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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 03/10/2006
Agenda




Robin Pellow
Head of Committee and Member Services
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: 27th September 2006


To: Members of the EXECUTIVE
(Summary pages to other
Dear Sir/Madam

EXECUTIVE – 3RD OCTOBER 2006

I refer to the Agenda for the meeting of the Executive on Tuesday, 3rd October and now enclose revised agenda summary pages which Members should substitute for the Agenda summary pages which were despatched on 22nd September 2006. Those reports marked "To Follow" are now enclosed, and for ease of reference, the items in question are listed below and are also shown in italic type in the replacement summary pages.

Agenda Item
Subject Matter
Appendix
6
Restructuring
B
7
East Street Regeneration, Farnham
(Exempt) Annexe 2
9
Cranleigh Arts Centre
E
14
Report of Modernising Planning SIG
N/A
20
BVPIs - Annexe 1
O
Yours faithfully





Emma McQuillan
Democratic Services Manager
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: 22nd September 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

ROBIN PELLOW

Head of Committee and Member Services

[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 5th September 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 the following questions received from members of the public, notice of which has been given in accordance with Procedure Rule 10:-

i. from Mr R Sandars of Farnham

“Have all the land acquisitions now been completed, as required for the revised East Street Development Master Plan, publicised in May 2006, to enable that scheme to be fully implemented? If not, what progress has been made and what remains outstanding?”

ii. from Mrs C A Sandars of Farnham

“When and where will the responses to the consultation on Waverley’s mini mitigation plan for Farnham Park be made available for the public to see?”

iii. from Mrs A Thurston of Farnham

“I note in the Council papers of the 19th December 2005, that a planning application was required from CNS no later than the 1st May 2006, and that the concept of a two phase contractual implementation was not acceptable.

The May 1st deadline came and went with no planning application and no public explanation. An outline planning application has now been submitted with detailed drawings of phase 1a. This is not the submission strategy agreed by the Council.

CNS are now asking to have the long-stop date extended. There seems to be little control exercised over CNS by those conducting the negotiations. Why are the requirements of the Council being ignored?”


iv. from Mr J Hyman of Farnham

“Council Leader. Unless the Conditional Contract has been changed, it still states that Crest's 'detailed plans' (to Building Regulations standards) require the Council's Approval prior to submission for Registration of the Planning Application.

It would appear that Crest's submission of 8th Sept defied the fundamental requirements of the Council, being merely an incomplete phased "hybrid" Outline Planning Application, and so should have first been referred to the Full Council for proper consideration. If Officers' Delegated Authority was indeed exceeded in Approving and Registering an Application that was clearly not in the required "form", is that Application therefore invalid?”

v. from Mr M Thurston of Farnham

“Crest Nicholson Sainsbury have submitted a planning application for the development of the East Street area of Farnham, and this has been validated by Council officers. The application is for, and I quote, "outline planning application for a phased mixed use development". Detailed drawings have been included for Phase 1A, but not for Phase 1B. A phased development is contrary to Council requirements. As stated in the minutes, Members adopted the recommendation of the Executive at their meeting on the 19th of December 2005 that, "the concept of a two phase contractual implementation is not acceptable". This problem was highlighted in the Scoping Opinion.

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.

[All Members of the Council are invited to attend the Executive meeting for consideration of Items 6, 7 and 8 below, and the reports on each have been circulated to all members accordingly. Should any non-Executive member wish to speak on any of the items, they must notify the Head of Committee and Member Services by 12 noon on the day of the meeting].

[It is likely that the Leader of the Council will re-order the agenda and take Items 7 and 8 in advance of Item 6.]

6. WAVERLEY BOROUGH COUNCIL RESTRUCTURING - INTERIM REPORT
[Wards Affected: N/A]
The report at Appendix B advises the Executive of the progress that has been made in the structure review of Waverley Borough Council against the timetable and terms of reference agreed by Council in July 2006 and seeks Members’ views on the Management Team’s proposals for the continued process of the review.


Recommendation

It is recommended that

7. EAST STREET REGENERATION, FARNHAM
[Wards Affected: All Farnham Wards]

The purpose of the report at Appendix C is to report back to members on negotiations on contractual matters, as authorised by the Council on 17th May 2006. Further information requested at the Corporate Overview and Scrutiny Committee on 18th September is now attached as (Exempt) Annexe 2 to the report.

Recommendation

It is recommended that the Executive agrees to the revised terms set out in the (Exempt) Annexe to the report, and recommends the Council accordingly.

8. RIVERSIDE, FARNHAM
[Wards Affected: All Farnham Wards]

The purpose of the report at Appendix D is to update members on the suitability of the Riverside site for the provision and relocation of facilities necessary to support the East Street regeneration scheme. The report informs members of two options, with costs, for the provision of car parking for approximately 300 cars and 5 tennis courts with associated provision.

Recommendation

It is recommended that Option 2 be pursued as the way forward with regard to the Riverside, Farnham site.

