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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 07/02/2005
Revised Agenda for Meeting to be held on 7th February 2005




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Date: 27th January 2005



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


Membership of the Executive
      Mr C C E Slyfield (Chairman)
      Miss G B W Ferguson (Vice-Chairman)
      Mr M J D Allan
      Mr S D Edge
      Mr B Grainger-Jones
Mr C H Mansell
Mr K T Reed
Mr J E Robini
Mrs C E Savage
Mr V K Scrivens


Dear Sir/Madam

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

Yours faithfully

CHRISTINE L POINTER

Chief Executive

* This meeting will be preceded by an open public question time
beginning at 6.45 pm

[The meeting may be broadcast via webcast to the internet]

UPDATED 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.

1. MINUTES

To confirm the Minutes of the Meetings of the Executive held on 10th and 11th January 2005 respectively (to be laid on the table half an hour before the meeting).

2. APOLOGIES FOR ABSENCE

To advise the Executive of any apologies for absence.

3. 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.

4. QUESTIONS

The following questions have been received from members of the public, notice of which has been given in accordance with Procedure Rule 10:

(a) From Nigel A Wheble of Rooks Hill, Bramley –

“Members of Mobile Operators Association appear reluctant to share masts and sites. NTL’s recent 1.27 billion sale of 2,300 radio and telecom sites shows that acquiring land rights for communications is an extremely lucrative enterprise. On average each site has a value of around half a million pounds, while typical rental for a green-field mobile phone base station site is 5,000 pa. Hence, it is no surprise that each operator is trying to acquire as many rural sites as possible in order to raise the value of its company balance sheet. As a result, operators submit contradictory statements that rival sites are unsuitable for technical reasons that are often spurious. However, if operators aligned their networks with each other, proliferation of masts and sites would be avoided as required by PPG8.

In July 2004, the All Party Mobile Group made the following recommendations in a report of its inquiry into mobile phone masts.

“R14. We recommend that methods of providing technical advice to planning authorities are actively sought. These might take the form of a dedicated adviser/expert employed by the Government who can act as an independent source of knowledge and expertise for local authorities.”

“R16. We recommend that through the pre-development discussions and the production of a ‘telecommunications plan’, the process of searching for and allocating sites follows a more rigorous procedure, independent of ownership, to enable the location of optimum sites”.

Why, therefore, does Waverley not employ an expert engineer to review technical assertions in planning applications and advise on optimal location of base stations to be shared by operators?”

(b) From L S Dadak of Birtley Green, Bramley –

“Waverley has no defined planning policy for 3G base stations yet I have been told by Planning that the “abnormal” applications are accepted “at face value”.

How can the requirements of the Government’s 3G Licence, issued to operators, be properly interpreted if planning officers are not briefed on that 3G licence yet were briefed on NTL’s cable laying!

Consequently, my question to Waverley; - “Does the 3G Licence permit “A” and “B” rural roads (unpopulated) to be targeted primarily as justification for a base station?” remains unanswered (after challenging 6 applications over a period of 6 months).

Could you please advise me why you have no 3G policy and why your planning officers are unable to answer elementary questions concerning the protection of the countryside when operators’ conjectured, theoretical uncorroborated predictions are “accepted at face value””.

5. EXECUTIVE 2004/05 – PORTFOLIO CHANGES

For information, Appendix A shows changes (in bold italics) to portfolios submitted by the Leader for the remainder of the current Council year.

6. EXECUTIVE – FOUR MONTHS ROLLING PROGRAMME
[Wards Affected: All]
To adopt the four months rolling programme of key decisions for Waverley Borough Council, attached as Appendix B for all members of the Council.

7A. NOTICE OF MOTION

In accordance with Procedure Rule 12.1, the following notice of motion was moved by Mr P D Harmer and seconded by Dr M-G Lane at the Council meeting on 10th January 2005.

“That the Executive be instructed to recommend to the next meeting of the Council whether or not this Council wishes Farnham to be included in the Western Corridor sub-region”.

In accordance with Procedure Rule 12.3, the Leader of the Council referred the motion to the next meeting of the Executive.

