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.

Minutes

To approve the minutes of the meeting of the Executive held on 28 June 2018 as published.

Additional documents:

Minutes:

RESOLVED

 

That the minutes of the meeting of the Executive held on 28 June 2018 be approved and signed as a true and correct record.

2.

Apologies for Absence

Additional documents:

Minutes:

Apologies for absence were received from Councillor I Eastwood.

3.

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.

4.

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 6 and 8 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 6 and 8 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 6 and 8 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 6, 8 and 11 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 6 and 8 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 6 and 8 arising from their positions as Directors of Dukes Court Owner T S a r l.

Additional documents:

Minutes:

Councillor Mrs B A Hunwicks declared an interest in minute item 8 – Monitoring Reports – Projects arising from her residing in the Gresham Mill area.  The interest was not a formal interest under the Members’ Code of Conduct so speaking and voting were permissible.

 

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 6 – Equalities Annual Report – 2018 and minute item 8 – Monitoring Reports – Projects 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 Employment 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 6 – Equalities Annual Report – 2018 and minute item 8 – Monitoring Reports – Projects arising from their positions as Directors of the Thameswey Group of Companies.  The interest was such that speaking was permissible.

 

In accordance with Officer Employment Procedure Rules, the Chief Executive, Ray Morgan declared an interest in minute item 6 – Equalities Annual Report – 2018 and minute item 8 – Monitoring Reports – Projects arising from his position as a Director of Victoria Square Woking Limited.  The interest was such that speaking was permissible.

 

In accordance with Officer Employment Procedure Rules, the Deputy Chief Executive, Douglas Spinks, and Head of Democratic and Legal Services, Peter Bryant, declared an interest in minute item 6 – Equalities Annual Report – 2018, minute item 8 – Monitoring Reports – Projects and minute item 10 – Brookwood Cemetery 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 Employment Procedure Rules, the Chief Executive, Ray Morgan, and the Deputy Chief Executive, Douglas Spinks, declared an interest in minute item 6 – Equalities Annual Report – 2018 and minute item 8 – Monitoring Reports – Projects arising from their positions as Directors of Export House Limited.  The interests were such that speaking was permissible.

 

In accordance with Officer Employment Procedure Rules, the Chief Executive, Ray Morgan, and the Head of Democratic and Legal Services, Peter Bryant, declared an interest in minute item 6 – Equalities Annual Report – 2018 and minute item 8 – Monitoring Reports – Projects arising from their positions as Directors of Dukes Court Owner T S a r l.  The interests were such that speaking was permissible.

5.

Questions

Additional documents:

Minutes:

No written questions had been submitted under Section 3 of the Executive Procedure Rules.

6.

Equalities Annual Report - 2018 pdf icon PDF 159 KB

Reporting Person – Ray Morgan

Additional documents:

Minutes:

The Executive received the Equalities Annual Report - 2018 which set out the progress on the equalities agenda.  The Executive welcomed the work undertaken by Officers during the year, including the Council’s work with the York Road Project to register 11 homeless electors as part of the Voter ID Pilot.  It was noted that those electors had been issued with Local Elector cards and, as a result, were now in possession of photo ID which would enable them to access universal credits.  The Chief Executive advised that Council, at its meeting on 26 July 2018, would receive a report on the Voter ID Pilot.

Following a question regarding the gender pay gap, the Executive was informed that Officers were preparing an action plan in order to achieve a reduction in the Council’s gender pay gap.  Members were reminded that Council, at its meeting on 5 April 2018, had received the Pay Policy Statement 2018-19 which had included gender pay gap data.  The Council in April had agreed to acknowledge the importance of reducing the gender pay gap and had requested that the Chief Executive report to the December 2018 meeting of the Executive on progress.

Following a question in relation to the number of staff with disabilities who had left the Council’s employment in the year, the Executive was advised that Officers were not aware of any specific issues.  The Chief Executive undertook to speak to the Head of Human Resources regarding the matter.

 

RESOLVED

That the report be received.

Reason:   To meet the requirement to report on annual progress on the equality agenda.

7.

Woking Park Tennis Court Improvements pdf icon PDF 62 KB

Reporting Person – Sue Barham

Additional documents:

Minutes:

The Portfolio Holder for Leisure and Cultural Services, Councillor Kemp, introduced the report which set out a proposal to improve the Tennis Courts at Woking Park as part of a joint exercise with the Lawn Tennis Association (LTA).  Councillor Kemp highlighted that the Council’s 2017 Playing Pitch and Outdoor Facilities Strategy had identified the need for improved tennis facilities in the Borough.  The Executive was informed that the report sought approval to part fund Phase 1 and Phase 2 (subject to planning consent) of the project up to a maximum of £164,000.  Improvements included a sophisticated access system, online booking functionality and floodlight installation.

