Agenda and minutes

The Mayor to report apologies for absence.

Apologies for absence were received from Cllrs David Beaman, Simon Dear, Sally Dickson, Brian Edmonds, David Else, Jenny Else, Jan Floyd-Douglass, Dan Hunt, Jacquie Keen, Michaela Martin, Nick Palmer, Julia Potts, John Robini, Anne-Marie Rosoman, George Wilson and Michaela Wicks.

To confirm the Minutes of the Extraordinary Council meeting held on 21 February 2023, and the Budget Council meeting held on 21 February 2023 (herewith).

The Minutes of the Extraordinary Council meeting and the Budget Council meeting held on 21 February 2023 were confirmed.

The Leader advised Council that whilst the Minute 86.7 of the Budget Council meeting reported what he had said, he wished to correct his own statement that the government target for EPC-C was 2050 – the target date in fact being 2035. However, he stood by the rest of his statement.

The Mayor agreed that a note be added to Minute 86.7 to reflect the Leader’s correction, and would sign the updated Minutes.

To receive from Members, declarations of interest in relation to any items included on the agenda for this meeting in accordance with the Waverley Code of Local Government Conduct.

There were no interests declared in relation to matters on the agenda.

94.1     The Mayor updated Council on his activities since the last meeting. He had attended many different events, including:

·         An Innovation Summit arranged by the University for the Creative Arts and a number of IT-focussed companies, at which over 30 companies were represented. There were also representatives from Waverley, Guildford and Mole Valley and other local  councils present. It was very encouraging to see the UCA, local businesses and local councils coming together in this way.

·         Guildford Cathedral, to see the Knife Angel which was a very powerful tool to warn people of the danger of carrying knives.

·         Opening night of the Farnham Literary Festival. This was the second Farnham Literary Festival and it had been an outstanding success and something to be built upon for the future.

·         Rushmoor Annual Banquet, where the Mayor noted the tradition in Hampshire that Borough Mayors never wear their Mayoral chains outside their own borough, and wear their badge on a ribbon instead.

·         The Farnham Repair Café, doing great work to repair items instead of them being thrown away.

·         The annual concert of the Farnham Choral Society.

·         The annual service of King Edwards’s School, Witley at St Bride’s Church off Fleet Street in London, which was also attended by the Lord Mayor of London and the Mayor  of Godalming, and was followed by a lunch at the Guild Hall.

·         A number of civic events in neighbouring boroughs, including East Hants.

94.2     The Mayor’s Charity Concert on Friday 17 March 2023 at Frensham Heights School, Rowledge had been a hugely enjoyable and happy occasion and a great success. The Mayor thanked all those involved in organising and contributing to the event, and in particular his PA Chloe Mickiewicz.

94.3     On Monday 20 March 2023, the Duke of Edinburgh had paid an informal visit to Farnham and the Mayor had been present when the Duke planted the 70^th tree in the Jubilee Walk in Farnham which was started to mark the Queen’s Jubilee.

94.4     Finally, the Mayor reported on his upcoming visits in the last months of his civic year, to the aerial aquarium at St Andrew’s Church in Farnham, the installation of the new High Sherriff, the Lord Lieutenant’s Kings Awards for Volunteers, the civic day in Epsom & Ewell, and various concerts in Guildford and Farnham.

95.1     The Leader advised that he had also visited the Knife Angel and agreed with the Mayor that it was a very impressive structure which encouraged everyone to see. Since the last Council meeting Waverley, alongside Protect Dunsfold and the Good Law Project, had been successful in securing a judicial review against the decision to allow UKOG’s exploratory drilling works in Dunsfold. The Leader thanked the Waverley Electoral Services Team for their work preparing for the upcoming elections, and for attending the hustings at Godalming College earlier to talk to students about voter ID and what they needed to do to vote.

95.2     As it was the last Council meeting of the current administration, the Leader also took the opportunity to thank all Members, including those who had been lost over the past four years, and especially the Mayor, Cllr Williams and Cllr Palmer and the other Group Leaders of the administration parties for their commitment to the collective vision, and to the Leaders of the Opposition. Finally, he thanked all the officers and staff for their work to deliver the administration’s corporate agenda.

