Agenda and minutes

To confirm the Minutes of the Meeting held on 4 April 2017, to be laid on the table for half an hour before the meeting.

The Minutes of the Meeting held on 4 April 2017 were confirmed and signed as a correct record.

To receive apologies for absence.

Apologies for absence were received from Cllr Carole King.

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

The deadline for receipt of questions is 5pm on Tuesday 30 May 2017.

Following the decision of the Head of Policy and Governance to extend the deadline for submission of questions from members of the public in relation to the Dunsfold Aerodrome Conservation Area report (Agenda Item 9) as an exception, the following question was submitted by Mr Yoxall of the Dunsfold Airfield History Society.  The questioner was not able to be present at the meeting:

“Assuming that officers can provide detailed clarification to the Executive as to exactly what protections the 'Undesignated Heritage Asset' status affords, compared to those afforded by CA status, we put the following question to the Executive:

"Is the Executive satisfied that the protection afforded by 'Undesignated Heritage Asset' status is adequate given the importance of the site, and that it would provide the proper controls needed to manage change, and if not, will the Executive move to send this report back for further consideration be officers?"

ANSWER

“Within the NPPF heritage assets are not generally differentiated and it provides a general level of protection for all heritage assets. Paragraphs 128-131, 136, 140 and 141 cover both designated and non-designated heritage assets and in addition paragraph 135 states:

‘The effect of an application on the significance of a non-designated heritage asset should be taken into account in determining the application. In weighing applications that affect directly or indirectly non-designated heritage assets, a balanced judgement will be required having regard to the scale of any harm or loss and the significance of the heritage asset’.

The main difference between non designated heritage assets and Conservation Areas is the duty local planning authorities have under sections 71 and 72 of the Planning (Listed Buildings and Conservation Areas) Act 1990 to pay special attention to the desirability of preserving or enhancing the character or appearance of the area and to formulate and publish proposals for the preservation and enhancement of any Conservation areas in their area, this usually entails a conservation area appraisal and management plan.

However, in addition to the assessment provided for Executive, the recognition of the need to consider the significance of the heritage assets already forms part of the assessment under planning application WA/2015/2395 by the Council’s Historic Buildings Officer in accordance with the relevant policies of the NPPF. In addition, for a site such as this where the current planning application is for a large development a detailed Masterplan will need to be developed. This would be expected to go through design review along with the detailed phases. This is considered to be the most appropriate method for managing change of the site as it would look at the development of the site as a whole and how heritage assets can be incorporated into the design rather than how the site as it currently exists can be preserved and enhanced.”

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.

To consider the report – To Follow.

5.1       A Conservation Area (CA) is defined as ‘an area of special architectural or historic interest, the character or appearance of which it is desirable to preserve or enhance’. Designation of a CA covers all land within the CA and therefore planning control is directed at maintaining the special interest of the entire area, including the buildings, streetscene, uses and the relationship of these elements with open spaces and landscape.

5.2       Conservation Area designation enables the planning authority to ensure that the historic character and special interest, which attract people to live, work and visit the area, remain intact and that the development is of high architectural quality and in keeping with the area’s existing character.  The Planning (Listed Buildings and Conservation Areas) Act 1990 Section 69 states:

“Every local planning authority shall from time to time determine which parts of their area are areas of special architectural or historic interest, the character or appearance of which is desirable to preserve, and shall designate those areas conservation areas”.

5.3       The NPPF, Chapter 12 (127) states:

“When considering the designation of Conservation Areas, Local Planning Authorities should ensure that any area justifies such status because of its special architectural or historic interest, and that the concept of conservation is not devalued through the designation of areas that lack special interest”.

5.4       There are no set criteria on which proposed areas should be assessed but the different types of special architectural and historic interest which have led to designation include:

• Areas with a high number of nationally designated heritage assets and a variety of architectural styles and historic associations.
• Those linked to a particular industry, or  an individual with a particular local interest.
• Where an earlier, historically significant, layout is visible in the modern street pattern.
• Where a particular style of architecture or traditional building materials predominate.
• Areas designated because the quality of the public realm or a spatial element, such as a design, form or settlement pattern, green spaces which are an essential component of a wider historic area, and historic parks and gardens and other designed landscapes, including those included on the Historic England Register of parks and gardens of special historic interest. 

