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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 07/02/2006
Updated Agenda for the Meeting to be held on 7th February 2006




Fax No: 01483-523475
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When calling please ask for: Emma McQuillan
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Date: 27th January 2006



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

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

*This meeting will be preceded by an informal open question time, commencing at 6.45 p.m.


REVISED 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 Meeting of the Executive held on 10th January 2006 (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 any questions received from members of the public, notice of which has been given in accordance with Procedure Rule 10.

5. FOUR-MONTH ROLLING PROGRAMME

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

6. BUDGET 2006/2007
[Wards Affected: All]

Financial Strategy 2006/2007 – 2008/2009

6.1 Draft General Fund Revenue Estimates 2006/2007

The report at Appendix B.1 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 Council regarding Waverley’s Budget and its element of the Council Tax for 2006/2007.

Recommendation

The Executive is requested to:

1. recommend a 4.9% increase for Waverley’s element of Council Tax for 2006/07 to Council;

2. recommend the schedules of fees and charges at Annexe 6 to Council for approval;

3. endorse the reductions included in the General Fund Summary;

4. approve the resultant General Fund Budget for 2006/07.

5. agree that the Financial Strategy be updated to take account of the decisions taken; and

6. note the receipt of the Hoppa Business Plan and the issues raised in this report, and note the monitoring arrangements to be followed in 2006/07.

6.2 Draft General Fund Capital Programme 2006/2007

The purpose of the report at Appendix B.2 is to agree the final recommendation to Council regarding the General Fund Capital Programme for 2006/2007. The report contains any observations from the Overview and Scrutiny Committees.

Recommendation

It is recommended that the Executive recommend that Council:

1. approves the 2006/07 General Fund Capital Programme as shown at Annexe 1;

2. agrees the financing proposals in accordance at Annexe 3; and

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

6.3 Draft Housing Revenue Account Revenue Estimates 2006/2007

The report at Appendix B.3 seeks the views of the Executive on the Housing Revenue Account (HRA) revenue estimates for 2006-07 following the tenants’ vote for the housing stock to remain in the ownership and management of the Council. The requirement for the Council to budget for a balanced HRA and the potential increased cost in some areas of the service means that significant overall savings will need to be made. The officer proposals for cost savings reported to the Executive on 10th January 2006 have now been incorporated in the Estimates leaving a savings target of 212,000 for the year. The Community Overview & Scrutiny Committee considered the Estimates at their meeting on 16th January and their observations are incorporated in the report.

Recommendation

2. that the weekly charge for a separate garage rented by a Council tenant be increased by 6.7% from 3rd April 2006; and

3. that the weekly charge for a separate garage rented by a non-Council tenant be increased by 6.7% from 3rd April 2006.

6.4 Draft Housing Revenue Account Capital Programme 2006/2007

The report at Appendix B.4 outlines a potential capital programme for the Housing Revenue Account (HRA). Following the recent stock transfer ballot the resources available to carry out decent homes and other work have been scrutinised and their use prioritised as resources are insufficient to meet all demands. The Executive is invited to give further consideration to the proposed Programme and make any additional observations prior to its submission to Council for approval.

Recommendation
7. SPONSORED ORGANISATION SCHEME
[Wards Affected: All]

The purpose of the report at Appendix C is to consider the applications from sponsored organisations for 2006/2007. The report details the assessment of applications against the approved Sponsored Organisation Scheme criteria and provides recommendations for funding.

Recommendation

It is recommended that the Executive:
2. agrees the level of Waverley’s contribution to the Waverley Voluntary Grants Panel in 2006/07.

8. PRUDENTIAL CODE FOR CAPITAL FINANCE IN LOCAL AUTHORITIES
[Wards Affected: N/A]
The purpose of the report at Appendix D 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

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

9. EFFICIENCY STRATEGY
[Wards Affected: N/A]

The report at Appendix E updates the Council’s Efficiency Strategy which sets out how it is currently proposed to achieve Waverley’s efficiency target for the period 2005-06 to 2007-08. The efficiency target is set by the Government under its ‘Gershon’ framework.

