Agenda and minutes

To confirm the Minutes of the Council meeting held on 17 May 2022 (herewith).

10.1    The Minutes of the Annual Meeting of the Council held on 17 May 2022 were confirmed and signed.

The Mayor to report apologies for absence.

11.1    Apologies for absence were received from Cllrs Roger Blishen, Steve Cosser, Simon Dear, Brian Edmonds, Jan Floyd-Douglass, John Gray, Anna James, Robert Knowles, Kika Mirylees, Julia Potts, Anne-Marie Rosoman and Steve Williams.

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.

12.1    The Head of Policy and Governance advised that Strategic Directors Annie Righton and Graeme Clark had both declared their interest in item 12 on the agenda and would leave the Chamber for the duration of that item.

13.1    The Mayor began his announcements by welcoming Councillor Julian Spence to his first Council meeting and congratulating Councillor Liz Townsend in being awarded a British Empire Medal in the Queen’s birthday honours for her services to Cranleigh.  The Mayor updated the Council on his activities since being elected, which included attending 45 events one of which being the Civic Service which had been attended by over 100 people. 

13.2    The Mayor advised the Council that the next meeting would commence at 6.00pm as a trial, to enable an earlier finish time in the event of a long agenda.  The Mayor asked Councillors to be concise and avoid repetition; and requested that Executive updates be kept to brief items of useful information rather than policy matters.  He also encouraged the same brevity with Council questions and reminded Councillors that points of order should be used for breaches of the law and Council procedure rules only.

14.1    The Leader welcomed Councillor Julian Spence to his first Council meeting; and provided an update on both the situation with Ukrainian refugees and the special Executive meeting held on 18 July to consider the UKOG matter.  A report would be presented to the next Council meeting as per the Constitutional requirement.  He thanked the staff and volunteers for their efforts in the extreme heat and following the recent fires in the borough.

The Leader then invited the Executive to make the following announcements:

14.2    Councillor Clark provided an update on the public consultation on proposed transport improvements in Farnham, which would run throughout the summer.

14.3    Councillor MacLeod advised that the review of enforcement across the Council would continue when the new Joint Management Team was in place in October.  The commercial element of the Brightwells development would largely be complete by the end of the year, with the cinema expected to open in March 2023.

14.4    Councillor Merryweather reminded the Council of the discretionary element of the energy rebate scheme to support those households in need who were not eligible for the original scheme.

14.5    Councillor Paul Rivers thanked the officers for their swift response in resettling the vulnerable residents affected by the fire at St James Court in Farnham.

14.6    Councillor Liz Townsend welcomed Councillor Spence to his first Council meeting and welcomed the work of the planning policy team for their efforts in the Local Plan Part 2 examination.  The Climate Change and Sustainability SPD was currently being consulted on and the new planning pre-application service had been launched.  She also welcomed the Film Waverley event and thanked Councillor Mirylees for her work on promoting the borough.  A successful job fair had also been held and thanked all those involved.

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 Tuesday 12 July 2022.

15.1    There were no questions received 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 12 July 2022.

Question from Councillor David Munro:

To: Portfolio Holder for Environment and Sustainability

“Surrey County Council are intending to carry out extensive repairs to BOAT 520 at Frensham Common in the near future. This has aroused significant opposition amongst local residents and others who have pointed out that the works will cost a great deal of money, cause significant disturbance to wildlife and vegetation in this important SSSI, and, in their view, are unlikely to achieve their main aim which is to reduce the adverse impacts of the current intrusive use of the BOAT and surrounding areas by 4-wheeled drive vehicles and motor-bikes. Local people believe that the best way to control future damage to the environment is through a Traffic Regulation Order. I agree with their assessment.

Given that the Council's draft Biodiversity Policy and Action Plan rightly emphasises that Waverley-owned and managed sites such as Frensham Common should have their bio-diversity protected, and if at all possible improved, does the Portfolio Holder agree with a great many local people that Surrey County Council's proposed action is potentially very damaging to the Common and that Waverley Borough Council should oppose it? If so, what actions will the Council take?”

