Agenda, decisions and minutes

To confirm the Minutes of the Meeting held on 2 February 2016 (to be laid on the table half-an-hour before the meeting).

The Minutes of the Meeting held on 2 February 2016 were confirmed and signed as a correct record.

To receive apologies for absence.

Apologies for absence were received from Cllr Tom Martin.

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.

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 Council has been exploring the scope and viability of undertaking works on the former Landfill site on Weydon Lane, Farnham to enable greater public use, for example, for formal recreational use.

At its meeting on 25 November 2014, the Corporate Overview and Scrutiny Committee endorsed the short term management plan for the site and recommended to the Executive that a Special Interest Group (SIG) be established to assist the Portfolio Holder in reviewing future options for the site.The Executive subsequently agreed that a SIG be formed. The SIG was chaired by the Portfolio Holder for the Environment, Cllr Simon Thornton, and comprised Cllrs Pat Frost, Michael Goodridge, Jill Hargeaves and Chris Storey.

The Terms of Reference of the SIG are attached as Annexe 1.  This report summarises the options identified for the future use of the site, appraises their viability and recommends a way forward to the Executive.

Recommendation

It is recommended that the Executive considers the findings of the Weydon Lane Special Interest Group and recommends to the Council that

1.         a supplementary estimate of £50,000 be approved to undertake a detailed feasibility study into relocating the Farnham Football Club on to the Weydon Lane Site and making available their current site for housing; and

2.         Ward Councillors and Farnham Town Council be consulted on this option.

The Executive has considered the findings of the Weydon Lane Special Interest Group and RECOMMENDS to the COUNCIL that

1.         a supplementary estimate of £50,000 be approved to undertake a detailed feasibility study into relocating the Farnham Football Club on to the Weydon Lane Site and making available their current site for housing; and

2.         Ward Councillors and Farnham Town Council be consulted on this option.

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

[Reason: to consider the various options for the site and agree a way forward]

[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)]

142.1  The Weydon Lane SIG met on 3 occasions and considered and consulted on a number of options for the future use of the former landfill site.

1.            The high level options considered were:

a.            Do nothing;

b.            The Brambleton Park proposals;

c.            Park & Ride;

d.            Housing development;

e.            New location for Farnham Football Club (subject to funding);

f.             Suitable Alternative Natural Green Space (SANGS);

2.            Each of these options, or a combination of them, has been considered by the SIG with input from interested parties and expert witnesses where appropriate.

Option a. – Doing Nothing

142.2  This option will still incur costs for the Council despite not being developed for an alternative use.   This is because the Council has a duty of care to keep the site safe and also safe for persons who enter the site.  There is a suggested cost of £71,000 for localised temporary clay-cap augmentation just to keep the current landfill cap viable for interim protection.  

142.3  An alternative would be to reinstate the fence boundary using palisade fencing (to keep people out) along with minimal safety works, costs were estimated at £75,000.   There is also an ongoing requirement to continue monitoring of the site, which presently costs approximately £21,000 per year. In the longer term, complete re-instatement of the clay cap will be necessary at significant cost. Estimates vary considerably but the range is indicated in (Exempt) Annexe 6. 

142.4  Clearly the public have had access to the site for many years (dog walking and short cuts) despite there originally being a fence to keep people out, however the Council have not actively prevented access to site and informal access by the public has continued. So to actively prevent access now, would perhaps provoke a strong reaction from the local public

Option b. – The Brambleton Park Proposals

142.5  The Brambleton Park proposals developed by members of the local community seek to develop the site as a natural park and recreation area, possibly including sports facilities for the local community (see Annexes 2 and 3). This would involve formalising the current informal use which would need planning permission. It would be an acceptable use in planning terms but would be subject to the Council being satisfied that the development would not affect the integrity of the clay cap or impede any subsequent works to maintain and augment the clay cap and monitoring of gas emissions set out in option a above.

142.6  Whilst the proposers estimate that the creation of a natural park would cost in the region of £150,000, this would only include the temporary, localised augmentation of the  ...  view the full minutes text for item 142.

