Agenda and minutes

Council
Monday, 24th May, 2021 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 8 April 2021, as published.

Additional documents:

Minutes:

RESOLVED

That the minutes of the Ordinary Meeting of the Council held on 8 April 2021 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 Ali.

3.

Mayor's Communications.

Additional documents:

Minutes:

The Mayor reported on the recent events he had attended, including an event at Brookwood Cemetery to mark War Graves Week and the People of Faith five-a-side football tournament.

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 50 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 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.

(iii)      In accordance with the Members’ Code of Conduct, Councillor K M Davis 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.

(iv)      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.

(v)       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.

(vi)      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 the Council on those items.

(vii)     In accordance with the Officer Employment Procedure Rules, the Director of Legal and Democratic 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.

(viii)    In accordance with the Officer Employment Procedure Rules, the Director of Finance, 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.

(ix)      In accordance with the Officer Employment Procedure Rules, the Director of Planning, 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 the Council on those items.

(x)       In accordance with the Officer Employment Procedure Rules, the Director of Neighbourhood Services, Geoff McManus, 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 McManus may advise the Council on those items.

(xi)      In accordance with the  ...  view the full agenda text for item 5.

Additional documents:

Minutes:

In accordance with the Members’ Code of Conduct, Councillor A Azad declared a non-pecuniary interest in any items concerning the companies of which she was a Council appointed director.  The companies were listed in a supporting schedule.  The interests were such that speaking and voting were permissible.

In accordance with the Members’ Code of Conduct, Councillor K M Davis declared a non-pecuniary interest in any items concerning the companies of which he was a Council-appointed director.  The companies were listed in a supporting schedule.  The interests were such that speaking and voting were permissible.

In accordance with the Members’ Code of Conduct, Councillor D Harlow declared a non-pecuniary interest in any items concerning the companies of which she was a Council-appointed director.  The companies were listed in a supporting schedule.  The interests were such that speaking and voting were permissible.

In accordance with the Members’ Code of Conduct, Councillor C S Kemp declared a non-pecuniary interest in any items concerning the companies of which he was a Council-appointed director.  The companies were listed in a supporting schedule.  The interests were such that speaking and voting were permissible.

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 a supporting schedule.  The interests were such that Mrs Fisher could advise the Council on those items.

In accordance with the Officer Employment Procedure Rules, the Director of Legal and Democratic Services, Peter Bryant, 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 a supporting schedule.  The interests were such that Mr Bryant could advise the Council on those items.

In accordance with the Officer Employment Procedure Rules, the Director of Finance, Leigh Clarke, 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 a supporting schedule.  The interests were such that Mrs Clarke could advise the Council on those items.

In accordance with the Officer Employment Procedure Rules, the Director of Planning, 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 a supporting schedule.  The interests were such that Mr Framalicco could advise the Council on those items.

In accordance with the Officer Employment Procedure Rules, the Director of Neighbourhood Services, Geoff McManus, 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 a supporting schedule.  The interests were such that Mr McManus could advise the Council on those items.

In accordance with the Officer Employment Procedure Rules, the Director of Housing, Louise Strongitharm, declared a disclosable personal interest (non-pecuniary) in any items concerning the companies of which she was a Council-appointed director.  The  ...  view the full minutes text for item 5.

6.

Leader of the Council's Statement.

Additional documents:

Minutes:

The Leader, Councillor Azad, made a statement on her approach for the forthcoming year.

Councillor Barker, Leader of the Liberal Democrat Group, Councillor Aziz, Leader of the Labour Group, and Councillor Boote, Leader of the Independent Group, were given the opportunity to respond to Councillor Azad’s statement.

7.

Questions.

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:

No questions had been submitted.

8.

Local Elections 2021 WBC21-021. pdf icon PDF 54 KB

Additional documents:

Minutes:

The Council received a report on the names of those who had been returned as Borough Councillors at the Elections on 6 May 2021.

RESOLVED

That the report be received.

9.

Political Balance of the Council 2021-22 WBC21-022. pdf icon PDF 52 KB

To receive a report on the Political Balance of the Council. The report will be tabled at the meeting.

