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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 04/04/2006
Revised Agenda




Fax No: 01483-523475
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When calling please ask for: Emma McQuillan
Direct line: 01483 523351
E-mail: emcquillan@waverley.gov.uk
Date: 24th March 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

CHRISTINE L POINTER

Chief Executive

[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 7th March 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 any questions received from members of the public, notice of which has been given in accordance with Procedure Rule 10.

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.

6. IMPLEMENTING Electronic Government RETURN 2006 (IEG6)
[Wards Affected: All]

The purpose of the report at Appendix B is to seek approval of the submission of the Council’s “Implementing Electronic Government Return 2006” (IEG5) to the Office of the Deputy Prime Minister (ODPM). A copy of the Annexe referred to in the report is now attached.

Recommendation

The Executive is recommended to approve Waverley’s IEG6 Return for submission to the Office of the Deputy Prime Minister by 10th April 2006.

7. ELECTRONIC DOCUMENTS AND RECORDS MANAGEMENT SYSTEMS (EDRMS)
[Wards Affected: All]

The purpose of the report at Appendix C is to:

Summarise the current situation with respect to the Council’s document and records filing systems;
Outline options for addressing the issues identified;
Recommend officers to consult with neighbouring Authorities with respect to their document and records management strategies; and
Procure an Electronic Data and Records Management System (EDRMS), initially to address the urgent issues with respect to the management of e-mails and Microsoft Office files.

Recommendation

It is recommended that:

1. officers consult with neighbouring Authorities and maintains an awareness of their electronic data and records management strategies, particularly with respect to their records management standards and EDRMS application software; and

2. the next stage of implementing an EDRMS be embarked upon by undertaking a requirements study, with initial priority being given to the management of email and Microsoft Office files.

8. COMMUNITY PARTNERSHIPS FUND – APPLICATIONS FOR 2006/07
[Wards Affected: All]

The purpose of the report at Appendix D is to consider the applications submitted to the Community Partnerships Fund for 2006/07, including the Community Buildings Grant Scheme applications for 2006/07, and to recommend the level of grant for each organisation to Council.

Recommendation

That the Executive recommends to Council that:

1. approval be given to the recommended high priority grants under the Community Partnerships Fund for 2006/07, as detailed in Annexe 1, totalling 224,797, subject to the conditions of grant being met by each applicant; 2. approval be given to the recommended medium priority grant under the Community Partnerships Fund for 2006/07 of 11,250 for the Chiddingfold Playground Appeal, subject to the conditions of grant being met by the applicant; 3. approval be given to the recommended grants under the Community Buildings Grant Scheme for 2006/07, as detailed in Annexe 1, totalling 24,361, including the 1,000 for the Village Halls Adviser, subject to the conditions of grant being met by each applicant; 4. the balance of the remaining 16,254 for 2006/07 is ring-fenced for high priority schemes that may emerge during 2006-07, and

9. TREE RISK MANAGEMENT – AN UPDATE
[Wards Affected: All]

The report at Appendix E provides an update on the progress of the Council's ongoing Tree Risk Management (TRM). Based on the increased information now available, the Executive is requested to endorse the proposal to continue the work at current budget levels for the next three years and that this position be reviewed in 2008.

Recommendation

It is recommended that the Executive:-

10. REPLACEMENT OF THE ENVIRONMENTAL HEALTH SYSTEM
[Wards Affected: N/A]

The report at Appendix F seeks approval for the purchase of an upgrade to the Council's Environmental Health computer system from the existing provider.

Recommendation

It is recommended that:

11. HOUSING ACT 2004: PRIVATE SECTOR HOUSING RENEWAL
[Wards Affected: All]

The report at Appendix G asks the Executive to note the legislative changes which will affect the Council’s statutory housing duties and seeks authority to introduce a licensing scheme for Houses in Multiple Occupation (HMO).

Recommendation

It is recommended that

7. the net income be monitored and reported to members as part of the budget monitoring process and future year's budgets include the appropriate provisions.

12. PROPOSALS FOR THE INTERIM OPERATION OF GODALMING LEISURE CENTRE BY DC LEISURE
[Wards Affected: All Godalming Wards]

Following the recommendations of the Executive on 10th January 2006 and the subsequent Council meeting on 21st February 2006, the report at Appendix H sets out the proposed interim management arrangements for Godalming Leisure Centre for operation by a commercial management operator.

Recommendation

It is recommended that

1. officers be authorised to accept DC Leisure’s proposal and fee bid for the interim management of Godalming Leisure Centre, with terms and conditions outlined in this report; and

2. the Council approves a supplementary estimate for 2006/07 of 136,500 for the purposes of introducing the new management arrangements into Godalming Leisure Centre.

