Waverley Borough Council Committee System - Committee Document
Meeting of the Executive held on 28/10/2003
MINUTES of the MEETING of the EXECUTIVE held on
28th October 2003
(To be read in conjunction with the agenda for the meeting)
Mr C C E Slyfield (Chairman)
Mr J E Robini
Mr S D Edge (Vice-Chairman)
Mrs C E Savage
Miss G B W Ferguson
Mr V K Scrivens
Mr B Grainger-Jones
Mr S D Steel
Mr C H Mansell
Mr P D Harmer attended to speak on Agenda Items 9, 10, 13 and 20 (Minute Nos 144, 145, 148 and 155), Captain P G Burden attended to speak on Agenda Item 12 (Minute No. 147) and Mr B A Ellis on Agenda Item 14 (Minute No. 149).
J D Allan, Mrs M V M Hunt and Mr J R Sandy were also in attendance.
(Agenda Item 1)
The Minutes of the Meeting held on 30th September 2003 were confirmed and signed.
APOLOGIES FOR ABSENCE
(Agenda Item 2)
Apologies for absence were received from Mr B Grainger-Jones and Mr S D Steel.
DISCLOSURE OF INTERESTS
(Agenda Item 3)
Mr J E Robini declared a personal and prejudicial interest in Agenda Item 16 relating to the Replacement and Upgrade of Communal TV Aerial Systems and left the meeting during consideration of the item.
The following members declared personal interests and remained in the meeting for discussion on the following items:-
a. Miss G Ferguson on Agenda Item 13 relating to Pizza Piazza, as a resident of Castle Street, Farnham; and
b. Mr V Scrivens on Agenda Item 20 relating to East Street, Farnham as the owner of a business in the locality.
EXECUTIVE – FOUR MONTH ROLLING PROGRAMME
(Agenda Item 5)
RESOLVED that the 4-month rolling programme of key decisions be agreed and adopted.
IMPLEMENTING ELECTRONIC GOVERNMENT RETURN 2003 (IEG3)
(Agenda Item 6)
RESOLVED that Waverley's IEG3 Return be approved for submission to the Office of the Deputy Prime Minister to be eligible for consideration to receive a capital grant for the financial year 2004/2005, subject to the approved Statement being submitted to the Council meeting on 16th December for information.
SURREY JOINT MUNICIPAL WASTE MANAGEMENT STRATEGY – CONSULTATION
(Agenda Item 7)
1. this Council's response to the Surrey Joint Municipal Waste Management Strategy should be to:-
a. support all of the key policies as set out in paragraph 10 and Annexes 1 and 5 to the agenda report;
b. whilst it would be preferable to attempt to achieve a recycling rate that is as high as possible across Surrey, Waverley is currently committed to achieve its own target of at least 36% by the end of 2005/06. Waverley, therefore, supports the adoption of Option 7 as set out in paragraph 5 of this report, provided that any form of thermal treatment is used strictly as a final resort and only then following comprehensive public consultation. It should be noted that the 36% minimum recycling rate is regarded as an intermediate target on the road to a higher recycling rate in future years; and
c. request consideration be given as to how the SLGA will ensure effective implementation and co-ordination of the Strategy across Surrey; and
2. the Director of Environment and Leisure prepare a further report to the Executive setting out the detailed implications to Waverley of any finally adopted Strategy. That report will also request the Executive to consider the most appropriate way for this Council to determine the actions it needs to take.
(Agenda Item 8)
RESOLVED that to enable the Executive and Council to give full consideration to this matter in the December cycle of meetings, the Executive
1. endorse the proposal for the Independent Panel to review its recommendations of October 2002 and report to the December Executive meeting; and
2. agree to refer the report to the Party Groups so that they can consider their position on members' allowances in good time for the December meetings.
REGULATION OF INVESTIGATORY POWERS ACT 2000: POLICY APPROVAL
(Agenda Item 9)
RESOLVED to RECOMMEND that the written policy (set out in Annexe 2 of the agenda report) for regulation of investigatory powers when used by or on behalf of the Council, be adopted.
SURREY HEATHLANDS PROJECT – FORMALISING THE COUNCIL'S INVOLVEMENT
(Agenda Item 10)
1. authorise the Director of Environment and Leisure to enter into the necessary arrangements (including a memorandum of agreement) with Surrey County Council, to formalise its continued involvement in the Surrey Heathland Project; and
2. give agreement in principle to support the project, subject to the level of funding being agreed each year as part of the sponsored organisation scheme process.
