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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 11/10/2005
Minutes




37
MINUTES of the MEETING of the EXECUTIVE held on 11th October 2005

(To be read in conjunction with the agenda for the meeting)

*Miss G B W Ferguson (Chairman)*Mr C H Mansell
*Mrs C E Savage (Vice-Chairman)*Mr K T Reed
*Mr S D Edge *Mr J E Robini
*Mr B Grainger-Jones*Mr V K Scrivens
*Mr P Haveron
* Present
Mr R J Gates was also in attendance and spoke on Agenda Items 5, 7, 9, 20 and 25 (Minute Nos. 98, 100, 104, 116 and 112 refer). Mr A E B Taylor-Smith also attended to speak on Agenda Item 10 (Minute No 105 refers)
Mr B A Ellis and Mr A Rayner were also present

95. MINUTES (Agenda Item 1)

The Minutes of the special Meeting held on 12th September 2005 were confirmed and signed.

96. DISCLOSURE OF INTERESTS (Agenda Item 3)

With regard to the Sponsored Organisation Scheme and Matched-Funding agenda items, Members were informed that it was not necessary to declare interests as Waverley representatives on organisations because only policy was being discussed at this stage.

Mr C H Mansell declared a personal interest in Agenda Item 13 as the Farnham Town Council representative on the Farnham Citizens' Advice Bureau. Mrs C E Savage declared a personal interest in the same agenda item as her husband was a Waverley representative on the Cranleigh Citizens' Advice Bureau Management Committee.

Mr V K Scrivens made a statement with regard to Agenda Item 9 that, whilst he had been involved in a complaint to the Standards Board concerning the New Farnham Repertory Company (NFRC), he had no interest and no relationship with the Company.

97. QUESTIONS (Agenda Item 4)

In accordance with Procedure Rule 10, Mrs L Lovell, a Farnham resident asked a question relating to land assembly issues as part of the East Street development. The Portfolio Holder confirmed that both Waverley and Crest Nicholson were aware of the pattern of freeholders within the development site and that the masterplan produced by Crest Nicholson was their proposed future layout for which, subject to their changes, they would be seeking planning permission. He also stated that the process of land assembly represented the negotiations with current freeholders to bring the land subject to development under the developer's control. The development could not take place until this was complete and effective land assembly was one of the clearly set out conditions that must be met before the conditional contract between Waverley and the developer became unconditional.

98. EXECUTIVE FOUR MONTH ROLLING PROGRAMME (Agenda Item 5)

RESOLVED that, subject to officers providing more specific dates for items currently referred to as 'ongoing', the four month rolling programme of key decisions be adopted.

99. FINANCIAL STRATEGY 2005/06 – 2008/09 (Agenda Item 6; Appendix B)

RESOLVED to RECOMMEND that

1. the draft Financial Strategy 2005/06 – 2008/09 be approved; and

RESOLVED that

2. the financial strategy issues facing Waverley ahead of the Finance Seminar on 31st October be noted; and

3. a public consultation exercise on the 2006/07 budget should not be undertaken given the uncertainty on issues such as the housing transfer consultation.

100. RISK MANAGEMENT POLICY (Agenda Item 7; Appendix C)

RESOLVED to RECOMMEND that

1. the Risk Management Policy and Strategy set out in Annexe 1 of the report be agreed; and

RESOLVED that

2. Mr K T Reed be appointed as Waverley's Member "champion" for risk management; and

3. the summary of key strategic risks, as shown in Annexe 2 of the report, be noted and the Director of Finance discuss and refine these further with Mr K T Reed and Mr C H Mansell.

[Note: Due to the presence of Mary Burden, Deputy County Emergency Planning Officer, and James Crask, Senior Emergency Planning Officer from Surrey County Council, the Chairman agreed to reorder the agenda and deal with the following two items earlier in the meeting]

101. CIVIL CONTINGENCIES ACT 2004 – ADOPTION OF A CONTINUITY PLAN FOR WAVERLEY BOROUGH COUNCIL (Agenda Item 22; Appendix Q)

RESOLVED to RECOMMEND that
a. an addition to the 2005/06 Capital Programme in the sum of 25,000; b. a supplementary estimate of up to 30,000 in 2005/06; and c. the amount of up to 70,000 to be included within the draft 2006/07 Revenue Estimates; and

RESOLVED that

102. MANAGEMENT OF LARGE EVENTS IN WAVERLEY (Agenda Item 25; Appendix T)

RESOLVED to RECOMMEND that

1. the policy for management of large events in Waverley be adopted; and

2. officers produce a much briefer checklist to be provided to organisers of smaller events, and both documents be made available on the Waverley website.

103. IMPLEMENTING E-GOVERNMENT (IEG) – 2005/06 IEG CAPITAL GRANT AND IEG CAPITAL PROGRAMME (Agenda Item 8; Appendix D)

RESOLVED to RECOMMEND that the revised capital programme for 2005/06 for Electronic Government for Customer Service be approved, and the revised annexe tabled at the meeting, be adopted.

