Agenda and minutes

The Mayor welcomed Mr Pedro Wrobel to his first Council meeting as Joint Chief Executive and Head of Paid Service and expressed thanks to Mr Wrobel and Westminster City Council for agreeing to an earlier start date than had been anticipated.

The Mayor to report apologies for absence.

Apologies for absence were received from Cllrs Cockburn, Keen, Maclean and Wicks.

To confirm the Minutes of the Council meeting held on 12 December 2024 together with the Extraordinary Meetings of 19 December 2023 and 24 January 2024. (herewith).

Subject to remarks in paragraphs 68.3 and 68.4 being attributed to Cllr Atkins rather than Cllr Paul Rivers, and revised wording for the Mayors announcements, the Minutes of the Meeting of the Ordinary meeting of the Council held on 12 December were confirmed and signed together with the minutes of the Extraordinary Meetings of Council held on 19 December and 24 January 2024.

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.

Councillor Hyman declared an interest in item 7 as a Waverley Borough Council tenant. Councillor Steiger declared an interest in agenda item 12 as an employee of the Environment Agency.

The Mayor thanked those that participated in the Mayor’s fundraising quiz which had raised over £1800 for the Meath and Skillway charities. 

The Leader of the Council welcomed the Joint Chief Executive, Pedro Wrobel to the Council and thanked Westminster City Council for enabling Mr Wrobel to join WBC sooner than anticipated. Thanks were also expressed to the Finance Team for their work in preparing the budget.

The Council is recommended to make the resolutions set out in the report at agenda item 6.

Portfolio Holder for Finance, Assets and Property.

The Leader of the Council introduced the General Fund Budget 2024/25 and thanked Cllr Mark Merryweather, Portfolio Holder for Finance, Assets and Property, on the preparation of his fifth budget for the Council.  The Leader expressed his concern with the government’s approach to the funding of local government which meant that Councils were having to be creative in finding options to balance their budgets due to continued uncertainty. Accordingly, the Leader proposed an alteration to the Motion, with the consent of Cllr Fairclough as seconder, to include an additional recommendation 9, in two parts:

That the Council notes:

(ix) (a) that Waverley Borough Council will explore the creation of a voluntary contribution scheme for Council Tax Band H residents of our Borough. 

(ix) (b) that a Temporary Executive Working Group (as per the protocol for Executive Working Groups) will be established to determine this scheme's scope, legal structure, governance, and communication and to bring back to Council for consideration.

The Leader stated that the alteration was modelled on a recent motion to Surrey County Council, and the proposed Executive Working Group would consider its detail together with successful schemes elsewhere. Nine rather than eight recommendations now formed the Motion recommended for approval and the Leader commended the Budget to Council, thanked Officers for their hard work in its preparation, and invited Cllr Merryweather to present the detailed Budget proposals. Cllr Merryweather, Portfolio Holder for Finance, Assets and Property introduced the General Fund Budget 2024/25 and his speech is appended to these minutes.

Councillor Martin, Leader of the Principal Opposition Group, addressed the meeting and proposed an amendment seconded by Councillor Goodridge. The amendment was tabled and read as follows:

Delete the words in iii) b) agree the increase to car parking charges as proposed in Annexe 4.2and add the words b) to exclude the proposed introduction of evening charges in selected car parks and to reduce the level of increase in parking charges as proposed in Annexe 4.2 to an average of 7% reducing the increased revenue from £447k to £295k in 2024/25.  

Together with adding the words:

ix. To reduce transfers to reserves as follows:

·       Reduce the one off growth in the property maintenance fund from £400k to £324k; and

·       Reduce the one off contribution to the Invest to Save Reserve from £450k to £374k

Councillor Martin introduced the amendment and referenced surpluses generated in the previous year and anticipated for the current year, together with a greater than expected government settlement. His view was that the proposed increase in parking charges could be lessened together with not introducing evening charges. A smaller increase instead could stimulate the local economy and lessen the financial strain on residents in light of the charges having been significantly increased three years ago. 

Councillor Goodridge spoke as seconder of the amendment and expressed his view that the increase in parking charges may deter visitors to town centres and was not aligned to the Council’s stated aim of investment in  ...  view the full minutes text for item CNL96/23

The Council is recommended to make the resolutions set out in the report at agenda item 7.

Portfolio Holder for Finance, Assets and Property together with Co-Portfolio Holders for Housing.

The Leader of the Council moved the recommendations, and in so doing emphasised that the hardship fund would be increased to help support tenants on Universal Credit with mitigating the impact of proposed rent increase. Cllr Fairclough seconded the motion and Cllr Merryweather, Portfolio Holder for Finance, Assets and Property introduced the HRA Budget 2024/25 by summarising:

·       That the HRA operated in highly a regulated environment which governed how resources could be used

·       Inflationary cost pressures were apparent together with growth pressures including the need to invest in maintaining an adequate housing management IT system specific to the HRA

·       CPI in September 2023 was 6.7% plus the additional 1% which resulted in a maximum allowable rent increase of 7.7% for 2024/25as proposed

·       Alternative scenarios of 1%, 4% and 6% increases had been tested

·       The Hardship Fund would be increased to £200,000 from £30,000, and

·       A stepped approach to increasing energy service charges was proposed which would be reviewed annually when further stepped increases would be taken to take the recharges to the level of full recovery.

