Decisions

To provide quarterly reports on the progress of projects in the interests of financial prudence and corporate governance.

The Executive RESOLVED

That  (i)    the report be received; and

          (ii)   the project monitoring at Appendix 1 to the report be noted.

Reason:   To apply performance management to Council projects.

The Executive RESOLVED

That the update on the use of Regulation of Investigatory Powers Act 2000 (RIPA) during the 2024 calendar year be noted.

Reason:   The Investigatory Powers Commissioner’s Office recommends that the Council’s RIPA procedures are presented to Members annually.

The Executive RECOMMENDED to Council

That  (i)    the Rent Setting Policy be approved; and

          (ii)   the Strategic Director – Communities, in consultation with the Portfolio Holder for Housing, be authorised to make minor amendments to the Policy as required.

Reason:   To ensure the Council has an up-to-date and transparent Rent Setting Policy in place that meets the requirements of the Regulator of Social Housing’s Rent Standard.

To receive confidential information in respect of the Asset Disposal Strategy item in Part I of the agenda.

(The press and public will be excluded from the meeting during consideration of this item 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.)

The Executive RESOLVED

That it be noted that the asset management programme commenced in 2024 should continue to be pursued alongside the approved disposal strategy.

Reason:   To enable the effective use of Property Assets, to support and enable the delivery of the Priority Outcomes identified in the Woking for all Strategy and to meet the objectives of the Improvement and Recovery Plan.

The Executive RESOLVED

That  (i)    the Asset Disposal Timeline strategy for the period 2024/2027 be endorsed;

          (ii)   it be noted that the timeline will be subject to continuous and ongoing review during its lifetime as market conditions/ circumstances/ imperatives change;

          (iii)  it be noted that the Timeline will be utilised as the guide programme to continue with the disposal of appropriate assets subject to (iv) below; and

          (iv)  it be noted that each appropriate disposal going forward will be subject to individual Executive approval reports.

Reason:   To continue with the current managed disposal strategy as identified within the Improvement and Recovery Programme published in August 2023 to rationalise the property assets to reduce the current borrowing debt.

The Executive RESOLVED

That  (i)    £200,000 from the Neighbourhood CIL fund for Canalside Ward be paid to contribute towards the costs of delivering the Gateway Project facilities at Christ Church, Woking; and

          (ii)   the Financial Control Panel be advised to approve payment for the contribution of £200,000 to be drawn from the total NCIL income earmarked and available for Canalside Ward. This currently stands at £335,000.

Reason:   The proposals comply with the NCIL requirements and regulations and enable the use of developer contributions collected by the Council to contribute toward the improvement and provision of community infrastructure within Woking.

To agree a progress update on the Improvement and Recovery Plan.

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. This is a requirement of the Directions of the Intervention.

The Executive RESOLVED

That the debts listed in Appendix 1 to the report be written off.

Reason:   When debts have become demonstrably irrecoverable, writing them off represents good financial management. It allows staff to concentrate on recoverable debts and ensures that the level of recoverable debtors within the Council’s accounts is accurate and represents a true and fair reflection of the Council’s financial position.

To recommend to Council that the Food Safety, Health and Safety, and Housing Standards Service Plans be approved.

The Executive RECOMMENDED to Council

That  (i)    the content of the Food Safety, Health and Safety, and Housing Standards Service Plans be approved; and

          (ii)   it be agreed that further annual reviews and updates of these Service Plans be approved by the Strategic Director – Place.

Reason:   To ensure that the Council meets its statutory obligations and that planned and reactive work within the food safety, health and safety and housing standards areas of Environmental Health is overviewed, monitored and linked to the Council’s vision, objectives and key performance indicators going forward.

To agree that the Woking Town Centre Public Space Protection Order dated 25^th February 2022, which expires on 24^th February 2025, should not be renewed.

On 3 March 2025, Councillor Steve Greentree, Individual Executive Member (Portfolio Holder for Community Safety), RESOLVED that:

The Woking Town Centre Public Space Protection Order dated 25^th February 2022 which expires on 24^th February 2025 should not be renewed.

