Agenda, decisions and minutes

Apologies for absence were received from Councillor Roberts.

(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 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.

(iii)      In accordance with the Officer Employment Procedure Rules, the Head of Transformation, Digital and Customer Services, Adam Walther, 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 Walther may 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 interests were such that Mr Foster could advise the Executive on those items.

The interest of the Head of Transformation, Digital and Customer Services, Adam Walther, was referred to in the agenda but it should be noted that Mr Walther was not present at the meeting.

To approve the minutes of the meeting of the Executive held on 12 September 2024 as published.

RESOLVED

That the minutes of the meeting of the Executive held on 12 September 2024 be approved and signed as a true and correct record.

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

There were no items of Urgent Business under Section 100B(4) of the Local Government Act 1972.

The Leader welcomed Mrs Sue Heavens who had submitted a question under Section 3 of the Executive Procedure Rules regarding ThamesWey businesses.  Four further questions had been submitted by members of public regarding public rubbish bins and Greenfield School loan.  A copy of the questions together with the replies was before the Executive.  The Leader advised that the members of public unable to attend the meeting would be sent a copy of the replies to their questions.  The questions, together with the replies from the Leader and Portfolio Holder, were presented as follows:

Question 1 from Sarah Madden

“Please could the council provide more public rubbish bins?  Particularly in locations emanating from the station and where taxi drivers stop for their rest.”

Supporting Statement

“I collect litter every couple of days in my area.  The area which is usually very bad is the parking bays area on Park Road outside The Park School.”

Reply from Councillor Ellen Nicholson

“Thank you Sarah for your question and thank very much for your efforts in litter picking. I am one of your Ward Councillors in Mount Hermon which contains Park School and I know a number of residents across the Borough voluntarily help to keep our area clean and tidy and we are very appreciative of that. I would be very happy to meet with you and discuss where a bin might possibly be located on Park Road near to the School. I will also write to local taxi companies and their associations to ask the drivers to dispose of their rubbish responsibly. We could also look into whether Ward Councillors and the Woking Litter Warriors, or a similar group, may wish to do a litter pick in the area or if local residents might like to get together for a community litter pick a few times a year, and we can facilitate this through Neighbourhood Services.”

Question 2 from (name withheld)

“Ultra vires loan{s}

Will the Council set-up an independent enquiry into the extraordinary use of taxpayers’ money into the loan to the single entity, Greenfield preparatory school?”

Supporting Statement

“The transaction is not a regeneration project nor is it being undertaken in a regeneration area.  As everyone knows, State school funding, never mind funding of a private school, is not in the remit of a BC., so why did past officers of Woking BC. and past elected Conservative Woking councillors jointly authorise this high-risk loan{s}, on such generous terms that's not available elsewhere in the market?  Was Woking BC totally honest with UK Treasury in this whole matter?”

Reply from Councillor Ann-Marie Barker

“In July 2023, the Council asked Grant Thornton, its newly appointed external auditors, to undertake a ‘Value for Money’ review, looking into the governance arrangements that relate to the Council’s historic investment strategy. This is an independent report which is reviewing how past decisions (such as those related to Greenfield School) were made and the financial impact of these decisions on the Council’s financial sustainability.

Grant  ...  view the full minutes text for item 5.

Reporting Person – Kevin Foster

The Executive RESOLVEd

That the draft framework for the refreshed Woking For All Strategy (WFAS) be agreed to enable the next stage of development to be undertaken.

Reason:   To enable the adoption of a refreshed Woking Borough Council Corporate Plan.

The Leader of the Council, Councillor Barker, introduced the report which sought the approval of the Executive to the draft framework for the refreshed Woking For All Strategy (WFAS).  The Leader explained that the WFAS was adopted by Council in March 2022 and updated in June/July 2022 following the change in administration.  Due to Government intervention and the Section 114 Notice last year, it had not been possible to undertake the planned annual refresh of the Strategy as it had been necessary to focus on resident consultations regarding service restructures.  However, the Executive was informed that work to review and refresh the WFAS had taken place in recent months in order to set out what the Council was most concerned to achieve on behalf of residents, and to ensure a continued focus on the Improvement and Recovery Plan (IRP).

The Executive welcomed the proposed framework which would set out a clear strategic direction for the Council.  The Executive agreed that the framework, based around three top level themes (Thriving Communities, High Performing Council, and Effective Partnerships), would provide a simplified structure which would make the WFAS more accessible to residents and stakeholders.  The Executive on 14 November 2024 would receive a consolidated draft WFAS, to include actions for each theme and associated objective, for recommendation to Council in December 2024.

