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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 11/10/2005
Updated Agenda for the Meeting to be held on 11th October 2005




Fax No: 01483-523475
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Our ref:
When calling please ask for: David Bennett
Direct line: 01483 523226
E-mail: dbennett@waverley.gov.uk
Date: 30th September 2005


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

Membership of the Executive
Miss G B W Ferguson (Chairman)Mr C H Mansell
Mrs C E Savage (Vice-Chairman)Mr K T Reed
Mr S D EdgeMr J E Robini
Mr B Grainger-JonesMr V K Scrivens
Mr P Haveron

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 p.m.

[The meeting will be webcast and can be viewed by visiting
http://www.waverley.ukcouncil.net/.]


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.
AGENDA

1. MINUTES

To confirm the Minutes of the Special Meeting of the Executive held on 12th September 2005 (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 member’s 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

4.1 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.

4.2 The following question has been received from Mrs Lesley Lovell of Farnham:-

“CEASE has tried repeatedly to alert this Council to the fact that the Crest Nicholson Masterplans show that the proposals for redeveloping the Green King/Marlborough Head site infringe upon property owned by Laurel Pub Group (the Hogshead) and Wimpeyburger, to the extent that neither business could continue to trade. Does this Council accept that the development cannot be built as shown, and that until a feasible development is proposed, any associated land assembly could represent an extremely high risk to the council tax payer?”

5. EXECUTIVE FOUR MONTH ROLLING PROGRAMME
[Wards Affected: All]

To adopt the four month rolling programme of key decisions for Waverley Borough Council at Appendix A - for all Members of the Council.

6. FINANCIAL STRATEGY 2005/06 - 2008/09
[Wards Affected: N/A]

Recommendation

It is recommended that the Executive:-

1. notes the financial strategy issues facing Waverley ahead of the finance seminar on 31st October;

2. recommends the draft Financial Strategy 2005/06 – 2008/09 to the Council for approval; and

3. decides whether to undertake a consultation exercise for the 2006/07 budget and advises officers accordingly.

7. RISK MANAGEMENT POLICY
[Wards Affected: N/A]

The report at Appendix C reviews Waverley’s Risk Management Policy and proposes a strategy to achieve the objectives set out in this policy.

Recommendation

8. IMPLEMENTING E-GOVERNMENT (IEG) - 2005/06 IEG CAPITAL GRANT AND IEG CAPITAL PROGRAMME
[Wards Affected: All]

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

bring Members up-to-date with respect to the Council’s claim for an IEG (Implementing Electronic Government) Capital Grant of 150,000 from the ODPM for 2005/06;

recommend a revision to the 2005/06 capital programme in response to receipt of this grant in accordance with the Government’s priority service outcomes.

Recommendation

That the Executive recommends the revised capital programme for 2005/06 for Electronic Government for Customer Service for approval by the Council.

9. CALL-IN REPORT BACK - COMMUNITY PARTNERSHIP FUND 2005/06 - NEW FARNHAM REPERTORY COMPANY
[Wards Affected: All]

The following matter, dealt with by the Executive at the last meeting, was subject to call-in at a meeting on 19th September.

Corporate Overview and Scrutiny Committee Community Partnership Fund 2005-06 - New Farnham Repertory Company

The report at Appendix E outlines the views of the Overview and Scrutiny Committee.

Recommendation

The Executive examines its previous decision in the light of the observations of the Corporate Overview and Scrutiny Committee.

10. PROPOSALS TO REFORM THE DEVELOPMENT CONTROL AND AREA DEVELOPMENT CONTROL COMMITTEES
[Wards Affected: All]

The report at Appendix F sets out the considerations and proposals of the Modernising Planning Special Interest Group in relation to the review of the Development Control Committee and its Sub-Committees.

The proposals build upon the model for two Development Management Sub-Committees to cover the whole Borough, which was agreed in principle at the Council meeting on 19th July 2005. This report includes conclusions on those matters Council wished to have considered.

The Modernising Planning (MP) SIG recommends that Council implement the new Development Management Committees in the new calendar year with an initial review in April 2006 to make any adjustments as a result of experience and a further review in January 2007 to assess whether the service objectives have been met.