Additional documents:

Minutes:

Formal notices had been received which had the effect of dividing the Council into political groups.  The composition of the Council was as follows:

Conservative 13

Liberal Democrat 12

Labour 3

Independent 2

In addition, notification had been received of the Members to act as Group Leader and Deputy Group Leader of each political group as follows:-

                                      Group Leader                                 Deputy Group Leader

Conservative                Councillor A Azad                            Councillor S Ashall

Liberal Democrat          Councillor A-M Barker                     Councillor D E Hughes

Labour                          Councillor T Aziz                             Councillor M I Raja

Independent                  Councillor A J Boote                        Councillor M Bridgeman

RESOLVED

That the report be received.

10.

Selection Panel. pdf icon PDF 94 KB

To receive the minutes of the Selection Panel held on Tuesday, 18 May 2021 and agree the recommendations contained therein.  The minutes will be tabled at the meeting.

Additional documents:

Minutes:

The Leader of the Council moved and Councillor Ashall seconded the receipt of the recommendations from Selection Panel which had met on 18 May 2021.

APPOINTMENT OF MEMBERS TO COMMITTEES AND SUB-COMMITTEES 2021/22.

The Selection Panel had considered the membership of each Committee in accordance with the proportionality of the political groups.

          RESOLVED

That the proportionality for each Committee be settled as follows:

 

Total

Con

Lib Dem

Lab

Ind.

Ind. CoOpted Member

Appeals Cttee

3

1

1

1

-

-

Licensing Cttee

10

4

4

1

1

-

Overview & Scrutiny Cttee

9

4

4

1

-

-

Planning Cttee

9

4

3

1

1

-

Standards & Audit Cttee

6

2

2

-

1

1

Licensing Sub-Cttee A

3

1

1

-

1

-

Licensing Sub-Cttee B

3

1

1

1

-

-

Taxi Licensing Sub-Cttee

6

2

2

1

1

-

Standards Hearings Sub-Cttee

5

2

2

-

-

1

Woking Joint Cttee

7

3

3

1

-

-

 

APPOINTMENT OF MEMBERS TO WORKING GROUPS AND TASK GROUPS 2021/22.

The Council received the recommendations of the Panel in respect of the Working Groups under the remits of the Council, the Executive and the Overview and Scrutiny Committee.

The Panel had recommended that the size of the Elections and Electoral Registration Review Panel should be increased from six to seven Councillors, that the Freedom of the Borough Working Group should be increased from six to seven Councillors and that the Housing Infrastructure Fund Oversight Panel should be reduced from ten to seven Councillors.  In respect of the task groups within the remit of the Overview and Scrutiny Committee, the Members of the Panel had recommended to Council an increase in the size of the Housing Task Group from seven to eight Councillors.

The Panel had received an update on the Military Covenant Advisory Panel and, in view of feedback received from the 2020/21 Armed Forces Champion, John Kingsbury, had asked Officers to review the Panel’s Terms of Reference, a copy of which was now before the Council for approval.  The changes to the Terms of Reference reflected the requests of the Advisory Panel Members, including a change to the frequency of meetings.

Finally, it was noted that the Panel had recommended that Members of the Leisure Partnership Board should be allowed to nominate a substitute in the event of they were unable to attend a meeting of the Board, following an approach from the Board Members.

RESOLVED

That  (i)    the size of the Elections and Electoral Registration Review Panel be increased to seven Councillors (from six);

          (ii)   the size of the Freedom of the Borough Working Group be increased to seven Councillors (from six);

          (iii)  the size of the Housing Infrastructure Fund Oversight Panel be reduced to seven Councillors (from ten);

          (iv)  the redrafted terms of reference of the Military Covenant Advisory Panel, as attached, be agreed;

          (v)   the size of the Housing Task Group be increased to eight Councillors (from seven);

          (vi)  Members of the Leisure Partnership Board be allowed  ...  view the full minutes text for item 10.

11.

Constitution of Committees 2021-22 WBC21-023. pdf icon PDF 56 KB

To approve the membership of Committees for 2021/22.  The report will be tabled at the meeting.

Additional documents:

Minutes:

The Council had before it a document setting out the proposed memberships of the Committees for the coming year.

RESOLVED

That the membership of Committees for 2021/22 be approved as set out below:

Committee

Con

Lib Dem

Labour

Ind.

