Agenda and minutes

To confirm the Minutes of the Meeting held on 6 September 2016 (to be laid on the table half-an-hour before the meeting).

The Minutes of the Meeting held on 6 September 2016 were confirmed and signed as a correct record.

To receive apologies for absence.

There were no apologies for absence received.

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 Executive received the following question in accordance with Procedure Rule 10 from Mr Michael Hyman of Farnham:

“As you may be aware, implementing consent for Farnham’s Brightwells and Memorial Hall project was confirmed on 9 September by issue of the Decision Notice.

You may also be aware that this is an Environmental Impact Assessment project, the Town and Country Planning Regulations 2011 governing which require, and I quote from Part 1, Paragraph 3(4): “The relevant planning authority or the Secretary of State or an inspector shall not grant planning permission or subsequent consent pursuant to an application to which this regulation applies unless they have first taken the environmental information into consideration, and they shall state in their decision that they have done so.

Also, Schedule 4 of the Regulations details the Information for inclusion in environmental statements, including, and I quote from Part 1 para 6 and Part 2 para 5: “A non-technical summary of the information provided ….”

This is to ensure that not only the planning officers, but also the public and non-technical councillors, can assess the likely consequences of the development on a fully informed basis BEFORE permission is granted.  

However, you may not be aware that a Non-Technical Summary for the whole project has NOT been provided, and that the Portfolio Holder for the project has confirmed that further assessment of the Traffic Impacts is required, but that this will not be carried out until AFTER work on the project has commenced.

Will you please confirm that the Implementing Consent for this project is therefore in breach of the Planning Regulations?”

The East Street (Brightwells) project is authorised by the extant planning permission under WA/2016/0268 and prior to that, the permissions under WA/2012/0912 and WA2008/0279. The original Environmental Statement  submitted as part of the 2008 Permission and the addendums submitted in 2012 and 2016  were comprehensively assessed and considered to satisfactorily address the environmental impacts of the scheme. The recent decision to grant permission under s73 for minor material amendments under WA/2016/0268 included an EIA addendum that updated the original EIA.  Although a “Non Technical Summary” was not submitted with that application, it was provided in summary form.

May I confirm therefore that the extant permission has been lawfully granted and that there is no breach of the EIA Regulations.”

The Leader, Cllr Julia Potts, responded:

“The East Street (Brightwells) project is authorised by the extant planning permission under WA/2016/0268 and prior to that, the permissions under WA/2012/0912 and WA2008/0279. The original Environmental Statement  submitted as part of the 2008 Permission and the addendums submitted in 2012 and 2016  were comprehensively assessed and considered to satisfactorily address the environmental impacts of the scheme. The recent decision to grant permission under s73 for minor material amendments under WA/2016/0268 included an EIA addendum that updated the original EIA.  Although a “Non Technical Summary” was not submitted with that application, it was provided in summary form.

May I confirm therefore that the extant  ...  view the full minutes text for item 56.

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.

As part of the December 2015 Spending Review, the Secretary of State for Communities and Local Government made an offer to councils to take up a four-year funding settlement for the period 2016/17 to 2019/20. To accept this offer, an Efficiency Plan must be prepared and published by 14October 2016. The report proposes that the offer is accepted as it will create some certainty of resources and will be consistent with the council’s approach set out in the Medium Term Financial Strategy.

Recommendation

It is recommended to the Council that:

1.         the four year funding settlement for the period 2016/17 to 2019/20 be accepted;

2.         officers reinforce to the Government the Council’s objection to the principle of negative grant being applied; and

3.         the Efficiency Plan as set out at Annexe 2 be agreed and submitted.

[NB Cllr Jerry Hyman attended the meeting and spoke on this item].

57.1      The offer made by the Government, as part of the Spending Review, is available to any Council that wishes to take up a four year funding settlement up to 2019/20. The purpose of the offer is to help local authorities prepare for the move to a more self-sufficient resource base by 2020. The multi-year settlements are intended to provide more funding certainty and stability for the sector that would enable more proactive planning of service delivery.  The Government expects these multi-year settlements to be used to “strengthen financial management and efficiency, including maximising value in arrangements with suppliers and making strategic use of reserves in the interests of residents”.

