Agenda, decisions and minutes

Apologies for absence were received from Councillor

No apologies for absence were received.

(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 Head of Transformation, Digital and Customer Services, 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.

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.

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

To approve the minutes of the meeting of the Executive held on 17 October 2024 as published.

RESOLVED

That the minutes of the meeting of the Executive held on 17 October 2024 be approved and signed as a true and correct record.

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.

To deal with any written questions submitted under Section 3 of the Executive Procedure Rules.  Copies of the questions and draft replies will be published shortly before the meeting.

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 December 2024 so the deadline for written questions was 12 noon, 28 November 2024.

Reporting Person – Kevin Foster

The Executive RECOMMENDED to Council

That the new Woking for All Strategy, attached at Appendix 1 to the report, be adopted.

Reason:   To enable the adoption of a refreshed Corporate Plan (WFAS) which clearly sets out the priorities and objectives of the Council, including in the context of the current Government intervention in Woking.

The Leader of the Council, Councillor Barker, introduced the report which recommended to Council the adoption of the refreshed Woking for All Strategy (WFAS).  The Executive was advised that the WFAS aimed to clearly set out the Council’s priorities and objectives for the next three years and to also set out how those would be delivered through a range of specific and measurable actions.  The Leader drew attention to the Council’s Vision and Mission Statement in the WFAS which was designed to provide stakeholders with a clear understanding of the Council’s direction of travel.  The Executive noted that the WFAS was the Council’s corporate plan and was underpinned by the Improvement and Recovery Plan (IRP) which had been developed in response to Government intervention.  It was highlighted that the WFAS was a three year strategy to 2027/28 which aligned to the life of the Council’s Medium Term Financial Strategy (MTFS).

The Leader explained that the WFAS was built around three core themes: Thriving Communities, High Performing Council, and Effective Partnerships.  Attention was drawn to the priorities, objectives, outcomes and success measures for each theme.

The Executive welcomed the refreshed and focused WFAS, developed in consultation with Officers and Members, which would align the direction of the Council to be a high performing council focused on delivering excellent service and building thriving communities through effective partnerships.

RECOMMENDED to Council

That the new Woking for All Strategy, attached at Appendix 1 to the report, be adopted.

Reason:   To enable the adoption of a refreshed Corporate Plan (WFAS) which clearly sets out the priorities and objectives of the Council, including in the context of the current Government intervention in Woking.

Reporting Person – Kevin Foster

The Executive RECOMMENDed to Council

That the Calendar of Meetings 2025/26 be approved as set out in Appendix 1 to the report.

Reason:   In accordance with Standing Order 1.2 of the Constitution, which states that “The date of the annual (Council) meeting and those of ordinary meetings shall be fixed by the Council in or about December of the preceding municipal year”.

The Executive received a report which sought approval to recommend to Council the Calendar of Meetings 2025-26.  Following a question, it was confirmed that extraordinary meetings of the Executive and Full Council were required on Monday, 1 September 2025 in order to determine the outcome of the procurement exercise for the Council’s leisure contract.  The start time of those meetings on 1 September 2025 would be agreed in due course.

RECOMMENDed to Council

That the Calendar of Meetings 2025/26 be approved as set out in Appendix 1 to the report.

Reason:   In accordance with Standing Order 1.2 of the Constitution, which states that “The date of the annual (Council) meeting and those of ordinary meetings shall be fixed by the Council in or about December of the preceding municipal year”.

Reporting Person – Louise Strongitharm

The Executive Resolved

That  (i)    theCouncil transfers the vacant Housing land, as listed in Appendix 1 to the report, to ThamesWey Developments Limited for the agreed sum of £2,437,562 (inclusive of the reimbursement of £525,300 of costs incurred in compensating tenants); and

          (ii)   it be noted that an application will be submitted to the Secretary of State under Section 32 of the Housing Act 1985 to complete the remaining property exchanges between ThamesWey Housing Limited and the Council.

Reason:   The land transfer is required to allow for the completion of the Yellow phase of the Sheerwater Regeneration project, delivering a total of 187 new homes and new retail units.

Councillor Johnson, Portfolio Holder for Housing, introduced the technical report which sought approval to the transfer of the ownership of the parcels of land required for completion of the Yellow phase of the Sheerwater Regeneration from the Council to ThamesWey Developments Limited (TDL).  It was proposed to transfer ownership of 85 former Housing Revenue Account (HRA) properties, now demolished, to TDL.  Regarding the proposals to consolidate ownership of vacant housing assets between ThamesWey and the Council, it was noted that Secretary of State consent would be required in order to complete the remaining property exchanges between ThamesWey Housing Limited (THL) and the Council.