95.3     The Leader invited Executive Portfolio Holders to provide updates on matters not reported elsewhere on the agenda:

·         Cllr Clark reported that the Executive Heads of Service were coming forward with business cases for greater collaboration between Guildford and Waverley. The Farnham Infrastructure Programme was moving towards implementation of some of the changes to Farnham’s town centre to create a more pedestrian-friendly environment and tackle traffic congestion and air quality issues.

·         Cllr MacLeod provided an update on the status of Brightwells House and the very positive meeting held the previous week with stakeholders that had identified measures to resolve current issues and ensure that Brightwells House was properly restored. The Environmental Enforcement Team continued to deal with a range of issues including abandoned vehicles, fly-tipping and stray dogs. Finally, car parking income continued to improve and hopefully would soon be back to pre-pandemic levels.

·         Cllr Marriott noted the connections between her Community Safety and Equality, Diversity and Inclusion portfolios, and the difficulty that any council had in addressing either other than by looking at and acting on internal policies. Cllr Marriott referred to the damning report on the Metropolitan Police published earlier, and emphasised how important it was that policies were acted on and promoted, and were not just an end in themselves. Waverley officers were active in Safer Waverley Partnership, and in the ongoing development of a new Equality, Diversity and Inclusion Policy for Waverley. Cllr Marriott had also been discussing safety arrangements for officers and councillors visiting members of the public, and this was especially relevant with the pre-election period about to start.

·         Cllr Mirylees was delighted to announce that the Council had been awarded a MEND grant of more than £734,000 by the Arts Council to carry out essential repairs to Wilmer House, home of the Farnham Museum. This had been a long-running issue and there had been many setbacks, but the council  ...  view the full minutes text for item CNL95/22

To respond to questions from members of the public, received in accordance with Procedure Rule 10.

The deadline for receipt of questions is 5pm on 14 March 2023.

There were no questions from members of the public.

To respond to any questions received from Members of the Council in accordance with Procedure Rule 11.2.

The deadline for receipt of questions is 5pm on Tuesday 14 March 2023.

97.1     The following question had been received from Cllr Brian Edmonds:

“The very optimistic target of Carbon neutrality by 2030 requires a precise action plan with performance reported annually against delivery objectives.

The 7 January 2023 New Scientist reported Bill Gates note that “avoiding a climate disaster will require a new industrial revolution. Half the technology needed to get to zero emissions either doesn’t exist yet or is too expensive for much of the world to afford.”

Please could the Executive advise why it believes it believes Waverley BC can achieve net zero carbon emissions by 2030 with very few reduction levers and measured in tonnes what has been the reduction so far?”

Response from Cllr Steve Williams, Executive Portfolio Holder for Environment & Sustainability

“I’d like to thank Councillor Edmonds for his question, and I will address each of the issues he raises in turn.

Councillor Edmonds suggests that “The very optimistic target of carbon neutrality by 2030 requires a precise action plan with performance reported annually against delivery objectives.”  If Councillor Edmonds is not satisfied with my assertion that Waverley Borough Council’s Action Plan is robust and effective, perhaps I can refer him to the work of the independent organisation, Climate Emergency UK. Climate Emergency UK recently assessed the Climate Plans of all local authorities in the UK according to 28 questions across nine sections, based on the expert-approved checklist for Council Action Plan. Each council was marked against these criteria and given a right to reply before the scores underwent a final audit. This work was completed between June and December 2021. In this assessment, Waverley Borough Council’s Action Plan was ranked fifth out of all the districts and boroughs in the UK. We have subsequently reviewed our action plan and have published our progress against the targets following a review by the Executive, the Climate Emergency Board and our Services Overview and Scrutiny Committee on an annual basis.

