Minutes : Executive on 04/10/2004

Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 04/10/2004
Minutes

MINUTES of the MEETING of the EXECUTIVE held on

4th October 2004

(To be read in conjunction with the Agenda for the Meeting)

* Mr C C E Slyfield (Chairman)		* Mr C H Mansell
* Miss G B W Ferguson (Vice-Chairman)		* Mr J E Robini
Mr M J D Allan		* Mrs C E Savage
* Mr S D Edge		* Mr V K Scrivens
* Mr B Grainger-Jones

* Present

The following members were present for all or part of the meeting: Mr M A Clark, Mrs C Cockburn, Mr B A Ellis, Mr P D Harmer, Mrs M V M Hunt, Mr A Rayner, Mr R C Terry. Mr Harmer spoke on items 7, 13, 18, 20, 21 and 35.

129. MINUTES (Agenda Item 1)

The Minutes of the Special Meeting of the Executive held on 27th September 2004 were confirmed and signed.

130. APOLOGIES (Agenda Item 2)

An apology for absence was received from Mr M J D Allan. The Executive agreed that a letter be sent wishing Mr Allan a speedy recovery from the illness that had prevented him attending recent meetings.

131. DISCLOSURES OF INTERESTS (Agenda Item 3)

The following disclosures of interests were made.

Mr J E Robini - Item 13 – Review of the Role of the Mayor (as partner of Mrs J R Keen, current Deputy Mayor) – personal and prejudicial.
Items 19 (Graffiti in Waverley) and 20 (Proposals for a Vehicle Pound) – personal – works for Surrey Police.

Mr C H Mansell - Item 26 – Farnham CAB – Rent on Montrose House – prejudicial – Farnham Town Council representative on Farnham CAB.

Mr V K Scrivens - Item 6 – Waverley Cultural Strategy Review – personal – supports cultural aspirations of Farnham and supporter of the New Farnham Repertory Company and of the Maltings.

Mrs C E Savage - Item 16 – Sponsored Organisation Scheme – personal – Mr Savage being WBC representative on Cranleigh CAB and Cranleigh Arts Centre.

Miss G B W Ferguson - Item 15 – Waverley Partnership Funding Board – personal – WBC representative on Guildford and Waverley Primary Care Trust.

Mr B Grainger-Jones - Item 6 – Waverley Cultural Strategy Review – personal – WBC representative on John Stanley Jeffries Swimming Pool Trust and Waverley Cycling Forum.

Mr C C E Slyfield - Item 6 – Waverley Cultural Strategy Review – personal – Mrs Slyfield being WBC representative on John Stanley Jeffries Swimming Pool Trust.

[Mr Robini left the Chamber for the discussion and voting on Item 13; Mr Mansell left the Chamber for the discussion and voting on Item 26. All other members mentioned remained in the Chamber during consideration of the items in question.]

132. QUESTIONS FROM MEMBERS OF THE PUBLIC (Agenda Item 4)

Mr Eric Boyle asked a question of the Chairman with regard to Farnham Bowling Club. The Chairman called upon the Portfolio Holder for East Street, Mr C H Mansell, to respond to the question. Mr Mansell replied as follows:

“Thank you for your question. Let me try and set out the facts for you. As the Portfolio-Holder for East Street I have been aware that STRI had been asked to report on the impact of shadowing on the existing bowls green from the proposed development and that their report had been developed some months ago to the officers in Environment and Leisure and Planning and Development, those officers responsible for the Bowls Club and its suitable location.

My colleagues, both members and officers, would have responded tersely to say the least had I attempted to give instructions not to release the report prior to 27th July. So the insinuation in your question was wholly wrong. However I certainly agree that the best approach would be to release the report first to Waverley members, together with officer comment as to possible mitigation on any adverse effect.

However, all this is, in truth, fairly small beer. Careful followers of the East Street debate will have heard me express the view many times that a better location for the Bowls Club would be at Riverside and for a number of reasons but if that could be managed.

All my own dealings with the Bowls Club management have confirmed that they share this view although I must now admit to being a bit confused about some of the comments in the press.