Co-Optees

Appeals Committee (3)

Councillor

Whitehand

Councillor

Howard

Councillor

Raja

Councillor

Licensing Committee1 (10)

Councillors

Brown

Dorsett

Elson

Harlow

Councillors

Howard

Johnson

Leach

Morales

Councillor

Ali

Councillor

Bridgeman

Overview and Scrutiny Committee (9)

Councillors

Brown

Dorsett

Hussain

Mohammed

Councillors

Kirby

Leach

Nicholson

Sanderson

Councillor

Raja

Councillor

Planning Committee (9)

Councillors

Brown

Dorsett

Martin

Rana

Councillors

Hughes

Morales

Roberts

Councillor

Aziz

Councillor

Boote

Standards and Audit Committee (6)

Councillors

Martin

Whitehand

Councillors

Hughes

Roberts

Councillor

Councillor

Bridgeman

Mrs C Storey

Independent Co-Opted Member

Woking Joint Committee (7)

Councillors

Ashall

Brown

Kemp

Councillors

Barker

Hughes

Nicholson

Councillor

Aziz

Councillor

 

12.

Appointments to Working Groups 2021-22 WBC21-024. pdf icon PDF 59 KB

To consider the membership of Working Groups for 2021/22. The report will be tabled at the meeting.

Additional documents:

Minutes:

The Council had before it a document setting out the proposed memberships of the Working Groups under the remit of Council for the coming year.

RESOLVED

That membership of the Working Groups for 2021/22, as set out below, be agreed:

Working Groups/Task Groups

Con

Lib Dem

Labour

Ind.

Co-Optees

Elections & Electoral Reg. Review Panel (7 plus 1 Co-Opted Member)

Councillors

Ashall

Azad

Davis

Councillors

Barker

Hughes

Councillor

Aziz

Councillor

Boote

Mrs C Storey

Independent Co-Opted Member

Freedom of the Borough Working Group (7)

Councillors

Ashall

Dorsett

Kemp

Councillors

Forster

Morales

Councillor

Ali

Councillor

Bridgeman

Governance Review Task Group (6)

Councillors

Ashall

Azad

Councillors

Barker

Forster

Councillor

Aziz

Councillor

Boote

Housing Infrastructure Fund Oversight Panel (7)

Councillors

Ashall

Azad

Kemp

Councillors

Johnson

Nicholson

Roberts

Councillor

Ali

Councillor

Military Covenant Advisory Panel (5)

Councillors

Hussain

Rana

Councillors

Forster

Sanderson

Councillor

Raja

Councillor

 

Selection Panel (8)

Councillors

Ashall

Azad

Councillors

Barker

Hughes

Councillors

Aziz

Raja

Councillors

Boote

Bridgeman

Sheerwater Regeneration Delivery and Oversight Board (7)

Councillors

Harlow

Mohammed

Whitehand

Councillors

Barker

Johnson

Morales

Councillors

Aziz

Councillor

Victoria Square Oversight Panel (9)

Councillors

Ashall

Azad

Brown

Dorsett

Councillors

Barker

Johnson

Sanderson

Councillor

Ali

Councillor

Boote

 

13.

Appointments to Ad Hoc Bodies and Ex Officio Bodies 2021-22 WBC21-025. pdf icon PDF 111 KB

To consider the nominations to Ad Hoc Bodies and Ex-Officio Positions for 2021/22. The report will be tabled at the meeting.

Additional documents:

Minutes:

The Council was asked to agree the appointments to Ad Hoc Bodies and to receive the list of Ex Officio appointments. In respect of the appointments available through the Surrey Leaders’ Group, the Council noted that no nominations had been received.

RESOLVED

That (i)    appointments to Ad Hoc Bodies, including no nominations to positions appointed to by the Surrey Leaders Group, as set out below, be agreed:

Ad Hoc Body

Con.

Lib. Dem.

Labour

Ind.

Ashford & St Peters Hospital NHS Trust (1 rep, 3 years to 2022)

 

Councillor

Hughes

 

 

Basingstoke Canal Joint Management Cttee (2 reps, 1 year plus 2 subs, 1 year)

Councillor

Davis

(Dorsett)

Councillor

Leach

(Howard)

 

 

Corporate Trustee – Woking Palace (1 rep, 1 year)

Councillor

Dorsett

 

 

 

Countryside Partnership Board (1 rep, 1 year plus 1 sub, 1 year).  Substitute to be appointed to the Local Liaison Group (which replaces Surrey Heathlands Steering Group).

