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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 01/04/2003
Meeting to be held on 1st April 2003



NOTE FOR MEMBERS

Members are reminded that Contact Officers are shown at the end of each report and members are welcome to raise questions, etc. in advance of the meeting with the appropriate officer.
AGENDA

1. MINUTES

To confirm the Minutes of the Special Meeting held on 17th March 2003 (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 received from members.

3. DISCLOSURE OF INTERESTS

To receive from members, in relation to any items included on the agenda for this meeting, disclosure of any interests which are required to be disclosed by Section 94(1) of the Local Government Act 1972 and 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 of which notice has been given in accordance with Procedure Rule 10.

5. PETITIONS

5.1 Montrose House

The Chairman to receive a petition containing 752 signatures presented by the Reverend J David A Adams, in accordance with Procedure Rule 10.9, the prayer of which is as follows:-

“We, the undersigned, urge Waverley Borough Council to grant a lease for Montrose House to the Montrose Youth Initiative, to accommodate a youth advisory centre for Farnham’s young people.”

5.2 East Street

5.2.1 At the Extraordinary Meeting of the Council on 17th March, the Mayor received a petition in accordance with Procedure Rule 10.11, signed by ten Borough residents, which was to be presented by Mr Bryan Sell of Farnham, but because of his illness was presented by Mr E Boyle, his representative. The prayer of the petition was as follows:-

“We the undersigned, being electors in the Borough of Waverley, believe that although the regeneration of East Street, Farnham, is of unparalleled importance to the town, the proposals currently being put forward represent gross overdevelopment which will swamp the town and its already congested roads. In view of the undue haste with which the scheme has been progressed since summer 2002, particularly the inadequate time of 5 days between the last exhibition of proposals on 6th March and the Overview and Scrutiny Committee meeting on 11th March, we require that the proposed signing of a contract in March be deferred and the timetable extended to allow the public in Farnham to say whether or not they think the scale of the proposals is appropriate for the town. We have therefore given notice to the Mayor of Farnham that at the Town meeting on 11th March we shall be proposing that a referendum (Parish Poll) be held by Farnham Town Council to ascertain the people’s views.”

5.2.2 As the Town Meeting had not actually agreed to a Town (Parish) Poll, Mr Boyle sought the Mayor’s agreement to amending the last sentence of the prayer of the petition to reflect the outcome of that meeting. The Mayor agreed to this and explained that the resolution passed at the Town Meeting had been circulated to all Members of the Council and thus the Council would have regard to the substance of the petition in its debate.

[Procedure Rule 10.13 states that “The subject matter of any petition addressed to the Council of which notice has been duly given shall stand referred without discussion to the Executive for consideration and report.]

5.2.3 The Council took into account both the outcome of the Town Meeting and the resolution of the Town Council in reaching its decision to adopt the Executive’s recommendation on 17th March, as set out below:-

88. (a) the Council reaffirms its commitment to create a development which, in design, scale, massing, community facilities and transport links, is sympathetic and proportionate to the town and its residents and visitors;

(b) the Council pledges to continue to give consultation and engagement with residents a very high priority, in order fully to reflect all residents’ views and respond to them;

89. the principal heads of terms be revised to take into account the revised premium and share of commercial overage agreed with Crest Nicholson Developments Ltd and J Sainsbury's Supermarkets Ltd as the developer and Crest Nicholson Operations Ltd as the Surety;

90. the Council proceed to put in place the Development Agreement and Headlease; and

91. the next stage in the process of agreeing a final scheme be endorsed which will be the developer submitting more detailed plans of the final form of the development, drawn up after negotiation between the Council's officers and Consultants and the developers, to the Council for approval as landlord.

5.2.4 The Executive discussed at length the issues of public involvement and the timescale for the decision-making process. The Executive, in formulating its recommendation to the Council, made it clear that the issues of scale of the development and traffic implications would be taken into account when the Council considers giving approval to a scheme to be presented by the developer to the Council in its role as landowner. The Executive also reiterated its commitment to involving the Farnham community and have regard to its concerns, and drew attention to the extensive consultation exercise carried out recently by Crest Nicholson which would influence the final proposals drawn up by the developer for Council approval. Crest Nicholson would shortly be consulting a range of bodies representing young people in the town.

