Agenda and minutes

To confirm the Minutes of the Meeting held on 1 November 2016 (to be laid on the table for half-an-hour before the meeting).

The Minutes of the Meeting held on 1 November 2016 were confirmed and signed as a correct record.

To receive apologies for absence.

Apologies for absence were received from Cllr Brian Adams.  The Executive wished him well and a speedy recovery.

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.

Cllr Tom Martin declared a non-pecuniary interest in Agenda Item 25 as a Director of the Holloway Hill Sports Association and because his interest could be considered as so significant as to undermine his objectivity, he withdrew from the Chamber during consideration of the item.

To receive any questions received from members of the public for which notice has been given in accordance with Procedure Rule 10. 

The deadline for submission of questions is 5pm on Tuesday 22 November 2016.

The Executive received the following questions in accordance with Procedure Rule 10 and the answers given by the Leader of the Council are set out below each question:

1.         from Mr Alasdair Denton-Miller and Betty Ames

Given that there is a Complaint regarding the Council’s due process in approving the Dunsfold Park Commercial Application (WA/2015/0695).

And that this complaint has been through the full process of Waverley’s Complaints Procedure culminating with review by Paul Wenham who recommended passing it to the Local Government Ombudsman if Waverley’s response to the complaint was considered to not have been correctly dealt with.

And that this complaint is now with the Local Government Ombudsman (LGO Ref: 16 010 388) who have assigned an Investigation Team as they have concluded that further consideration is required.

Given that this ongoing complaint considers Waverley’s failure to follow due process for matters related to Dunsfold Park, including traffic and other matters.

And that Surrey County Council Highways object to further development at Dunsfold Park on grounds of sustainability

Can the Executive explain how considering WA/2015/2395 before the outcome of the Ombudsman’s finding and the Examination in Public of the Local Plan is anything but premature?

Proposed Answer:

As acknowledged in the question submitted by Mr Denton-Miller and Mrs Betty Ames, earlier this year the Council considered a complaint about the due process followed in approving application WA/2015/0695 for the erection of six buildings on Dunsfold Park. 

In July this year, the complaint was reviewed by the Executive Director, Paul Wenham, under Level 3 of the Council’s complaints procedure. When Members weighed this objection against policies in the Local Plan and the National Planning Policy Framework, they agreed that the benefits of the scheme outweighed the harm identified by the Highway Authority.   Mr Wenham concluded that the application had been dealt with in accordance with the Council’s normal procedures for determining planning applications, and that there had been no errors in this process. 

The planning permission granted in respect of WA/2015/0695 was not the subject of a judicial review and remains a sound, valid and extant planning permission.

In accordance with the Planning Act, the determination of planning applications by the Joint Planning Committee, including any decision to delay making a decision, must be taken in the light of the Development Plan and any other material considerations.  The current process complaint regarding WA/2015/0695 is not considered to be a material consideration.

Furthermore, the Council considers that application WA/2015/2395 is a completely separate application to WA/2015/0695 and the fact that there is currently a process complaint relating to the earlier application, has no bearing on the determination of application WA/2015/2395.   This view is supported by National Planning Policy Guidance.

Finally, the Executive has no power to make decisions regarding planning applications; this is the role of the Joint Planning Committee. 

The Council is aware that the complainants have now raised their concerns about the determination of application WA/2015/0965 with the Local Government Ombudsman.  However it is understood that the Ombudsman’s  ...  view the full minutes text for item 90.

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 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. 

Recommendation

It is recommended that the Executive notes the report and

1.            recommends to Council that approval be given to the creation of a new permanent Environmental Services Assistant post to be funded from the increased number of customers for the garden waste collection service, as set out in paragraph 5 (iii);

2.            approves the additional supplementary estimate of £10,000 for external legal costs regarding Development Control appeals, as set out in paragraph 6 (i);

3.            recommends to Council to earmark up to £50,000 of the leisure centre profit share in 2016/17 to undertake an options appraisal for future leisure centre investment and the development of the management contract as set out in paragraph 7;

4.            recommends to Council to approve the rescheduling of £50,000 of the roofline budget into 2017/18 as set out in paragraph 19 (i);

5.            recommends to Council to approve the rescheduling of £65,000 of the sewerage plant budget into 2017/18 as set out in paragraph 20 (ii);

6.            recommends to Council to approve the virement of £90,000 from the Structural works budget, £70,000 to the former Police House scheme in Farnham and £20,000 to the lift refurbishment budget as set out in paragraph 20 (iii);

7.            recommends to Council to approve the rescheduling of £70,000 of the timber cladding replacement budget into 2017/18 as set out in paragraph 20 (iv);

8.            recommends to Council to approve the rescheduling of £135,000 from the Domestic Heating Upgrades budget into 2017/18 as set out in paragraph 21 (i);

9.            approves a virement of £10,560 from the Rewiring budget into the Electrical Upgrade budget as set out in paragraph 21 (ii);

10.         approves a virement of £20,000 from Structural works into the Lift refurbishment budget as set out in paragraph 21 (iii);

11.         recommends to Council to approve the rescheduling of £50,000 for Flat Block Communal Upgrades into 2017/18 as set out in paragraph 22 (i); and

12.          recommends to Council to approve the rescheduling of £800,000 for Ockford Ridge refurbishment – Phase 2 into 2017/18 as set out in paragraph 25.