Recommendation

The Executive is recommended to:

1. note the requirements of the Government’s Efficiency Review; 2. agree the Strategy for securing efficiency gains in 2006-07 and the key actions to be taken in the year, as set out in this report; 3. request that officers complete the detailed returns within the timescale and in accordance with the Governments requirement; and 4. request officers to monitor progress against the target during the year and report back to the Executive as appropriate.

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

The report at Appendix F is the annual update of Waverley’s Treasury Management Policy which reviews the arrangements and approved limits for the coming year.

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;

3. approves the prudential indicators in paragraph 8; and

4. approves the proposed LOBT3 for 2006-07, as detailed in paragraph 10.

11. INSURANCE FUND REVIEW
[Wards Affected: N/A]

The purpose of the report at Appendix G is to review the level of the Council’s Insurance Fund in the light of developments in the local authority insurance market and Waverley’s financial position.

Recommendation

It is recommended that the Executive reviews the Insurance Reserve and Insurance Fund and decides whether to recommend to Council that

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

In February 2003, the Council approved a major revision of Waverley’s Financial Regulations and Contract Procedure Rules. These documents are reviewed each year to ensure that they continue to be fit for purpose. The report at Appendix H sets out a number of minor changes to take effect from 1st April 2006.

Recommendation

It is recommended that the Executive considers the proposed changes to the Financial Regulations and Contract Procedure Rules as detailed in Annexes 1 and 2 and recommends them to the Council for approval.

13. FARNHAM YOUTH PROJECT – COMMUNITY PARTNERSHIPS GRANT
[Wards Affected: N/A]

Recommendation

It is recommended that the Executive:

1. considers the Farnham Youth Project’s request for an additional 12,000 funding towards its building regeneration scheme, and agrees what level of funding, if any, the Council will provide; and 2. subject to the decision in (1) above, agrees that any additional funding is met from the ring-fenced Community Partnership Fund balance of 41,162.

14. LEISURE CENTRE PROCUREMENT STRATEGY

This report has been deferred and will be considered at a future meeting of the Executive.

15. NATIONAL NON-DOMESTIC RATES – APPLICATION FOR RATE RELIEF
[Wards Affected: N/A]

The purpose of the report at Appendix K is to consider an application received by the Council for non-domestic rate relief under the hardship provisions, as provided for in Section 49 of the Local Government Finance Act 1988.

Recommendation

It is recommended that no hardship relief, as set out in the recommendation in (Exempt) Annexe 2 to the report, be granted.

16. LOCAL STRATEGIC PARTNERSHIPS: SHAPING THEIR FUTURE – A CONSULTATION DOCUMENT
[Wards Affected: All]

The report at Appendix L summarises and responds to the key issues arising from a consultation paper looking at the future of Local Strategic Partnerships (LSPs) and sustainable community strategies.

Recommendation

It is recommended that the Executive considers and endorses the responses set out at Annexe 1 to the report.

17. PERFORMANCE INDICATORS – 2ND QUARTER
[Wards

The report at Appendix M 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 note the information presented in the report.

18. EAST STREET REGENERATION – INTERIM REPORT
[Wards Affected: All Farnham Wards]

The purpose of the report at Appendix N (circulated to all Members of the Council) is to provide members with an interim report on discussions with the developers in line with the Council instruction of 19th December 2005. As the scheme progresses, there will be financial and environmental implications.

Recommendation

It is recommended that the report be noted.

19. REVIEW OF SERVICES FOR YOUNG PEOPLE

The report attached at Appendix O was considered by the Environment and Leisure Overview and Scrutiny Committee at its meeting on 31st January 2006. The observations from the meeting are set out at Appendix O.1. The purpose of the report, which was discussed by the Services for Young People SIG on 18th January, is to set out a summary of the findings from the Review of Services for Young People and recommended actions for inclusion in an Action Plan.

