Agenda, decisions and minutes

An apology for absence was received from Councillor Graham Ellwood.

An apology for absence was received from Councillor Graham Ellwood.

In accordance with the Councillors’ 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 notparticipate 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.

There were no disclosures of interest.

There were no disclosures of interest.

To confirm the minutes of the meeting of the Executive held on 18 July 2017.

The Executive approved the minutes of the meeting held on 18 July 2017.   The Chairman signed the minutes.

The Executive approved the minutes of the meeting held on 18 July 2017.   The Chairman signed the minutes.

Decision:

That the Risk Management Strategy and Framework 2017 be adopted, subject to:

(a)  The inclusion in Step 8: Review, Report and Monitor of the requirement for an annual report to be presented to the Corporate Governance and Standards Committee reviewing progress on the management of risk within the Council generally and monitoring future progress against the Strategy and Framework;

(b)  The inclusion in the corporate report template of a separate section on “Risk Management Implications”

Reason for Decision:

To ensure that there is a system for effective monitoring, development and operation of risk management in the Council.

Alternative 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

The Executive considered a report on the draft Risk Management Strategy and Framework 2017.  The Executive noted that the Strategy and Framework would be reported on an annual basis to the Corporate Governance and Standards Committee who had commended its adoption at its meeting held on 27 July 2017.  Effective risk management was an integral part of the Council’s governance framework.

Having considered the report, the Executive

RESOLVED:

That the Risk Management Strategy and Framework 2017 be adopted, subject to:

(1)   the inclusion in Step 8: Review, Report and Monitor of the requirement for an annual report to be presented to the Corporate Governance and Standards Committee reviewing progress on the management of risk within the Council generally and monitoring future progress against the Strategy and Framework; and

(2)   the inclusion in the corporate report template of a separate section on “Risk Management Implications”

Reason for Decision:

To ensure that there is a system for effective monitoring, development and operation of risk management in the Council.

Decision:

That the Guildford Borough Planning Contributions Supplementary Planning Document (SPD) upsate 2017, as set out in Appendix 1, be adopted as an update and replacement for the 2011 SPD, which is hereby revoked.

Reason for Decision:

To provide up-to-date advice to applicants for planning permission in order to assist in securing supporting infrastructure and mitigate any harm arising from planned developments through determining planning applications or appeals.

Alternative 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

The Executive considered a report outlining the Guildford Borough Planning Contributions Supplementary Planning Document (SPD) 2017 update which had been prepared to supersede the Planning Contributions SPD 2011.  The changes to the SPD would include up to date reference to legislation, policy and guidance across government.

The updated SPD also included minor changes to thresholds and obligations in relation to affordable housing, sustainable design and construction, open space, public art, SANGs, CCTV and education.  The Executive considered that the adoption of an updated Planning Contributions SPD would help increase transparency and certainty for applicants when submitting planning applications.

Having considered the report, the Executive therefore

RESOLVED:

That the Guildford Borough Planning Contributions Supplementary Planning Document (SPD) update 2017, as set out in Appendix 1 to the report submitted to the Executive, be adopted as an update and replacement for the 2011 SPD, which is hereby revoked.

Reason for Decision:

To provide up-to-date advice to applicants for planning permission in order to assist in securing supporting infrastructure and mitigate any harm arising from planned developments through determining planning applications or appeals.

Decision:

The Executive is asked to recommend to Council (10 October 2017):

(1)  That proposed work to develop and strengthen our existing relationship with Freiburg, referred to in this report, be supported.

(2)  That the twinning arrangement with Bar-le-Duc be formally ended.

(3)  That discussions to progress the establishment of a new formal twinning agreement with Versailles be supported.

(4)  That the Leader and Managing Director be authorised to sign a proposed partnership agreement with Dongying, as set out in Appendix 1 to the report.

Reason for Decision:

To develop new international relationships and enhance existing twinning arrangement to maximise the benefits for Guildford residents.

Alternative options considered and rejected by the Executive:

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

None

The Executive considered a report recommending that the Council’s existing twinning agreement with Freiburg was strengthened, that the Council’s current twinning arrangement with Bar-le-Duc, in France was formally terminated and that new international relationships were sought with the French city of Versailles and Dongying in China.

The Executive received a verbal update from the Lead Councillor for Infrastructure and Governance on how the proposed twinning arrangements, specifically with Dongying and Versailles would build new international relationships for Guildford promoting technology, science, medicine, artificial intelligence, business and tourism. The Executive noted that these recommendations had derived from the cross-party Town Twinning Working Group established in September 2016. 

Guildford was formally twinned with Freiberg in 1979.  Whilst good cultural relationships had been established by the Guildford-Freiburg Association, it was felt that economic, tourism and business links could be more proactively sought by the Council. 

The Executive noted that the twinning between Guildford and Bar-le-Duc, France established in 1958, was less well known and had not been pursued.  To that end, it was therefore recommended that the twinning between the two towns was terminated.

The British Embassy had recommended that Guildford as a possible suitable UK twin with Versailles.  The Town Twinning Working Group had identified a number of areas as priorities for co-operation, including the development of business links, promotion of tourism, arts and culture and developing links between schools and universities. 

The Executive recognised the global significance of China given its exponential economic growth in recent decades.  Building on existing links between the Universities of Surrey and Dongying, the opportunity had been taken to explore the establishment of a formal relationship with Dongying City in China.  The Town Twinning Working Group had identified a number of potential benefits in terms of

developing cultural, educational, business and tourism links with Dongying. 

In relation to the existing link between Guildford and Mukono in Uganda, the Executive commended its continuation and the good work undertaken so far, delivering many successful projects for the Mukono community. 

The Executive also considered concerns raised in relation to the proposed relationship with Dongying, China, specifically;

·        what Guildford had in common with such a vast city with a population of 200,000 and an industry driven by oil; 

The Executive considered that there were many similarities between Guildford and Dongying, especially in terms of the pursuit of scientific and technological advancements in industry and business.  Advancements in medical technology and the sharing of that knowledge would only be of benefit to Guildford residents and the known problems of an increasingly ageing population.

·        How would the Council benefit and how would the return on investment be measured?

Return on investment would be measured over time and would not be formally monitored by performance indicators and had not been applied to other twinning or links pursued by the Council.  

·        Would the Executive councillors be using any of their own monies for travelling to Dongying?

The visit to Dongying was necessary to  ...  view the full minutes text for item EX42

Decision:

The Executive is asked to recommend that Council (10 October 2017) approves the proposed timetable of Council and Committee meetings for the 2018-19 municipal year, as set out in Appendix 1 of the report.

Reason for Decision:

To assist with the preparation of individual committee work programmes.

Alternative 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

The Executive, having considered the draft timetable of Council and committee meetings for the 2018-19 municipal year,

RECOMMEND:

That the proposed timetable of Council and Committee meetings for the 2018-19 municipal year, as set out in Appendix 1 to the report submitted to the Executive, be approved.

Reason for Recommendation:

To assist with the preparation of individual committee work programmes.