91.1    The Executive considered the budget management report reviewing the 2016/17 budget for the General Fund and Housing Revenue Account and RESOLVED that approval be given to additional supplementary estimate of £10,000 for external legal costs regarding Development Control appeals.

91.2    The Executive went on to consider a number of items within the report that require Council approval, the details of which are set out below.

91.3    Garden waste subscriptions continue to increase and for team stability and resilience it will be beneficial if the long-standing temporary post of Environmental Services Assistant becomes a permanent post. The existing budget for the temporary post will not cover the period beyond November 2016. The garden waste subscriptions will result in a surplus on the scheme but will also generate additional workload. The continuance of the additional post will be funded by the income generated from the additional garden waste subscriptions; therefore, the recommendation is to fund a permanent post from garden waste subscriptions.

91.4    The profit share that Waverley receives from the operation of its leisure centres is projected to be in excess of budget in 2016/17 due to strong performance of the centres and high demand for the new facilities provided as part of the Council’s leisure investment programme. Phase two of the investment programme is currently being planned which will bring further improvements for users and an improved return to the Council in addition to managing the significant lifecycle cost risk in some of the older facilities in the coming years. These plans will be considered by the Council in 2017. To help inform these plans and identify the full range of options, it is proposed to set aside up to £50,000 of the above-budget profit share in 16/17 to undertake the necessary specialist leisure, property and legal work to inform the options appraisal for future leisure centre investment and development of the management contract.

91.5    With regard to the Housing Revenue Account Core Capital, As part of the Roofing and Associated Works, It is requested that £50,000 of the roofline budget be rescheduled into 2017/18 budget to enable this work to be completed

91.6    With regard to Structural and Damp Work, a saving of £50,000 will be achieved on the External Wall finish this year. 

91.7    For the Sewerage Plant, investigation and resolution of legal issues have delayed this project and it is requested that the £65,000 budget is rescheduled to 2017/18.  In terms of structural works, additional savings of £90,000 have been achieved through the disposal rather than refurbishment of properties requiring major structural works. 

a.    £35,000 is requested to be vired to fund the water main works at the former Police Houses in Farnham;

b.    £35,000 is requested to be vired to fund heating for the former Police Houses in Farnham; and

c.    £20,000 vired to fund lift refurbishment.

91.8    A pilot timber clad replacement programme only will be undertaken this year to be followed by completion of the project in 2017/18. It is requested  ...  view the full minutes text for item 91.

The purpose of the report is to set out the principles for the Housing Revenue Account Business Plan following the work undertaken by the Member and Officer Group to review the plan in response to the statutory and funding changes and challenges. 

Recommendation

It is recommended that the Executive recommends to Council:

1.         to agree the measures set out in the report to balance the HRA Business Plan over the next 3 financial years;

2.         to agree draft headline budget figures noting that final figures will be presented to Council in February for approval

3.           to delegate authority to the Director of Operations and Director of Finance and Resources , in consultation with the Portfolio Holder for Housing and Portfolio Holder for Finance, to vary or terminate the kitchen and bathroom contract.

92.1    The HRA Business Plan is a thirty year model for delivering the housing landlord service.  Tenants’ rents finance the majority of the plan with some contributions from sales, grants and commissions.

92.2    The HRA Business Plan was developed in 2012 when the Council became self financing at the end the national housing subsidy regime. The Council agreed that any surplus following the management and maintenance (running costs of the service) would be divided between affordable homes, stock improvements and debt repayment.

92.3    The plan was created on the assumption of RPI + 0.5% rent increase per year.  For the first time in many years the Council was able to identify funds for new council homes and major home improvement projects.

92.4    In the July 2015 Chancellor’s budget the Government announced that all social housing providers must reduce their rents by 1% each year for a four year period commencing 1 April 2016.  The change was intended to reduce the national benefit bill and the Government challenged all social housing providers to become more efficient and inventive.  The rent reduction results in a £12.4m loss to the projected income for the business plan over the four year period with a cumulative impact of £167m loss over the remainder of the 30 year Business Plan period.

92.5    In addition to the loss of projected income a range of other initiatives and factors will influence the Business Plan.  The Council in February 2016 agreed a balanced budget for 2016/17 but identified the need to find £13m savings over the following three years plus significant scaling back of capital spending to meet the reduced funding from the Business Plan.