The council recognises the magnitude of the challenge to achieving net zero by 2030 and also acknowledges that it has limited powers, resources and finances.  2030 is a challenging target when we are failing to get the support we need because our government does not have the same sense of urgency as we do. Our Climate Emergency motion declared, and I quote:

Waverley Borough Council recognises that the achievement of the target will require central government to provide the powers, funding and other resources to achieve the target and therefore calls on the government to provide such powers, funding and other resources as appropriate to facilitate achieving the 2030 target.

We have, more than once, requested that the government funds our carefully costed plan and cross-party attempts in parliament have sought to fund local authorities with robust climate action plans, but such efforts have, to date, simply fallen on deaf ears.

Notwithstanding Covid, the Ukraine war, a Cost of Living crisis, an energy crisis and limited support from central government, we have made significant progress. By 2021-22  ...  view the full minutes text for item CNL97/22

Following the Examination of Local Plan Part 2: Strategic Policies and Sites (LPP2), the Council has received the report from the independent Planning Inspector, Mr GJ Fort BA PGDip MCD MRTPI. This is provided as Appendix 1 and the schedule of Main Modifications (MMs) recommended by the Inspector is provided as Appendix 2.

The Inspector has concluded that, subject to the recommended MMs, LPP2 is legally compliant and sound and provides an appropriate basis for the planning of the Borough. The MMs are considered to improve and strengthen the Plan. It should be noted that the Council has no discretion to vary the MMs recommended by the Inspector. If they are not accepted, the Council cannot adopt LPP2.

The next step in the process is for the Council to formally adopt LPP2 as part of the statutory development plan for the Borough. The LPP2 for adoption is the Submitted Plan (comprising the Regulation 19 Draft Plan and Addendum) as amended by the MMs recommended by the Inspector (Appendix 2) and Additional Modifications identified by the Council. This is provided as a tracked-changes version at Appendix 3. The final version of LPP2 will be published as quickly as possible after the Council has resolved to adopt it. Delegated authority is sought to address any further Additional Modifications (minor corrections/ updates/ formatting) identified in finalising the document.

Following adoption of LPP2, the Council will need to update the Policies Map to include the consequential changes identified in the Schedule of Changes to the Adopted Policies Map published for consultation with the proposed MMs and AMs in December 2022. This is provided as Appendix 4.

This report will be considered by the Executive at an Extraordinary meeting at 5pm on Tuesday 21 March 2023. The Leader will confirm to Council the recommendation from the Executive.

Recommendation (subject to confirmation following the Extraordinary meeting of the Executive at 5pm on Tuesday 21 March 2023):

That Council resolves to

1.            Adopt the Waverley Borough Local Plan Part 2 incorporating the Main Modifications recommended by the Inspector (Appendix 2) and Additional Modifications identified by the Council (all as shown in the tracked changes version at Appendix 3) and agrees the consequential Changes to the Adopted Policies Map (Appendix 4).

2.            Authorise the Executive Head of Regeneration and Planning Policy, in consultation with Planning Portfolio Holder, to make any other Additional Modifications (minor corrections, factual updates, and formatting) identified in finalising LPP2 for publication.

98.1     The Mayor invited the Leader to introduce the item. The Leader moved the recommendation from the Executive, which was duly seconded by Cllr Liz Townsend, Portfolio Holder for Planning & Economic Development. The Leader commended the leadership of Cllr Townsend that had culminated in being able to present Local Plan Part 2 (LPP2) to Council for adoption, and the hard work and diligence of officers throughout the long process of delivering LPP2.

98.2     Cllr Townsend presented LPP2,  including the Main Modifications recommended by the Inspector as well as the additional modifications identified by the Council, and an updated policies map. Cllr Townsend echoed the Leaders appreciation of officers’ expertise and professionalism, and was pleased to see their work rewarded with the Inspector’s positive conclusions. Subject to the Main Modifications, the Inspector supported the Council’s position on all key issues including in relation to the allocated sites which would make a positive contribution to the Borough’s housing supply.

