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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 09/07/2002
minutes



19
MINUTES of the MEETING of the EXECUTIVE held on 9th July 2002

(To be read in conjunction with the agenda for the meeting)
*Captain P G BurdenMr F G R Lambert
*Mrs S J Campany*Dr M-G Lane
*Mrs P M Frost*Mrs J M Mansley
*Mr R J Gates*Mr J R Sandy
*Mr P D Harmer
* Present
Also present: Mrs P N Mitchell, Dr A Newton (attending to speak on Agenda Items 17 and 22 – Minute Nos. 59 and 64), Mrs C E Savage (attending to speak on Agenda Item 17 – Minute No. 59), Mr C C E Slyfield (attending to speak on Agenda Items 10, 11 and 13 – Minute Nos. 52, 53 and 55) and Dr R A Thomas (attending to speak on Agenda Items 5, 6, 7, 9 and 13 – Minute Nos. 47, 48, 49, 51 and 55).

42. MINUTES (Agenda Item 1)

The Minutes of the Meeting of the Executive held on 11th June 2002 were confirmed and signed.

43. APOLOGIES FOR ABSENCE (Agenda Item 2)

Apologies for absence were received from Mr F G R Lambert.

44. DISCLOSURE OF INTEREST (Agenda Item 3)

No disclosures of interest were made at this stage.

45. QUESTIONS FROM MEMBERS OF THE PUBLIC (Agenda Item 26)

In accordance with Procedure Rule 10, the Vice-Chairman of Wonersh Parish Council, Mr Michael Harding, asked a question on the future of Wonersh Village Shop. The Chairman responded and expressed his hope that a way could be found of retaining a shop in the village, in accordance with Waverley's planning policies.

46. EXECUTIVE – FOUR MONTH ROLLING PROGRAMME (Agenda Item 4; Appendix A)

RESOLVED that the updated Four Month Rolling Programme of Key Decisions for Waverley be adopted.

47. EAST STREET REGENERATION SCHEME, FARNHAM – ASSESSMENT CRITERIA AND WEIGHTING (Agenda Item 5; Appendix B)

1. the decision making process outlined in Annexe 1 of the report and composition of the presentation panel be endorsed and adopted;

2. the exhibition process set out in paragraphs 11–16 of the report and updated by the details on the additional public information processes be adopted and the contract for the main exhibition be exempted from the need for competition in accordance with Standing Order (Contracts) 103(1);

3. the criteria weighting set out at (Exempt) Annexe 4 of the report be adopted; and

4. a supplementary estimate of 125,000 be approved to fund the exhibition costs in August 2002 and consultancy costs prior to the development agreement and lease being agreed, to be funded from either the capital receipt generated from the East Street site or any savings in the capital programme.

48. IMPLEMENTATION OF THE RECYCLING AND WASTE REDUCTION STRATEGY (Agenda Item 6; Appendix C)

RESOLVED to RECOMMEND that

1. the overriding need to keep on track with the waste minimisation initiative be acknowledged as the basis for successful recycling, in terms of:-

2. the best way to achieve this initiative, under the circumstances of not charging for garden waste, is by restricting waste of all sorts presented for collection to that contained in one wheeled bin (or four sacks for exempted properties);

3. alternative methods of disposal of garden waste be promoted, as outlined in paragraph 4 of the agenda report; and

4. the introduction of the new waste management system be phased in with a lead-in or introductory period of an appropriate length after the introduction of a new round, during which excess waste and associated matters would be dealt with in an educative way but still collected;

RESOLVED that

5. the need to obtain competitive tenders for the contract for the Waverley Waste Awareness Campaign be waived, in accordance with Standing Order (Contracts) No. 103(1) and the process and specified circumstances outlined in paragraphs 10 to 12 of the report be confirmed as the justification for this exemption;

6. subject to agreement by the Council, officers be authorised to implement the above recommendations as variations to the existing waste collection contract with Arkeco Environmental Services Ltd; and

7. the GEM Group of Albury, Surrey be appointed for a two-year contract (one year in the first instance) at up to a maximum expenditure of 106,000 per annum for the purposes of driving forward the Waverley Waste Awareness Campaign.

49. MONTROSE HOUSE, SOUTH STREET, FARNHAM (Agenda Item 7; Appendix D)

RESOLVED that the actions taken by the officers in arranging a lease with Surrey County Council for a lease value of 50,000 per annum, be endorsed and that the budget shortfall due to the delay in signing the lease be noted.