Recommendation

It is recommended that:-

1. the Executive endorse the work of the Modernising Planning and Constitution Special interest Groups and recommends to the Council the Development Management Committees as detailed in the report and annexes;

2. reviews the views of the Constitution SIG on proposals for changes to the Constitution, and makes any proposals for change to the Council; and

3. the proposal for a future review of the Scheme of Delegation, as set out in paragraph 2 of the Constitution SIG’s report at Annexe 2 be endorsed.

11. COMMISSIONING A PATIENT-LED NATIONAL HEALTH SERVICE
[Wards Affected: All]

11.1 The report at Appendix G outlines proposals for restructuring Primary Care Trusts to improve commissioning of health services and to achieve greater efficiencies. These proposals have wide-ranging implications for patients, staff of the NHS, inter-organisational relationships and the structure of the health economy nationally, regionally and locally.

11.2 This is a complex issue. This report seeks to provide the policy context through which changes are being initiated and comment on the local implications of the proposed changes. Once the recommendations of the Surrey and Sussex Strategic Health Authority are made to the NHS and have been considered, there will be a formal 90-day formal consultation exercise on the proposals for change that are being put forward by the NHS. In effect, therefore, this report is an "early warning" of potential changes to the local health organisation.

12. WAVERLEY HOPPA COMMUNITY TRANSPORT - RESPONSE TO URGENT FINANCIAL REPORT FROM HOPPA
[Wards Affected: All]

The report at Appendix H includes an annexe by Waverley Hoppa Community Transport which advises Members of the shortfall in funding expected in 2006/2007 and sets out possible scenarios for the organisation should additional funding not be forthcoming. It includes updated and additional statistical information not available for the original report submitted to the Community Overview and Scrutiny Committee on 26th September 2005.

Recommendation

It is recommended that:

1. the Executive notes the report and considers the recommendation from the Community Overview and Scrutiny Committee;
13. REVIEW OF CITIZENS’ ADVICE BUREAUX
[Wards Affected: All]

The Committee agreed as part of its work programme to undertake an in-depth review into the Citizens’ Advice Bureaux (CABx) that operate in the Borough. The report at Appendix I summarises the work undertaken and material reported and considered at previous meetings. The report sets out the final outcomes of the review of CABx and its findings for consideration by the Executive.

Recommendation

Having received this report and the evidence and information provided, the Community Overview and Scrutiny Committee commends the Executive to endorse the conclusions and recommendations set out below:-
a. That the importance of the work undertaken by the CABx on behalf of Waverley’s communities is recognised and greatly valued. b. That the creation of a single district model CAB service with a single trustee board for Waverley as the basis of providing a sustainable CAB service into the future in order that the service is able to:- Develop strategically
Take advantage of new and existing funding streams
Build productive partnerships at borough or county levels
Avoid replication in the delivery of services
Make best use of economies of scale c. That whilst recognising the benefits of streamlining and developing telephone and e-mail services the proposed structure should continue to provide a face-to-face outlet in each of Waverley’s four main communities. d. That the Council formally request Citizens Advice to review its blanket no fee policy. e. On the issue of the Cranleigh CAB that the existing lease between Waverley and the Cranleigh CAB be either surrendered or assigned, subject to the approval of Cranleigh Parish Council. f. That Godalming CAB to be encouraged to resolve their future accommodation issues before the expiration of their existing lease for the Queen Street premises and that there should be a saving on the annual rental on any new leased premises. g. That on premises rental costs, which represent a significant proportion of the Waverley CABx total expenditure, that once established the proposed district model CABx organisation be asked to actively consider premises arrangements to reduce this area of expenditure and in particular to explore shared accommodation/facilities arrangements rather than dedicated premises. h. That Waverley’s representation on the Trustee Board will need to be considered by the Executive at the appropriate time. i. That quarterly reports on the progress towards the setting up of district organisation be submitted to the Community Overview and Scrutiny Committee. j. That future funding of the CABx be linked to increases in inflation. k. That the restructuring of the CAB service may involve one-off cost implications and the CABx may need financial assistance from the Council in dealing with these.

14. SPONSORED ORGANISATION SCHEME 2006/07 - GRANT ELIGIBILITY, CRITERIA AND TIMETABLE
[Wards Affected: All]

The purpose of the report at Appendix J, which has already been considered by all three Overview and Scrutiny Committees, is to consider the grant eligibility, criteria and timetable for assessing applications for the Sponsored Organisation Scheme in 2006/07.

