Executive Minutes

Date:
Thursday, 8th July, 2004
Time:
7.30 pm
Place:
in the New Council Chamber, Town Hall, Reigate.
 

Attendance Details

Present:
Councillor Mrs. J.M.A. Spiers (Chairman); Councillors M.H.C. Buttery, A.J. Kay, R.C. Newstead and Mrs. D.A. Ross-Tomlin.
Also Present:
Councillors M.A. Brunt, B.C. Cowle, J.M. Ellacott, N. Harris, J.B. Kendall*, S.F. King, S.A. Kulka, J.A. Meech, M.J. Miller, A.R. Mountney, Mrs. S. Stein, D.J. Pay, T.D. Stoddart, Mrs. R.S. Turner and C.T.H. Whinney*.

* Part Meeting
Min NoDescriptionResolution
Part I
1. MINUTES
RESOLVED that the Minutes of the Meeting held on 17th June, 2004 be approved as a correct record and signed.
2 APOLOGIES FOR ABSENCE
Executive Members: Councillors R.K. Ellingham, P.J. Circus, Dr. L.R. Hack and J.B.P. Jones.

Non-Executive Members: Councillors N.D. Harrison, F.J. Moore, M.G. Ormerod, T. Russell, M.J. Selby, and B.A. Stead.

3 DECLARATIONS OF INTEREST
None.
4 SECTION 106 AGREEMENTS - TRANSPORTATION FUNDS
RESOLVED that:

(i) the proposed strategy and initial programme for the use of relevant Section 106 funds for transportation initiatives in the Redhill and Reigate area be agreed;

(ii) further reports reviewing progress on and updating the initial programme be submitted to the Executive in January 2005 and annually thereafter; and

(iii) authority be delegated to the Director of Policy and the Environment, in consultation with the Executive Member for Community Safety and Transport, to approve any minor changes required to the programme prior to January 2005 (this may be necessary due to findings from design and feasibility work).
5 PARK 25 SITE, REDHILL - CONSULTATION
RESOLVED that:

(i) the Draft Development Brief be released for consultation with the public and technical agencies; and

(ii) the final adoption of the Development Brief be delegated to the Director of Policy and Environment in consultation with the Executive Member for the Environment.

6 POLICY DEVELOPMENT FRAMEWORK - IMPLEMENTATION
RECOMMENDED that:

(i) the Policy Framework be revised to comprise the proposed Level 1 & 2 strategies set out in Annex 1 of the previously circulated report, replacing the existing list contained in Article 4 of the Constitution;

(ii) the Level 3 documents to the Policy Framework be those set out in Annex 2 of the previously circulated report;

(iii) the relevant Head of Service in consultation with the appropriate Executive Member be authorised to prepare and publish Level 3 strategies for appropriate consultation;

(iv) the Overview and Scrutiny Committee's role in the consideration of Policy Framework documents be as follows:

Level 1 and 2 strategies - automatic consultation on the Executive's proposals;
Level 3 strategies - if included in agreed annual O&S Work Programme;

(v) Executive Member led Policy Development Groups be established on a project by project basis for Level 2 strategies and at the discretion of the Executive for Level 3 policies;

(vi) subject to the approval of the above recommendations, the Chief Executive be authorised to make the necessary changes to the Constitution to reflect the above arrangements; and

(vii) the benefits arising from the introduction of these new arrangements be reviewed after a period of 12 months operation.
7 OVERVIEW AND SCRUTINY COMMITTEE - WORK PROGRAMME
RESOLVED that:

(i) the Leader of the Council be asked to discuss with the Chairman of the Overview and Scrutiny Committee the arrangements for the consideration of Level 1, 2 and 3 Policy Framework Strategies allowing for cross party involvement in the proposals and the establishment of Scrutiny Panels as appropriate in order to minimise duplication; and

(ii) the Overview and Scrutiny Committee be asked to establish criteria for the operation of Scrutiny Panels that indicate the specific role that they should undertake in establishing the robustness of proposed Strategies.

RECOMMENDED that subject to (i) above and the resultant discussions, the Council be recommended to agree the Overview and Scrutiny Committee work programme for 2004/05 and this work be incorporated into Officer work programmes.