98.3     Cllr Townsend emphasised that the Council had no discretion to vary the Main Modifications recommended by the Inspector, and if they were not accepted then LPP2 could not be adopted. That being said, the Main Modifications were considered to improve and strengthen LPP2 and they had been formulated with the input of the Council and then subject to full consultation. In conclusion, Cllr Townsend advised that adoption of LPP2 would complete he development plan and provide extremely welcome policies on design, the environment, biodiversity net gain, and energy efficiencies.

98.4     Cllr Carole Cockburn spoke to confirm that she wouldn’t be voting against LPP2, but she would not be celebrating its adoption by Council as she felt that the recent decision by Council to update Local Plan Part 1 rendered LPP2 out of date immediately and its usefulness was therefore limited.

98.5     Cllrs Mary Foryszewski, Stephen Mulliner, Jerry Hyman, Val Henry, Michael Goodridge, Ruth Reed, George Hesse, Martin D’Arcy and Christine Baker all spoke in support of adopting LPP2, although they noted a number of reservations about specific sites. Cllr Robert Knowles reiterated his long-standing concerns about the Haslemere Key Site, and while the fire station was now excluded the potential loss of the car park, post office, shops and toilets would be a disaster for Haslemere.

98.6     The Mayor put the recommendation to the vote which was carried with 36 votes in favour, none against and 3 abstentions. Council therefore

RESOLVED to:

1.         adopt the Waverley Borough Local Plan Part 2 incorporating the Main Modifications recommended by the Inspector (at Appendix 2 to the report) and Additional Modifications identified by the Council (all as shown in the tracked changes version at Appendix 3 to the report) and agree the consequential changes to the Adopted Policies Map (at Appendix 4).

2.         authorise the Executive Head of Regeneration and Planning Policy, in consultation with the Planning Portfolio Holder, to make any other Additional Modifications (minor corrections, factual updates, and formatting) identified in finalising LPP2 for publication.

This report seeks Council approval of the updated Affordable Housing Supplementary Planning Document (SPD) and its adoption as a material planning consideration.

Recommendation

The Executive recommends to Full Council that the updated Affordable Housing Supplementary Planning Document (SPD) be approved and adopted as a material planning consideration.

99.1    The Leader moved the recommendation to adopt the Affordable Housing SPD, which was duly seconded by Cllr Liz Townsend. Cllr Townsend went on to explain that the revised SPD had been updated in accordance with current legislation on First Homes; to revise the tenure split of affordable housing on sites to 60% social/affordable rents, 40% intermediate affordable (First Homes and Shared Ownership); and to clarify the rates for social and affordable rents.

99.2    Cllr Stephen Mulliner noted that there had been strong objections from developers regarding proposals on viability, and he hoped that the Council would be rigorous in pursuing the provisions of paragraphs 98 and 99 in seeking clawbacks where developments were more financially profitable than envisaged and affordable housing commitments had been reduced accordingly. Cllr Richard Seaborne noted the continuing tension between capping rents and the impact on rental income available for reinvestment in housing stock. He also noted that there was no set review date for the SPD, and felt that there should be a periodic review regardless of whether there had been changes to national policy; and that document control protocols should be improved.

99.3    There were no further speakers, and the Mayor put the recommendation to the vote, and the Council

RESOLVED that the updated Affordable Housing Supplementary Planning Document (SPD) be approved and adopted as a material planning consideration.

This report provides an update on the progress made with delivery of the pilot project to deep retrofit seven properties at Ockford Ridge and seeks Council approval of additional budget to enable completion of the project.

Recommendation

The Executive recommend to Full Council that an additional budget allocation of £784,000 is agreed for Phase 4 of the Ockford Ridge Regeneration Project, bringing the total allocated budget to £1.765m, to enable the deep retrofit of seven homes, piloting the use of green renewable energy sources and enhanced fabric, to proceed according to the previously approved specification as detailed in Exempt Annexes 1 – 4. 

100.1   The Mayor invited the Leader to introduce the report, and reminded Members that they should avoid referring to any matters set out in the Exempt papers whilst the meeting was in open session. The Leader moved the recommendations, which were duly seconded by Cllr Paul Rivers, Portfolio Holder for Housing Operations. The Leader commended the project to Council as one that would not only provide affordable and social housing, but truly sustainable affordable and social housing that would benefit residents and provide a huge amount of learning for the council.