5.2.5 The Executive is recommended to agree to reaffirm the clarification of the decision-making process set out in its recommendation to the Council and to reassure the petitioners that it is committed to have regard to all residents’ views.

Background Papers (CEx)

Petitions referred to in the report.

6. MOTION SUBMITTED BY MR J H WOOTTON

6.1 The following Notice of Motion was submitted by Mr J H Wootton in accordance with Procedure Rule 12.1 and placed on the Agenda for the meeting of the Council on 18th February last:-

“The Council will evolve a scheme whereby residents with no possibility of possessing or acquiring their own off-street parking are given the opportunity to purchase, at a reasonable fee, concessionary parking permits, without time limits, for Waverley-owned car parks”.

6.2 In accordance with Procedure Rule 12.3(a), the Leader of the Council determined at the Council meeting that the matter should stand referred without further discussion to the Executive for consideration and report.

6.3 Subsequent to the 18th February meeting of Council, the Executive Portfolio Holder for Environment and the Director of Environment and Leisure have met with Mr Wootton who has been given an assurance that his request would be included in the Review of Car Parking Charges at the first opportunity in the new Council.

Recommendation

That the observations of the Executive on this interim situation be conveyed to Council on 15th April.

Background Papers (CEx)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.

7. EXECUTIVE – FOUR MONTH ROLLING PROGRAMME
[Wards Affected: All]

To adopt the Four-Month Rolling Programme of Key Decisions for Waverley Borough Council attached at Appendix A – for all members of the Council.

Key/Mainstream Issues

8. GODALMING LEISURE NEEDS – BROADWATER PARK
[Wards Affected: All Godalming Wards]

The report at Appendix B provides an overview of the findings from the PMP Consultancy Feasibility Study for a proposed Godalming Leisure Centre and updates Members on the current New Opportunities Fund grant application for Broadwater School Sports Hall.

There are no immediate resource, environmental, "Opportunities for All", human rights or crime and disorder implications arising from the report, although such implications would arise from the eventual implementation of all or part of the Masterplan.

This report has been considered by the Godalming Leisure Needs SIG at its meeting on 26th February and the Corporate Overview and Scrutiny Committee on 11th March 2003.

Recommendation

It is recommended that:-

1. any future leisure centre for Godalming incorporates the facility mix as set out in the PMP study;

2. any future leisure centre for Godalming should be located on the Rugby Club site in Broadwater Park;

3. financial support in principle be given to partnership funding for the refurbishment of Broadwater School sports hall to provide community provision through the NOF PE & Sport in School scheme;

4. officers continue to investigate the benefits and costs to the council of procuring a new Godalming leisure centre by means of Public Private Partnership, which could include consideration of Waverley’s other leisure facilities as part of an overall package and report back the findings at a future date; and

5. all interested parties should formally be informed of the situation.

9. REVIEW OF THE CONSTITUTION
[Wards Affected: All]

A report on this matter is to follow – Appendix C.

10. WASTE MANAGEMENT SPECIAL INTEREST GROUP – ENHANCED RECYCLING SERVICE
[Wards Affected: All]

The Waste Management Special Interest Group which met on 3rd March 2003, received a report detailing a number of implementation issues concerning the introduction of the enhanced recycling service (Appendix D refers).

The SIG considered information relating to Round 2 of the enhanced recycling service that commenced on 20th January 2003.

Waverley has been provisionally awarded 63,844 by the SITA Environmental Trust that will enable attitudinal and logistical research to be carried out by the University of Surrey into the existing and projected recycling programme.

The SIG also received an update regarding progress being made towards the adoption of a Surrey-wide Joint Municipal Waste Management Strategy, and a representative from GEM also gave an update to the SIG regarding the progress of the Waste Awareness Campaign.

Recommendation

It is recommended that:-

1. the information set out in the report be received and noted; and

2. the revised timetable for the start of the remainder of the urban rounds of late this June be endorsed.

