Executive Minutes

Date:
Thursday, 15th 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, R.K. Ellingham, A.J. Kay, R.C. Newstead and Mrs. D.A. Ross-Tomlin.

Also Present:
Councillors R.M. Bennett*, T.A. Breen, M.A. Brunt, N. Harris, N.D. Harrison, J.B. Kendall, Mrs. S.F. King, S.A. Kulka, A.M. Lynch, M.J. Miller, F.J. Moore, D.J. Pay, T.D. Stoddart*, Mrs. R.S. Turner, Mrs. A.N. Venn and C.T.H. Whinney.

* Part Meeting
Min NoDescriptionResolution
Part I
17. APOLOGIES FOR ABSENCE
Executive Members: Councillors Dr. L.R. Hack and J.B.P. Jones.

Non-Executive Members: Councillors J.M. Ellacott, A.R. Mountney, M.G. Ormerod, M.J. Selby and B.A. Stead.
18 DECLARATIONS OF INTEREST
 
19 PROPOSED MODIFICATIONS TO THE BOROUGH LOCAL PLAN
RESOLVED that:

(i) the Proposed Modifications to the Borough Local Plan (Proposed First Alteration Revised Deposit Draft July 2000) be approved for public consultation purposes; and

(ii) the Director of Policy and Environment, in consultation with the Leader of the Council, be authorised to agree the necessary documentation for public consultation purposes, including any necessary minor changes.

Councillor Mrs. D.A. Ross-Tomlin requested that her abstention from the above vote be recorded.
20 INTEGRATED WASTE MANAGEMENT STRATEGY
RESOLVED that the SLGA position statement on the Integrated Waste Management Strategy, as set out at Appendix A to the circulated report be approved.
21 HIGHWAY VERGES MAINTENANCE
RESOLVED that the Deputy Director of Services to the Community be authorised to finalise the terms of the Agency Agreement for verge maintenance, in consultation with the Executive Member for the Environment, and the Head of Legal and Property Services be authorised to complete the Agreement.

22 PLANNING ENFORCEMENT STRATEGY - RESULTS OF CONSULTATION
RESOLVED that the consultation responses as summarised at Annex 1 to the circulated report be noted.

RECOMMENDED that the Planning Enforcement Strategy be adopted with the performance targets amended as shown in paragraph 4 of the previously circulated report, and a replacement paragraph 4.3 of the Strategy as set out in paragraph 6 of the previously circulated report be approved.

23 PLANNING DELIVERY GRANT - ALLOCATION
RESOLVED that:
(i) the proposed expenditure of Planning Delivery Grant on the areas identified in this report be endorsed; and

(ii) the Director of Policy and Environment, in consultation with the Leader of the Council, be authorised to distribute the 2005-6 Planning Delivery Grant in accordance with the priorities identified in this report.
24 REVIEW OF THE COUNCIL'S CORPORATE PLAN
RESOLVED that:

(i) the proposed clarification of the Change Programme, as illustrated at Annex C of the circulated report be approved for inclusion in the current Plan;

(ii) the process and timetable for the forthcoming review of the 2006/09 Corporate Plan, as set out in Annex D of this report be agreed;

(iii) the Overview & Scrutiny Committee be requested to consider:

(a) the additional and revised Corporate Plan priorities for 2005/06;

(b) the proposed process and timetable for the review of the 2006/09 Corporate Plan;

(c) the proposed clarification of the Change Programme;

and their views be reported direct to the Council on 29th July, 2004, alongside the following recommendations:

RECOMMENDED that

(i) the proposed additional high-level priorities for the 2005/06 Corporate Plan, as set out in paragraph 6 of the previously circulated report be adopted; and

(ii) the revised Corporate Plan priorities for 2005/06, as set out in Annex B of the previously circulated report also be adopted.
25 APPOINTMENTS TO OUTSIDE BODIES, LOCAL FORUMS AND AD-HOC GROUPS
(a) Appointments to Outside Bodies

RESOLVED that the appointments be made as set out in Appendix A to these Minutes.

RECOMMENDED that

(i) Councillors Mrs. D.E. Durward, E. Russell and C.T.H. Whinney be appointed to serve, together with Mr. J.S. Gosling and Mrs. M.H. Gates on the Reigate and Banstead Housing Trust for the 2004/05 Municipal Year; and

(ii) Councillor Dr. L.R. Hack be appointed to serve on Reigate & Banstead Housing Trust - General Meetings for the 2004/05 Municipal Year, with Councillor A.J. Kay as the nominated substitute.

(b) Vacancies

RESOLVED that the vacancies that remain on certain outside bodies as shown in Appendix A of the circulated report be renotified to Members in accordance with the agreed procedure.

(c) The Harlequin Board

RESOLVED that Councillors M.H.C. Buttery, J.M. Ellacott, R.K. Ellingham, M.J. Miller and Mrs. D.A. Ross-Tomlin be appointed to serve on the Harlequin Board for the Municipal Year 2004/05.