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 7.26 pm 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 at the meeting in the revised Part 1 of Schedule 12A to the Local Government Act 1972:-

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

To consider the (Exempt) report, attached.

The Executive has agreed to RECOMMEND to the COUNCIL that the recommendations set out in the (Exempt) Annexe to this bulletin be agreed.

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

[Reason: to deal with a disposal of land in the Borough]

The Executive has considered a report on this matter, attached as (Exempt) Annexe 7 and

RECOMMENDS that

76.       the recommendations set out in (Exempt) Annexe 7 be approved.

[Reason: to deal with a disposal of land in the Borough]

To consider the (Exempt) report, attached.

The Executive has agreed to RECOMMEND to the COUNCIL that the recommendations set out in the (Exempt) Annexe to this bulletin be agreed.

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

[Reason: to deal with a disposal of land]

The Executive has considered a report on this matter, attached as (Exempt) Annexe 8 and

RECOMMENDS that

77.       the recommendations set out in (Exempt) Annexe 8 be approved.

[Reason: to deal with a disposal of land]

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 Executive decisions for Waverley Borough Council.

The Executive has agreed the forward programme of decisions for Waverley Borough Council.

RESOLVED  that the forward programme of decisions for Waverley Borough Council be agreed.

The report provides a review against the 2015/16 budget for the General Fund and the Housing Revenue Account forecast to 31 March 2016 based on the latest information available.

Recommendation

It is recommended that the Executive notes the report and gives approval to

1.            the setting aside of £50,000 of the additional car park income generated from the new tariffs into an earmarked reserve at year end be approved to cover the cost of modifying the car park machines;

2.            the rescheduling of £40,000 of the 2015/16 budget for Frensham Common Site Facilities Development into 2016/17 be approved, see paragraph 14;

3.            the rescheduling of £120,000 of the 2015/16 budget for The Philips Memorial project into 2016/17 be approved, see paragraph 15;

4.            the rescheduling for the Customer and Corporate Services projects set out in paragraph 16 be approved;

5.            the rescheduling of £50,000 of the 2015/16 budget for the car park rolling programme into 2016/17 be approved, see paragraph 17; and

6.            a virement of £50,000 from HRA Cyclical and Planned work into HRA Void work be approved, see paragraph 19.

The Executive has noted the report and given approval to

1.            the setting aside of £50,000 of the additional car park income generated from the new tariffs into an earmarked reserve at year end be approved to cover the cost of modifying the car park machines;

2.            the rescheduling of £40,000 of the 2015/16 budget for Frensham Common Site Facilities Development into 2016/17 be approved, see paragraph 14;

3.            the rescheduling of £120,000 of the 2015/16 budget for The Philips Memorial project into 2016/17 be approved, see paragraph 15;

4.            the rescheduling for the Customer and Corporate Services projects set out in paragraph 16 be approved;

5.            the rescheduling of £50,000 of the 2015/16 budget for the car park rolling programme into 2016/17 be approved, see paragraph 17; and

6.            a virement of £50,000 from HRA Cyclical and Planned work into HRA Void work be approved, see paragraph 19.

[CORPORATE OVERVIEW AND SCRUTINY COMMITTEE]

[Reason: to review the 2015/16 budget against the General Fund and Housing Revenue Account forecast]

RESOLVED that the report be noted and approval given to

1.            the setting aside of £50,000 of the additional car park income generated from the new tariffs into an earmarked reserve at year end be approved to cover the cost of modifying the car park machines;

2.            the rescheduling of £40,000 of the 2015/16 budget for Frensham Common Site Facilities Development into 2016/17 be approved, as set out in paragraph 14;

3.            the rescheduling of £120,000 of the 2015/16 budget for The Philips Memorial project into 2016/17 be approved, as set out in paragraph 15;

4.            the rescheduling for the Customer and Corporate Services projects set out in paragraph 16 be approved;

5.            the rescheduling of £50,000 of the 2015/16 budget for the car park rolling programme into 2016/17 be approved, paragraph 17 refers; and

6.            a virement of £50,000 from HRA Cyclical and Planned work into HRA Void work be approved, as set out in paragraph 19.

