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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 13/11/2001
Minutes




MINUTES of the MEETING of the EXECUTIVE COMMITTEE held on 13th November 2001
(To be read in conjunction with the agenda for the meeting)
* Present

Also present: Mr M W Byham, Mrs M C Craig, Mr M J Downes, Dr A Newton, Mrs C E Savage, Mr C C E Slyfield, Dr R A Thomas, Mr J H Wootton.

The following members spoke on:-

184. MINUTES

The Minutes of the Special Meeting held on 6th November 2001 were confirmed and signed.

185. APOLOGIES FOR ABSENCE

There were no apologies for absence.

186. DISCLOSURE OF PECUNIARY AND OTHER INTERESTS

There were no disclosures made under this heading.

187. APPOINTMENTS TO OUTSIDE BODIES (Agenda Item 4)

RESOLVED that

1. consideration of the appointment of a Council representative to serve on the Corporation of Godalming College be deferred; and

2. Mr P D Harmer be the Waverley nominee to serve as Surrey Local Government Association representative on the South East England Cultural Consortium.

188. EXECUTIVE COMMITTEE - FOUR MONTH ROLLING PROGRAMME (Appendix A)

RESOLVED that the 4-month Rolling Programme of Key Decisions for Waverley Borough Council be adopted.

189. NEW CONSTITUTION SPECIAL INTEREST GROUP (SIG) (Appendix B)

RESOLVED to recommend that proposals for process improvements put forward by the SIG be adopted, as amended at the meeting, and that the issue of questions by the public be reconsidered by the SIG with a recommendation that it be added to the Executive Article and Procedure Rules.

190. REPLACEMENT PLANNING COMPUTER SYSTEM (Appendix C)

RESOLVED that

1. the letting of the contract to supply a development control system, associated software and services to the company and at the cost referred to in (Exempt) Annexe 1 to the agenda report, be approved; and

2. the purchase of a file server at the cost detailed in (Exempt) Annexe 1 to the report, be approved.

191. KILNFIELDS REGENERATION SCHEME (Appendix D)

RESOLVED that

1. the Partnering approach detailed by the Airey Miller Partnership, as the Council’s Project Adviser, be adopted for the Kilnfields Project;

2. the evaluation process, as detailed in (Exempt) Annexe 3 to the agenda report, be approved;

3. the two preferred contractors be invited to make a presentation to members and that the Executive Committee selects the most suitable contractor at a meeting to be held on 4th December 2001;

4. officers and other members of the project Partnering team report further on costings, design and other associated matters in order to enter into a Design and Build Contract with guaranteed maximum price in due course; and

5. the revised financial model at (Exempt) Annexe 4 to the report be accepted.

192. MILFORD HOSPITAL : PROPOSED SUPPLEMENTARY PLANNING GUIDANCE (Appendix E)

RESOLVED to recommend that

1. the principle of the approach to the creation of Supplementary Planning Guidance (SPG) be agreed; and

2. the owners of the site, through their agents, be encouraged to prepare the draft SPG in partnership with the Council.

RESOLVED that the terms of reference of the Replacement Local Plan Special Interest Group be expanded to include consideration of the draft Milford Hospital SPG, with local members to be included on the SIG where appropriate, as agreed by the Chief Executive, after consultation with the Portfolio Holder.

193. REPAYMENT OF RENOVATION GRANT (Appendix F)

RESOLVED to recommend that a policy be affirmed demanding the full repayment of renovation grants where the dwelling is sold within the 5 year grant condition period, in accordance with Section 45 of the Housing Grants, Construction and Regeneration Act 1996, such policy, in future, to be implemented by officers using delegated authority and that, where officers consider repayment in full to be inappropriate, having considered the merits of any such case, the matter be referred to the Executive Committee for decision.

RESOLVED that repayment be demanded of the renovation grant paid to the applicant in the particular case, referred to in the agenda report.

194. HOUSING DEPARTMENT RESPONSIVE REPAIRS SERVICE – MEASURED TERM CONTRACT (MTC) 2001 (Appendix G)

RESOLVED that

1. the preferred contractors, as selected by the Interview Panel, be awarded the Measured Term Contract for responsive repairs to Waverley Borough Council’s housing stock, for a minimum of three years, subject to an annual review of targets achieved;

2. the Council enter into a formal JCT(MTC) contract with the selected contractors in accordance with the advice of Ridge and Partners; and

3. the Draft Housing Revenue Account estimates for 2002/03 and subsequent years be adjusted to reflect the increase in costs outlined in the agenda report.

RESOLVED to recommend that the upper limit for responsive repairs orders to be issued through the Schedule of Rates under the Measured Term Contract be raised to 10,000 and Standing Orders be amended accordingly.

195. COMMUNAL TELEVISION AERIAL SYSTEMS (Appendix H)

RESOLVED that

1. the tender submitted by the firm referred to in (Exempt) Annexe 1 to the agenda report, for carrying out a survey of communal television aerials owned by Waverley Borough Council, be accepted; and

2. the cost of this work be met from within the existing budget set out in the capital programme.

196. DOMESTIC VIOLENCE HOSTEL – SERVICE LEVEL AGREEMENT (Appendix I)

RESOLVED that the Director of Housing be authorised to enter into the Service Level Agreement prepared by Guildford Borough Council in respect of the Domestic Violence Refuge, the other parties being Guildford Borough Council, Mole Valley District Council and the Registered Social Landlord concerned.

197. HOUSING REVENUE ACCOUNT PLANNED MAINTENANCE 2001/2002 – ELECTRICAL REWIRING CONTRACT (Appendix J)

RESOLVED that the tender identified in (Exempt) Annexe 1 to the agenda report, for the electrical rewiring programme that forms part of the approved Housing Revenue Account Planned Maintenance programme for 2001/2002, be accepted and that the additional costs be contained within the approved HRA Programmed Maintenance (MRA) budget provision for 2001/2002.