57.2      The Executive received a copy of the conditions from the Secretary of State.  In theory the offer is fixed, however, this does not mean that other changes may not arise outside of the offer.  It is not clear what the impact would be of not accepting this offer and it is unlikely that this would become clear at least until December 2016, at which point the 4 year offer will no longer be available.  On balance it is being recommended to accept the offer as it provides an element of certainty and is difficult to see authorities who choose not to accept the offer benefiting as a result. In fact, they could suffer a disproportionately high share of any further reductions.

57.3      The Budget report agreed by Council in February 2016 incorporates the funding provided within the four year settlement offer. If this offer is accepted, it provides greater certainty as the funding received will not be less than outlined in the final settlement and should not be subject to the yearly process determining the local government finance settlement.  The following table sets out the Revenue Support Grant (RSG).

            *Indicative – subject to confirmation from Government pending decision on timing of business rate funding reform.

57.4      In order to take up the four year funding settlement for the period 2016/17 to 2019/20, an Efficiency Plan must be prepared and published by 14 October 2016. The offer relates to the RSG funding incorporated within the MTFS for the 4 year period 2016/17 to 2019/20 and ensures that it will remain uncharged “barring exceptional circumstances and subject to the normal statutory consultation process for the local government finance settlement.

57.5      If the four year offer is not accepted the RSG funding would be subject to the existing yearly process for determining the local government finance settlement. Allocations could be subject to additional reductions dependent on the fiscal climate and the need to make further savings to reduce the deficit.

57.6      There are only two options available to the Council. The first option is to approve the Efficiency Plan and accept the Settlement offer and thereby provide a degree of certainty over the level of funding  ...  view the full minutes text for item 57.

The report proposes a draft General Fund Property Investment Strategy and the creation of an Investment Advisory Board.

Recommendation

That the Executive recommends to the Council that:

1.            the Investment Strategy be approved and adopted;

2.            the governance arrangements be approved and an Investment Advisory Board be established as set out in paragraph 11;

3.            a Property Investment Fund be created, initially by transferring £2m of General Fund capital receipts plus, subject to the overall budget process, a further £1m of New Homes Bonus funding in 2017/2018, with further additions being considered as part of the annual review of the medium term financial strategy;

4.            officers be instructed to commence the procurement process for the appointment of an Investment Advisor or Advisors to provide advice to the Council on the criteria to adopt and on property investment opportunities to be funded initially from the Property Investment Fund;

5.            authority be delegated to the Executive for approval of the investment criteria and performance management arrangements to be proposed by the Investment Advisory Board; and

6.            authority be delegated to the Executive to agree property acquisitions or investments that meet the agreed criteria and are endorsed by the Investment Advisory Board up to a value of £1million with higher value proposals requiring full council approval.

[NB Cllr Jerry Hyman attended the meeting and spoke on this item].

58.1      Waverley’s Medium Term Financial Strategy identifies a significant funding shortfall over the next 3 years, mainly due to reductions in Government grant.  In order to address this deficit, as well as looking at existing services and budgets, Waverley must:

·               take steps to ensure that the Council maintains its financial resilience and protects its long term financial position; and

·               explore and develop alternative sources of funding that reduce its reliance on Government grants in the future.

58.2      Waverley’s Treasury Management Strategy already identifies property            investments as a priority and the Strategic Asset Plan approved by     Council in 2015 sets out the foundation for developing the strategy   further.

58.3      This report sets out:

·               the Investment Strategy to enhance income to the council in the longer term; and

·               the proposed governance framework, including establishment of an Investment Advisory Board to advise the Executive on implementation of the investment strategy.

58.4      The objective of the Investment Strategy is to use the council’s resources to invest in income generating assets to help offset the budget deficit over the longer term and to protect service provision while minimising the burden on local council tax payers.

