Agenda and minutes

To approve the minutes of the meeting of the Executive held on 18 November 2021 as published.

RESOLVED

That the minutes of the meeting of the Executive held on 18 November 2021 be approved and signed as a true and correct record.

Apologies for absence were received from Councillor Debbie Harlow, Councillor Mary Bridgeman, Louise Strongitharm, Head of Housing and Julie Meme, Health and Wellbeing Manager.

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.

(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 Executive on those items.

(vii)     In accordance with the Officer Employment Procedure Rules, the Director of Legal and Democratic Services, Joanne McIntosh, 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 McIntosh may advise the Executive on those items.

(viii)    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 Executive on those items.

(ix)      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 Executive on those items.

(x)       In accordance with the Officer Employment Procedure Rules, the Director of Housing, Louise Strongitharm, 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 Strongitharm may advise the Executive on those items.

(xi)      In accordance with the Officer  ...  view the full agenda text for item 4.

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 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 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 agenda item 46, Woking District Scouts - Application for Financial Assistance, arising from his membership of the Scouting Association.  The interest was 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 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 agenda item 20, LCAG Lift Up Together - Application for Financial Assistance, arising from him being listed on the website of the Charities Commission as Chairman.  The interest was such that in the event of any discussion on this item Councillor Kemp would leave the Chamber.

In accordance with the Members’ Code of Conduct, Councillor W Forster declared a non-pecuniary interest in agenda item 48, Woking ShopMobility - Application for Financial Assistance, arising from his role as a Council representative on the Group.  The interest was such that speaking was 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 interests were such that Mrs Fisher could advise the Executive on those items.

In accordance with the Officer Employment Procedure Rules, the Director of Legal and Democratic Services, Joanne McIntosh, declared a disclosable personal interest (non-pecuniary) in any items concerning the companies of which she was a Council-appointed director.  The interests were such that Mrs McIntosh could advise the Executive on those items.

The Leader of the Council, Councillor Azad, stated that the purpose of the final Executive meeting of the year was to resolve the Council’s collective support for the most vulnerable people in the Borough, adding that the pandemic had shown the importance of local community and voluntary organisations.

The Portfolio Holder for Grants to Voluntary and Community Organisations, Councillor Ashall, introduced the report and stated that Woking had a long and proud history of providing financial and in-kind support to local voluntary and charitable organisations.  Due to the financial effects of the pandemic, the Council had been unable to continue the same level of support as in previous years, with savings of circa £270,000 being been identified.  However, the overall level of support provided to the sector amounted to over £1.7m and included discretionary rate relief, community lettings, car park passes and a small grants scheme. 

The Executive had before it proposals which recommended grant awards of at least 10% less than the previous year, depending on factors such as the alignment with the Council’s Health and Wellbeing Strategy and the level of reserves held.  A balance between consistency and flexibility had been sought.  All awards were provisional on the Council’s approving the overall budget at its meeting on 10 February 2022.

Councillor Forster advised that it had been useful to hold the pre-meetings in advance of the Executive as it enabled cross-party support to be achieved for the majority of the applications, although expressed concern at the reduction in light of the grants budget remaining at the same level for many years and the pandemic reducing the opportunities for fundraising.  He stated that the pandemic had shown the importance of the voluntary sector; it was important to not make any reductions which could cost the Council more in the future; and that he understood the reasoning for the reductions, if not agreeing with them all.

RESOLVEd

That  (i)    the report be noted; and

          (ii)   any unused funds remaining in the budget from the 2022/23 financial year be transferred to the Community Fund.

Reason:   To determine financial support for voluntary and community organisations through the Council’s Community Grants Scheme for the 2022/23 financial year.

RESOLVED

That no grant be awarded.

Reason:   The Group has not demonstrated sufficient justification for funding from the Community Grants Scheme.

RESOLVED

That no grant be awarded.

Reason:   The Group has not submitted sufficient justification for a grant award from the Council’s Community Grants Scheme.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £10,000 be awarded from service budgets towards the community development work and healthy living initiatives.

Reason:   To enable the continuation of the community work undertaken by the Group.

The Executive received an application from Catalyst towards the cost of a programme which would provide training and mental health and wellbeing support to a group of young people and help them to discover their strengths and redesign their futures.