Recommendation

Taking account of the observations made by the Overview and Scrutiny Committees, the Executive is recommended to:-

1. approve the application eligibility and grant criteria for the Sponsored Organisation Scheme, as set out at Annexe 3 to the report; 2. approve the proposed timetable for applying for Sponsored Organisation funding for 2006/07, as set out at Annexe 5 to the report; 3. consider whether the Sponsored Organisation Scheme is open to new applicants for 2006/07; 4. agree that Waverley contributes to the Waverley Voluntary Grants Partnership in 2006/07 on the same basis as in 2005/06 with two nominated members on the panel and that the results of the grants are reported back to the Overview and Scrutiny Committees and the Executive; 5. agree that the overall level of funding for the Sponsored Organisation Scheme and Waverley Voluntary Grants Partnership in 2006/07 is increased in line with inflation but that such an increase will have to be assessed alongside other demands on Council finances during the budget process; and 6. agree that the Waverley Voluntary Grants Partnership takes further steps to join up the grant administration processes with the Guildford Partnership Scheme.

15. COMMUNITY PARTNERSHIPS FUND - APPLICATION PROCESS, CRITERIA AND TIMETABLE FOR 2006/07
[Wards Affected: All]

The report at Appendix K, which has already been considered by all three Overview and Scrutiny Committees, reviews the Community Partnerships Fund and makes recommendations for the grant process, criteria and timetable for 2006/07 applications.

Recommendation

Taking account of the observations made by the Overview and Scrutiny Committees, the Executive is recommended to:-

1. consider whether the Community Partnerships Fund should be continued in 2006/07; 2. approve the Application Guidance for the Community Partnerships Fund, 2006/07, including grant criteria and project eligibility, as set out in Annexe 2 to the report; 3. approve the proposals for continuing the Area Partnership Groups to assist with the grant assessments, as detailed in paragraph 11 of the report; 4. approve the proposed timetable for grant awards in 2006/07, as set out in Annexe 3 to the report; and 5. agree that for the 2006/07 bidding round, projects, which improve services and facilities for young people, may be given priority over other types of projects.

16. IMPLEMENTATION OF CHANGES TO THE WASTE COLLECTION SERVICE
[Wards Affected: N/A]

In July 2005, the Council approved major changes to the waste collection service in the Borough. These changes include a move to alternate-weekly collections of recyclable materials and residual waste, the introduction of a kerbside collection of plastic bottles and the implementation of a subscription garden waste service. The Council agreed that additional resources will be necessary to ensure the successful implementation of the changes. The report at Appendix L sets out officers’ proposals for these resources and requests that the Council approves an outline staffing structure.

Recommendation

That the Executive recommends the Council to:-

17. DECRIMINALISED PARKING ENFORCEMENT
[Wards Affected: All]

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

1. update Members on the negotiations with Surrey County Council on its request for Waverley to manage on-street decriminalised parking enforcement in the Borough and;

2. note the Environment and Leisure Overview and Scrutiny Committee’s observations on the recommendation to enter into an Agency Agreement for that purpose.

Recommendation

It is recommended that the Executive notes the Environment and Leisure Overview and Scrutiny Committee’s support for the proposals, and the observations set out in the report, and that the matter be referred to Council on 25th October 2005.

18. PUBLIC CONVENIENCES – TRANSFER TO FARNHAM TOWN COUNCIL
[Wards Affected: All Farnham Wards]

The report on this matter will now be considered at the meeting on 8th November.

19. NOTICE OF MOTION

19.1 In accordance with Procedure Rule 12.1, the following notice of motion was moved by Mr P D Harmer, and seconded, at the Council meeting on 19th July 2005.

“In order to clarify the procedure of the Council, and to ensure that the Council’s procedure conforms to both the spirit and the letter of the Local Government Acts, to modify the Council’s Constitution, Rules of Procedure and Articles as follows:-

In Part 1, “Summary and Explanation”, on Page 2, in the section “How the Council operates”, in the fifth paragraph commencing “The Council is empowered ….”, in the sub-paragraph labelled “Part II and Part III, to add:-

"Any information which is included in such statement or question and which has not previously been formally presented to the Council shall be the subject of a report to the next meeting of the Executive or, where appropriate, the relevant Regulatory Committee.

Members of the Executive may not normally bring forward new information under this procedure. In emergency, the Chairman of the meeting may permit a member of the Executive to bring forward new information under this procedure, but that new information shall then be subjected to debate as though it had been a Part item.