58.5      The Council may fund investments through using its reserves, capital receipts and prudential borrowing, where the council has the powers to do so.  Any borrowing required would need to be made in accordance with the conditions of the Prudential Code, which includes the council approving any changes required to the prudential indicators. The code requires borrowing to be affordable, sustainable and provide value for money.  The return on any investment would therefore need to be in excess of the capital financing costs of the borrowing, which consist of the interest payable and the statutory minimum revenue provision (MRP) that sets aside funds for the repayment of the borrowing.

58.6      The Investment Strategy is being brought forward under the extended powers created by the Localism Act 2011. The legal advice enables certain investment transactions to be undertaken under these powers but every proposal would need to be individually assessed. Borrowing purely to invest for return is still considered unlawful for local authorities and that the intention of the Localism Act is not to change this restriction.  The underlying principles of investment by local government are governed by the priority of security, liquidity and yield-in that order of priority. Whilst the Localism Act could potentially increase the risks taken by local authorities, there is a complex system of checks and balances in place to prevent inappropriate risk taking that would lead to concerns about the use of public funds. These checks include the Prudential Code and the requirement to exercise sound fiduciary duty.

58.7      All investments will require a robust business case to ensure that the investment is affordable, sustainable and provides value for money. Some investments will generate a return in the medium to long term but make a loss in the earlier years. It is proposed to  ...  view the full minutes text for item 58.

The report informs members about a recent court judgment of Jones v London Borough of Southwark [2016] relating to the collection of water charges for unmetered tenanted properties and the implications of the case on Waverley Borough Council.

Recommendation

That the Executive recommends to the Council that

1.         officers carry out a detailed financial analysis to calculate the exact potential liability;

2.         approval of the detailed approach to handling claims from tenants for overpayment by them of water charges be delegated to the Executive;

3.         officers formally consult with Waverley’s secure tenants who live in unmetered properties in relation to the current arrangements with Thames Water;

4.         the decision about the future of the arrangement with Thames Water be delegated to the Executive following a detailed appraisal of the options including termination; and

5.         the potential cost of meeting claims be noted and the maximum estimated amount of £400,000 be earmarked from the HRA working balance as a provision for this cost.

[NB Cllr John Williamson attended the meeting and spoke on this item].

59.1    For many years, the Council has, in common with a large number of other local authorities and social housing providers, had a contractual arrangement with the local water supplier (in our case Thames Water).  This service was for the benefit and convenience of its housing tenants. The arrangement was understood to be one by which the Council was to provide billing and collection services for unmetered Council properties, in return for a void allowance for empty properties and a commission to reflect both the administrative costs attached and the transfer of risk associated with these accounts. Any commission received by the Council has been paid into the Housing Revenue Account to support the housing service to tenants.   

59.2    The Council has always regarded itself as acting as an agent for Thames Water and has never sought to vary the billing amount for each tenant, as calculated by Thames Water.

59.3    Following the recent case of Jones v London Borough of Southwark [2016] EWHC 457 (Ch), the Council is investigating:

(i) The implications arising from the court judgment;

(ii) What liability there is for Waverley following the case, and whether this can be quantified; and

(iii) What changes may be necessary to the agreement between Waverley and Thames Water Utilities Ltd dated 24 March 2004 and Contract Addendum dated 1 April 2007.

Miss Jones – a tenant of Southwark – was charged by Southwark for water supplied to her property by Thames Water Utilities Ltd (“Thames”).  The Court had to determine whether Southwark was an agent or, rather, had bought and re-sold water and sewerage services.   In the event that the latter applied, the Court had to determine whether Southwark had charged tenants more than was permissible under the Water Resale Order 2006 (“the 2006 Order”).

The Court held that (i) the agreement in place between Southwark and Thames was one under which Southwark bought water and sewerage services from Thames and re-sold them to tenants, and was not therefore one of agency, and (ii) that Southwark charged tenants more than was permissible under the 2006 Order.

Miss Jones, argued that the level of commission which applied to the charges levied upon Southwark by Thames should be taken into account when determining the amount payable by Southwark to Thames.  This argument succeeded and the level of commission was deemed excessive.

