Agenda and decisions

Executive - Thursday, 16th May, 2024 6.00 pm

Venue: Council Chamber, Millmead House, Millmead, Guildford, Surrey GU2 4BB. View directions

Contact: Carrie Anderson, Senior Democratic Services Officer 

Media

Items
No. Item

1.

Apologies for Absence

Additional documents:

Decision:

Apologies for absence were received from Councillor Richard Lucas.

2.

Local Code of Conduct - Disclosable Pecuniary Interest

In accordance with the local Code of Conduct, a councillor is required to disclose at the meeting any disclosable pecuniary interest (DPI) that they may have in respect of any matter for consideration on this agenda.  Any councillor with a DPI must not participate in any discussion or vote regarding that matter and they must also withdraw from the meeting immediately before consideration of the matter.

If that DPI has not been registered, the councillor must notify the Monitoring Officer of the details of the DPI within 28 days of the date of the meeting.

Councillors are further invited to disclose any non-pecuniary interest which may be relevant to any matter on this agenda, in the interests of transparency, and to confirm that it will not affect their objectivity in relation to that matter.

Additional documents:

Decision:

Councillor Catherine Houston declared a non-pecuniary interest in regard to agenda item 4 as one of the individuals named in the report was known to her.

3.

Leader's Announcements

Additional documents:

Decision:

This month the council moved from Disability Confident Committed (Level 1) to Disability Confident Employer (Level 2). The government scheme encouraged employers to think differently about disability and take action to improve how they recruit, retain and develop disabled people.

Following on from the public engagement event held by the Environment Agency in April, the Guildford Flood Alleviation Scheme feedback form would close on Friday 24 May Residents were encouraged to complete the form as their feedback would help inform the design options of the scheme. Posts on the progress of the scheme could be liked and shared on X (Twitter) by following @GuildfordFS

This week the Mayor formally opened the Yalp Sona interactive dance and play arch at Stoke Park gardens. The equipment was designed to be all inclusive so that anyone could use it. The arch, inspired by the Lord of the Rings’ magical gate was the only one of its kind in Surrey. Multiple games encouraged problem solving, creativity and physical movement. No matter what someone’s ability, children, parents, carers, and grandparents would have fun using this interactive playground equipment. Thanks were given to the Parks and Street Scene team who researched, sourced, and installed the cutting-edge equipment.

The second Guildford and Waverley Business Question time event would take place on Monday 3 June at the University of Surrey from 5pm until 7pm. This event was a free networking event for businesses that would provide valuable advice and guidance about current issues and opportunities faced by the business sector. To book a free space

search EventBright website for Guildford and Waverley Business question time in Guildford.

4.

Consideration of confirmation for an Article 4 Direction on land on the south and east sides of Chase Cottage, Sutton Place, Abinger Hammer, Dorking, RH5 6RP pdf icon PDF 119 KB

Additional documents:

Decision:

Decision:

That the Assistant Director of Planning Development be authorised to take all reasonable steps to confirm the Article 4 Direction made on 12 December 2023 in respect of Land on the south and east sides of Chase Cottage, Sutton Place, Abinger Hammer, Dorking, RH5 6RP registered at H.M. Land Registry under Title Number SY739199 (“the Land”) (“the Article 4 Direction”) as shown edged in red on the plan attached to the Article 4 Direction.

Reasons:

1.     To protect the openness of the Green Belt, the landscape value of the Surrey Hills National Landscape (SHNL) (formerly Area of Outstanding Natural Beauty) and Area of Great Landscape Value (AGLV) and potential harm to the setting of a Grade II* Listed Building, Usherwood, Sutton Place that would result from the subdivision of the Land.

2.     Whilst the registered owner has not explicitly stated that they object to the Article 4 Direction, given correspondence received by the council, the Assistant Director of Planning Development had taken the decision to not use delegated powers and therefore sought authority to confirm the Article 4 Direction.

3.     The development which the Article 4 Direction controlled, would be prejudicial to the proper planning of the area and constitute a threat to the local amenity of the area by potentially causing harm to the designated Green Belt and its openness, the landscape value of the SHNL, AGLV and the setting of a Grade II* Listed Building.  It was considered necessary to confirm the Article 4 Direction in order to continue the protection offered to these important matters.

