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
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Minutes To approve the minutes of the meetings of the Executive held on 22 March 2018 and 21 May 2018 as published. Additional documents: Minutes: RESOLVED That the minutes of the meetings of the Executive held on 22 March 2018 and 21 May 2018 be approved and signed as true and correct records. |
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Apologies for Absence Additional documents: Minutes: Apologies for absence were received from Councillor M I Raja. |
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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: [NOTE: In accordance with Section 100B (4) of the Local Government Act 1972, the Leader of the Council ruled that the following item be dealt with as Urgent Business due to the need to address public concern.]
[NOTE: In accordance with the Member’s Code of Conduct, Councillor K M Davis declared a non-pecuniary interest in the item arising from being a minor shareholder of Marston’s PLC. The interest was such that speaking and voting was permissible.]
[NOTE: In accordance with the Member’s Code of Conduct, Councillor I Eastwood declared a non-pecuniary interest in the item arising from his position on the Surrey County Playing Field Association. The interest was such that speaking was permissible.]
The Leader of the Council, Councillor Bittleston, introduced the tabled paper regarding the Children’s Play Area at West Byfleet Recreation Ground. The meeting was paused in order for Members and those attending the meeting to read the report. The Leader advised that all Members would be given the opportunity to speak on the Urgent Business item. In introducing the item the Leader also drew attention to the Council’s leadership and Executive arrangements. It was noted that the Leader and Executive Members had received emails from local residents expressing concern at the delay in implementing improvements to the Children’s Play Area.
The Portfolio Holder for Leisure and Cultural Services, Councillor Kemp, apologised to residents for the breakdown in communication between the Council and residents. Councillor Kemp explained that the Executive, at its meeting on 4 February 2016, had agreed to finance from the New Homes Bonus the replacement of adventure play equipment in West Byfleet Recreation Ground at a project cost of £35,000. In addition, residents had secured £25,000 from Surrey County Council. The project was added to the Council’s Investment Programme in February 2018 at a total cost of £60,000. The Executive was advised that the tabled report set out an alternative approach which had been discussed by Officers. It was explained that, in recognition of West Byfleet as the second largest centre in the Borough and with the planned residential developments at Broadoaks and in West Byfleet Centre, Officers were of the view that it might be more appropriate to build a larger play facility with an investment requirement of circa £300,000.
Attention was drawn to three questions which had been submitted by Councillor Bond and which had been tabled at the meeting. Regarding the first question, the Portfolio Holder again apologised for the breakdown in communication and advised that a decision would be sought on the way forward. Regarding the second question concerning ownership, the Leader confirmed that the Executive at its meeting on 2 February 2017 had agreed to the sale of land at West Byfleet Recreation Ground. Regarding the third question concerning joint venture, the Leader advised that the Council did not have a Joint Venture with Marston’s as the Council was not funding the potential development.
