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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 07/12/2004
Revised Agenda for meeting 7th December 2004



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 Meeting of the Executive held on 2nd November 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. CONTINUING ABSENCE

To approve the extended absence of Mr M J D Allan (last formal meeting attended 11th August) and Mrs M Nyazai (last formal meeting attended 14th June), both of whom have been in ill health in recent months.

4. 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.

5. QUESTIONS

The Chairman to respond to any questions received from members of the public, notice of which has been given in accordance with Procedure Rule 10.

6. 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.

7. FINANCIAL STRATEGY UPDATE/BUDGET 2005/06
[Wards Affected: All]

Appendices B, C and D – enclosed (separate document)

7.1 General Fund (Appendix B) comprising:-

Draft Capital Programme 2005/06

The report at Appendix B.1 puts forward proposals for the draft 2005/06 Three-Year Capital Programme in respect of General Fund services.

Recommendation

It is recommended that the Executive gives further consideration to this matter at its next meeting.


Draft Revenue Estimates 2005/06

The report at Appendix B.2 presents the 2005/06 draft General Fund Revenue Estimates for consideration by the Executive. The Executive is informed of any comments made by the Overview and Scrutiny Committees during the November cycle of meetings.

Recommendation

It is recommended that the Executive gives further consideration to the General Fund Budget for 2005/06 at its next meeting.

7.2 Housing Revenue Account (Appendix C) comprising:-

Draft Capital Programme 2005/06

The report at Appendix C.1 provides the opportunity for the Executive to consider the draft 2005/06 Capital Programmes in respect of the Housing Revenue Account (HRA). The Community Overview and Scrutiny Committee has given preliminary consideration to this Programme.

Recommendation

It is recommended that the Executive gives initial consideration to the draft HRA Capital Programme having regard to the need for the Council to make progress towards meeting the decent homes target, proposes any changes that are thought appropriate and give further consideration to the resultant draft Capital Programme in January 2005.

Draft Revenue Estimates 2005/06

As part of the budget process, the report at Appendix C.2 seeks the views of the Executive on the draft Housing Revenue Account (HRA) Estimates for 2005/06. The draft estimates were considered by the Community Overview & Scrutiny Committee before the receipt of draft subsidy determinations from the Office of the Deputy Prime Minister (ODPM). The draft estimates now have regard to the estimated effect of those draft determinations on the 2005/06 HRA.

Recommendation

It is recommended that the Executive notes the proposals contained in the draft HRA Estimates and further considers them in January with a recommendation to Council once the Government has issued its final decisions with regard to subsidy for 2005/06.

7.3 Setting of Council Tax Base 2005/06 (Appendix D)

The purpose of the report at Appendix D is to seek approval of the 2005/06 Council Tax base which, under the provisions of the Local Government Finance Act 1992, the Council is required to determine prior to approval of the Council's budget for 2005/06.


Recommendation

It is recommended that, pursuant to the foregoing report and in accordance with the Local Authorities (Calculation of Tax Base) Regulations 1992, the Council Tax base for Waverley and for each of the Town/Parish Council areas for the year 2005/06 shall be as shown in Annexe 1 to the report.

8. BUDGET MONITORING - OCTOBER 2004
[Wards Affected: All]

The report at Appendix E provides details of the expenditure and income position to the end of October 2004 compared to budget for the General Fund and the Housing Revenue Account.

Recommendation
9. MILFORD HOSPITAL – CONSULTATION
[Wards Affected: All]

The report at Appendix F, which has already been considered by the Community Overview and Scrutiny Committee, informs Executive Members of the consultation being undertaken by the Guildford and Waverley Primary Care Trust on the re-provision of specialist rehabilitation services currently based at Milford Hospital and on the closure of Milford Hospital.

Recommendation

The Community Overview and Scrutiny Committee commends the Executive to make a formal response to the PCT’s consultation exercise on the proposed closure of Milford Hospital taking into account the views of the Committee as outlined in paragraph 19 of the agenda report.