59.4    There are effectively 2 options in light of the decision in Jones.  They are:

a) Terminate the Agreement between Waverley and Thames Water dated 24 March 2004 (6 months’ written notice required) leaving it to tenants to set up and manage individual accounts with Thames.  This will affect Waverley’s HRA budget, as it will lose the commission currently receivable; or

b) Redraft the Agreement to make it clear that Waverley is acting as the collection agent on behalf of Thames and reduce the commission charged. 

The maximum charge for commission for a water “re-seller” is  ...  view the full minutes text for item 59.

On 19 July 2016, the Council formally resolved its “intention to appropriate” the relevant village green land at Bourne Recreation Ground and advertised its intention to appropriate in a local newspaper for 2 consecutive weeks.  This is the 2nd stage of the appropriation process.  In order to support Members and ensure Members are fully informed, the “Overview” and “Relevant Facts” sections from the Executive meeting report dated 12 July 2016 are repeated.

The purpose of the report is to consider any objections to the appropriation of open space and village green land at Bourne Recreation Ground, Farnham, and in light of any objections, to determine whether to approve the appropriation for planning purposes in order to enable the existing pavilion to be redeveloped, which will significantly improve the leisure facilities for local residents.

Recommendation

That the Executive recommends to the Council that:

1.         consideration be given to the points raised in this report with regard to appropriation of land at Bourne Recreation Ground as outlined above; and

2.         pursuant to Section 122 of the Local Government Act 1972 and Section 241 Town and Country Planning Act 1990, land be appropriated at Bourne Recreation Ground for planning purposes, as outlined in red (and measuring under 209 square metres) on Plan A to enable the development of the new pavilion and the Executive Director be authorised to execute a memorandum confirming this appropriation.

60.1    The Bourne Recreation pavilion site falls within land registered as village green.  A local benefactor would like to donate a significant sum of money to demolish and re-build the Bourne Recreation pavilion and therefore provide enhanced leisure facilities to the local community.  The Bourne Asset Community Group Community Interest Group, company number: 09549039, (“the Community Group”) would be responsible for the building works to the pavilion and would appoint a contractor to carry out the works.

60.2    Both the Council and the Community Group agree that the most appropriate mechanism to enable the redevelopment of the pavilion is for Waverley Borough Council to first “appropriate” the pavilion land for planning purposes and then dispose of the land to the Community Group via a long lease to allow the development of the new sports pavilion.  The lease arrangements are likely to require the consent of the Secretary of State for Communities and Local Government (“the Secretary of State”).[1] The proposed pavilion land for appropriation at Bourne Recreation Ground is outlined in red on Plan A (“the pavilion land”).

60.3    On 19 July 2016, the Council resolved its intention as to “appropriate” the pavilion land and has since advertised its intention in a local newspaper for 2 consecutive weeks.   The Council must consider any objections before formally “appropriating” the pavilion land.  No objections were received from the public in relation to the proposed appropriation of land.

60.4    The Bourne Recreation Ground site is an area of approximately 2.428 hectares of predominantly open land adjoining Old Frensham Road, Lower Bourne, Farnham, Surrey, in the Council’s area.  There is a pavilion on part of the site and a gas governor on another part of the site.  The existing pavilion is some 130 to 140 square metres in extent. 

60.5    The freehold of the site is owned by the Council.   There is an agreement (of indeterminate legal status) dated 11 January 1974 between the Council’s statutory predecessor, Farnham Urban District Council, and a body known as the Bourne Recreation Ground Committee (“the Committee”) which allows the Committee to use the pavilion building until that arrangement is determined.

60.6    The site is a registered village green under the Commons Registration Act 1965 (VG14). The site was added to the register on 4 January 1968 and the registration became final on 1 October 1970.

60.7    A local benefactor wishes to donate money to allow the pavilion to be rebuilt (in a larger form) and then used as a community pavilion. It is envisaged that community groups, leisure groups and sports clubs would be able to book the new pavilion for their activities. The Community Group would prefer to be granted a 299 year lease of the area of land occupied by the new pavilion rather than simply continue the existing arrangement under the 1974 agreement.

60.8    The proposed pavilion is two storeys in height and would be sited circa 10 metres north of its existing position.  The main entrance would be positioned on the northern  ...  view the full minutes text for item 60.