8 OVERVIEW AND SCRUTINY REVIEW OF APPOINTMENTS TO OUTSIDE BODIES
RESOLVED that:

(i) Outside bodies be categorised into the following groupings:
Charitable
Core Funding
Local Government Network
Strategic Planning/Consultative
Environmental /Leisure
Community focussed
School Governing bodies

(ii) Appointments be no longer made to the organisations set out below for the reasons stated in the circulated report with effect from the 2004/05 Municipal Year:
Borough Detached Youth Project Committee
Redhill Centre for Local and Family History - Management Committee
Redhill and Surrey Beagles Club
SCRAPP
Prospect Housing Association Board
Reigate and Banstead Consultation Group for Community Care
Reigate Quaker Housing Association

(iii) details of the nominated Officer contact be provided to all representatives on appointments to outside bodies;

(iv) the following protocol be endorsed in relation to appointments made:

‘Appointments to the following categories of appointment shall generally fall to be made from amongst Members of the majority group (the administration)

Local Government Network
Strategic Planning/Consultative

All other appointments, where there is more than one nomination to the vacancy, shall be made irrespective of political allegiance to ensure that the most suitable person is selected having regard to local knowledge, skills and the attributes of the nominees'.

(v) representatives on outside bodies be requested to submit an Annual Report on the activities of the organisation to be provided to the nominated Officer and the relevant Executive Member for information/appropriate action;

(vi) the Best Value Review Panel on Community Centres be requested to review the appointments of Council representatives on to the Management Committees of the Banstead Civic Centre and the Woodhatch Centre;

(vii) all new requests for the Council to make nominations to outside bodies be considered by the Executive Member for Partnership in the context of their relationship to the delivery of Community Plan and Corporate Plan priorities;

(viii) the following role related appointments, together with other existing role related appointments, be approved and in future appointments be made administratively on this basis:
Organisation Executive Member or Nominee
Surrey Access Forum Partnership
Surrey County Playing Fields Association
Leisure and Community Development
Surrey County Sports Forum
Leisure and Community Development
Banstead Association For Community Support Partnership
East Surrey Community Mediation
Community Safety and Transport
9 DISCRETIONARY RATE RELIEF - APPOINTMENT OF STANDING CROSS-PARTY PANEL
RESOLVED that Councillors J.B.P. Jones, M.J. Miller, R.M. Stamp and T.D. Stoddart be appointed to the Standing Cross Party Panel for Discretionary Rates Relief, with one other nomination being sought from the minority groups, the appointment of which is delegated to the Chief Executive in consultation with the Leader of the Council.

10 CORE FUNDING GRANTS PANEL
RESOLVED that Councillors J.B.P. Jones, Mrs. R.S. Turner, Mrs. A.N. Venn and C.T.H. Whinney be appointed to the Core Funding Grants Panel, with one other nomination being sought from the minority groups, the appointment of which is delegated to the Chief Executive in consultation with the Leader of the Council.
11 ANY OTHER URGENT BUSINESS
RESOLVED that the confidential item of business detailed under Minute 14 below be considered as a matter of urgency under the provisions of the Local Government Act 1972, Section 100B(4)(b), in view of new obligations required by the Countryside Agency which have recently come to light, and affect previously circulated information considered by the Executive at their meeting on the 6th May, 2004.
12 EXEMPT BUSINESS
RESOLVED that members of the Press and public be excluded from the meeting for the following items of business under Section 100A(4) of the Local Government Act 1972 on the grounds that they involved the likely disclosure of exempt information as defined in paragraphs 7, 8 and 9 of Part 1 of Schedule 12A of the Act.
Part II(Confidential)
13 AFFORDABLE HOUSING - USE OF PLANNING CONTRIBUTIONS
  • Report of the Head of Housing Services
RESOLVED that funding of 80,000 be approved from affordable housing planning contributions for the purchase by RB Housing Trust of a four-bedroom property in Redhill.

RECOMMENDED that delegated authority be granted to the Head of Housing, in consultation with the Leader of Council and the Executive Member for Housing, to approve grants funded by affordable housing planning contributions up to a scheme maximum of 100,000, and a budgetary limit of 500,000.

14 WOODHATCH PARK PROJECT
  • Report of the Director of Policy and Environment
RESOLVED that two further obligations be entered into with the Countryside Agency, in relation to the Woodhatch Park Project, as specified in as Option One in the circulated report.
15 CHIEF EXECUTIVE AND DIRECTORS APPRAISALS
RESOLVED that the appraisal ratings for 2003/04 for the Chief Executive, Directors and Deputy Director as set out in the circulated report be agreed.

