Minutes : Corporate Overview and Scrutiny Committee on 03/04/2001

Waverley Borough Council Committee System - Committee Document

Meeting of the Corporate Overview and Scrutiny Committee held on 03/04/2001
Minutes

MINUTES of the MEETING of OVERVIEW AND SCRUTINY COMMITTEE NO. 1 (CORPORATE)

held on 3rd April 2001

(To be read in conjunction with the Agenda for the Meeting)

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Mr P Betlem
Mr H Denningberg
Mr M A Edgington
Mrs C J Howard
Mrs M V M Hunt
Mr P B Isherwood
Mr R N Jackson
Mrs M T King-Hele

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Mr F G R Lambert
Mr J C S Mackie
Mr G R Miller
Dr A Newton
Mr C C E Slyfield
Mr S D Steel
Mr R H Worby

* Present

Also in attendance: Captain P G Burden, Mr B V Foulkes, and Mr P D Harmer.

10. MINUTES (Agenda Item 1)

The minutes of the meeting held on 26th February 2001 were confirmed and signed.

11. APOLOGIES FOR ABSENCE AND SUBSTITUTIONS (Agenda Item 2)

Apologies for absence were received from Mrs C J Howard, Mr P B Isherwood, Dr A Newton and Mr S D Steel. Mrs P Ellis, Mrs A Mugford, Mrs C E Savage and Mr B G Shelley attended as substitutes.

12. DISCLOSURE OF PECUNIARY AND OTHER INTERESTS (Agenda Item 3)

There were no disclosures of interest.

13. MONITORING OF THE PILOT ARRANGEMENTS (Agenda Item 4)

The Committee considered whether to change its name to make it more catchy, however, on reflection decided to retain the existing title of Overview and Scrutiny Committee No. 1 (Corporate) at least until the conclusion of the pilot. The view was taken that it reflected the dual responsibilities undertaken within the Committee’s work programme, namely to overview and scrutinise.

Members indicated that, in order to make the new arrangements meaningful, the Committee should receive more reports of substance and discuss matters of public interest and public concern. It was suggested that all issues identified within the Committee’s remit should be presented for consideration prior to decision by the Executive Committee. Members were concerned to be able to input into the review of the pilot arrangements and that checks and balances should be incorporated into the process to ensure that there was a continuity of structure. Members also expressed a wish for greater clarity on the ‘call-in’ procedures.

The Committee also gave consideration to the creation of a public participation sub-group however, it was decided that the matter be deferred, pending liaison with the Portfolio Holder, and that the matter be brought back to the next meeting for a more comprehensive discussion of all the issues involved, including whether all Overview and Scrutiny Committees should have an input on the matter.

RESOLVED that

1. the Executive Committee be recommended that the former Modernising Agenda Task Group be reformed, comprising the same membership, to oversee the review of the pilot decision-making arrangements; and

2. creation of a public participation sub-group be deferred, pending liaison with the Portfolio Holder, and that the matter be brought back to the next meeting for consideration.

14. CALL-IN MATTER: MATCHED-FUNDING PROVISION - APPLICATION FOR RING-FENCED MONIES IN 2001/2002 FOR THE RECONSTRUCTION OF ST NICOLAS CAR PARK, CRANLEIGH. (Appendix E)

The Committee gave full consideration to the implications arising from a decision by the Executive Committee, at its meeting on 20th March last, not to approve a Matched-Funding application for monies to reconstruct the St Nicolas Church car park.

Members of the Committee gave full consideration to this call-in matter and the following observations were made by members:

There was a possibility of funding becoming available from Surrey County Council (acting in its capacity as Local Education Authority) to support the reconstruction of the car park and Surrey County Council has been approached.

An in-principle decision had now been taken regarding the ongoing maintenance of the car park, therefore, supporting the view that issues originally identified as lacking in the proposal for matched-funding were now fulfilled.

The car park serves not only the church but also the local population; the application did not make clear that this is a multi-use car park.

It was suggested that access by vehicle to the three bungalows in Rectory Gardens and to five units of Waverley Borough Council’s sheltered housing at the Paddock is only possible across the car park. Parking by visitors to the supported units at Malthouses, the Paddock and, to a lesser extent, Moat Lodge was also a regularity until the parking area was closed off.

