Agenda and minutes

Before the start of the meeting, the Council held a minute’s silence in memory of Brigadier Muslim Salamat who had passed away earlier in the day.  Brigadier Salamat had been awarded the honour of Eminent Citizen in 2011 and was the Deputy Lord Lieutenant.

To approve the minutes of the Meeting of the Council held on 7 December 2017, as published.

RESOLVED

That the minutes of the Ordinary Meeting of the Council held on 7 December 2017 be approved and signed as a true and correct record.

Apologies for absence had been received from Councillors Ali, Bridgeman, Chrystie and Kemp.

The Mayor reported on the events he had attended since the last Council meeting, including numerous carol concerts and an event hosted by Woking Football Club in Jubilee Square on Christmas Eve.  Visits had been made to the Police, the Fire Station, Woking Hospice and the Council Offices and a special Christmas lunch had been held at Moorcroft, attended by over 70 elderly residents.  The Mayor had also attended music concerts and the Woking Music Festival, at which the Dame Ethel Smyth Award had been awarded to Greenfield School’s Chamber Choir.

Various charity events had been attended, including AGMs and Holocaust Memorial events.  Surrey University had been visited to see their future aspirations and projects currently being taken forward.  A number of visits had been made to local schools and pupils from Halstead School had visited the Civic Offices.

The Mayor’s Ball would be held on 3 March 2018, raising money for this year’s Mayor’s Charity, Your Sanctuary.  The Mayoress would be hosting a Ladies’ Lunch on 18 April 2018.

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.

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 Mrs B A Hunwicks, Councillor C S Kemp and Councillor J Kingsbury 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 J Kingsbury 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 J Kingsbury 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 the Members’ Code of Conduct, Councillor J Kingsbury will declare a non-pecuniary interest in any items under which Export House is discussed, arising from his position as a Director of Export House Limited.  The interest is such that speaking and voting are permissible.

In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, Deputy Chief Executive, Douglas Spinks, Strategic Director, Sue Barham, and Head of Democratic and Legal Services, Peter Bryant, 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, and Head of Democratic and Legal Services, Peter Bryant, will declare an interest in any items under which Brookwood Cemetery is discussed, arising from their positions as Directors of Woking Necropolis and Mausoleum Limited, Brookwood Park Limited and Brookwood Cemetery Limited.  The interest is such that speaking is permissible.

In accordance with the Members’ Code of Conduct, the Leader of the Council, Councillor D J Bittleston, Councillor Mrs B A Hunwicks, Councillor C S Kemp and Councillor J Kingsbury 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 J Kingsbury 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 J Kingsbury 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 the Members’ Code of Conduct, Councillor J Kingsbury declared a non-pecuniary interest in any items under which Export House was discussed, arising from his position as a Director of Export House Limited.  The interest was such that speaking and voting were permissible.

In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, Deputy Chief Executive, Douglas Spinks, Strategic Director, Sue Barham, and Head of Democratic and Legal Services, Peter Bryant, 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, and Head of Democratic and Legal Services, Peter Bryant, declared an interest in any items under which Brookwood Cemetery was discussed, arising from their positions as Directors of Woking Necropolis and Mausoleum Limited, Brookwood Park Limited and Brookwood Cemetery Limited.  The interest was such that speaking was permissible.

In accordance with the Members’ Code of Conduct, Councillor R Mohammed declared an interest in Item 8 – Recommendations of the Executive and Committees – arising from his position as a holder of a taxi operator’s licence.  The interest was such that Councillor Mohammed left the Chamber during the determination of the item.

In accordance with the Members’ Code of Conduct, Councillor S Hussain declared an interest  ...  view the full minutes text for item 5.

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.

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.

The Mayorset out theprocedureto be adopted in determining the Council Tax for 2018-19 and the Recommendations of the Executive and the Licensing Committee.  The Mayor would take the report on Council Tax first, together with the recommendations of the Executive on 1 February 2018 relating to the General Fund, Service Plans, Budgets and Prudential Indicators, Housing Revenue Account Budgets, the Investment Programme and the Treasury Management Strategy and Prudential Indicators.