Careful observers will also have noted that a feasibility study and planning application for this possible alternative, amongst others, was approved and funded some 12 months ago.

Careful listeners to the debate on the Masterplan on 27.7.04 will also have heard me and indeed others point out that a number of elements on the Plan, notably the location of the Bowls Club, were under review, with the full co-operation of the developers.

So, yes, it would have been nice to have had the report, together with the officer response, which is important, even though its impact in the wider context would have been minor. All the effort has been on progressing the Masterplan and in hindsight I fully endorse that priority of officer time.
I hope that gives you a better understanding of the facts”.

133. EXECUTIVE FOUR-MONTH ROLLING PROGRAMME (Agenda Item 5)

RESOLVED that the four-month rolling programme of key decisions be approved.

134. WAVERLEY CULTURAL STRATEGY REVIEW (Agenda Item 6)

RESOLVED that the observations of the Environment and Leisure Overview and Scrutiny Committee be accepted, that the relocation of Farnham Rugby Club be included as a priority objective and that the updated Cultural Strategy Action Plan be approved.

135. LOCAL DEVELOPMENT SCHEME (Agenda Item 7)

RESOLVED that consideration of the report on this matter be deferred to enable it to be fully updated.

136. STATEMENT OF COMMUNITY INVOLVEMENT (Agenda Item 8)

RESOLVED that, subject to the addition of a clear reference in relevant documents to the role of Town and Parish Councils as consultees, the Statement of Community Involvement be endorsed prior to it being published for consultation.

137. ENVIRONMENTAL SERVICES CONTRACTS – SELECTION OF TENDERERS (Agenda Item 9)

The discussion on this matter commenced in open session.

RESOLVED that further consideration be deferred to enable aspects of the matter contained in the (Exempt) Annexe of the agenda report to be dealt with with the press and public excluded (see Minute Nos 166 and 167 below).

138. FARNHAM PARK RESTORATION MANAGEMENT PLAN (Agenda Item 10)

RESOLVED to RECOMMEND to COUNCIL that the Farnham Park Restoration Management Plan be adopted as a policy framework for the future management of Farnham Park.

[Mr C H Mansell declared a personal interest at this stage as a trustee of Farnham Castle and remained in the Chamber during the discussion on this item.]

139. CPA IMPROVEMENT PLAN – PROGRESS TO DATE (Agenda Item 11)

RESOLVED to RECOMMEND to COUNCIL that the CPA Improvement Plan attached at Annexe 1 to Appendix G of the Agenda be approved and that it be forwarded to the Audit Commission.

140. BUDGET MONITORING – AUGUST 2004 (Agenda Item 12)

RESOLVED that the Budget Monitoring report showing the financial position to 31st August 2004 be received and that the virements, as set out at paragraph 5 thereto, be approved.
141. REVIEW OF THE ROLE OF THE MAYOR – PROGRESS OF THE REVIEW (Agenda Item 13)

RESOLVED that

1. the report and the results of the review of the mayoralty be received;

2. the mayoral budget should remain at its current level; and

3. expenditure on reciprocal civic entertainment with other Surrey authorities should be limited in future.

142. HONORARY OFFICES OF THE COUNCIL (Agenda Item 14)

RESOLVED to RECOMMEND to COUNCIL that Officers report further on less formal ways of recognising eminent service by former members.

143. WAVERLEY PARTNERSHIP FUNDING BOARD (Agenda Item 15)

RESOLVED to RECOMMEND to COUNCIL that it approves the proposal to make a contribution of Ł47,500, as detailed in paragraph 10 of the agenda report, from the Sponsored Organisation Scheme in 2005/06 to the Waverley Partnership Funding Board, subject to the Council agreeing the overall budget for 2005/06 and on condition that:-

1. this sum is matched by Surrey County Council;

2. the PCT contributes an additional Ł50,000 to the fund;

3. the grant criteria, eligibility and grant conditions are approved by Waverley’s representatives on the Waverley Partnership Funding Board;