When a member or members of the Executive give(s) notice to speak on any item of an Executive report, the member or members of the Executive shall be heard before any other member of the Council”.

19.2 In accordance with Procedure Rule 12.3, this motion stood referred to the last meeting of the Executive, but it was considered more appropriate to defer its consideration until the October meeting of the Executive when there would be a comprehensive report from the Constitution Special Interest Group (SIG) (see next Agenda Item).

20. CONSTITUTION REVIEW
[Wards Affected: N/A]

The report at Appendix O sets out detailed proposals for changes by the Constitution Special Interest Group to Council Procedure Rules and the work carried out by the SIG.

Recommendation

It is recommended that:-

21. SURREY HILLS AREA OF OUTSTANDING NATURAL BEAUTY (AONB) - MEMORANDUM OF AGREEMENT
[Wards Affected: All rural wards]

The report at Appendix P seeks the Council’s continuing support for the Surrey Hills local authority partnership and the work of the Surrey Hills AONB Unit.

Recommendation

It is recommended that the Executive agrees to makes an `in principle` commitment to sign the new Memorandum of Agreement and then considers the financial implications as part of the Sponsored Organisation Scheme, noting the previous difficulties of funding inflation through this scheme.

22. CIVIL CONTINGENCIES ACT 2004 - ADOPTION OF A CONTINUITY PLAN FOR WAVERLEY BOROUGH COUNCIL
[Wards Affected: All]

The report at Appendix Q seeks approval to the adoption of a Business Continuity Plan for Waverley as required by the Civil Contingencies Act (CCA) 2004.


Recommendation

It is recommended that:-

1. the proposals from your officers for a Business Continuity Plan for Waverley Borough Council on the basis, primarily, as set out in Annexe 1 to the report and added to in this report, be approved;

2. the draft Business Continuity Plan, as set out in (Exempt) Annexe 2 to the report be approved as the first such Plan for Waverley Borough Council; 3. The necessary budget to implement the foregoing recommendations of:- a. an addition to the 2005/06 Capital Programme in the sum of 25,000; b. a supplementary estimate of up to 30,000 in 2005/06; and c. the amount of 70,000 to be included within the draft 2006/07 Revenue Estimates;
23. BEST VALUE AND LOCAL PERFORMANCE INDICATORS - REVIEW OF WAVERLEY’S PERFORMANCE FOR FIRST THREE MONTHS OF 2005/06
[Wards Affected: All]

The report at Appendix R gives details of Waverley’s performance during the first three months of 2005/06 in respect of its best value and local performance indicators. Similar reports have already been presented to the Environment & Leisure, Community and Corporate Overview and Scrutiny Committees regarding those indicators that they had particularly requested to monitor on a regular basis within their remits. 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 notes the information presented in this report, seeks any further explanation of performance that it might require and responds as appropriate to the observations of the Overview and Scrutiny Committee.

24. ANNUAL REVIEW REPORTS FROM OVERVIEW AND SCRUTINY COMMITTEES
[Wards Affected: All]

The report attached at Appendix S details the work undertaken by the three Overview and Scrutiny Committees during the Council year (2004/05). In each case, the Committee endorsed the report for submission to the Executive and Council.

Recommendation

That the Executive approves the report for endorsement by the Council.

25. MANAGEMENT OF LARGE EVENTS IN WAVERLEY
[Wards Affected: All]

The report at Appendix T is to provide the Executive with proposals for a Council Policy for the vetting and approval of the management of substantial public events held in Waverley to reflect the Council’s statutory duties and the need for a co-ordinated approach in respect of public safety, health and food safety, environmental protection, licensing and emergency planning arising from such events. The attached guidance documentation also provides advice to event organisers of small and medium size events. The report was considered by the Corporate Overview and Scrutiny Committee on 19th September 2005.

The Executive is requested to recommend the policy for management of large events in Waverley to the Council for adoption.

26. PLAY EQUIPMENT - REPLACEMENT AND REPAIR
[Wards Affected: All]

The report at Appendix U covers the Council's planned approach to the management of risks associated with its provision of playground equipment throughout the Borough. The 2005/06 annual safety inspection report has identified the essential replacement and maintenance work required to ensure that the equipment continues to be at an acceptable standard. Having tendered the repair works the cost is significantly higher than the allocated annual budget available. The report sets out options for addressing this shortfall.