Councillor Paul Rivers, Co-Portfolio Holder for Housing, spoke to thank the Tenants Panel and Landlord Services Advisory Board for their engagement with the budget setting process. Cllr Rivers said that the Tenants Panel was right to have highlighted the decline in tenant satisfaction from 83% in 2017 to 68% in 2023; and concurred that tenants were not responsible for macro-economic conditions. Cllr Rivers emphasised that the Council was committed to providing an improved housing service and remarked that the recommendation for a 7.7% increase had been proposed with a heavy-heart. Contextually, the 4% rise in the previous year had been to shield residents during an inflationary peak. Councillor Palmer, Co-Portfolio Holder for Housing, urged that communications to tenants be improved to encourage awareness and take-up of available support, including discretionary relief.

Members’ statements in favour of the recommendations included:

·       The Council was committed to building quality Passivhaus standard energy efficient housing

·       Rental income was used to fund housing repairs and maintenance

·       A 7.7% increase would protect tenants in the longer term, whereas a smaller increase would have to be recovered in future years, and

·       An Executive Working Group would consider tenant satisfaction measures.

Members’ spoke against the recommendations as follows:

·       That the reasoning for the previous years’ 4.4% increase did not appear sound

·       The budget strategy indicated that there would be above inflation rent rises for the foreseeable future

·       In addition to the rent and energy increases, new services charges for cleaning communal areas were being proposed

The Leader of the Council countered that the proposed increases would be handled sensitively and fairly. The Council was committed to raising tenant satisfaction, delivering more and better contract management for responsive repairs, and the provision of good quality energy efficient housing as set out in the Corporate Strategy. 

In accordance with Procedure Rule 17.1, the Mayor called a vote on the recommendations which were taken en bloc. The vote was carried, with  ...  view the full minutes text for item CNL97/23

The Council is recommended to make the resolutions set out in the report at agenda item 8.

Portfolio Holder for Finance, Assets and Property.

The Leader of the Council moved the recommendations, Cllr Fairclough seconded the motion and Cllr Merryweather, Portfolio Holder for Finance, Assets and Property introduced the Capital Strategy 2024/25 and summarised:

·       That the strategy was a statutory requirement for local authorities

·       A contextual map had been developed to illustrate the linkages between treasury and non-treasury matters; and

·       Two enhancements on previous years had been made a) Annexe 2 covered the charging of interest on internal borrowing and repayment of HRA internal borrowing; and b) Annexe A3 appended to the Asset Investment Strategy outlined the principles of appraisals and viability assessments that the Council would follow.

Councillors Atkins and Martin spoke against the recommendations and expressed concern that the Strategy stated on page 17 that the Council ‘may decide to progress an investment project that does not ‘pay for itself’ if the non-monetary values are considered worthy enough and the funding shortfall can be covered from other sources.’

Councillor Merryweather countered that it was clear that financial sustainability was a cross cutting theme across the six priorities of the Council. Investment opportunities were informed by professional valuations, an assessment of capital and revenue impacts, and appraisal of options, as set out in the Strategy.

In accordance with Procedure Rule 17.1, the Mayor called a vote on the recommendations which were taken en bloc. The vote was carried, with 36 votes in favour and 10 abstentions.

RESOLVED:

1.     That the five-year Capital Strategy for 2024/2029, incorporating the Treasury Management Strategy, Prudential Indicators and Asset Investment Strategy, be approved.

2.     That authority be delegated to the Executive for the financial year 2024/25, subject to a positive recommendation from the Asset Investment Advisory Board and agreement from the Chief Executive and Strategic Director:

a) to bid, negotiate and complete on property acquisitions and investments in land and buildings with a total individual cost of up to £10m, subject to the decision fully satisfying all criteria and process requirements set out in the Strategy; and

b) to determine a funding strategy for the acquisition or investment in line with the Treasury Management Strategy; and

c) to appoint advisors and undertake appropriate due diligence for each property acquisition and investment proposal as necessary; and

d) to complete the legal matters and signing of contracts to execute the transactions referred to above.

The Council is recommended to make the resolutions set out in the report at agenda item 9.

Portfolio Holder for Finance, Assets and Property.

The Leader introduced the Council Tax Setting report. This was a technical report that summarised all of the appropriate budgetary decisions that had been taken to enable the level of Council Tax for 2024/25 to be determined, and specified all of the individual levels of Council Tax for approval by the Council. The Leader moved the recommendation, seconded by Councillor Fairclough, there being no speakers, the Mayor called for a recorded vote in accordance with Procedure Rule 17.4.

RESOLVED:

That the Council Tax Setting resolutions as set out in the report, be approved.