13. THE CHILDREN ACT 2004 AND THE SURREY CHILDREN AND YOUNG PEOPLE’S PLAN: IMPLICATIONS FOR WAVERLEY BOROUGH COUNCIL
[Wards Affected: All]

The report at Appendix I sets out details of the Children Act 2004 and the development of the Children and Young People’s Plan for Surrey (CYP) and outlines the implications and necessary actions for Waverley Borough Council.

Recommendation

It is recommended that

1. the implications of the Children Act 2004 for the Council be noted;
3. the annual contribution to the LCSB of 1,000 per annum, be noted;

14. THE FARNHAM MALTINGS REFURBISHMENT PROPOSALS
[Wards Affected: All Farnham Wards]

The purpose of the report at Appendix J is to update members on the progress of the refurbishment works at the Farnham Maltings and to seek approval for the release of further match funding for Phase 2 of the scheme.

Recommendation

The Executive recommends to the Council that:

1. the proposed phase 2 works be endorsed;

3. approval be given to the release of up to 232,655 for Phase 2 once the remaining partnership funding has been secured and the works have been undertaken.

15. SITE AT KINGS ROAD INDUSTRIAL ESTATE, HASLEMERE
[Ward Affected: Haslemere Critchmere and Shottermill]

The purpose of the report at Appendix K is to seek members' approval for a change of policy concerning the use of the site at Kings Road Industrial Estate, Haslemere, from the provision of start-up units to general industrial use.

Recommendation

It is recommended that:-

1. the principle of providing start-up units on the area leased by Waverley Borough Council at Kings Road Industrial Estate, Haslemere, be changed to providing either commercial or industrial use; and

2. the Property and Development Manager be authorised to seek a tenant for the site and agree terms and conditions for a sublease.

16. DECRIMINALISED PARKING ENFORCEMENT
[Wards Affected: All]

To receive an oral information report on the current position regarding Decriminalised Parking Enforcement in the Borough.

17. HOUSING DEVELOPMENT PLANNING DOCUMENT

This item was due to be considered by a joint meeting of the Community and Environment and Leisure Overview and Scrutiny Committees on 27th March 2006. The Chairmen agreed that the meeting should be postponed to allow members additional time to consider the report. The meeting will now take place on Tuesday 18th April at 6.30 p.m.

18. EXTRA CARE SHELTERED HOUSING STRATEGY
[Wards Affected: All]

The report at Appendix M advises of work that has been carried out to develop a Strategy for developing Extra Care Sheltered Housing in Surrey and, in particular, in south-west Surrey. A copy of the Strategy document is attached to the report.

Recommendation

It is recommended that the Extra Care Sheltered Housing Strategy be endorsed.

19. PROPOSAL TO DISPOSE OF TWO DWELLING HOUSES
[Wards Affected: N/A]

The report at Appendix N proposes the open market sale of two Housing Revenue Account dwelling houses and seeks authority for the Director of Housing to dispose of the properties.

Recommendation

It is recommended that

2. the capital receipt arising from the sales be contributed towards achieving the Decent Homes Standard in the remaining Council housing stock.

20. REPORT OF THE MEMBER/TENANTS' SIG

To receive the report of the Member/Tenants' Special Interest Group which met on 28th February 2006, attached at Appendix O.

21. BEST VALUE AND LOCAL PERFORMANCE INDICATORS: REVIEW OF WAVERLEY’S PERFORMANCE AT Q3 (OCT-DEC) 2005/06
[Wards Affected: All]
Recommendation

It is recommended that the Executive notes the information presented in the report.

22. UPGRADE TO COUNCIL'S TIME ATTENDANCE/OFFICE SECURITY SYSTEM

This item has been deferred until a future meeting.

23. COUNCILLOR TRAINING AND DEVELOPMENT
[Wards Affected: All]

The report at Appendix R sets out proposals for reviewing training for Councillors, improving its effectiveness and preparing for induction of new Councillors after the May 2007 elections. The officers propose using the South East Employers Charter for Member Development as a framework and as a guide to best practice.

There may be resource implications if the maximum benefit is to be gained from a thorough induction programme for Councillors after May 2007.

Recommendation

The Executive is recommended to

1. endorse the principles set out in the Charter and ask the officers to progress proposals for signing the Charter, publicising this and arranging a Member workshop early in the next Council year; and

2. refer the report to the Corporate Overview and Scrutiny Committee with a suggestion that a Special Interest Group be set up to input into the process and keep members informed.

24. LOCAL GOVERNMENT REORGANISATION – LATEST POSITION

24.1 Report of the Special Interest Group

To consider the report from the Local Government Reorganisation Special Interest Group which met on 27th March 2006, at Appendix S.1.