92.6    The Housing and Planning Act 2016 introduced the High Value Vacant Asset Levy and Pay to Stay initiative.  Under the levy local authorities with council homes will be required to sell a proportion of high value homes as they become vacant and return receipts to the Treasury.  Approximately 250 homes become vacant a year and potentially 20% of Waverley’s homes could be classed as high value. 

92.7    The service is further challenged financially by reductions in grants and commissions.  The future of Housing Related Support funding from Surrey County Council is unknown and Waverley is expected to lose commission from Thames Water and be liable for tenant refunds.  The service is due to reconsider the repair and maintenance contracts in 2019.  A financial provision will be required for these negotiations and potential tendering. 

92.8    The 2012 business plan projections on the number of new homes delivered and therefore rent projections was optimistic (in hindsight) and needs to be recalculated to reflect the true delivery.  A Member and Officer group was created to consider these challenges to the business plan and develop a revised plan.

92.9    The Group agreed four key principles to work to when reviewing the HRA business plan:

§  to maximise net income

§  to provide good quality homes and maintain the value of the Council’s asset

§  to contribute to  ...  view the full minutes text for item 92.

The report provides an update on the progress with Local Plan Part 1: Strategic Policies and Sites, following the recent pre-submission consultation.  The views of the Joint Overview and Scrutiny Committee have been sought and any observations for the Executive will be circulated separately after 21 November 2016.

Recommendation

It is recommended that the Executive recommends to Council that:

1.            the Waverley Borough Local Plan Part 1 be submitted for Examination together with the schedule of proposed modifications; and

2.         the Head of Planning Services, in consultation with the Planning Portfolio Holder, be authorised to make any necessary changes to the schedule of modifications arising from the updating of the supporting evidence base prior to the submission.

This item was considered at an Extraordinary Council Meeting which took place immediately after the Executive meeting on 29 November 2016 and is reported in a separate minute.

The report updates Members on the Government’s Syrian Refugee Resettlement Programme and recommends that the Council participates in the Vulnerable Persons Relocation Scheme for five years with a commitment to assist up to 5 households over this period.

Recommendation

The Executive are asked to recommend to the Council that it agrees that:

1.   the Family Support Team be increased by 1 FTE to enable the service to respond to the needs of current Waverley families, paid for from the Government’s Troubled Families Grant;

2.    Waverley participates in the Government’s Vulnerable Persons Relocation Scheme by offering to assist up to five Syrian Refugee Households over the next five years; and

3.   an additional post of Family Co-ordinator (Post TF05) in the Family Support Team be established to facilitate Waverley’s participation in the Government’s Vulnerable Persons Relocation Scheme and paid for from the Government’s funding for the Syrian Refugee Resettlement Programme. 

94.1    The Government has introduced the Vulnerable Persons Relocation Scheme in response to the continued conflict in Syria.  The Government has pledged to resettle 20,000 Syrian refugees over 5 years from refugee camps bordering Syria under this scheme and has invited Councils to participate.

94.2    The Scheme aims to provide assistance and resettlement for the most vulnerable refugee households living in camps bordering Syria. Under the scheme, the Home Office (via the United Nations High Commission for Refugees or UNHCR) will identify vulnerable households in the camps, handle their refugee applications and carry out the essential screening/vetting checks prior to them travelling to the UK.

94.3    To date relatively few Syrian Refugee families have been resettled in the UK and significant further progress will need to be made across the country if the Government’s pledge is to be met.  In Surrey, the majority of boroughs and districts have now indicated their intention to take part in the scheme and a small proportion of these have started to receive families.

94.4    A key aspect of the scheme is the requirement on the Council to provide a home for the household for at least the first 12 months and ideally for a period of 2 years from their date of arrival. This must be a self-contained furnished home. It can be a privately rented home but importantly it cannot constitute ‘lodging with a host family’.  Those Councils in Surrey who have agreed to participate in the Scheme are primarily looking to secure private rented accommodation rather than accessing social housing. 

94.5    In addition to providing a home, the Council would also need to provide support and assistance to a household to enable them to adapt to a new country and integrate into the local community. This would involve specialist casework support and assistance with access to education, health care and language skills for example, for at least their first 12 months.   The Council’s Family Support Service is best placed to provide this intensive and tailored support and ensure that relevant specialist agencies and local community organisations are actively involved. 

94.6    Households are given refugee status for 5 years and this carries eligibility to work and claim welfare benefits including Housing Benefit where necessary. Should the conflict in Syria ease then it is possible their permission to remain in the UK could change but in any event, it would be expected that, over time, households would become less dependent and more self sufficient, particularly in terms of securing employment and be in a position to secure their own accommodation longer term.

94.7    Across Surrey a co-ordinating group has been established to help plan and facilitate support provided by the County and to share learning developed at a Borough and District level.  Waverley is already represented on this group. 