11. EMERGENCY SERVICES OUT OF NORMAL OFFICE HOURS
[Wards Affected: All]

The purpose of the report at Appendix E is to enable Members to examine and identify their expectations in respect of out-of-hours services.

There are no direct resource implications arising from this report. Dependent upon the expectations of Members, a further report will be prepared to set out the detail of how those expectations may be met, including the financial implications.

Recommendation

It is recommended that the Executive:-

12. STOCKTAKE OF LOCAL GOVERNMENT PENSION SCHEME
[Wards Affected: N/A]

A report on this matter is to follow – Appendix F.

13. RE-STRUCTURING OF THE ENVIRONMENTAL HEALTH SECTION
[Wards Affected: All]

The report at Appendix G outlines changes proposed to the structure of the Environmental Health Section of the Environment and Leisure Department following on from the resignation of the Environmental Health Manager (Residential) and findings of the year 2 Fundamental Service Review of Environmental Health. It proposes a number of changes which are beneficial to the functioning of the Environmental Health Section and which can be contained within the existing staffing budget for the Environment and Leisure Department.

This report was considered by the Environment Overview and Scrutiny Committee at its meeting on 10th March 2003.

Recommendation

It is recommended that the proposed staffing structure for the Environmental Health section set out in Annexe 3 to the agenda report be implemented and that:-

1. the existing post of Environmental Health Manager (Residential) be deleted from the staffing establishment;

2. the post of Environmental Health Manager (Commercial) at Pay Band 5 be redesignated as Environmental Health Manager at Pay Band 4;

3. the posts of the three Senior Environmental Health Officers at Pay Band 7 be redesignated as Section Leader at Pay Band 6;

4. a new post of Senior Environmental Health Officer be established on a permanent full time basis at Pay Band 7;

5. a new post of Environmental Health Officer be established on a permanent part time basis (0.8 full time equivalent) at Pay Band 7; and

6. the revised times of operation of the out of hours noise service of 21.00 hours on Saturdays to 04.00 hours on Sundays from the beginning of June to the end of September be adopted again in this and future years.

14. WONERSH VILLAGE SHOP
[Wards Affected: Blackheath and Wonersh]

A report on this matter is to follow – Appendix H.

15. OUTCOME OF VOLUNTARY COMPETITIVE TENDERING EXERCISE OF ANIMAL CONTROL SERVICE
[Wards Affected: All]

As part of the Improvement Plan to the year-2 Best Value Review of Environmental Health, it was agreed that the Pest Control Service should be exposed to competitive tendering in order to establish whether or not savings could be made by providing this service using a private sector contractor.

The purpose of the report at Appendix I is to advise members of the results of the exercise and to recommend how the service should be provided in future. It is concluded that there would be no financial advantage in providing this service by way of a contractor.

Recommendation

It is recommended that the Executive agree:-

1. to retain the Pest Control service in-house; and

2. to apply the officers’ recommendations for the next annual review of fees and charges in the autumn this year, with the aim of ensuring the service operates in future at a small surplus of income over marginal costs.

16. PROGRESS REPORT ON IMPLEMENTATION OF BEST VALUE IMPROVEMENT PLANS FOLLOWING HOUSING SERVICE REVIEWS IN 2001/02
[Wards Affected: All]

The report at Appendix J informs members of the progress in implementing the improvement plans agreed by the Executive on 9th April 2002 and proposes revisions where necessary.

There are no Resource, Human Rights, Community Safety or “Opportunities for All” implications contained in this report which has been considered by the Community Overview and Scrutiny Committee at its meeting on 3rd March 2003.

Recommendation

That the Executive be commended as follows:-

1. to note the progress in implementing the 2001/02 Housing Best Value improvement plans; and

2. to approve the revisions to the timetables for the remaining tasks, set out in the Improvement Plans at Annexes 1 – 5 of the report.