16.1    The following question was received from Councillor Munro in accordance with Procedure Rule 11.

“Surrey County Council are intending to carry out extensive repairs to BOAT 520 at Frensham Common in the near future. This has aroused significant opposition amongst local residents and others who have pointed out that the works will cost a great deal of money, cause significant disturbance to wildlife and vegetation in this important SSSI, and, in their view, are unlikely to achieve their main aim which is to reduce the adverse impacts of the current intrusive use of the BOAT and surrounding areas by 4-wheeled drive vehicles and motor-bikes. Local people believe that the best way to control future damage to the environment is through a Traffic Regulation Order. I agree with their assessment.

Given that the Council's draft Biodiversity Policy and Action Plan rightly emphasises that Waverley-owned and managed sites such as Frensham Common should have their bio-diversity protected, and if at all possible improved, does the Portfolio Holder agree with a great many local people that Surrey County Council's proposed action is potentially very damaging to the Common and that Waverley Borough Council should oppose it? If so, what actions will the Council take?”

16.2    In the absence of the Portfolio Holder for Environment and Sustainability, the Leader responded on Councillor Williams’ behalf:

“Councillor Munro is correct that the Council's Biodiversity Policy and Action Plan emphasises that Waverley-owned and managed sites such as Frensham Common should have their biodiversity protected, and, if possible, improved. Waverley Borough Council recognises the local concerns and will emphasise to Surrey County Council the desirability of a TRO consultation to allow local views to be heard.

WBC is a key stakeholder along with the National Trust being the custodians of the site, and we will of course always seek to influence decision making to ensure that the best interests of this highly designated site are upheld. However, whilst we can attempt to influence and direct SCC and Natural England, we are not in a position to make a decision on this matter.

Historically, following various meetings concerning the BOAT that involved Jeremy Hunt, residents SCC & ourselves, there was an agreed approach between all parties; WBC to implement interim measures, SCC to repair the BOAT, monitor its use and then if required seek a Traffic Regulation Order (TRO).

As part of agreed interim measures following previous meetings, WBC rangers and its appointed contractors have undertaken works in June 2021 restricting the width of the BOAT route and preventing further damage to the surrounding common by installing 184 Chestnut posts. To date these actions have been effective and over time they will allow the surrounding habitats and species to recover by natural succession and reclaim these formally damaged areas where the BOAT had expanded beyond its designated area.

Whilst the works proposed by SCC to extensively repair the BOAT 520 at Frensham Common have potential to be expensive, SCC have yet to share the details of such repairs  ...  view the full minutes text for item CNL16/22

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

The deadline for receipt of motions was 5pm on Thursday 7 July 2022.  No motions have been received.

17.1    There were no motions received.

To receive the Minutes of the Executive meeting held on 3 May, 7 June and 5 July 2022, and to consider the recommendations set out within.

There are five Part I matters for Council consideration, set out in the following agenda items.

9.1 EXE 16/22 Tenancy Strategy

9.2 EXE 17/22 Godalming Regeneration Project

9.3 EXE 18/22 Community Governance Review of Towns and Parishes in the Waverley Borough Council area final recommendations

9.4 EXE 19/22 Financial Outturn 2021/22, Medium Term Financial Plan (MTFP) & Housing Revenue Account (HRA) Business Plan Monitoring 2022/23

9.5 EXE 112/21 Corporate Equality Objectives 2022-25

There shall be no debate on any item contained in Part II of the Minutes but Members may give notice in writing, by email, or by phone, by noon on the day of the meeting of a statement or question, and give details of any question (PR14.14).

18.1    It was moved by the Leader, duly seconded and RESOLVED that the Minutes of the Executive meeting held on 3 May, 7 June and 5 July 2022 be received and noted.

18.2    There were four Part I matters, for Council consideration, from the meeting on 5 July 2022.  There was one Part I matter for consideration which had been deferred from the Council meeting on 26 April 2022.

Recommendation

The Executive recommends to Council that the Tenancy Strategy be adopted. The Strategy to come into effect on Monday 5 September 2022 in line with the revised Tenancy Agreement and Tenancy Policy.