94.8    Funding is available from the Home Office to cover a range of expenses equivalent to approximately £8,600 per household member for the first year (ie up to £32,000 for a family of four)  ...  view the full minutes text for item 94.

The report seeks approval for proposed changes to the Scheme of Delegation for Neighbourhood Planning, designed to add clarity and achieve the optimum level of efficiency and political involvement at each stage. 

Recommendation

It is recommended that the Executive agrees the proposed changes set out in paragraph 5 and recommends to the Council that the Scheme of Delegation be amended accordingly.

95.1    Introduced by the Localism Act in 2011, Neighbourhood Plans give local communities a way to decide the future of their places.  To date, eleven neighbourhood areas have been designated in Waverley, of which the Farnham Neighbourhood Plan is most advanced with an examination hearing planned for 25 November 2016. 

95.2    Nationally and locally, there is continued interest in Neighbourhood Planning and the Planning Service needs clear guidelines under which to operate. Time limits are increasingly being introduced by Government in a drive to progress Neighbourhood Plans more quickly and therefore Officers need additional delegated powers in order to comply with new regulations.

95.3    Currently, the Scheme of Delegation refers only to designating the Neighbourhood Area application that cover the whole of a Parish Council area (para 105 - see below) but there are other stages of the process that need clarity under the scheme.  The proposed changes are based on whether the decision to be taken is a technical one, or if Council judgement is required.  It is requested that the Executive approves the proposals and recommends them to the Council for the scheme of delegation to be amended accordingly.

95.4    It is proposed that the Scheme of Delegation be amended as follows:

Current

Proposed

95.5    The three areas where there is no consultation with Members relate to technical procedures of publicising a previous decision by posting a notice on our website or a technical assessment of whether the submitted documents meet the legal requirements.  Where the involvement of the Portfolio Holder or awareness amongst other Council Members is recommended, this is reflected in the proposals.  There are three key stages for this:

·        on initial receipt of the application to designate an area,

·        when the decision to designate or refuse an application is made, 

·        and when the results of the examination are known and a decision to process to referendum is required. 

95.6    In terms of public visibility of the process, it is important to remember that  ...  view the full minutes text for item 95.

The purpose of the report is to inform the Executive of developments in the allocation of the Better Care Fund for home adaptations and suggests proposals for making best use of the funding.

Recommendation

It is recommended to the Council that:-

1.            the Better Care Fund be used to pay for works under the Safe and Warm Grant scheme;

2.            the current delegation 36 be amended to now read as follows “Private Sector Housing Manager to exercise authority to approve payments of up to £5,000 for urgent or minor adaptations and fees associated with disabled adaptations using the Better Care Fund or equivalent funding” and the Scheme of Delegation be amended accordingly;

3.            the current delegation 35 be amended so that the last sentence now reads as follows “any recommendation for a grant exceeding £30,000 to be referred to the Director of Operations for a decision” and the Scheme of Delegation be amended accordingly; and

96.1    From 2015/16, the government funding to local authorities towards the cost of Disabled Facilities Grants (DFGs) and home adaptations has come from the Department of Health (DH) and is paid through the Better Care Fund (BCF). There was a slight increase in the amount of funding received by Waverley Borough Council in 2015/16 (£323,000) and a much more substantial increase was made in 2016/17 (£585,000). The funding was received in full in June 2016. The Spending & Autumn Statement 2015 announced that funding towards DFGs would rise by more than 100% by 2019/20.

96.2    The view of the DH is that the increased funding provides an ideal opportunity to review and improve current systems of working between the NHS, Social Care and Housing, to work towards achieving a shared aim of enabling healthy, safe, independent living at home for disabled and older people. It has highlighted the need for areas to think strategically about the use of home aids, adaptations and use of technologies to support people in their own homes. One area of concern is the varying levels of waiting times for adaptations around the country and the need to minimise this. Further guidance in the Integration Briefing from Public Health England and Foundations suggests a range of  measures that can be taken to achieve the health and social care outcomes and emphasises that the BCF allocation can be used flexibly to deliver related services to ensure people’s housing is suitable for their needs.

96.3    The ring fencing for use of DFG funding was relaxed in 2008 to include any local authority expenditure incurred under the Regulatory Reform (Housing Assistance) Order 2002 and it was later removed altogether. Delegated authority has been provided to the Private Sector Housing Manager to approve payments of up to £5,000 for urgent adaptations and fees associated with disabled adaptations without the need for formal grant approval.

96.4    The provision of Disabled Facilities Grants remains a mandatory function of the local housing authority. Prior to 2015/16 the DFG allocation was insufficient to meet demand in the Borough and so the Council provided additional funding from its capital budget. However in 2015/16 when the Better Care Fund allocation increased to £323,000, the DFG spend was only £304,000. Prior to the announcement of the increase in BCF for 2016/17, the Council reserved a fund of £28,000 to meet any shortfall in the DFG budget.  Based on current demand the final DFG spend for 2016/17 is likely to be similar to last year.