The Leader reminded the Ward Councillors that they had all received the proposals and minutes ... view the full minutes text for item 3. |
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Declarations of Interest To receive declarations of disclosable pecuniary and other interest from Members in respect of any item to be considered at the meeting. In accordance with the Members’ Code of Conduct, the Leader of the Council, Councillor D J Bittleston, Councillor Mrs B A Hunwicks and Councillor C S Kemp have declared a non-pecuniary interest in Agenda Items 8, 9, 11 and 12 arising from their positions as Directors of the Thameswey Group of Companies. In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, the Deputy Chief Executive, Douglas Spinks, Strategic Director, Sue Barham and Head of Democratic and Legal Services, Peter Bryant, have declared an interest in Agenda Items 8, 9, 11 and 12 arising from their positions as Directors of the Thameswey Group of Companies. In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, has declared an interest in Agenda Items 8, 9, 11 and 12 arising from his position as a Director of Victoria Square Woking Limited. In accordance with Officer Procedure Rules, the Deputy Chief Executive, Douglas Spinks, and Head of Democratic and Legal Services, Peter Bryant, have declared an interest in Agenda Items 8, 9, 11 and 12 arising from their positions as Directors of Woking Necropolis and Mausoleum Limited, Brookwood Park Limited and Brookwood Cemetery Limited. In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, and the Deputy Chief Executive, Douglas Spinks, have declared an interest in Agenda Items 8, 9, 11 and 12 arising from their positions as Directors of Export House Limited. In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, and the Head of Democratic and Legal Services, Peter Bryant, have declared an interest in Agenda Items 8, 9, 11 and 12 arising from their positions as Directors of Dukes Court Owner T S a r l. Additional documents: Minutes: In accordance with the Members’ Code of Conduct, the Leader of the Council, Councillor D J Bittleston, Councillor Mrs B A Hunwicks and Councillor C S Kemp declared a non-pecuniary interest in minute item 8 – Economic Development Strategy Annual Report 2017-18, minute item 9 – Treasury Management Annual Report 2017-18, minute item 11 – Risk Management and Business Continuity Annual Report and minute item 12 – Performance and Financial Monitoring Information arising from their positions as Directors of the Thameswey Group of Companies. The interests were such that speaking and voting were permissible. In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, Deputy Chief Executive, Douglas Spinks, Strategic Director, Sue Barham and Head of Democratic and Legal Services, Peter Bryant, declared an interest in minute item 8 – Economic Development Strategy Annual Report 2017-18, minute item 9 – Treasury Management Annual Report 2017-18, minute item 11 – Risk Management and Business Continuity Annual Report and minute item 12 – Performance and Financial Monitoring Information arising from their positions as Directors of the Thameswey Group of Companies. The interest was such that speaking was permissible. In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan declared an interest in minute item 8 – Economic Development Strategy Annual Report 2017-18, minute item 9 – Treasury Management Annual Report 2017-18, minute item 11 – Risk Management and Business Continuity Annual Report and minute item 12 – Performance and Financial Monitoring Information arising from his position as a Director of Victoria Square Woking Limited. The interest was such that speaking was permissible. In accordance with Officer Procedure Rules, the Deputy Chief Executive, Douglas Spinks, and Head of Democratic and Legal Services, Peter Bryant, declared an interest in minute item 8 – Economic Development Strategy Annual Report 2017-18, minute item 9 – Treasury Management Annual Report 2017-18, minute item 11 – Risk Management and Business Continuity Annual Report and minute item 12 – Performance and Financial Monitoring Information arising from their positions as Directors of Woking Necropolis and Mausoleum Limited, Brookwood Park Limited and Brookwood Cemetery Limited. The interests were such that speaking was permissible. In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, and the Deputy Chief Executive, Douglas Spinks, declared an interest in minute item 8 – Economic Development Strategy Annual Report 2017-18, minute item 9 – Treasury Management Annual Report 2017-18, minute item 11 – Risk Management and Business Continuity Annual Report and minute item 12 – Performance and Financial Monitoring Information arising from their positions as Directors of Export House Limited. The interests were such that speaking was permissible. In accordance with Officer Procedure Rules, the Chief Executive, Ray Morgan, and the Head of Democratic and Legal Services, Peter Bryant, declared an interest in minute item 8 – Economic Development Strategy Annual Report 2017-18, minute item 9 – Treasury Management Annual Report 2017-18, minute item 11 – Risk Management and Business Continuity Annual Report and minute item 12 – Performance and Financial Monitoring Information arising ... view the full minutes text for item 4. |
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Questions Additional documents: Minutes: No written questions had been submitted under Section 3 of the Executive Procedure Rules. |
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Notice of Motion - Cllr A-M Barker - Tackling Plastics PDF 58 KB Additional documents: Minutes: At its meeting on 5 April 2018, the Council referred the following Notice of Motion to the Executive.
Councillor A-M Barker
“Tackling Plastics
Council is concerned that:
300 million tons of new plastic is made worldwide each year.
There is now a ratio of 1:2 plastic to plankton in our oceans.
