Agenda and minutes

Council
Thursday, 18th October, 2018 7.00 pm

Venue: Council Chamber - Civic Offices

Contact: Frank Jeffrey  on 01483 743012 or email  frank.jeffrey@woking.gov.uk

Webcast: View the webcast

Items
No. Item

1.

Minutes

To approve the minutes of the Meeting of the Council held on 26 July 2018, as published.

Additional documents:

Minutes:

RESOLVED

That the minutes of the Ordinary Meeting of the Council held on 26 July 2018 be approved and signed as a true and correct record.

2.

Apologies for Absence.

Additional documents:

Minutes:

No apologies for absence were received.

3.

Mayor's Communications

Additional documents:

Minutes:

The Mayor reported on the events and activities he had participated in since the last meeting of Council in July.  The Mayor had celebrated the 70th anniversary of the creation of the NHS with a visit to Woking Community Hospital, had opened the Woking Food Festival and had attended the Woking Athletics festival, the 2018 Woking Handicamp and a Nepalese festival. 

The Mayor had unveiled a plaque at Dame Ethel Smyth’s formed residence and hosted a visit to the Borough by the Duke of Gloucester.  In September, the Mayor had participated in a ‘sleep-out’ to raise awareness of homelessness and raise funding for the Mayor’s Charity, the York Road Project.

4.

Urgent Business

To consider any business which the Chairman rules may be dealt with under Section 100B(4) of the Local Government Act 1972.

Additional documents:

Minutes:

There were no items of Urgent Business.

5.

Declarations of Interest.

To receive declarations of disclosable pecuniary and other interests from Members and Officers in respect of any item to be considered at the meeting.

In accordance with the Members’ Code of Conduct, the Leader of the Council, Councillor D J Bittleston, Councillor A Azad, Councillor Mrs B A Hunwicks and Councillor C S Kemp will declare a non-pecuniary interest in any items under which the Thameswey Group of Companies is discussed, arising from their positions as Directors of the Thameswey Group of Companies.  The interest is such that speaking and voting are permissible.

In accordance with the Members’ Code of Conduct, Councillor D J Bittleston will declare a non-pecuniary interest in any items under which the Victoria Square Development is discussed, arising from his position as a Director of Victoria Square Woking Limited.  The interest is such that speaking and voting are permissible.

In accordance with the Members’ Code of Conduct, Councillor G S Cundy will declare a non-pecuniary interest in any items under which the Brookwood Cemetery is discussed, arising from his position as a Director of Woking Necropolis and Mausoleum Limited, Brookwood Park Limited and Brookwood Cemetery Limited.  The interest is such that speaking and voting are permissible.

In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, and Deputy Chief Executive, Douglas Spinks,  will declare an interest in any items under which the Thameswey Group of Companies is discussed, arising from their positions as Directors of the Thameswey Group of Companies.  The interest is such that speaking is permissible.

In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, will declare an interest in any items under which the Victoria Square Development is discussed, arising from his position as a Director of Victoria Square Woking Limited.  The interest is such that speaking is permissible.

In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, and the Deputy Chief Executive, Douglas Spinks, will declare an interest in any items under which Export House is discussed, arising from their positions as Directors of Export House Limited.  The interest is such that speaking is permissible.

In accordance with Officer Procedure Rules, the Deputy Chief Executive, Douglas Spinks, will declare an interest in any items under which Brookwood Cemetery is discussed, arising from his position as a Director of Woking Necropolis and Mausoleum Limited, Brookwood Park Limited and Brookwood Cemetery Limited.  The interest is such that speaking is permissible.

In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, will declare an interest in any items under which Dukes Court is discussed, arising from arising from his position as a Director of Dukes Court Owner T S a r l.  The interest is such that speaking is permissible.

Additional documents:

Minutes:

In accordance with the Members’ Code of Conduct, the Leader of the Council, Councillor D J Bittleston, Councillor A Azad, Councillor Mrs B A Hunwicks and Councillor C S Kemp declared a non-pecuniary interest in any items under which the Thameswey Group of Companies was discussed, arising from their positions as Directors of the Thameswey Group of Companies.  The interest was such that speaking and voting were permissible.

In accordance with the Members’ Code of Conduct, Councillor D J Bittleston declared a non-pecuniary interest in any items under which the Victoria Square Development was discussed, arising from his position as a Director of Victoria Square Woking Limited.  The interest was such that speaking and voting were permissible.