96.5    In addition the Council provides a discretionary grant, known as the Safe and Warm grant, under its home improvement policy. In 2016/17 the budget for this is £10,000 together with any grant repayments accrued during the year. This grant allows us to provide heating and insulation and remove housing hazards in homes occupied by vulnerable people.

96.6    The main question is how does the Council maximise use of this additional funding to achieve better outcomes for our residents and reduce the impact on  ...  view the full minutes text for item 96.

In the lead up to the conduct of the Police and Crime Commissioner Elections on 5 May 2016 and the Referendum on the United Kingdom’s membership of the European Union on 23 June 2016, representations were submitted to the Returning Officer regarding certain polling places within the Borough.  As a result a review has been undertaken of certain polling places with a view to either confirming their continued suitability or establishing if any suitable alternative options can be put in place where concerns have been raised.

Recommendation

It is recommended that:

1.    agreement be given to the use of Busbridge Church, Brighton Road, Godalming as a polling place instead of Busbridge Junior School;

2.    agreement be given to the use of St. Albans Church Community Hall, Tilford Road, Hindhead as a polling place instead of Beacon Hill Primary School, Beacon Hill Road, Hindhead;

3.    the Common Room, Gorselands, Alma Lane, Farnham remains the designated polling place for the Hale and Heath End ward;

4.    agreement be given to the use of Cranleigh Leisure Centre, Village Way, Cranleigh as a polling place instead of Cranleigh Arts Centre, High Street, Cranleigh;

5.    agreement be given to the use of the Wilfred Noyce Youth and Community Centre, Crown Court, High Street, Godalming as a polling place instead of the Court Room, Borough Hall, Godalming; and

6.    Chichester Hall remains the designated polling place for the Witley and Hambledon ward.

97.1    In the lead up to the conduct of the Police and Crime Commissioner Elections on 5 May 2016 and the Referendum on the United Kingdom’s membership of the European Union on 23 June 2016, representations were submitted to the Returning Officer regarding certain polling places within the Borough.  As a result a review has been undertaken of certain polling places with a view to either confirming their continued suitability or establishing if any suitable alternative options can be put in place where concerns have been raised.

97.2    There are eighty designated polling stations positioned in 53 polling places across the Waverley Borough.  Eight of these polling places are situated in schools.  Some representations received have been regarding the use of schools as polling stations in a year when polls for the Police and Crime Commissioner Elections and the Referendum on the United Kingdom’s membership of the European Union were conducted within seven weeks of each other.

Busbridge Junior School, Brighton Road, Busbridge, GU7 1XA – Bramley Busbridge and Hascombe ward

97.3    Busbridge Junior School is used currently as a single polling station with a current electorate of 661.  Representations have been received requesting that Busbridge Junior School no longer be used as a polling place.  This is due to the disruption caused to pupils and the impact on parents and carers required to make arrangements for childcare on polling day due to the school’s closure, particularly in 2016 with two polls conducted in May and June.

97.4    A review was conducted of the use of Busbridge Junior School in 2013 and its continued use agreed.  It remains the case that use of Busbridge Village Hall is not possible as the facility is used as a private nursery and not available for hire.

97.5    Since the 2013 review, work to address disabled access has been undertaken at Busbridge Church, Brighton Road, GU7 1XA. There is a hall with its own entrance and facilities to the rear of the church.  This hall could accommodate a single polling station. Disabled access is available from Hambledon Road.  There are no parking restrictions on Hambledon Road and polling station staff could be requested to reserve a car parking space for disabled users on the road. It may be possible for arrangements to be made with the village hall to reserve car parking spaces there for electors as an additional option to parking on Hambledon Road. There are two pedestrian access points from Brighton Road, one via steps and the other via a new pathway.  Both the rear and front pathways to the hall are on a slight incline due to the location of the church.  The hall is available for hire.

Beacon Hill Primary School, Beacon Hill Road, Hindhead, GU26 6NR – Hindhead ward

97.6    Beacon Hill Primary School is used currently for two polling stations with a total electorate of 3281.  Representations have been received requesting that an alternative venue be identified for the same reasons as those outlined for Busbridge Junior  ...  view the full minutes text for item 97.

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 approved.

The purpose of the report is to seek approval for:

1.         the 2017/18 council tax base which, under the provisions of the Local Government Finance Act 1992, the Council is required to determine prior to approval of the Council’s budget for 2017/18; and

2.         the business rate forecast process for 2017/18 which, under the provisions of the Local Government Finance Act 2012, forms a major element of Waverley’s estimated core funding for its General Fund Budget.