UPGRADE TO BUILDING CONTROL COMPUTER SYSTEM
(Agenda Item 11)
RESOLVED that the expenditure of £21,778 to enable the upgrade of the Building Control SX3 software be agreed, this cost to be met from the provision of £40,000 for web-enabling back office systems within the 2003/04 Capital Programme.
LEASE TO NEW ASHGATE GALLERY – LOWER CHURCH STREET, FARNHAM
(Agenda Item 12)
RESOLVED to accept a surrender of the lease of the above building from the New Ashgate Gallery and grants a further lease of 25 years on terms and conditions to be agreed by the Property and Development Manager.
PIZZA PIAZZA (68A CASTLE STREET, FARNHAM) – SURRENDER AND RENEWAL OF LEASE
(Agenda Item 13)
RESOLVED that Pizza Piazza Ltd be allowed to surrender their present lease of 68A Castle Street, Farnham, and be granted a further lease of 20 years on terms set out in the (Exempt) Annexe to the report, other terms and conditions to be agreed by the Property and Development Manager.
CRANLEIGH MARKET, VILLAGE WAY, CRANLEIGH
(Agenda Item 14)
1. tenders be invited for a new three-year lease for the Cranleigh Market; and
2. the Property and Development Manager be authorised to select the proposed lessee having regard to the tender price submitted and receipt of satisfactory references, with a clause in the contract to cover removal of all rubbish on the day of the market.
ASBESTOS SURVEYS OF WBC CORPORATE BUILDINGS
(Agenda Item 15)
1. agree the proposal to carry out the surveys to the high priority buildings before the new duty comes into force in May 2004; and
2. RECOMMEND to the Council that a variation to the General Fund Capital Programme be agreed for 2003/04 in the sum of £30,000 to cover the cost of the surveys, excluding VAT, officer costs and any asbestos removal that may be necessary.
REPORT OF THE MEMBER/TENANTS' SPECIAL INTEREST GROUP ON 7TH OCTOBER 2003
(Agenda Item 16)
RESOLVED that the following courses of action be endorsed:-
Parking Project Proposal for Council Tenants
i) a Parking fund to be set up to provide repayable grants for tenants of the Council for the provision of a dropped kerb for their property.
ii) Tenants of the Council with a good payment history and who have complied with their tenancy conditions to be provided with a repayable grant for the dropped kerb to their home as quoted by Surrey County Council Highways department.
iii) The Council to pay the quoted price directly to Surrey County Council Highways department on the completion of the dropped kerb.
iv) £20,000 be set aside for the Parking Fund from the HRA Capital Community Safety budget in 2003/04.
v) The grant to be paid back to the Council into the Parking fund, which would be reusable for other tenants to arrange for their dropped kerbs.
vi) Recipients of the grant enter into the appropriate legal agreements to make repayments. Repayment of the grant would be through the sundry debtor system with a minimum repayment of £30 per month or a maximum repayment period of three years.
vii) The Head of Housing Management, Housing Services Manager and Deputy Housing Services Manager be granted delegated authority to approve the provision of a repayable grant for a dropped kerb to tenants with a good payment history and who have complied with their tenancy conditions.
Replacement and upgrade of Communal TV Aerial Systems
i) the upgraded communal TV service with the (IRS) Integrated Reception System be provided to:-
(a) blocks of flats including interspersed bungalows, where practicable, and
(b) groups of elderly persons bungalows where the designation is unlikely to change; and
ii) the following proposals be endorsed:-
(i) the facility be provided and paid for all tenants and long leaseholders of individual properties currently provided with an estate communal TV service to have an individual aerial installed by the Council’s contractor. No responsibility for further maintenance will be accepted for such individual aerials;
(ii) the facility be provided for all freehold owners of individual properties currently provided with an estate communal TV service to have an individual aerial installed by the Council’s contractor. No responsibility for further maintenance will be accepted for such individual aerials;
(iii) the Director of Housing be granted delegated authority, in consultation with the Director of Finance to use his discretion to mix and match different solutions if it would be more cost effective or practicable for the Council;
(iv) a first resolution in accordance with the Regulation 3 of the Town and Country Planning General Regulations 1992 be made to allow planning applications to be submitted for the provision of communal television aerial systems to any property within the Housing Revenue Account portfolio, at locations detailed in the Annexe attached to the report. The Director of Housing be given delegated authority to determine as appropriate, where a new installation is necessary and proceed with the first planning resolution process; and
(v) that the Director of Housing, in consultation with the Director of Finance, be given delegated authority to approve a standing list of suitable contractors from whom to invite to tender for this work, in accordance with Contract Procedure Rules H108 and H109.