Many users, other than just churchgoers, park in the church car park, including visitors to the Halls, parents dropping off children for the Infant School and people visiting the cemetery and engaged in leisure pursuits at the church.

The Cranleigh Village car park is a long way off for visitors to the church and associated facilities and this car park is much under-used. Examples of distances were 500 yards from the nearest parking space to the cemetery and 300 yards to the Paddock and church hall. It was felt inappropriate to refuse help because of the existence of a Waverley car park.

Disabled parking and access to the church is easier from the church car park.

Users of the Cranleigh Arts Centre park in the church car park and there is a high usage by young people.

It might be acceptable to the church to receive a lesser amount than the full Ł15,000 identified originally.

Other potential funding partners are being sought and, although this may take some time to organise, coupled with a lesser sum from Waverley, the objective of re-opening the car park could be achieved.

Cranleigh Parish Council has agreed to contribute Ł300 towards the car park reconstruction fund.

The policy of not supporting applications from churches for funding was questioned, given that St Andrews Church, Farnham received funding for restructuring cobblestones on the footpath leading to the church. Reference was also made to Waverley’s support for restoring tombs in churchyards, e.g. Thursley, and a distinction was drawn between the fabric of a church and its ancillary facilities.

The heritage issue, i.e. the church being at the edge of a Conservation area, should also be considered by the Council.

Consideration should be given to inviting up to 3 tenders to obtain a true indication of the potential cost of undertaking the works, taking into account the multiple use of the car park.

Finally, reference was made to the Council’s Leisure and Opportunities for All Strategies and the importance of access to leisure by all age groups, particularly the young

In considering the matter, as a call-in item, the Committee concluded that in the light of the information provided the application submitted by St Nicolas Parochial Church Council should be re-considered and an award of monies, in part if not in full, granted.

RESOLVED that

1. the comments made by members in discussing this called-in matter be submitted to the Executive Committee, at its meeting on 11th April next, to assist in the re-consideration of the application for Matched-Funding for the reconstruction of St Nicolas Car Park, Cranleigh, and

2. the Executive Committee be requested to reconsider the funding application by St Nicolas Parochial Church Council, in part if not in total, that a reasonable time be allowed for further information to be provided and for the points to be re-scored in the light of the fullest information available.

15. EXECUTIVE COMMITTEE - FOUR MONTH ROLLING PROGRAMME (Agenda Item 5)

Members requested information on the content of the item identified on the Rolling Programme as relating to the Human Rights Act. A view was expressed that guidelines should be developed which would assist members in having not only a detailed explanation of the Act but also comprehensive advice on whose rights would be affected and how.

RESOLVED that the Rolling Programme be received and noted.

16. COMMITTEE WORK PROGRAMME (Agenda Item 6)

RESOLVED that the currrent Overview and Scrutiny Committee No. 1 (Corporate) Work Programme be received.

17. REVIEW OF MEMBERS’ SUPPORT SERVICES (Agenda Item 7)

Members were keen to include a review of the provision of car parking spaces for members within a review of support services. Members also commented on the need for a greater use of IT in communicating with members. In addition, members sought adequate member IT support and training. Officers agreed to progress the roll out of computers for all members of the Council.

The Committee received an explanation by a member on an alternative technology to support member IT facilities, operated using a web browser, which could support members in carrying out their duties more effectively. It was explained that the system provided for a comprehensive range of filing, meeting, liaising and information retrieval facilities thought not to be currently available using Waverley’s existing IT systems. Members were keen to develop the potential for enhanced IT facilities for members.

RESOLVED that

1. the scoping report on a review of support services and facilities for members be approved and the review be undertaken; and

2. in liaison with the Portfolio Holder, the Executive Committee be recommended to set up a Special Interest Group to consider IT facilities for members.

18. CREDIT UNIONS (Agenda Item 8)

The Committee noted that arrangements were in hand to obtain speakers from other organisations to attend the next meeting. In addition, comment was made that a favoured system now in operation in Portsmouth was entitled Micro Credit.

RESOLVED that the consideration of this matter be deferred to enable officers to complete arrangements for speakers to attend the next meeting and to present views on the subject of Credit Unions.

The meeting concluded at 9.18 p.m.

Chairman

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