Agenda and decisions

(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, Digital and Customer, 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.

To approve the minutes of the meeting of the Executive held on 11 July 2024 as published.

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

Reporting Person – Beverley Kuchar

The Executive RECOMMENDED to Council

That  (i)    the contract for the provision of Grounds Maintenance and Street Cleaning Services be awarded to the highest scoring tenderer for an initial contract period of eight years and it be noted that the value of the contract is estimated to be £3m during 2025/26, subject to annual indexation thereafter; and

          (ii)   authority be delegated to the Head of Environmental Services and Director of Legal and Democratic Services, in consultation with the Portfolio Holder, to complete the necessary contract document exchanges.

Reason:   To secure arrangements for the provision of grounds maintenance and street cleaning services beyond the end of the current contract. This contract will enable the Council to continue to achieve its statutory duty in respect to cleaning standards and continue to provide safety critical works in respect to its sports, play and grounds facilities.

Reporting Person – Beverley Kuchar

The Executive REcommended to Council

That  (i)    the representations to the Climate Change Strategy consultation made between May – June 2023, attached at Appendix 2a – 2b to the report, be noted;

          (ii)   the revised Climate Change Strategy, attached at Appendix 1 to the report, be adopted and set a basis to how the Council will continue to factor in the impact of climate change within decision-making;

          (iii)  upon adoption, the Council will embed the objectives of the Climate Change Strategy across all departments and service reviews;

          (iv)  a review date be added to the Climate Change Strategy, to be set 5 years from the start of the Government intervention at Woking Borough Council; and

          (v)   Officers be requested to amend the committee report template to include ‘environment and climate change’ as an implication.

Reason:   To note the necessary revisions made to the Climate Change Strategy since public consultation and the issuing of the S114 notice which has changed how the Council operates.

Reporting Person – Beverley Kuchar

The Executive REcommended to Council

That  (i)    the changes to the Housing Standards Enforcement Policy in respect of private rented sector accommodation, as set out in Appendix 1 to the report, be approved;

          (ii)   the new Housing Standards Civil Penalty Notice Policy in respect of private rented sector accommodation, as set out in the Appendix 2 to the report, be approved and adopted;

          (iii)  delegated authority be given to the Strategic Director - Place, in consultation with the Portfolio Holder, to approve minor modifications and updates to the Housing Standards Enforcement Policy and the Housing Standards Civil Penalty Notice (CPN) Policy;

          (iv)  delegated authority be given to the Strategic Director - Place, in consultation with the Portfolio Holder, to agree the inclusion of new legislation and duties relevant to Private Sector Housing imposed on the Council by the Government in the Housing Standards Enforcement Policy and the Housing Standards Civil Penalty Notice (CPN) Policy; and

          (v)   the above recommendations, if approved, will be implemented from the 27 September 2024.

Reason:   To set a clear, consistent, proportionate and transparent approach to the enforcement of Housing Standards legislation and to enable minor amendments and the inclusion of new legislation and case law to be adopted expediently going forward.

Reporting Person – Richard Carr

The Executive RESOLVED

That the Improvement and Recovery Plan progress report to Commissioners be approved.

Reason:   Following statutory government intervention and the issuing of a Section 114 Notice, the Council was required to put in place an Improvement and Recovery Plan and to report to the Commissioners on its delivery.

Reporting Person – Louise Strongitharm

The Executive RESOLVEd

That  (i)    the Local Authority Housing Fund (LAHF) Round 3 grant be accepted and prioritised for refurbishment of vacant homes within the Sheerwater Regeneration area;

          (ii)   the Strategic Director – Communities be authorised to sign the Memorandum of Understanding for LAHF Round 3; and

          (iii)  the Strategic Director – Communities, in consultation with the Portfolio Holder for Housing, be authorised to take such decisions as may be necessary to facilitate the delivery of the LAHF homes in accordance with the grant conditions, including agreeing the properties to be included under this scheme.

Reason:   To enable the Council to provide good quality, temporary accommodation locally for households facing homelessness and support the resettlement of Afghan families in the Borough.

Reporting Person – Stephen Fitzgerald

The Executive RESOLVED

That  (i)    the additional work since the setting of the budget identifying the further £782k reduction in historic recharges to the Housing Revenue Account (HRA) be noted;

          (ii)   it be noted that this results in a cumulative adjustment of £2.9 million to the benefit of HRA reserves, improving the financial stability of the HRA;

          (iii)  it be noted that an impact on the General Fund of £2.1 million was included in the 2024/25 budget and that the further impact of £782k can be covered by the Capitalisation Direction provisionally approved by the Government; and

          (iv)  it be noted that the interest on balances of £460k will improve the HRA reserves and improve its viability. The impact on the General Fund can be covered by the Capitalisation Direction provisionally approved by the Government.

Reason:   To correct the historic accounting treatment of recharges and interest receipts debited and credited to the HRA, increasing the HRA reserve balance accordingly.

Reporting Person – Beverley Kuchar

The Executive RESOLVEd

That the contents of the draft Local List be considered and approved for public consultation in the Autumn/Winter of 2024.

Reason:   To give the public and those affected by the proposals the opportunity to comment on the document and for their comments to be considered before the Local List is adopted.

Please refer to your electronic copy of the Performance Management Report – Quarter 1, 2024/25.

The Executive RESOLVED

That the performance monitoring information contained in the Performance Management Report – Quarter 1, 2024-25, be received.

Reason:   To manage the performance of the Council.

Reporting Person – Stephen Fitzgerald

The Executive RESOLVEd

That  (i)    the Council’s Revenue and Capital forecasts for the General Fund and Housing Revenue Account monitoring position be noted; and

          (ii)   it be noted that the Corporate Leadership Team will continue to identify mitigations to enable the net expenditure for 2024/25 to be contained within the budget approved by the Council on 8 February 2024 and 4 March 2024.

Reason:   Controlling the outturn within budget is essential to maintain financial control and to support the journey to financial sustainability.

Reporting Person – Beverley Kuchar

The Executive REcommenDed to Council

That the recommendations of the Executive set out in the Part II report be resolved by Council.

Reason:   To secure arrangements for the provision of grounds maintenance and street cleaning services beyond the end of the current contract. This contract will enable the Council to continue to achieve its statutory duty in respect to cleaning standards and continue to provide safety critical works in respect to its sports, play and grounds facilities.