Agenda and minutes

To confirm the Minutes of the Meeting held on 5 June 2018.

The Minutes of the Meeting held on 5 June 2018 were confirmed and signed as a correct record.

To receive apologies for absence.

Apologies for absence were received from Cllr Tom Martin.

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 declarations of interest raised under this heading.

The Chairman to respond to any questions received from members of the public for which notice has been given in accordance with Procedure Rule 10.

The deadline for receipt of questions is 5pm on Tuesday 3 July 2018.

There were no questions from the public.

The Chairman to respond to any questions received from Members for which notice has been given in accordance with Procedure Rule 11.

The deadline for receipt of questions is 5pm on Tuesday 3 July 2018.

The Executive received the following question in accordance with Procedure Rule 11:

(i)         From Cllr David Beaman, Farnham Castle Ward:

                          "At the meeting of the JPC on Wednesday 27th June at which planning application WA/2018/0544 was discussed there was virtually unanimous support which I  also personally share for a two rather than single lane access bridge between the A31 and the East Street development site since this will obviously reduce the potential for any increase in traffic using Farnham's already congested town centre roads which has consequential effects on air quality. Concern was, however, also expressed from a number of members that Borelli Walk would also be used on an albeit temporary basis during the construction of the access bridge. Whilst there was appreciation of this concern when the question was asked whether any alternative had been considered the answer given was that there was no alternative. There are, however, a number of other possible alternatives that should have been considered including establishing a temporary entrance/exit to the development site from Dogflud Way into the now closed car park during the period of access bridge construction. Establishing the temporary entrance and exit from Dogflud Way would ensure that there would be no additional HGV movements having to use South Street as well as avoiding any need to cut back or remove any well established trees, remove any commemorative benches or lay down any temporary road surface on Borelli Walk.

                          Would it, therefore, be possible even at this late stage to investigate using Dogflud Way as an alternative to using Borelli Walk? "   

                          The Leader thanked Cllr Beaman for his question and the opportunity to provide to some clarity in relation to this matter, and responded follows:

          “Waverley has responded fully as local planning authority to the question at Planning Committee however is now addressing the point as a development partner. 

          As part of the bridge construction design all options of construction have been looked at, including not using Borelli Walk.  The reality of the situation is that Dogflud Way is not a viable alternative to undertake the works on the south side of the river by the A31.  This area is already being used to assemble the pre-fabricated bridge but does not allow access to the other side of the riverbank. Borelli Walk is the only viable access route to construct the elements of works necessary on the southern side of the river to install the temporary access bridge that is required. 

          As part of the planning conditions this area will be fully reinstated at the end of the project. The walkway along Borelli Walk will be re-opened once the bridge is constructed, and remain open for the duration of the construction of Brightwells. There will be a further temporary closure of the walkway at the end of the project, whilst the bridge is removed.”

Background Papers

Unless specified under an individual item, there are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to the reports in Part I of these minutes.

This report presents the proposed new Corporate Strategy 2018-23. The contents of the Strategy are set out at Annexe 1.

Recommendation

The Executive is requested to consider the draft Corporate Strategy 2018-23 and recommend it to the Council for approval and adoption.

18.1     The Leader introduced the new Waverley Corporate Strategy 2018-23. The Leader was very pleased to be able to bring forward the Corporate Strategy at this time, as it was important to have a clear statement of the strategic direction of the Council for the next 5 years.

18.2    The Strategy was a vital document to reflect on and address the challenges and changes affecting local government over the next few years, including increasing public demand on services, economic uncertainty and severely curtailed funding to local public services.

18.3    The Strategy sets out three main priority themes for the Council: People, Place and Prosperity. The priorities and objectives had been arrived at through discussion, research and consultation, including workshops with councillors and staff. A draft was published for partner, stakeholder and public comment in June and suggestions have been considered and incorporated.

18.4    The Strategy had taken into consideration the needs of customers and partner organisations, and the findings of the Strategic Review, approved by the Council in February 2017.

18.5    As the draft stated, the Corporate Strategy would be reflected in the Council’s service plans, budgets and individual performance agreements. Progress would be monitored by senior management, Overview and Scrutiny Committees and the Executive regularly, and particularly through the quarterly performance reports, which would be reformatted accordingly.