In accordance with the Members’ Code of Conduct, Councillor G S Cundy declared a non-pecuniary interest in any items under which the Brookwood Cemetery was discussed, arising from his position as a Director of Woking Necropolis and Mausoleum Limited, Brookwood Park Limited and Brookwood Cemetery Limited.  The interest was such that speaking and voting were permissible.

In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, and Deputy Chief Executive, Douglas Spinks, declared an interest in any items under which the Thameswey Group of Companies was discussed, arising from their positions as Directors of the Thameswey Group of Companies.  The interest was such that speaking was permissible.

In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, declared an interest in any items under which the Victoria Square Development was discussed, arising from his position as a Director of Victoria Square Woking Limited.  The interest was such that speaking was permissible.

In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, and the Deputy Chief Executive, Douglas Spinks, declared an interest in any items under which Export House was discussed, arising from their positions as Directors of Export House Limited.  The interest was such that speaking was permissible.

In accordance with Officer Procedure Rules, the Deputy Chief Executive, Douglas Spinks, declared an interest in any items under which Brookwood Cemetery was discussed, arising from his position as a Director of Woking Necropolis and Mausoleum Limited, Brookwood Park Limited and Brookwood Cemetery Limited.  The interest was such that speaking was permissible.

In accordance with Officer Procedure Rules, the Chief Executive declared an interest in any items under which Dukes Court was discussed, arising from his position as a Director of Dukes Court Owner T S a r l.  The interest was such that speaking was permissible.

In addition, in accordance with the Officer Employment Procedure Rules, the Finance Director, Leigh Clarke, declared an interest in agenda item 8 arising from her husband having a small shareholding in Woking Football Club.  The interest did not prevent Mrs Clarke from advising the Council.

In accordance with the Members’ Code of Conduct, Councillor I Johnson declared an interest in item 8 – Site Allocation Development Plan Document (DPD) arising from his wife’s position as Chairman of Woking Football Club. The interest was such that  ...  view the full minutes text for item 5.

6.

Questions. pdf icon PDF 74 KB

To deal with written questions submitted by Members under Standing Order 8.1.  Copies of the questions and of the draft replies (which are subject to amendment by the Leader of the Council) will be laid upon the table.

Additional documents:

Minutes:

Copies of questions submitted under Standing Order 8.1 together with draft replies were laid upon the table. The replies were confirmed by Members of the Executive, supplementary questions were asked and replies given.

7.

Site Allocation Development Plan Document (DPD) WBC18-020 pdf icon PDF 97 KB

Additional documents:

Minutes:

In view of the interest expressed in the report, the Mayor agreed to move the following item forward on the agenda.

The Council had before it the recommendations of the Local Development Framework Working Group following the public consultation exercise in respect of substituting the six sites safeguarded in the draft Site Allocations Development Plan Document (DPD) with land to the east of Martyrs Lane.  The sites proposed to be substituted were in Mayford, Pyrford and Byfleet.

The Working Group had accepted the Officers’ recommendation not to safeguard the land east of Martyrs Lane.  The Group had also accepted the recommendation not to allocate Ten Acre Farm as a Travellers’ site, and had supported the Officers’ revised proposal for meeting the accommodation needs of Travellers.  However, regarding the safeguarding of the six sites and on the DPD as a whole, the Working Group had resolved to make the following key conclusions:

·           There were exceptional circumstances which justified revising the Green Belt boundary in the locations set out within the draft Site Allocations DPD so as to meet the need for homes, infrastructure and Suitable Alternative Natural Greenspace (SANGs) from 2022 to 2027;

·           Exceptional circumstances did not exist so as to justify the release of the proposals in Pyrford and Mayford from the Green because the use of those sites for residential development would conflict with both local and national planning policies;

·           To ensure the enduring permanence of the Green Belt boundary, the Working Group was satisfied that exceptional circumstances have been demonstrated to justify the release of the two sites in Byfleet from the Green Belt and for their safeguarding to meet development needs into the next plan period.

In the main, the Working Group had recommended that only the two Green Belt sites in Byfleet should be released from the Green Belt and be safeguarded to meet future development needs between 2027 and 2040.