5.5       Dunsfold Aerodrome is located to the east of Dunsfold, just to the north of the abandoned Wey and Arun Canal and to the west of the A281.  The aerodrome consists of an open airfield with three runways in a triangular pattern with a surrounding perimeter track, a large complex of industrial buildings to the north and a cluster of smaller holding and hardstanding areas to the east. The remainder of the site consists of areas of grass or woodland with occasional buildings and hardstanding.

5.6       Dunsfold Aerodrome was built in 1942 by the First Canadian Army as a temporary airfield for use by the Royal Canadian Air Force during WWII. The site was completed in just 20 weeks.

5.7       Prior to this the area, was pasture and woodland with several farm buildings.  During construction the  ...  view the full minutes text for item 10.

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

To receive the forward programme of decisions for Waverley Borough Council, as attached.

[Cllr Jerry Hyman attended and spoke on this item]

RESOLVED  that the forward programme of decisions for the Executive be agreed, subject to the earliest anticipated dates for the Prevent Strategy and Disabled Parking being amended to September 2017.

The report provides the context for the attached draft Issues and Options Consultation paper.  It sets out the background and progress to date of Local Plan Part 2, describes the main issues pertinent to this stage of the Plan’s development, and requests that the Executive approves the document for Consultation.

Recommendation

It is recommended that the Executive approves the Local Plan Part 2 Issues and Options document for consultation.

[Cllr Jerry Hyman attended and spoke on this item]

The Executive agreed to make some minor amendments to the issues and options document, as specified at the meeting and

RESOLVED  that

1.         the Local Plan Part 2 Issues and Options document be approved for consultation; and

2.         the Head of Planning Services, in consultation with the Planning Portfolio Holder, be authorised to make any further minor amendments to the Local Plan Part 2 Issues and Options document.

[Reason: to approve the document for the purpose of consultation]

The purpose of the report is to seek approval from the Executive to consult on the proposed Community Infrastructure Levy (CIL) Preliminary Draft Charging Schedule (PDCS).  This sets out the Council’s approach to collecting developer contributions towards infrastructure.  This matter has previously been considered by the Corporate Overview and Scrutiny Committee on 20 March 2017 and the Environment Overview and Scrutiny Committee on 22 May 2017.

Recommendation

It is recommended that the Executive approves the Preliminary Draft Charging Schedule, attached as Annexe 1, for consultation.

[Cllr Jerry Hyman attended and spoke on this item]

RESOLVED  that the Preliminary Draft Charging Schedule for the Community Infrastructure Levy (CIL), attached as Annexe 1 to the agenda report, be approved for consultation.

[Reason: to approve for the purpose of consultation]

The report updates Members on the progress of implementing the Local Air Quality Management (LAQM) regime, a statutory function aimed at requiring local authorities to review and assess air quality in their areas.

It presents the 2016 Air Quality Annual Status Report for Waverley Borough Council (attached at Annexe 1). This fulfils the Council's commitment to the continuing Local Air Quality Management (LAQM) process. It provides an annual update of recent air quality issues in Waverley, including an update on air quality in the Borough, obtained from its monitoring results during 2015. 

The Annual Status Report indicates that in general there was an overall improvement in the measured NO2 concentrations across the borough, including within the two AQMAs. There were no measured exceedances of the short term NO2 objective or the annual mean or 24-hour PM10 objective at the automatic monitoring sites.

The report also presents the proposed draft terms of reference and proposed membership of the Air Quality Steering Group, attached as Annexe 3. The principle of establishing an Air Quality Steering Group was agreed by the Executive on 4 April 2017. This group will help ensure that Waverley is able to continue to work with Surrey County Council  and other groups and agencies to support the work on developing solutions to the air quality issues identified by monitoring and assessment work that has been carried out by Waverley Borough Council.

Recommendation

It is recommended that members receive the 2016 Annual Status Report (ASR) (Annexe 1) for Waverley Borough Council and agree the terms of reference and membership for the Air Quality Steering Group or make any necessary revisions.

[Cllrs Wyatt Ramsdale and Jerry Hyman attended and spoke on this item]

RESOLVED  that the 2016 Annual Status Report (ASR) (Annexe 1) for Waverley Borough Council be received, and the terms of reference and membership for the Air Quality Steering Group be agreed.

