Agenda and minutes

To confirm the Minutes of the Meeting held on 12 March 2019 and the Special Meeting held on 27 March 2019.

1.1       The Minutes of the Meeting held on 12 March 2019 and the Special Meeting held on 27 March 2019 were confirmed and signed as a correct record.

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.

2.1       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 The given in accordance with Procedure Rule 10.

The following question has been received from Mrs Kathy Smyth, Milford:

“How many (a) council properties and (b) housing association properties 

located in Waverley were sold under the Government's Right to Buy scheme between 1 April 2012 until 30 March 2019?

Please provide the number for each year.”

A response from the Portfolio Holder for Housing and Community Safety will be provided at the meeting.

3.1       The Executive received the following question(s) in accordance with Procedure Rule 10:

Question received from Mrs Kathy Smyth, Milford:

“How many (a) council properties and (b) housing association properties 

located in Waverley were sold under the Government's Right to Buy scheme between 1 April 2012 until 30 March 2019?

Please provide the number for each year.”

3.2       Cllr Anne-Marie Rosoman, Portfolio Holder for Housing and Community Safety, gave the following response:

            “Exactly 100 Waverley Council homes have been sold under the right-to-buy scheme in the seven years between 1 April 2012 and 31^st March 2019, broken down by financial year as follows:

Waverley does not collect information about housing association properties which have been subject to right to buy or right to acquire.”

The Chairman to respond to any questions received from Members in accordance with Procedure Rule 11.

The deadline for receipt of questions is 5pm on Tuesday 2 July 2019.

4.1       There were no questions from Members.

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.

The Statement of Community Involvement (SCI) explains how the Council will consult and interact with residents and stakeholders with regards the preparation of local plan documents and planning applications.  It requires updating every five years.

The current SCI expires in August 2019.  This report recommends that this revised SCI is recommended to Full Council for adoption.

Recommendation

That the Executive recommends to the Council that the Revised Statement of Community Involvement 2019 be adopted.

5.1      The Executive considered the revised Statement of Community Involvement, which explained how the Council would consult and interact with residents and stakeholders in relation to the preparation of local plan documents and planning applications.

5.2      The Executive noted that it was a requirement of the Planning and Compulsory Purchase Act 2004 for the Council to adopt a Statement of Community Involvement, and to review and update it at least every five years. The latest review had been a ‘light touch’ review, reflecting the fact that there had been no changes in circumstances since 2014 in terms of legislation, policy or guidance that warranted a more significant change to the approach set out in the Statement.

5.3      The Executive noted that the Statement of Community Involvement deliberately was not prescriptive about the methods of consultation to be used in relation to planning policy, to enable these to be effective and proportionate to the circumstances and subject matter. The Executive acknowledged that there was a risk of raising expectations through consultations, and then not being able to respond accordingly. It was important to develop wider understanding about the planning processes, so that residents and councillors understood the purpose of community consultation, and the constraints on the council in how it was able to respond.

5.4       Having considered the report, the Executive

RESOLVED to RECOMMEND to the Council that the Revised Statement of Community Involvement 2019 be adopted.

Reason: It is a legal requirement that the Council adopts a Statement of Community Involvement to explain to the public how they will be involved in the preparation of local development documents. The Statement must be updated every five years. The Council’s current Statement of Community Involvement expires in August 2019.

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 II of these minutes.

This report provides a summary of the 2018/19 financial outturn against budget for the General Fund.  The full Statement of Accounts will be presented for approval by the Audit Committee on 22 July 2019.

Recommendation

It is recommended that the Executive:

1.         notes the outturn position on revenue and capital for 2018/19;

2.         approves the budget rescheduling to 2019/20 as detailed in Annexe 2;

3.         approves the transfers of surplus on the net cost of services to earmarked reserves as set out in Annexe 2;

4.         approves the transfers of additional business rate pilot funding to reserves as detailed in paragraphs 10 and 11; and

5.         approves the capital rescheduling to 2019/20 as detailed in Annexe 3.

6.1      The Executive received a report setting out a summary of the 2018/19 financial out-turn against budget for the General Fund. The final position on the GF Revenue account had been a surplus of £257,000 following proposed carry-forward requests, on an approved revenue budget of £13.2m.

6.2      The Executive noted the requests for budgets to be rescheduled to 2019/20, totalling £160,000, where expenditure had been committed but not fully implemented by 31 March 2019; and use of budget savings totalling £241,000 to meet emerging spending priorities in 2019/20. The net surplus of £257,000 was proposed to be transferred to reserves, including a Commercial Property Risk Fund.

6.3      The Executive noted the proposed use of the one-off additional business rate funding, achieved through Waverley’s participation in the Surrey business rate pilot in 2018/19. The Council had already approved £250,000 of the gain to be set aside to facilitate place-shaping and master-planning work. It was now proposed that a further £100,000 be allocated to support joint infrastructure initiatives in order to leverage in funding from Surrey County Council and the EM3 LEP. Future contributions would be bid for from Community Infrastructure Levy receipts. The balance of the business rates pilot gain was proposed to be used to establish a Business Rate Equalisation Reserve, to protect against future business rate income risk.