Councillor Forster asked as to the assessment which had been made by the Council regarding the increased demand for its services.  The Executive was advised that there had been a recognised increase in demand for these services at a national and local level.  Having discussed the application with Catalyst, it had been agreed the way forward would be to support their application for funding through the Alliance and Health routes where additional funding for new initiatives and mental health services may be available.

RESOLVED

That no grant be awarded.

Reason:   The Council is not able to award the level of funds applied for towards the cost of the programmes set out in the application.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of up to £1,800 be awarded from the Community Grants Budget to cover the costs of providing tea visits to young people living in the Borough of Woking.

Reason:   To support the invaluable work the Charity provides to young people in the Borough with severe learning and physical disabilities.

The Executive received an application for a revenue grant from Citizens Advice Woking towards the core service of the Charity, the Guildford County Court Helpdesk, the Financial Capability Programme and the service charge for the accommodation at Provincial House.

Councillor Forster asked as to the assessment undertaken by the Council in relation to the increased demand for services, in light of the effect on the group of reducing the annual grant.  The Executive was advised that locally there had been an increase in demand consistent with national trends; during the first few months of 2021/22 a total of 2,200 clients had been helped with more than 7,000 different issues.  Julie Fisher, Chief Executive, stated that she had spoken recently with Citizens Advice Woking and had been advised that further funding sources were being actively pursued.

RESOLVED

That, subject to the outcome of the Council’s budgetary process,

(i)      core funding of £189,000 be awarded from the Community Grants Budget to continue to support the core service of Citizens’ Advice Woking;

(ii)      funding of £10,000 be awarded from the Community Grants Budget towards the costs of the Guildford County Court Help Desk;

(iii)     funding of £11,500 be awarded from the Community Grants Budget to ensure the continuation of the Financial Capability programme; and

(iv)    the Council continues to cover the service charge for the accommodation at Provincial House from the Community Grants Budget, which for next year will be circa £54,000.

Reason:   To enable the organisation to provide its services to Woking residents.

RESOLVED

That no grant be awarded.

Reason:   The application has not set out sufficient justification for a grant award to be extended, due to a large proportion of the grant being used for hire of the Maybury Centre and the Council’s financial position.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £10,600 be awarded from the Community Grants Budget the revenue costs of the education programme in Woking.

Reason:   To continue the support for Coram Life Education towards the delivery of its programmes to schoolchildren in the Borough.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £7,500 be awarded from the Community Grants Budget towards the development and facilitation of a new club strategy, which will support its core offering of respite breaks to unpaid carers.

Reason:   To enable families in the Woking area to receive the support of the service at St. Mary’s Community Centre.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £2,500 be awarded from the Community Grants Budget towards the provision of basic motor mechanics after-school courses in the Borough for young people who are at risk of becoming Not in Education, Employment or Training (NEET).

Reason:   To assist young people in the Borough who may be disengaged with school to develop their skills and aspirations in basic motor mechanics.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £1,000 be awarded from the Community Grants Budget to support the work of Headway Surrey in Woking.      

Reason:   To ensure that services for those with an acquired head injury continue to be available in the Borough.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £9,000 be awarded from the Community Grants Budget to provide additional support to families in Woking.

Reason:   To support the service of Home-Start Runnymede and Woking for families in most need of assistance residing with the Borough of Woking.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a revenue contribution of £1,250 be awarded from the Community Grants Budget towards the Rap Therapy project set out in the application.

Reason:   To support the ambitions of the Group in supporting those in greatest need through the creation of intergenerational relationships between those in need of support.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £2,500 be awarded from the Community Grants Budget towards the Lift Up Together group.

Reason:   To enable the support of those with mental health issues in Lakeview and the surrounding area in the absence of statutory support.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, funding of £6,000 be awarded from the Community Grants Budget towards the cost of the literacy improvement programme.

Reason:   To support the Let's Read literacy improvement programme to improve literacy standards in the Borough.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, funding of £28,700 be awarded from the Community Grants Budget towards operational costs.

Reason:   To enable the Group to build on its work taking place in Maybury and Sheerwater.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £3,600 be awarded from the Community Grants Budget towards the running costs of the mediation service provided to residents of the Borough of Woking.

Reason:   To enable the mediation service to be available for residents of the Borough.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a revenue grant of £5,400 be awarded from the Community Grants Budget towards the cost of running the helpline and the support group.