7B. SOUTH EAST PLAN AND LOCAL DEVELOPMENT FRAMEWORK UPDATE

In connection with the above-mentioned Notice of Motion, the draft programme for responding to SEERA (South East England Regional Assembly) is attached as an Annexe to this agenda.


Budget/Grants

8. FINANCIAL STRATEGY 2005/06 – 2007/08
BUDGET STRATEGY 2005/06
[Wards Affected: N/A]
To consider the under-mentioned reports at Appendix C:

8.1 General Fund Capital Programme

The purpose of the report at Appendix C.1 is to agree the final recommendation to Council regarding the General Fund Capital Programme for 2005/2006. The report contains any observations from the Overview and Scrutiny Committees.

Recommendation

It is recommended that the Executive recommend that the Council

1. approves the 2004/05 General Fund Capital Programme as shown at Annexe 1 of the report;

2. agrees that the Weyhill Car Park project be financed by prudential borrowing;

3. agrees the financing proposals in accordance with Annexe 2 to the report; and

4. amends the Financial Strategy to reflect the above decisions.

8.2 General Fund Revenue Estimates/Council Tax Levels

The report at Appendix C.2 advises the Executive of the latest position regarding the General Fund Revenue Estimates. The report contains observations from the Overview and Scrutiny Committees. The Executive is requested to make recommendations to the Council regarding Waverley's Budget and its element of the Council Tax for 2005/2006.

Recommendation

The Executive is requested to recommend to the Council

1. a 4.9% increase for Waverley's element of Council Tax for 2005/2006;

2. the schedule of fees and charges at Annexe 5 to the report, for approval;

3. to agree that discretionary rate relief be offered as outlined in paragraph 36 of the report;

4. that the recommendations in the Addendum be approved;

5. which reductions should be recommended for implementation;

6. that the General Fund Budget for 2005/06 be approved; and

7. that the Financial Strategy should be updated to take account of the decisions taken.

8.3 Housing Revenue Account Capital Programme

The report at Appendix C.3 provides a further opportunity for the Executive to consider the draft 2005/06 Capital Programme in respect of the Housing Revenue Account (HRA). The Community Overview and Scrutiny Committee considered the report at its meeting on 1st February 2005.

Recommendation

It is recommended that the Executive makes the following recommendation to the Council, that

1. the 2005/06 HRA draft Capital Programme be approved; and

2. the 2005/06 Social Housing Grant draft Capital Programme be approved.

8.4 Housing Revenue Account Revenue Estimates and Rent Levels

As part of the budget process, the report at Appendix C.4 seeks the views of the Executive on the draft Housing Revenue Account (HRA) Estimates for 2005/06. The detail of the draft Subsidy Determinations was confirmed by the Office of the Deputy Prime Minister (ODPM) with only minor change and the Estimates therefore remain broadly as the first draft seen by the Executive in December. The observations of the Community Overview and Scrutiny Committee are set out in the report.

Recommendation

It is recommended that the Executive makes the following recommendations to the Council, that

1. the rent levels of HRA dwellings be increased from 4th April 2005 by an average of 6.3%;

2. the weekly charge for a separate garage rented by a Council tenant be increased by 6.3% from 4th April 2005; and

3. the weekly charge for a separate garage rented by a non-Council tenant be increased by 6.3% from 4th April 2005.

9. SPONSORED ORGANISATION SCHEME – APPLICATIONS FOR REVENUE FUNDING 2005/06
[Wards Affected: All]
The purpose of the report at Appendix D is to consider the applications from the Sponsored Organisations for revenue funding in 2005/06. The report details the assessment of applications against the approved Sponsored Organisation Scheme criteria and provides recommendations for funding. The observations of the Overview and Scrutiny Committees are contained in a separate paper.

Recommendation

It is recommended that the Executive considers the applications from Sponsored Organisations and that the allocations for 2005/06 totalling 549,943, as listed in Annexe 1, Grant Recommended 2 column, be approved.


10. PRUDENTIAL CODE FOR CAPITAL FINANCE IN LOCAL AUTHORITIES
[Wards Affected: N/A]
The purpose of this report at Appendix E is to seek the Executive’s approval of the capital finance prudential indicators as required by the Chartered Institute of Public Finance and Accountancy’s (CIPFA’s) Prudential Code. This report must be considered in conjunction with the budget setting report and the treasury management policy report also on this agenda. Decisions taken by the Executive on the budget setting report may impact on the Prudential Indicators presented in this report.

