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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 12/07/2004
Meeting to be held on 12th July 2004



* 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]

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 Meeting of the Executive held on 15th June 2004 (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, in relation to any items included on the agenda for this meeting, disclosure of any interests which are required to be disclosed by Section 94(1) of the Local Government Act 1972 and in accordance with the Waverley Code of Local Government Conduct.

4. QUESTIONS

The Chairman to respond to the following question received from Mrs Ann Thurston of Rowledge, Farnham, notice of which has been duly given in accordance with Procedure Rule 10;

“My question concerns the East Street Questionnaire.

The Questionnaire was very late being delivered to households in the area and few people if any had three weeks in which to complete the form. The Portfolio Holder himself had only two weeks and three days. Some people received multiple copies of the Questionnaire and some people received no copy at all.

At the last meeting of the Executive, the Portfolio Holder, in his report, suggested activist groups were trying to get hold of multiple sets of the leaflets/questionnaires from the Council Offices in order to spoil the consultation process. East Street Action had no part in this. It is doubtful if the other groups were involved as it certainly was not their official policy. Questionnaires were freely available anyway at Sainsbury’s South Street Store. Is the Executive aware of the above problems and will the Portfolio Holder withdraw his statement concerning the activist groups?”.

5. 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.

6. FINANCIAL STRATEGY REVIEW
[Wards Affected: N/A]
Recommendation

It is recommended that the Executive approves the Financial Strategy 2004/2008 and recommends it to the Council for adoption.

7. ANNUAL ACCOUNTS - 2003/2004
[Wards Affected: All]

7.1 Overall Revenue Outturn

The report at Appendix C provides details of the 2002/03 General Fund revenue outturn, the 2002/03 revenue outturn for the Housing Revenue Account and the outturn for the Collection Fund Revenue Account.

Recommendation

It is recommended that:-

1. the report be received; and

2. slippage of 41,100 from 2003/04 to 2004/05, as shown at Annexe 4 to the agenda report, be approved.

7.2 Capital Programme Outturn

The report at Appendix D presents the Outturn for the Council’s 2003/04 Capital Programme. It also seeks approval for the financing proposals, determination in respect of the Minimum Revenue Provision and a proposal to add slippage from the 2003/04 programme to the 2004/05 programme.

Recommendation

It is recommended that:-

1. the financing proposals for the 2003/04 financial year summarised in paragraph 5 above be approved;

2. the determinations in this report for the financial year 2003/04 be approved;

3. slippage totalling 698,412, as detailed in Annexe 1 to the report, from the 2003/04 General Fund Capital Programme to the 2004/05 General Fund Capital Programme be approved; and

4. slippage totalling 1,159,845, as detailed in Annexe 1 to the report, from the 2003/04 to the 2004/05 Housing Revenue Account Capital Programme be approved.

7.3 Draft Statement of Accounts

To consider the report at Appendix E - to follow.

8. REVIEW OF FINANCIAL REGULATIONS AND CONTRACT PROCEDURE RULES
[Wards Affected: N/A]

A report on this matter is to follow - Appendix F - following initial consideration by the Corporate Overview and Scrutiny Committee on 5th July 2004.

9. LICENSING ACT 2003 - THE DRAFT STATEMENT OF LICENSING POLICY FOR WAVERLEY BOROUGH
[Wards Affected: All]

A report on this matter is to follow - Appendix G - following initial consideration by the Licensing and Regulatory Committee on 14th June, the Corporate Overview and Scrutiny Committee on 5th July and the Development Control Committee on 7th July 2004.

Members are asked to bring with them to the meeting their copy of the Draft Statement which was circulated to all Members of the Council on 9th June.

10. DRAFT CORPORATE STRATEGY 2005 AND BEYOND
[Wards Affected: All]

The purpose of the report at Appendix H is to present key elements of the draft Corporate Strategy 2005 and Beyond to members for agreement prior to consulting the Citizens’ Panel about the Strategy. The feedback from consultation, together with a final draft of the Strategy, will be presented to the Executive on 4th October 2004.

Recommendation

The Executive is recommended to recommend the Council as follows:-

1. the draft aims and objectives for 2005 and beyond be agreed; and

2. a structured consultation on the draft Corporate Strategy takes place with the Council’s Citizens’ Panel over the summer.