The proposals before the Council were introduced by Councillor Ashley Bowes, Portfolio Holder for Planning Policy.  Councillor Bowes moved and Councillor Bittleston seconded an amendment to the recommendation (ii) of the report as follows:

 

“(ii)    Save as for proposal sites GB9 (Land north east of Saunders Lane), GB10 (Land to the north west of Saunders Lane) and GB11 (Land rear of 79-95 Lovelace Drive) which are not to be released from the Green Belt in order to be safeguarded for future development needs or otherwise, and save that as for proposal site GB7 (Nursery Land adjacent to Egley Road), development is to be focused to the south end of the site, leaving the north end, beyond the playing fields of the Hoe Valley Free School and coloured green on the attached plan, as open space not to be developed, the draft Site Allocations DPD (Appendix 5) and the accompanying revised Sustainability Appraisal report and the Habitats Regulations Assessment (copies are in the Members’ Lounge) be supported for the purposes of Regulation 19 consultation to give the public an opportunity to make formal representation.”

The Members  ...  view the full minutes text for item 7.

8.

Local Development Scheme (LDS) WBC18-024 pdf icon PDF 69 KB

Additional documents:

Minutes:

The Council considered a report which proposed a revision to the Local Development Scheme to reflect the time that it had taken to undertake the further work requested by the Local Development Framework Working Group and Council.  The revision was needed in order to provide an up-to-date timetable for the preparation of the Site Allocations Development Plan Document.

RESOLVED

That  (i)    the proposed revisions to the LDS be approved and the revised LDS as set out in Appendix 1 be adopted to provide an up to date timetable for the preparation of the Site Allocations DPD; and

          (ii)   authority be delegated to the Deputy Chief Executive in consultation with the Portfolio Holder for Planning, to approve any minor changes to the revised LDS to reflect new information, including national guidance before it is adopted.

9.

Review of Woking Core Strategy WBC18-021 pdf icon PDF 73 KB

Additional documents:

Minutes:

As a consequence of an amendment to Town and Country (Local Planning) (England) Regulations 2012, a local planning authority was required to review a local development document every five years, including the local plan and the statement of community involvement.

The Council was advised that a review of the Core Strategy had been undertaken in light of the revised regulations.  The review had concluded that there was no immediate need to modify the Core Strategy either in part or as a whole.

RESOLVED

That  (i)    the review of the Woking Core Strategy included in Appendix 1 to the report be approved;

          (ii)   the Woking Core Strategy continue to be up to date for the purposes of managing development across the Borough;

          (iii) the details of the review be published on the Council’s website as soon as it is reasonable to do so after Council’s approval; and

          (iv) authority be delegated to the Deputy Chief Executive, in consultation with the Portfolio Holder for Planning, to approve any minor changes to the review to reflect new information, including any national guidance before it is published.

10.

Recommendations of the Executive WBC18-022 pdf icon PDF 62 KB

To receive and consider recommendations from the Executive.

Additional documents:

Minutes:

Councillor D J Bittleston moved and Councillor A Azad seconded the reception and adoption of the report and recommendations from the meetings of the Executive held on 13 September and 11 October 2018.  A supplementary report setting out the extracts from the minutes of the Executive held on 11 October 2018 was tabled.

10a

Business Rates Recovery Policy

Additional documents:

Minutes:

Councillor Azad presented the recommendations of the Executive in respect of the Business Rates Recovery Policy.

RESOLVED

That (i)     the Business Rates Recovery Policy, attached at Appendix 1 to the report, be approved; and

          (ii)   the Policy be implemented with immediate effect.

10b

Council Tax Recovery Policy

Additional documents:

Minutes:

The Council had before it the recommendations of the Executive in respect of the adoption of the Council Tax recovery policy.

          RESOLVED

That  (i)    the Council Tax Recovery Policy, attached at Appendix 1 to the report, be approved;

          (ii)   the Policy be implemented with immediate effect; and

          (iii)  the Finance Director be delegated authority to issue civil penalties under Schedule 3 to the Local Government Finance Act 1992 (and subsequent Orders).

10c

Medium Term Financial Strategy (MTFS) Investment Strategy Update

Additional documents:

Minutes:

The recommendation from the Executive regarding the investment strategy update on the Medium Term Financial Strategy was presented by Councillor Azad.  A number of points were raised by Councillors, including the ongoing work to develop a flood alleviation scheme for Byfleet and the importance of the finance training provided on the previous evening.  The points raised were addressed by Councillor Azad and it was

RESOLVED

That  (i)    the Medium Term Financial Strategy (MTFS) Investment Strategy Update report be approved and the Executive be authorised to continue to prepare an Investment Strategy for future consideration which would generate sufficient income to avoid reduction in services for local people; and

10d

Proposed Restrictions to Control the Repair of Vehicles on the Public Highway

Additional documents:

Minutes:

Councillor Mrs Hunwicks introduced the proposed restrictions to control the repair of vehicles on the public highway.

