Agenda and minutes

Venue: Council Chamber, Civic Offices, Gloucester Square, Woking, Surrey GU21 6YL

Contact: Julie Northcote  on 01483 743053 or email  julie.northcote@woking.gov.uk

Media

Items
No. Item

1.

Apologies for Absence

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Minutes:

Apologies for absence were received from Councillor Johnson.

2.

Declarations of Interest pdf icon PDF 50 KB

(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 Strategic Director - Communities, 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 on those items.

(iv)      In accordance with the Officer Employment Procedure Rules, the Head of Transformation and Digital, 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.

Additional documents:

Minutes:

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.

In accordance with the Officer Employment Procedure Rules, the Strategic Director – Communities, Louise Strongitharm, declared a disclosable personal interest (non-pecuniary) in any items concerning the companies of which she was a Council-appointed director.  It was noted that Mrs Strongitharm’s Council-appointed directorships had changed since the agenda was published.  Mrs Strongitharm was no longer a Council-appointed director of the ThamesWey companies listed in the schedule attached to the agenda, however Mrs Strongitharm remained a Council-appointed director of the three Rutland companies.  The interests were such that Mrs Strongitharm could advise the Executive on those items.

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

3.

Minutes pdf icon PDF 119 KB

To approve the minutes of the meeting of the Executive held on 13 July 2023 as published.

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Minutes:

RESOLVED

 

That the minutes of the meeting of the Executive held on 13 July 2023 be approved and signed as a true and correct record.

4.

Urgent Business

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

Additional documents:

Minutes:

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

5.

Questions

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Minutes:

No written questions had been submitted under Section 3 of the Executive Procedure Rules.  The Leader highlighted that the Executive welcomed questions from members of the public and explained the submission process.  The deadline for written questions from members of the public was 12 noon, seven days before the Executive.  The next Executive would be held on 5 October 2023, so the deadline for written questions was 12 noon, 28 September 2023.

6.

Medium Term Financial Strategy (MTFS) EXE23-064 pdf icon PDF 121 KB

Reporting Person – Eugene Walker

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Minutes:

The Leader of the Council, Councillor Barker, drew attention to the positive and constructive discussion on the Medium Term Financial Strategy (MTFS) which had taken place at the Overview and Scrutiny Committee on Monday, 11 September 2023.  Following points raised at the Committee, it was reiterated that Impact Assessments would take place on the proposals being put forward.

The Leader provided an update on the Council’s companies.  Due to the Council’s critical financial position, the Leader explained that the Council would not be able to support or subsidise the companies moving forward and the Council and the companies would need to take advice on how to deal with the challenges presented.  The Leader advised that the Council was in positive and supportive discussions with Government in respect of proposals that required borrowing support in order to get the best outcomes for the public purse and delivered the best value for money returns from the historic investments the Council had made.  It was noted that the Council would only proceed with additional investment and borrowing where it had Government support and funding.

The Leader reported that Business Cases were being prepared for Government in order to secure Government support in relation to completing, or partially completing, specific schemes that were already in delivery by companies owned by the Council when the Section 114 Notice was issued, primarily ThamesWey and Victoria Square Woking Limited.  It was noted that the Council had agreed to the deferral of loan repayments due from companies to the Council until 31 December 2023.  This decision had been taken following legal advice and was supported by Commissioners.

The Executive heard that significant progress had been made in confirming this approach with Government and was being progressed for the Victoria Square and the Sheerwater Redevelopments.  The Leader proposed an addendum to the MTFS that would be incorporated into the report when it was considered by Council at its meeting on 28 September 2023. The addendum would note that the Council’s Investment Programme accommodated investment where full Government funding and support existed to facilitate the completion of assets that were partially complete and to deliver best value for the public purse.  Attention was drawn to the capital planning principles contained in the July MTFS report, namely Principle C, which referred to items where following support from Government and Commissioners, resources were provided for specific schemes that were already in delivery when the Section 114 Notice was issued.  Therefore, investment in Victoria Square and ThamesWey would continue where it was in accordance with Principle C.  A further report would be brought back to the Executive to set out the actions being taken by Officers to implement those decisions.

Councillor Forster, Portfolio Holder for Key Projects, provided an update on the Sheerwater Regeneration Scheme and advised that the Council and ThamesWey were in negotiations with Government around drawing down previously approved money to complete the Red, Yellow and Copper phases.  Once negotiations had been completed and agreed, the Council would have a  ...  view the full minutes text for item 6.

7.

UK Shared Prosperity Fund (UKSPF) Group – Terms of Reference EXE23-066 pdf icon PDF 63 KB

Reporting Person – Kevin Foster

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Minutes:

The Executive received a report which sought approval of the Terms of Reference of the UK Shared Prosperity Fund (UKSPF) Group.  The Executive was informed that the UKSPF had been setup by Government to succeed previous EU funds and formed part of the Government’s ‘Levelling Up’ agenda.  The Council had been awarded £1m from the Fund over a period of 3 years and it was necessary to have governance arrangements in place to enable the Council to allocate the money.  It was noted that UKSPF funding had been used previously in the Borough to upgrade playgrounds in Horsell and Goldsworth Park.

RESOLVEd

That the Terms of Reference, attached at Appendix 1 to the report, be agreed.

Reason:   To enable the UK Shared Prosperity Fund Group to meet.

8.

Financial Monitoring Report EXE23-051 pdf icon PDF 184 KB

Reporting Person – Eugene Walker

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Minutes:

The Executive received the first Financial Monitoring Report which set out the material financial issues identified since the 2023/24 budget was set, based on the income and expenditure as at end of June 2023 (Quarter 1).  Councillor Roberts, Portfolio Holder for Finance, explained that the paper reported on budget forecast and variance within the Council’s Directorates and would be received by the Executive quarterly.  The Executive welcomed the report which would improve governance, control and accountability.  The implementation of a new financial forecasting process was considered vital and would enable monitoring and course correction during the financial year.  Over time, the financial and service reporting information would be integrated and replace the Green Book.  Officers were thanked for their work on producing the report.

RESOLVEd

That  (i)    the Council’s forecast General Fund outturn position for 2023/24 be noted; and

          (ii)   it be noted that the Corporate Leadership Team will continue to identify mitigations to enable the net expenditure for 2023/24 to be contained within budget approved by Council on 23 February 2023.

Reason:   Controlling the outturn within budget is essential to maintain financial control.

9.

Monitoring Reports - Projects EXE23-027 pdf icon PDF 113 KB

Reporting Person – Kevin Foster

Additional documents:

Minutes:

The Executive received a report which provided an update on progress in relation to the Council’s project management arrangements, assurance and processes.  The report included the status of projects as at the end of July 2023.  The five projects marked red in the report were highlighted, including Rainwater Gardens and Redevelopment of Garages at Bonsey Lane.  It was noted that an update on Victoria Arch would be received in the coming months.

The Executive welcomed the completion of Play Area Repairs, such as surfacing repairs, at five playgrounds in the Borough.

RESOLVEd

That  (i)    the report be received; and

          (ii)   the  detailed project monitoring recorded in Appendix 1 to the report be approved.

Reason:   To monitor progress on development to the Council’s project management approach.