Agenda and minutes

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

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Items
No. Item

1.

Minutes

To approve the minutes of the Meeting of the Council held on 5 December 2019, as published.

Additional documents:

Minutes:

RESOLVED

That the minutes of the Ordinary Meeting of the Council held on 5 December 2019 be approved and signed as a true and correct record.

2.

Apologies for Absence.

Additional documents:

Minutes:

Apologies for absence had been received from Councillor W Forster.

3.

Mayor's Communications.

Additional documents:

Minutes:

The Mayor reported on the recent engagements she had attended, including school assemblies, the Holocaust Memorial Day, a production of Sister Act by the Winston Churchill School at the Rhoda McGaw Theatre, a new year party at The Vyne Centre, the opening of the new Welcome Church building, the awards ceremony for Best Bar None and local networking events.

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:

No items of Urgent Business were considered.

5.

Declarations of Interest. pdf icon PDF 49 KB

(i)         To receive declarations of interest from Members and Officers in respect of any item to be considered at the meeting.

(ii)        In accordance with the Members’ Code of Conduct, Councillor D J Bittleston declares a non-pecuniary interest 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 speaking and voting are permissible.

(iii)      In accordance with the Members’ Code of Conduct, Councillor A Azad declares a non-pecuniary interest 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 speaking and voting are permissible.

(iv)      In accordance with the Members’ Code of Conduct, Councillor C S Kemp declares a non-pecuniary interest 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 speaking and voting are permissible.

(v)       In accordance with the Members’ Code of Conduct, Councillor D Harlow declares a non-pecuniary interest 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 speaking and voting are permissible.

(vi)      In accordance with the Members’ Code of Conduct, Councillor G S Cundy declares a non-pecuniary interest 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 speaking and voting are permissible.

(vii)     In accordance with the Officer Employment Procedure Rules, the Chief Executive, Ray Morgan, 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 Morgan may advise the Council on those items.

(viii)    In accordance with the Officer Employment Procedure Rules, the Deputy Chief Executive, Douglas Spinks, 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 Spinks may advise the Council on those items.

(ix)      In accordance with the Officer Employment Procedure Rules, the Head of Democratic and Legal Services, Peter Bryant, 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 Bryant may advise the Council on those items.

(x)       In accordance with the Officer Employment Procedure Rules, the Finance Director, Leigh Clarke, 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 Clarke may advise the Council on those items.

(xi)      In accordance with the Officer Employment Procedure Rules, the Director of Housing, Louise Strongitharm, declares  ...  view the full agenda text for item 5.

Additional documents:

Minutes:

In accordance with the Members’ Code of Conduct, the Leader of the Council, Councillor D J Bittleston, Councillor A Azad, Councillor D Harlow 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 D J Bittleston declared a non-pecuniary interest in any items under which Rutland Woking Limited was discussed, arising from his position as a Director of Rutland 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 Employment Procedure Rules, the Chief Executive, Ray Morgan, the Deputy Chief Executive, Douglas Spinks, the Head of Democratic and Legal Services, Peter Bryant, and the Director of Housing, Louise Strongitharm, declared a disclosable personal interest (non-pecuniary) 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 Employment Procedure Rules, the Chief Executive, Ray Morgan, declared a disclosable personal interest (non-pecuniary) 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 is such that speaking was permissible.

In accordance with Officer Employment Procedure Rules, the Chief Executive, Ray Morgan, and the Deputy Chief Executive, Douglas Spinks, declared a disclosable personal interest (non-pecuniary) 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 Employment Procedure Rules, the Deputy Chief Executive, Douglas Spinks, and Head of Democratic and Legal Services, Peter Bryant, declared a disclosable personal interest (non-pecuniary) 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 Officer Employment Procedure Rules, the Head of Democratic and Legal Services, Peter Bryant, and the Finance Director, Leigh Clarke, declared a disclosable personal interest (non-pecuniary) in any items under which Dukes Court was discussed, arising from their positions as Directors of  ...  view the full minutes text for item 5.

6.

Questions. pdf icon PDF 61 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.

Council Tax 2020/21 - WBC20-003. pdf icon PDF 129 KB

Additional documents:

Minutes:

The Mayor set out the procedure to be adopted in determining the Council Tax for 2020-21 and the Recommendations of the Executive.  The Mayor would take the report on Council Tax first, together with the recommendations of the Executive on 6 February 2020 relating to the General Fund, Service Plans, Budgets and Prudential Indicators, Housing Revenue Account Budgets, the Investment Programme and the Capital, Investment and Treasury Management Strategies.

