Agenda and minutes

Apologies for absence had been received from Councillor J Brown.

To approve the minutes of the Meetings of the Council held on 9 February and 23 February 2023, as published.

RESOLVED

That the minutes of the meetings of the Council held on 9 February and 23 February 2023 be approved and signed as a true and correct record.

The Mayor reported on the recent events he had attended across the Borough and beyond.  These had included a community play reading – Testing Times – at the Surrey History Centre, a Woking based story around the 1919 influenza and 2020 Covid pandemics. 

A further event had been the centenary celebration of the American Veteran Monuments Commission, and the Mayor had also attended the Surrey Armed Forces Covenant Conference with the Deputy Mayor and Councillor Boote.

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

No items of Urgent Business were considered.

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

(ii)         In accordance with the Officer Employment Procedure Rules, the Chief Executive, Julie Fisher, declares a disclosable personal interest (non-pecuniary) in any items concerning the companies of which she is a Council-appointed director. The companies are listed in the attached schedule. The interests are such that Mrs Fisher may advise on those items.

(iii)        In accordance with the Officer Employment Procedure Rules, the Strategic Director - Corporate Resources, Kevin Foster declares a disclosable personal interest (non-pecuniary) in any items concerning the companies of which he is a Council-appointed director. The companies are listed in the attached schedule. The interests are such that Mr Foster may advise on those items.

(iv)        In accordance with the Officer Employment Procedure Rules, the Strategic Director - Place, Giorgio Framalicco, declares a disclosable personal interest (non-pecuniary) in any items concerning the companies of which he is a Council-appointed director. The companies are listed in the attached schedule. The interests are such that Mr Framalicco may advise on those items.

(v)         In accordance with the Officer Employment Procedure Rules, the Strategic Director - Communities, Louise Strongitharm, declares a disclosable personal interest (non-pecuniary) in any items concerning the companies of which she is a Council-appointed director. The companies are listed in the attached schedule. The interests are such that Mrs Strongitharm may advise on those items.

In accordance with the Officer Employment Procedure Rules, the Chief Executive, Julie Fisher, declared a disclosable personal interest (non-pecuniary) in any items concerning the companies of which she was a Council-appointed director.  The companies were listed in an attached schedule.  The interests were such that Mrs Fisher could advise on those items.

In accordance with the Officer Employment Procedure Rules, the Strategic Director - Corporate Resources, Kevin Foster declared a disclosable personal interest (non-pecuniary) in any items concerning the companies of which he was a Council-appointed director.  The companies were listed in an attached schedule.  The interests were such that Mr Foster could advise on those items.

In accordance with the Officer Employment Procedure Rules, the Strategic Director - Place, Giorgio Framalicco, declared a disclosable personal interest (non-pecuniary) in any items concerning the companies of which he was a Council-appointed director.  The companies were listed in an attached schedule.  The interests were such that Mr Framalicco could advise on those items.

In accordance with the Officer Employment Procedure Rules, the Strategic Director - Communities, Louise Strongitharm, declared a disclosable personal interest (non-pecuniary) in any items concerning the companies of which she was a Council-appointed director.  The companies were listed in an attached schedule.  The interests were such that Mrs Strongitharm could advise on those items.

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 published shortly before the meeting.

Copies of questions submitted under Standing Order 8.1 together with draft replies had been published in advance of the meeting. The replies were confirmed by Members of the Executive, supplementary questions were asked and replies given as set out below:

1.      Question from Councillor Rob Leach

“How many residents are benefiting from the Meals on Wheels Service?”

         Reply from Councillor Ellen Nicholson

         “During February 2023, we delivered 4,595 meals to 197 customers.  The biggest take-up was hot lunches (3,118 delivered) followed by the tea time bag (1,153 delivered).  As discussed previously the Community Meals Service offers so much more than a meal and is a highly valued service by our vulnerable residents.”

         Supplementary Question

         “Thank you Mr Mayor, yes I do.  A very brief one you’ll be pleased to hear. 

         Are there any trends, I would like to ask the Portfolio Holder, in the need for the meals service and its use?

Thank you.”

Reply from Councillor Ellen Nicholson

“Thank you, Councillor Leach.

I wouldn’t say there are necessarily any trends that we are actually seeing.  I would say that all of our residents who partake in the community meals are vulnerable and actually are needing that service. 