10. SOUTH EAST PLAN AND WESTERN CORRIDOR BLACKWATER VALLEY SUB-REGION
[Wards Affected: All Farnham Wards]

11. BEST VALUE AND LOCAL PERFORMANCE INDICATORS : REVIEW OF TARGETS FOR 2005/06 AND 2006/07 AND PROPOSED TARGETS FOR 2007/08
[Wards Affected: All]

The report at Appendix H gives details of Waverley’s performance during the first six months of 2004/05 and invites the Executive to approve the proposed targets for 2007/08 in respect of the Council’s best value and local performance indicators. Similar reports have already been presented to the Community, Environment and Leisure and Corporate Overview and Scrutiny Committees regarding those indicators that fell within their particular remits and a summary of the comments made by Members of each of these committees is included in this report.

Recommendation

It is recommended that the Executive agrees the proposed targets for 2007/08.

12. CORPORATE STRATEGY - AIMS AND OBJECTIVES 2005 AND BEYOND
[Wards Affected: All]

13. BENEFIT PERFORMANCE
[Wards Affected: All]
14. IMPLEMENTING ELECTRONIC GOVERNMENT RETURN 2004 (IEG4)
[Wards Affected: All]
15. LICENSING ACT 2003 - PUBLIC CONSULTATION ON THE COUNCIL'S DRAFT STATEMENT OF LICENSING POLICY
[Wards Affected: All]

16. VEHICLE (CRIME) ACT 2001 – REGULATION OF MOTOR SALVAGE OPERATORS

The report at Appendix M informs Members of the requirement on local authorities to carry out the registration of motor salvage operators as a measure to assist the Police with the control of vehicle crime and to adopt the provisions for registration. The report sets out the steps necessary to carry out the process and proposes the fees for registration.

Recommendation

It is recommended that:

1. the setting of a non-returnable registration fee to be charged to any person applying for registration under the provisions of the Vehicle (Crime) Act 2001 be approved; 2. the level of fee be reviewed annually together with the Council’s other fees and charges; and 3. the Council be recommended that its Scheme of Delegation be revised to authorise the Head of Environmental Services to deal with and approve applications made to Waverley under the Vehicles (Crime) Act 2001, except that any recommendation to refuse or cancel registration be referred to the Licensing and Regulatory Committee or Licensing (General Purposes) Sub-Committee for determination.

17. THE CAPABILITY OF THE COUNCIL TO PROVIDE EMERGENCY SERVICES OUT OF NORMAL OFFICE HOURS - FOLLOW UP REPORT
[Wards Affected: N/A]


18. HOUSING REPAIRS AND OUT-OF-HOURS ADVICE AND INFORMATION ROTA
[Wards Affected: All]

The purpose of the report at Appendix O, which has already been considered by the Community Overview and Scrutiny Committee, is to set out staffing and remuneration arrangements for the provision of management advice and information required by Southern Monitoring Services in respect of maintenance and housing incidents, which occur out of hours.

Recommendation

The Community Overview and Scrutiny Committee commends the Executive to endorse the proposal that remuneration be paid in the sums detailed above to four selected members of staff in the housing maintenance section to operate a system that enables a guaranteed response to provide management advice and information to customers who call Southern Monitoring Services when required out of normal working hours.

19. REVIEW OF DEVELOPMENT CONTROL
[Wards Affected: All]

The purpose of the report at Appendix P is to seek the views of the Executive on the review undertaken by the Environment and Leisure Overview and Scrutiny of Development Control.

Recommendation

It is recommended that the Executive receives the final report of the review of Development Control and considers the recommendations made.

20. THE PLANNING SERVICE : OPTIONS FOR FUTURE SERVICE DELIVERY
[Wards Affected: All]

The report at Appendix Q is prepared as a follow up to reports to the Executive in May, July and August 2004 with regard to improvements to the Council’s Planning Service. Those earlier reports essentially focused on short-term actions to improve performance on Development Control BVPI indicators. This report is focused on longer-term service plan options arising from changing demands on the service. The main objective of the report at this time is to flag up these changing demands, the alternative service options and the likely resource implications that need to be considered as part of the Council’s overall budget setting considerations including the use of Planning Delivery Grant.

