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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 08/11/2005
Updated Agenda for the Meeting to be Held on 8th November 2005



Fax No: 01483-523475
Your ref:
Our ref:
When calling please ask for: Emma McQuillan
Direct line: 01483 523351
E-mail: emcquillan@waverley.gov.uk
Date: 31st October 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 25th October 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 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 Chairman to respond to the following question received in accordance with Procedure Rule 10 from Mr A Simper of Farnham:-

"On 13th September 2005 the following resolution was passed at the Branch Meeting of the Farnham Labour Party:-

We value the heritage of Brightwell House and its remaining Estate, and urge that leisure amenities it offers be retained for cultural and recreational use.

This once attractive part of our town was bought by Farnham Urban DC in the 1920s for the benefit of the community. The Estate still contains the original pleasure gardens, bowling green, tennis courts and the more recent Redgrave theatre.

These facilities are in danger of being removed. We appeal to Waverley Borough Council to ensure that re-development plans for the Brightwells area will preserve this part of Farnham's heritage and that these leisure and cultural amenities will be safeguarded for future generations."

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

To adopt the four-month rolling programme of key decisions for Waverley Borough Council, attached as Appendix A for all members of the Council.

6. TREASURY MANAGEMENT
[Wards Affected: N/A]

The purpose of the report at Appendix B is to summarise Waverley's investment performance for the first half-year in accordance with Waverley's Treasury Management Policy and, to update this Policy to comply with new requirements.

Recommendation

It is recommended that

1. the investment transactions and performance for the first half-year of 2005-06 be noted; and

2. the update to the Treasury Management Policy, as detailed in paragraph 9 of the report, be approved.

7. INTERNAL AUDIT ANNUAL REPORT
[Wards Affected: N/A]

The report at Appendix C summarises the work undertaken by the Internal Audit Section in 2004/05 and provides members with an indication of the level of assurance that is given that controls designed to prevent loss or waste are working effectively and as planned.

Recommendation

It is recommended that the content and conclusion of this report be noted.

8. COMPREHENSIVE PERFORMANCE ASSESSMENT – LOCAL GOVERNMENT CONSULTATION
[Wards Affected: All]

The purpose of the report at Appendix D is to introduce the consultation document issued by the Audit Commission titled 'The Framework for Comprehensive Performance Assessment of District Councils from 2006' and to invite comments from members on this document and on the proposed response.

Recommendation

It is recommended that members consider both the consultation document and the proposed response, and offer any comments.

9. A LOCAL AREA AGREEMENT FOR SURREY
[Wards Affected: All]

The purpose of the report at Appendix E is to report progress on the development of the Local Area Agreement (LAA) for Surrey. Initial progress on the LAA was reported to the Executive on 6th September 2005.

Recommendation

It is recommended that members note the progress of the Local Area Agreement.

10. ELECTORAL COMMISSION CONSULTATION DOCUMENT
[Wards Affected: All]

The report at Appendix F suggests a Council response to a consultation from the Electoral Commission on the future periodic reviews. There are no immediate resource implications.

Recommendation

The Executive is recommended:-

1. to review and endorse, with any amendments, the suggested responses above to the Electoral Commission; and

2. to notify the ODPM that it supports making a further Amendment Order to correct the transposition error in ward membership.

11. PERSONNEL MANAGEMENT INFORMATION SYSTEM
[Wards Affected: N/A]

The report at Appendix G seeks approval to the purchase of an alternative Personnel Management Information System (PMIS) from the Council's existing provider.

Recommendation

It is recommended that

1. the proposal to replace the existing Waverley PMIS, as provided by Wealden, with an alternative system also provided by Wealden , be accepted; and

2. Contract Procedure Rule W101, 'Waivers of and Variations to Contract Procedure Rules' be applied to enable the Wealden proposal to be accepted without recourse to tendering.

12. GODALMING LEISURE CENTRE
[Wards Affected: All Godalming Wards]

To consider the report(s) at Appendix H – To Follow.

13. EAST STREET
[Wards Affected: All Farnham Wards]

The report on this matter (previously identified as Appendix I) is now being dealt with at Agenda Item 26 ((Exempt) Appendix S refers).

14. IMPLEMENTATION OF CHANGES TO THE WASTE COLLECTION SERVICE
[Wards Affected: All]

Recommendation

That the Executive recommends the Council to:
15. PUBLIC CONVENIENCES – TRANSFER TO FARNHAM TOWN COUNCIL
[Wards Affected: All Farnham Wards]
In recent years, Waverley has been ambitious to transfer those functions to Farnham Town Council which more properly append to a large town rather than a district and which were, in the early 1970's, retained by Waverley because Farnham was not parished. So far, allotments and the cemetery function have been successfully transferred. Now it is proposed to transfer public toilets and the report at Appendix K seeks approval for the proposals.