Recommendation

The Executive is asked to give consideration to the findings of the Review of Services for Young People.

20. CITIZENS' ADVICE BUREAUX – DEMONSTRATION CENTRE PROJECT
[Wards Affected: All]

The report at Appendix P requests the Executive to support the new Waverley district model Citizens' Advice Bureaux (CABx) with a one-off contribution of 20,000 in 2005/06, to support Waverley’s CAB involvement in a national demonstration centre project for which it has been awarded project funding of 50,000 from the national CAB organisation, Citizens Advice (CitA).

Recommendation

It is recommended that the Executive approves a one-off contribution of 20,000 to support the demonstration centre project, to be met from the ring-fenced Community Partnership Fund balance of 41,162, and to support the establishment of the new district model Waverley CAB organisation.

21. UPDATE ON EQUALITY LEGISLATION AND THE COUNCIL'S RACE EQUALITY SCHEME
[Wards Affected: All]

The purpose of the report at Appendix Q is to advise members of new and pending equality legislation and to consider progress on the Council’s Race Equality Scheme.

Recommendation

It is recommended that consideration be given to the Council’s approaches to equality of opportunity in general and the Council’s Race Equality Scheme in particular.

22. SURRENDER AND RENEWAL OF LEASE – 11 AND 12 GUILDFORD ROAD TRADING ESTATE, FARNHAM
[Ward Affected: Farnham Moor Park]

The report at Appendix R seeks authorisation to accept a surrender of the lease of 11 and 12 Guildford Road Trading Estate, Farnham and a grant of a new lease for 99 years on substantially similar terms.

Recommendation

It is recommended that

1. the existing lease to Commercial Press (Guildford) Limited be surrendered and that a new lease be granted for a term of 99 years; and

2. the 'time of the essence' clause within the rent review be removed, and the lease be granted substantially on the same terms as the existing lease with other terms and conditions to be agreed by the Property and Development Manager.

23. REPORT FROM THE HOUSING SPECIAL INTEREST GROUP

The report of the Housing SIG which met on 18th January 2006 is attached at Appendix S. The recommendations for the Executive to consider are contained within the report.

24. SUPPORTING PEOPLE – A CONSULTATION
[Wards Affected: All]

The report at Appendix T, considered by the Community Overview and Scrutiny Committee on 16th January 2006, advises members of a consultation exercise being undertaken by the Office of the Deputy Prime Minister on the Supporting People programme, its administrative arrangements and funding into the future. As well as highlighting the main points of the consultation paper, the report also suggests a draft response from the Council that members may wish to develop further.

Recommendation

It is recommended that

1. the consultation exercise being undertaken by the Office of the Deputy Prime Minister in respect of the Supporting People regime, be noted;

2. the draft response to the consultation paper at paragraphs 37 – 46.5 be considered and the Committee's concern be noted that existing programmes and new services need to be properly funded by the Office of the Deputy Prime Minister (ODPM), Surrey County Council and Waverley Borough Council, in particular with the inflation provision; and

3. the report and draft response be considered in order for a response from the Council to be submitted to the Office of the Deputy Prime Minister by the closing date of 28th February 2006.

25. FUNDING WAVERLEY'S SUPPORTING PEOPLE AND LANDLORD SERVICES
[Wards Affected: All]

The report at Appendix U, considered by the Community Overview and Scrutiny Committee on 16th January 2006, advises members of the outcome of the Surrey Supporting People (Surrey County Council (SCC)) review of the Council's Sheltered and Community Supporting People services. The review found that the services are of a high quality, with well trained and motivated staff, well maintained accommodation and appreciative clients.

However, they concluded that services could be remodelled to make cost savings and reduce the Supporting People Team's (SCC) grant commitment by 25% which can be phased over 2006/2007, 2007/2008 and 2008/2009, subject to their grant settlement.

