Agenda and minutes

To confirm the Minutes of the meeting which took place on 2^nd October 2023 (to be laid on the table 30 minutes before the meeting commences).

The Committee agreed that the minutes of the meeting on 2 October 2023 were a complete and accurate record.

It was clarified that the minutes weren't presented to the previous Full Council meeting due to time constraints, and they would be reviewed at the meeting on 12 December 2023.

The Chair reminded Members that the first meeting of the Joint Constitutions Review Group would take place on 30 November 2023 and will be recorded for the reference of the Committee.

To receive from Members, declarations of interests 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 Disclosures of Interests received.

The Council is required to conduct a compulsory polling district and polling place review every five years and the next review period is between 1 October 2023 and 31 January 2025.

A review has been conducted and the consultation period ran between 2 October and 14 November 2023. The representations received during the consultation period have been considered by Officers and there are proposals to change to three polling places: in the Holloway, Farncombe and North West 2 polling districts. There are no proposed changes to the polling districts throughout Waverley.

Recommendation to the Standards and General Purposes Committee

The Committee is asked to recommend:

(a) the polling place for Farnham North West 2 as either (a) Folly Hill Infant School or (b) Hale Village Institute Hall; and upon doing so

(b) that Full Council approves the proposed polling districts and polling places as set out in appendix 1 to this report, including the polling place for Farnham North West 2.

The Committee discussed the Polling District and Polling Place Review for 2023. The Electoral Services Manager outlined the review's process, public consultations, and the responses received. Three polling places were identified for change, and recommendations were made to the Committee for their consideration.

Cllr Beaman registered to speak about the Northwest Farnham 2 polling station, expressing a preference for the Hale Village Institute over the Foley Hill Infant School. This was supported by reasons highlighting accessibility concerns and disruptions caused by school closures.

Following discussions and considerations from other members, the Committee was asked to make a recommendation for the polling place for Farnham Northwest 2. The Committee were in favor of recommending the Hale Village Institute, aligning with both public responses and local representatives' preferences.

The Chair asked the Committee to vote on the proposed polling place for Farnham Northwest 2, as Hale Village Institute Hall. The Committee were in unanimous agreement.

The Standards and General Purposes Committee therefore resolved to recommend that Full Council approves;

(a) the polling place for Farnham North West 2 as Hale Village Institute Hall; and upon doing so

(b)  that that Full Council approves the proposed polling districts and

polling places as set out in appendix 1 to this report, including the

polling place for Farnham North West 2. 

Recommendation

The Committee is asked to recommend that Full Council approves a temporary designation of polling places until the usual venues are available for:

(a) Cranleigh East 1 – St Nicolas Church Rooms

(b) Godalming Binscombe – Waverley Family Centre

(c) Godalming Charterhouse – St John the Evangelist Church

The Committee raised concerns about the lack of parking capacity and the risk of overcrowding at the St John’s Evangelist Church, the proposed Temporary Polling Place for Godalming Charterhouse.

There were suggestions from Cllrs Follows and Crowe to consider the use of the Broadwater Youth Centre site as a polling place. The Electoral Services Manager explained that the polling place was on the opposite end of Charterhouse Ward and would not be easily accessible for voters in the Charterhouse area.

The Committee recommended that extra parking arrangements at (a) North Street Car Park and (b) The National Rail owned car park at Farncombe Station and extra marshalling should be secured beforehand.

Members agreed that the location was accessible for voters in both wards and there was agreement among Members to support the officer's recommendation while emphasising the need for additional parking solutions. It was proposed to investigate the use of North Street Car Park, The Farncombe Station Car Park and other nearby parking options to mitigate potential parking issues at the designated polling place.

The Chairman invited the Committee to vote on the Officer’s recommendation.

The vote was lost with a majority vote against.

Cllr Crowe proposed an amendment to part (c) of the recommendation;

“(c) Godalming Charterhouse – St John the Evangelist Church; contingent upon further suitable parking arrangements being sought.”

The amendment was carried with a unanimous vote in favour.

.

The Committee therefore resolved to recommend that the Council approves a temporary designation of polling places until the usual venues are available for:

(a) Cranleigh East 1 – St Nicolas Church Rooms

(b) Godalming Binscombe – Waverley Family Centre

(c) Godalming Charterhouse – St John the Evangelist Church; contingent upon further suitable parking arrangements being sought.

To consider, if necessary, 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 Committee agrees:

(1) that the public be excluded from the meeting during consideration of the following matter 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 the item, there would be disclosure to them of exempt information (as defined by Section 100I of the Act) of the description specified in Paragraph 1 & 3 of the revised Part 1 of Schedule 12A to the Local Government Act 1972; and

(2) that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

There were no exempt items to consider.