19.1    The Leader of the Council moved the recommendations, duly seconded by Councillor Palmer, which set out proposed changes to the Council’s Tenancy Strategy to assist those on low incomes in being able to afford rents in the borough and to end flexible tenancies, which had the support of 97% of Council tenants.

19.2    The Mayor moved to a vote and it was

RESOLVED that the Tenancy Strategy be adopted.  The Strategy to come into effect on Monday 5 September 2022 in line with the revised Tenancy Agreement and Tenancy Policy.

Recommendation

That the Executive recommends to Council that:

     i.        The change of the name of the Burys Development Project to the Central Godalming Regeneration Project be noted.

    ii.        A supplementary estimate of £164,000 be approved to progress the project to the next phase (3), including preliminary public engagement, to be funded from the Property Investment reserve.

 iii       It be noted that phase 3 of the scheme will progress to a formal planning pre-application submission  that, subject to the outcome of the engagement process, may include the following elements:

-       A residential scheme and public car parking at Crown Court Car Park to bring much needed housing into the centre of Godalming

-       A retrofit of The Burys for office working space to reflect new ways of working, and increased car parking provision at The Burys site to allow for loss of car parking at Crown Court Car Park

-       A residential and/or car parking scheme at the Wharf Car Park on Woolsack Way

20.1    The Leader of the Council moved the recommendations, duly seconded by Councillor Merryweather, which set out a proposal to progress the Central Godalming Regeneration project through to planning pre-application stage and assessments of detailed viability and delivery options.

20.2    Councillors Peter Martin, Mulliner, Dickson, Neale, Hyman, Goodridge, Liz Townsend, Palmer, Hesse, Wilson, Beaman, Clark, Gale and Davidson spoke in the debate.

20.3    The Leader responded to the points raised in the debate, thanking the officers involved and the Portfolio Holder for their work.  The Leader requested a recorded vote on the recommendations, in accordance with Procedure Rule 17.4, which was supported by five Members and it was

RESOLVED

     i.        That the change of the name of the Burys Development Project to the Central Godalming Regeneration Project be noted.

    ii.        A supplementary estimate of £164,000 be approved to progress the project to the next phase (3), including preliminary public engagement, to be funded from the Property Investment reserve.

  iii.        It be noted that phase 3 of the scheme will progress to a formal planning pre-application submission  that, subject to the outcome of the engagement process, may include the following elements:

-       A residential scheme and public car parking at Crown Court Car Park to bring much needed housing into the centre of Godalming

-       A retrofit of The Burys for office working space to reflect new ways of working, and increased car parking provision at The Burys site to allow for loss of car parking at Crown Court Car Park

-       A residential and/or car parking scheme at the Wharf Car Park on Woolsack Way

For (28)

Councillors Baker, Beaman, Clark, D’Arcy, Davidson, Dickson, Follows, Gale, Heagin, Hesse, Hunt, Keen, MacLeod, Penny Marriott, Peter Marriott, Michaela Martin, Merryweather, Munro, Nicholson, Palmer, Paul Rivers, Madam Deputy Mayor Councillor Penny Rivers, Robini, Julian Spence, Liz Townsend, Philip Townsend, Mr Mayor Councillor Ward and Wilson.

Against (10)

Councillors Cockburn, Deanus, David Else, Jenny Else, Foryszewski, Goodridge, Henry, Peter Martin, Mulliner and Sadler.

Abstentions (3)

Councillors Hyman, Neale and Seaborne.

Recommendation

That the Executive recommends to Full Council that:

(a)   the final recommendations as set out in annexe 1 are approved; and

(b)  consent is sought from the Local Government Boundary Commission for England (LGBCE) to:

                     i.        amend the boundaries in their final recommendations for new Borough wards to ensure the boundaries are coterminous; and

                    ii.        change the Town Council size and warding arrangements for Farnham, Godalming and Haslemere.

21.1    The Leader of the Council moved the recommendations, duly seconded by Councillor Clark, which set out the results of the second round of consultation in the Community Governance Review of governance arrangements of the towns and parishes in the borough.