50. DOCUMENT IMAGE PROCESSING IN PLANNING (Agenda Item 8; Appendix E)

RESOLVED that

1. the remaining budget allocated to DIP in the IT Capital Programme for 2002/03, 30,000, be used for back scanning planning history files;

2. Sixteen 35 Ltd be given the scanning contract subject to satisfactory performance in a pilot project and the contract be exempted from the need for competitive tenders in accordance with Standing Orders (Contracts) 103(1); and

3. the microfilming budget for Development Control in 2002/03 be used for employing students to assist with the scanning project.

51. REVIEW OF BEST VALUE: REPORT BACK ON KEY ISSUES FROM THE ENVIRONMENT OVERVIEW AND SCRUTINY COMMITTEE (Agenda Item 9; Appendix F)

RESOLVED that the two additional issues set out in paragraph 4 of the agenda report be included in the scope of the Year 3 Review of Best Value, as recommended by the Environment Overview and Scrutiny Committee meeting in workshop mode on 28th May 2002.

52. DRAFT CORPORATE AIMS AND OBJECTIVES – 2002 AND FORWARD (Agenda Item 10; Appendix G)

RESOLVED that

1. the vision for the Council set out at paragraph 8 of the agenda report be agreed;

2. the aims and objectives set out at Annexe 1 to the report as updated at the meeting, be adopted as draft corporate aims and objectives for 2002 and forward; and

3. the Council’s Overview and Scrutiny Committees be invited to comment on the draft corporate aims and objectives set out at Annexe 1 so that they can be considered further by the Executive and submitted formally to the Council on 15th October 2002.

53. DRAFT LOCAL GOVERNMENT BILL (Agenda Item 11; Appendix H)

RESOLVED that the implications of the agenda report be noted and the draft response to the consultation, as contained in Annexe 1 to the report, be endorsed, subject to the inclusion of the following comments:-

1. To draw attention to the potential affects of pooling non-housing capital receipts; probably resulting in the de facto freezing of council assets and a drastic reduction in new capital investment, especially in housing, housing repairs and cultural and leisure facilities; and

2. To impress on the Government Waverley Borough Council's view that the housing assets of debt-free authorities have been paid for by the Council's taxpayers and rentpayers. As such, capital receipts from those assets should be retained by the Council for the benefit of Waverley's residents.

54. ELECTRONIC GOVERNMENT FOR CUSTOMER SERVICE – ELECTRONIC SERVICE DELIVERY PILOT (Agenda Item 12; Appendix I)

RESOLVED that

1. the Council undertakes a pilot, at Farnham Locality Office, to assess the viability, efficiency and effectiveness of providing front-line staff with immediate access to the information necessary to resolve customer queries at the first point of contact;

2. the estimated cost of the pilot of 26,200 be found from within the IEG Capital Programme provision of 15,000 for “One-Stop Shops” and 20,000 for “Public Service Screens”;

3. the cost of any training required be found from the IEG Capital Programme provision of 5,000 for “Training”;

4. officers report back to the Executive within six months of the start of the pilot on the findings of the report and any consequent recommendations; and

5. reports be prepared for the Executive with respect to the Council’s investment of the DTLR’s capital grant, its investigation of potential external sources of funding, its progress towards delivering its e-Government vision and the revision of its IEG Statement.

55. REVIEW OF WAVERLEY'S CONSTITUTION (Agenda Item 13; Appendix J)

RESOLVED that

1. the proposed framework for the review, as set out at paragraph 8 of the agenda report, be approved but that it be reaffirmed that the Member-Officer Protocol will not be re-examined until the draft National Officer Code is received and that the Management Structure referred to will be illustrative only of the present structure of the Council; and

2. the list of issues for inclusion in the review, as set out at Annexe 1 to the report, be endorsed.

56. ASSET MANAGEMENT PLAN 2002/2003 (Agenda Item 14; Appendix K)

RESOLVED to RECOMMEND that the Asset Management Plan 2002/03 be adopted, as modified, and the Corporate Property Officer instructed to agree any final revisions with the Portfolio Holder and make the submission to the Government Office for the South East.

57. SELECTION OF TENDERERS FOR ENVIRONMENTAL CLEANING CONTRACT (Agenda Item 15; Appendix L)

RESOLVED that the contractors named in the (Exempt) Annexe to the report be selected to be invited to tender for the Waverley Environmental Cleaning Contract for the period 1st April 2003 until 31st October 2005 and that the contract be exempted from Standing Orders (Contracts) 105(3).

58. DO IT YOURSELF SHARED OWNERSHIP (DIYSO) SCHEME FOR ESSENTIAL WORKERS (Agenda Item 16; Appendix M)

RESOLVED to RECOMMEND that

1. 1,000,000 be set aside to fund a DIYSO scheme for essential workers in the Borough over the two financial years 2002/03 and 2003/04, subject to revised definitions;

2. officers work with Thames Valley HA to promote and market the DIYSO essential worker scheme; and

3. the Director of Housing be delegated the authority to determine eligibility for the DIYSO essential worker scheme having regard to the definition set out in paragraph 4 of the report and to allocate LA SHG accordingly up to the limit of the approved budget.