Recommendation

That the Executive approves the above Prudential Indicators 1 to 6, as amended if necessary following the decisions taken in approving a draft General Fund budget.

11. TREASURY MANAGEMENT POLICY
[Wards Affected: N/A]

Recommendation

It is recommended that the Executive:

1. notes the review of the current policy;

2. approves the annual investment Strategy as set out in paragraph 6 of the agenda report; and

3. approves the prudential indicators in paragraph 8 of the report.

12. BUDGET MONITORING – DECEMBER 2004
[Wards Affected: All]
The report at Appendix G provides details of the expenditure and income position to the end of December 2004 compared to budget for the General Fund and the Housing Revenue Account.

Recommendation

It is recommended that the report be received, being the financial position to 31st December 2004.

13. REVISED PROCUREMENT STRATEGY
[Wards Affected: N/A]
The publication of the National Procurement Strategy for local government has set the agenda for local authority procurement. The report at Appendix H outlines the current position and asks Members to approve a revised Waverley Procurement Strategy that accords more closely with the National Strategy.

Recommendation

It is recommended that the revised Procurement Strategy be considered and any amendments identified so that it may be approved and adopted.

14. MEMBERS’ IT FACILITIES
[Wards Affected: N/A]

In November 2004, the Executive agreed a policy regarding the provision of IT and phone facilities to Members. With the rapid development of the residential broadband market and the reduction in price for these facilities, the report at Appendix I proposes a revision to the policy.

Recommendation

It is recommended that the Executive considers the proposed change to the policy as described in paragraph 3 of the report.

15. ANNUAL AUDIT LETTER 2003/04
[Wards Affected: N/A]
The Audit Commission has completed its audit of the Council’s accounts for 2003/04 and the accounts are now available to all Council Members and for public inspection by local electors. The report at Appendix J summarises the District Auditor’s comments as contained in the Annual Audit Letter.

Recommendation

It is recommended that the report be received and noted.

16. REVIEW OF THE COUNCIL’S HEALTH AND SAFETY POLICY AND PROCEDURES
[Wards Affected: N/A]
This report was considered by the Corporate Overview and Scrutiny Committee on 2nd February (Appendix K). There were no observations to be passed to the Executive.

Recommendation

The Corporate Overview and Scrutiny Committee commends the Executive to adopt the updated Safety Policy Statement and Health and Safety Policy and Procedure guidelines, as set out in Annexe 1 of the report.

17. FARNHAM TOURIST INFORMATION CENTRE
[Wards Affected: All]

The purpose of the report at Appendix L (which was deferred at the last meeting) is to consider proposals from Farnham Town Council (FTC) for the future provision and funding of a tourist information service in Farnham.

Recommendation

It is recommended that:

1. the resolutions of Farnham Town Council and the consequential financial arrangements for Waverley, as set out in the report, be noted; and

2. officers, in consultation with relevant portfolio holders, be authorised to negotiate with Farnham Town Council on the detail of the response to the proposal contained in resolutions; and report back to the Executive at the earliest opportunity for final approval. in due course.

18. WORK OF THE CONSTITUTION SPECIAL INTEREST GROUP - PROPOSALS FOR IMPROVING WAVERLEY’S OVERVIEW AND SCRUTINY PROCESSES
[Wards Affected: All]
The report at Appendix M updates the Executive on the work of the Constitution Special Interest Group, and seeks Executive’s endorsement to consult the three Waverley Overview and Scrutiny Committees on proposals for improving Waverley’s Overview and Scrutiny processes.

Recommendation

19. DECRIMINALISED PARKING ENFORCEMENT
[Wards Affected: All]

The purpose of the report at Appendix N, which has already been considered by the Environment and Leisure Overview and Scrutiny Committee, is to reconsider the request by Surrey County Council for Waverley Borough Council to enter into an Agency Agreement to operate on-street decriminalised parking enforcement in the Borough and to consider the potential effect on the operation of the Council’s off-street car parks.