18.6    Cllr Bolton advised the Executive that the Strategy included a goal to increase the Council’s recycling rate to 54%, but the very latest DEFRA data showed that we were approaching that already and so the goal could be more ambitious. Cllr Bolton proposed an amendment, seconded by Cllr Hall, that the ‘Place’ goal 3 be amended to read: Encourage our residents to improve the quality of recycling and the DEFRA recycling rate to 56% by 2023.

            The amendment was agreed unanimously.

18.7     Cllr Else then suggested that, given the findings of the Overview and Scrutiny review into factors affecting health inequalities in Waverly, this challenge should be reflected within the Strategy. Cllr Else proposed an amendment, seconded by Cllr Bolton, that bullet point 4 on page 2, should read “Extreme and hidden disparities in economic, social and health experiences”.

            This amendment was also agreed unanimously, and the Executive RESOLVED to:

RECOMMEND to Council that the Corporate Strategy 2018-23 be approved and adopted, with the following amendments:

1) bullet point 4, page 2, to read, “Extreme and hidden disparities in economic, social and health experiences”,

2) ‘Place’ goal 3: “Encourage our residents to improve the quality of recycling and the DEFRA recycling rate to 56% by 2023”

[Reason: to approve the Council’s new Corporate Strategy 2018-23.]

The Licensing Act 2003 requires Waverley to have a Statement of Licensing Policy, and to keep this under review, at least every five years. The current Policy was last reviewed in January 2013 and requires updating to reflect changes in legislation and revised guidance.

The revised Statement of Licensing Policy has been subject to public consultation and consideration by the Licensing and Regulatory Committee, and is recommended for adoption by the Council.

Recommendation

That the Executive recommends to Council that the revised Statement of Licensing Policy for Waverley, 2018-2023 be adopted and implemented with effect from 1 August 2018.

19.1    Cllr Bolton commended the revised Statement of Licensing Policy 2018-2023 to the Executive for endorsement to Council.

19.2    The Licensing Act 2003 required Waverley to have a Statement of Licensing Policy, and to keep this under review, at least every five years. The current Policy was last reviewed in January 2013 and required updating to reflect changes in legislation and revised guidance.

19.3    The Chairman of the Licensing Committee had confirmed that the revised Statement of Licensing Policy contained only minor revisions, and the Council continued to work closely with its partners to achieve its aims, including Surrey Police, Surrey Fire & Rescue, Environmental Health and Surrey Trading Standards. The Policy continued to promote all four of the key licensing objectives of preventing crime and disorder, public safety, preventing public nuisance, and protecting children from harm. 

19.4    The revised Statement of Licensing Policy had been subject to public consultation and consideration by the Licensing and Regulatory Committee, and was now recommended for adoption by the Council.

            The Executive RESOLVED to

            RECOMMEND to Council that the revised Statement of Licensing Policy for Waverley, 2018-2023 be adopted and implemented with effect from 1 August 2018.

            [Reason: to ensure that the Council has in place an up to date Statement of Licensing Policy.]

As part of the continued improvement of our leisure facilities a feasibility study was completed in October 2017, by SLC consultancy, to identify viable options for future leisure investment across Waverley.

The outcomes of the feasibility report are supported by a robust assessment of the need for improved leisure facilities in Waverley. 

A summary of the viable options derived from the SLC report were presented to the Community Wellbeing O&S Committee in November 2017 and were received positively. Some engagement with Cranleigh Parish Council also took place during the feasibility work.

This report presents the most favourable viable options and requests formal approval to progress with detailed design and procurement of extensions to Godalming and Farnham Leisure centres. It also requests approval to begin a consultation process for investment in leisure in Cranleigh.

Recommendation

That the Executive recommends to Council that:

1.    A capital budget of £3.22m is agreed and officers progress with more detailed specification and procurement of the Farnham and Godalming leisure centre schemes, subject to negotiations with Places for People on future management fee payments (PfP);

2.    The Farnham and Godalming schemes are funded as per the table included in the financial implications section and the final funding arrangement be delegated to the Strategic Director (S151 Officer) in consultation with the Deputy Leader;

3.    Officers are given the delegated authority to negotiate the management fee terms for the remainder of the contract with PfP, on the basis that the extended facilities are delivered;

4.    Authority is delegated to the Strategic Director in consultation with the Deputy Leader to enter into appropriate lease and/or contractual arrangements to enable the car park lease extension at Godalming Leisure Centre.