4. Waverley’s contribution and the benefits are assessed and reported back to the Community Overview and Scrutiny Committee and Executive in Spring 2005 prior to further funding being awarded; and

5. Waverley is represented on the Waverley Partnership Funding Board by two nominated members, supported by an officer

144. SPONSORED ORGANISATION SCHEME – 2005/06 – GRANT ELEGIBILITY, CRITERIA AND TIMETABLE (Agenda Item 16)

RESOLVED that, having given consideration to the observations of the Community Overview and Scrutiny Committee contained in paragraphs 18 – 23 of the agenda report,

1. the application eligibility and grant criteria for the Sponsored Organisation Scheme, as set out in Annexe 2 of the report, be approved;

2. officers be authorised to reject any applications that do not meet the eligibility conditions detailed in Annexe 2 of the report;

3. the timetable for applying for Sponsored Organisation Scheme funding for 2005/06, as set out in Annexe 4 of the report, be approved;

4. a funding increase in line with inflation be proposed, but that such an increase will have to be assessed alongside other demands on Council finances during the budget process; and

5. the Sponsored Organisations Scheme be not open to new organisations to apply for funding in 2005/06 but that a commitment is made to open it up in 2006/07.

145. COMMUNITY PARTNERSHIPS FUND - APPLICATION PROCESS, CRITERIA AND TIMETABLE (Agenda Item 17)

RESOLVED that, having given consideration to the observations of the Community Overview and Scrutiny Committee contained in paragraphs 12 – 15 of the agenda report,

1. the Community Partnerships Fund should:

be continued in 2005/06

that Ł300,000 be allocated in the Capital Budget for the 2005/06 bidding round; and

that the Community Partnerships Fund be included in the Financial Strategy in future years, with the budget level dependant on the financial position of the Council;

2. the Application Guidance for the Community Partnerships Fund for 2005/06, including the grant criteria and project eligibility, as set out in Annexe 2 of the report, (as amended by 7 below), be approved;

3. officers be authorised to reject any applications that do not meet the eligibility conditions as detailed in Annexe 2 of the report;

4. applications for the 2005/06 bidding round which improve services and facilities for young people and projects which improve social inclusion, may be given priority over other types of project;

5. the proposals for establishing Area Partnership Groups as a pilot for 2005/06, to assist with the grant assessments, as set out in paragraph 8 of the report, be approved;

6. the timetable for grant awards in 2005/06, as set out in Annexe 3 of the report, be approved; and

7. the officers be asked to vary the wording in Annexe 2 in line with 4 above.

146. CONSULTATION DOCUMENTS: (1) A DRAFT CODE OF CONDUCT FOR LOCAL GOVERNMENT EMPLOYEES AND (2) A REVIEW OF RESTRICTIONS ON THE POLITICAL ACTIVITIES OF LOCAL AUTHORITY EMPLOYEES AND PAY OF POLITICAL ASSISTANTS (Agenda Item 18)

RESOLVED that the draft response to the consultation papers, set out at Annexe 3 of the agenda report, be endorsed and forwarded to the ODPM.

147. GRAFFITI IN WAVERLEY (Agenda Item 19)

RESOLVED that

1. officers be authorised to bid for funding for a rapid graffiti removal service to be made to Waverley Borough Council/Town and Parish Councils/Police/Safer Waverley Partnership/LTP;

2. the results of the funding bids be reported further to the Executive, together with the identification of any shortfall requiring Waverley revenue support; and

3. a Waverley-wide inter-agency strategy be drawn up to include those matters identified in paragraph 12 of the agenda report.