[Reason: to review the 2015/16 budget against the General Fund and Housing Revenue Account forecast]

New visitor survey information for Farnham Park shows scope for increasing the capacity of the park to provide Suitable Alternative Natural Greenspace (SANG) in accordance with the SPA Avoidance Strategy. In order to release the extra capacity, the Avoidance Strategy needs to be reviewed, including the current tariff for developer contributions towards the provision of SANG and the programme of Strategic Access Management and Monitoring (SAMM). Consultation is required with Natural England and other constituent members of the SPA Joint Strategic Planning Board.

Recommendation

It is recommended that the draft Thames Basin Heaths SPA Avoidance Strategy (Review) be approved for public consultation.

The Executive has approved the draft Thames Basin Heaths SPA Avoidance Strategy (Review) for public consultation.

[It would not be appropriate to call-in this item as it is already included on the agenda for the Community Overview and Scrutiny Committee on 8 March 2016]

[Reason: to approve the draft Strategy for the purposes of consultation]

RESOLVED  that the draft Thames Basin Heaths Special Protection Area (SPA) Avoidance Strategy (Review) be approved for public consultation.

[Reason: to approve the draft Strategy for the purposes of consultation]

The purpose of this report is to seek approval to submit planning applications to enable the conversion of four of the community rooms to affordable homes.

Recommendation

It is recommended that approval be given to the submission of planning applications to enable the four community rooms at Griggs Meadow, Gorselands, Stonepit Close and Woodyers Close to be converted to provide 5 affordable homes to meet local housing need.

The Executive has given approval to the submission of planning applications to enable the four community rooms at Griggs Meadow, Gorselands, Stonepit Close and Woodyers Close to be converted to provide 5 affordable homes to meet local housing need.

[This item has already been considered by the Corporate Overview and Scrutiny Committee]

[Reason: to seek approval to submit planning applications]

RESOLVED  that approval be given to the submission of planning applications to enable the four community rooms at Griggs Meadow, Gorselands, Stonepit Close and Woodyers Close to be converted to provide 5 affordable homes to meet local housing need.

[Reason: to seek approval to submit planning applications]

The purpose of this report is to provide the Executive with an update on progress in delivering the Frensham Great Pond and Common amenities upgrade project and to seek various approvals to progress the project further.

Recommendation

It is recommended that

1.            a Common Land consultation be undertaken and an application for Common land consent be submitted to the Planning Inspectorate (PINS) in September 2016;

2.            a planning application be submitted for the construction of a new facility, carpark reconfiguration, new play area and the demolition of existing building following the application to PINS; and

3.            subject to the above being approved and a satisfactory business case, to give delegated authority to undertake a construction tender process to the Director of Finance and Resources and Director of Operations in consultation with the Portfolio Holders for Finance and Community Services.

The Executive has agreed that

1.            a Common Land consultation be undertaken and an application for Common land consent be submitted to the Planning Inspectorate (PINS) in September 2016;

2.            a planning application be submitted for the construction of a new facility, carpark reconfiguration, new play area and the demolition of existing building following the application to PINS; and

3.            subject to the above being approved and a satisfactory business case, to give delegated authority to undertake a construction tender process to the Director of Finance and Resources and Director of Operations in consultation with the Portfolio Holders for Finance and Community Services.

[COMMUNITY OVERVIEW AND SCRUTINY COMMITTEE]

[Reason: to seek various approvals to progress the project further]

[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.            a Common Land consultation be undertaken and an application for Common land consent be submitted to the Planning Inspectorate (PINS) in September 2016;

2.            a planning application be submitted for the construction of a new facility, carpark reconfiguration, new play area and the demolition of existing building following the application to PINS; and

3.            subject to the above being approved and a satisfactory business case, delegated authority to undertake a construction tender process be given to the Director of Finance and Resources and Director of Operations in consultation with the Portfolio Holders for Finance and Community Services.