104. CALL-IN REPORT BACK – COMMUNITY PARTNERSHIP FUND 2005/06 – NEW FARNHAM REPERTORY COMPANY (Agenda Item 9; Appendix E)

RESOLVED that the outcome of the consideration on this item by the Corporate Overview and Scrutiny Committee be noted and the grant of 3,500 for the New Farnham Repertory Company be agreed, to be funded through a virement within the Leisure budget.

105. PROPOSALS TO REFORM THE DEVELOPMENT CONTROL AND AREA DEVELOPMENT CONTROL COMMITTEES (Agenda Item 10; Appendix F)

RESOLVED to RECOMMEND that:-

1. the work of the Modernising Planning and Constitution Special Interest Groups on the new Development Control decision making process, as set out in the report and annexes to the report, be approved;

2. the views of the Constitution SIG on proposals for changes to the Constitution be approved; and


RESOLVED that

3. the proposal for a future review of the Scheme of Delegation, as set out in paragraph 2 of the Constitution SIG’s report at Annexe 2, be endorsed.

106. COMMISSIONING A PATIENT-LED NATIONAL HEALTH SERVICE (Agenda Item 11; Appendix G)

RESOLVED that

107. WAVERLEY HOPPA COMMUNITY TRANSPORT – RESPONSE TO URGENT FINANCIAL REPORT FROM HOPPA (Agenda Item 12; Appendix H)

RESOLVED to RECOMMEND that

1. a one-off revenue grant of 125,000 be made for 2006/2007, to be funded from balances in the current year, and for the Director of Finance to analyse the organisation's business plan and report back to members before payment is made;

2. the recommendation from the Community Overview and Scrutiny Committee and the report be noted; and

3. officers continue to work with partners towards developing a long term plan for the sustainability of the Hoppa organisation.

108. CONTINUATION OF MEETING

At 9.48 p.m., in accordance with Procedure Rule 9, the Executive agreed that the meeting should continue until consideration of all business on the agenda had been concluded.

109. REVIEW OF CITIZENS' ADVICE BUREAUX (Agenda Item 13; Appendix I)
a. That the importance of the work undertaken by the CABx on behalf of Waverley’s communities is recognised and greatly valued. b. That the creation of a single district model CAB service with a single trustee board for Waverley as the basis of providing a sustainable CAB service into the future in order that the service is able to:- Develop strategically
Take advantage of new and existing funding streams
Build productive partnerships at borough or county levels
Avoid replication in the delivery of services
Make best use of economies of scale c. That whilst recognising the benefits of streamlining and developing telephone and e-mail services the proposed structure should continue to provide a face-to-face outlet in each of Waverley’s four main communities. d. That the Council supports the intention of the Citizens Advice to review its blanket no-fee policy. e. On the issue of the Cranleigh CAB that the existing lease between Waverley and the Cranleigh CAB be either surrendered or assigned, subject to the approval of Cranleigh Parish Council. f. That Godalming CAB to be encouraged to resolve their future accommodation issues before the expiration of their existing lease for the Queen Street premises and that there should be a saving on the annual rental on any new leased premises. g. That on premises rental costs, which represent a significant proportion of the Waverley CABx total expenditure, that once established the proposed district model CABx organisation be asked to actively consider premises arrangements to reduce this area of expenditure and in particular to explore shared accommodation/facilities arrangements rather than dedicated premises. h. That Waverley’s representation on the Trustee Board will need to be considered by the Executive at the appropriate time. i. That quarterly reports on the progress towards the setting up of district organisation be submitted to the Community Overview and Scrutiny Committee. j. That future funding of the CABx has regard to increases in inflation. k. That the restructuring of the CAB service may involve one-off cost implications and the CABx may need financial assistance from the Council in dealing with these.


110. SPONSORED ORGANISATION SCHEME 2006/07 - GRANT ELIGIBILITY, CRITERIA AND TIMETABLE (Agenda Item 14; Appendix J)

RESOLVED that:-

1. the application eligibility and grant criteria for the Sponsored Organisation Scheme, as set out at Annexe 3 to the report be approved; 2. the proposed timetable for applying for Sponsored Organisation funding for 2006/07, as set out at Annexe 5 to the report be approved; 3. the Sponsored Organisation Scheme be open to new applicants for 2006/07; 4. Waverley contributes to the Waverley Voluntary Grants Partnership in 2006/07 on the same basis as in 2005/06 with two nominated members on the panel and that the results of the grants are reported back to the Overview and Scrutiny Committees and the Executive; 5. that the overall level of funding for the Sponsored Organisation Scheme and Waverley Voluntary Grants Partnership in 2006/07 is increased in line with inflation but that such an increase will have to be assessed alongside other demands on Council finances during the budget process; and
111. COMMUNITY PARTNERSHIPS FUND - APPLICATION PROCESS, CRITERIA AND TIMETABLE FOR 2006/07 (Agenda Item 15; Appendix K)

RESOLVED that

1. the Community Partnerships Fund should be continued in 2006/07; 2. the Application Guidance for the Community Partnerships Fund, 2006/07, including grant criteria and project eligibility, as set out in Annexe 2 to the report be approved; 3. the proposals for continuing the Area Partnership Groups to assist with the grant assessments, as detailed in paragraph 11 of the report be approved; 4. the proposed timetable for grant awards in 2006/07, as set out in Annexe 3 to the report be approved; and
112. IMPLEMENTATION OF CHANGES TO THE WASTE COLLECTION SERVICE (Agenda Item 16; Appendix L)

RESOLVED to RECOMMEND that
RESOLVED that

5. the proposed implementation plan to accommodate the agreed changes to the waste management service in 2006 be noted, subject to the clarification that it includes all plastics, not only plastic bottles, with the definition of plastics to be clarified in the near future.