148. PROPOSALS FOR A VEHICLE POUND (Agenda Item 20)

RESOLVED that

1. the principle of using a vehicle pound for nuisance cars which cannot be removed peremptorily using abandoned vehicle powers, be supported;

2. Officers be asked to work up alternative solutions to that proposed for administering the scheme and report to a future meeting;

3. the three authorities (Waverley, the Police and Surrey County Council) confirm the legal issues concerning the joint use of powers to remove vehicles to the proposed pound;

4. the efficacy of the scheme be monitored and that a report be submitted in due course before any subsequent funding is agreed; and

5. Waverley officers be indemnified from any claim, damage or action arising out of implementing the approved scheme.

149. CAR PARKING STRATEGY DEVELOPMENTS (Agenda Item 21)

RESOLVED to RECOMMEND to COUNCIL that:

1. the current position in relation to Decriminalised Parking Enforcement be noted;

2. the level of excess charge for Offence D (Displaying an Expired Ticket) remains unchanged;

3. Sunday charging be not introduced but that Officers should introduce charges for car park based Sunday trading activities;

4. the Parking Order, literature, notices and signs be amended to introduce a 3-hour maximum stay in any one charging period by a Blue Badge holder and to permit charging for Blue Badge holders when the relevant facilities are made available and pay and display machines are progressively upgraded and replaced;

5. the Executive reviews at a later meeting proposals for car park fees and charges for the year commencing 1st December 2004;

6. the facility of a Waverley-wide car parking ticket, valid in all pay and display car parks in the Borough and at an initial price of Ł1,000, be approved for introduction from April 2005;

7. the concept of continuing cheaper distal car parking be endorsed and that this be introduced whenever possible;

8. the concept of continuing to operate the patrol of car parks and cash collection through the private sector be endorsed;

9. the cash counting operation be reviewed and the outcome of the review be reported back to the Executive;

10. the continuation of a robust enforcement policy be endorsed; and

11. the range of issues in paragraphs 20-22 of the report relating to property and asset management be reviewed and reported back to the Executive.

150. TREES – RISK MANAGEMENT (Agenda Item 22)

RESOLVED that

1. the approach set out in the agenda report in respect of the responsibility for tree risk management on different types of landholding be endorsed; and

2. the approach set out in Annexe A to the report, ‘Tree Risk Management Guide’, as a practical way of discharging the Council’s duty of care in relation to trees under its control, be endorsed.

151. COUNCIL CHAMBER – OVERHEATING (Agenda Item 23)

RESOLVED that approval be given to:

1. a waiver of Contract Procedure Rules under clause Q101(c) relating to proprietary goods which can only be obtained from one contractor; and

2. the purchase and installation of an evaporative cooling system from CoSaf Environments Ltd at a cost of Ł27,430 be met from the 2005/06 Capital Programme and the work started early in the next financial year.

152. EAST STREET/RIVERSIDE, FARNHAM (Agenda Item 24)

RESOLVED to RECOMMEND to Council that approval be given to:-

1. a variation to the capital programme for 2004/05 in the sum of Ł75,000 to meet the additional cost of the Council’s consultancy; and

2. a variation to the capital programme in the sum of Ł25,000 for the additional work to meet the Environment Agency’s requirements in respect of the Riverside Site.

153. COUNCIL OFFICES CLOSURE – CHRISTMAS 2004 (Agenda Item 25)

RESOLVED that the officers be asked to report on options for an extra day of leave at Christmas to recognise staff additional achievements this year.

154. FARNHAM CITIZENS’ ADVICE BUREAU – RENT ON MONTROSE HOUSE, FARNHAM (Agenda Item 26)

RESOLVED that:

1. the award of a Ł6,000 grant to Farnham CAB for the first 12 months occupation in the newly refurbished ground floor of Montrose House for additional rent be approved; and

2. any further grant towards rent and other costs be considered as part of the Revenue Budget 2005/06 and after the Review of Citizens’ Advice Bureaux has been completed by the Community Overview and Scrutiny Committee.

155. COUNCIL TAX CONSULTATION (Agenda Item 27)

RESOLVED that, in view of the financial situation of the Council and the work already done in consulting on Council priorities, no supplementary estimate be approved specifically for Council Tax Consultation and that officers be asked to consider a more limited consultation within existing budgets.

156. ARREARS WRITE-OFFS FOR DECISION - NNDR (OVER Ł5,000) (Agenda Item 28)

RESOLVED that approval be given for the sum of Ł36,169.07 to be written off.

157. CASH COLLECTION AND WRITE OFFS (Agenda Item 29)

RESOLVED that the report at Appendix X to the agenda be noted.