Recommendation

The Executive is recommended to recommend to the Council that

1. a policy position be adopted on the emerging Blackwater Valley region, as set out in paragraph 13 of the report; and

24.2 Update on Recent Events

The report at Appendix S.2 updates the Executive on issues arising from the Leader of the Council's meeting with the Local Government Minister on Wednesday 29th March and adds to Appendix S.1.

Recommendation

The Executive is recommended to recommend to the Council that

1. the Council recognises the need to prepare a case for a combined unitary Council as an option and that the geography implies a Waverley/Guildford/Woking partnership is the most likely option;

3. officers be authorised to start scoping work on a submission to the White Paper on the range of likely options for restructuring and to report to the next meeting of the Executive on resource implications.

25. REVIEW OF CHANGES TO THE DEVELOPMENT CONTROL COMMITTEE AND ITS AREA DEVELOPMENT CONTROL SUB-COMMITTEES

The Modernising Planning Special Interest Group met on 27th March 2006 and received and noted a report providing members with a summary of feedback on the new planning Committee system which was put in place in January 2006. Members felt that, as far as could be judged at this stage, the new process was going well. The provision for Ward Members to speak and for local Members and Town or Parish Councils to request items to be taken to Committee were successful. These were two protections for the local view to be put forward, while helping decisions to be taken in a consistent Waverley-wide planning framework.

So far two meetings have taken place of each of the Development Management Committees A and B, and one meeting of the Joint Planning Management Committee, which had met to discuss Local Development Framework and Government Consultation documents.

The SIG made the following observations on the process so far:

Members are encouraged to support the Chairman in managing the agenda to avoid late finishes. Members are requested to make use of the Waverley website facility for viewing planning applications and documents.

However, the SIG was of the view that it is too early to fully evaluate the successes and problems of the new system and that six months should elapse before further consideration of the new system.

Recommendation

It is recommended that the Executive notes the progress of the new system so far.

26. WAVERLEY LEISURE SPECIAL INTEREST GROUP

At the last meeting of the Executive, it was agreed to recommend issues surrounding the Leisure Centre Procurement Strategy to the Council, the next meeting of which is due to take place on 25th April 2006. The recommendation included the establishment of a Waverley Leisure Special Interest Group (SIG).

In the meantime, it is suggested that the arrangements be put in place for the proposed SIG, with the intention that it is able to hold its first meeting and a series of workshops shortly after the Council meeting. Group Leaders have been approached and asked to put forward nominations for membership of the Special Interest Group, details of which have now been received and are as follows:-

Mr L C Bate, Mr M W Byham, Mr V Duckett, Mr B A Ellis, Mr S D Edge, Mr B Grainger-Jones, Mrs J R Keen, Mr P J Martin, Mr J M Savage and Mr C C E Slyfield.

Recommendation

It is recommended that the Executive notes the membership of the Waverley Leisure Special Interest Group, as set out above.

Background Papers (CEx)

Correspondence to Group Leaders sent 15.03.06.

27. WASTE UPDATE

The following reports were considered by the Environment and Leisure Overview and Scrutiny Committee on 14th March 2006 and are now submitted to the Executive, for information only.

27.1 Report of the Waste SIG

To receive and note the report of the Waste Special Interest Group which met on 6th March 2006, attached as Appendix T.1.

27.2 New Joint Municipal Waste Management Strategy

To receive and note the report at Appendix T.2.

28. RESTRUCTURING

To report on current progress and agree a process to enable a report to be made to the Council meeting on 25th April 2006.

29. PAY CLAIM 2006
[Wards Affected: N/A]

The purpose of the report at Appendix U is to update the Executive on the situation regarding the 2006 Pay Claim.

Recommendation

The Executive is recommended to recommend to the Council that the 3.0% settlement for all pay bands, reached with the staffside representatives, be approved with effect from 1st January 2006 and that supplementary estimates of 31,000 be approved, to be met from the General Fund balances and 12,000 be approved, to be met from Housing Revenue Account balances.

30. ACTION TAKEN SINCE THE LAST MEETING

To note the following actions taken by the Chief Executive since the last meeting of the Executive, following consultation with the Chairman and Vice-Chairman. The Register of Decisions will be laid on the table half an hour before the meeting.

(a) Draft Response to Provisional Proposal for three PCT’s for Surrey

Authorised an outline response on the proposal that Surrey be divided into a new structure of three PCTs, which could potentially be in line with one of the options suggested in the event of local government reorganisation.

(b) Membership of Joint Negotiating Committee

Authorised the appointment of Mrs C E Savage as a substitute for the Leader for the meeting of the Joint Negotiating Committee on 21st March 2006.

31. EXCLUSION OF PRESS AND PUBLIC

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).

32. 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/2005-06/332