100.2   Cllr Rivers reminded Council that there had been three previous phases of refurbishments with the Ockford Ridge regenerations programme. The concept for Phase 4 was to deliver refurbishments that were to the same standard as the new build homes, but without the demolition. The homes would contribute to the Council’s carbon net zero by 2030 target and benefit tenants directly with reduced energy costs. Inflationary pressure on costs since the original budget was agreed in February 2022 meant that there was a budget shortfall of £784,000 and the Executive was seeking Council agreement to release this sum from the major repairs reserve to enable the project to proceed. Cllr Rivers advised that based on the valuation for each of the seven properties, the retrofit would give an estimated combined increase in value of £595,000. A new valuation would be carried out when the work was near completion.

100.3   Cllrs Cosser, Peter Martin and Mulliner all noted concerns about the robustness of the tender evaluation, and value for money of the scheme. Cllr Anna James and Cllr Jerry Hyman also expressed reservations. Cllr Richard Seaborne noted the responses by officers to questions raised by the Overview & Scrutiny Committee, and that the project should result in seven homes ‘as good as new’ but 20% less cost than a new build of equivalent standard. Whilst the costs were high, and he hoped that they would come down, he did not consider they were out of line for a full energy-efficient retrofit.

100.4   The Leader responded to a number of points made including how the collection of energy data would be part of the tenancy agreement for new tenants, and how the project would cost less if the aims were lowered. The Leader again commended the recommendation to Council.

100.5   The Mayor put the recommendation to the vote, which was carried by 35 votes in favour, 4 votes against, and 1 abstention. Council therefore

RESOLVED that that an additional budget allocation of £784,000 be agreed for Phase 4 of the Ockford Ridge Regeneration Project, bringing the total allocated budget to £1.765m, to enable the deep retrofit of seven homes, piloting the use of green renewable energy sources and enhanced fabric, to proceed according to the previously approved specification as detailed in Exempt Annexes 1 – 4.

To seek approval of the draft updated Air Quality Action Plan (AQAP) February 2023 and draft Clean Air Strategy for Waverley (CAS) February 2023, prior to submitting the AQAP to Defra for approval.

Recommendation

The Executive recommend that Council adopt the draft updated AQAP February 2023 and draft CAS February 2023, which align with the Climate Change and Sustainability Strategy (CCSS), the Carbon Neutrality Action Plan (CNAP) and the work underway on the Farnham Infrastructure Plan (FIP).

101.1   The Leader moved the recommendation to adopt the updated Air Quality Action Plan (AQAP) and Clean Air Strategy (CAS), which was duly seconded by Cllr Peter Clark.

101.2   Cllr Steve Williams, Portfolio Holder for Environment & Sustainability, introduced the report and AQAP and CAS, outlining the lengthy process that had been followed by officers working with consultants and councillors on the Air Quality Steering Group and Overview and Scrutiny Committee. He was happy that the AQAP went as far as was possible given that highways matters were the main barrier to improving air quality in the borough, and that was a Surrey County Council responsibility. Cllr Williams noted that the AQAP specifically addressed air quality issues in the designated Air Quality Management Areas. The Executive considered that the statutory requirements for AQAPs were insufficient to address air quality issues across the borough and a Clean Air Strategy for the whole borough was needed that recognised the greater public concern about the public health impacts of poor air quality. Cllr Williams was pleased to commend both the AQAP and CAS to Council for adoption.

101.3   Cllr Seaborne expressed disappointment that the AQAP and CAS had been presented as a package rather than as separate documents. The AQAP was a statutory requirement, and he was happy to support its adoption. The CAS was discretionary and the format had been chosen by officers, and it contained a list of actions without costings, quantified indicative benefits, or prioritisation to direct resources. Whilst the objectives were laudable, the strategy didn’t point towards a more detailed plan of actions. Cllr Seaborne was prepared to support the recommendation to adopt the AQAP and CAS, but he felt the CAS could have been a much better document.