WONERSH VILLAGE STORES
(Agenda Item 17)
RESOLVED that to maintain momentum, the Property and Development Manager be authorised to commence negotiations with the owner of Wonersh Village Stores, with a view to reaching agreement for acquisition of the property in accordance with the recommendation of the District Valuer. It was also
RESOLVED to RECOMMEND that
1. the Council makes a compulsory purchase order (to be referred to as the “Waverley Borough Council (Wonersh Stores, Wonersh) Compulsory Purchase Order 2003”) to acquire the land and premises at Wonersh Stores, Wonersh more particularly identified at the map shown at Annexe 4 pursuant to Section 226 (1) (b) of the Town and Country Planning Act 1990 for the purposes of:-
ensuring that the use of land is in accordance with national and local policies for the protection of interests of acknowledged importance;
retaining an important community facility; and
providing affordable housing to meet identified needs;
which said purposes it is necessary to achieve in the interests of the proper planning of the area;
2. the Solicitor to the Council shall ensure that the Order is executed on behalf of the Council, and shall be authorised to sign any necessary Certificates, notices or other documents required for making the Compulsory purchase order or for making the order effective for the purposes set out in recommendation 1 above, and upon confirmation of the order, the signing of any Notice to Treat, Notice of Entry or General Vesting Declaration;
3. the Director of Planning and Development be authorised to submit the order for confirmation to the Office of the Deputy Prime Minister (and if any objections received, making arrangements for a public inquiry including the appointment of Counsel);
4. the Property and Development Manager, in consultation with the Solicitor to the Council and the Director of Finance, to conduct such negotiations as are necessary relating to appropriate agreement for acquisition of the land or compensation relating to the proposed compulsory purchase order in accordance with (so far as is reasonable at the time) the valuation advised by the District Valuer;
5. the Council submit a planning application to develop the site to secure the retention of the village stores and post office and some affordable housing;
6. the Property and Development Manager be authorised to conduct such negotiations with Wonersh Village Stores Limited and other potential partners as may minimise the risks to the Council when agreement to purchase the site is reached, or when the compulsory purchase order is confirmed; and
7. the Council agree a supplementary capital estimate to fund the proposals set out in the recommendations above, and for the amount set out in (Exempt) Annexe 4 to the report.
CAR PARKING – CHRISTMAS CONCESSIONS
(Agenda Item 18)
1. the Christmas concessionary parking arrangements for 2003 be for two Saturday afternoons in December from noon until 6pm;
2. officers be requested to undertake consultation with the four Chambers of Trade to gauge which are the preferred dates, with the proviso that the concession will be applied uniformly across Waverley on the same days; and
3. a supplementary estimate for the current financial year be agreed to cover the anticipated loss of income from the total period of any concession, as set out at Paragraph 10 of the report.
GODALMING KEY SITE
(Agenda Item 19)
RESOLVED that the oral update given by the Property and Development Manager be noted.
EAST STREET, FARNHAM
(Agenda Item 20)
RESOLVED that the contents of the report be noted.
CONSTITUTION SIG APPOINTMENT
(Agenda Item 21)
RESOLVED that the Constitution SIG be appointed with a membership of seven members, the terms of reference set out in the agenda be endorsed and the Chief Executive be notified by Group Leaders of the four Liberal Democrat and three Conservative members.
MRS M NYAZAI – CONTINUING ABSENCE
(Agenda Item 22A)
RESOLVED that the continuing absence of Mrs M Nyazai, through ill health be approved, and that a letter be sent expressing best wishes to Mrs Nyazai for a speedy recovery.
EXCLUSION OF PRESS AND PUBLIC
(Agenda Item 23)
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 100I of the Act) of the description specified in the appropriate paragraphs of Part 1 of Schedule 12A to the Act, namely:
Information relating to any particular occupier or former occupier of, or applicant for, accommodation provided by or at the expense of the authority (Paragraph 3)
Information relating to any particular applicant for, or recipient or former recipient of, any service provided by the authority (Paragraph 4)
Information relating to the financial or business affairs of any particular person (other than the authority) (Paragraph 7)
Minutes 159, 160 and 161
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)
(Agenda Item 24)
RESOLVED to RECOMMEND to the Council that the recommendations set out in the report at (Exempt) Appendix Q be approved.
PREMISES OFF WEYBOURNE ROAD, FARNHAM
(Agenda Item 25)
RESOLVED that the Executive's previous decision be reaffirmed.
THE EDGE, HASLEMERE
(Agenda Item 26)
RESOLVED that the recommendations set out in the report at (Exempt) Appendix R to the agenda be agreed.
The meeting concluded at 9.15 p.m.