Agenda and minutes

To approve the minutes of the Meeting of the Council held on XX XXXX XXXX, as published.

RESOLVED

That the minutes of the Ordinary Meeting of the Council held on 8 February 2018 be approved and signed as a true and correct record.

Apologies for absence had been received from Councillor Bridgeman and Claire Storey, Independent Co-Opted Member.

The Mayor reported on the events he had attended since the last meeting of Council.  These had included the funeral of Brigadier Salamat at the Shah Jahan Mosque, the Act of Witness in Jubilee Square on Good Friday and a visit to Brookwood Cemetery for an event to remember the soldiers who lost their lives at Gallipoli.  The Mayor had hosted the Civic Ball, attended the Surrey Half Marathon, and overseen annual Pancake Race which had raised money for ShopMobility.

Forthcoming events included a ladies lunch on 18 April 2018, organised by the Mayoress in aid of the Mayor’s Charity, and the Civic Reception on 27 April 2018.

As this was the last Council meeting before the May election, the Mayor expressed his appreciation of the contribution to Woking made by those Councillors standing down, and extended his best wishes to those Councillors standing for re-election.

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

No matters of Urgent Business were raised.

To receive declarations of disclosable pecuniary and other interests from Members and Officers in respect of any item to be considered at the meeting.  Any declarations in respect of the items for consideration under Part II of the agenda – Press and Public Excluded – will be reported once the decision has been made to move to Part II.

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.  ...  view the full agenda text for item 5.

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 A-M Barker declared a non-pecuniary interest in Agenda Item 7 – Recommendations of the Executive and Committees – arising from a family member’s employment by EY.  The interest was such that speaking and voting were permissible.

In accordance with the Members’ Code of Conduct, Councillor I Johnson declared a non-pecuniary interest in Agenda Item 8 – Sheerwater Regeneration  ...  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.

To receive and consider recommendations from the Executive and the Standards and Audit Committee.

Councillor Murray moved and Councillor Whitehand seconded the reception and adoption of the report and recommendations of the meeting of the Standards and Audit Committee held on 8 March 2018.

Councillor Bittleston moved and Councillor Kemp seconded the reception and adoption of the report and recommendations of the meeting of the Executive held on 22 March 2018

standards and audit committee – 8 march 2018

Review of arrangements for dealing with Standards Allegations under the Localism Act 2011.

The recommendation before the Council proposed amendments to the Council’s arrangements for dealing with Standards Allegations under the Localism Act 2011 and was introduced by Councillor Murray.

RESOLVED

That the Council’s arrangements for dealing with Standards Allegations under the Localism Act 2011 be amended as set out in the appendix to the report.

executive – 22 March 2018

Notices of Motion

The Council had before it the recommendation of the Executive to approve the Notice of Motion submitted by Councillor Johnson as follows:

“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.”

Resolved

That the Council notes the action sought by the Motion has already been taken.

PARKING STANDARDS SUPPLEMENTARY PLANNING DOCUMENT (SPD)

Councillor Bowes introduced the recommendations of the Executive in respect of the adoption of the Parking Standards Supplementary Planning Document and responded to the questions raised by the Members of the Council.

Resolved

That  (i)    the various representations to the Parking Standards Supplementary Planning Document consultation together with the Officers’ response and recommendations, as set out in Appendix 1 to the report, be noted;

          (ii)   subject to the proposed modifications, the Parking Standards Supplementary Planning Document in Appendix 2 to the report be adopted for the purposes of managing development across the Borough;

          (iii)  the requirements of the Parking Standards Supplementary Planning Document should apply to all relevant planning decisions on and after the date of adoption, in this case 5 April 2018; and

          (iv)  authority be delegated to the Deputy Chief Executive, in consultation with the Portfolio Holder for Planning, to approve any changes to reflect new information before the SPD is adopted.

SELF-BUILD AND CUSTOM HOUSEBUILDING GUIDANCE NOTE

The recommendations before the Council proposed the adoption of the draft Self-build and Custom Housebuilding Guidance Note and were presented by Councillor Bowes.

Resolved

That  (i)    the draft Self-build and Custom Housebuilding Guidance Note, as set out in Appendix 1 to the report, be adopted as Guidance Note to provide useful advice for individuals and organisations who wish to acquire serviced plots for self build and custom housebuilding; and

          (ii)   authority be delegated to the Deputy Chief Executive, in consultation with the Portfolio Holder for Planning, to approve any amendments to the draft Guidance Note  ...  view the full minutes text for item 7.

The Council had before it a report on the Sheerwater Regeneration Scheme which sought authority for Thameswey Developments Limited to be provided with the funds necessary for the implementation of the first part of the scheme, the provision of recreational facilities.  The request for a Loan Facility of £26m, on terms previously agreed by the Council, would enable TDL to construct the leisure and recreational facilities at the Bishop David Brown site.

The report also provided an update on the response to the statutory consultation with Secure Tenants undertaken by the Council, the details of the Equality Impact Assessment, the success rates of Compulsory Purchase Orders and the progress in voluntary acquisitions of private homes and voluntary moves of tenants.

Following the presentation of the proposals, Members of the Council discussed the implications and on the whole welcomed the proposals.  In accordance with Standing Order 10.8 the names of Members voting for and against the recommendations were recorded.