Resolved

That  (i)    theCouncil transfers the vacant Housing land, as listed in Appendix 1 to the report, to ThamesWey Developments Limited for the agreed sum of £2,437,562 (inclusive of the reimbursement of £525,300 of costs incurred in compensating tenants); and

          (ii)   it be noted that an application will be submitted to the Secretary of State under Section 32 of the Housing Act 1985 to complete the remaining property exchanges between ThamesWey Housing Limited and the Council.

Reason:   The land transfer is required to allow for the completion of the Yellow phase of the Sheerwater Regeneration project, delivering a total of 187 new homes and new retail units.

Reporting Person – Louise Strongitharm

The Executive Resolved

That  (i)    following a competitive open market disposal process, the sites be sold freehold to the successful selected bidder; and

          (ii)   authority be delegated to the Strategic Director - Communities, in consultation with the Portfolio Holder for Housing and the Director of Legal and Democratic Services, to complete the sale.

Reason:   To enable the continuation of the Sheerwater regeneration plan through external investment and to both realise the capital value for reinvestment and to regenerate three derelict/unused sites.

The Executive received a report which sought approval of the freehold sale of three parcels of land, following an open market sales exercise, currently held within the Housing Revenue Account (HRA) at Sheerwater.  The Portfolio Holder, Councillor Johnson, explained that the three parcels of land had been identified for development under the original ThamesWey regeneration proposals.  Due to the Council’s financial position, it had not been possible for ThamesWey to progress the regeneration scheme beyond the current phases under construction and it had been agreed to allow potential developers the opportunity to purchase the three unused sites.

The Executive was supportive of the paper which would allow the completion of the original vision for Sheerwater through external investment, provide affordable homes in compliance with the Council’s affordable housing policy, and realise a significant capital payment.

Resolved

That  (i)    following a competitive open market disposal process, the sites be sold freehold to the successful selected bidder; and

          (ii)   authority be delegated to the Strategic Director - Communities, in consultation with the Portfolio Holder for Housing and the Director of Legal and Democratic Services, to complete the sale.

Reason:   To enable the continuation of the Sheerwater regeneration plan through external investment and to both realise the capital value for reinvestment and to regenerate three derelict/unused sites.

Reporting Person – Stephen Fitzgerald

The Executive RESOLVED

That the Section 151 Officer and the Monitoring Officer be given the authority, in consultation with the Leader and the Portfolio Holder, to restructure the Greenfield School loan providing any formal request from Greenfield School is supported by the following.

1.         A response that it is the clear preference of this Council that the school meet its existing commitment to repay the loan due to mature on 25th November 2024 and that it will not consider, at this stage, the transfer of interest in 54-58 Chertsey Road as an alternative.

2.         Independent and professional advice on the viability and risks of any proposal to reschedule the balance due on the 25th of November to provide assurance that the school will be able to honour the revised terms. The borrower should assume the cost of such advice.

3.         A written commitment from Greenfield School that they will additionally provide independent and professional advice on the viability of the school’s longer-term plans to pay the remainder of the loans. The borrower should assume the costs of such advice.

4.         Independent advice on any subsidy control or competition issues that need to be taken into account.

Reason:   To manage the Council’s loans to Greenfield School in a way that best protects the public interest.

Councillor Roberts, Portfolio Holder for Finance and Economy, introduced the report which provided an update on the Greenfield School loan arrangements.  It was noted that the total outstanding loan principal was £13.3m, of which £2.4m of those loans were due for repayment by the School on 25 November 2024.  It was noted that the School had been meeting its obligations and had repaid £851,098 of the £2.4m loan.  The Executive was advised that the School had indicated it might not be in a position to make full payment and therefore the Council would need to consider how to manage the loans in a way that best protected the public interest. 

The Executive was of the view that the former administration had no business in entering into the arrangement with the School for reasons highlighted in the recently published Grant Thornton Public Interest Report.  Namely, a borough council had no statutory duties relating to education and the arrangement was a commercial loan to generate income which the Council did not have the necessary controls and expertise to manage.

The Portfolio Holder explained the two options proposed in the report.  Firstly, to extend the maturity of the loan date to allow repayment to be made from the sale of 54-58 Chertsey Road, an asset owned by the School.  Secondly, for the Council to take over the School’s interest in the Chertsey Road site as an alternative form of repayment.  It was noted that the second option would conflict with the Council’s Asset Rationalisation Plan and require additional Council resources.

