverley’s Local Strategic Partnership. The purpose of the report at
Appendix K
is to provide an update on the progress of this review and, having agreed that it would be appropriate to conclude the review at this stage, present the conclusions of the Committee to the Executive for consideration.
Recommendation
It is recommended that
1. the conclusions set out in the report, following the Committee’s in-depth review of Waverley’s Local Strategic Partnership be endorsed; and
2. a briefing note be prepared for all Members of the Council explaining what the Local Strategic Partnership is, how it works and what it can be used for.
18.
COMPLAINTS HANDLING IN WAVERLEY IN 2006/2007
[Wards Affected: All]
The report at
Appendix L
provides a summary of complaints handling in Waverley during 2006/07, including the number and type of complaints received, Waverley’s performance in responding to complaints, and levels of customer satisfaction. Waverley’s performance in dealing with complaints referred by the Local Government Ombudsman is addressed in a separate report. The new Chief Executive has identified the need to improve complaints handling in Waverley, including the handling of Ombudsman complaints, and accordingly will be carrying out a management review of the Council’s policies and procedures within the next month. The views of Members will form an important part of that review.
Recommendation
It is recommended that
1. the comments of the Corporate Overview and Scrutiny Committee be endorsed; and
2. the report be noted and consideration given to any other comments the Executive would wish to make to help inform the forthcoming management review of complaints handling.
19.
OMBUDSMAN INVESTIGATION INTO COMPLAINTS 2006/2007
[Wards Affected: All]
The report at
Appendix M
addresses the issues raised in the Ombudsman’s annual letter to Waverley for the year 2006/07, and includes information about the types of complaint made to the Ombudsman about Waverley’s services over the past year, Waverley’s approach in responding to such complaints and the eventual outcomes. Waverley’s performance in terms of its own complaints procedure is the subject of a separate report.
Recommendation
It is recommended that
1. the comments of the Corporate Overview and Scrutiny Committee be endorsed; and
2. the report be noted.
20.
PERFORMANCE MANAGEMENT REPORT, QUARTER 1 (APRIL-JUNE) 2007/08
[Wards Affected: All]
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
details the observations of the three Overview and Scrutiny Committees on performance against Waverley’s performance indicators during the first three-month period of 2007/08. The Executive is asked to note the observations.
Recommendation
It is recommended that the Executive
1. gives consideration to the recommendations of the O&S Committees in paragraphs 4 and 8 of this report, determines its preferred sub-committee structure for the handling of performance information via the Scrutiny function, and refers its conclusions back to the O&S Committees;
2. sanctions work between officers and the O&S Committees to develop a draft list of key indicators (routinely reported via the committee system), and to recommend a process for exception reporting on other indicators; and
3. notes the observations on the indicators of the Corporate O and S Committee contained in paragraphs 11-15 of the report.
21.
TRANSFER OF LAND AT BARDSLEY DRIVE, FARNHAM
[Wards Affected: Farnham Shortheath and Boundstone]
The report at
Appendix O
This report recommends that the Council dispose of a parcel of land at Farnham, to enable the development of three new homes. The dwellings will be built by Ability Housing Association, who specialise in providing accommodation for people with support needs. Ability Housing Association are currently in pre-application discussions with Waverley’s Planning Department about plans to develop these homes which will be in the form of a wheelchair accessible flat on the ground floor with two self contained flats on the first floor. The two one bed flats will be make available as move on accommodation for people with a learning difficulty. All three homes will be let on assured tenancies with the Council receiving nomination rights.
Recommendation
It is recommended that
1. the proposal to provide additional affordable homes in Farnham be supported;
2. the disposal of land at Bardsley Drive, Farnham, to Ability Housing Association be approved, on terms to be negotiated by the Property and Development Manager to enable the affordable housing scheme for rent to progress; and
3. the capital receipt from the sale of the land be applied towards achieving the Decent Homes Standard in the Council’s remaining housing stock.
22.
DISPOSAL OF A PROPERTY IN BRAMLEY
[Wards Affected: Bramley]
The report at
Appendix P
proposes the open market sale of a Housing Revenue Account dwelling house in Bramley and seeks authority for the Director of Housing to dispose of the property. The proceeds arising from the sale would be applied towards meeting the Decent Homes Standard in the rest of the Council’s housing stock.
Recommendation
It is recommended that the Executive approves:
1. the disposal of the dwelling house owned by the Council at Station Road, Bramley on the open market on terms to be negotiated by the Council’s Property and Development Manager;
2. that the capital receipt from the sale of this property be applied to contribute toward achieving the Decent Homes Standard in the remaining Council housing stock.
23.
ROYAL BRITISH LEGION SCHEME, DUNSFOLD
[Wards Affected: Dunsfold]
The report at
Appendix Q
asks the Executive to accept nomination rights in lieu of the fee for an easement on land adjacent to the Winn Hall, Dunsfold to enable an affordable housing scheme to progress.
Recommendation
It is recommended that:
1. Social Housing Grant be awarded, of the sum set out in (Exempt) Annexe 1 to the report, to English Rural Housing Association;
2. a Deed of Easement be entered into with English Rural Housing Association for a right of way across the land owned by the Council and nomination rights to the additional four homes on the former Royal British Legion site, Dunsfold; and
3. a formal Nomination Agreement be entered into between the Council and English Rural Housing Association.
24.
REVISIONS TO FINANCIAL REGULATIONS AND CONTRACT PROCEDURE RULES
[Wards Affected: All]
There have been regular, at least annual, amendments to both Financial Regulations and Contract Procedure Rules since they were last fully amended in April 2003. The most recent changes came into effect in April 2007. Since then there have been developments which require further amendment, and these are contained in the annexes to this report. The report at
Appendix R
recommends that the changes come into effect from 1st November 2007.
Recommendation
It is recommended that
1. the proposed changes to Contract Procedure Rules, as set out in Annexe 1 and as described in paragraph 5of the report, be approved;
2. the proposed changes to Financial Regulations, as set out in Annexe 2, be approved; and
3. all changes come into effect from 1st November 2007.
25.
DRAFT CHIDDINGFOLD CONSERVATION AREA APPRAISAL
[Wards Affected: Chiddingfold]
The report at
Appendix S
, which was considered by the Environment and Leisure Overview and Scrutiny Committee at its meeting on 11th September, sets out the content of the draft Appraisal and explains how it has been produced. The proposals for extending the boundary of the conservation area and for enhancing the conservation area are put forward for consideration.
Recommendation
It is recommended that the Executive notes the observations of the Environment and Leisure Committee and:
1. approves the Chiddingfold Conservation Area Appraisal;
2. approves the four conservation area extensions as shown in the report.
26.
SURREY HILLS AREA OF OUTSTANDING NATURAL BEAUTY – GOVERNANCE REVIEW CONSULTATION
[Wards Affected: All except Urban Areas, Dunsfold and Alfold]
The report at
Appendix T
was considered by the Environment and Leisure Overview and Scrutiny Committee at its meeting on 11th September, and is to consider a consultation by the Surrey Hills Joint Advisory Committee regarding proposed changes to the governance of the Surrey Hills Area of Outstanding Natural Beauty (AONB) - the way the committees are organised.
Recommendation
It is recommended that:
1. the proposed changes to the Governance arrangements for the Surrey Hills Area of Outstanding Natural Beauty be supported; and
2. the Council delegates the responsibility of preparing the AONB Management Plan to the new Surrey Hill Board.
27.
ACTION TAKEN SINCE LAST MEETING
To note any decisions 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.
28.
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).
29.
STAFFING ISSUE
To consider the report at
(Exempt) Appendix U
.
30.
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/2007-08/079