9. CRANLEIGH ARTS CENTRE - FINANCIAL SUPPORT
[Wards Affected: All]

The purpose of the report at Appendix E is to inform members of the financial difficulties now facing the Arts Centre, to give an overview of the position and the proposals for the future. The report is also seeking a supplementary estimate, which will address the short-term deficit. This will allow the centre to continue operating whilst it examines how it can best deliver a sustainable programme and service in the future which meets the needs of its customers and the local community.

Recommendation

It is recommended that

1. a revenue supplementary estimate of 20,000 be approved to cover the anticipated deficit in this financial year (2006/2007) at Cranleigh Arts Centre, as set out in the report; and

2. the Executive notes that any requests for future funding would be considered as part of the Council’s annual Sponsored Organisation Scheme.

10. PLAYGROUND REPLACEMENT PROGRAMME
[Wards Affected: All]

The Council has allocated 918,000 over the next three years to replace and upgrade some of the 59 play areas it is responsible for. The report at Appendix F updates members on progress with the programme for this work.

Recommendation

The Executive is recommended to note the progress with the planned programme. as set out in Annexe 1 to the report.

11. SPONSORED ORGANISATION SCHEME 2007/08 GRANT ELIGIBILITY, CRITERIA AND TIMETABLE
[Wards Affected: All]

The purpose of the report at Appendix G is to consider the grant eligibility, criteria and timetable for assessing applications for the Sponsored Organisation Scheme in 2007/08. The report has been considered by each of the Overview and Scrutiny Committees this cycle.

Recommendation

12. WAVERLEY VOLUNTARY GRANTS PARTNERSHIP
[Wards Affected: All]

The report at Appendix H, which was considered by the Community Overview and Scrutiny Committee at its meeting on 11th September 2006, seeks to update Members about the Waverley Voluntary Grants Partnership and to gain approval for taking further steps to make the Partnership more robust for the future.

Recommendation

It is recommended that an annual revenue contribution of 4,000 be identified in the draft budgets for 2007-08 and beyond, in order to contribute to the costs of facilitating the improved allocation of grants to the voluntary sector in Waverley.

13. INTERIM ARRANGEMENTS - AMENDMENT OF GOVERNANCE RULES
[Wards Affected: All]

With the redundancy of the post of Chief Executive, it is necessary to make amendments to the Council’s Contract Procedure Rules, Financial Regulations and Scheme of Delegation, which are all written around a scenario where there is such a post. It is necessary to make it clear as to which officers are to take actions in the absence of a Chief Executive. This will avoid ambiguity and enhance transparency and accountability. The Executive considered these proposals on June 2006, but the Council on 18th July 2006 agreed to refer the matter to the Constitution SIG for comment. The Constitution SIG considered the report at Appendix I on 11th September and made the observations set out in the report.

Recommendation

It is recommended to the Council that
14. REPORT OF MODERNISING PLANNING SIG

Following its meeting on 25th September 2006, the Modernising Planning Special Interest Group is continuing to work on a report on the Future Shape of the Planning Service, which includes proposals for charging for discretionary planning services. This will be considered by a future meeting of the Executive.
15. DATA QUALITY POLICY
[Wards Affected: All]

Recommendation

It is recommended that the draft Data Quality Policy, attached at Annexe 1, be approved.

16. SURREY JOINT MUNICIPAL WASTE MANAGEMENT STRATEGY
[Wards Affected: All]

The report at Appendix L seeks formal adoption of the Surrey Joint Municipal Waste Management Strategy (JMWMS). Members have already endorsed the key Policies and Actions. The final edition has been approved by the Surrey Local Government Association (SLGA) for submission to the Department for Environment, Food and Rural Affairs (DEFRA). Members are now asked formally to adopt the strategy.

Recommendation

It is recommended that Waverley Borough Council adopts the Surrey Joint Municipal Waste Management Strategy as the primary strategy for managing Surrey’s municipal solid waste, adopts its own contributory WCA Action Plan and agrees that the Strategy is submitted to the Secretary of State for the Department for Environment, Food and Rural Affairs.

17. SURRENDER AND RENEWAL OF LEASE OF PLOT 2 FARNHAM TRADING ESTATE
[Ward Affected: Farnham Weybourne and Badshot Lea]

The report at Appendix M seeks approval for the surrender of the existing lease of Plot 2, Farnham Trading Estate, and the grant of a further lease of 125 years on modern terms.

Recommendation

It is recommended that, should Kindale Limited become the lessee of Plot 2, Farnham Trading Estate, a surrender of the existing lease and a grant of a lease of 125 years be offered, on terms as set out in the (Exempt) Annexe to the report, other terms and conditions to be negotiated by the Property and Development Manager.

18. SALE OF LAND AT HOLDFAST LANE, HASLEMERE
[Ward Affected: Haslemere East and Grayswood]

The report at Appendix N seeks approval for the sale of an area of countryside land at Holdfast Lane, together with a right of access to Holdfast Lane, to the adjoining land owner at The Manor House, Three Gates Lane, Haslemere.


Recommendation

19. DECRIMINALISED PARKING ENFORCEMENT UPDATE
[Wards Affected: All]

Members of the Executive will recall that the report on Decriminalised Parking Enforcement, which was considered at its last meeting on 5th September, was passed to the Environment and Leisure Overview and Scrutiny Committee for its observations. The Committee met on 19th September and had no particular comments to make, other than to support the way forward. The recommendations will now go forward, as agreed in principle on 5th September, to the Council meeting on 17th October 2006 for adoption. As a reminder, those recommendations are set out again below.