11. THE HEALTH CHECKS AND PARISH PLANS REVIEW
[Wards Affected: All]

12. CLARIFICATION OF PROPOSED NEW OFFICER DELEGATED POWERS (THE PLANNING SERVICE)
[Wards Affected: All]

The report at Appendix J follows consideration of delegated powers by the Executive in May and June 2004. This report seeks to:-

(a) clarify the interpretation of “small scale” in relation to the determination of planning applications;

(b) clarify the definition of “small scale” in relation to new delegated powers being sought in relation to enforcement cases; and

(c) secure new delegated powers in relation to Temporary Stop Notices, a new power in the Planning and Compensation Act 2004.

Recommendation

The Executive recommends to Council that:-

1. the following explanatory text is inserted into the scheme of delegation to officers in the Council’s Constitution to clarify the scope of paragraph 223 relating to the approval of small scale development which are not in conflict with the Council’s planning policies.

Small scale means:- all applications for domestic extensions and alterations including outbuildings; the construction or conversion of buildings to form a single dwelling; small extensions to commercial and institutional buildings. All changes of use except those that are likely to have significant impacts on the environment, e.g. A3 uses, hot food take-aways, public houses and places of entertainment and loss of important town centre, community or village facilities.

2. the Director of Planning and Development be authorised to decide not to take enforcement action where unauthorised development accords with the Council's planning policies in the following descriptions of development:-

(i) operational development within the curtilage of existing premises;

(ii) advertisements;

(iii) the construction of walls, fences and other means of enclosure;

(iv) the construction of or alteration to a means of access to a highway; and

(v) change of use of a building to a single dwelling; and

3. delegated powers be given to the Director of Planning and Development, in consultation with the Solicitor to the Council, to issue Temporary Stop Notices.

13. FARNHAM MALTINGS - REFURBISHMENT PROPOSALS
[Wards Affected: All Farnham Wards]
1. endorse the proposed phased approach to the work; 2. agree to provide match funding for the three phases outlined in the report, subject to meeting the conditions of the matched funding scheme and to the Director of Finance being satisfied that external funding is in place at each phase; 3. agree to the re-phasing of funding from the Council to include 86,000 in the 2004/05 capital programme and 361,000 in 2005/06; and 4. approve the release of 86,000 for Phase 1.

14. IMPLEMENTING E-GOVERNMENT (IEG) 2004/05 - IEG CAPITAL GRANT AND PLANNING AND REGULATORY SERVICES ON-LINE (PARSOL)
[Wards Affected: All]
the Council's claim for an IEG Capital Grant of 350,000 from the ODPM for 2004/05; and

the Council's involvement in the PARSOL project and to explain the benefits that have accrued.
15. STANDARDS COMMITTEE - APPOINTMENT OF TOWN AND PARISH COUNCIL REPRESENTATIVE
[Wards Affected: N/A]

Further to the Council decision on 17th February 2004 to extend the Standards Committee membership to include two Town/Parish Council representatives from May 2004, a ballot of all Town and Parish Councils has taken place. Mr P Scattergood from Bramley Parish Council has now been selected as the second representative (following the earlier appointment of Mr M R Goodridge) and was invited to attend his first meeting of the Committee on 28th June 2004.
16. ENABLING AFFORDABLE HOUSING IN WAVERLEY
[Wards Affected: All]

A report on this matter, which has already been considered by the Environment and Leisure and Community Overview and Scrutiny Committees on 28th and 29th June 2004, is contained at Appendix M. It is intended that the paper should open the discussion about issues surrounding affordable housing into the future and that more detailed reports should return to the Overview and Scrutiny Committees and the Executive as national and regional policy become clearer and as local responses to these issues are formulated.

Recommendation

It is recommended that:-

1. the report be received;

2. the Executive notes that, with regard to the issues arising and challenges facing the Council as a Planning and Housing Authority, the Community Overview and Scrutiny Committee endorses the actions proposed in paragraph 22 a, b and c above and the Environment and Leisure Overview and Scrutiny Committee endorses the actions proposed in paragraph 22 d, e, f and g;

3. opportunities to provide non-subsidised affordable housing be fully explored with organisations with which the Council has not traditionally worked and that there might be presentations to members, if appropriate;

4. further work be undertaken to establish a policy for the use of commuted sums which can be used for supporting affordable housing in the Borough, mindful of the important capital finance regulations dimension; and

5. further reports be brought before members as matters emerge, clarify or need resolution.