5.    The Council commits to a multi-million pound investment in leisure facilities in Cranleigh and agree that officers begin a detailed consultation, with the support of external consultants, to identify a potential location for the Cranleigh Leisure Centre and report back to Executive.

20.1    Cllr Else introduced the report that set out the proposals and business case for a new round of investment in Waverley’s leisure centres.

20.2    As part of the continued improvement of our leisure facilities a feasibility study had been completed in October 2017, by SLC consultancy, to identify viable options for future leisure investment across Waverley. The outcomes of the feasibility study clearly showed a need for further investment to meet the demands and expectations of Waverley’s increasing population. The leisure centres were also vital to delivering Waverley’s health and wellbeing objectives, and it was important to offer an attractive and affordable alternative to private gyms and leisure centres.

20.3    The current leisure centre management contract had been a huge success and as a result of previous investment to improve facilities a contract that had cost Waverley £800,000 a year now generated over £500,000 a year of income for the Council through the management fee and profit share.

20.4    It was proposed to extend both the Farnham and Godalming leisure centres. The investment at Farnham would incorporate a children’s soft play “clip and climb” facility that would offer a distinctive offer in the area, as well as a larger café area.

20.5    In Godalming, the expansion would support an increase in the gym, a second dance studio and improved changing facilities. It would also address the need for additional parking for users of the leisure centre and relieve on-street parking in the area.

20.6    The best way to invest in Cranleigh’s leisure facilities centre was still being considered, with the options being to refurbish the existing leisure centre or build on a new site. The anticipated increase in population in Cranleigh and at Dunsfold Park was a key factor to be addressed as part of the planning for this investment.

20.7    The Leader agreed that the investment proposals were great news for residents. The Council had promised that the Brightwells capital receipt would be used to benefit residents, and she was delighted to see that the Council would be building on the success of the previous investment in the leisure centres. There was still a lot of work to be done to determine the best approach for investment in Cranleigh but the Executive was absolutely committed to delivering outstanding facilities for the residents. There had been a huge amount of work put in to reach the current stage and the Leader thanked all those who had contributed so far to the project.

            The Executive RESOLVED to

            RECOMMEND to Council that:

1.    A capital budget of £3.22m be agreed and officers progress with more detailed specification and procurement of the Farnham and Godalming leisure centre schemes, subject to negotiations with Places for People on future management fee payments (PfP);

2.    The Farnham and Godalming schemes be funded as per the table included in the financial implications section and the final funding arrangement be delegated to the Strategic Director (S151 Officer) in consultation with the Deputy Leader;

3.    Officers  ...  view the full minutes text for item EXE 20/18

At 7.46pm the Executive RESOLVED that pursuant to Procedure Rule 20 and in accordance with Section 100A(4) of the Local government Act 1972, the press and public be excluded from the meeting during consideration of the following items on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during the items, there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in paragraph 3 or the appropriate paragraph(s) of the revised Part 1 of Schedule 12A to the Act as follows:

            Information relating to the financial or business affairs of any particular person (including the authority holding that information) (paragraph 3)

To consider the Property Matters set out in the attached EXEMPT report.

Recommendation

To approve the recommendations in the EXEMPT report.

22.1     Cllr King briefly introduced the report that proposed the Council buy-back two properties that had previously been sold under Right to Buy. The purchases would increase the Council’s stock of housing for affordable rent and improve the efficiency of estate management.

            The Executive RESOLVED to RECOMMEND to COUNCIL that the recommendations set out in the Exempt report be agreed.

[Reason: to increase the stock of the Council’s housing for affordable rent and to improve the efficiency of estate management.]

The background papers relating to the following items are as set out in the reports included in the original agenda papers.

At the September 2017 meeting of the Community Wellbeing Overview and Scrutiny Committee a scrutiny Working Group was set up to review the reasons for the disparity in life expectancy between different areas in Waverley. Much of the evidence supporting the review is contained within the Community Wellbeing Overview and Scrutiny version of this report. The report contains information on how the review was carried out, the findings of the Working Group and the recommendations made as a result. The scope for this review can be found in Appendix B within the report.

Recommendation

It is recommended that the Executive considers the report and agrees the recommendations contained within it.