101.4   Cllr Neale appreciated the amount of work that had gone into the AQAP but had concerns that responsibility for actions effectively were being passed to Surrey County Council to deliver via the Farnham Infrastructure Plan, and he did not have the sense that the county council recognised the urgency of taking action.

101.5   Cllr Hyman reminded Members that the Council had a statutory duty to prepare an AQAP and that must have specific measures to reduce exceedances. In his view the AQAP was a plan to have a plan in 6 months when the final plans emerging from the Farnham Infrastructure Plan had been agreed by Surrey County Council. Currently, there were no specific proposals and no specific funding identified for the Farnham Infrastructure Plan. By agreeing the AQAP as proposed, Waverley was giving up its power to agree the actions within the AQAP that would reduce the air quality exceedances in Farnham.

101.6   Cllr Hyman proposed an amendment to the recommendation to ensure that proposals from the Farnham Infrastructure Plan had to be approved by Waverley Borough Council so that the Council retained responsibility for the AQAP. Cllr Hyman proposed amending the recommendation by adding the words: “…subject to the Highways Authority’s awaited particular measures for Farnham Town Centre  ...  view the full minutes text for item CNL101/22

At its first meeting on 9 December 2022 the Joint Governance Committee considered reports on:

(a)  the formal review of the Inter-Authority Agreement (IAA), to ensure that it continues to be fit for purpose, with any changes required being recommended to both Full Councils; and

(b)  the six-monthly review of the collaboration risk register.

The attached report proposes an amendment to the Terms of Reference of the Joint Appointments Committee to permit substitute members; and, an amendment to the Inter-Authority Agreement relating to the notice period within Clause 21.1.

Recommendation

That

1)         the Terms of Reference of the Joint Appointments Committee are revised, as set out in the attached report; and

2)         subject to the recommendation of the Joint Governance Committee at its meeting on 17 March 2023, clause 21.1 of the Inter-Authority Agreement be amended as set out in the attached report.

102.1   The Leader introduced the recommendations arising from the Joint Governance Committee’s review of the Inter-Authority Agreement and the Collaboration Risk Register at its meeting last December, which were duly seconded by Cllr Merryweather.

102.2   At the meeting on 9 December 2022, the Joint Governance Committee noted that the terms of reference of the Joint Appointments Committee did not allow for substitutions, and agreed to recommend to the Guildford and Waverley Councils that the terms of reference be amended so that members of the Joint Appointments Committee could nominate a substitute if they were unable to attend a meeting. This would bring it into line with the terms of reference of the Joint Governance Committee which already allowed for substitute members.

102.3   The second recommendation proposed a minor change to the Inter-Authority Agreement provisions addressing Termination for Cause. The Leader confirmed that following the initial discussion at the Joint Governance Committee in December, legal advice had been taken and reported to the Joint Governance Committee meeting on 17 March 2023. The Joint Governance Committee had agreed the recommendation now before Waverley Council, to amend clause 21.1 of the Inter-Authority Agreement as set out in the agenda papers. Guildford Council would be considering the same report and recommendations at their meeting on 22 March 2023.

102.4   Cllr Peter Martin asked the Leader to elaborate on his statement made at the Godalming Town Annual Meeting regarding potential future co-location of Waverley and Guildford council offices, and whether it was still proposed to build houses on Crown Court Car Park. The Leader advised that the original draft vision statement for the Guildford and Waverley collaboration had envisaged the potential for some level of co-location, and that was part of the consideration of how Waverley’s land assets could be used more efficiently and cost residents less in maintenance. The outcome of the public engagement on the Godalming Town Centre regeneration had been clear that residents did not like the idea of building on Crown Court Car Park, but financial pressures remained and alternative options for addressing the capital requirements of The Burys would need to be considered, including the potential for co-location of council offices with Guildford.