21.2    The Mayor moved to a vote and it was

RESOLVED

(a)   That the final recommendations as set out in annexe 1 to the report are approved; and

(b)  That consent is sought from the Local Government Boundary Commission for England (LGBCE) to:

                     i.        amend the boundaries in their final recommendations for new Borough wards to ensure the boundaries are coterminous; and

                    ii.        change the Town Council size and warding arrangements for Farnham, Godalming and Haslemere.

Recommendation

That the Executive recommends to Council to:

                    i.       note the 2021/22 outturn position for the HRA and General Fund including the agreed budget carry forward amounts

                   ii.       note the emerging pressures and risks set out in the report and, in the light of these, ask officers to undertake a mid-year review of the MTFP including any reprioritisation of capital schemes, and report to Council in October via overview and scrutiny committee.

                 iii.       approve the schedule of reserves in Annexe 6 including the purpose, allowable use and the proposed movements in 2021/22 and to agree a delegation to the S151 officer to agree draw down from the reserves if the use is in line with the approved purpose. 

                 iv.       make the change to the treasury management strategy threshold for the maximum investment for an individual counterparty as set out in paragraph 8.2.

                   v.       approve the capital receipt flexibility strategy as detailed in paragraph 9.3 to utilise the extended flexibilities around funding.

22.1    The Leader of the Council moved the recommendations, duly seconded by Councillor Merryweather, which set out the financial outturn for the year 2021/22 for the General Fund and HRA against revenue and capital budgets, the review of general fund reserves within the scope of the MTFP and emerging pressures and risks to the 2022/23 budget and the general fund MTFP.

22.2    Councillors Beaman and Goodridge spoke on the recommendations.

22.3    Councillor Merryweather summed up and addressed the comments made in the debate.  The Mayor moved to a vote and it was

RESOLVED

                    i.       That the 2021/22 outturn position for the HRA and General Fund including the agreed budget carry forward amounts be noted

                   ii.       That the emerging pressures and risks set out in the report be noted and, in the light of these, officers be asked to undertake a mid-year review of the MTFP including any reprioritisation of capital schemes, and report to Council in October via overview and scrutiny committee.

                 iii.       That the schedule of reserves in Annexe 6 be approved including the purpose, allowable use and the proposed movements in 2021/22 and that a delegation to the S151 officer to agree draw down from the reserves if the use is in line with the approved purpose be agreed.

                 iv.       That the change to the treasury management strategy threshold for the maximum investment for an individual counterparty as set out in paragraph 8.2 be agreed.

                   v.       That the capital receipt flexibility strategy as detailed in paragraph 9.3 to utilise the extended flexibilities around funding be approved.

To continue consideration of the Corporate Equality Objectives, which was deferred at the meeting on 26 April 2022.

23.1    The Mayor introduced the item, reminding Councillors that the item had been deferred from the Council meeting on 26 April 2022.

23.2    The Leader of the Council moved the recommendations, duly seconded by Councillor Penny Marriott, which set out a new set of corporate equality objectives and an associated action plan.

23.3    Councillors Michaela Martin, Munro, Jenny Else, Madam Deputy Mayor Penny Rivers, Baker, Keen, Clark, Beaman, Dickson, Palmer and Mulliner spoke in the debate.

23.4    The Mayor responded to some of the procedural points raised in the debate.  The Leader summed up and responded to the points raised in the debate.  The Mayor moved to a vote and it was

RESOLVED

i       That the Corporate Equality Objectives 2022- 25 as set out at Annexe 1 be approved; and

ii    that it be noted that the Corporate Equality Group undertake to monitor the implementation of the associated Action Plan.

Note: Councillor Michaela Martin wished to register her vote against the recommendations.

24.1    The Mayor invited Councillor Seaborne, who had registered to speak on Part II matters, to make his statement:

24.2    In respect of EXE 9/22 (Electric Vehicle Strategy Update), Councillor Seaborne made a statement expressing concern over the lack of financial information in the strategy.

24.3    The Mayor invited Councillor Mulliner, who had registered to speak on Part II matters, to make his statement.

24.4    In respect of EXE 9/22 (Electric Vehicle Strategy Update), Councillor Mulliner made a statement on the projected costs and savings and asked for a realistic approach in light of the expected cost of living pressures on residents in the latter part of the year.