Following a query on whether solar power would be possible for the floodlighting, the Leader of the Council confirmed that solar power would be used to power the tennis court floodlights.  It was explained that there were solar panels on the roof of the Leisure Centre and that the tennis court floodlights would be linked to the Leisure Centre system.

It was reported that Officers had been working with the LTA and Woking Lawn Tennis Club regarding pricing and had developed a range of options including Pay & Play.  It was noted that the improvements would include online booking functionality and that a link to the booking site would also be added to the Freedom Leisure website.

Councillor Bond raised the condition of Byfleet and West Byfleet tennis courts and Councillor Kemp agreed to pursue the issue with Councillor Bond outside of the meeting.

The Executive noted that consultation with residents regarding the proposed floodlighting would be undertaken sensitively through the planning process.

The Executive welcomed the proposals which were hoped to provide positive health and well-being benefits and encourage more people to play tennis in the local community.

RESOLVEd

That  (i)    Phase 1 and Phase 2 (subject to planning consent) of the project to be part funded by borrowing up to a maximum of £164,000;

          (ii)   Officers be authorised to pursue planning permission and external funding for Phase 2 of the project from the Lawn Tennis Association (LTA); and

          (iii)  the Strategic Director (People Services) be delegated authority, in consultation with the Portfolio Holder, to agree the fees and charges to apply for the use of the facilities once the works have been completed.

Reason:   To allow the Woking Park Tennis Court Improvements project to progress to the next stage of development.

8.

Monitoring Reports - Projects pdf icon PDF 64 KB

Reporting Person – Ray Morgan

Additional documents:

Minutes:

The Executive received a quarterly monitoring report on the progress of projects in the interest of financial prudence and to ensure open and transparent corporate governance.  Regarding Project No. 10221 – Private Finance Initiative, the Leader advised that the Government’s announcement on Right to Buy (RTB) through housing associations did not have an impact on the Kingsmoor Park project.  The Executive noted that Thames Valley Housing Association undertook a RTB trial however Kingsmoor Park was exempt from that trial.

The Executive was advised that the Leader, Deputy Leader and Chief Executive had attended the LGA Conference the previous week and had worked hard to promote the Council’s Earn Your Deposit Scheme.  It was hoped that a meeting with the newly appointed Minister of State for Housing, Kit Malthouse MP, could be arranged.

Regarding Project No. 20035 – Personalisation and Prevention Partnership Fund on page 66, the Executive discussed the age group which the project targeted, namely the over 50s.  The Portfolio Holder for Health and Wellbeing, Councillor Mrs Hunwicks, explained that it was important to ensure that the over 50s kept active and mobile for longer with the aim of reducing health and social care needs.

Regarding Project No. 20126 – Leisure Centre – Upgrade of External Cladding on page 69, Officers advised that the scaffolding was currently being constructed with a view to asbestos removal works commencing next month and the installation of replacement cladding taking place in the Autumn.

Regarding Project No. 10916 – Hoe Valley Flood Alleviation and Enhancement Appraisal on page 65, Officers advised that the public consultation had taken place at the end of October 2017.  Following the unsuccessful Heritage Lottery Fund (HLF) bid, the scheme was being reviewed by Officers with the intention to provide a full update to the Executive in November 2018.  Officers would look to make a summary consultation response available to Members.

Regarding Project No. 20040 – Hoe Valley School on page 66, the Executive was advised that snagging issues were being addressed.  It was noted that a Member Visit to Woking Sportsbox would take place on Tuesday, 17 July 2018.  Due to the School currently moving into its new building, it had not been possible to include a visit to the School in the visit next Tuesday.  Officers advised that the School would be happy to accommodate a Member visit from September 2018 onwards.  The possibility of allowing local residents to visit the School was also raised.

Regarding Project No. 20187 – Woking Park – WiFi Installation on page 73, it was reported that WiFi in the Park should be operational by the end of July 2018.

Members also discussed Celebrate Woking, Woking Park Play Area and Gresham Mill SANG Proposal.

RESOLVEd      

That the report be received.

Reason:   To monitor the position of active projects on SharePoint.

9.

Exclusion of the Press and Public

Additional documents:

Minutes:

RESOLVED

 

That the press and public be excluded from the meeting during consideration of items 10 and 11 in view of the nature of the proceedings that, if members of the press and public were present during these items, 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).

 

10.

Brookwood Cemetery

Reporting Person – Ray Morgan

Minutes:

RESOLVEd

That the resolve set out in the confidential minute be agreed.

Reason:   To pursue the proposals set out in the Part II report.

11.

Land Management - Westfield Avenue

Reporting Person – Ray Morgan

Minutes:

REcommended ToCouncil

That the recommendations to Council set out in the confidential minute be agreed.

Reason:   To implement the Decision of Council on 5 April 2018.