Agenda, decisions and minutes

To confirm the Minutes of the Meeting held on 27 September 2016 (to be left on the table half-an-hour prior to the meeting).

The Minutes of the Meeting held on 27 September 2016 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.

There were no declarations of interest raised under this heading.

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

The Executive Forward Programme was approved.

RESOLVED  that the Executive Forward Programme be approved.

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 report provides a mid-year review of the 2016/17 budget for the General Fund and the Housing Revenue Account against forecast to 31 March 2017, based on the latest information available.  An update on the Housing Revenue Account Business Plan review was requested by the Council in February.

Recommendation

It is recommended that the Executive notes the report and

1.            agrees a supplementary estimate of £11,000 to cover the cost of waste collection on New Years’ Eve, as set out in paragraph 6 (ii);

2.            agrees a supplementary estimate of £30,000 for external legal costs regarding the Development Control appeal set out in paragraph 8;

3.            agrees that the current Council Tax Support Scheme remains unchanged for 2017/18, as set out in Paragraph 9;

4.            agrees a revision to Annexe 3 of the Annual Investment Strategy by increasing the total investment limit for any approved group from £15m to £20m, with £10m becoming the maximum with any single member of that group as set out in paragraph 17;

5.            recommends to Council to approve the rescheduling of £92,000 for Farnham Museum into 2017/18 as detailed in paragraph 21 (i);

6.            recommends to Council to approve the rescheduling of £80,000 for Gostrey Meadow Pavilion into 2017/18 as detailed in paragraph 21 (ii);

7.            recommends to Council to approve a virement from High Street Haslemere car park for Car Parks Rolling Maintenance of £70,000, as set out in paragraph 22 (ii);

8.            recommends to Council to approve a virement from Office Lighting replacement (£62,000) and Electricity meter installation (£5,000) to Installation of heating system at Cranleigh Leisure Centre as set out in paragraph 22 (iii);

9.            recommends to Council to approve the rescheduling of £900,000 for Manfield Park Industrial Units into 2017/18 as detailed in paragraph 23;

10.         recommends to Council to approve the rescheduling of £780,000 for Frensham Common Site Redevelopment into 2017/18 as detailed in paragraph 24;

11.         recommends to Council to approve the rescheduling of £250,000 for Windows & Doors into 2017/18 as detailed in paragraph 36;

12.         recommends to Council to approve the rescheduling of £100,000 for Roofing and Associated works into 2017/18 as set out in paragraph 37;

13.         recommends to Council to agree a virement from Structural & Damp works  of £250,000 for Responsive Repair works as set out in paragraph 38;

14.         agrees to reschedule £25,000 of the Fire Walls budget into 2017/18 as set out in paragraph 39;

15.         recommends to Council to agree a virement from Professional fees of £215,000 for Void Repair works as set out in paragraph 40;

16.         recommends to Council to approve the rescheduling of £50,000 for Cranleigh Day Centre as set out in paragraph 42; and

17.         agrees a virement from the Ockford Ridge demolition budget into the Ockford Ridge Show homes budget of £49,000 as detailed in paragraph 44.

The Executive has noted the report and

1.            agreed a supplementary estimate of £11,000 to cover the cost of waste collection on New Years’ Eve, as set out in paragraph 6 (ii);

2.            agreed a supplementary estimate of £30,000 for external legal costs regarding the Development Control appeal set out in paragraph 8;

3.            agreed that the current Council Tax Support Scheme remains unchanged for 2017/18, as set out in Paragraph 9;

4.            agreed a revision to Annexe 3 of the Annual Investment Strategy by increasing the total investment limit for any approved group from £15m to £20m, with £10m becoming the maximum with any single member of that group as set out in paragraph 17;

5.            approved a virement from the Ockford Ridge demolition budget into the Ockford Ridge Show homes budget of £49,000, as detailed in paragraph 44; and

6.            agreed to reschedule £25,000 of the Fire Walls budget into 2017/18 as set out in paragraph 39.