Only 12% of plastic waste in the UK is reprocessed.
Council notes
There are many practical alternatives to plastics available for straws, cups and takeaway food containers that are either reusable or sustainable.
Freedom Leisure, our leisure facilities operator, has recently committed to reduce plastic and coffee cup waste.
Council commits to Reduce as far as possible the use of disposable plastics in its offices and other facilities.
Work with local businesses to support them in reducing their use of disposable plastics.
Promote the use of reusable hot drinks cups to employees, contractors, business partners and local businesses.”
Councillor Barker attended the meeting and advised the Executive that the Motion had been intended to be submitted to Council in February 2018. Councillor Barker acknowledged that the Motion was somewhat out of date and that the Council had undertaken much work to reduce plastic in its offices. Councillor Barker commented that the Council needed to promote its work to reduce plastics. The Leader advised that it was not possible for the Motion to be edited and that it would be dealt with at Full Council.
RECOMMENDED to Council
That the Motion be not supported as the action sought by it is already being taken. |
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Community Infrastructure Levy (CIL) PDF 92 KB Reporting Person – Douglas Spinks Additional documents: Minutes: The Executive received a report which sought approval to delegate authority to the Deputy Chief Executive to carry out the administration of Community Infrastructure Levy (CIL) enforcement as prescribed by the Community Infrastructure Levy Regulations 2010 (as amended). Regarding the amount of CIL contributions received, the Executive was informed that some £1.7m had been received to date. The Executive noted that 40% of CIL income went towards SANG provision and a percentage to the local community where the development occurred. It was noted that no CIL money had been distributed. Following a question regarding deadlines in paragraph 1.6 of the report, the Deputy Chief Executive advised that the Government set prescribed decision targets for applications of either 8 weeks, 13 weeks or 16 weeks. It was explained that the Joint Committee had resolved that the Infrastructure Working Group would make recommendations to the Joint Committee about how monies collected using the CIL would be spent in accordance with the published Regulation 123 list. RESOLVED That (i) Delegated authority be given to the Deputy Chief Executive in consultation with the Portfolio Holder for Planning to administer CIL enforcement in accordance with Regulations 80 to 92 of the Community Infrastructure Levy Regulations 2010 (as amended); (ii) Delegated authority be given to the Deputy Chief Executive in consultation with the Portfolio Holder for Planning to, when justified, withdraw a CIL Liability Notice issued by the Council in accordance with Regulation 65(7) of the Community Infrastructure Regulations 2010 (as amended); (iii) Delegated authority be given to the Head of Democratic and Legal Services to administer CIL enforcement in accordance with Regulations 93 to 111 of the Community Infrastructure Levy Regulations 2010 (as amended); and (iv) Delegated authority be given to the Deputy Chief Executive for the administration of Community Infrastructure Levy under Part 8 of the Community Infrastructure Levy Regulations 2010 (as amended). Reason: To ensure the effective and efficient administration of CIL enforcement without the risk of a successful legal challenge. |
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Economic Development Strategy Annual Report 2017-18 PDF 67 KB
Reporting Person – Douglas Spinks Additional documents:
Minutes: The Executive received the Economic Development Strategy Annual Report 2017-18 which provided activity updates on the recommendations set out in the Strategy. It was noted that the Economic Development Task Group had considered the report at its meeting on 28 March 2018. The Portfolio Holder for Economic Development, Councillor Davis, advised the Executive that 325 prospective employees had attended the Careers Fair and the Fair had received positive feedback on social media. It was confirmed that the Council owned 55% of retail space in the Borough, which predominantly included the freehold of Peacocks and Wolsey Place Shopping Centres. Following a question regarding Victoria Gate, Officers advised that discussions had taken place with the owner and Officers were optimistic that a tenant would be announced shortly. Regarding Woking One (Albion House), Officers reported that the developer had secured a tenant for all of the office space and that the retail space was under discussion. It was noted that ED 8 on page 22 of the agenda pack referred to an Enterprise M3 (EM3) bid for funds for a Sustainable Transport Improvement scheme