RESOLVEd

That the draft framework for the refreshed Woking For All Strategy (WFAS) be agreed to enable the next stage of development to be undertaken.

Reason:   To enable the adoption of a refreshed Woking Borough Council Corporate Plan.

Reporting Person – Stephen Fitzgerald

The Executive RESOLVEd

That  (i)    the current assessment and categorisation of the approved 2024/25 budget into the three categories of “one-off”, “debt overhang” and “underlying” elements, be noted;

          (ii)   the process put in place to compile the 2025/26 Budget and Medium-Term Financial Strategy [MTFS] be noted and endorsed;

          (iii)  the planned timetable and schedule of activities to deliver a final Budget and MTFS report at the end of February / beginning of March 2025 be noted and endorsed; and

          (iv)  the proposed approach to consultation on the proposed budget be noted and endorsed.

Reason:   The Council is legally required to set a budget (considering the longer-term outlook through an MTFS, which is, in the opinion of the s151 Officer, robust and allows for adequate future levels of reserves to manage potential risk levels. The report appraises Members of the work undertaken and planned to provide Council with budget options that meet those requirements.

                 The development and delivery of a sustainable and balanced budget is integral to the over-arching Woking For All Strategy, which is the Council’s corporate plan. The overall approach to setting the 2025/26 budget remains in accordance with the guiding principles adopted by the Council in July 2023, and in particular included the need to be a smaller and more efficient Council, looking to fund non-statutory services only where they were self-funded.

The Leader, on behalf of the Portfolio Holder, Councillor Roberts, introduced the report which provided an update on the work being undertaken to prepare the 2025/26 Budget and Medium Term Financial Strategy (MTFS).  Following the previous budget update report to the Executive before the summer, it was explained that the report before the Executive outlined the next steps towards delivering a balanced budget for 2025/26 and to securing a sustainable position in the Council’s financial strategy to 2027/28.

It was noted that the Council would need continued exceptional financial support in 2025/26 as it worked towards the managed rationalisation and disposal of investments and resulting debt reduction.  The Executive noted that the Council’s likely residual debt after disposal and rationalisation of its investments in company holdings and property was expected to be of a value which would require a new approach from Government.  Discussions with Government regarding a permanent and sustainable solution to the legacy debt challenge was ongoing.  The importance of delivering a balanced budget for 2025/26 in order to give the Government confidence that the Council was returning to a financial sustainable position was highlighted.

The Executive was advised that the report indicated a £5m underlying budget gap for 2025/26.  Officers were reviewing options for addressing the budget gap with a focus on corporate and strategic workstreams.  It was intended to bring proposals to the December Executive.

Regarding the Housing Revenue Account (HRA), it was noted that the level of reserves had been improved following adjustments to historic recharges.  A 30 year business plan was being prepared to inform a strategy to deliver sustainable HRA finances.

The Leader set out the proposed timetable for the budget setting process.  As last year, it was likely that a Special Council meeting would be required in early March 2025 for final Budget and Council Tax setting.  The Executive welcomed that the Resource and Finance Scrutiny Committee and Finance Working Group would be scrutinising the budget proposals.

RESOLVEd

That  (i)    the current assessment and categorisation of the approved 2024/25 budget into the three categories of “one-off”, “debt overhang” and “underlying” elements, be noted;

          (ii)   the process put in place to compile the 2025/26 Budget and Medium-Term Financial Strategy [MTFS] be noted and endorsed;

          (iii)  the planned timetable and schedule of activities to deliver a final Budget and MTFS report at the end of February / beginning of March 2025 be noted and endorsed; and

          (iv)  the proposed approach to consultation on the proposed budget be noted and endorsed.

Reason:   The Council is legally required to set a budget (considering the longer-term outlook through an MTFS, which is, in the opinion of the s151 Officer, robust and allows for adequate future levels of reserves to manage potential risk levels. The report appraises Members of the work undertaken and planned to provide Council with budget options that meet those requirements.

                 The development and delivery of a sustainable and balanced budget is integral to the over-arching Woking For All Strategy, which is the Council’s  ...  view the full minutes text for item 7.

Reporting Person – Beverley Kuchar

The Executive RESOLVEd

That  (i)    £50,000 of UK Shared Prosperity Fund (UKSPF) be re-allocated and used to renew the Digital Inclusion project; and

          (ii)   a change request be submitted to Ministry of Housing, Communities and Local Government (MHCLG).