17. POLICY ON ANTI-SOCIAL BEHAVIOUR AND HARASSMENT FOR TENANTS OF WAVERLEY BOROUGH COUNCIL
[Wards Affected: All]

The purpose of the report at Appendix K is to give consideration to recommending the Council to formally adopt the Draft Policy Statement on Anti-Social Behaviour and Harassment for Tenants of Waverley Borough Council. There are financial and resource issues in respect of the proposed policy which it is intended would be contained within budget estimates. There are other implications which are referred to in the report.

Recommendation

The Executive is recommended to recommend the Council to agree the formal adoption of the policy statement on Anti-Social Behaviour and Harassment.

18. BRIGHTWELLS TENNIS CLUB, FARNHAM – PROPOSED RELOCATION
[Ward Affected: Farnham Waverley]

The report at Appendix L seeks the Executive’s views on schemes for the relocation of Brightwells Tennis Club in Farnham. There are resource and environmental implications which are referred to in the report.

Recommendation

The Executive is asked to indicate its preferred scheme, given the assumption that the cost will be funded from the anticipated capital receipt from East Street.

19. NATIONAL PROJECT FOR PLANNING SERVICES
[Wards Affected: N/A]

The report at Appendix M is to inform the Executive about a national e-government project for Planning and Regulatory Services, funded by the Government, which involves a bidding process for funds. Waverley has been invited to join the bidding process and the Executive’s approval is sought for this involvement.

Recommendation

The Executive is asked to approve Waverley’s involvement in the bidding process.

20. INTERNET CONNECTIONS, VIRTUAL PRIVATE NETWORKS AND WEB HOSTING
[Wards Affected: All]

The Capital Programme for 2002/03 contains a sum of 30,000 for the improvement of the Council’s web hosting and internet connectivity. Following a request for quotations from various suppliers, the report at Appendix N makes recommendations for the replacement of the Council’s internet connection, the improvement of member and locality office connections to the central network and new arrangements for web hosting.

Recommendation

It is recommended that:-

1. the Council accept the offer of a leased line Internet connection from the company (Company C) referred to in the (Exempt) Annexe at the cost identified in the agenda report;

2. the Council accept the solution offered by Company A (see (Exempt) Annexe) in respect of hardware, software and services at the cost identified in this report; and

3. Standing Orders (Contracts) be waived to allow the acceptance of this combination of quotations.

21. MATCHED FUNDING PROVISION - HASLEMERE AND DISTRICT COMMUNITY CENTRE
[Wards Affected: All Haslemere Wards]

The purpose of the report at Appendix O is to consider an application from the Haslemere and District Community Centre for Matched-Funding grant from the 2002/03 ring-fenced budget. The resource and other implications are referred to in the report.

Recommendation

It is recommended that:-

1. the Executive approves the carry forward of 10,000 ring-fenced budget from 2002/03 to 2003-04;

2. subject to the conditions of grant being met, a grant of 10,000 be made from the ring-fenced budget to the Haslemere and District Community Centre; and

3. the Executive considers if it wishes to appoint a Member to serve on the Management Committee.

22. GRANT REQUEST - NEW FARNHAM REPERTORY COMPANY
[Wards Affected: All Farnham Wards]

The purpose of the report at Appendix P is to respond to the Council’s request on 18th February 2003 that officers consider a grant for the New Farnham Repertory Company. The resource and other implications are referred to in the report.

Recommendation

It is recommended that:-

1. the exceptional amendment to the Small Grant Scheme, which allows an element of the larger New Farnham RepetoryRepertory Company project to be considered for grant, be agreed;

2. the carry forward of 5,000 of the Small Grants Scheme budget to 2003/04 be approved; and

3. subject to normal conditions of grant being met, a grant of 5,000 bebe made from the Small Grants budget to the New Farnham Repertory Company for the project, as set out in their Matched-Funding application for a 10 week production.

23. DESIGNATION OF LOCAL NATURE RESERVES
[Wards Affected: All Farnham, Godalming, and
Haslemere Wards; Blackheath and Wonersh]

The purpose of the report at Appendix Q is to obtain endorsement for the proposal to proceed with designation of five areas of public open space, owned and managed by Waverley Borough Council, as Local Nature Reserves under Section 21 of the National Parks and Access to the Countryside Act 1949.