102.5   Cllr Cosser asked whether a joint statement with Guildford was imminent, as that had been the impression given at the Annual Meeting. He went on to express concern about his perception that officers were leaving Waverley,  recruitment was difficult, and temporary staff costs were high. He asked for an early report to Council in the new administration on the financial costs of the collaboration. Cllr Mulliner spoke to confirm that he was in support of the recommendations, but added his concerns to those expressed regarding the Guildford collaboration.

102.6   The Leader summed up and responded to Cllr Cosser’s comments on staff turnover, referring to benchmarking that showed that Waverley was experiencing the same challenges as other local councils in retaining and recruiting staff. He also noted Cllr Merryweather’s offer to brief any Members on the finances  ...  view the full minutes text for item CNL102/22

Under Section 8(2) of the Representation of the People Act 1983, the Council must appoint an Officer to the position of Electoral Registration Officer (ERO). This position is responsible for maintaining the Electoral Register for the area. Robin Taylor, Executive Head of Organisational Development is the appointed ERO, for Waverley Borough Council.

Under Section 52(2) of the 1983 Act, the Council may approve the appointment of Deputy EROs to perform and exercise any of the duties and powers of the ERO.

Due to recent changes in electoral legislation being likely to increase demand for urgent decisions by the ERO, it will be necessary to appoint Deputy EROs to assist with the effective discharge of duties to deliver the forthcoming local elections, and subsequent elections. In order to provide maximum flexibility in respect of such appointments, and to avoid the necessity of bringing further reports to Council whenever such appointments are required, the Council is requested to delegate authority to appoint Deputy Electoral Registration Officers to the Electoral Registration Officer.

This delegation mirrors that in respect of Mr Taylor’s role as Returning Officer, in that he may appoint Deputies as required.

Recommendation

That the Council delegates authority to the Electoral Registration Officer to appoint Deputy Electoral Registration Officers, subject to such appointees holding satisfactory qualifications and experience as required.

Council noted that, under Section 8(2) of the Representation of the People Act 1983, the Council must appoint an Officer to the position of Electoral Registration Officer (ERO). This position was responsible for maintaining the Electoral Register for the area. Robin Taylor, Executive Head of Organisational Development had been appointed ERO for Waverley Borough Council.

Under Section 52(2) of the 1983 Act, the Council may approve the appointment of Deputy EROs to perform and exercise any of the duties and powers of the ERO. Due to recent changes in electoral legislation being likely to increase demand for urgent decisions by the ERO, it would be necessary to appoint Deputy EROs to assist with the effective discharge of duties to deliver the forthcoming local elections, and subsequent elections.

In order to provide maximum flexibility in respect of such appointments, and to avoid the necessity of bringing further reports to Council whenever such appointments were required, the Council was requested to delegate authority to appoint Deputy Electoral Registration Officers to the Electoral Registration Officer. This delegation mirrored that in respect of Mr Taylor’s role as Returning Officer in that he may appoint Deputies as required.

Upon the motion of the Mayor, Council

RESOLVED that authority be delegated to the Electoral Registration Officer to appoint Deputy Electoral Registration Officers, subject to such appointees holding satisfactory qualifications and experience as required.

To receive any motions submitted in accordance with Procedure Rule 12.1.

The deadline for receipt of motions was 5pm on Thursday 9 March 2023. No motions have been received.

There were no Motions submitted by Members of Council.

To receive and note the Minutes of the Executive meetings held on 29 November 2022, 17 January 2023, and 7 February 2023.

On the recommendation of the Leader of the Council, and duly seconded by Cllr Merryweather, Council

RESOLVED to receive and note the Minutes of the Meetings of the Executive held on 29 November 2022, 17 January 2023 and 7 February 2023.

There were no Members registered to speak on matters set out in the Minutes.

To receive and note the Minutes of the Audit Committee meeting held on 28 November 2022.

On the recommendation of the Chairman of the Audit Committee, Cllr Peter Marriott, and duly seconded by Cllr Davidson, Council

RESOLVED to receive and note the Minutes of the Meeting of the Audit Committee held on 28 November 2022.

There were no Members registered to speak on matters set out in the Minutes.