The report asks Members of the Executive to:

·        adopt phase one of the Cultural Strategy, which covers the evidence report and outcomes framework produced by the Consultants, Janet Mein and Adrienne Pye, included with the report;

·        agree to a Cultural Strategy action planning workshop in the autumn with Waverley’s cultural sector, to identify priorities for action and investment; and

·        agree to the creation of a summary version of the Cultural Strategy and Action Plan to be reviewed at the Community Overview and Scrutiny Committee in January 2017.

Recommendation

It is recommended that, having considered any comments from the Community Overview and Scrutiny Committee, the Executive recommends to the Council that

1.         Phase one of the Cultural Strategy, which incorporates the Evidence Report and Outcomes Framework produced by the consultants be adopted;

2.         the Cultural Strategy Action Planning Workshop in the Autumn goes ahead to identify priorities for action and investment; and

3.         officers produce a summary version of the Cultural Strategy, which includes an Action Plan to be reviewed by the Community Overview and Scrutiny Committee at its meeting in January 2017.  

[NB Cllr John Williamson attended the meeting and spoke on this item].

61.1   High quality, sustainable and well-located arts and heritage provision is an important component of successful communities. To ensure that our physical buildings and arts organisations can continue to play a central role in the public life of the Borough, a new Cultural Strategy has been developed that will enable Waverley and its partners to plan culture in a more systematic and place based way.

61.2    There is substantial evidence to show the many ways in which culture has a positive affect upon people and society. For example, participating in arts activity can increase physical and psychological health and wellbeing and offer meaningful opportunities for social engagement. The link between culture and economic success can be seen in the value of services exported by the creative industries as well as the jobs and spending they generate locally. The heritage and landscape of a place can help in forming character and distinctiveness. While artistic communities, cultural traditions and celebratory events bring a special value that help make places more desirable to live and work. Museums, libraries and the voluntary arts also play an important role in providing access to a wealth of lifelong learning opportunities and their relationship with schools can help to increase educational attainment.

61.3    Creating all forms of culture and ensuring that all sections of the community in Waverley have access to the Borough’s arts and heritage offer is a fundamental principle that will underpin every aspect of the strategy and its delivery.

61.4    The Cultural Strategy is a new ten year plan for arts and cultural services in Waverley. This report introduces an evidence report, attached at Annexe 2, that will inform the creation of a more succinct version of the strategy, that clearly communicates the Council’s overall aims and objectives for culture.

61.5    The evidence report is based on a detailed assessment of cultural provision in the Borough; demographic area profiles showing the propensity for arts engagement and extensive consultation with key individuals and organisations. The cost of producing the strategy has been met through S106 funding with the aim of linking it to Waverley’s Local Plan, so that a stronger case for arts and heritage provision can be made through the planning process.

61.6    The evidence report includes a Culture Outcomes Framework, which will form the basis for discussion at the Cultural Strategy Action Planning Workshop. The aim of the workshop is to establish priorities and objectives; to identify the key partners and resources needed to ensure delivery and to make appropriate links with local, regional and national agendas. Recommendations from the workshop will inform the development of the Action Plan, through which the Council and its partners will deliver the objectives of the strategy.

61.7    Successful implementation of the Cultural Strategy will critically depend           on:

·        Signing up key players and securing their active involvement

·        Building on existing strengths and addressing gaps and weaknesses

·        Developing a coherent set of projects in response  ...  view the full minutes text for item 61.

The purpose of the report is to seek agreement for a supplementary estimate to fund the additional resources necessary to support the acceleration of the production of Part 2 of the Local Plan to achieve adoption by March 2019.

Recommendation

It is recommended to the Council that

1.         a supplementary estimate of £200,000 be approved to cover additional resources to deliver Part 2 of the Local Plan;

2.         the supplementary estimate be funded from the Revenue Reserve in the first instance and to be subject to a review of available resources within the Local Plan reserve in the Autumn; and

3.         authority be delegated to the Executive Director, in consultation with the Portfolio Holders for Planning and Finance, to proceed with the most cost effective option for securing the necessary resources.