[Reason: to update councillors and seek approval for the arrangements for the Air Quality Steering Group]

The purpose of the report is to consider revisions to the Scheme of Delegation to officers and to agree amended wording to the constitution which relates to the decision taken by the Council in 2014 to appoint substitutes to the Joint Planning Committee.

Recommendation

It is recommended to the Council that:

1.         the revised Scheme of Delegation, as attached as Annexe 1, be approved and adopted; and

2.         the amendments to the Constitution, to reflect the Council decision regarding the appointment of substitutes to the Joint Planning Committee, as set out at Annexe 2, be agreed.

This item was considered at an Extraordinary Council Meeting which took place immediately after the Executive meeting on 6 June 2017 and is reported in a separate minute, attached for information.

To appoint the Members of the Employer’s Negotiating Team whose role is to conduct negotiations with the staff through the Waverley Joint Negotiating Committee for Pay and Conditions and all matters concerning local pay and conditions of service. The meetings of the Joint Negotiating Committee are usually held in November/December each year. The Employer’s Negotiating Team comprises 6 councillors and the proposed membership is as follows:-

Cllr Julia Potts (Leader)                  Cllr Tom Martin (Deputy Leader)

Cllr Jim Edwards                              Cllr Patricia Ellis

Cllr Pat Frost                                     Cllr Peter Isherwood

Recommendation

It is recommended that the appointments to the Employers’ Negotiating Team for 2017/2018 be agreed.

RESOLVED  that the following appointments to the Employers’ Negotiating Team for 2017/18 be agreed:

Cllr Julia Potts (Leader)                  Cllr Tom Martin (Deputy Leader)

Cllr Jim Edwards                              Cllr Patricia Ellis

Cllr Pat Frost                                     Cllr Peter Isherwood

The County Council has requested that Waverley nominates to a number of Task/Sub-Groups of the Waverley Local Committee and the proposed membership of each is as follows:-

Farnham Task Group (3 members)

Cllrs Pat Frost , Stephen Hill and Chris Storey

Godalming, Milford and Witley Task Group (2 members)

Cllrs Simon Thornton and Denis Leigh

Haslemere and Western Villages Task Group (2 members)

Cllrs Brian Adams and Stephen Mulliner

Cranleigh and Eastern Villages Task Group (2 members)

Cllrs Simon Inchbald and Mary Foryszewski

Youth Task Group (2 members)

Cllrs Kevin Deanus and Jeanette Stennett

Recommendation

It is recommended that the nominations to the Waverley Local Committee Task Groups for 2017/2018 be agreed.

RESOLVED  that the following members be appointed to the Waverley Local Committee Task Groups for 2017/2018:

Farnham Task Group (3 members)

Cllrs Pat Frost , Stephen Hill and Chris Storey

Godalming, Milford and Witley Task Group (2 members)

Cllrs Simon Thornton and Denis Leigh

Haslemere and Western Villages Task Group (2 members)

Cllrs Brian Adams and Stephen Mulliner

Cranleigh and Eastern Villages Task Group (2 members)

Cllrs Simon Inchbald and Mary Foryszewski

Youth Task Group (2 members)

Cllrs Kevin Deanus and Jeanette Stennett

Appointments to outside bodies are made on a two-yearly basis and appointments were made in 2015 for the period 2015-2017, amended in 2016/2017 to reflect changes to the Executive. The proposed list of appointments for 2017-2019 is attached.

Recommendation

It is recommended that the appointments to those outside bodies attached, be agreed for the period 2017-2019.

[Cllr Jerry Hyman attended and spoke on this item]

RESOLVED  that the appointments to outside bodies, as set out in the agenda, for the period 2017-2019 be approved.

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 19.06pm 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 items on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during these items, there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in the following paragraphs in the revised Part 1 of Schedule 12A to the Local Government Act 1972, namely:-

                        Minutes 15 and 16

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

                        Minute 17

                        Information relating to an individual (paragraph 1).

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

This item was considered at an Extraordinary Council Meeting which took place immediately after the Executive meeting on 6 June 2017 and is reported in a separate minute.

To consider the (Exempt) report on this matter – To Follow.

This item was considered at an Extraordinary Council Meeting which took place immediately after the Executive meeting on 6 June 2017 and is reported in a separate minute.

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

This item was considered at an Extraordinary Council Meeting which took place immediately after the Executive meeting on 6 June 2017 and is reported in a separate minute.