I had the opportunity to go out with the community meals service earlier this week and I was incredibly impressed by the dedication of the staff, both in the Council but also the staff on the ground who are actually delivering the meals. 

It is an essential service for our vulnerable residents, just checking in with them daily to see about their needs and I am really pleased, actually.  As a child I went out with community meals services and actually the ethos and caring remains the same, you know, decades later, so I am very pleased about that.  So nothing further to report. 

Thank you.”

The Mayor

“Thank you, Councillor Nicholson.

I can actually also say that I did too went with the Community Meals and they do more than just deliver meals.  They’re an extra emergency service, as you might say.  Long may it continue.”

2.      Question from Councillor Steve Dorsett

“Considering the recent decision to scrap the Town Centre Buggy, Cllr Forster said the Council would be looking at other methods to replace those services for the residents who rely on them.  Can he update Council as to where we are with that?”

Reply from Councillor Will Forster

“As I stated during the February Full Council meeting in my response to a question from Councillor Colin Kemp, the Council did not make the decision to end the town buggy service.  Although aware of it, the provider did not meet the deadline to submit a full application for funding from the Council's Community Grants budget.

Despite best efforts, the town buggy service had seen dwindling passenger numbers, coupled with increasing running costs in recent years.  The service is sadly no longer financially viable.

The town centre buggy service was just one of a number of offers of support for vulnerable  ...  view the full minutes text for item 6.

To receive and consider recommendations from the Executive.

Councillor A-M Barker moved and Councillor W Forster seconded the reception and adoption of the report and recommendations from the meeting of the Executive held on 23 March 2023. 

The recommendations of the Executive in respect of the updated Medium Term Financial Strategy (MTFS) for the period 2023/24 to 2025/26 were presented by Councillor Roberts, Portfolio Holder for Finance.  The report submitted to the Executive had outlined the position of the initiatives which the Council had agreed to commit to in order to pursue financial resilience and to constrain expenditure.  It was noted that a further, more significant update of the MTFS would be brought to the Executive in July 2023.  Councillor Roberts referred to the ongoing work on restrictions on expenditure and the detailed technical work required for minimal revenue provision, both of which related to the risk issuing a Section 114 Notice.

The provisions within the paper were debated and the importance of adopting approaches which would have the effect of maximising income in the future was highlighted.  However, concerns were expressed over changes in parking charges and their impact, particularly on users of Woking Leisure Centre.  The factors that led to the current financial position of the Council were discussed, recognising the impact of Covid and the increase in inflation on the income and expenditure of the Authority.

Following the debate, Councillor Roberts was provided with the opportunity to respond to the points raised before the Mayor referred the Members to the recommendations set out in the report before the Council.  In accordance with Standing Order 10.8 the recommendations were put to a vote.

The names of Members voting for and against the recommendations were recorded as follows:

In favour:                                Councillors H Akberali, T Aziz, A-M Barker, A Boote, A Caulfield, G Cosnahan, W Forster, P Graves, I Johnson, D Jordan, A Kirby, R Leach, L Lyons, L Morales, J Morley, E Nicholson, S Oades, M I Raja, D Roberts, J Sanderson and T Spencer.

Total in favour:                       21

Against:                                  None.

Total against:                         0

Present not voting:                 The Mayor, Councillor S Hussain, and Councillors A Azad, K Davis, S Dorsett, G Elson, C Kemp, and M Whitehand

Total present not voting:        7

The recommendations of the Executive were therefore carried by 21 votes in favour and no votes against.

RESOLVED

That (i)    the latest iteration of the Medium Term Financial Strategy be approved;

          (ii)   approval of the proposed Flexible Use of Capital Receipts in 2023/24 and submission of a plan to DLUHC be delegated to the Strategic Director – Corporate Resources, in consultation with the Finance Portfolio Holder;

          (iii) the Parent Company Guarantee (PCG) be extended by delegation to the Section 151 Officer, in consultation with the Finance Portfolio Holder, for the provision of Gas to Thameswey Central Milton Keynes Ltd (TCMK); and

          (iv) from 1 April 2023 loans advanced to Thameswey Central Milton Keynes Ltd. (TCMK) to be at the relevant PWLB interest rate with no margin be approved.