[CORPORATE OVERVIEW AND SCRUTINY COMMITTEE]

The Executive has also agreed to RECOMMEND to the COUNCIL that

7.            the rescheduling of £92,000 for Farnham Museum into 2017/18 be approved, as detailed in paragraph 21 (i);

8.            the rescheduling of £80,000 for Gostrey Meadow Pavilion into 2017/18 be approved, as detailed in paragraph 21 (ii);

9.            a virement from High Street Haslemere car park for Car Parks Rolling Maintenance of £70,000 be approved, as set out in paragraph 22 (ii);

10.         a virement from Office Lighting replacement (£62,000) and Electricity meter installation (£5,000) to Installation of heating system at Cranleigh Leisure Centre be approved, as set out in paragraph 22 (iii);

11.         the rescheduling of £900,000 for Manfield Park Industrial Units into 2017/18 be approved, as detailed in paragraph 23;

12.         the rescheduling of £780,000 for Frensham Common Site Redevelopment into 2017/18 be approved, as detailed in paragraph 24;

13.         the rescheduling of £250,000 for Windows & Doors into 2017/18 be approved, as detailed in paragraph 36;

14.         the rescheduling of £100,000 for Roofing and Associated works into 2017/18 be approved, as set out in paragraph 37;

15.         a virement from Structural & Damp works of £250,000 for Responsive Repair works be approved,  as set out in paragraph 38;

16.         a virement from Professional fees of £215,000 for Void Repair works be agreed, as set out in paragraph 40; and

17.         the rescheduling of £50,000 for Cranleigh Day Centre be approved, as set out in paragraph 42.

[This item is recommended to the Council for decision and is not subject to the call-in procedure]

78.1    The Executive has considered the budget management and mid-year review report for the general Fund and Housing Revenue Account against the budget forecast to 31 March 2017.  The Executive

RESOLVED that

1.            a supplementary estimate of £11,000 be agreed to cover the cost of waste collection on New Years’ Eve;

2.            a supplementary estimate of £30,000 be agreed for external legal costs regarding the Development Control appeal;

3.            the current Council Tax Support Scheme remains unchanged for 2017/18;

4.            a revision to Annexe 3 of the Annual Investment Strategy be agreed to increase the total investment limit for any approved group from £15m to £20m, with £10m becoming the maximum with any single member of that group;

5.            a virement from the Ockford Ridge demolition budget into the Ockford Ridge Show homes budget of £49,000 be approved; and

6.            £25,000 of the Fire Walls budget be rescheduled into 2017/18.

78.2    The Executive went on to consider a number of items that require Council approval, the details of which are set out below.  The General Fund Capital programme is monitored each quarter.  The total capital programme budget for 2016/17 is made up as follows:

78.3    The table below summarises current performance to date:

a.         Customer & Corporate

       i.        Farnham Museum works will not take place this year as temporary fix works have been undertaken and the works can now be deferred. Therefore it is suggested that this project should take place next financial year and that the budget of £92,000 is rescheduled to allow the works to be completed.

      ii.        The project at Gostrey Meadow Pavilion will not take place this financial year. Preparation for this project is taking place however it is foreseen that spend on this project will not be incurred before March 2017 and it is therefore requested that the full £80,000 budget is rescheduled into 2017/18.

    iii.        It is suggested that the Document Management project should no longer be undertaken. After further review it has been determined that there is currently no business case for this investment and the full budget of £60,000 will be a saving. The team is focussing on clearing other scanning  ...  view the full minutes text for item 78.

The purpose of the report is to recommend that the Ewhurst Conservation Area Appraisal (CAA) be adopted by the Council as a material consideration and used in the determination of any application for planning permission and listed building consent within the Conservation Areas (CA).

Recommendation

It is recommended to the Council that the CAA for Cranleigh be adopted as a material planning consideration. This will include the following amendments to the boundary:

• Extension:   Church cemetery, Village Hall and surrounding properties
• Extension:   Curtilage of The Old Rectory
• Extension:   Properties to the south west of Garlands
• Extension:   Garden of Mundy’s Hill
• Removal:      Field to the west of Shere Road
• Removal:      Field at High Edser Farm

·        Removal:      Ballindyne, Ockley Road

The Executive has agreed to RECOMMEND to the COUNCIL that the CAA for Ewhurst be adopted as a material planning consideration. This will include the following amendments to the boundary:

• Extension:      Church cemetery, Village Hall and surrounding properties
• Extension:      Curtilage of The Old Rectory
• Extension:      Properties to the south west of Garlands
• Extension:      Garden of Mundy’s Hill
• Removal:        Field to the west of Shere Road
• Removal:        Field at High Edser Farm

·        Removal:        Ballindyne, Ockley Road

[This item is recommended to the Council for decision and is not subject to the call-in procedure]

79.1    Ewhurst is one of 43 Conservation Areas (CAs) in Waverley. In 2011, the Executive agreed a programme for the commencement of CAAs which has been extended to 2020. Prior to the programme 4 CAAs had been adopted. Since the programme has commenced, 9 CAAs have been adopted, Ewhurst will be the 10th to be adopted in the programme alongside Ewhurst Green.      

79.2    The need to undertake CAAs is set out in the Planning (Listed Building and Conservation Areas) Act 1990 (Section 71) and is supported through saved policy HE8 of the Waverley Local Plan and Emerging Local Plan Policy HA1.

79.3    CAAs are undertaken to identify and explain the character of the Conservation Area (CA).  This document will identify the specific qualities of the Cranleigh CA and thereby help to manage change within the area.  The Management Plan section also identifies a variety of projects that should be implemented to preserve and enhance the area.

79.4    It is considered pertinent for Waverley to undertake CAAs and this process allows for a review of the boundary and an assessment of adjacent areas to evaluate whether the boundary should be extended.

79.5    Four extensions were proposed to the existing CA boundary and formed part of the consultation. Additionally three areas were proposed to be removed from the CA.  These are detailed within the CAA document, which is attached at Annexe 1. 

79.6    Once the document is adopted, it will be fully published to incorporate additional photographs and be published on the Waverley website.

79.7    Ewhurst CAA has been subject to a robust consultation process to ensure residents and interested stakeholders had the opportunity to comment.  A walkabout was conducted with the Local Councillor and representatives from the Parish Council.  A public consultation was undertaken to support the development of the CAA and to ask the public’s views of the proposed extensions.  8 responses were received to the consultation and were summarised in the Consultation Statements considered by the Executive.  The Executive now

RECOMMENDS that

68.       the Conservation Area Appraisal (CAA) for Ewhurst be adopted as a material planning consideration, to include the following amendments to the boundary:

·                     Extension:    Ewhurst Burial Ground, Village Hall and surrounding properties

·                     Extension:    Curtilage of The Old Rectory

·                     Extension:    Properties to the south west of Garlands

·                     Extension:    Garden of Mundy’s Hill

·                     Removal:      Field to the west of Shere Road

·                     Removal:      Field at High Edser Farm

·                     Removal:      Ballindyne, Ockley Road

[Reason: to recommend adoption of a Conservation Area Appraisal as a material planning consideration]

The purpose of the report is to recommend that the Ewhurst Green Conservation Area Appraisal (CAA) be adopted by the Council as a material consideration and used in the determination of any application for planning permission and listed building consent within the Conservation Areas (CA).

Recommendation

It is recommended to the Council that the CAA for Ewhurst Green be adopted as a material planning consideration. This will include the following amendments to the boundary:

• Extension:   Garden of Burstowes Croft
• Extension:   Curtilage of Runbeams Farm
• Removal:      Garden of Runbeams Cottage
• Removal:      Southern tip on Horsham Road and land at Hilltop View

The Executive has agreed to RECOMMEND to the COUNCIL that the CAA for Ewhurst Green be adopted as a material planning consideration. This will include the following amendments to the boundary:

• Extension:      Garden of Burstowes Croft
• Extension:      Curtilage of Runbeams Farm
• Removal:        Garden of Runbeams Cottage
• Removal:        Southern tip on Horsham Road and land at Hilltop View

[This item is recommended to the Council for decision and is not subject to the call-in procedure]

80.1    Ewhurst Green is one of 43 Conservation Areas (CAs) in Waverley. In 2011, the Executive agreed a programme for the commencement of CAAs which has been extended to 2020. Prior to the programme 4 CAAs had been adopted. Since the programme has commenced, 9 CAAs have been adopted, Ewhurst Green will be the 11th to be adopted in the programme alongside Ewhurst.      