For (45)

Councillors Austin, Barker-Lomax, Beaman, Busby, Clark, Crowe, Davidson, Deanus, Duce, Fairclough, Follows, Gale, Goodridge, Hesse, Higgins, Hyman, Keen, Kiehl, Laughton, Long, Macleod, Martin, Merryweather, Mirylees, Morrison, Munro, Murray, Nicholson, Palmer, K. Reed, R. Reed, Relleen, Paul Rivers, Penny Rivers, Robini, Spence, Staunton, Steiger, Sullivan, L. Townsend, P. Townsend, Ward, Weldon, White, and Williams. 

Against (0), Abstentions (0).

The Council is recommended to make the resolutions set out in the report at agenda item 10.

Leader of the Council together with Portfolio Holder for Organisational Development and Governance.

The Leader of the Council moved the recommendations set out in the Annual Pay Policy Statement report, seconded by Councillor Fairclough. Councillor Hyman sought clarification of the status of the pay claim for staff.  The Leader responded that the budget reflected the pay proposal that had been put to the unions, and the Council was awaiting a response.

There being no further speakers, the Mayor moved to the vote and Council unanimously

RESOLVED:

That the Pay Policy Statement for the 2024/25 financial year be approved.

The Council is recommended to make the resolutions set out in the report at agenda item 11.

Portfolio Holder for Community Services, Leisure and EDI

The Leader moved the recommendations, seconded by Councillor Fairclough. The Mayor invited Councillor Mirylees, Portfolio Holder for Community Services, Leisure and EDI, to introduce the report. Cllr Mirylees advised that the PSPO was due to expire on 20 April 2024, before the next ordinary meeting of Council.  Engagement and consultation would be undertaken during March with key stakeholders and be reported to meetings of the Overview and Scrutiny – Services Committee and the Executive. At any point before the expiry date, the council could extend the PSPO by up 3 years if considered necessary. An Officer delegation was therefore sought to do so. It was confirmed that the recommendations had been prepared according to legal advice. 

The Mayor moved to the vote and Council unanimously

RESOLVED:

1.     To delegate authority to the Executive Head of Community Services to extend PSPO (No 3) Waverley Borough Council 2021; and

2.     That the Executive Head of Community Services be delegated authority to decide the period of extension.

To receive any motions submitted in accordance with Procedure Rule 12.1. The deadline for receipt of motions was 5pm on Thursday 8 February 2024.  

                           i.          Opposition to the Expansion of Farnborough Airport

                         ii.          Funding for the Environment Agency

A Motion on Notice regarding opposition to the expansion of Farnborough Airport was moved by Councillor Follows and seconded by Councillor Williams. Councillor Follows introduced the Motion and summarised that:

·       Farnborough Airport was proposing to expand its operations significantly

·       The expansion would increase the maximum number of annual aircraft movements from 50,000 to 70,000 per annum, including an increase in non-weekday aircraft movements from 8,900 to 18,900 per annum

·       Rural areas surrounding the airport could see up to 18 flights per hour over them, and a significant amount of the flight management for the increase would occur in the aerospace above Farnham and the villages of Western Waverley

·       The review of new flight paths (implemented in 2020) was yet to conclude and the airport had not yet measured aircraft noise despite a commitment to the CAA and MPs to do so

·       The average number of passengers per flight was 2.5 per plane, and approximately 40% of the flights from the airport flew empty, and

·       The UK Climate Change Committee has stated that there should be no further expansion of airports without mitigation for aircraft emissions.

Members’ statements in favour of the Motion included:

·       Under the current legislative regime the airport was able to state that its target was to be a net zero operation by 2030, however the airport was not the owner of the aircraft, which were not included within the target

·       The increase in flights would consequentially increase the impact of harmful emissions

·       Sustainable aviation fuel was in its infancy and could not be relied upon as a mitigation

·       The Council, having declared a climate emergency, was committed to reducing carbon emissions across the Borough and beyond

·       Residents had complained of the effects that aircraft noise and disturbance had on their health

·       Weekend flights would double which would be detrimental to residents living under the flight path

·       Private jet travel would increase

·       Objections could reasonably be made on planning, climate and noise monitoring grounds.

Councillor Follows summed up; whereupon the Mayor moved to the vote and Council unanimously  

RESOLVED to:

1.     Oppose the expansion of Farnborough Airport

2.     Write to the Secretary of State for Energy Security and Net Zero, the Secretary of State for the Environment Food and Rural Affairs, and the Secretary of State for Transport requesting an immediate halt to the expansion proposals.

3.     Write to the two relevant MPs (the MP for East Hampshire and the MP for South West Surrey), asking them for their comments and seeking their support in opposing this expansion.

4.     Write to Rushmoor Borough Council with formal comments to the planning application submitted to that council by Farnborough Airport Ltd. (which must be submitted before March 2024)

5.     Communicate the Council’s opposition and rationale for that opposition to the public and to the towns and parishes within Waverley.

Councillor Austin raised a Point of Order that Council Procedure Rule 12.6 had not been satisfied insofar as the Motion was the second one put by the same Councillor to the meeting. The Monitoring Officer concurred and advised that rule 12.6 stated that no Councillor may have more than one motion on notice included on the same agenda; and therefore the Motion could not be moved and would be treated as withdrawn.