113. DECRIMINALISED PARKING ENFORCEMENT (Agenda Item 17; Appendix M)

RESOLVED that the negotiations with Surrey County Council on its request for Waverley to manage on-street decriminalised parking enforcement in the Borough be continued, and further representations made at both officer and member level to secure a minimum of four attendants for the Borough.

114. PUBLIC CONVENIENCES – TRANSFER TO FARNHAM TOWN COUNCIL (Agenda Item 18)

The report on this matter was deferred until the Executive meeting on 8th November 2005.

115. NOTICE OF MOTION

This matter was dealt with as part of the report on the Review of the Constitution (Minute No. 116 refers).

116. CONSTITUTION REVIEW (Agenda Item 20; Appendix O)

RESOLVED to RECOMMEND that
2. the proposed arrangements for Mayor-making as recommended by the Constitution Special Interest Group, be endorsed; and

RESOLVED that

3. the other work being carried out by the Constitution Special Interest Group be noted, and the SIG be asked to look again at the matter of Informal Question Time at Overview and Scrutiny Committees.

117. SURREY HILLS AREA OF OUTSTANDING NATURAL BEAUTY (AONB) - MEMORANDUM OF AGREEMENT (Agenda Item 21; Appendix P)

RESOLVED that a commitment be made 'in principle' to sign the new Memorandum of Agreement and that the financial implications be considered as part of the Sponsored Organisation Scheme. The previous difficulties of funding inflation through this scheme were noted.

118. BEST VALUE AND LOCAL PERFORMANCE INDICATORS - REVIEW OF WAVERLEY’S PERFORMANCE FOR FIRST THREE MONTHS OF 2005/06 (Agenda Item 23; Appendix R)

RESOLVED that the Performance Indicators for the first three months of 2005/06 be approved and the Corporate Overview and Scrutiny Committee be informed that it can appoint a Sub-Committee to review the performance indicators within its own remit.

119. ANNUAL REVIEW REPORTS FROM OVERVIEW AND SCRUTINY COMMITTEES (Agenda Item 24; Appendix S)

RESOLVED to RECOMMEND that the Annual Review Reports from all three Overview and Scrutiny Committees be welcomed and commended.

120. PLAY EQUIPMENT – REPLACEMENT AND REPAIR (Agenda Item 26; Appendix U)

RESOLVED to RECOMMEND that

1. Option 2 set out in the report be agreed as a supplementary estimate to meet the capital shortfall; and

2. an increase of 16,000 in the play equipment repairs budget be included in the draft revenue estimates for 2006/07 and the capital budget be rescinded.

121. LOCAL GOVERNMENT ASSOCIATION – PROPOSAL FOR SETTING UP A DISTRICT COUNCILS' SPECIAL INTEREST GROUP (Agenda Item 27)

RESOLVED that

1. Waverley support in principle setting up a District Councils’ Special Interest Group in the Local Government Association and lobbies on the issues of concessionary fares and Planning Delivery Grant; and

2. a supplementary estimate of 2,000 in the current financial year be agreed in principle, subject to more information and clarity on the terms of reference and what it will achieve for Waverley being supplied to a future meeting.

122. REVENUE SUPPORT GRANT (Agenda Item 28; Appendix V)

RESOLVED that the proposed changes in Formula Grant and the submission to the Office of the Deputy Prime Minister, as set out in the report, be noted, and the Director of Finance to add the issue of the effects on Districts of withdrawal of specific grants such as Planning Delivery Grant.

123. VARIABLE INTEREST MORTGAGES - VARIATION OF MORTGAGE INTEREST RATE (Agenda Item 29; Appendix W)

RESOLVED that

124. CRANLEIGH AND HASLEMERE PROJECT CO-ORDINATORS - WAVERLEY FUNDING (Agenda Item 30; Appendix X)

RESOLVED to RECOMMEND that

RESOLVED that:-
125. ACTION TAKEN SINCE LAST MEETING (Agenda Item 32)

RESOLVED that the action taken by the Chief Executive since the last meeting be noted.

126. EXCLUSION OF PRESS AND PUBLIC (Agenda Item 33)

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 during the meeting during consideration of the following item 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, there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in the following paragraphs of Part I of Schedule 12A to the Local Government Act 1972, namely:-

127. PROVISION OF BANKING SERVICES (Agenda Item 34; (Exempt) Appendix Y)

The meeting concluded at 11.25 p.m.




Chairman


comms/executive/2005-2006/149