Recommendation

It is recommended to the Council that
(i) The penalty charge on the issue of a Penalty Charge Notice (PCN) in accordance with Section 66 of the Road Traffic Act 1991 shall be 60 but discounted to 30 if payment is received within 14 days of the issue of the PCN;

(ii) On the issue of a “Charge Certificate” in accordance with the provisions of Paragraph 6 of Schedule 6 to the RTA 1991 the penalty charge shall be increased to 90;

20. BEST VALUE AND LOCAL PERFORMANCE INDICATORS: REVIEW OF WAVERLEY’S PERFORMANCE AT Q1 (APR-JUN) 2006/07
[Wards Affected: All]

The report at Appendix O provides details of Waverley’s performance, against the Best Value (‘BVPI’) and Local Performance (‘LOPI’) Indicators in the first three months of 2006/07. These indicators have been considered by the three Overview and Scrutiny Committees, the observations of which are included in the report for the Executive’s consideration.

Recommendation

The Executive is asked to note the information presented in the report, taking into account the observations of the Overview and Scrutiny Committees.

21. CCTV - ANTI-SOCIAL BEHAVIOUR AND WAVERLEY BOROUGH COUNCIL AS LANDLORD
[Wards Affected: All]

The Community Overview and Scrutiny Committee, at its meeting on 11th September, considered a request from the Housing Management section to seek approval from members to obtain a compact CCTV system to use in certain individual cases of anti-social behaviour to gather evidence and provide an effective tool in combating and preventing Anti Social Behaviour generally within a Housing context, and recommends the Executive approve the purchase of this equipment in partnership with Surrey Police, the Council and the Safer Waverley Partnership. The report at Appendix P refers.

Recommendation

It is recommended that the purchase of a compact CCTV system in partnership with Surrey Police, the Council and the Safer Waverley Partnership be approved.

22. SOUTH WEST SURREY AREA SAFE AT HOME TELECARE PROJECT
[Wards Affected: All]

Recommendation

23. ROYAL BRITISH LEGION SITE, DUNSFOLD
[Ward Affected: Chiddingfold and Dunsfold]

The report at Appendix R, which was considered by the Community Overview and Scrutiny Committee at its meeting on 11th September, recommends that the Council disposes of a parcel of land at Dunsfold to contribute towards a development of eight affordable homes viz: five x 2-bedroom flats and three x 3-bedroom houses, with half for rent and half for Newbuild Homebuy (formerly known as shared ownership). These will be built by English Rural Housing Association and allocated to local people in housing need, nominated by the Council.

Recommendation

It is recommended that:
24. REVIEW OF MEALS ON WHEELS SERVICE
[Wards Affected: All]

The report at Appendix S was considered by the Community Overview and Scrutiny Committee at its meeting on 11th September 2006 and sets out the information and evidence gathered by the Meals on Wheels Sub-Committee as part of its in-depth review.

Recommendation

It is recommended that the Executive approves the following key recommendations from the Meals on Wheels Sub-Committee, that:

1. a formal request be made to Surrey County Council to meet its obligations for people in need and increase its funding to 23,000 per annum to reflect the service being provided to the County’s clients;

4. annual health and safety tests be undertaken on the temperature of meals delivered;

5. tighter eligibility criteria be introduced for new Meals on Wheels customers with referrals being accepted only from Health and Community Care Professionals, including G.Ps, District Nurses, Social Workers, Hospital Discharge Co-ordinators and Housing Wardens (Council owned schemes);
25. MEETING THE DECENT HOMES STANDARD - OCKFORD RIDGE, GODALMING
[Ward Affected:

The report at Appendix T identifies particular challenges with meeting the Decent Homes Standard at Ockford Ridge, Godalming. There are a number of approaches that could be taken to address the issues. The report suggests that, before any decisions are taken, a consultation exercise with the community should be undertaken to determine the aspirations of local residents. The Housing Special Interest Group considered this matter on 14th September 2006 and was in full support of the approach outlined in the report. The recommendations arising from the Special Interest Group are set out in the report.

Recommendation

It is recommended that:

26. CPA IN DISTRICT COUNCILS 2006-08
[Wards Affected: All]

In June 2006, the Audit Commission published the new framework for CPA inspection of District Councils in England. The paper at Appendix U sets out the broad principles of the new framework, and details the main areas in which Waverley will focus its improvement efforts in preparation for any potential inspection activity.

Recommendation

The Executive is asked to note the information contained within this briefing report.

27. ACTION TAKEN SINCE LAST MEETING

To note any action taken by the Head of Paid Service, 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.

28. EXCLUSION OF PRESS AND PUBLIC

To consider the following recommendation on the motion of the Chairman:-

Recommendation

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 the revised Part I of Schedule 12A to the Local Government Act 1972 (to be identified at the meeting).

29. LEGAL FEES

To consider the report at (Exempt) Appendix V.

30. 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/2006-07/149