198. HOUSING REVENUE ACCOUNT PLANNED MAINTENANCE 2001-2002 – VEHICULAR ACCESS AND PARKING IN HASCOMBE (Appendix K)

RESOLVED that consideration of the proposal outlined in the agenda report be deferred to the next meeting to enable the Officers to:

(i) hold further discussions with the tenant;
(ii) consult with neighbours;
(iii) examine other, less expensive, solutions to the problem.

199. HOUSING REVENUE ACCOUNT PLANNED MAINTENANCE 2001-2002 – REPLACEMENT HEATING TO A DWELLING AT HASCOMBE (Appendix L)

RESOLVED that
200. PROPOSED AFFORDABLE HOUSING DEVELOPMENT – CRANLEIGH (Appendix M)


The Committee received the views of the Joint Corporate and Community Overview and Scrutiny Committee on this proposal.

RESOLVED that

1. there is a need for affordable housing in Cranleigh to warrant pursuing this project further;

2. it is appropriate for the Council as Housing Authority to support New Downland Housing Association’s proposals in respect of land adjacent to Wyphurst Road, Cranleigh;

3. the financial and land transactions, in accordance with the proposed recommendation as set out in the (Exempt) Annexe to the agenda report, be approved, subject to planning permission being obtained;

4. the cost of any off-site works, which may be a requirement of the Planning Authority, be met by New Downland Housing Association; and

5. the remaining nine acres of land be leased or licensed for agricultural purposes, subject to appropriate legal safeguards in the best interests of the Council.

[Mr D C Inman and Mrs J M Mansley asked that their abstentions from voting on these resolutions be recorded].

201. A3 THURSLEY JUNCTION SLIP ROADS AND SIDE ROADS ORDERS (Appendix N)

RESOLVED that

1. subject to the deletion of all words between “SSSI” and “The Side Roads Order” in the third bullet point, the comments in paragraph 19 of the agenda report be endorsed as the views of this Council;

2. the Highways Agency be requested to review priority at the junction of the slip road off the A3 southbound carriageway with the French Lane link road; and

3. the Director of Planning and Development be authorised to respond to the Highways Agency in the light of any additional comments and/or amendments made by the Environment Overview and Scrutiny Committee on 14th November 2001, unless such amendments materially change the position.

202. HISTORIC BUILDINGS GRANT APPLICATION – BRICK WALL AND FRIEZE, LYTHE HILL PARK, HASLEMERE (Appendix O)

RESOLVED that

1. a grant of 1,500 be offered to the Lythe Hill Park Management Company for the preparation of a specification of works required to the gateway, wall and frieze at Lythe Hill Park, Haslemere, and the subsequent implementation of the necessary repairs, the cost to be met from the 2001/2002 Historic Buildings Grant budget; and

2. the grant be paid on completion of the work to the satisfaction of Waverley’s Historic Buildings Officer.

203. PLANNING SERVICES SPECIAL INTEREST GROUP (Appendix P)

RESOLVED that a Planning Services Special Interest Group be established to oversee and shadow the organisational changes currently the subject of a consultation process, and to consider other service issues as may be required in connection with the development of the Service Plan.

204. REPORT FROM GODALMING LEISURE NEEDS SPECIAL INTEREST GROUP (Appendix Q)

The Committee considered the proposals suggested by the Godalming Leisure Needs Special Interest Group in order to address Godalming’s Leisure Needs.

RESOLVED that

1. the draft master plan, including all options prepared by Parklife Ltd, be the basis for consultation with interested parties;

2. the outcome of those consultations be reported back to the Godalming Leisure Needs Special Interest Group by the end of November; and

3. officers report back to the SIG on the potential approach(es) for procuring any capital assets related to this project.

205. REPORT FROM MEMBER/TENANTS’ SPECIAL INTEREST GROUP (Appendix R)

The Committee received a report from the Member/Tenants’ Special Interest Group and RESOLVED that

1. in respect of the Waverley Tenant Participation Compact, tenders be invited from specialist consultants to prepare the Compact, building on the information which already exists, and involving the Tenants’ Panel in the preparation of and evaluation of such tenders; and

2. in respect of Council owned garages, the procedure outlined in paragraph B.10 of the agenda report for the management and planning for major works to garage areas be approved.

206. ACTION TAKEN SINCE LAST MEETING (Agenda Item 23)

There was no action to report under this heading.

207. HOUSING SERVICE: EQUAL OPPORTUNITIES MONITORING (Appendix S)

RESOLVED that the report on this matter be approved and adopted.

208. MONITORING REPORTS (Appendices T and U)

RESOLVED that reports on the following matters be received and noted:

(i) Mortgage Arrears (as at the end of the September quarter); and

(ii) Cash Collection and Write-Offs.

209. ADMINISTRATIVE SUPPORT FOR BUILDING CONTROL

[The Committee agreed to withdraw this agenda item at the meeting].

210. EXCLUSION OF PRESS AND PUBLIC

RESOLVED that pursuant to Standing Order 48(4) 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 this item there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in paragraph 14) of Part I of Schedule 12A to the Act, viz:

Any action taken or to be taken in connection with the prevention, investigation or prosecution of crime.

211. SECURITY IN WAVERLEY CAR PARKS (Agenda Item 27)

RESOLVED that the recommendations (1-4) contained in the (Exempt) Annexe to these Minutes be approved and adopted.

The meeting concluded at 9.33 pm.


Chairman

comms/exec/2001-02/265