Other options considered and rejected by the Executive:

None.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

Councillor Catherine Houston declared a non-pecuniary interest in that one of the individuals named in the report was known to her.

5.

Legal and Democratic Services: Resourcing and Structure Proposals pdf icon PDF 94 KB

Additional documents:

Decision:

Decision:

Executive approved:

1.            The Joint Head of Paid Service’s proposal to create a role of Joint Executive Head / Assistant Director - Legal as set out in para 15.1 of the report submitted to the Executive;

2.            The Joint Head of Paid Service’s proposal to create a role of Joint Executive Head / Assistant Director - Democracy & Governance as set out in para 15.1 of the report;

3.            The Joint Head of Paid Service’s proposal to create a Joint Executive Advisory and Support team as set out in para 6.4 of the report to include two new posts of Joint Executive Advisory and Support Manager and Joint Executive Advisor.   The Joint Executive Advisory and Support Manager would provide advisory support as well as management of the existing Joint Executive support team;

4.            The Head of Paid Service’s proposal to create a new post of Joint Head of Governance as set out in para 15.2 of the report;

5.            The Head of Paid Service’s proposal to amend the existing three Waverley Borough Council posts of Senior Governance Officer, Senior Corporate Governance Lawyer and Monitoring Officer assistant to be joint roles operating across Waverley and Guildford Councils;

6.            To delegate authority to the Monitoring Officer to amend the current inter-authority agreement between Guildford Borough Council and Waverley Borough Council to include the new joint roles as set out in the report.

7.            An additional one-off cost of £90,605 to Guildford Borough Council which is a 50% contribution towards the costs of two Interim Governance Officers for 6 months;

Executive noted:

8.            That the implications of these proposals had been considered in the context of restructures already concluded in GBC and WBC Legal Services and work about to commence in Waverley Democratic Services.

Executive approved and recommended to Full Council meeting on 17 June 2024:

9.            To approve the increase to the Legal & Democratic Services salary budget for 2024/25 of £357,318 as set out in para 10.6 of the report;

10.       To approve the making of all necessary arrangements for the discharge of functions through joint arrangements between Waverley Borough Council and Guildford Borough Council, by officers of Waverley Borough Council, as set out in this report, and for such arrangements to be included in the inter-authority agreement in accordance with s113 Local Government Act 1972.

Reasons:

1.        To respond to the Head of Paid Services’ recent changes to his staff structure at Chief Officer level, effective 1 March 2024, which made the previous Joint Executive Head of Legal & Democratic Services the Joint Strategic Director of Legal & Democratic Services and the previous Joint Executive Head of Finance, the Joint Strategic Director of Finance.  Whilst this had strengthened the Corporate Management Board and ensured that the governance functions were represented at the most senior level by the three statutory officers, it had also created a gap at the Executive Head of Service / Assistant Director level for each of these disciplines, which could not be sustained.

2.        To respond to the concerns raised  ...  view the full decision text for item 5.

6.

Customer Services Charter pdf icon PDF 65 KB

Additional documents:

Decision:

Decision:

That the new Customer Services Charter be adopted for implementation.

Reasons:

1.        It was important that the council had a customer charter in place that supported its customers and ensured that the council was able to clearly manage expectations for its residents when they made contact.

2.        The current charter was no longer fit for purpose and needed to be updated.

Other options considered and rejected by the Executive:

None.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None.

7.

Anti-Fraud & Corruption Policy and Strategy

Report is to follow.

Additional documents:

Decision:

Decision:

That consideration of the adoption of the Anti-Fraud & Corruption Policy and associated policies be referred to the Leader of the Council for determination in consultation with Executive members and the Chairman of the Corporate Governance and Standards Committee.

Reason:

To ensure the comments made by the Corporate Governance and Standards Committee at its special meeting on 11 April 2024 were incorporated into the policy documents.

Other options considered and rejected by the Executive:

To adopt the policy as presented.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None.