Recommendation

It is recommended that

1.         the council tax base for Waverley be approved for the year 2017/18, as shown in Annexe 1; and

2.         the business rate estimates for 2017/18 be approved, as set out in the table in paragraph 3. and that authority be delegated to the Director of Finance and Resources, in conjunction with the Finance Portfolio Holder, to make any final changes necessary before the NNDR1 return is submitted to the Government on 31 January 2017.

RESOLVED  that

1.         the council tax base for Waverley be approved for the year 2017/18, as shown in Annexe 1; and

2.         the business rate estimates for 2017/18 be approved, as set out in the table in paragraph 3. and that authority be delegated to the Director of Finance and Resources, in conjunction with the Finance Portfolio Holder, to make any final changes necessary before the NNDR1 return is submitted to the Government on 31 January 2017.

[Reason: to seek approval for the council tax base and the business rate forecast for 2017/18]

Local Plan Part 1 is the first part of the review of the 2002 Waverley Borough Local Plan.  Local Plan Part 2, which will contain day to day development management policies, together with non-strategic allocations of land, will be the second part of the process in replacing the 2002 Local Plan.  The Joint Overview and Scrutiny Committee was asked to consider the scope of the Local Plan Part 2 at its meeting on 21 November 2016 and pass any comments to the Executive, the details of which will be circulated separately.

Recommendation

It is recommended that the Executive agrees the scope of Local Plan Part 2 as set out in Annexe 1 to this report.

RESOLVED  that the scope of Local Plan Part 2, as set out in Annexe 1 to the agenda report, be approved.

[Reason: to agree the scope of Part 2 of the Local Plan]

The purpose of the report is to set out the strategy and timescale for addressing the current contract issues relating to the collection of water charges for Waverley tenants living in properties without water meters serviced by Thames Water.  This includes likely costs, future contract arrangements with Thames Water, tenant consultation and arrangements for providing timely refunds. 

Recommendation

It is recommended that the Executive:

1.            approves the strategy in principle, as set out in the report;

2.            delegates authority to the Director of Operations, in consultation with the Portfolio Holder for Housing, to negotiate a variation in the Thames Water contract to reduce future contract liability; and

3.            receives a further report in March 2017 setting out the feedback from the consultation with tenants, a revised strategy reflecting this feedback, any further external legal advice received and recommending the action to be taken.

RESOLVED  that

1.            the strategy be approved in principle, as set out in the report;

2.            authority be delegated to the Director of Operations, in consultation with the Portfolio Holder for Housing, to negotiate a variation in the Thames Water contract to reduce future contract liability; and

3.            a further report be presented in March 2017 setting out the feedback from the consultation with tenants, a revised strategy reflecting this feedback, any further external legal advice received and recommending the action to be taken.

[Reason: to set out and agree the strategy and timescale for addressing the current contract issues relating to the collection of water charges]

The purpose of the report is to request approval to commence the consultation process to amend Waverley’s Off-Street Parking Order.

Recommendation

It is recommended that officers be authorised to commence the process for amending the WBC Off-Street Parking Places Order.

RESOLVED  that officers be authorised to commence the process for amending the WBC Off-Street Parking Places Order.

[Reason: to seek approval to commence the consultation process to amend the Parking Order]

The purpose of the report is to seek approval for revised proposals for the administration of School Parking Permits.

Recommendation

It is recommended that the proposed policy for school parking permits at Annexe 1, and the proposed numbers of permits set out in the table, be approved.

RESOLVED  that the proposed policy for school parking permits at Annexe 1, and the proposed numbers of permits set out in the table, be agreed.

[Reason: to seek approval for revised proposals for the administration of school parking permits]

On 18 October 2016, the Council formally resolved to appropriate the relevant village green land at Bourne Recreation Ground. 

The purpose of the report is to consider any objections to the proposed disposal of open space and village green land at Bourne Recreation Ground, Farnham, and to determine whether to approve the disposal of land by long lease in order to enable the existing pavilion to be redeveloped.  The proposed pavilion will significantly improve the leisure facilities for local residents.      Any disposal of land must be in accordance with Waverley’s Community Asset Transfer Policy.

Recommendation

It is recommended that the Executive:

1.         delegates authority to officers to seek approval from the Secretary of State in relation to the disposal of village green land at Bourne Recreation Ground;

2.         pursuant to section 233 Town and Country Planning Act 1990, resolves to dispose the land 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;

3.         pursuant to section 123 of the Local Government Act 1972, resolves to dispose of the ancillary land at Bourne Recreation Ground as outlined in red on Plan B (and measuring approximately 1,140 square metres) for improvement of footpaths and the surrounding areas of the pavilion;

4.         delegates authority to the Director of Finance, in consultation with the Finance Portfolio Holder,  to carry out a detailed business case and risk assessment to ensure that the proposed disposal of land at Bourne Recreation Ground to the Bourne Asset Community Group Community Interest Group, is in accordance with Waverley’s Community Asset Transfer Policy;

5.         subject to obtaining Secretary of State approval, delegates authority to officers to complete the lease and necessary legal agreement(s) with the Community Group, in accordance with Waverley’s Community Asset Transfer Policy, such terms and conditions to be agreed by the Director of Finance and Head of Customer and Corporate Services, in consultation with the relevant Portfolio Holder(s).