The remaining recommendations from the meeting of the Executive on 6 February 2020 would be considered once the Council Tax for 2020-21 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 meeting of the Executive held on 6 February 2020.

GENERAL FUND, SERVICES PLANS, BUDGETS AND PRUDENTIAL INDICATORS 2020-21, HOUSING REVENUE ACCOUNT BUDGETS 2020-21, INVESTMENT PROGRAMME 2019-20 TO 2023-24, CAPITAL, INVESTMENT AND TREASURY MANAGEMENT STRATEGIES AND COUNCIL TAX 2020-21

The Council had before it the recommendations of the Executive for the General Fund, Service Plans, Budgets and Prudential Indicators 2020-21, Housing Revenue Account Budgets 2020-21, Investment Programme 2019-20 to 2023-24, and Capital, Investment and Treasury Management Strategies.  A report on the 2020-21 Council Tax was also before the Council.

The Leader of the Council, Councillor D J Bittleston, made a statement on the Budget for 2020-21.  Councillor A-M Barker, Leader of the Liberal Democrat Group, Councillor T Aziz, Leader of the Labour Group, and Councillor J Bond, Leader of the Independent Group, were invited to respond to the budget statement.

The recommendations before the Council were agreed unanimously.

General Fund, Service Plans, Budgets And Prudential Indicators 2020-21

RESOLVED

That   (i)    the Revenue Estimates and Human Resource requirements for 2020/21 be approved;

          (ii)   a Band D Council Tax for the Borough of Woking for 2020/21 of £245.46 be approved;

          (iii)  the charge for overnight car parking in the town centre car parks be amended to apply from 6pm from 1 April 2020;

          (iv)  a long-term empty premium of 200% be added to the Council Tax payable for properties empty and substantially unfurnished for between 5 and 10 years from April 2020, and of 300% to be added to the Council Tax payable for properties empty and substantially unfurnished for over 10 years from April 2021;

          (v)   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;

          (vi)  the Service Plans for 2020/21 at Appendix 4 to the report be approved; and

          (vii) the Food Safety Plan and Health and Safety Plan at Appendix 4a and 4b to the report be approved.

 

Housing Revenue Account Budgets 2020-21

RESOLVED

That  (i)    the Housing Revenue Account budget for 2020/21 as set out in Appendix 1 to the report be approved; and

          (ii)   with effect from 6 April 2020, rents be increased by 2.7%.

 

Investment Programme 2019-20  ...  view the full minutes text for item 7.

8.

Recommendations of the Executive - WBC20-004. pdf icon PDF 70 KB

To receive and consider recommendations from the Executive.

Additional documents:

Minutes:

The remaining recommendations from the Executive held on 7 February 2019, aside from those considered as part of the Council Tax 2020-21 recommendations, were before the Council.

EXECUTIVE – 6 FEBRUARY 2020

RECOMMENDATION FROM CLIMATE CHANGE WORKING GROUP – CLIMATE EMERGENCY – PLANNING FOR CARBON NEUTRALITY

Councillor Davis, Portfolio Holder for Climate Change, introduced the recommendations from the Climate Change Working Group to accelerate the existing Woking 2050 Strategy and work towards achieving carbon neutrality across the Council’s estate and operations by 2030.  The proposals were welcomed by the Council and it was

RESOLVED

That  (i)    officers be authorised to implement initial actions for 2019/20 and 2020/21 as recommended in the report; and

          (ii)   delegated authority be given to the Assistant Director (Place) in consultation with the Portfolio Holder and Shadow Portfolio Holder for Environment and Sustainability to agree new actions as they are identified.

 

Homelessness and Rough Sleeping Strategy

Councillor Harlow, Portfolio Holder for Housing, introduced the recommendations of the Executive which proposed the adoption of the Homelessness and Rough Sleeping Strategy 2020-2024.  The joint working on the development of the Strategy was noted and the proposals were welcomed by the Council.

          REsolved

That  (i)    the Homelessness and Rough Sleeping Strategy 2020-2024 be approved; and

          (ii)   the Director of Housing, in consultation with the Portfolio Holder for Housing, be delegated authority to make minor amendments to the Strategy and to update the action plan as required.

 

Housing Infrastructure Fund – Funding Allocation of £95million to Woking Town Centre

The Leader of the Council, Councillor Bittleston, introduced the recommendations of the Executive which had been drawn up following the successful Housing Infrastructure Fund bid made by Surrey County Council in conjunction with Woking Borough Council.  The recommendations proposed that that the £95m grant awarded to the Borough Council by Homes England should be accepted. This would require the Council to enter into a contract with Homes England and be bound by its obligations.