80.2    The need to undertake CAAs is set out in the Planning (Listed Building and Conservation Areas) Act 1990 (Section 71) and is supported through saved Policy HE8 of the Waverley Local Plan and Emerging Local Plan Policy HA1.

80.3    CAAs are undertaken to identify and explain the character of the Conservation Area (CA).  This document will identify the specific qualities of the Cranleigh CA and thereby help to manage change within the area.  The Management Plan section also identifies a variety of projects that should be implemented to preserve and enhance the area.

80.4    It is considered pertinent for Waverley to undertake CAAs and this process allows for a review of the boundary and an assessment of adjacent areas to evaluate whether the boundary should be extended.

80.5    Two extensions were proposed to the existing CA boundary and formed part of the consultation. Additionally three areas were proposed to be removed from the CA.  These are detailed within the CAA document, which is attached at Annexe 2  Once the document is adopted, it will be fully published to incorporate additional photographs and be published on the Waverley website.

80.6    Ewhurst Green CAA has been subject to a robust consultation process to ensure residents and interested stakeholders had the opportunity to comment.  A walkabout was conducted with the Local Councillor and representatives from the Parish Council. A public consultation was undertaken to support the development of the CAA and to ask the public’s views of the proposed extensions. 

80.7    14 responses were received to the consultation and were summarised in the separate Consultation Statements which were considered by the Executive.  Following consultation and consideration of the responses, one area (land at Chanrossa) originally proposed for exclusion is proposed to be retained in the Conservation Area.  The Executive now

RECOMMENDS that

69.       the Conservation Area Appraisal (CAA) for Ewhurst Green be adopted as a material planning consideration,  to include the following amendments to the boundary:

·         Extension:          Garden of Burstowes Croft

·         Extension:          Curtilage of Rumbeams Farm

·         Removal:            Garden of Rumbeams Cottage

·         Removal:            Southern tip on Horsham Road and land at Hilltop View

[Reason: to recommend adoption of a Conservation Area Appraisal as a material planning consideration]

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

The report seeks approval to transfer the provision of the payroll service to the MidlandHR payroll bureau following the imminent closure of the Epsom & Ewell Council payroll bureau shared service.

Recommendation

It is recommended that the Executive agrees that

1.            the payroll service be transferred to MidlandHR following the Epsom and Ewell termination of the payroll bureau shared service, and

2.            the hosting of the iTrent system be transferred from Tandridge to MidlandHR.

The Executive has agreed that

1.            the payroll service be transferred to MidlandHR following the Epsom and Ewell termination of the payroll bureau shared service;

2.            the hosting of the iTrent system be transferred from Tandridge to MidlandHR; and

3.         the authority enters into a contract with Midland HR to provide the payroll function at Waverley BC.

[CORPORATE OVERVIEW AND SCRUTINY COMMITTEE]

RESOLVED  that

1.            the payroll service be transferred to MidlandHR following the Epsom and Ewell termination of the payroll bureau shared service;

2.            the hosting of the iTrent system be transferred from Tandridge to MidlandHR; and

3.         the authority enters into a contract with Midland HR to provide the payroll function at Waverley BC.

[Reason: to consider options and agree the way forward for the future provision of the payroll service]

The report seeks authority to commission and fund a Strategic Review of Waverley Borough Council to support the Council’s delivery of high quality services.

Recommendation

It is recommended that the Executive agrees to a supplementary estimate of £12,000 to fund the appointment of an external consultancy to complete a Strategic Review by the end of December 2016, to be funded from the Revenue Reserve.

The Executive has agreed to a supplementary estimate of £12,000 to fund the appointment of an external consultancy to complete a Strategic Review by the end of December 2016, to be funded from the Revenue Reserve.

RESOLVED  that a supplementary estimate of £12,000 be agreed to fund the appointment of an external consultancy to complete a Strategic Review by the end of December 2016, to be funded from the Revenue Reserve.

[Reason: to seek authority to commission and fund a strategic review]

The purpose of the report is to determine Fixed Penalty Notice fine levels for fly-tipping under the Unauthorised Deposit of Waste (Fixed Penalties) Regulations 2016 in force from 9 May 2016.

Recommendation

It is recommended that the level of the fine for fixed penalty notices for fly-tipping be set at £400, with a discount to £300 if paid within 10 days.