Recommendation

It is recommended that:

1. Officers be authorised to negotiate the terms and conditions of an Agency Agreement, between Surrey County Council and Waverley Borough Council, for Waverley to operate an effective decriminalised on-street parking enforcement operation in the Borough, at no overall cost to Waverley; and

2. Officers report back to the Environment and Leisure Overview and Scrutiny Committee and the Executive with details of those terms and conditions and a detailed cost model.

20. LEGIONELLA MANAGEMENT IN SPORTS AND LEISURE BUILDINGS
[Wards Affected: All]

The purpose of the report at Appendix O is to provide Members with details of the management of legionella in Waverley-controlled sports and leisure buildings.

Recommendation

It is recommended that:

1. the Council agrees to undertake the management of legionella in its sports pavilions and leisure buildings for which it is responsible, including the Memorial Hall; and

2. the annual sum indicated in the (Exempt) Annexe to the report be included in the Revenue Estimates commencing in 2005/06, for this purpose.

21. CONTRACT MONITORING ARRANGEMENTS
[Wards Affected: All]


It was further agreed that a sum equivalent to the existing cost of the contractor funding his own staff would be identified as available to enable the Council to fund the employment of Waverley Contract Monitoring Officers from the beginning of November 2005. This will coincide with the commencement of the new contracts. The overall financial implications of these new arrangements are therefore neutral.

The report at Appendix P presents the associated figures and seeks approval for the addition of two posts to the Council’s staffing establishment commencing in November 2005.

Recommendation

It is recommended that the Executive commends the Council to:-

22. THE LOCAL DEVELOPMENT SCHEME AND THE CORE STRATEGY ISSUES AND OPTIONS (Agenda Item 7B above also refers)
[Wards Affected: All]

The report at Appendix Q explains the Local Development Scheme and the Core Strategy and sets out the process in producing them, together with the views of the Environment and Leisure Overview and Scrutiny Committee.

Recommendation

It is recommended that

1. the Local Development Scheme be agreed for submission to the Government Office for the South East; and

2. the Core Strategy Issues and Option Paper be agreed as a document to be published for public comment.

23. REVIEW OF PUBLIC SPEAKING SCHEME AT DEVELOPMENT CONTROL AND AREA DEVELOPMENT CONTROL SUB-COMMITTEES
[Wards Affected: All]
The purpose of the report at Appendix R is to review the pilot Public Speaking Scheme at Development Control and Area Sub-Committees that commenced in April 2004. The report highlights successes and issues that need further consideration and suggested amendments to improve the scheme. The Modernising Planning Special Interest Group and the Development Control Committee have reviewed the Scheme and recommend minor adjustments to the scheme.

Recommendation

24. CONSULTATION ON PROPOSED EXTENSION TO THE CONSERVATION AREA BOUNDARY FOR FARNHAM TOWN CENTRE
[Wards Affected: Farnham Castle,
Farnham Waverley]

In the report on the Farnham Conservation Area Appraisal to the Executive on 11th January, it was proposed that a number of properties in Union Road and Victoria Road be included in the conservation area. It has been necessary to consult the owners of the houses and the report at Appendix S explains the position.

The outcome of the consultation will be reported to the Executive - to be tabled.

25. A COMPACT WITH THE VOLUNTARY SECTOR
[Wards Affected: All]
The Government wants all local authorities to develop a compact with the voluntary sector and when this Council undergoes its next Comprehensive Performance Assessment, the inspectors will expect to see the Council’s own Compact document. A Surrey-wide compact has already been developed and the report at Appendix T (which has been considered by the Community Overview and Scrutiny Committee) invites members to consider if it wishes to ‘sign-up’ to it.

Recommendation

The Community Overview and Scrutiny Committee commends to the Executive that:

1. Waverley becomes a partner in the Surrey Compact;

2. Waverley develops its own action place to deliver the Compact locally; and

3. should Surrey County Council approach Waverley for funds in the future, officers refer the matter back to Members.

26. BRIGHTWELLS GOSTREY CENTRE – RE-DEVELOPMENT OF THE EAST STREET AREA
[Wards Affected: All Farnham Wards]
The report at Appendix U (which has been considered by the Community Overview and Scrutiny Committee) invites members to consider the re-provision of the Brightwells Gostrey Centre in light of further information.