RESOLVED

That  (i)    Council considers and acknowledges the Section 151 Officer’s s25 report on the robustness of the proposed budget and the adequacy of the Council’s reserves, as set out in Appendix 4 to the report, including the factors which underpin the budget and specifically the need for exceptional financial support to balance the budget;

          (ii)   it be noted that the financial position has been based on the final Local Government Finance Settlement announced on 3 February 2025 together with any further announcements at that date;

          (iii)  it be noted that the net cost of services position includes previously agreed savings and pressures included in the ‘Business as Usual Budget’ approved by Council on 27 February 2025;

          (iv)  it be noted that Exceptional Financial Support (EFS) is required to balance the 2025/26 budget and that this has been granted by MHCLG, as per Appendices 2 and 8 to the report;

          (vi)  the Council’s position on Reserves, recognising the unique situation the Council faces, be noted;  

          (vii) it be noted that work on the medium-term financial position will continue during 2025/26, with more savings likely to be required to Council services to address future budget gaps;

          (viii) the full net cost of services requirement for 2025/26, including the impact of the historic borrowing position is £162.8m as per Table 3, be agreed;

          (ix)  the Council increases its share of Council Tax for a Band D household by £8.68 (2.99%), with other bands increased in line with the formula, be agreed;

          (x)   an amount of Council Tax be set for each valuation band in accordance with Section 30 of the Local Governance Finance Act, 1992 as set out in the Council Tax Resolution in Appendix 6 to the report, be agreed; and

          (xi)  quarterly updates on progress against the delivery of the Improvement and Recovery Plan including the budgeted savings on the revenue and capital monitoring position continue to be required.

RESOLVED

That  (i)    subject to Ministry of Housing, Communities and Local Government (MHCLG)’s confirmation of Exceptional Financial Support for 2025/26, the Capital Strategy and Treasury Management Strategy including the prudential indicators be approved; and

          (ii)   subject to MHCLG’s confirmation of Exceptional Financial Support for 2025/26, the Minimum Revenue Provision policy statement set out in Appendix A of the Treasury Management Strategy (at Annex III of the report) be approved.

Reason:   To enable the Executive to recommend to Council approval of the Council’s 2025/26 Capital Strategy and Treasury Management Strategy and the Council’s 2025/26 Minimum Revenue Provision Policy Statement, subject to MHCLG’s confirmation of Exceptional Financial Support for 2025/26.

The Council had before it a report on the recommendations from the Executive held on 13 February 2025, setting out the extracts from the minutes of the meeting.

In accordance with the Constitution, the recommendations were deemed to have been moved and seconded.

The Mayor moved and Councillor Boote seconded that the press and public should be excluded from the meeting during consideration of the agenda item 12K in the event any Member wished to discuss the confidential details of the supporting document, Strategic Options Appraisal.

RESOLVED

That in the event any Member wished to discuss the confidential Strategic Options Appraisal for the Joint Waste Collection Services Contract Retender under agenda item 12K, the press and public be excluded from the meeting during consideration of that item in view of the nature of the proceedings that, if members of the press and public were present, 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).

RESOLVED

That the 2023/24 Final Accounts be approved and submitted to the External Auditors, Grant Thornton.

RESOLVED

That (i)   the Real Living Wage is implemented from 1 April 2025;

        (ii)  pay progression for employees who meet the set criteria is implemented from 1 April 2025; and

        (iii)  the pay award for 2025/26 is deferred until National Joint Council (NJC) for local government proposed offer is made.

RESOLVED

That the Pay Policy Statement for 2025/26, as set out in the report, be approved.

RESOLVED

That the Strategic Options Appraisal, attached at Appendix 1 to the report, be noted.

Reason:  The Council has a statutory duty to arrange for the collection of household waste (Environmental Protection Act 1990). A strategic review of the options for succeeding the existing contract, concludes that reprocurement offers the best value at least risk.

RESOLVED

That the Housing Resident Engagement Strategy be approved.