The report identifies that the demand, location, the quality of the sheltered accommodation and the twenty-four hours a day, seven days a week, residential staffing in the schemes will be reviewed in consultation with tenants and to refocus services with the Community Supporting People (SP) service based on the needs assessments of tenants and in consultation with the tenants affected.

Recommendation

It is recommended that:-

1. the Review undertaken by the Supporting People Team in relation to Waverley’s Sheltered and Community Supporting People Service, which recognised the quality of services provided be noted;

2. the Supporting People Team’s intention to reduce their revenue funding for this service by 25% over the next three years, subject to their grant settlement from the Government be noted;

3. there be a programme of work to make the requisite budget reductions over the next three years and, in order to do so:-

a. review the demand, location and quality of accommodation;

b. review the residential on-site staffing in Sheltered Housing service;

c. refocus the Community Supporting People Service; and

d. consult with tenants affected by any proposed changes; and

4. appropriate budget reductions be made in 2006/07, 2007/08 and 2008/09 in line with reduced income from the Supporting People grant, which at this stage amounts to: 37,000; 77,000, and 38,000 respectively.

26. MODERNISING YOUR LOCAL HEALTHCARE – A CONSULTATION
[Wards Affected: All]

The report at Appendix V advises members of a consultation exercise being undertaken by the Guildford and Waverley Primary Care Trust in relation to modernising local healthcare. It makes proposals about the future of the community hospitals across the Borough and for the development of services in Godalming.

The report provides a draft response for the Executive to consider, which has been formulated following a discussion at the Community Overview and Scrutiny Committee on this matter.

Recommendation

It is recommended that:-

1. members note the content of the Guildford and Waverley PCT’s consultation paper entitled “Modernising you local healthcare”;

2. consider the draft response at paragraphs 20 – 59 be considered; and

3. any revisions, additions or amendments to the draft response, be proposed.

27. ENSURING A PATIENT LED NHS
[Wards Affected: All]

The report at Appendix W advises members of two consultation exercises being undertaken by the Surrey and Sussex Strategic Health Authority in relation to modernising the NHS and the service it provides. It makes proposals about the future size and configuration of Strategic Health Authorities and of Primary Care Trusts.

As well as highlighting the main points of the consultation paper, the report also suggests a draft response from the Council that members may wish to develop further. The Community Overview and Scrutiny Committee considered this matter at its January meeting.

Recommendation

It is recommended that

1. the report be noted; and

2. the draft responses to the consultation paper be considered.

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

The report at Appendix X updates Members on the progress of Surrey County Council's Local Area Agreement (LAA), which is due to be submitted to the Office of the Deputy Prime Minister (ODPM) on February 14th 2006. It draws particular attention to the themes that the Waverley Executive expressed an interest in pursuing at its meeting held on 6th September 2005.

Recommendation

It is recommended that Members of the Executive note the report and the opportunities it presents for service improvement, if or when the agreement is “signed off” by the Office of the Deputy Prime Minister.

29. CALENDAR OF MEETINGS 2006/2007
[Wards Affected: N/A]

A draft Calendar of Meetings for 2006/2007 is attached at Appendix Y.

Recommendation

It is recommended that the draft Calendar of Meetings for the 2006/2007 Council year, as set out at Appendix Y, be approved.

30. REVIEW OF OUTSIDE BODIES
[Wards Affected: All]
All three Overview and Scrutiny Committees have now considered the review of the representation the Council has on outside bodies where Council nominees are appointed. The purpose of the review was to examine current practice and to recommend ways to improve it where appropriate. The report at Appendix Z sets out the findings of the review and the Overview and Scrutiny Committees proposals for consideration by the Executive.