59. REPORT OF THE MEMBER/TENANTS’ SPECIAL INTEREST GROUP (SIG) (Agenda Item 17; Appendix N)

1. the Council Tenant Participation Agreement, as contained in Annexe 1 to the agenda report, be adopted by Waverley Borough Council and form the working document for the next three years from September 2002;

2. the report at Annexe 2, subject to minor amendment, form the basis of the Council's response to the Government’s proposals contained in its Consultation Paper; and

3. the aim of producing a draft revised allocations policy by November 2002, which would examine choice based models to help in formulating an allocations policy designed to provide greater customer choice, be facilitated by the officers in consultation with the Chairman and Vice-Chairman of the SIG, and be reported back to the SIG in due course.

60. EASEMENT OF ACCESS, CHINTHURST COTTAGE, WONERSH (Agenda Item 18; Appendix O)
61. SITING OF TELECOMS MAST, GODALMING AND GUILDFORD FC, MEADROW, GODALMING (Agenda Item 19; Appendix P)

RESOLVED that the matter be reconsidered at the next meeting, with further information from the officers on whether or not the adjacent homes have been consulted and if they have any objections, along with any other relevant information.

62. ANNUAL ACCOUNTS 2001/2002 – OVERALL EXPECTED REVENUE OUTTURN (GENERAL FUND, HOUSING REVENUE ACCOUNT AND COLLECTION FUND) (Agenda Item 20; Appendix Q)

RESOLVED that the report be received and slippage of 103,730 from 2001/02 to 2002/03 as shown at Annexe 4 to the report be approved, subject to the amendment of paragraph 6(c) of Appendix Q to read "Community Safety Strategy".

63. CAPITAL PROGRAMME 2001/2002 OUTTURN (GENERAL FUND, HOUSING REVENUE ACCOUNT AND LA SOCIAL HOUSING GRANT) (Agenda Item 21; Appendix R)

RESOLVED that

1. the financing proposals for the 2001/02 financial year summarised in paragraph 3 and detailed in Annexe 1 to the agenda report, be approved;

2. the determinations in the report for the financial year 2001/2002 be approved;

3. slippage totalling 725,800 (net), as detailed in Annexe 2 to the report, from the 2001/02 General Fund Capital Programme to the 2002/03 General Fund Capital Programme be approved;

4. slippage totalling 1,526,480, as detailed in Annexe 2 to the report, from the 2001/02 to the 2002/03 Housing Revenue Account Capital Programme be approved; and

5. slippage totalling 1,063,360, as detailed in Annexe 2 of the report, from the 2001/02 to the 2002/03 LA SHG Capital Programme be approved.

64. TACFIG – UPDATE (Agenda Item 22; Appendix S)

The Executive received an oral update from the Director of Finance that TACFIG (Town and Country Finance Issues Group) had been successful in persuading the government that there was a cost to local authorities.

RESOLVED that a report providing information about Waverley's continued role as the lead authority in TACFIG, be noted.

65. REGULATION OF INVESTIGATORY POWERS ACT 2000: ADDITIONAL OFFICER AUTHORISATIONS (Agenda Item 23; Appendix T)

RESOLVED to RECOMMEND that the Environmental Health Manager (Commercial) and the Environmental Health Manager (Residential) each be designated as an officer who may authorise directed surveillance and the use of covert human intelligence sources where he or she is supervising the officers conducting the investigation.

66. MONITORING REPORTS (Agenda Item 24; Appendices U, V, W, X, Y and Z)

RESOLVED that the monitoring reports be noted.

67. ACTION TAKEN SINCE LAST MEETING (Agenda Item 25)

RESOLVED that the decisions taken by the Chief Executive, after the appropriate member consultation, be noted, namely Appointments to Outside Bodies and to the Cultural Strategy Special Interest Group.

68. EXCLUSION OF PRESS AND PUBLIC

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 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 the item, there would be disclosure to them of exempt information (as defined by Section 1001 of the Act) of the description specified in paragraphs 8 and 9 of Part 1 of Schedule 12A to the Local Government Act 1972, namely:-

Minute 69

The amount of any expenditure proposed to be incurred by the authority under any particular contract for the acquisition of property or the supply of goods or services (paragraph 8);

Any terms proposed or to be proposed by or to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services (paragraph 9).

69. LAND IN CRANLEIGH (Agenda Item 28, (Exempt) Appendix AA))

RESOLVED that a further report on this matter would be considered by the Executive at its meeting in September.

The meeting concluded at 8.50 pm.



Chairman

comms/executive/2002-03/160 29233