Recommendation

It is recommended that the Executive:-

1. notes the current position and considers the Planning Service options as part of the Council budget setting process;

2. recommends to Council that the Senior Officer Post of Policy and Projects be deleted and replaced with a career grade planning post;

3. agrees to change the Policy Planning Technician to a career grade planning post with no implication for the budget;

4. recommends to Council the continuing support for the Planning Enquiry Team by prioritising 65,000 Planning Delivery Grant for new contracts for the Senior Enquiry Officer and Enquiry Officer;

5. subject to revenue budget considerations for an additional 10,000, endorses the use of the remainder of the base PDG of 30,000 towards the cost of a Principal Enforcement Officer;

6. endorses the principle of committing 2005/06 PDG towards further service improvements in the Planning and Development Department in accordance with Annexe 1 of the agenda report; and

7. agrees to the formalising of PD enquiries through Lawful Development Certificates once Waverley launches its self-help PD Enquiry system.

21. LOCAL DEVELOPMENT SCHEME
[Wards Affected: All]

At the meeting of the Executive on 4th October 2004, this report (see Appendix R) was deferred in order that officers could give further consideration to:-

the implications of the final version of the Regulations which had been published on the 28th September 2004 and the draft guidance on how to carry out Sustainability Appraisals which had also been published in September; staffing and budgetary implications and demands on the service; the changed circumstances regarding the Dunsfold Aerodrome Area Action Plan.

The report deals with those matters. A revised draft Local Development Scheme is attached. At the meeting of the Local Development Framework Special Interest Group on 3rd November 2004, the revised Local Development Framework Scheme was agreed.


Recommendation

It is recommended that the revised Draft Local Development Scheme be agreed prior to it being adopted by Council and submitted to the Government Office in December.

22. THE CORE STRATEGY – DRAFT ISSUES AND OPTIONS PAPER

[Wards Affected: All]

The report at Appendix S, which was considered by the Local Development Framework Special Interest Group at its meeting on 3rd November 2004, introduces the first part of the Core Strategy which is attached at Annexe A of the agenda report. This deals with the spatial portrait of the Borough, the issues, spatial vision, objectives, spatial strategy, and the options for the location of development. Annexe B sets out an outline of the Scoping Report for the Sustainability Report which has to accompany the Core Strategy.


Recommendation

It is recommended that:-

1. the Core Strategy Issues and Options Paper be agreed as a document to be published for public comment; and

2. the Outline Scoping Report be noted.

23. BRAMLEY CONSERVATION AREA APPRAISAL
[Ward Affected: Bramley,
Busbridge and Hascombe]

The report at Appendix T presents the Draft Bramley Conservation Area Appraisal document for consideration, prior to publication for public consultation.

Recommendation

It is recommended that:-


1. the Draft Bramley Conservation Area Appraisal be agreed as a basis for public consultation; and

2. the individuals and organisations who have contributed to the assessment be thanked for their work.

24. PROPOSAL FOR DEVELOPMENT CONTROL CONSULTATIVE FORUM(S)

[Wards Affected: All, but Central Farnham
Wards in the first instance]

The Borough Council is expecting to receive a number of complex and large planning applications in the near future, East Street probably being the first, but others could follow for Cranleigh Brick and Tile and Tuesley Farm.

The Council recently reviewed its Development Control Charter which specifically promotes the importance of pre-application discussion. This is not only to improve speed of decision making but also to improve the quality of submissions and thereby the ultimate quality of development. On these larger schemes, where matters of subjective judgement and local importance are involved, it will be helpful to all to feed Member comments into the negotiation process.

The report at Appendix U proposes the setting up of a Member Forum to formalise and channel this involvement.

Recommendation

It is recommended that:-

1. a Development Control Consultative Forum be established as set out in the report; and 2. a review of the Forum process be carried out after 12 months of operation.


25. CITIZENS ADVICE BUREAUX – PROGRESS REPORT AND PROPOSED FEASIBILITY STUDY
[Wards Affected: All]

The Community Overview and Scrutiny Committee agreed, as part of its work programme for 2004/05, to undertake an in-depth review into the Citizens’ Advice Bureaux (CABx) that operate in the Borough. The purpose of the report at Appendix V is to update Members on the information and evidence received and to agree the next stages of the review. The report also seeks specific approval to a proposal to commission an independent study, using National Association of Citizens’ Advice Bureaux consultants, on the feasibility of a district based model of CAB service provision.

Recommendation

Having received the report and the evidence and information provided, the Community Overview and Scrutiny Committee commends the Executive to agree to endorse the proposal from NACAB to undertake a feasibility study into a district based CAB model at a cost of approximately 4,000, such sum to be met from existing budget provision.