17. DORLCOTE, WITLEY
[Wards Affected: All]

A report on this matter, which has already been considered by the Community Overview and Scrutiny Committee on 29th June 2004, is contained at Appendix N.

The report recommends that, in due course, Dorlcote should be decommissioned and the site made available for redevelopment for the sort of accommodation that is required locally.

Recommendation

It is recommended that:-

2. officers should work with the remaining residents and their families to find them alternative permanent accommodation and that this should be done in an appropriate and sensitive way, mindful of their needs and requirements;

3. Option 4 – the redevelopment of the site – be the preferred option;

4. a further report on how this might best be achieved, with a full financial analysis, be made to the next meeting of the Committee; and

5. it be clearly stated that the Council has not made any decision as to when Dorlcote will be closed.

18. ADVANCING THE DECENT HOMES AND HEALTH AND SAFETY WORK PROGRAMMES WITHIN THE HOUSING REVENUE ACCOUNT CAPITAL PROGRAMME
[Wards Affected: All]

The report at Appendix O seeks authority to bring forward some of the funding available within the provisions of the Housing Revenue Account (HRA) Capital budget for 2005/06, allowing some of the Decent Homes and Health and Safety work to be completed in advance of the original anticipated timescale. This report has already been considered by the Community Overview and Scrutiny Committee.

Recommendation

1. subject to the requirements of the Contract Procedure rules and the continued satisfactory performance from the contractors, the contracts for the current financial year be expanded to enable completion of Decent Homes and Health and Safety Programmes of work in advance of the timescales originally anticipated; and

2. the Capital Budget of 1,080,000 and corresponding funding from housing capital receipts identified in the indicative 2005/06 HRA Capital Programme be brought forward to 2004/05 to enable the additional programme of works detailed in the (Exempt) Annexe to the report to be undertaken.

19. AFFORDABLE HOUSING - CAPITAL PROJECTS
[Wards Affected: All]

To consider the report at Appendix P – to follow.

20. CEDAR LODGE, MILFORD
[Wards Affected: All]

The report at Appendix Q advises members of the need to undertake refurbishment work to Cedar Lodge and as part of this work to reconfigure the property so that the bedsits are converted into self-contained accommodation. In planning terms, the conversion work constitutes a change of use and so planning permission will need to be secured.

The purpose of this report is to seek the Executive’s approval for the proposed conversion and to make a planning application for ‘change of use’.

21. COMMUNITY WORKER - OCKFORD RIDGE AND AARONS HILL, GODALMING
[Wards Affected: All]

The report at Appendix R advises members of work that has been happening at Ockford Ridge and Aarons Hill in Godalming. It also identifies the need for a part-time Community Worker, and identifies sources of funding that could support the appointment of a part-time worker employed by the Council on a temporary contract.

Recommendation

It is recommended that the Executive:-

1. agrees to providing a contribution of 10,000 per year for three years (2004/05, 2005/06 and 2006/07), from the HRA Capital Feasibility Budget, towards the cost of employing a part-time Community Worker for Ockford Ridge/Aarons Hill, Godalming; and

2. gives approval for the Council to act as employer for the Community Worker on a fixed-term three year contract.

22. DOMESTIC VIOLENCE OUTREACH – PROPOSAL TO APPOINT A SECOND OUTREACH WORKER
[Wards Affected: All]
The report at Appendix S sets out a proposal to strengthen the outreach service provided to victims of domestic violence in Surrey through the appointment of a second part-time outreach worker.

Recommendation

It is recommended that, on behalf of the Safer Waverley Partnership, Waverley appoints a new part-time domestic violence outreach worker on an employment contract for a period not exceeding one year, working 20 hours per week.

23. BEST VALUE AND LOCAL PERFORMANCE INDICATORS : REVIEW OF WAVERLEY'S PERFORMANCE IN 2003/04
[Wards Affected: All]

A report on this matter, which is being considered by all three Overview and Scrutiny Committees in the current cycle of meetings, is to follow - Appendix T.