RESOLVED  that

1.         authority be delegated to officers to seek approval from the Secretary of State in relation to the disposal of village green land at Bourne Recreation Ground;

2.         pursuant to section 233 Town and Country Planning Act 1990, the land at Bourne Recreation Ground be disposed of for planning purposes as outlined in red (and measuring under 209 square metres) on Plan A to enable the development of the new pavilion;

3.         pursuant to section 123 of the Local Government Act 1972, the ancillary land at Bourne Recreation Ground be disposed of, as outlined in red on Plan B (and measuring approximately 1,140 square metres) for improvement of footpaths and the surrounding areas of the pavilion;

4.         authority be delegated to the Director of Finance and Resources, in consultation with the Finance Portfolio Holder,  to carry out a detailed business case and risk assessment to ensure that the proposed disposal of land at Bourne Recreation Ground to the Bourne Asset Community Group Community Interest Company, is in accordance with Waverley’s Community Asset Transfer Policy; and

5.         subject to obtaining Secretary of State approval, authority be delegated to officers to complete the lease and necessary legal agreement(s) with the Community Group, in accordance with Waverley’s Community Asset Transfer Policy, such terms and conditions to be agreed by the Director of Finance and Resources and Head of Customer and Corporate Services, in consultation with the relevant Portfolio Holder(s).

[Reason: to consider any objections and agreed to the disposal of land in accordance with the Community Asset Transfer Policy]

The purpose of the report is to seek approval for the designation of a new taxi rank (stand) for two vehicles in Bridge Street, Godalming.

Recommendation

That approval be given to the designation of a new 2-vehicle taxi stand in Bridge Street, Godalming and officers be authorised to undertake the formal process for designating the stand accordingly.

RESOLVED  that approval be given to the designation of a new 2-vehicle taxi stand in Bridge Street, Godalming and officers be authorised to undertake the formal process for designating the stand accordingly.

[Reason: to seek approval for the designation of a new taxi rank (stand)]

The purpose of the report is to update members on the development of proposals for a Joint Enforcement Initiative with Surrey Police and the Police and Crime Commissioner.

Recommendation

It is recommended that approval be given for the authority to enter into a joint enforcement initiative with partner agencies.

RESOLVED  that approval be given for the authority to enter into a joint enforcement initiative with partner agencies.

[Reason: to update members on the development of proposals for joint enforcement work with Surrey Police and the Police and Crime Commissioner]

This is a Council approved scheme with an approved budget in 2016/2017 and 2017/2018 to deliver the next phases of refurbishment at Ockford Ridge.

The purpose of the report is to seek approval for the appointment of building contractors for the next phase of refurbishment works (Phases 1, 2 and 3) at Ockford Ridge, Godalming.

The report also seeks approval for the appointment of a building surveyor to carry out the requisite survey, preparation of the relevant documentation for tendering the build works and supervision and monitoring of the works once in progress.  It also seeks authority to enter into all ancillary agreements relating to the scheme.

Recommendation

It is recommended that the Executive:

1.    approves the appointment of the preferred refurbishment contractor for Phases 1, 2 and 3 Ockford Ridge, Godalming following the successful completion of the tender process, in accordance with the Council’s Contract Procurement Rules, subject to the contract sum being within the approved budget;

2.    approves the appointment of the preferred building surveyor for refurbishment phases 1, 2 and 3, Ockford Ridge, Godalming, following the successful completion of the tender process, in accordance with the Council’s Contract Procurement Rules, subject to the contract sum being within the approved budget;

3.    authorises the Head of Strategic Housing and Delivery to formally award the contract to, and enter into a contract with the successful tenderer for the refurbishment works, in consultation with the Director of Finance and Resources and the Portfolio Holders for Housing and Finance; and

4.   gives authority to enter into all ancillary agreements relating to the scheme, in accordance with the Council’s Contract Procurement Rules.

[This item contains exempt information by virtue of which the public is likely to be excluded during the item to which the report relates, as specified in Paragraph 3 of the revised Part I of Schedule 12A to the Local Government Act 1972, namely:-

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

RESOLVED  that

1.            the appointment of the preferred refurbishment contractor for Phases 1, 2 and 3 Ockford Ridge, Godalming be approved following the successful completion of the tender process, in accordance with the Council’s Contract Procurement Rules, subject to the contract sum being within the approved budget;

2.            the appointment of the preferred building surveyor for refurbishment phases 1, 2 and 3, Ockford Ridge, Godalming be approved following the successful completion of the tender process, in accordance with the Council’s Contract Procurement Rules, subject to the contract sum being within the approved budget;

3.            the Head of Strategic Housing and Delivery be authorised to formally award the contract to, and enter into a contract with the successful tenderer for the refurbishment works, in consultation with the Director of Finance and Resources and the Portfolio Holders for Housing and Finance; and

4.         authority be given to enter into all ancillary agreements relating to the scheme, in accordance with the Council’s Contract Procurement Rules.