The Council’s Constitution had been reviewed in recent months, taking onboard feedback received from Councillors to ensure that the new Constitution would be easier to navigate and understand.  The Council would ensure that the document became a ‘living’ document, regularly refreshed to ensure it remained up-to-date, relevant and usable.  The Leader of the Council, Councillor Barker, introduced the recommendations of the Executive, welcoming the new approach and thanking those involved for their hard work.

A number of the key changes to the Constitution were highlighted by the Leader, including clarification of the process for questions and notices of motion, new standards for dress codes and no longer having to stand to speak at meetings of the Council.

The Councillors welcomed the revised provisions with the Constitution and thanked the officers for their work.

RESOLVED

That (i)    the Constitution and all the provisions contained within it be adopted with effect from 5 May 2023; and

          (ii)   the Corporate Governance Working Group be formally established in accordance with the Terms of Reference included within the body of the Constitution.

Councillor Lyons, Portfolio Holder for Planning Policy, introduced the recommendations of the Executive in respect of the adoption of the revised Affordable Housing Delivery Supplementary Planning Document.  The Document would be key in managing development across the Borough and other planning decisions.

The draft Document had been the subject to a public consultation in response to which thirteen representations had been received. No significant changes had been proposed, though the implications for planning were highlighted by Councillor Morales, Chairman of the Planning Committee.

RESOLVED

That (i)    the various representations to the Affordable Housing Delivery Supplementary Planning Document (SPD) consultation together with Officer’s responses and recommendations as set out in Appendix 1 to the report be noted;

          (ii)   the revised Affordable Housing Delivery SPD included in Appendix 2 to the report be adopted as Supplementary Planning Document for the purposes of managing development across the Borough and other planning decisions; and

          (iii) the requirements of the SPD should apply from the date of adoption, in this case 30 March 2023.

Councillor Azad, Chairman of the Overview and Scrutiny Committee, introduced the annual report of the Committee, outlining the key activities undertaken during the year and the work of the Task Groups that sat under the Committee.  The Vice-Chairman further outlined the comprehensive programme of work undertaken over the past year and the ambitions of the Committee for the coming year.

Councillor Azad thanked the Members of the Committee for their support over the year, noting the many achievements that they had brought about.

RESOLVED

That the report be noted.

The Leader of the Council, Councillor Barker, introduced the report and welcomed the contributions from the Council’s representatives on outside bodies.

RESOLVED

That the report be noted.

Councillor Leach, Lead Councillor for Member Learning and Development, presented the annual report on the Council’s learning and development activities over the past year.

It was noted that there would no longer be a budget to commission training events for the coming Municipal Year.  However, Officers would ensure that a comprehensive programme was provided over the year, identifying opportunities both within the Authority and through agencies such as the Local Government Association without incurring a financial cost to the Council.

Included in the report was the Council’s Policy for Member learning and development which had been reviewed and was before the Council for approval.

RESOLVED

That (i)    the Elected Member learning and development activities of 2022- 23 be noted; and

          (ii)   the updated Policy for Elected Member Learning and Development, as set out in Appendix 2 to the report, be adopted.

The Leader of the Council, Councillor Barker introduced the report on the Pay Policy Statement for 2023/24.  The Leader highlighted key elements of the report, including the fact that Woking Borough Council had a local pay policy and that the Authority continued to provide a living wage standard, and was currently seeking accreditation through the Living Wage Foundation.

RESOLVED

That the Pay Policy Statement be approved for publication

The Leader of the Council, Councillor Barker, introduced a report which proposed the appointment of Directors to the Council Group Companies.  The proposals would ensure that the Boards continued to have the appropriate skills and experience that was both advantageous and appropriate to the companies, whilst ensuring that Council appointed Officers had control of the Boards.

RESOLVED

That (i)    the Head of Digital and Transformation be appointed to the Boards as outlined in table 2.2 as at 1 April 2023; and

          (ii)   the Strategic Director - Corporate Resources be appointed to the Boards as outlined in table 2.3 as at 1 April 2023

To deal with anymotions received in accordance with Standing Order 5.0.  Any 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.

Two notices of motion had been received from Councillors in accordance with Standing Order 5.0.

The latest State of the UK Climate report indicates the UK has become wetter over the last few decades, although with significant annual variation. 2011-2020 was 9% wetter than 1961-1990. From the start of the observational record in 1862, six of the ten wettest years across the UK have occurred since 1998.

The recent UK climate projections (UKCP18) provide the most up-to-date assessment of how the UK climate could change over the 21^st century. Overall, the UK is expected to experience wetter winters and drier summers.