23.1     On behalf of the Community Wellbeing Overview and Scrutiny Committee, Cllr MacLeod presented the final report of the Committee’s review of factors affecting health inequalities in Waverley.

23.2     Cllr MacLeod thanked the Scrutiny Officers, Officers in the Communities service, and Public Health colleagues from Surrey County Council for their support of the review. There had been initial concerns from Members that the review was too wide-ranging, and the fact that scope had been achieved demonstrated the huge value of having dedicated Scrutiny Officers.

23.3     The report was broad in its scope, and he urged Members to read it as a whole. The work had been prompted by learning of the significant disparity in the life expectancy of residents between the most and least deprived communities in Waverley. There was no single cause for this, but rather it was an outcome of the interaction of a number of factors. What was striking, though, was learning that clinical care from the NHS only accounted for 20% of the factors which determine public health, whereas the responsibilities of county and borough councils could influence up to 70% of these factors.

23.4     The most important recommendation within the report, therefore, was for Waverley to take public health outcomes into account in all council policies and decisions, even though the Council has no statutory responsibility for public health.

23.5     Cllr MacLeod commended the report to the Executive, to agree the recommendations and actions within Waverley’s direct powers and to work with partners to disseminate and promote the wider recommendations.

23.6     Cllr Ellis echoed Cllr MacLeod’s comments about the importance of the review and the recommendations arising from it. She thanked him for his chairmanship of the Working Group, and officers for their support. Members had learned a great deal and would benefit from the understanding they had gained through considering the evidence presented during the review. The findings of the review would inform the work of the Council, but Waverley would need to work with partners to improve the health and wellbeing of residents and reduce the burden on the NHS.

23.7     Cllr Else thanked the Community Wellbeing Overview and Scrutiny Committee for their excellent and very detailed report. This report was the most in-depth review of health inequalities in Surrey that had ever been undertaken and as the Council looked to strengthen our partnership links it is a good time to look at how we can work together with our partners to improve the health and wellbeing of our residents.

23.8    The services which the Council provided were important determinants of health and particularly mental health; housing, older people services, leisure and arts services, community safety and many others. It would be important to work with health colleagues and other partners to focus services on those most in need.

23.9    The recommendations in the report were split into four parts. Recommendations 1 to 7 on page 9 of the report were for Waverley’s Executive to consider. There were also a number of tasks  ...  view the full minutes text for item EXE 23/18

The attached report sets out the work undertaken and recommendations made by the Member Scrutiny Review Working Group into Housing Design Standards for New Council Homes. If agreed, it is expected that the recommendations of this Scrutiny Review will inform the design proposals for Site C at Ockford Ridge and future housing development.

Recommendation

It is recommended that the Executive considers the attached report and agrees the recommendations contained within it.

24.1     On behalf of the Housing Overview and Scrutiny Committee, Cllr Townsend presented the Committee’s final report on the review of Waverley’s Housing Design Standards for new Council homes.

24.2     The Council published its original design standards in 2014. In response to Members’ discussion following a site visit to the Ockford Ridge development a very thorough review of the design standards had been undertaken that explored standards for room layout and sizes, garden size, storage space, and flexible use of roof space as well as energy standards.

24.3     The Member Working Group had consulted with tenants of the Council’s recently completed developments and undertaken site visits in order to ‘sense-check’ developing proposals. The contribution of Adrian Waller from the Tenants’ Panel was very valuable in ensuring focus remained on practical outcomes.

24.4     Subject to the agreement of the Executive, the recommendations of the Scrutiny Review would be incorporated into the revised Housing Design Standards which was a technical document that would inform the design specification for Phase C of Ockford Ridge. There was one element of the work to be finalised in relation to a target for CO₂ emissions and this would be addressed in the final technical document.

24.5     Cllr Townsend thanked Housing Officers, and the Scrutiny Officer for their support of the review, and commended the report of the Overview and Scrutiny Committee to the Executive.

24.6     Adrian Waller, Chair of Waverley’s Tenants’ Panel, added that he was pleased to have been able to contribute the tenants’ voice to the Working Group’s discussions, especially in relation to future-proofing homes against changes in tenants’ needs; and having gardens that were of a practical size to maintain and enjoy. He had greatly enjoyed working closely with Members and Officers on the Review, and contributing to the design of Waverley’s future housing stock.