Reason: To provide support for the organisation and its operating costs.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, funding of £5,000 revenue be awarded from the Community Grants Budget towards the service charge at Provincial House.

Reason:   To support the Group in its activities by assisting with the costs of the service charge for the accommodation in Provincial House, Woking.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £1,575 be awarded from the Community Grants Budget towards the cost of the Eye Clinic Liaison Officer and Hearing Loss Advisor supporting residents of the Borough, to be allocated at the discretion of Sight for Surrey.

Reason:   To enable residents in Woking who have a visual impairment to benefit from the work of the Charity.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £4,500 be awarded from the Community Grants Budget towards the free STEPS Alternative Learning Provision in Woking.

Reason:   To enable Surrey Care Trust to continue to run the STEPS Youth Counselling service for 16 to 25 year olds in Woking.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £2,000 be awarded from the Community Grants Budget towards the running costs of the service in Woking.

Reason:   The Council’s support will ensure that the Organisation is able to continue to provide an essential service for individuals in the Borough who are directly affected by bereavement.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £9,000 be awarded from the Community Grants Budget towards core costs, in particular the advice line and specialist casework.

Reason:   To ensure the continued services of the Unit for Woking residents.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £900 be awarded from the Community Grants Budget towards the cost of the Knaphill support group.

Reason:   The work undertaken by the Group supports the Council's health and wellbeing agenda.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £1,800 be awarded from the Community Grants Budget to cover the costs of a volunteer training programme in Woking.

Reason:   To enable the Trust to offer its services to more residents of the Borough through the recruitment of additional volunteers.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of up to £1,500 be awarded from the Community Grants Budget towards the rental costs of The Club and to employ a youth worker.

Reason:   To enable the Group to continue its work with young people in South Woking.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £2,500 be awarded from the Community Grants Budget towards the salary costs of the part-time Administrator and Clinical Services Manager.

Reason:   To enable the Counselling Partnership to continue their work within the Borough of Woking.

RESOLVED

That no grant be awarded.

Reason:   The constraints on the grants budget for the year ahead do not enable the application to be supported.

The Executive received an application from The Lighthouse to continue its existing work to support the needs of those in the Borough who make use of its services, as well as to develop new programmes including the new Family Network Hub and the new Lighthouse located on the Barnsbury Estate.

Councillor Forster asked regarding the assessment which the Council had made regarding its increased usage in the Borough.  The Executive was advised that that in 2019 the Group had assisted over 400 children in comparison with 1,000 this year.  There had been a spike in demand for both the Foodbank and advice around debt, which had led to the launch of the Community Money Advice service in November 2020.  It was noted that The Lighthouse continued to provide a borough-wide and holistic service which assisted some of Woking’s most vulnerable residents.

Councillor Davis stated that he had visited The Lighthouse and had been advised of the excellent work which had taken place.  The Organisation would have the option of seeking funding through the Surrey County Council Members’ Allocations Scheme.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £16,400 be awarded from the Community Grants Budget towards operational costs.

Reason:   To enable the Charity to continue to engage with a high number of users from Woking including those from different cultural backgrounds and ages, with its broad and diverse offer of support for the community and for people in Woking who need help.

RESOLVED

That  (i)    subject to the outcome of the Council’s budgetary process, a revenue grant of £16,800 be awarded from the Community Grants Budget towards the costs of the Maybury Centre (£2,300), the Liaise Women's Centre (£7,500), and the Schoolhouse Project (£7,000); and

          (ii)   in the event that the Maybury Centre requires further funds to manage the Centre through to the end of the 2022/23 financial year, the Centre will be advised to contact the Council for consideration through the Chief Executive’s delegated Ostensible Authority in consultation with the Leader and Portfolio Holder.

Reason:   To enable the Centre to continue in providing its services, including the management of the Schoolhouse Project and the Liaise Women’s Centre, whilst officers develop a plan for the future of the Centre.

RESOLVED

That no grant be awarded.

Reason:   It is not felt that the Council can continue to support the application in light of its own financial standing.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, subject to the outcome of the Council’s budgetary process, a one-off grant of up to £10,000 be awarded from the Community Grants Budget towards the salary cost of the role applied for.