The recommendations from the meeting of the Executive on 18 January 2018, the recommendations from the meeting of the Licensing Committee on 23 January 2018 and the remaining recommendations from the meeting of the Executive on 1 February 2018 would be considered once the Council Tax for 2018-19 had been determined.  A procedure note had been prepared which clearly set out all the recommendations before the Council.

Councillor D J Bittleston moved and Councillor A Azad seconded the reception and adoption of the report and recommendations of the meetings of the Executive held on 18 January and 1 February 2018.

Councillor D Harlow moved and Councillor H J Addison seconded the reception and adoption of the report and recommendations of the meeting of the Licensing Committee held on 23 January 2018.

executive – 2 February 2017

General Fund, Services Plans, Budgets and Prudential Indicators 2018-19, Housing Revenue Account Budgets 2018-19, Investment Programme 2017-18 to 2020-21, Treasury Management Strategy and Prudential Indicators 2018-19 and Council Tax 2018-19

The Council had before it the recommendations of the Executive for the General Fund, Service Plans, Budgets and Prudential Indicators 2018-19, Housing Revenue Account Budgets 2018-19, Investment Programme 2017-18 to 2020-21, and Treasury Management Strategy and Prudential Indicators 2018-19.  A report on the 2018-19 Council Tax was also before the Council.

The Leader of the Council, Councillor D J Bittleston, made a statement on the Budget for 2018-19.  Councillor A-M Barker, Leader of the Liberal Democrat Group, Councillor M I Raja, Leader of the Labour Group, and Councillor J Bond, Leader of the Independent Group, were invited to respond to the budget statement.

Following the debate, the Council considered the recommendations of the Executive together with the report on the Council Tax 2018-19 and agreed the proposals unanimously. 

General Fund, Service Plans, Budgets and Prudential Indicators 2018-19

Resolved

That  (i)    the Revenue Estimates and Human Resource requirements for 2018/19 be approved;

          (ii)   a Band D Council Tax for the Borough of Woking for 2018/19 of £233.46 be approved;

          (iii)  the Finance Director, in consultation with the Portfolio Holder, be authorised to approve the terms of the Surrey Business Rates Pilot on behalf of the Council and to sign the Memorandum of Understanding;

          (iv)  the Prudential Indicators at Appendix 3 to the report be approved, subject to any changes arising from consideration of the Investment Programme, revenue budgets and Final Government Settlement;

          (v)   the Service Plans for 2018/19 at Appendix 4 to the report be approved; and

          (vi)  the Food Safety Plan and Health and Safety Plan at Appendix 4a and 4b  ...  view the full minutes text for item 7.

Councillor Bittleston introduced the report on the progress of the implementation of the Sheerwater Regeneration project.  The report covered a number of areas, including the outcome of the recent pre-planning consultation exhibition held on 18 January 2018 and the development of new leisure facilities at the Bishop David Brown School.  The scheme had been significantly reviewed by Thameswey Developments Ltd and Thameswey Housing Limited since having been appointed to take the development forward.  The report therefore sought approval to authorise Thameswey to submit a new hybrid planning application based upon the information in the report.

Councillor Bittleston referred to a letter sent by the Sheerwater Residents’ Association in regard to the Compulsory Purchase Order and responded to the points raised, in particular reiterating the arrangements for the valuation of properties, referring to advice received from the Council’s Monitoring Officer. 

Councillor Bittleston concluded the introduction by thanking Councillor Davis and the other Councillors on the Sheerwater Regeneration Oversight Panel for having unanimously support the report and the recommendations contained therein.  Councillor Raja and Councillor Aziz both referred to representations they had received from home owners within the regeneration area and their concerns over the property valuations.  In response, Councillor Bittleston again advised Councillors that any residents dissatisfied with the valuation provided by Frazers could seek a valuation from the District Valuer, whose valuation would then be honoured by the Council regardless of whether it was higher or lower than the valuation reached by Frazers.  It was added that, at the request of the Oversight Panel, any home owners reluctant to receive a valuation from Frazers could ask the Council to appoint the District Valuer without first receiving a valuation from Frazers.