(d) Local Joint Forum

RESOLVED that Councillor M.H.C. Buttery be appointed to serve as the nominated Executive Member on the Local Joint Forum for the Municipal Year 2004/05, with Councillor J.B.P. Jones appointed as first nominated substitute.

(e) Health and Safety Forum

RESOLVED that Councillors A.J. Kay, Mrs. R.S. Turner and C.T.H. Whinney be appointed to serve on the Health and Safety Forum for the Municipal Year 2004/05.

(f) Surrey County Council - Surrey Supporting People Advisory Group

RESOLVED that the Executive Member for Housing be appointed to serve on this advisory group for the Municipal Year 2004/05.
26 THE COUNCIL'S PERFORMANCE 2003/04
RESOLVED that:

(i) the issues raised by the Overview & Scrutiny Committee at their meeting on 1st July 2004, and the subsequent officers' response be noted; and

(ii) the outturn figures for the last financial year also be noted.

27 APPROVAL OF THE STATEMENT OF ACCOUNTS AND THE ANNUAL INTERNAL AUDIT REPORT FOR THE 2003/04 FINANCIAL YEAR
RECOMMENDED that the Statement of Accounts for 2003/04, as set out in the previously circulated report be approved.
28 ANY OTHER URGENT BUSINESS
None.
29 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 paragraph 9 of Part 1 of Schedule 12A of the Act.

Part II(Confidential)
30 LAND IN MERSTHAM - PROPERTY ISSUES
  • Report of the Head of Housing Services
  • |
    Annex 1
RESOLVED that:

(i) land at Malmstone Avenue, Merstham be sold to Horizon Housing Group for the sum of 220,000, for the development of six units of affordable housing, subject to the granting of Planning Permission;

(ii) an overage clause be inserted in the contract for sale; and

(iii) the Director of Policy and Environment, in consultation with the Executive Members for Housing and Finance and Assets, be authorised to agree any minor variations to the proposed development and to agree the terms of the overage provision.
31 CHIPSTEAD ROAD, BANSTEAD - PROPERTY ISSUES
  • Report of the Head of Legal and Property Services
RESOLVED that:

(i) the Director of Resources be authorised to make a planning application to obtain consent for demolition of the building and hoarding of the site and to establish the principle of residential use for the site;

(ii) the decision over whether to demolish the building be delegated to the Director of Resources, in consultation with the Executive Member for Finance and Assets; and

(iii) a further report be submitted to the Executive with proposals for a disposal once terms have been agreed.
32 PRESS RELEASE
RESOLVED that no Press Release be issued in respect of the confidential items listed above.












33 APPENDIX A
 
The meeting closed at 8.51 p.m.

Minute

Min NoMinute
18Councillor Mrs. D.A. Ross-Tomlin declared a Personal Interest at Minute 19 by virtue of being a Horley Resident.
19The Executive had before it a report which sought approval for Proposed Modifications to the Borough Local Plan (Proposed First Alteration Revised Deposit Draft July 2000) to be published for public consultation purposes. The report set out the background, detailed factors for consideration - specifically with regard to the Horley area, and further Borough-wide issues, resource implications, consultation proposed and the next steps, as well as a number of conclusions. Circulated with the report was a schedule of the Inspector's Recommendations, the Council's response and proposed modifications, and a current, working version of the Plan.

Much discussion ensued on the report during which a number of issues were raised. Particular reference was made with regard to proposed additional housing allocations in Horley. It had been noted that a number of objections had been made over the level of housing allocation for a sustained period of time, and the consultation process that was to be undertaken was the ideal opportunity for residents and other interested parties to make their feelings known. The issue of the increased pressure that additional homes would place on the transportation infrastructure was also raised, and the Executive was asked to do everything within its power to monitor the situation.

The issue of the flood study of the Horley area was also raised. Concern was expressed that the problem with the danger of flooding had not been sufficiently dealt with, and a number of residents remained sceptical about this issue. The point was also stressed that the basis of some of the data in the report was derived from a number of assumptions made by the Government. However there was significant doubt in some quarters over how correct these assumptions were, and it was suggested that the County Council should take a more robust approach in challenging these assumptions.

Whilst the large number of concerns were noted, it was also recognised that progression had to be made with regards to the Plan, and that by agreeing to publish for consultation purposes, residents and concerned parties would be able to express their views in an appropriate manner. The Leader of the Council noted that developers had a responsibility to address issues such as the provision of affordable housing, contributions towards the provision of leisure and educational facilities and the transport infrastructure in areas where they were carrying out major developments.

20The Executive considered a report which sought approval to a position statement from the Surrey Local Government Association concerning an Integrated Waste Management Strategy. The report set out the background, relevant factors for consideration, resource and policy framework implications, options open to the Executive and associated conclusions.

Following consideration of the report and in view of the Council's determination to minimise waste, it was

21The Executive considered a report which set out a draft Agency agreement with regard to the maintenance of Highway Verges and Shrubs. The report set out details of the draft agreement and implications for the Council.