62.1    Members will be aware that in addition to approval of the Local Plan for publication, the Council agreed an update to the Local Development Scheme on 19 July 2016.  This included the timeline for Part 2 of the Local Plan.  This represents an acceleration of the production of the Plan to achieve adoption by March 2019.

62.2    The table below sets out the estimated staffing resource requirements for each key stage of Part 2 of the Plan.

62.3    It is anticipated that Stage 1 of Part 2 (Scoping and Sustainability Appraisal) can be accommodated within the existing Team resources in addition to its Part 1 work.  The subsequent stage (Options) and possibly part of the next (Consultation) are likely to run partly in parallel with Local Plan examination timescale (date of examination depends on PINS).  Therefore, additional resources will be required in order to progress Part 2 in parallel with Part 1 during 2016 and 2017.

62.4    It is estimated that additional resources equivalent to four additional Planning Officers, at least three at a senior level, (total up to £200,000), would be required to deliver Part 2 in accordance with the Council’s approved Local Development Scheme timetable.  It should be noted that readjustment of the timetable to the position where Part 2 follows the completion of Part 1 could mean that Part 2 could be delivered within the current resource base. It should also be noted that the options for acquiring the required resources are currently being evaluated. The options include direct employment, external procurement or a mix of the two. A delegation is sought to progress the most cost effective option following evaluation. The Executive now

            RECOMMENDS that

51.       a supplementary estimate of £200,000 be approved to cover additional resources to deliver Part 2 of the Local Plan;

52.       the supplementary estimate be funded from the Revenue Reserve in the first instance and to be subject to a review of available resources within the Local Plan reserve in the Autumn; and

53.       authority be delegated to the Executive Director, in consultation with the Portfolio Holders for Planning and Finance, to proceed with the most cost effective option for securing the necessary  ...  view the full minutes text for item 62.

The report seeks approval to take the opportunity to strengthen the Council’s finance system technical capacity within the Finance team arising from a recent retirement and vacant senior accountant post.

Recommendation

It is requested that the Executive recommends to the Council that

1.         the posts of Senior Accountant BD09 (band 5 0.53 FTE) and Finance Officer BB05 (band 6 0.65 FTE) be deleted; and

2.         a Business Finance Systems post (band 6 1.0 FTE) be created.

[NB Cllr John Williamson attended the meeting and spoke on this item].

63.1      This report proposes to create a dedicated Business Finance Systems technical post (several finance based IT systems and financial administration support processes). The objective of the post is to foster and facilitate closer working between the Finance team, the IT team and the services to increase financial administration process competency within the services. The outcome being improved officer confidence to self serve increasing finance administration independence and reduce bureaucracy. Also, this post will provide capacity and expertise to develop systems to improve customer self-service to access information and pay bills.

63.2      The finance system (Agresso) administration and technical expertise has been resourced historically entirely from within the Finance team.

63.3      This technical capacity has gradually reduced within the team due to turnover, resulting in no dedicated expertise and an increasing reliance on buying in expertise as required from systems suppliers.

63.4      The Council’s finance system is an important financial management tool and has recently been upgraded with a development plan in place to enhance the systems functionality.

63.5      The development of the finance systems is important to enable efficiencies to be realised across all services through increased automation of financial administration such as purchase ordering and invoice payment, eliminating double handling and manual processes. Efficiencies in budget management and reporting can also be realised.

63.6      In addition to the finance system responsibility, the Finance team is also in the process of adopting the responsibility for the Councils BACS (money transfer process) and Adelante cash receipting system from the IT team, due to recent retirements. This is an opportunity to align administration responsibility and expertise for all three systems into the Finance team to build up knowledge and increase resilience.

63.7      The recent retirement of a Finance Officer (band 6 0.65 FTE) and the resignation of a Senior Accountant (band 5 0.53 FTE) will enable both of these posts to be deleted with the duties of both posts to be absorbed into the existing team and enable the creation of a full time systems analyst role.

63.8      The creation of a dedicated full-time Business Finance Systems role responsible for the administration of all three systems, including developing the accountancy team’s technical knowledge of the systems, will improve resilience. 