There are environmental as well as “Opportunities for All” implications. As Local Nature Reserves qualify for English Nature grant funding, there are resource implications for the future management of Farnham Park, The Lammas Lands, Lower Hanger, Weybourne Nature Area and Wonersh Common.

Recommendation

It is recommended that:-

1. approval be given to proceed with the designation of Farnham Park, the Lammas Lands, Lower Hanger, Weybourne Nature Area and Wonersh Common (part) as Local Nature Reserves under Section 21 of the National Parks and Access to the Countryside Act 1949;

2. these Local Nature Reserves be included on the Local Plan Proposals Map at its next review; and

3. officers are given support to set up Local Management Groups to involve the community in planning maintenance and to apply to appropriate external agencies, such as English Nature, for grant aid to fund future improvements.

Land and Property Matters

24. EASEMENT OF ACCESS TO NEW PREMISES – GASTON GATE FARM, GUILDFORD ROAD, CRANLEIGH
[Ward Affected: Shamley Green]

The report at Appendix R seeks authorisation for the grant of an easement of vehicular access and services to a new property to be constructed from redundant farm buildings. There are no “Opportunities for All”, Community Safety or Human Rights implications. The resource and environmental implications are referred to in the report. The grant will provide Waverley with a capital sum and environmental implications have been considered under the grant of planning permission.

Recommendation

It is recommended that an easement of access to a new property at Gaston Gate Farm be granted on terms set out in (Exempt) Annexe 2 to the report, other terms and conditions to be negotiated by the Property and Development Manager.

25. LEASE OF LAND AND BUILDING AT CANON BOWRING RECREATION GROUND, FARNCOMBE
[Ward Affected: Godalming
North East and South West]

The report at Appendix S seeks authorisation for the grant of a 10 year lease on the above premises as shown outlined on the submitted plan. It does not contain any “Opportunities for All”, Human Rights, Community Safety or Environmental implications. The lease will provide Waverley with an annual payment (see under Resource Implications in body of report).

Recommendation

It is recommended that, subject to any substantive objections that may be received from members of the public (in response to any advertisement under Section 123 of the Local Government Act 1972) a lease of between seven and ten years of the land shown outlined on the submitted plan be granted to the occupiers of the adjacent premises 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.

Other Matters

26. APPOINTMENTS TO OUTSIDE BODIES
[Wards Affected: N/A]

Waverley makes appointments to the following outside bodies:-

Frensham Parochial Charities Trust; and
Bishop Sumner Educational Foundation.

Both of these appointments are for four year terms which have recently expired and therefore, for reasons of continuity, should be considered at this meeting rather than delay until the May/June meetings of the Executive.

The Council’s current representatives on the Frensham Parochial Charities Trust are Mrs P Hibbert (whose four year term does not expire until 2005) and Mr J L Chuter. It is understood from the Honorary Secretary of the Trust that Mr Chuter, a Waverley Councillor from 1973 to 1987, is willing to serve for another term.

The Council’s single representative on the Bishop Sumner Educational Foundation is Mrs J M Harris.

Recommendation

It is recommended that consideration be given to the appointment of a representative to serve on each of the above named bodies for a further term.

Background Papers (CEx)

Letter to Honorary Secretary, Frensham Parochial Charities dated 11th March 2003 and to Clerk to Trustees, Bishop Sumner Educational Foundation dated 11th March 2003.

27. ACTION TAKEN SINCE 4TH MARCH MEETING

To note any decisions taken by the Chief Executive after consultation with the Chairman and Vice-Chairman since the 4th March 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 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 1001 of the Act) of the description specified in the appropriate paragraph of Part 1 of Schedule 12A to the Act (to be identified, as necessary, at the meeting).

29. WASTE MANAGEMENT

To consider the report at (Exempt) Appendix T – to follow.

30. ANY OTHER ISSUES TO BE CONSIDERED IN EXEMPT SESSION

To consider matters relating to aspects of the reports on this 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 Members Services on extension 3222 or 01483 523222.
comms/executive/2002-03/586