which would be discussed later on the agenda. The Executive was informed that the bid had been given the go ahead to proceed to the next stage of the bidding process. Regarding ES 8 on page 25 of the agenda pack concerning investigating why Woking was below Surrey and the South East for certain size of companies, Councillor Barker asked whether it could be a suitable research project for a student placement. The Executive was advised that Officers could look to facilitate with Surrey University should an opportunity arise. The Executive thanked the Business Liaison Team for producing the Borough’s new inward investment guide ‘Choose Woking’. RESOLVED That (i) Officers continue to carry out the recommendations identified in the Economic Development Strategy 2017-22; and (ii) the Economic Development Task Group continues to monitor the Economic Development Strategy on a bi-annual basis. Reason: To ensure successful delivery of the Economic Development Strategy 2017-22 and to agree that the activities that are ongoing are supported. |
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Treasury Management Annual Report 2017-18 PDF 167 KB
Reporting Person – Leigh Clarke Additional documents: Minutes: The Executive received a report on Treasury Management performance for 2017-18 in accordance with the Council’s policy on Treasury Management. Following a question regarding Dukes Court, it was noted that Dukes Court was expected to be transferred to the Council in the Autumn and that the Dukes Court company would be wound up by the end of year. Officers confirmed that no significant costs would be incurred, in the context of the scale of investment, if the transfer was delayed. RESOLVED That the annual report on Treasury Management performance for 2017/18 be received, and the compliance with the Council’s approved arrangements be noted. Reason: To receive the annual report on Treasury Management performance for 2017/18 in accordance with the Council’s policy on Treasury Management. |
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Woking Integrated Transport Package PDF 63 KB Reporting Person – Douglas Spinks Additional documents: Minutes: The Executive received a report which sought approval for the Council to support a bid for further Enterprise M3 funding for a Woking Sustainable Transport Package (STP). The Executive was informed that the schemes had been discussed at the Joint Committee. It was highlighted that the Woking rail station entrance scheme concerned the north side (Town side) of the station.
RESOLVED That a £1.4m contribution to the Woking Sustainable Transport Package (STP) bid be agreed to cover the Lockfield Drive pedestrian and cycle bridge scheme (estimated cost £800,000) and the Woking rail station entrance scheme (estimated cost £600,000) be agreed. Reason: To support a bid for further Enterprise M3 funding for sustainable transport. |
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Risk Management and Business Continuity Annual Report PDF 80 KB
Reporting Person – Ray Morgan Additional documents: Minutes: The Executive received the annual report on Risk Management and Business Continuity. The Executive noted the work to implement an Alternative Premises Plan at the Leisure Centre in order to provide robust resilience for the Council should the Civic Offices be destroyed or inaccessible. RESOLVED That the report be noted and that Risk Management processes remain sound and that work is ongoing to update Business Continuity arrangements within the Council.
Reason: The continuous development of the Council’s Risk Management Strategy and Business Continuity Management Plan is essential to ensure the security of services to citizens. |
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Performance and Financial Monitoring Information
Please bring to the meeting your copy of the Performance and Financial Monitoring Information (Green Book) March 2018. Additional documents: Minutes: The Executive considered the Performance and Financial Monitoring Information (Green Book), March 2018 and April/May 2018. Regarding the March 2018 Green Book, discussion ensued on the reduction in car park revenue and possible causes. Officers advised that season tickets would be looked at in the autumn review. The Chief Executive urged the Executive to not offer car parking discounts. Following a question regarding the purchase of a property in Old Woking High Street, Officers confirmed that the site would be used for storage as an operational depot.
Following discussion on the April/May 2018 Green Book, the Executive was informed that there were nearly 1,600 hits to the Voter ID pages on the Council’s website. Members also discussed temporary accommodation in Sheerwater.
RESOLVED
That the Performance and Financial Monitoring Information, March 2018 and April/May 2018, be received.
Reason: To manage the performance of the Council. |