To receive the Minutes of the Licensing & Regulatory Committee meeting held on 23 May 2022.

There are no Part I matters for Council consideration.

There shall be no debate on any item contained in Part II of the Minutes, but Members may give notice in writing, by email, or by phone, by noon on the day of the meeting of a statement or question, and give details of any question.

25.1    It was moved by Cllr Goodridge, the Vice-Chairman of the Committee, duly seconded and RESOLVED that the Minutes of the Licensing and Regulatory Committee held on 23 May 2022 be received and noted.

25.2    There were no matters for Council consideration in Part I, and no requests to speak on Part II matters

To receive the Minutes of the Audit Committee meeting held on 13 June 2022.

There are no Part I matters for Council consideration.

There shall be no debate on any item contained in Part II of the Minutes, but Members may give notice in writing, by email, or by phone, by noon on the day of the meeting of a statement or question, and give details of any question.

26.1    It was moved by Cllr Peter Marriott, the Chairman of the Committee, duly seconded and RESOLVED that the Minutes of the Audit Committee held on 13 June 2022 be received and noted.

26.2    There were no matters for Council consideration in Part I, and no requests to speak on Part II matters

Recommendation

1)              In the light of the decision of Guildford and Waverley Borough Councils to form a Joint Management Team (JMT), the Council is asked to appoint to the roles of Joint Strategic Directors: Ian Doyle, Dawn Hudd and Annie Righton; and

2)              The Council is asked to approve the amount of the redundancy payment to Mr Clark.

27.1    The Mayor introduced the item and asked those officers named in the report to leave the room during consideration of the item.

27.2    The Leader of the Council moved the recommendations, which were duly seconded by Councillor Clark.

27.3    Councillor Mulliner spoke on the item.

27.4    The Mayor responded to the point raised in the debate and moved to a vote and it was

RESOLVED

1)    In the light of the decision of Guildford and Waverley Borough Councils to form a Joint Management Team (JMT), Ian Doyle, Dawn Hudd and Annie Righton be appointed to the roles of Joint Strategic Directors; and

2)    the amount of the redundancy payment to Mr Clark be approved.

Recommendation

It is recommended that Council:

i.             Note the political balance of the Council, as set out in paragraph 4.4.

ii.            Approve the constitution of committees, the allocation of seats, the appointment of members to those seats in accordance with Group’s nominations, as set out in Annexes 1 and 2.

iii.          Approve the allocation of seats and appointments to the Surrey County Council Local Committee.

28.1    It was moved by the Mayor and RESOLVED that:

i.              the political balance of the Council, as set out in paragraph 4.4 be noted.

ii.            the constitution of committees, the allocation of seats, the appointment of members to those seats in accordance with Group’s nominations, 4 and the nomination of chairman and vice-chairman positions, as set out in Annexes 1 and 2, be approved.

iii.           the allocation of seats and appointments to the Surrey County Council Local Committee be approved.

Recommendation

To receive the annual report, set out at Annexe 1, on the work of the Overview & Scrutiny Committees in 2021/22.

29.1    Councillor Mulliner introduced the Overview and Scrutiny Annual Report 2021/22, thanking all those involved in the task and finish groups over the past year.  He addressed the high workloads of both committees since the restructure of the committees in 2021 and the lack of opportunity for Overview and Scrutiny Committees to carry out scrutiny on the collaboration proposals prior to consideration by the Executive and full Council.  The report was duly seconded and it was

RESOLVED that the annual report, set out at Annexe 1 to the report, on the work of the Overview & Scrutiny Committees in 2021/22 be noted.

Recommendation

That Council notes the decision of the Standards Panel held on 28 June 2022.

30.1    The Council received the decision notice of the Standards Panel held on Tuesday 28 June 2022, in accordance with Waverley’s Arrangements for dealing with Standards Allegations against Councillors and co-opted Members under the Localism Act 2011.

30.2    The Mayor moved that the outcome of the Standards Panel be noted.

RESOLVED that the decision of the Standards Panel held on 28 June 2022 be noted.