63.9      This proposal will result in a reduction in FTE and Finance team budget as shown in the table below.

63.10   The new role will report to the Senior Accountant responsible for the ledgers, reconciliations and finance systems integrity.

63.11   Creation of the Business Finance Systems role will provide the required resource to secure the finance systems resilience as well as the capacity to continue to develop the finance administration systems to deliver administration efficiencies within the services. The Executive now

            RECOMMENDS that

54.       the posts of Senior Accountant BD09 (band 5 0.53 FTE)  ...  view the full minutes text for item 63.

At 8.03 p.m. it was

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 item 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 this item, there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description set out in Paragraph 1 of the revised Part 1 of Schedule 12A to the Local Government Act 1972, namely:-

                        Information relating to any individual.

To consider the (Exempt) report, attached.

[NB Cllr Jerry Hyman attended the meeting and spoke on this item].

The Executive has considered a report on this matter, as set out in (Exempt) Annexe 3 and now

RECOMMENDS that

56.       the recommendations set out in (Exempt) Annexe 3 be approved.

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

To adopt the forward programme of decisions for Waverley Borough Council.

RESOLVED that the Executive Forward Programme be adopted.

The purpose of the report is to summarise Waverley’s Treasury Management activities during 2016/2017.

Recommendation

It is recommended that the investment activity and performance to date in 2016/17 be noted, and the current investment approach endorsed.

RESOLVED  that the investment activity and performance to date in 2016/17 be noted and the current investment approach be endorsed.

[Reason: To receive a summary of Waverley’s Treasury Management activities]

The purpose of the report is to seek the Executive’s approval to continue to support funding to the voluntary sector through its various funding schemes.  The report proposes consolidating the way the Council funds voluntary organisations by focussing on Service Level Agreements and commissioning, to offer a more robust approach and achieve improved outcomes.    

Recommendation

It is recommended that the Executive

1.         gives approval for discussions to take place with the nominated organisations namely Rowleys Centre for the Community, Gostrey Centre, Farnham Assist, Age UK Surrey and Voluntary Action South West Surrey, with a view to signing one year Service Level Agreements starting on 1 April 2017, extending to a further three years from 1 April 2018 to 31 March 2021;

2.         following the successful pilot, agrees the establishment of the Waverley Voluntary Commissioning Partnership;

3.         notes the option that £18,050 could be identified as a possible saving which will be considered as part of the budget setting process for 2017/18; and

4.         approves the opening of the 2017/18 funding round of the Waverley Voluntary Commissioning Partnership.

[NB Cllr Jerry Hyman attended the meeting and spoke on this item].

RESOLVED  that

1.         approval be given for discussions to take place with the nominated organisations namely Rowleys Centre for the Community, Gostrey Centre, Farnham Assist, Age UK Surrey and Voluntary Action South West Surrey, with a view to signing one year Service Level Agreements starting on 1 April 2017, extending to a further three years from 1 April 2018 to 31 March 2021;

2.         following the successful pilot, the establishment of the Waverley Voluntary Commissioning Partnership be agreed;

3.         the option that £18,050 could be identified as a possible saving be noted, which will be considered as part of the budget setting process for 2017/18; and

4.         the opening of the 2017/18 funding round of the Waverley Voluntary Commissioning Partnership be approved.

[Reason: To consolidate the way the Council funds voluntary organisations by focussing on Service Level Agreements and commissioning, to offer a more robust approach and achieve improved outcomes]

The purpose of this report is to obtain approval for irrecoverable bad debts of more than a £7,500 individual value to be written off in accordance with the Council’s Financial Regulations.

Recommendation

It is recommended that, under Financial Regulation D203, the Executive approves the debts put forward for write-off as listed in the (Exempt) Annexe to this report.

RESOLVED  that under Financial Regulation D203, the debts put forward for write-off be agreed, as listed in the (Exempt) Annexe to the report.

[Reason: to obtain approval for irrecoverable bad debts of more than a £7,500 individual value to be written off in accordance with the Council’s Financial Regulations].