Recommendation

It is recommended that officers be authorised to conclude negotiations with Farnham Town Council with a view to achieving the following:-

1. once upgraded at an estimated capital cost of £30,000, the public toilets at the Central Car Park in Farnham, be transferred to Farnham Town Council, subject to an option in Waverley Borough Council’s favour to regain possession in the event of a redevelopment of Central Car Park; 2. the existing provision at the Hart be closed, Gostrey Meadow be refurbished and both buildings be declared surplus to the operational requirement of the Environment and Leisure Department; 3. a new customised toilet be provided in The Hart at an estimated cost of £45,000; 4. the public toilet at Gostrey Meadow be subject to a refurbishment at a cost of £1,000; 5. the new toilet at The Hart and the refurbished toilet at Gostrey Meadow also be transferred to Farnham Town Council, both transfers to be at nil consideration but with appropriate covenants relating to subsequent use; and
16. CHOICE-BASED LETTINGS – BID FOR EXTRA GOVERNMENT RESOURCES
[Wards Affected: All]

The purpose of the report at Appendix L is to advise members of a joint bid for extra resources from Central Government to help implement a Sub-Regional Choice Based Lettings Scheme with Guildford, Rushmoor and Hart Borough/District Councils.

Recommendation

It is recommended that Waverley’s participation in a consortium, bidding for additional Government funding to help introduce a Choice Based Lettings Scheme to Waverley and some of its neighbouring Councils, be noted.

17. 21 AND 22 STOKE HILLS, FARNHAM
[Ward Affected: Farnham Moor Park]

The report at Appendix M concerns the serious structural problems that affect a pair of semi-detached bungalows owned by the Council in Farnham and held in the Housing Revenue Account. The report outlines the options available and recommends that the most beneficial and cost effective way forward for the Council would be to demolish these bungalows and rebuild. It also seeks permission to make a planning application for demolition.

Recommendation

18. BEDSIT AT WEYHILL, HASLEMERE
[Ward Affected: Haslemere Critchmere
and Shottermill]

The report at Appendix N concerns a small bedsit attached to a shop owned by the Council at Weyhill, Haslemere. The bedsit poses a number of issues and it is considered that the best solution would be to cease using the bedsit as residential accommodation and incorporate it into the shop of ancillary accommodation. In order to do so, it will be necessary to seek planning permission for change of use.

Recommendation

It is recommended that a first resolution in accordance with Regulation 3 of the Town and County Planning (General) Regulations 1992 be made to allow a planning application to be submitted for a change of use of the bedsit at Weyhill, Haslemere from residential use so that it can be incorporated into the shop premises.

19. YOUTH PROVISION IN HALE, FARNHAM
[Ward Affected: Farnham Upper Hale]

The report at Appendix O seeks members’ approval to the disposition of insurance monies receivable in connection with the destruction of the Upper Hale Youth Club, Sandy Hill. It is proposed that the monies should be put towards the provision of Youth Facilities in the former Hale School Caretaker’s Bungalow, which is owned by Surrey County Council. This report considers means by which Waverley’s interest in these monies can be secured for the future.

Recommendation

That the recommendation set out in the (Exempt) Annexe to the report be agreed.

20. REPORT OF THE MEMBER/TENANTS' SIG
[Wards Affected: All]

The report of the Member/Tenants' SIG is contained at Appendix P.

21. BUDGET MONITORING SEPTEMBER 2005
[Wards Affected: N/A]

The report at Appendix Q provides details of the expenditure and income position to the end of September 2005, compared with the budget for the General Fund and the Housing Revenue Account.

Recommendation
22. CIVIL CONTINGENCIES ACT
[Wards Affected: All]

This matter was given consideration at the last meeting of the Executive and the Council, at its meeting on 25th October 2005, subsequently agreed the necessary budget provision necessary to implement the Civil Plan which was approved in principle but still to be agreed by members. A further report provides updated information, see Appendix R – To Follow.

23. LOCAL GOVERNMENT ASSOCIATION – DISTRICT COUNCILS' SPECIAL INTEREST GROUP
[Wards Affected: All]

This matter was considered at the last meeting of the Executive when members supported the idea of setting up a District Council's Special Interest Group in the Local Government Association and a supplementary estimate of £2,000 in principle, subject to more information and clarity on the terms of reference of the group and what it would achieve for Waverley being provided to a future meeting.

There is a District Councils' meeting on 14th November 2005 which will discuss further the merits of setting up the Special Interest Group. The outcomes of that meeting, together with the information requested at the last meeting, will be reported to the December meeting.

Recommendation

It is recommended that the current position be noted.

24. 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).

25. 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.

26. EAST STREET REGENERATION
[Wards Affected: All Farnham Wards]

To consider the report at (Exempt) Appendix S.


For further information or assistance, please telephone Robin Pellow, Head
of Committee and Member Services, on extension 3222 or 01483 523222.
comms/executive/2005-06/167