Councillor Lyons drew attention to recommendation (v) and advised that he would not be supporting the use of Compulsory Purchase Orders on a matter of principle.  Councillor Morales moved and Councillor Aziz seconded an amendment to delete the wording “and land required for development sites as outlined in the bid, if not brought forward by current owners” from recommendation (v), resulting in a revised recommendation (v) as follows:

“the Council commits to use reasonable endeavours, including use of Compulsory Purchase Order powers, to acquire the Triangle site, land required for the replacement of Victoria Arch, land required for widening of the A320;”

Councillor Morales explained that she was concerned the proposal would place a requirement on Woking Borough Council to purchase the sites, resulting in significant future debts for the Authority.  The Chief Executive explained that all costs associated with the sites would be met by developers, not Woking Borough Council, and that the use of Compulsory Purchase Orders would only be considered in the event the developers were unable to secure the purchase of the  ...  view the full minutes text for item 8.

8a

General Fund, Service Plans, Budgets and Prudential Indicators 2020-21 EXE20-001

Additional documents:

8b

Housing Revenue Account Budgets 2020-21 EXE20-002

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8c

Investment Programme 2019-20 to 2023-24 EXE20-003

Additional documents:

8d

Capital, Investment and Treasury Management Strategies EXE20-004

Additional documents:

8e

Recommendation from Climate Change Working Group - Climate Emergency - Planning for Carbon Neutrality EXE20-010

Additional documents:

8f

Homelessness and Rough Sleeping Strategy EXE20-007

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8g

Housing Infrastructure Fund - Funding Allocation of £95Million to Woking Town Centre EXE19-060

Additional documents:

9.

Sheerwater Regeneration - WBC20-001 pdf icon PDF 161 KB

Additional documents:

Minutes:

The Council had before it a report on the Sheerwater Regeneration scheme.  The report sought the Council’s approval of four matters concerning the scheme, namely:

o    the funding of the scheme;

o    the giving of an undertaking in respect of the affordable housing forming part of the scheme;

o    an update on progress towards making the proposed Compulsory Purchase Order and confirmation of the Council’s commitment to make the Order; and

o    the authorisation of the Housing Director, in consultation with the Housing Portfolio Holder and Head of Democratic and Legal Services, to seek possession of Housing Revenue Account (HRA) properties when required for the scheme.

A supplementary report on the Executive Undertakings relating to the development had been circulated following the publication of the agenda.  The supplementary report set out amended recommendations to include the Executive Undertakings.

Following the introduction of the report by the Leader of the Council, Councillor Barker moved and Councillor Aziz seconded an amendment to the recommendations, namely to include an additional recommendation (ii) as follows:

“a.     financial performance to be reviewed by the Sheerwater Regeneration Oversight Panel at each phase;

b.       a mid-project assessment to be carried out.  This will look at market conditions and performance to-date on the project to inform the final stages, be reported to the Sheerwater Regeneration Oversight Panel and agreed by Council; and

c.       no reduction in the proportion of social affordable homes without Council agreement.”

The amendment was agreed nem con following which the Council was invited to agree the recommendations set out in the supplementary report.  The remaining recommendations were agreed nem con.

          RESOLVED

That (i)    the Loan Finance for the delivery of the Sheerwater Regeneration scheme, as summarised below, be approved;

 

Facility

£m

Term

Type

Rate

Arrangement fee

Thameswey Developments Ltd (during construction)

115

Up to 5 years

Maturity

relevant PWLB rate

No

Thameswey Housing Ltd (until construction complete)

290

Up to 5 years

Maturity

relevant PWLB rate

No

Thameswey Housing Ltd Operational

290

50 years

Annuity

relevant PWLB rate

No

Thameswey Housing Ltd Revolving Loan facility

116

Up to 30 years

Maturity

relevant PWLB rate

No

Thameswey Energy Ltd

5.25

20 years

Annuity

relevant PWLB rate

No

 

(ii)     (a)   financial performance to be reviewed by the Sheerwater Regeneration Oversight Panel at each phase;

         (b)   a mid-project assessment to be carried out.  This will look at market conditions and performance to-date on the project to inform the final stages, be reported to the Sheerwater Regeneration Oversight Panel and agreed by Council; and

         (c)   no reduction in the proportion of social affordable homes without Council agreement.”

          (iii) following consideration of the matters contained in this report relating to the proposed compulsory purchase order:-

(a)     Council re-affirms its commitment to using its compulsory purchase powers as set out in Section 226(1)(a) of the Town and Country Planning Act 1990 to compulsorily purchase the Order Land, and

(b)     authority is delegated to the Head of Democratic and Legal Services to settle the final form and content of the Order  ...  view the full minutes text for item 9.