The purpose of the report is to gain authorisation to undertake a formal public consultation on the draft Conservation Area Appraisals (CAAs) for the Conservation Areas (CAs) of Dunsfold and Dunsfold Church. These documents also include changes to the Conservation Area boundaries.  The long term objective is that the appraisals will be adopted as material considerations and used in the determination of any application for planning permission and listed building consent in the relevant areas.

Recommendation

It is recommended that the Executive approves the draft CAAs for Dunsfold and Dunsfold Church for the purposes of public consultation.

[NB Cllr John Williamson attended the meeting and spoke on this item].

RESOLVED  that the draft Conservation Area Appraisals for Dunsfold and Dunsfold Church be approved for the purposes of public consultation.

[Reason: To gain authorisation to undertake a formal public consultation on the draft Conservation Area Appraisals (CAAs) for the Conservation Areas (CAs) of Dunsfold and Dunsfold Church].

The report seeks approval for the submission of planning applications for listed building consent for the proposed replacement of windows and doors at two Waverley-owned housing properties, so that the alterations to these properties comply with the appropriate listed building regulations. Subject to approval, officers will source the services of a number of suitable contractors to tender for the contract that can evidence a track record of working on listed building projects

Recommendation

It is recommended that the Executive grants approval for the submission of planning applications for listed building consent for the installation of replacement doors and windows to 25 and 28 Lower Church Lane, Farnham.

[NB Cllr John Williamson attended the meeting and spoke on this item].

RESOLVED  that the submission of planning applications for listed building consent for the installation of replacement doors and windows to 25 and 28 Lower Church Lane, Farnham be approved.

[Reason: To seek approval for the submission of planning applications for listed building consent for the proposed replacement of windows and doors at two Waverley-owned housing properties, so that the alterations to these properties comply with the appropriate listed building regulations].

This report seeks authority to submit a planning application seeking to retain the recently constructed changing room facility at Farnham Town Football Club.

Recommendation

It is recommended that officers be authorised to submit a planning application seeking to retain the changing room facilities at Farnham Town Football Club.

[NB Cllr Jerry Hyman attended the meeting and spoke on this item].

RESOLVED  that officers be authorised to submit a planning application seeking to retain the changing room facilities at Farnham Town Football Club.

[Reason: to seek authority to submit a planning application seeking to retain the recently constructed changing room facility at Farnham Town Football Club].

The Council’s Performance Management Framework (PMF) contains a number of indicators that assist Members and officers in identifying current improvement priorities and progress against targets.  The indicators are reviewed quarterly by the Executive and are aligned to the Council’s Corporate Plan priorities.

The report gives an analysis of the Council’s performance in the first quarter of 2016/17.  Annexe 1 contains the list of indicators used for reporting performance and includes targets, graphs and comments.

Recommendation

It is recommended that the Executive:

1.         examines the performance figures for quarter 1 as set out in Annexe 1; and

2.         thanks the Overview and Scrutiny Committees for their review of the quarter 1 performance as detailed above.

RESOLVED  that the performance figures for quarter 1 be agreed, as set out in the annexe to the agenda report; and thanks be forwarded to the Overview and Scrutiny Committees for its review of the figures.

[Reason: To analyse the Council’s performance in the first quarter of 2016/17].

The Sustainability and Transformation Plan is a five year forward view for Health and Care Organisations which the NHS North West Surrey Clinical Commissioning Group has been asked to pull together to plan across a wider geographical area.  Each area is expected to develop a five year sustainability and transformation plan to improve services for patients and make sure these remain sustainable in the future both clinically and financially. 

On behalf of Surrey Heartlands and the development of our Sustainability and Transformation Plan, a Stakeholder Reference Group is being set up to ensure positive local engagement in this important planning work across local health and care services and Waverley has been invited to nominate a representative.

Recommendation

It is recommended that Cllr Jenny Else be appointed as the Waverley representative on the Sustainability and Transformation Plan Stakeholder Reference Group.

RESOLVED  that Cllr Jenny Else be appointed as the Waverley representative on the Sustainability and Transformation Plan Stakeholder Reference Group.