6.4      A number of projects on the General Fund Capital programme had not reached completion by 31 March 2019, and it was proposed to reschedule £1.1m to 2019/20. After this adjustment, the Capital programme showed a saving of £157,000.

6.5      The Executive noted that the full Statement of Accounts would be presented to the Audit Committee for approval on 22 July 2019.

6.6       After considering the report, the Executive

RESOLVED to:

1.         note the outturn position on revenue and capital for 2018/19;

2.         approve the budget rescheduling to 2019/20 as detailed in Annexe 2;

3.         approve the transfers of surplus on the net cost of services to earmarked reserves as set out in Annexe 2;

4.         approve the transfers of additional business rate pilot funding to reserves as detailed in paragraphs 10 and 11; and

5.         approve the capital rescheduling to 2019/20 as detailed in Annexe 3.

[Reason: to note the financial out-turn for 2018/19 against budget for the General Fund, and address major variations to budget; to facilitate the on-going financial management of the Council.]

This report provides a summary of the 2018/19 financial outturn against budget for the  Housing Revenue Account.  The full Statement of Accounts will be presented for approval by the Audit Committee on  22 July 2019.

Recommendation

It is recommended that the Executive:

1.            notes the outturn position on revenue 2018/19 in paragraph 2 of the report; and

2.            approves the HRA capital carry forwards to 2019/20 as detailed para 7 and 8 of the report.

7.1      The Executive received a report setting out the final position on the Housing Revenue Account (HRA) for the 2018/19 year. The HRA showed a surplus of £2.2m on a budget of £28m. Within the Core Capital programme, rescheduling of £183,805 was requested to fund works spanning two years. And, on the New Build and Stock Remodelling Reserve, £852,447 was proposed to be rescheduled to 2019/20.

7.2      Having considered the report the Executive

            RESOLVED to:

1.      note the outturn position on revenue 2018/19 in paragraph 2 of the report; and

2.      approve the HRA capital carry forwards to 2019/20 as detailed in paragraphs 7 and 8 of the report.

[Reason: to note the financial outturn for 2018/19 on the HRA, and address major budget variations.]

This report proposes to allocate funding from Waverley’s capital receipts towards a project to improve Alfold Sports & Social Club.

Recommendation

That the Executive agrees to support Alfold Sports & Social Club in their bid to improve facilities for the young and old of their community, releasing funding from the capital receipt that Waverley was paid for an easement on land in Alfold.

8.1      The Executive considered a proposal to allocate a total of £61,200 towards the improvement of community facilities in Alfold. The funding would be allocated from the capital receipt generated from granting of an easement across Waverly land in Alfold related to a new housing development.

8.2      Facilities at both Alfold Village Hall and the Alfold Sports & Social Club were well-used, but were in need of significant improvements that would greatly enhance their use and enjoyment by residents and community groups. The Alfold community had raised funds and would be contributing £12,500 to the overall cost of improvements.

8.3      The Executive thanked officers and councilors for their work in bringing this proposal forward, and

RESOLVED to allocate £61,200 from capital receipts for improvement of facilities at Alfold Sports & Social Club and at Alfold Village Hall.

[Reason: to support the improvement of community facilities from capital receipts generated through granting an easement over council land in Alfold.]

Appointments as Waverley representatives to outside bodies are made on a two-yearly basis, subject to any changes in ex officio appointments during the course of that time.

The proposed list of appointments for 2019-2021 is attached.

Recommendation

1.    That the appointments as Waverley representatives to outside bodies for 2019-2021 as set out on the attached schedule are approved, and

2.    Delegated authority is given to the Leader of the Council to approve the outstanding appointments, marked as ‘TBA’ on the attached schedule.

9.1       The Executive considered nominations for appointments as Waverley representatives to outside bodies, and

RESOLVED to approve the appointment of Waverley representatives to Outside Bodies for the period 2019 – 2021 as shown on the schedule to the agenda; and to delegate authority to the Leader of the Council to make further appointments as necessary.

[Reason: to make appointments of Waverley representatives to outside organisations.]

To agree appointments to the Employer’s Negotiating Team, Investment Advisory Board, CIL Advisory Board, Air Quality Steering Group; and the roles of Armed Forces Champion and Design Champion.

Recommendation

1.    That the sundry appointments for 2019/20 as set out on the attached schedule are approved, and

2.    Delegated authority is given to the Leader of the Council to approve the outstanding appointments, marked as ‘TBA’ on the attached schedule.

10.1     The Executive RESOLVED

1.            to agree the ex officio appointment of Portfolio Holders to the Employer’s Negotiating Team, Investment Advisory Board, CIL Advisory Board, and Air Quality Steering Group; and the appointment of Armed Forces Champion;

2.            and delegate authority to the Leader of the Council to approve the outstanding appointments.

[Reason: to make appointments to Waverley advisory and other boards, and Waverley ‘champions’.]