Recommendation

The Community Overview and Scrutiny Committee commends to the Executive that:

1. the Brightwells Gostrey Centre be provided with a new build development on or near its existing site, having regard to the reasonable needs of the Brightwells Gostrey Committee; and

2. the officers be requested to undertake a feasibility study, draw up plans and make a financial appraisal for the provision of a new day centre.

27. DEVELOPING EXTRA CARE SHELTERED HOUSING IN FARNHAM
[Wards Affected: All]
The report at Appendix V (which has been considered by the Community Overview and Scrutiny Committee) seeks member support for a proposal to provide higher levels of care and support in two sheltered housing schemes in Farnham.

Recommendation

The Community Overview and Scrutiny Committee welcomes the proposal to introduce an Extra Care facility into two sheltered housing schemes in Farnham and is pleased to commend this excellent initiative to the Executive.

28. 2005 PAY CLAIM
[Wards Affected: N/A]

The Executive will be informed of progress regarding the current negotiations.

29. DRAFT CALENDAR OF MEETINGS
[Wards Affected: N/A]

A draft calendar of meetings for 2005/06 is attached at Appendix W.

Recommendation

It is recommended that the draft calendar of meetings for the 2005/06 Council year, as set out in Appendix W, be approved.

30. APPOINTMENTS TO OUTSIDE BODIES

30.1 SCC Local Committee – Proposed Joint Working Group with Hampshire County Council

After negotiation with Hampshire County Council, the Local Committee for Waverley (Surrey County Council) has agreed to set up a joint working group to look at cross-border highways matters. As one of the resolutions, the Committee agreed to ask Waverley to nominate one member to sit on the working group.

Recommendation

It is recommended that Waverley nominates one member to serve on this working group of the County Council.

30.2 SCC Local Committee – Community Travel Plan Task Group

The Local Committee for Waverley (SCC) has agreed to go ahead with a Community Travel Plan Demonstration Project for central Godalming and Farncombe, including the setting up of a Task Group to which WBC is invited to appoint two members.

Recommendation

It is recommended that Waverley nominates two members to serve on this Task Group of the County Council.

30.3 John Stanley Jeffries Swimming Pool Trust

Mrs J A Slyfield has resigned as a Waverley representative trustee on this body and the Executive may wish to give consideration to appointing a replacement now or to wait until all outside appointments are reviewed in May.

30.4 Appointment of Member to Corporation of Guildford College

In 2001, Mr J R Sandy was appointed as a Local Authority member to the Corporation of Guildford College. The Clerk to the Corporation has written as Mr Sandy’s term of 4 years expires at the end of March asking if Waverley would be willing to nominate him for a second term. Mr Sandy has expressed a wish to continue. Guildford College has asked for a response, if possible, by 23rd February.

Recommendation

That the Executive determines this appointment.

Background Papers (CEx)

Communications from Local Committee and Partnership Officer, SCC.
Letter from Mrs J A Slyfield dated 17.1.05.
Letter from Clerk to the Corporation, Guildford College, dated 21.1.05.

31. MEMBER/TENANTS’ SIG
[Wards Affected: N/A]
As a consequence of the Executive portfolio, changes referred to in an earlier item on this agenda, it is necessary for the Executive to give consideration to the current membership of the Member/Tenants’ Special Interest Group. The SIG Protocol states that “the appropriate Portfolio Holder will convene and normally chair a SIG, but may delegate the chairmanship at his/her discretion”. Mr K T Reed is the new Portfolio Holder for Housing. Mr V K Scrivens, as previous Portfolio Holder, has chaired the meetings of the Member/Tenants’ SIG that have been held so far in the current Council year.

Recommendation

That the Executive determines any change in membership of the Member/Tenants’ Special Interest Group for the remainder of the Council year 2004/05.

Background Papers (CEx)

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

32. 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 the item(s), 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 Part 1 of Schedule 12A to the Local Government Act 1972 (to be identified, as necessary, at the meeting).

33. ANY ISSUES TO BE CONSIDERED IN EXEMPT SESSION

To consider any matters relating to aspects of the reports on this Agenda which, it is felt, may need to be considered in exempt session.
comms/executive/2004-05/380