RESOLVED

That the level of fixed penalty notices shall be set at £100 per penalty notice where it is considered that a person has committed an offence under Part 2 of section 4 of the Clean Neighbourhoods and Environment Act 2005.

10e

Housing Revenue Account Medium Term Financial Strategy

Additional documents:

Minutes:

Councillor Bittleston introduced the recommendation of the Executive regarding the Medium Term Financial Strategy for the Housing Revenue Account.

RESOLVED

That the Housing Revenue Account Medium Term Financial Strategy report be approved.

11.

Tree Strategy and Tree Management Policies WBC18-025 pdf icon PDF 67 KB

Additional documents:

Minutes:

The Council had before it a report setting out a tree strategy and tree management policies.  The strategy would maximise the wide range of benefits that trees and woodland could deliver to residents for health, amenity, climate change, air quality and water management.  The policies had been produced to complement the strategy, providing a succinct and transparent approach to tree management.  The proposals were welcomed by the Councillors.

RESOLVED

That  (i)    the Tree Strategy (Appendix 1 to the report) and Tree Management Policies (Appendix 2 to the report) be approved;

          (ii)   the Tree Strategy and Tree Management Policies be published on the Council’s website; and

          (iii)  the Green Infrastructure / Arboricultural Team, in consultation with the Portfolio Holder for Environment and Sustainability, be delegated authority to approve future updates to the Tree Strategy and Tree Management Policies to reflect new information.

12.

Notices of Motion

To deal with the followingmotion received in accordance with Standing Order 5.0.  Any further motions received before the deadline has passed for the receipt of motions will be published and a copy of the list will be tabled at the meeting.

Councillor K Howard

“I propose that chewing gum recycling receptacles be placed at strategic locations around the town centre to (1) encourage more recycling and (2) reduce the amount of gum that gets dropped on the paving.

Chewing gum not only leaves unsightly, sticky spots on the paving but is also difficult and expensive to remove.  There are companies (such as Gumdrop) that will provide the bins and do the recycling at a reasonable cost.

Additional documents:

Minutes:

Councillor K Howard

The following motion was moved by Councillor Howard and seconded by Councillor Hughes and referredto the Executive on 22 November 2018 in accordance with Standing Order 5.7.

“I propose that chewing gum recycling receptacles be placed at strategic locations around the town centre to (1) encourage more recycling and (2) reduce the amount of gum that gets dropped on the paving.

Chewing gum not only leaves unsightly, sticky spots on the paving but is also difficult and expensive to remove. There are companies (such as Gumdrop) that will provide the bins and do the recycling at a reasonable cost.”

13.

Exclusion of Press and Public.

          The Mayor will move, and the Deputy Mayor will second:-

          "That the press and public be excluded from the meeting during consideration of item 14 in view of the nature of the proceedings that, if members of the press and public were present during this item, there would be disclosure to them of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A, to the Local Government Act 1972.”

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

 

 

PART II – PRESS AND PUBLIC EXCLUDED

 

 

 

Additional documents:

Minutes:

The Mayor moved and The Deputy Mayor seconded that the press and public should be excluded from the meeting during consideration of the following item.

RESOLVED

That the press and public be excluded from the meeting during consideration of Agenda Item 14 in view of the nature of the proceedings that, if members of the press and public were present during this item, there would be disclosure to them of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A, to the Local Government Act 1972.

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

14.

Recommendations of the Executive WBC18-023

Minutes:

The Council considered the recommendations of the Executive held on 11 October 2018 in respect of the Medium Term Financial Strategy Investment Strategy Update and School Place Provision.

14a

Medium Term Financial Strategy (MTFS) Investment Strategy Update

Minutes:

RESOLVED

That the recommendations of the Executive in respect of the Medium Term Financial Strategy Investment Strategy Update be agreed as set out in the confidential minutes of the meeting.

14b

School Place Provision

Minutes:

RESOLVED

That the recommendations of the Executive in respect of school place provision be agreed as set out in the confidential minutes of the meeting.