During consideration of the report, it was noted that the Borough was being asked to enter into the Agency Agreement to carry out verge maintenance on behalf of the County. This being the case, it was recognised that the Borough currently contributed 165,000 each year to enhance the amenity maintenance of the Borough verges and shrubs, and by entering into the Agreement the Borough would have full control over the standard of maintenance.
22The Executive had before it a report which considered the outcome of public consultation on a Planning Enforcement Strategy, and sought approval to proposed changes. The report set out the background, factors for consideration, resource implications and associated conclusions. Appended to the report was an analysis of public consultation responses, and the draft Planning Enforcement Strategy.

During discussion of the report, it was noted that around 40% more cases had been investigated this year, with the number of notices served having increased dramatically. This had been made possible by the recently increased investment in the service, as approved by the Executive. It was further noted that with the recent launch of the Council's new website, an investigation into the possibility of further publicising ways for residents to notify officers of possible breaches of planning regulations, or to register complaint would be welcomed. The actions already initiated to secure more effective enforcement were noted, however there were still further improvements that could be made.
23A report was considered by the Executive which sought agreement to the use of a Government award to fund improvements to the Planning Service. The report set out the background, factors for consideration, options open to the Executive, resource and policy framework implications, consultation undertaken and relative conclusions.

It was noted that the increase in the Planning Delivery Grant made by the Government to the Council was mainly in recognition of the improvements that had been made within the Council's Planning Service, and the speed at which planning applications were determined. It was further noted that whilst these improvements were to be applauded, it was expected that they would continue, and the potential of an increased Planning Delivery Grant for next year would be maximised.
24The Executive considered a report which outlined the process for reviewing and updating the Council's current 2003/06 Corporate Plan, and considered priorities for the forthcoming 2006/09 Plan. The report set out the background, improvements identified through the Council's Comprehensive Performance Assessment (CPA), suggested additional priorities for inclusion in the current plan, details of key priorities for 2005/06, objectives surrounding the Change Programme, details set out for consideration as priorities for the 2006/09 Plan, consultation undertaken with the Overview and Scrutiny Committee, resource implications and associated conclusions.

During consideration of the report it was noted that the Council had scored badly on prioritisation in the CPA, and that it was important to be clearer about the Council's priorities. An evidence based approach to priority setting had been commenced to develop the 2006/09 Plan, and it was further noted that this would be the subject of a future report and additional consultation later in the year.

25Consideration was given to a report on appointments to outside bodies where either insufficient or no nominations had been received or where the number of nominations exceeded the number of vacancies. The report also dealt with appointments to Local Forums and ad hoc groups.

26The Executive had before it a report which notified them of the comments of the Overview and Scrutiny Committee made at their meeting on 1st July 2004 on Service Performance in relation to the outturn figures for the last financial year, and subsequent officers' responses.

During discussion of the report the significant improvements in the Council's overall Service Performance that had been made in comparison to that of 2002/03 was noted, in addition to the management action that was being taken to address those remaining areas of underperformance.
27The Executive considered a report which set out the Statement of Accounts for the 2003/04 financial year, and sought a recommendation for their adoption by Council at its 29th July meeting, as required by statute. The report also set out the Internal Audit Annual Report for the year ended 31st March 2004.

During discussion of the report, the Executive Member for Finance and Assets thanked the staff of the Resources Department, and drew attention to the fact that the report had had to be submitted three months earlier than that of last year. In response to a query from a Member with regard to a previous decision of the Executive (Minute 233, Page 606 refers), the Director of Resources confirmed that some minor technical alterations may be required, but that this would not necessitate any material alteration to the Statement of Accounts presented to Council.
30The Executive considered a report which sought to sell land at Malmstone Avenue, Merstham, for the development of affordable housing. The report set out the background, relevant factors for consideration, options open to the Executive, resource implications and consultation undertaken.

Following consideration of the options open to the Executive, the Executive were minded to adopt the recommended course of action as it was agreed that this would provide a significant capital receipt as well as additional affordable housing.
31A report was considered by the Executive in relation to the proposed disposal of 1, Chipstead Road, Banstead. Authority was sought to make a planning application concerning the site, and to clear and secure the site in preparation for disposal. The report set out the background, factors for consideration, options open to the Executive, resource implications and consultation undertaken.

Much discussion ensued with regard to the relative merits or otherwise of the proposals. The Executive noted that the principle of disposal had previously been agreed, however some concern was expressed with regard to the demolition of the building. It was recognised that there were alternative options open to the Executive, and that as far as the proposed demolition of the building was concerned, this should be the subject of further discussion. Having regard to this fact it was
33APPENDIX A

ORGANISATION REPRESENTATIVE(S)
Earlswood Common Management Group Cllr. B. Mearns

Joint Waste Strategy Consultative Board(Board Member) Cllr. A.J. Kay

Town Centre Management Steering Group - Redhill
Cllr. Mrs. N.J. Bramhall, Cllr. J.M. Ellacott, Cllr. J.B.P. Jones

Woodhatch Community Association - Executive Committee

Cllr. Mrs. S.F. King, Cllr. J.V. Lyndon Morgan, Cllr. A.R. Mountney