However, rain that does fall in summer will likely be more intense than what we currently experience. For example, rainfall from an event that typically occurs once every 2 years in summer is expected to increase by around 25%. This will impact on the frequency and severity of surface water flooding, particularly in urban areas.

In towns and cities, flash floods are a growing problem. Concrete can’t soak up rainwater, so in heavy downpours it has nowhere to go except into drains, overloading sewers and setting off flash floods. During the recent heavy rainfall, the water caused slippages within the station underpass and led to pooling of water within areas of the town centre.

Therefore this motion proposes that this Council:

1.           Engages with South West Trains to seek to secure surface water drainage systems are retrospectively fitted to the two entrances to the station underpass and /or other measures to capture rainwater are installed to reduce the excess water overspill causing slippage within the underpass.

2.           That Woking planning applications continue to be assessed with surface water drainage systems in mind and that the County, as the lead flood authority is consulted on planning applications where required.

3.           That Woking Borough Council work proactively with the partners to green Victoria Square, and introduce features such as rainwater gardens in line with the aspirations of the town centre Masterplan.

Councillor E Nicholson

The following motion was moved by Councillor Nicholson and seconded by Councillor Lyons and referred to the Executive on 15 June 2023 in accordance with Standing Order 5.7.

“Retrospective Surface Water Action The latest State of the UK Climate report indicates the UK has become wetter over the last few decades, although with significant annual variation. 2011-2020 was 9% wetter than 1961-1990. From the start of the observational record in 1862, six of the ten wettest years across the UK have occurred since 1998.

The recent UK climate projections (UKCP18) provide the most up-to-date assessment of how the UK climate could change over the 21st century. Overall, the UK is expected to experience wetter winters and drier summers.

However, rain that does fall in summer will likely be more intense than what we currently experience. For example, rainfall from an event that typically occurs once every 2 years in summer is expected to increase by around 25%. This will impact on the frequency and severity of surface water flooding, particularly in urban areas.

In towns and cities, flash floods are a growing problem. Concrete can’t soak up rainwater, so in heavy downpours it has nowhere to go except into drains, overloading sewers and setting off flash floods. During the recent heavy rainfall, the water caused slippages within the station underpass and led to pooling of water within areas of the town centre.

Therefore this motion proposes that this Council:

1.       Engages with South West Trains to seek to secure surface water drainage systems are retrospectively fitted to the two entrances to the station underpass and /or other measures to capture rainwater are installed to reduce the excess water overspill causing slippage within the underpass.

2.       That Woking planning applications continue to be assessed with surface water drainage systems in mind and that the County, as the lead flood authority is consulted on planning applications where required.

3.       That Woking Borough Council work proactively with the partners to green Victoria Square, and introduce features such as rainwater gardens in line with the aspirations of the town centre Masterplan.”

Would the Council please investigate opportunities that exist with a view to ensuring that the borough is connected to the fastest possible digital backbone as soon as possible and certainly within three years if it cannot be achieved within the Digital Strategy period.”

Councillor K Davis

The following motion was moved by Councillor Davis and seconded by Councillor Whitehand and referred to the Executive on 15 June 2023 in accordance with Standing Order 5.7.

“At the March Overview & Scrutiny Committee meeting, Enterprise M3, the Local Enterprise Partnership discussed the Guildford to Basingstoke Digital Spine and confirmed that Woking would not have a spur to join the Gigabit link.

Connecting to the Internet via Gigabit links is a key part of the Digital Strategy as it is important for the economic output of the borough as well as the limitless opportunities high speed links provides to residents.

Would the Council please investigate opportunities that exist with a view to ensuring that the borough is connected to the fastest possible digital backbone as soon as possible and certainly within three years if it cannot be achieved within the Digital Strategy period.”

The Leader of the Council and Group Leaders thanked the Mayor and Deputy Mayor for their service over the past year and expressed their appreciation of the work undertaken by Officers and Councillors.

It was noted that Councillor Mohammed Ali, Councillor Ayesha Azad, Councillor Gary Elson, Councillor Colin Kemp and Councillor James Sanderson would be standing down as Councillors at the next Election. The Council recorded their thanks for the outstanding roles they had taken on during their terms of office.  Best wishes were further extended to all those standing in the Borough elections on 4 May 2023.