Recommendation

Having received this report the Community, Corporate and Environment and Leisure Overview and Scrutiny Committees commend the Executive to consider the conclusions and recommendations set out below. The Committees have asked, subject to the Executive’s decisions, that the final classification list and details of the member role description and guidance on legal and liability issues be reported back to the Committees. Please note that where alternative views were reached by a particular Overview and Scrutiny Committee these are highlighted under the relevant recommendation, that:-
1. the survey of Outside Bodies be noted;

2. a system of classification against which the Council can select and prioritise organisations to receive formal representation from a Waverley appointed Councillor or representative be established (Annexe 3);
3. ward members should be encouraged to maintain links with local Outside Bodies and also encourage representation amongst Town and Parish Councils; 4. a clear role description be developed that could assist both Outside Bodies and Waverley representatives to understand their particular roles and to manage expectations, with particular reference to legal and liability issues; 5. a system of annual reporting by representatives be initiated, firstly a brief pro-forma confirming key information about the Outside Body be completed and returned to ensure the council holds up to date information, as set out at Annexe 4 to the report and secondly, a short annual report on the activity of the representatives activities regarding the outside body to be introduced for publication on the Waverley website, with the process being overseen by Committee Services; 6. appointments to outside bodies be made on a biennial rather than an annual basis in order to ensure a level of consistency of representation and reduce the work associated with appointments, such a system to begin in 2007, (and all of the appointments made in 2005 should run to 2007), except for where a member wishes to resign as a Waverley nominee; and
31. APPOINTMENTS TO OUTSIDE BODIES

31.1 Bishop Sumner Educational Foundation

Mrs J M Harris, a former Waverley councillor, has been the Waverley representative on this organisation for the last three years but her term of office expired in June 2005. The Trust would like to know who her replacement would be. Mr V Duckett has expressed interest in filling this vacancy. The next meeting will take place on 15th March 2006.

31.2 Hale Cottage Trust

Mrs J M Harris was also the Waverley representative on this body and her appointment expired in October 2005. Although we have not heard from the organisation in this regard, Mr V Duckett has shown an interest in acting in this capacity. The appointment is for a period of three years.

31.3 Frensham Parochial Charity Trust

Mrs P Hibbert was the Waverley representative on this Trust but officially stepped down in October 2005. A replacement to serve on the Trust is sought. This again is a three year term of office.

[Whilst the appointments referred to in 31.1 – 31.3 above are currently three year terms of office, it is suggested that appointments be made which will expire in May 2007 to accord with the proposals in the Outside Body Review, set out at Agenda Item 30).

31.4 Farnham Youth Project

Correspondence has been received notifying the Council of the resignation of Mr J E Robini as the Waverley appointed Trustee on the Farnham Youth Project. A replacement is therefore sought.

31.5 Outstanding Vacancies

The following are a number of outstanding vacancies on Outside Bodies:-

i. Blackwater Valley Advisory Committee for Public Transport (currently 2 reps (4 in total), 2 vacancies)
ii. Blackwater Valley Countryside Partnership (currently Mr M J Blower + 1 vacancy)
iii. Farnham and District Sports Advisory Council (currently Mr M J Blower + 1 vacancy)
iv. Farnham Park Group (currently Mr V Duckett + 1 vacancy)
v. Farnham Voluntary Service Council (Dr Lane has shown an interest in filling the vacancy for this body)
vi. Haslemere Initiatives Forum (currently Mr J C S Mackie + 1 vacancy)
vii. Hindhead Playing Field Association (1 vacancy)
viii. John Stanley Jeffries Swimming Pool Trust (Mr P Betlem, Dr J F A Blowers, Mr R J Gates, Mr P S Rivers + 1 vacancy (5 reps in total))

Recommendation

It is recommended that the Executive determine the appointments referred to above.

Background Papers (CEx)

Correspondence from the Bishop Sumner Educational Foundation dated 31.10.05.
Notification from Mr Robini received 25.1.06.

32. 2006 PAY CLAIM

Members to be informed of current progress with the pay negotiations.

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. Direct Performance of Requirements of an Enforcement Notice
[Ward Affected: Witley and Hambledon]
To consider the report at (Exempt) Appendix AA.

35 EAST STREET

To receive an oral update (referred to at Agenda Item 18).

36. 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/2005-06/284