10.

Pay Policy Statement 2020-21 and Gender Pay Gap Data - WBC20-002 pdf icon PDF 144 KB

Additional documents:

Minutes:

Councillor Bittleston introduced the report on the Pay Policy Statement for 2020/21 and the gender pay gap data, noting that the gender pay gap data was based on the snap-shot date of 31 March 2019.

          RESOLVED

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

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

          (iii)  the Ethnicity Pay Gap data be noted.

11.

Notices of Motion pdf icon PDF 65 KB

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.

Additional documents:

Minutes:

Councillor A-M Barker

Councillor Barker moved and Councillor Morales seconded the following motion, proposing that the Motion should be determined on the night rather than referred to the next meeting of the Executive in accordance with Standing Order 5.7.

“Provision of Walk in health service provision in Woking

Council notes that

o    Woking Walk in Centre is a much valued local health facility.

o    North West Surrey Clinical Commissioning Group is currently reviewing provision of urgent care and walk in facilities across the area.

o    NHS England policy is towards a model of GP led services at Urgent Treatment Centres.

o    A number of options for walk in health provision are under consideration for North West Surrey but in several scenarios Woking would no longer have a Walk in facility in the borough.

Council understands that

o    No decisions on future walk in provision have been made

o    Consultation will take place before any changes are made to local walk in provision

Council instructs 

The Chief Executive to write to North West Surrey CCG highlighting:

o    The huge value this Council and local residents place on the Walk in Centre.

o    The number of new properties being built or planned in the town centre that will put additional pressure on existing GP services.

o    The need to fully involve the Council and local residents in any proposals to change current walk in provision for the borough.”

In receiving the Notice of Motion, the Mayor drew the Council’s attention to a supplementary report which had been tabled at the meeting.  The Supplementary Report advised that, in view of the public interest in the matter, the Executive had at its meeting on 6 February 2020 agreed that the Leader of the Council would write to the North West Surrey Clinical Commissioning Group.  A copy of the letter, together with the reply from the CCG, was attached to the report.

Councillor Barker spoke in support of the motion and confirmed that the proposal for the Chief Executive to write to the CCG highlighting the concerns of the Council should stand.  Following discussion of the motion, it was agreed that the motion should be supported and that the action taken by the Leader of the Council noted.

RESOLVED

That  (i)    the motion be supported; and

          (ii)   the action taken in respect of the future of the Walk In Centre be noted.

Councillor A-M Barker

The following motion was moved by Councillor Barker and seconded by Councillor Leach and referred to the Executive on 26 March 2020 in accordance with Standing Order 5.7.

“Fireworks

A number of councillors have been contacted by residents in relation to the RSPCA initiative to reduce the impact of fireworks and Sky Lanterns on animals, and have asked their Council to support a motion to support measures which will help ensure people can enjoy fireworks responsibly whilst minimising the risk to animal welfare, horses, farm animals and wildlife and residents.

Woking Council can play its part in this by direct  ...  view the full minutes text for item 11.

12.

Exclusion of the Press and Public

In the event any Member of the Council wishes to discuss information set out in the confidential supporting information in respect of Agenda Item 8g – Recommendations of the Executive – Housing Infrastructure Fund – Funding Allocation of £95Million to Woking Town Centre, considered by the Executive at its meeting on 6 February 2020, the Mayor will move, and the Deputy Mayor will second:-

"That the press and public be excluded from the meeting during consideration of item 13 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 advised that the recommendations in respect of the Housing Infrastructure Fund had been determined earlier in the meeting, and that it would therefore not be necessary to hold any discussions under Part II of the agenda (press and public excluded).

13.

Recommendations of the Executive - Housing Infrastructure Fund – Funding Allocation of £95Million to Woking Town Centre - WBC20-004.

Additional documents:

Minutes:

This item had been included on the agenda to enable any Members of the Council, should they wish, to discuss information set out in the confidential supporting information on the Housing Infrastructure Fund - Funding Allocation of £95Million to Woking Town Centre which was considered by the Executive at its meeting on 6 February 2020.

No requests to discuss the confidential supporting information were received and accordingly no discussion took place under Part II of the agenda.

14.

Announcement of Deputy Mayor 2020/21

Additional documents:

Minutes:

The Leader of the Liberal Democrat Group, Councillor A-M Barker, announced the intention to nominate Councillor Liam Lyons as Deputy Mayor for the 2020/21 Municipal Year.