The Executive has agreed that the level of the fine for fixed penalty notices for fly-tipping be set at £400, with a discount to £300 if paid within 10 days.

[COMMUNITY OVERVIEW AND SCRUTINY COMMITTEE]

RESOLVED  that the level of the fine for fixed penalty notices for fly-tipping be set at £400, with a discount to £300 if paid within 10 days.

[Reason: to determine fixed penalty notice fine levels for fly-tipping in the Borough]

This is a Council-approved scheme and the purpose of this report is to seek approval to appoint a build contractor for the development at Nursery Hill, Shamley Green.

Recommendation

It is recommended that the Executive approves the appointment of the preferred Contractor 3, following the successful completion of the second stage of the tender process in accordance with the Council’s Contract Procedure Rules, subject to the final contract sum being within the approved budget and in consultation with the Director of Resources and the Portfolio Holders for Housing and Finance.

The Executive has approved the appointment of the preferred Contractor 3, following the successful completion of the second stage of the tender process in accordance with the Council’s Contract Procedure Rules, subject to the final contract sum being within the approved budget and in consultation with the Director of Resources and the Portfolio Holders for Housing and Finance.

[CORPORATE OVERVIEW AND SCRUTINY COMMITTEE]

RESOLVED  that the appointment of the preferred Contractor 3 be approved, following the successful completion of the second stage of the tender process in accordance with the Council’s Contract Procedure Rules, subject to the final contract sum being within the approved budget and in consultation with the Director of Resources and the Portfolio Holders for Housing and Finance.

[Reason: to seek approval for the appointment of a build contractor]

This is a Council-approved scheme and the purpose of this report is to seek approval to appoint a build contractor for the development of the parking area adjacent to 75 Sherrydon, Cranleigh, following a tender process.

Recommendation

It is recommended that the Executive approves:

1.         the appointment of the preferred build contractor following the successful completion of the tender process, in accordance with the Council’s Contract Procedure Rules, subject to the contract sum being within the approved budget, and in consultation with the Director of Finance and Resources and the Portfolio Holders for Housing and Finance; and

2.         the rescheduling of £60,000 budget from 2017/18 forward into 2016/17 to allow construction works to begin.

The Executive has approved:

1.         the appointment of the preferred build contractor following the successful completion of the tender process, in accordance with the Council’s Contract Procedure Rules, subject to the contract sum being within the approved budget, and in consultation with the Director of Finance and Resources and the Portfolio Holders for Housing and Finance; and

2.         the rescheduling of £60,000 budget from 2017/18 forward into 2016/17 to allow construction works to begin.

[CORPORATE OVERVIEW AND SCRUTINY COMMITTEE]

RESOLVED  that

1.         the appointment of the preferred build contractor following the successful completion of the tender process be approved, in accordance with the Council’s Contract Procedure Rules, subject to the contract sum being within the approved budget, and in consultation with the Director of Finance and Resources and the Portfolio Holders for Housing and Finance; and

2.         the rescheduling of £60,000 budget from 2017/18 forward into 2016/17 to allow construction works to begin be agreed.

[Reason: to seek approval to appoint a build contractor]

To note the following action taken by the Executive Director after consultation with the Chairman and Vice-Chairman since the last meeting.  The Register of Decisions will be laid on the table half an hour before the meeting:

            Appointment of Examiner for the Farnham Neighbourhood Plan

To authorise the appointment of Intelligent Planning and Examinations (IP) Ltd to undertake the examination of the Farnham Neighbourhood Plan, with Mr Derek Stebbing as the examiner, on the terms and conditions set out in the appointment letter dated 15 September 2016, at an estimated costs of £15,000 to be met from the Neighbourhood Planning Grant.

The Executive noted the following action taken by the Executive Director after consultation with the Chairman and Vice-Chairman since its last meeting:

i.          Appointment of Examiner for the Farnham Neighbourhood Plan

            To authorise the appointment of Intelligent Planning and Examinations (IP) Ltd to undertake the examination of the Farnham Neighbourhood Plan, with Mr Derek Stebbing as the examiner, on the terms and conditions set out in the appointment letter dated 15 September 2016, at an estimated cost of £15,000 to be met from the Neighbourhood Planning Grant.