Reason:  The decision will ensure that there is a focus on Housing Resident Engagement, its importance, key areas of focus and the baseline of engagement opportunities that Woking Borough Council Housing Service commit to providing between 2025 and 2028.

RESOLVED

That (i)   the Annual Review of the Audit and Governance Committee for 2024/25 be received; and

        (ii)  Audit and Governance committee reports over four pages long should include an Executive Summary at the start.

RESOLVED

That the amended Terms of Reference for the Audit and Governance Committee be adopted, as amended by the Committee.

RESOLVED

That (i)   the procurement and contract strategy for waste collection services be approved:

a.     To reprocure a joint contract with Mole Valley District Council, Elmbridge Borough Council and Surrey Heath Borough Council based on the current baseline service specification (outlined in 6.1 of the report) for waste collection with an initial term of seven years commencing on expiry of the current contract in 2027 and expiring in 2034, with two further options to extend up to a maximum of fourteen years.

b.     The contract management function will continue to be delegated by the four authorities to one client team.

        (ii)  authority be delegated to the Head of Environmental Services in consultation with the Strategic Director - Place, Director of Legal and Democratic Services, Section 151 Officer and the Portfolio Holder with responsibility for Waste as a member of the Joint Waste Collection Services to take all actions necessary to give effect to the decision in (i) including but not limited to;

a.     The final specification.

b.     The price/quality split and the detailed evaluation criteria and weightings.

Reason:  The Council has a statutory duty to arrange for the collection of household waste (Environmental Protection Act 1990). A strategic review of the options for succeeding the existing contract, concludes that reprocurement offers the best value at least risk.

RESOLVED

That (i)   the Capital Programme 2024/25 to 2028/29, as summarised in Appendices 1 to 4 to the report, be approved subject to reports on projects where appropriate; and

        (ii)  the proposed financing arrangements at Appendix 2 to the report be approved.

Reason:  To recommend to Council that it approves the capital programme and the proposed financing arrangements for 2024/25 onwards considered necessary to support the Council’s service plans and objectives.

RESOLVED

That (i)   the Final Housing Revenue Account budgets for 2025-26, as set out in Appendix 1 to the report, be agreed; and

        (ii)  with effect from 7 April 2025, rents be increased by 2.7%.

Reason:  To enable a decision to be made by Council on the Housing Revenue budget for 2025 and approval of the increase in rents from 7 April 2025.

RESOLVED

That (i)   the £2.5m of savings in 2025/26, rising to £4.7m by 2027/28 as set-out in Appendix 1 to the report be agreed, subject to any comments received from Resource and Finance Scrutiny Committee;

        (ii)  the £2.4m of growth pressures in 2025/26, rising to £3.2m by 2027/28 as set-out in Appendix 2 to the report be agreed, subject to any comments received from Resource and Finance Scrutiny Committee;

        (iii)  the Equality Impact Assessment on the savings proposals that are summarised in Appendix 6 to the report, with detailed reports on each resident facing saving proposal, be noted as part of the decision-making process;

        (iv) the position of the Business Rates and Council Tax Collection Fund, including the brought forward surplus/deficit position and the Council Tax and Business Rates bases for 2025/26 as set out in Section 14 of the report be noted and agreed;

        (v)  the Management of Change and Flexible Use of Capital Receipts budgets proposed at Appendices 3 and 4 to the report be supported; and

        (vi) it be noted that Full Council on 3 March 2025 will receive a final report from the Strategic Director of Finance to seek final, formal approval of the Council's budget, the Exceptional Financial Support and Council Tax for 2025/26.

Reason:  The contents of the report is to ensure open and transparent governance in the financial affairs of the Council in balancing the 2025/26 Budget, and the Medium Term Financial Strategy.

RESOLVED

That (i)   the proposed guiding principles in relation to setting fees and charges, set out in section 4 of the report, be approved; and

        (ii)  the discretionary fees and charges for 2025/26, as set out in Appendices 1-3 of the report, be approved.

Reason:  The review of discretionary charges ensures that the Council maintains its income base and generates additional resources for the provision of services.