Councillor Bittleston responded to other points made and agreed with the sentiment expressed by other Members that the process had taken too long to reach this point.  However, it was hoped that the development would now progress quickly, with the first of the construction work to start in May 2018.

The Council was directed to the recommendations before them.  The Council agreed the recommendations without progressing to a vote, though noted the request by Councillor Aziz and Councillor Raja to record their opposition to the proposals.

RESOLVED

That (i)    the Update Report be received;

          (ii)   Thameswey Developments Limited be authorised to submit the revised Hybrid Planning Application as outlined in the report;

          (iii)  the revised timetable for the consideration of the Compulsory Purchase Order at the Council’s Meeting in October 2018, with the consequential extension of time for the agreement of voluntary sales by private owners, be agreed;

          (iv)  the Community Charter be amended to authorise the use of the District Valuer to determine valuations of properties where owners do not wish to use Frazers or dispute Frazers valuation;

          (v)   Officers be authorised to engage with private owners to encourage them to consider voluntarily selling their properties to the Council; and

          (vi)  Sheerwater Football Club be designated as a Priority User for the new 3G Football Pitch,  ...  view the full minutes text for item 8.

Claire Storey, Chair of the Elections and Electoral Registration Review Panel, introduced the Panel’s annual report on the work carried out by the Elections Team during the past year.  The work had included the County Council elections on 4 May 2017, the UK Parliamentary Election on 8 June 2017 and the West Byfleet Neighbourhood Plan Referendum, in addition to the maintenance of the electoral register. 

The Council was advised that the Cabinet Office had recently announced that it would provide grant funding for the email pilot for the coming year following the success of the initiative run by the Council in 2017.  The initiative sought to improve the efficiency and efficacy of the annual canvass process through the use of emails sent to electors to confirm their registration details.

Attention was drawn to the integrity pilot to be run by the Council for the May 2018 elections.  Under the proposals drawn up between the Council and the Cabinet Office, anyone wishing to vote at a Polling Station would be required to present suitable ID to the Presiding Officer.  A list of the types of ID acceptable under the Pilot had been previously agreed by the Council.  Anyone seeking to vote at a polling station without ID would be refused a ballot paper.  The pilot was one of six being run in 2018 by the Cabinet Office with a view to improving the integrity of the ballot.  A comprehensive communications strategy developed with the Cabinet Office would ensure that residents were made aware of the pilot.

The Council welcomed the report.

RESOLVED

That the 2017 Annual Report of the Elections and Electoral Registration Review Panel be received.

To deal with Notices of Motions received in accordance with Standing Order 5.0.  The following Motion has been received to date.  In the event any Notices of Motions are received after the publication of the agenda but before the deadline has passed, a supplementary list will be published.

Councillor I Johnson

“The Council

a)      notes the national campaign ‘Changing Places’ which encourages the provision of public toilets which are accessible for people with such profound disabilities that they need additional facilities not met by the standard accessible toilets; and

b)      agrees to incorporate into the Victoria Square development the provision of a toilet which conforms to the standards requested by the Changing Places campaign.”

Councillor W P Forster

The following motion was moved by Councillor I Johnson and seconded by Councillor D E Hughes and referred to the Executive on 22 March 2018 in accordance with Standing Order 5.7.

“The Council

a)      notes the national campaign ‘Changing Places’ which encourages the provision of public toilets which are accessible for people with such profound disabilities that they need additional facilities not met by the standard accessible toilets; and

b)      agrees to incorporate into the Victoria Square development the provision of a toilet which conforms to the standards requested by the Changing Places campaign.”

The Leader of the Council, Councillor D J Bittleston, announced the intention to nominate Councillor Mrs B A Hunwicks as Deputy Mayor for the 2018/19 Municipal Year.