Councillor

Davis

Councillor

(Howard)

 

 

Fairoaks Airport Consultative Cttee (1 rep., 1 year plus 1 sub, 1 year). 

Councillor

(Dorsett)

Councillor

Howard

 

 

Maybury Centre (2 reps, four years to 2022 and 2023 respectively)

Councillor

Mohammed (2022)

 

Councillor

Raja (2023)

 

National Parking Adjudications Service Jt Cttee (1 rep, 2 years, plus 1 sub, 2 years to 2023)

Councillor

Dorsett

Councillor

(Howard)

 

 

Police and Crime Panel (1 rep., 1 year)

Councillor

Forster

 

 

ShopMobility (1 rep., 1 year plus 1 sub, 1 year)

Councillor

(Hussain)

Councillor

Forster

 

 

South East Employers (1 rep., 1 year plus 1 sub, 1 year)

Councillor

Kemp

Councillor

(Barker)

 

 

Sport Woking (formerly Woking Sports Council) (2 reps, 1 year)

Councillor

Kemp

Councillor

Johnson

 

Surrey County Playing Fields Association (1 rep., 1 year)

Councillor

Kemp

 

 

 

Sutton Green Village Hall Management Cttee (2 rep.s, 1 year, 1 to be local Ward Councillor, 1 to be a Member of WBC)

Councillor

Ashall

Councillor

Forster

 

 

Woking Access Group (1 rep., 1 year)

Councillor

Hussain

Councillor

Leach

 

 

Woking Community Transport (2 observers, 1 year)

Councillor

Brown

Councillor

Hughes

 

 

Woking People of Faith (1 rep, 5 years to 2026)

 

Councillor

Morales

 

 

Woking Youth Council (2 reps, 1 year plus 1 substitute, 1 year)

Councillor

Brown

Councillor

Leach

Councillor

(Aziz)

 

 

          (ii)   the schedule of Ex Officio appointments, as set out below, be noted:

Allotments Consultation Group

Deputy Mayor to be a judge at the Annual Allotments Competition

Asset Management – Lead Member

Portfolio Holder for Property Management

Children & Young People – Lead Member

Portfolio Holder for Cultural and Community Development

Elected Member Development – Lead Member

Goldsworth Park Lake & Recreation Ground Users Group

Ward Members for Goldsworth Park

Jt Cttee – Oversight of Delivery of Surrey Public Authority Services

Leader of the Council or their nominee

Lakeview Working Group

Ward Members for Goldsworth Park

Ostensible Authority Standing Panel

Leader of the Council and 2 nominees

Safeguarding – Lead Member

Appropriate Portfolio Holder

Surrey Climate Change Partnership Members Group

Portfolio Holder for Climate Change

Surrey Waste Partnership

Portfolio Holder for Waste and Recycling

Surrey Waste Partnership – Jt Waste Collection Services Cttee

Portfolio Holder for Waste and Recycling

Transport  ...  view the full minutes text for item 13.

14.

Seating Plan 2021-22.

To approve the seating arrangements for Council meetings. A chart will be circulated at the meeting.

Additional documents:

Minutes:

The Mayor advised that the seating arrangements for the coming year would be reviewed in light of the Government’s advice on social distancing in consultation with Group Leaders.  In the event the Government relaxed the current restriction on 21 June 2021, as outlined in the Government’s Road Map, a formal seating plan would be proposed at a future meeting of the Council.

15.

Notices of Motion.

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:

The Mayor reported that no Notices of Motion had been received.

16.

Peter Bryant - Director of Legal and Democratic Services.

Additional documents:

Minutes:

The Mayor advised the Members that this would be the last meeting of Council to be attended by Peter Bryant, Director of Legal and Democratic Services, before his retirement at the end of June 2021 after 33 years at Woking Borough Council.  He had contributed to a wide range of projects during his employment, including Dukes Court, Sheerwater Regeneration, the Victoria Square development and the purchase of Brookwood Cemetery.

From the Mayor personally and on behalf of elected members, past and present, the Mayor thanked Peter for his extraordinary service to the Council and wished him well for the next chapter of his life.

Peter thanked the Mayor for his kind words, stating that he had thoroughly enjoyed his time in local government.