(NOTE: All officers withdrew from the meeting whilst this item as detailed at Minute 15 above was considered, with the exception of the Head of Personnel and Support Services and the Democratic Services Representative).

16 PRESS RELEASE
RESOLVED that:

(i) the Chief Executive be authorised to issue a suitable Press Release in relation to Minute 14 above; and
(ii) no other Press Release be issued in respect of the remaining exempt items.


The meeting closed at 8.10 p.m.

Minute

Min NoMinute
4The Executive had before it a report which sought agreement to a strategy and programme for the use of funds raised for transportation initiatives in the Redhill and Reigate area, through agreements made under Section 106 of the Town and Country Planning Act 1990. The report set out the background, factors for consideration, resource and policy framework implications, consultation undertaken and conclusions.

In response to a query from a Member, the Director of Policy and Environment confirmed that relevant Ward Members had been consulted on the proposals, and that it was intended that this practice would continue.
5The Executive considered a report which sought authority to carry out consultation on the draft development brief for the Park 25 site in Redhill. The report set out the background, factors for consideration, options, resource implications and associated conclusions.

In response to a number of queries from Members, it was suggested that as the brief was being published for consultation purposes and that Members put any comments they may have, in writing, to the Director of Policy and Environment. With reference to paragraph 5.19 of the draft development brief, it was agreed that this be removed from the document
altogether.
6The Executive considered a report which sought approval to revise the Council's Policy Framework, following appropriate consultation. The report detailed the background, the proposed roles of Policy Development Groups and the Overview and Scrutiny Committee, resource and policy framework implications, consultation undertaken and conclusions. The report also detailed proposed revisions to the Council's Constitution.

During discussion of the report, the Leader of the Council noted the positive feedback that had been received with regard to the establishment of Policy Development Groups (PDG's), and stressed the need for coordination with the Overview and Scrutiny Committee and the Executive in order to achieve the right balance and avoid duplication of work. The Leader noted that it would be for the appropriate Executive Member to determine the size of their particular PDG's, with due consideration being given to cross-party membership.
7The Executive considered a report which detailed a programme of work for the Overview and Scrutiny Committee. The report set out the background, policy framework consultations, and details of the Corporate Management Team's analysis of the known implications of undertaking the programme of work, in the light of the Council's overall priorities for the year. The report also set out options open to the Executive, resource implications and consultation undertaken.
8The Executive considered a report which detailed recommendations of the Overview and Scrutiny Committee, following their consideration of the report of the Scrutiny Panel on the Review of Appointments to Outside Bodies. The report set out the background, comments of the Corporate Management Team on the recommendations of the Overview and Scrutiny Committee, resource and policy framework implications, consultation undertaken and associated conclusions.

9The Executive noted that the Council, at their meeting of 26th June, 2003 (Minute 106, page 508 refers), considered and approved recommendations on the future administration of Discretionary Rate Relief, Concessionary Rents and ad hoc support. As part of the report, it was agreed that officer delegation be granted to determine applications for discretionary rate relief within policy and budget.

It was also agreed that a standing cross-party Member Panel should be established to advise officers in the exercise of this delegation in relation to appeals/contentious applications. Nominations were sought for 5 Members to be appointed to serve on the Cross Party Panel for Discretionary Rate Relief for the 2004/05 Municipal Year.
10The Executive noted that the Core Funding Grants Panel was established under a revised procedure for processing grants, approved in September 2002. Nominations were sought for 5 Members to serve on the Core Funding Grants Panel.
13The Executive considered a report which sought to update Members on the use of Affordable Housing Planning Contributions collected, recommended expenditure of 80,000, and sought delegated authority for future limited expenditure. The report set out the background, factors for consideration, resource and policy framework implications and conclusions.
14The Executive considered a report which set out details of the Countryside Agency's additional grant conditions, and options to enable completion of the lease for the Woodhatch Park Project. The report set out the background, factors for consideration, options open to the Executive, resource implications and associated conclusions.

During discussion, reference was made to paragraph 7 of the report where it was noted that the figure stated of 50,000 should actually be 30,000, in relation to a sum held by the Council from a redevelopment of properties in the Borough.
15The Executive considered a report which detailed the process and the outcome of appraisals for the Chief Executive and Directors for the year 2003/04. The report set out the summary assessments of the Chief Executive, Directors and Deputy Director, and listed appraisal ratings for each.

During discussion of the report a Member requested that the system of performance ratings and associated incremental changes be looked at, to which the Executive Member for Organisational Development agreed.