26. WAVERLEY VOLUNTARY GRANTS PANEL
[Wards Affected: All]

27. HOUSING OPTIONS APPRAISAL PROCESS - REPORT OF THE SPECIAL INTEREST GROUP (SIG)
[Wards Affected: All]


28. HOUSING OPTIONS APPRAISAL – VACANCY ON SHADOW BOARD
[Wards Affected: N/A]

At the meeting on 2nd November, the Executive considered a report on the Housing Options Appraisal and agreed, inter alia, that five Council members be nominated to serve on the Shadow Board. One of those members, Mr W M Marshall, has asked to stand down and consequently the Executive is requested to fill the vacancy caused by Mr Marshall’s resignation.

Recommendation

That the Executive appoints a Waverley Councillor successor to Mr W M Marshall on the Shadow Board.

Background Papers (CEx)

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

29. REPORT OF THE MEMBER/TENANTS’ SIG
[Wards Affected: All]

The Member/Tenants’ Special Interest Group (SIG) met on 1st November and its report is contained at Appendix Y. The only matter requiring endorsement by the Executive at this stage relates to the Review of the Council’s Anti-Social Behaviour and Harassment Policy for tenants, as follows:

Recommendation

It is recommended that

1. the Executive be made aware of the importance placed on the control of anti-social behaviour, as demonstrated by the large attendance at the recent Tenants’ Workshop on the subject;

2. the revised Anti-social Behaviour and Harassment for Tenants Policy, as set out in Annexe 1 to the agenda report, be endorsed; and

3. the appointment of a dedicated Anti-social Behaviour Officer to deal with the additional responsibilities outlined in the report be approved.

Other matters considered by the SIG were:

(a) Work Programme

(b) Consultation with Tenants receiving the Supporting People Service

30. PROPERTIES IN FARNCOMBE
[Wards Affected: N/A]

There are significant structural problems which affect a pair of semi-detached houses in Farncombe and the officers have concluded that the most cost-effective long-term solution would be to demolish these houses and rebuild.


The report at Appendix Z, which has already been considered by the Community Overview and Scrutiny Committee, seeks the permission of the Executive to pursue this course of action and, in the first instance, seeks permission to make a planning application for demolition.

Recommendation

The Community Overview and Scrutiny Committee commends the Executive as follows:-

1. the proposal to demolish the pair of semi-detached properties, as shown in (Exempt) Annexe 1 to the agenda report, with the intention to re-develop the plots with 2 or 3 bedroom homes, be approved;

2. a first resolution in accordance with Regulation 3 of the Town and Country Planning (General) Regulations 1992 be approved to allow a planning application to be submitted for the demolition of the properties in question; and

3. officers draw up plans for the development of 2/3 bedroom dwellings on the site identified at (Exempt) Annexe 1.

31. HOUSING REVENUE ACCOUNT - APPLICATION OF CAPITAL RECEIPTS ARISING FROM NON-RIGHT TO BUY RECEIPTS
[Wards Affected: All]
32. PRIVATE SECTOR HOUSE CONDITION ASSESSMENT
[Wards Affected: All]

33. SURRENDER OF LEASE AND NEW ARRANGEMENTS FOR GRAZING THE LAMMAS LANDS, GODALMING
[Ward Affected: Godalming
Central and Ockford]
34. COUNTRYSIDE REVIEW AND ROLE IN MANAGING COUNTRYSIDE LAND NOT OWNED BY WAVERLEY BOROUGH COUNCIL
[Wards Affected: All]

Given the existing budget pressure, the Environment and Leisure Department is undertaking a review of the Countryside Service and the work that it undertakes. One of the key issues that needs clarification, at a time when resources to operate the section are severely limited, is the role of the Countryside Service in managing land not owned by the Council. The report at Appendix DD sets out the issues relating to this aspect and provides policy recommendations for the Council to consider.

Recommendation

The Executive is requested to:-

1. note the resource constraints on the Countryside Service; and

2. recommend to Council that the proposal that the Countryside Section restricts its work only to land owned by and leased to the Council, as from 1st January 2005, be endorsed and that officers inform the relevant persons and bodies affected by this decision.


35. FARNHAM YOUTH PROJECT
[Wards Affected: All Farnham Wards]

The Executive is recommended to approve the changes proposed to the Trust Deed of the Farnham Youth Project and the vesting of the Trust property in the Official Custodian.