158. VARIABLE INTEREST MORTGAGES – VARIATION OF MORTGAGE INTEREST RATE (Agenda Item 30)

RESOLVED that:-

1. the ‘local average rate’ for the period 1st October 2004 to 31st March 2005 be declared at 5.25% p.a;

2. the rate of interest chargeable on mortgages under the Housing (Financial Provisions) Act 1958 (Section 43) be 5.25% p.a. for the period 1st October 2004 to 31st March 2005; and

3. the rate of interest chargeable on mortgages under the Housing Act 1985 (Schedule 16) be 5.25% p.a. for the period 1st October 2004 to 31st March 2005.

159. LGA GENERAL ASSEMBLY, DECEMBER – MOTIONS (Agenda Item 31)

RESOLVED that the Chief Executive be authorised, after consultation with Portfolio Holders, to draft motions for recommendations to Council on the following issues:-

(i) Liquor Licensing;

(ii) Polytunnels;

(iii) Rural Affordable Housing;

(iv) The Gershon Review

and that these be submitted to the LGA for consideration.

160. APPOINTMENT OF REPRESENTATIVES TO SPECIAL INTEREST GROUPS/OUTSIDE BODIES (Agenda Item 32)

(a) Services for Young People SIG

RESOLVED that the membership of the SIG in 2004/05 comprise the following:

Mrs C Cockburn Mr K T Reed
Mrs M E Foryszweski Mr J E Robini
Mr P Haveron Mr J R Sandy
Mrs S R Jacobs

(b) SCC Local Committee - Community Travel Plan Task Group

RESOLVED that the question of appointments to serve on this SCC Task Group be deferred.

161. CONTINUATION OF MEETING

At 9.50 p.m. the Executive agreed, in accordance with Procedure Rule 9, to continue the meeting until the business on the agenda was completed.

162. SERVICING AND MAINTENANCE OF GAS APPLIANCES AND HEATING INSTALLATIONS (Agenda Item 33)

RESOLVED that:

1. Contract Procedure Rule A112 be waived to enable negotiations to be undertaken with Central Heating Services Ltd to become the Gas Servicing and Maintenance Partnering contractor, the Director of Housing, in consultation with the Director of Finance, to be given delegated authority to agree and conclude these negotiations; and

2. the current contract with Central Heating Services be extended until the new contract has been agreed and is in place for a term of 5 years.

163. DORLCOTE, WITLEY (Agenda Item 34)

RESOLVED that a first resolution in accordance with Regulation 3 of the Town and Country Planning (General) Regulations 1992 be made to enable a planning application to be submitted for the demolition of the building, and ancillary structures, known as Dorlcote, Roke Lane, Witley, in accordance with the submitted plan.

164. BRIGHTWELLS BOWLING CLUB – STRI REPORT (Agenda Item 35)

RESOLVED that the current situation be noted and officers be asked to report to a future meeting.

165. ACTION TAKEN SINCE LAST MEETING (Agenda Item 36)

RESOLVED that it be noted that there were no decisions to report.

166. EXCLUSION OF PRESS AND PUBLIC (Agenda Item 37)

RESOLVED 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 item on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during the item, there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in paragraph 9 of Schedule 12A to the Local Government Act 1972 viz:-

Any terms proposed or to be proposed by or to the Authority in the course of negotiations for a contract for the acquisition or disposal or property or the supply of goods or services.

167. ENVIRONMENTAL SERVICES CONTRACTS – SELECTION OF TENDERERS (Agenda Item 9)

Discussion of this matter (see also Minute No 137) continued in exempt session.

RESOLVED that

1. the contractors named in paragraph 4 of (Exempt) Annexe 1 to the agenda report be selected to tender for the Waste Management Services Contract which commences on 1st November 2005; and

2. the contractors named in paragraph 7 of (Exempt) Annexe 1 be selected to tender for the Grounds Maintenances Services Contract which commences on 1st November 2005.

The meeting concluded at 10.23 p.m.

Chairman

comms/executive/2004/2005/232 40059