Reason:   The Digital Inclusion project meets the UKSPF criteria for the funding available, whilst also supporting the Council’s strategic objectives.

The Executive received a report which sought approval of the Executive to re-allocate £50,000 of UK Shared Prosperity Fund (UKSPF) to the Digital Inclusion project.  The Executive was advised that the Digital Inclusion project was one of three ‘reserve’ projects identified as meeting the UKSPF criteria in the event any of the approved projects not go ahead.  It was explained that the project ‘Supporting Economic Growth and Local Business’, which had the aim of businesses working collaboratively as a Place Board, had not progressed as planned due to Council resources needing to be focused on the delivery of the Improvement and Recovery Plan.  It was considered not to be the right rime to launch the initiative.  The Council’s work with Surrey County Council (SCC) to support local businesses was highlighted.

It was explained that the UKSPF funding would be directed to Surrey Coalition of Disabled People to enable the roll out of its ‘Tech Angels’ project in Woking.  The project connected people who were at the highest risk of digital exclusion with volunteer ‘Digital Buddies’.  Following a question regarding how the project would be monitored to ensure value for money, it was confirmed that clear metrics would be used to track the project including the number of participants, number of sessions held, and gaining feedback from participants which could be used to improve and promote the project.

The Executive welcomed the proposal to re-allocate UKSPF funding to the Digital Inclusion project which would meet the UKSPF priority E36 regarding increasing levels of digital inclusion.

RESOLVEd

That  (i)    £50,000 of UK Shared Prosperity Fund (UKSPF) be re-allocated and used to renew the Digital Inclusion project; and

          (ii)   a change request be submitted to Ministry of Housing, Communities and Local Government (MHCLG).

Reason:   The Digital Inclusion project meets the UKSPF criteria for the funding available, whilst also supporting the Council’s strategic objectives.

Reporting Person – Louise Strongitharm

The Executive RESOLVEd

That  (i)    following a competitive open market disposal process and subject to vacant possession being achieved, the site should be sold freehold to the successful selected bidder;

          (ii)   authority be delegated to the Strategic Director - Communities, in consultation with the Portfolio Holder for Housing and the Director of Legal and Democratic Services, to complete the sale on the basis of the agreed Heads of Terms; and

          (iii)  authority be delegated to the Strategic Director - Communities, in consultation with the Portfolio Holder for Housing, to make any further decisions required in respect of the final decommissioning of the building in order to achieve vacant possession which is a condition of the sale.

Reason:   To provide residents with a clear plan around the closure of Brockhill Extra Care scheme and the long-term future for the site.

Following the decision by Council in February 2024 to approve the closure of Brockhill Extra Care, and authority by the Executive in June 2024 to commence the sales process of the Council’s freehold interest in the site, the Executive received a report which sought authority to complete the sale to the selected bidder following vacant possession.  Councillor Johnson, Portfolio Holder for Housing, thanked everyone involved in supporting and finding alternative accommodation for the residents.  It was reported that two residents remained at Brockhill and alternative accommodation had been identified.  It was noted that the site would be brought forward for development of a care home, meeting the needs of older and vulnerable people.  In addition, the sale of Brockhill would generate a capital receipt which would support investment in the remainder of the Council’s housing stock.

RESOLVEd

That  (i)    following a competitive open market disposal process and subject to vacant possession being achieved, the site should be sold freehold to the successful selected bidder;

          (ii)   authority be delegated to the Strategic Director - Communities, in consultation with the Portfolio Holder for Housing and the Director of Legal and Democratic Services, to complete the sale on the basis of the agreed Heads of Terms; and

          (iii)  authority be delegated to the Strategic Director - Communities, in consultation with the Portfolio Holder for Housing, to make any further decisions required in respect of the final decommissioning of the building in order to achieve vacant possession which is a condition of the sale.

Reason:   To provide residents with a clear plan around the closure of Brockhill Extra Care scheme and the long-term future for the site.

RESOLVED

That the press and public be excluded from the meeting during consideration of item 11 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.

Reporting Person – Louise Strongitharm

The Executive RESOLVED

That the commercially sensitive information, in support of the Asset Disposal report under Part I of the agenda, be noted.

Reason:   To provide residents with a clear plan around the closure of Brockhill Extra Care scheme and the long-term future for the site.

RESOLVED

That the commercially sensitive information, in support of the Asset Disposal report under Part I of the agenda, be noted.

Reason:   To provide residents with a clear plan around the closure of Brockhill Extra Care scheme and the long-term future for the site.