[Reason: to seek approval for the appointment of building contractors and surveyors for the scheme]

This is a Council approved scheme with planning permission for the development granted in August 2014 and an approved budget in 2016/2017 and 2017/2018 to deliver the scheme. The purpose of the report is to seek approval to appoint a build contractor for the development of 16 properties on Site D of Ockford Ridge and to enter into all ancillary agreements relating to the scheme.

Recommendation

It is recommended that the Executive:

1.    approves 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;

2.    authorises the Head of Strategic Housing and Delivery to formally award the contract to, and enter into a contract with, the successful tenderer in consultation with the Director of Finance and Resources and the Portfolio Holders for Housing and Finance; and

3.    authorises to enter into all ancillary agreements relating to the scheme, in accordance with the Council’s Contract Procedure Rules.

[This item contains exempt information by virtue of which the public is likely to be excluded during the item to which the report relates, as specified in Paragraph 3 of the revised Part I of Schedule 12A to the Local Government Act 1972, namely:-

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

RESOLVED  that

1.            the appointment of the preferred build contractor be approved 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;

2.            the Head of Strategic Housing and Delivery be authorised to formally award the contract to, and enter into a contract with, the successful tenderer in consultation with the Director of Finance and Resources and the Portfolio Holders for Housing and Finance; and

3.         authority be given to enter into all ancillary agreements relating to the scheme, in accordance with the Council’s Contract Procedure Rules.

[Reason: to seek approval for appointing a build contractor]

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

2.         examines the performance figures for quarter 2 as set out in Annexe 1.

RESOLVED  that the Overview and Scrutiny Committees be thanked for their review of the quarter 2 performance and, having examined the performance figures, the report be noted.

[Reason: to review the Council’s performance against targets for the relevant quarter]

The purpose of the 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 approve the debts put forward for write-off as listed in the (Exempt) Annexe to this report.

[This item contains exempt information by virtue of which the public is likely to be excluded during the item to which the report relates, as specified in Paragraph 3 of the revised Part I of Schedule 12A to the Local Government Act 1972, namely:-

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

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

[Reason: to obtain approval for irrecoverable bad debts to be written off]

Holloway Hill Sports Association has approached the Council for consent to hire out the Pavilion to a community cafe called Rosie & Bean where the lease does not currently permit such an arrangement.

Recommendation

It is recommended to the Executive that the HHSA be authorised to trial this venture for an initial period of 6 months and to retain the net proceeds from the hire arrangement to help support their financial position.  

[This item contains exempt information by virtue of which the public is likely to be excluded during the item to which the report relates, as specified in Paragraph 3 of the revised Part I of Schedule 12A to the Local Government Act 1972, namely:-

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

RESOLVED  that the Holloway Hill Sports Association (HHSA) be authorised to trial this venture for an initial period of 6 months and to retain the net proceeds from the hire arrangement to help support their financial position.  

[Reason: to seek consent to hire out the pavilion where the lease does not currently permit such arrangement]

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:-

i.          The Marlborough Head, Farnham

            To authorise works to the sum of £14,000 to secure the site following ownership passing to Waverley Borough Council on 1 December 2016. These works will include boarding up glass windows, the securing of all entrances and the protection of the outside area to restrict access to all areas of the site. The cost of these works will be funded from the Emergency Capital Fund.

ii.         The Redgrave Theatre, Farnham

            Following an Environmental Visual Audit (EVA) of the site by Surrey Police with a view to reducing the antisocial behaviour in the area and ensuring the building is secure, to authorise works to the sum of £5,000 to be funded from the Emergency Capital Fund.

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

i.          The Marlborough Head, Farnham

            To authorise works to the sum of £14,000 to secure the site following ownership passing to Waverley Borough Council on 1 December 2016. These works will include boarding up glass windows, the securing of all entrances and the protection of the outside area to restrict access to all areas of the site. The cost of these works will be funded from the Emergency Capital Fund.

ii.         The Redgrave Theatre, Farnham

            Following an Environmental Visual Audit (EVA) of the site by Surrey Police with a view to reducing the antisocial behaviour in the area and ensuring the building is secure, to authorise works to the sum of £5,000 to be funded from the Emergency Capital Fund.

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 6.31pm 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 specified in paragraph 3 of the revised Part 1 of Schedule 12A to the Local Government Act 1972, namely:

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

To consider the (Exempt) report on this matter, attached.

RESOLVED that the recommendations set out in the (Exempt) Annexe to these minutes be approved.