[Reason: to seek various approvals to progress the project further]

One of the commitments in the Parking Strategy Review was to continue to explore alternative payment systems to maximise flexibility for the customer and encourage increased use of Waverley car parks.

The report considers a system known as ‘Post Payment Parking’ which enables customers to pay for the time they have stayed when they leave the car park rather than pay and display in advance. The proposal was considered previously but was not recommended due to the set up costs. An opportunity has now arisen to obtain external funding for the installation of the system on a trial basis.

Experience in other Councils has shown an increase in car park use and income levels as a result of the introduction of this system. It is therefore proposed that, subject to a successful application for funding, a trial of the system is implemented in Village Way and Stocklund Square Car Parks in Cranleigh.

Recommendation

It is recommended that

1.         officers be authorised to proceed with the bid for grant funding from the Surrey County Council Town Centre Revitalisation Fund (£250,000 to £350,000) and if unsuccessful proceed with a bid for grant from the Surrey County Council Local Centre Improvement Fund (up to £30,000);

2.         subject to obtaining the required external funding, officers be authorised to proceed with the installation of the Post Payment Parking Scheme in Village Way and Stocklund Square car parks in Cranleigh for a trial period of one year; and

3.         a review of the impact of the scheme on use and income be carried out at the end of the trial period of one year.

The Executive has agreed that

1.         officers be authorised to proceed with the bid for grant funding from the Surrey County Council Town Centre Revitalisation Fund (£250,000 to £350,000) and if unsuccessful proceed with a bid for grant from the Surrey County Council Local Centre Improvement Fund (up to £30,000);

2.         subject to obtaining the required external funding, officers be authorised to proceed with the installation of the Post Payment Parking Scheme in Village Way and Stocklund Square car parks in Cranleigh for a trial period of one year; and

3.         a review of the impact of the scheme on use and income be carried out at the end of the trial period of one year.

[CORPORATE OVERVIEW AND SCRUTINY COMMITTEE]

[Reason: to seek approval to undertake a trial scheme in two car parks in Cranleigh]

[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.         officers be authorised to proceed with the bid for grant funding from the Surrey County Council Town Centre Revitalisation Fund (£250,000 to £350,000) and if unsuccessful proceed with a bid for grant from the Surrey County Council Local Centre Improvement Fund (up to £30,000);

2.         subject to obtaining the required external funding, officers be authorised to proceed with the installation of the Post Payment Parking Scheme in Village Way and Stocklund Square car parks in Cranleigh for a trial period of one year; and

3.         a review of the impact of the scheme on use and income be carried out at the end of the trial period of one year.

[Reason: to seek approval to undertake a trial scheme in two car parks in Cranleigh]

Agreement is sought for the surrender of the existing lease and the grant of a new lease of up to 50 years for the Farncombe Wanderers Cricket Club.

Recommendation

It is recommended that Farncombe Wanderers be permitted to surrender its existing lease and be granted a new lease on terms and conditions set out in the (Exempt) Annexe with other terms and conditions to be negotiated by the Estates and Valuation Manager.

The Executive has agreed that Farncombe Wanderers be permitted to surrender its existing lease and be granted a new lease on terms and conditions set out in the (Exempt) Annexe to the report, with other terms and conditions to be negotiated by the Estates and Valuation Manager.

[CORPORATE OVERVIEW AND SCRUTINY COMMITTEE]

[Reason: to determine property related matters in the borough]

[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 Farncombe Wanderers be permitted to surrender its existing lease and be granted a new lease on terms and conditions set out in the (Exempt) Annexe to the report, with other terms and conditions to be negotiated by the Estates and Valuation Manager.

[Reason: to determine property related matters in the borough]

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.          Tree Risk Management

            To authorise a virement of £25,000 to supplement the tree safety budgets in Parks and Countryside and enable urgent tree works to be carried out.

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

i.          Tree Risk Management

            To authorise a virement of £25,000 to supplement the tree safety budgets in Parks and Countryside and enable urgent tree works to be carried out.

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

i.          Tree Risk Management

            To authorise a virement of £25,000 to supplement the tree safety budgets in Parks and Countryside and enable urgent tree works to be carried out.