Reason:     To assist the group continue to provide part-time employment opportunities to three people with mental health issues who had previously acted as volunteers.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £10,000 be awarded from the Community Grants Budget towards the operating costs of Woking Age Concern.

Reason:   To enable older and more isolated members of community to receive befriending, information, support and emergency help.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £2,700 be awarded from the Community Grants Budget towards the cost of consumables.

Reason:   To enable older people to benefit from a practical community activity.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £25,000 be awarded from the Community Grants Budget towards the cost of the Associate Clinical Nurse Specialist in the community.

Reason:   To support the community nursing team in providing care and support to patients in their own homes in the Borough.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, funding be awarded at the level of £1,600 from the Community Grants Budget towards hydrotherapy sessions for its Woking-based members.

Reason:   The provision of accessible hydrotherapy sessions will help those in the Borough living with Parkinson’s to maintain a level of mobility and pain relief for as long as possible, and is in line with the identified priority areas in the Council’s Health and Well Being Strategy.

RESOLVED

That, subject to the outcome of the Council’s budgetary process,

(i)      a grant of £5,000 be awarded from service budgets towards the running costs of the Forum; and

(ii)      the allocation of funding of £10,000 to the Woking Asian Business Forum to manage the Alpha Road Community Hall be noted.

Reason:   To enable the valued community work undertaken by the Forum to continue.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £175,757 be awarded from the Community Grants Budget towards the core costs of the existing Borough-wide Dial-a-Ride service, additionally conditional on a Service Level Agreement being in place from April 2022.

Reason:   To support the Dial-a-Ride service across the Borough of Woking.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £18,000 be awarded from the Community Grants Budget to assist towards the costs of the Town Centre Buggy service operated by Woking Community Transport.

Reason:   To enable Woking Community Transport to continue to provide the Town Centre Buggy service in Woking.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £3,150 be awarded from the Community Grants Budget towards the running costs of Handicamp, such as the hiring of the scaffolding for the abseiling activity.

Reason:   To ensure the continued services of the Group for Woking residents.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £1,000 be awarded from the Community Grants Budget towards the core costs of the Group.

Reason:   To enable the Group to continue to build strong relationships between people of different faiths and culture in the Borough.

(In accordance with the Members’ Code of Conduct, Councillor Forster declared a non-pecuniary interest in this item, arising from his role as a Council representative on the Group.  The interest was such that speaking was permissible.)

The Executive received an application from Woking ShopMobility to continue its service of enabling barrier-free access to shopping and business facilities in Woking by providing self-driven motorised equipment or manual wheelchairs.

Councillor Forster asked whether the Council had conducted an assessment on equality and accessibility, noting that the Group had slightly increased its charges for its services, and asked whether the same approach should be taken as for the Town Centre Buggy.  Councillor Ashall advised that Equality Assessments for applications were undertaken by the Council’s Senior Equalities Officer and were attached to the covering report as appendix 5.  No reduction in funding had been proposed for the Town Centre Buggy as Woking Community Transport had requested a reduced grant for the Bustler service of circa £30,000 in comparison with the previous year.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £11,250 be awarded from the Community Grants Budget towards the running costs of ShopMobility.

Reason:   To ensure the continued services of the Group for Woking residents.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £1,500 be awarded from the Community Grants Budget towards the costs of the service.

Reason:   To ensure the continued services of the Group in the Town Centre during the night-time economy.

RESOLVED

That, subject to the outcome of the Council’s budgetary process,a grant of £800 be awarded from the Community Grants Budget towards the costs of offering free transport to members travelling to and from exercise sessions at either the Leisure Centre or the pool at Woking Homes.

Reason:   Woking Strokeability provides a valued service to stoke sufferers through its exercise and aqua aerobics sessions held in the community.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, funding of £450 be awarded from the Community Grants Budget towards the production of the talking newspaper.

Reason:   To enable Woking Talking Newspaper to continue to provide its service to those people in the Borough with a visual impairment.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, funding of £48,100 be awarded from the Community Grants Budget towards the cost of the service.

Reason:   To enable the York Road Project to continue its existing valued service provision in the Borough.

RESOLVED

That, subject to the outcome of the Council’s budgetary process, a grant of £21,800 be awarded from the Community Grants Budget towards the cost of the service.

Reason:   To enable the excellent and valued work of the Group tackling Domestic Abuse to take place.