36. TREASURY MANAGEMENT PERFORMANCE
[Wards Affected: N/A]

In accordance with Waverley's Treasury Management Policy the report at Appendix FF summarises Waverley’s investment performance for the half-year ended 30th September 2004.

Recommendation

It is recommended that the Executive notes the report.

37. APPOINTMENTS TO OUTSIDE BODIES

37.1 Knights Wrecclesham Almshouses Trust

Appointments to this Trust are made every four year. The current Waverley representatives are Mrs Susan Farrow and Mrs Vivien Phillips whose terms of office expire shortly. The constitution of the Trust provides that there be two Waverley representatives but that one is on the recommendation of Farnham Town Council. Mrs Farrow was appointed under the latter arrangement in 2000 and the Town Council has recently resolved to nominate her again. Mrs Phillips, a solicitor with Bells Potter of Farnham has served as a Waverley representative for many years, and her fellow trustees would like her to continue. This she is happy to do.

Recommendation

It is recommended that Mrs S Farrow and Mrs V Phillips be appointed to serve as Waverley representatives on this body for a four year term, expiring in 2008.

37.2 Edwin Abbott Cottages Trust, Dockenfield

The three Waverley representatives on this body are Mr J A L Chuter, Mr B V Foulkes and Mrs P Hibbert. The four year terms of office of Mr Chuter and Mr Foulkes (both former Waverley Councillors) expire shortly. Mrs Hibbert continues to serve until 2007. It is appropriate, therefore, to seek nominations for the coming four years in the case of Mr Chuter and Mr Foulkes.

Mr Chuter has expressed a wish to continue. Mr Foulkes, however, has indicated that he does not wish to be considered for re-appointment. It is proposed, therefore, that Councillor L C Bate be appointed in his place. Mr Bate is agreeable.


Recommendation

It is recommended that Mr J A L Chuter and Mr L C Bate be appointed to serve as Waverley representatives on this body for a four year term, expiring in 2008.

Background Papers (CEx)

Letter to Bells Potter, Solicitors, dated 21st September 2004. Letters from Bells Potter, Solicitors, dated 8th and 29th October 2004.
Letter to Town Clerk, Farnham Town Council, dated 21st September 2004. Letter from Town Council dated 16th November 2004.

38. ACTION TAKEN SINCE LAST MEETING

To note any decisions taken by the Chief Executive, after consultation with the Chairman and Vice-Chairman, since the last meeting. The Register of Decisions will be placed on the table half an hour before the meeting.

39. WASTE MANAGEMENT CONTRACT
[Wards Affected: All]

39.1 At the meeting of the Executive on 2nd November 2004, further consideration was given to the financial strategy following on from the Finance Seminar. Members were particularly concerned about potential upward pressures on the budget and agreed, amongst other things, to ask officers to tender the environmental contracts with the flexibility to adjust service levels.

39.2 In considering this concern about budgetary pressures and tendering flexibility, the Council’s Chief Officer Group agreed to tender the waste management contract in accordance with the Executive’s guidance with some options including frequency of collection in addition to the service currently undertaken, and to restrict the annual inflation increase to RPI plus one percent. The options included in the retendering will be put to members in due course once the outcome of the tendering process has been concluded. Members have the absolute discretion to accept or reject any option tendered.

39.3 It is hoped that both the move away from the industry standard Indices, which have resulted in high inflationary increases in recent years, and the range of tendered options, will assist in the current difficult budgetary process.

39.4 The Executive is requested to note that the officers will be reporting when the tenders are received.

Background Papers

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

40. 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 items on the grounds that it is likely, in view of the nature of the business transacted or the nature of the proceedings, that if members of the public were present during the items there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in those paragraphs of Part I of Schedule 12A to the Act indicated:-

41. FARNHAM SPORTS CENTRE CONTRACT
[Wards Affected: N/A]

To consider the report at (Exempt) Appendix GG.

42. KILNFIELDS, HASLEMERE
[Wards Affected: N/A]

To consider the report at (Exempt) Appendix HH.

43. LAND AT FARNHAM
[Wards Affected: N/A]

To consider the report at (Exempt) Appendix II.

44. ANY OTHER MATTERS TO BE CONSIDERED IN EXEMPT

To consider matters, if any, relating to aspects of any reports on the 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/2004-2005/336 40800