The Portfolio Holder proposed an amended resolve, seconded by the Leader, in order to provide the Council with more control and assurance, to read as follows;

“That the Section 151 Officer and the Monitoring Officer be given the authority, in consultation with the Leader and the Portfolio Holder, to restructure the Greenfield School loan providing any formal request from Greenfield School is supported by the following:

1.         A response that it is the clear preference of this Council that the school meet its existing commitment to repay the loan due to mature on 25th November 2024 and that it will not consider, at this stage, the transfer of interest in 54-58 Chertsey Road as an alternative.

2.         Independent and professional advice on the viability and risks of any proposal to reschedule the balance due on the 25th of November to provide assurance that the school will be able to honour the revised terms. The borrower should assume the cost of such advice.

3.         A written commitment from Greenfield School that they will additionally provide independent and professional advice on the viability of the school’s longer-term plans to pay the remainder of the loans. The borrower should assume the costs of such advice.

4.         Independent advice on any subsidy control or competition issues that need to be taken into account.”

The Executive discussed the proposed amended resolve and agreed that the Council should not at this stage consider the transfer of interest in 54-58  ...  view the full minutes text for item 10.

Please refer to your electronic copy of the Performance Management Report – Quarter 2, 2024/25.

The Executive RESOLVED

That the performance monitoring information contained in the Performance Management Report – Quarter 2, 2024-25, be received.

Reason:   To manage the performance of the Council.

The Executive considered the performance monitoring information contained in the Performance Management Report – Quarter 2, 2024/25.  Attention was drawn to the corporate health measure relating to days lost to staff sickness which was below the average for the sector.  Figures relating to B&B and temporary accommodation remained high and it was highlighted that the Government had developed an Elimination Plan to assist in eliminating the use of B&B for families with children.  It was hoped that Sheerwater Yellow Phase would help to relieve pressure around homelessness in the coming months.  Good progress was being made on housing compliance.  The achievements in Corporate Resources were highlighted including the completion of a draft strategic asset management plan to optimise performance of assets.

The Executive requested that future Performance Management Reports contained absolute numbers as well as relative numbers, or a note added if a number was low.

Following a query under the Place Directorate regarding KPI EN-101 relating to the percentage of household waste reused, recycled and composted, Officers advised that the statutory reason for the target being reduced from 61% to 57% would be circulated to Members.  It was noted that Joint Waste Solutions had accepted an invitation to attend the Environment and Place Scrutiny Committee to discuss performance indicators and its strategy to improve performance.

RESOLVED

That the performance monitoring information contained in the Performance Management Report – Quarter 2, 2024-25, be received.

Reason:   To manage the performance of the Council.

Reporting Person – Stephen Fitzgerald

The Executive Resolved

That  (i)    theCouncil’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 budgets approved by 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.

The Executive received a report which set out the material financial issues identified since the 2024-25 budget was set, based on the income and expenditure as at end of September 2024.  Councillor Roberts, Portfolio Holder for Finance, advised that the report showed an improved position over Q1 with the £3.2m overspend reported in Q1 reducing to £0.1m in Q2.  The Portfolio Holder advised that the Council was approaching a balanced budget position in-year for 2024/25.  Budget savings of £10.8m had been successfully delivered to-date against a target of £12.5m for 2024-25 and remained a critical focus for the Council to demonstrate its ability to live within its means.  Risks to the forecast position were identified from parking and investment income and demand-led homelessness pressures.  The Executive welcomed the positive improvement to the Council’s position and thanked the Finance team for their hard work.

Resolved

That  (i)    theCouncil’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 budgets approved by 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.

RESOLVED

That the press and public be excluded from the meeting during consideration of item 14 in view of the nature of the proceedings that, if members of the press and public were present during this item, 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.

Reporting Person – Louise Strongitharm

The Executive Resolved

That thecommercially sensitive information, in support of the recommendation to dispose under Part I of the agenda, be noted.

Reason:   To enable the continuation of the Sheerwater regeneration plan through external investment and to both realise the capital value for reinvestment and to regenerate three derelict/unused sites.

Resolved

That thecommercially sensitive information, in support of the recommendation to dispose under Part I of the agenda, be noted.

Reason:   To enable the continuation of the Sheerwater regeneration plan through external investment and to both realise the capital value for reinvestment and to regenerate three derelict/unused sites.