24.7     Cllr King thanked the Housing Overview and Scrutiny Committee, and Officers, for a very thorough piece of work. Waverley already built homes to a high standard, but the periodic review of the design standards ensured that the features within our homes reflected current needs and aspirations. She looked forward to seeing the impact of the work in the designs for the next stage of development on Ockford Ridge.

The Executive thanked the Housing Overview and Scrutiny Committee for their excellent report, and RESOLVED to approve the recommendations contained within it.

[Reason: to up date Waverley’s Housing Design Standards which will inform the design specification for Waverley’s developments of affordable housing.]

This report provides an analysis of the Council’s performance across both key performance indicators (KPIs) and Service Plans for 2017/18. The Q4 and end of year analysis of the KPIs can be found in Annexe 1 and the annual outturn report on Service Plans for the financial year 2017/18 can be found in Annexe 2.

Recommendations

It is recommended that the Executive:

1.  Considers the performance figures for Quarter 4 2017/18 and end of year outturn as set out in Annexe 1 to this report and agrees any observations or recommendations about performance and progress towards targets.

2.  Considers the progress against actions contained within the Service Plans 2017/18 set out in Annexe 2 to this report and agrees any observations or comments.

3.  Approves the changes to the current indicator set for leisure centres and wellbeing.

4.  Approves the discontinuation of the current indicator set for museums.

5.  Approves the proposed target change of the ‘residual household waste per household (kg)’ [NI191] from 85kg to 90kg.

6.  Approves the inclusion of the new housing indicators.

25.1    The Executive reviewed the performance figures for Quarter 4 2017/18 and end of year outturn, and the 2017/18 Service Plans out-turn. The Leader was pleased to report that overall performance against key performance indicators had been very good right across the Council’s services, and Service Plan objectives had been largely achieved.

25.2    The Executive thanked the Overview and Scrutiny Committees for their detailed monitoring of performance throughout the year. Taking account  of the observations and recommendations from the Overview and Scrutiny Committees, the Executive RESOLVED to:

1.            Approve the changes to the current indicator set for leisure centres and wellbeing.

2.            Approve the discontinuation of the current indicator set for museums.

3.            Approve the proposed target change of the ‘residual household waste per household (kg)’ [NI191] from 85kg to 90kg, and

4.            Approve the inclusion of the new housing indicators.

            [Reason: To review performance against key indicators and objectives.]

To consider the following recommendation on the motion of the Chairman:-

Recommendation

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 from the meeting during consideration of the following item(s) on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during these items, there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified at the meeting in the revised Part 1 of Schedule 12A to the Local Government Act 1972.

At 7.46pm the Executive RESOLVED that pursuant to Procedure Rule 20 and in accordance with Section 100A(4) of the Local government Act 1972, the press and public be excluded from the meeting during consideration of the following items on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during the items, there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in paragraph 3 or the appropriate paragraph(s) of the revised Part 1 of Schedule 12A to the Act as follows:

            Information relating to the financial or business affairs of any particular person (including the authority holding that information) (paragraph 3)

To consider the EXEMPT report, attached.

Recommendation

To approve the recommendation in the EXEMPT report, attached.

27.1     Cllr Bolton updated the Executive on the progress of the procurement of a new Waste, Recycling and Street Cleaning contract.

            The Executive RESOLVED to approve the recommendation set out in the Exempt report.

[Reason: to agree the next stage of the procurement of Council services.]

To note the progress made with the Housing Service Repairs and Maintenance Procurement Project, and consider the recommendations set out in the attached EXEMPT report.

Recommendation

That the Executive approves the recommendations set out in the EXEMPT report.

28.1     Cllr King updated the Executive on the procurement of contracts to provide a range of Housing repairs and maintenance services. Whilst preferred bidders had been identified for most of the contracts, the original approach in relation to procuring two of the contracts had not reached a satisfactory outcome and officers were now seeking a fresh delegated authority to conclude the contract procurement.

            The Executive RESOLVED to agree the recommendations set out in the Exempt report.

[Reason: to agree the next stage of the procurement of Council services.]

To consider the Property Matter set out in the attached EXEMPT report.

Recommendation

To approve the recommendation in the EXEMPT report.

29.1     The Executive noted that this was a legal process that would offer long-term security of tenure to a resident.

The Executive RESOLVED to agree the recommendation set out in the Exempt report.

[Reason: to agree a request for a lease extension.]