In favour:                    Councillors Mrs H J Addison, A Azad, D J Bittleston, J E Bond, A J Boote, A C L Bowes, G G Chrystie, K M Davis, I Eastwood, W P Forster, D Harlow, K Howard, D E Hughes, Mrs B A Hunwicks, S Hussain, I Johnson, C S Kemp, J Kingsbury, R Mohammed, L M N Morales, A E Murray, M Pengelly, C Rana and M A Whitehand.

                  TOTAL in favour – 24

Against:                       Councillors T Aziz and M I Raja.

                                   TOTAL against – 2

Present not voting:     Councillors A-M Barker.

                                    TOTAL present not voting – 1

The amended recommendations were therefore carried by 24 votes to 2 votes.

RESOLVED

That  (i)    a Loan facility of £26m, on terms previously approved by Council, to enable TDL to implement the approved Leisure and Recreational facilities as a first stage of the full regeneration of Sheerwater;

          (ii)   the assured shorthold tenancies, to be granted by Thameswey Housing Limited, of properties within the regenerated Sheerwater shall include the provisions set out in paragraph 3.10 of this report, and

          (iii)  the Chief Executive, in consultation with the Leader of the Council/Portfolio Holder, be authorised to take appropriate action to address the recommendations contained in the EqIA.

Councillor Johnson, Chairman of the Overview and Scrutiny Committee, introduced the annual report of the Committee, outlining the key activities undertaken during the year.  A wide range of interesting topics had been covered by the Committee over the year and Councillor Johnson thanked Councillor Davis for his supportive role over the year as Vice-Chairman.

Resolved

That the report be received.

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

Resolved

That the report be noted.

Councillor Kemp, 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 the Council’s Policy for Member learning and development had been reviewed and was before the Council for approval.

RESOLVED

That (i)    the Elected Member learning and development activities of 2017-18 be noted; and

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

Councillor Bittleston introduced the report on the Pay Policy Statement for 2018/19 and the gender pay gap data.  Councillor Bowes moved and Councillor Bittleston seconded an amendment to the recommendations before the Council, namely the following two recommendations be added:

(iii)     the Council acknowledges the importance of reducing the gender pay gap; and

(iv)    the Chief Executive shall report to the December 2018 meeting of the Executive the results of the steps outlined at paragraphs 14.14 to 14.18 of this report.”

The report was welcomed and Members of the Council expressed their support for the proposed amendments.

RESOLVED That

(i)      the Pay Policy Statement be approved for publication;

(ii)      the Gender Pay Gap data be approved for publication;

(iii)     the Council acknowledges the importance of reducing the gender pay gap; and

(iv)    the Chief Executive shall report to the December 2018 meeting of the Executive the results of the steps outlined at paragraphs 14.14 to 14.18 of the report.”

The report before the Council proposed the appointment of Councillor Bittleston to the post of Councillor Director to Victoria Square Woking Limited, which would become vacant in May following the retirement of Councillor Kingsbury. 

It was further proposed that, to support continuity of business, John Kingsbury should be appointed to the vacant post of Independent Director of Victoria Square Woking Limited.  Whilst the Independent Director would receive an annual payment from the Company, at a level determined by Victoria Square Woking Limited, no Councillors or Officers appointed as Directors of any of the Companies received payments for their roles.

          RESOLVED

That  (i)    Councillor D J Bittleston be appointed as the Councillor Director of Victoria Square Woking Limited from 7 May 2018 onwards; and

          (ii)   John Kingsbury be appointed as the Independent Director of Victoria Square Woking Limited from 7 May 2018 onwards.

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 A-M Barker

“Tackling Plastics

Council is concerned that:

300 million tons of new plastic is made worldwide each year.

There is now a ratio of 1:2 plastic to plankton in our oceans.

Only 12% of plastic waste in the UK is reprocessed.

Council notes

There are many practical alternatives to plastics available for straws, cups and takeaway food containers that are either reusable or sustainable.

Freedom Leisure, our leisure facilities operator, has recently committed to reduce plastic and coffee cup waste.

Council commits to

Reduce as far as possible the use of disposable plastics in its offices and other facilities.

Work with local businesses to support them in reducing their use of disposable plastics.

Promote the use of reusable hot drinks cups to employees, contractors, business partners and local businesses.”

Councillor A-M Barker

The following motion was moved by Councillor A-M Barker and seconded by Councillor D E Hughes and referred to the Executive on 7 June 2018 in accordance with Standing Order 5.7.

“Tackling Plastics

Council is concerned that:

300 million tons of new plastic is made worldwide each year.

There is now a ratio of 1:2 plastic to plankton in our oceans.

Only 12% of plastic waste in the UK is reprocessed.

Council notes

There are many practical alternatives to plastics available for straws, cups and takeaway food containers that are either reusable or sustainable.

Freedom Leisure, our leisure facilities operator, has recently committed to reduce plastic and coffee cup waste.

Council commits to

Reduce as far as possible the use of disposable plastics in its offices and other facilities.

Work with local businesses to support them in reducing their use of disposable plastics.

Promote the use of reusable hot drinks cups to employees, contractors, business partners and local businesses.”

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

          "That the press and public be excluded from the meeting during consideration of item 15 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

The Mayor advised that there were no items to business to consider under Part II – Exclusion of the Press and Public.

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

It was noted that Councillor John Kingsbury and Councillor Anne Murray would be standing down as Councillors at the next Election after serving the Borough for 19 years and 15 years respectively.  The Council recorded their thanks for the outstanding roles they had taken on during their terms of office, including the position of Mayor.  Councillor Kingsbury responded to the Council, referring to some of the outstanding achievements of the Council during the past 19 years.