24. PROPOSED AMENDMENTS TO THE A3 HINDHEAD SCHEME BY THE HIGHWAY AGENCY
[Wards Affected: All Haslemere Wards]

The purpose of the report at Appendix U is to:-

set out the proposed amendments to the A3 Hindhead highway scheme following public consultation;

set out the progress on the A3 Public Inquiry and the Statement of Principles; and

introduce a proposal made by the Surrey Hills Area of Outstanding Natural Beauty Partnership, in cooperation with the National Trust, for the establishment of a Hindhead Area Joint Advisory Committee and a coordinator, for implementing the agreed Statement of Principles, after the Public Inquiry on the A3.

This report was considered by the Environment and Leisure Overview and Scrutiny Committee at its meeting on 28th June 2004.

Recommendation

It is recommended that the A3 Hindhead scheme proposed by the Highway Agency be supported, specifically:

1. the traffic management scheme for the Hazel Grove area;

2. the deletion of the Boundless Road junction and replacement with a design for Boundless Road to pass under the new A3;

3. a new cycleway along the existing A3;

4. the progress on the A3 Public Inquiry and the Statement of Principles be noted; and

5. it be noted that the Surrey Hills Area of Outstanding Natural Beauty in cooperation with the National Trust, proposes to set up a Joint Advisory Committee (JAC) and a coordinator.

25. LICENCE FOR ALTERATIONS AND EXTENSION - GUILDFORD RFC, BROADWATER PARK, GODALMING
[Wards Affected: Godalming Farncombe and Catteshall]

Recommendation

It is recommended that Waverley gives landlord’s consent to the Rugby Club for the works of alteration and extension granted under planning permission WA/2003/2417.

26. EXTENSION TO CAR PARK, MILFORD AND VILLAGES DAY CENTRE, CHAPEL LANE, MILFORD
[Ward Affected: Milford]

The report at Appendix W seeks approval for the grant of a lease of the land adjacent to the Milford and Villages Day Centre to use as ancillary car parking. The Day Centre will be responsible for obtaining all necessary statutory approvals for the land and for the construction of the car park.

Recommendation

27. REPORT OF THE HOUSING OPTIONS APPRAISAL SIG
[Wards Affected: N/A]

The report of the SIG is contained at Appendix X.

28. REPORT OF THE MEMBER/TENANTS’ SIG
[Wards Affected: N/A]

The report of the SIG is contained at Appendix Y.

29. A REVIEW OF SERVICES FOR YOUNG PEOPLE
[Wards Affected: All]

Providing services for young people is a key priority for the Council. In order to help improve the delivery of services, the Council has identified the need to undertake a review of the services it currently provides. The review will help shape a range of policies and priorities for future action. The review will involve a number of key partners as well as young people themselves. The report at Appendix Z sets out the objectives of the review and seeks Members' endorsement to establish a Special Interest Group to advise the Portfolio Holder on the scope and implementation of the review and assist in the process.

Recommendation

The Executive is recommended to:-

1. agree the objectives of the review as presented in this report; and

2. endorse the proposal to establish a Special Interest Group, comprising seven Members and other co-opted individuals as considered necessary, to assist in undertaking the review.

30. HOUSING SUPPORT WORKERS
[Wards Affected: N/A]

A report on this matter is to follow - Appendix AA.

31. ACTION TAKEN SINCE LAST MEETING

To note the following decision taken by the Chief Executive after the appropriate Member consultation since the last meeting. The Register of Decisions will be laid on the table half an hour before the meeting.

Appointment of Representatives to Outside Bodies

To authorise the appointment of Capt P G Burden to serve as a Waverley representative on:-

(a) New Ashgate Gallery, Farnham; and

(b) Farnham Maltings Council of Management.

32. ANY OTHER MATTERS REFERRED FROM OTHER COMMITTEES

To consider any other matters referred from other Committees which require consideration by the Executive.

33. EXCLUSION OF PRESS AND PUBLIC

To consider the following recommendation on the motion of the Chairman:-

34. GODALMING KEY SITE

To consider the report at (Exempt) Appendix BB - to follow.

35. ADMINISTRATIVE SAVINGS

To consider the report at (Exempt) Appendix CC - to follow.

36. ANY OTHER MATTERS TO BE CONSIDERED IN EXEMPT

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/2004-05/066