Recommendation

The Executive is recommended to:-

1. consider Options 1 and 2 set out in the report and determine which action officers should pursue to meet the capital shortfall; and

2. include in the draft revenue estimates for 2006/07, an increase of 16,000 in the play equipment repairs budget.

27. LOCAL GOVERNMENT ASSOCIATION – PROPOSAL FOR SETTING UP A DISTRICT COUNCILS' SPECIAL INTEREST GROUP
[Wards Affected: N/A]

27.1 Discussions are taking place within the Local Government Association (LGA) for a proposal to set up a District Councils' Special Interest Group. This would mirror the current groupings within the LGA for County Councils and Unitary Authorities. There is a provision in the LGA constitution to create this if ten or more member councils request it.

27.2 The suggestion is that interested District Councils would pledge to support this with an additional subscription to the LGA of 2,000 each. This would pay for officer research into and administrative support for issues of common interest to District Councils. For Members’ information, the Council currently pays a subscription of 13,220 to the LGA. There is no provision in the subscriptions budget to cover this extra 2,000, and it would necessitate a supplementary estimate.

Recommendation

The Executive is asked:-

1. if it wishes to pursue the proposal to set up a District Councils’ SIG in the LGA; and

2. if so, if it will agree a supplementary estimate of 2,000 in the current financial year.

Background Papers (CEx)

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

28. REVENUE SUPPORT GRANT
[Wards Affected: All]
The Office of the Deputy Prime Minister (ODPM) has published a consultation document on changes to the formulae used to distribute grant to English local authorities. The report at Appendix V presents a summary of the implications together with a copy of the draft response submitted by the Director of Finance.

Recommendation

That the Executive notes the proposed changes in Formula Grant and the submission to the ODPM.

29. VARIABLE INTEREST MORTGAGES - VARIATION OF MORTGAGE INTEREST RATE
[Wards Affected: N/A]

The purpose of this regular six-monthly report is to seek the Executive’s approval to the "local average rate" for the period 1st October 2005 to 31st March 2006 and to confirm the rate of interest chargeable on variable interest rate mortgages granted by the Council (see Appendix W).

Recommendation

It is therefore recommended that:-

30. CRANLEIGH AND HASLEMERE PROJECT CO-ORDINATORS - WAVERLEY FUNDING
[Wards Affected: Cranleigh, Haslemere
and surrounding villages]

The purpose of the report at Appendix X is to agree matched funding for the Project Co-ordinator posts in Cranleigh and Haslemere for 2006/07 and 2007/08.

Recommendation

It is recommended that:-

1. the Town Initiatives and the two co-ordinators be congratulated for their achievements to date in their work on developing and implementing the Market Town Healthchecks in Cranleigh and Haslemere; 2. Waverley contributes 7,500 to the Cranleigh initiative and 7,500 to the Haslemere initiative for the 2006/07 and 2007/08 financial years towards the costs of the employment of the Project co-ordinators in each of the two communities for the second phase of the Implementation of the Action Plans arising from the Market Town Healthchecks; 3. the Funding for the second phase (15,000 per annum for 2006/07 and 2007/08) will be earmarked from the Partnership Funding budget; 4. officers seek matching funding of the same order from Cranleigh Parish Council and Haslemere Town Council towards these posts given that the benefits are targeted at Cranleigh and Haslemere; and 5. Waverley continues to act as the employer for the two co-ordinators for new fixed term contracts.

31. REFERENCES FROM OTHER COMMITTEES/SIG’s (any matters not separately referred to above)

To follow (if appropriate).

32. ACTION TAKEN SINCE LAST MEETING

To note decisions 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.

(a) Appointment to Vacancy on Joint Negotiating Committee for Pay and Conditions

To authorise the appointment of Mr P B Isherwood to serve on the Joint Negotiating Committee for Pay and Conditions in the current Council year.

(b) Surrey Local Public Service Agreement (Car Share Project)

To authorise Waverley becoming a joint partner with Surrey County Council by entering into an agreement (car share project) aimed at improving journey times and reducing road noise in Surrey through increased sharing of vehicles, organised through a county wide car share scheme.

33. EXCLUSION OF PRESS AND PUBLIC

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 during the meeting during consideration of the following item(s) 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 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 paragraphs of Part I of Schedule 12A to the Local Government Act 1972 (to be identified at the meeting).

34. THE PROVISION OF BANKING SERVICES
[Wards Affected: N/A]
To consider the report at (Exempt) Appendix Y.

35. 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/2005-06/146