Agenda, decisions and minutes

Apologies for absence were received from Councillor Jan Harwood.

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 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.

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.

There were no disclosures of interest.

To confirm the minutes of the meetings of the Executive held on 24 August 2021 and 21 September 2021..

The minutes of the meetings held on 24 August 2021 and 21 September 2021 were confirmed as correct a correct record. The Chairman signed the minutes.

The minutes of the meetings held on 24 August 2021 and 21 September 2021 were confirmed as correct a correct record. The Chairman signed the minutes.

There had been a return to the discussion of Covid restrictions in the press whilst the numbers of those requiring hospitalisation were rising. The Leader urged those who had not yet received full vaccination for Covid and flu to do so to protect others and to support the NHS.

The new waste collection calendar would shortly be delivered to each household in the borough. The calendar would set out delivery dates and guidance on sorting rubbish and what to correctly place in each bin.

Crowdfund Guildford would help support community-led ideas that would make Guildford more vibrant, resilient, and connected. An online launch event would be held on 10 November. Registration and more details could be found at www.guildford.gov.uk/crowdfundGuildford

In recognition of Remembrance Day and 100 years of the symbol of the poppy in remembrance, a special exhibition of the ‘Infantry Collection’ would run at Guildford House Gallery from 6 to 14 November. The curators had welcomed contributions from volunteers and stories submitted by the public. Opening times for the exhibition were 10:30am to 3:30pm.

Decision:

That the new Publication Scheme, as set out in Appendix 1 to the report submitted to the Executive, be approved.

Reason:

For an improved up to date, more comprehensive and more user-friendly Publication Scheme in line with the Information Commissioner’s recommendations and with other local authorities

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

The Executive considered a report seeking the approval of an updated version of the Council’s Freedom of Information Publication Scheme. The Freedom of Information Act 2000 awarded a general right of access to all types of recorded information held by public authorities. Section 19 of the Act required every public authority to produce a publication scheme setting out the information made routinely available to the public. The Council’s Publication Scheme needed to be updated from time to time to reflect organisational and legislative changes and the most recent guidance available from the Information Commissioner’s Office.

The Leader of the Council introduced the report. The Executive unanimously supported the update and consequently,

RESOLVED that the revised Publication Scheme, as set out in Appendix 1 to the report submitted to the Executive, be approved.

Reason:

For an improved up to date, more comprehensive and more user-friendly Publication Scheme in line with the Information Commissioner’s recommendations and with other local authorities

Decision:

That the draft Licensing of Sex Establishments Statementof LicensingPolicy 2022-2025, as set out in Appendix 1 to the report submitted to the Executive, be approved.

Reason:

Adopting an updated Licensing of Sex Establishments Policy would provide guidance to applicants and a framework to enable the Council to make consistent and transparent decisions when determining applications for sex establishments.

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.

Under the Policingand CrimeAct2009 local authorities became able to adopt apolicyand standardconditionsrelatingto sexualentertainment venues, sexshops andsexcinemas. There were no such venues in the Borough but it was good practice for the Council to hold an up to date policy should the situation change. The Executive had last agreed and adopted apolicywith standardconditionson 30 October 2018. That policy was due to expire and an updated policy, reflecting best practice but with no policy changes was presented to the Executive for approval. The revised policy had been subject to public consultation and was recommended to the Executive by the Licensing Committee on 29 September 2021.

The Lead Councillor for Environment introduced the report. The Executive considered the updated policy and consequently,

RESOLVED, that the draft Licensing of Sex Establishments Statementof LicensingPolicy 2022-2025, as set out in Appendix 1 to the report be approved.

Reason:

Adopting an updated Licensing of Sex Establishments Policy would provide guidance to applicants and a framework to enable the Council to make consistent and transparent decisions when determining applications for sex establishments.

Decision:

The Executive agreed to recommend to Council that the proposed new Corporate Plan 2021-2025, as set out in Appendix 1 to the report submitted to the Executive, with some minor modifications, be adopted.

Reason:

The proposed new Corporate Plan had been prepared to set out the Council’s priorities for the period up to 2025.

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.

The Council’s draft Corporate Plan set out the strategic framework and priorities for the next four years.  The priorities and associated projects were fundamental to ensuring that the Council managed its business and resources effectively and that the Council’s activities continued to be aligned to the issues that mattered most to local people. 

The Leader of the Council introduced the report. It was explained that a new plan had been under development since 2019 prioritising four key themes; Climate Change and Environment, Housing and Community, Economy and Regeneration, and Improved Council. Consultation with all councillors had been undertaken through a workshop process in November 2019 and the outcomes put out to public consultation in early 2020. The results of the public consultation were set out in the report. The onset of the Coronavirus pandemic put the process on hold and when recommenced one year later it was felt that a new public consultation should be undertaken to reflect any shift in the public’s priorities during such an unprecedented period. The results of the second public consultation were also set out in the report. Following the incorporation of the public priorities the revised Plan was presented to the Council’s Joint Executive Advisory Board (JEAB) in March 2021 for further consultation with councillors. The JEAB’s comments were set out in the report. The resulting document embracing all consultation was the version presented to the Executive for endorsement. The Chairman of the JEAB was not in attendance, the Vice Chairman had no further comments to those set out in the report.

A ‘printer-light’ version without extensive colours photographs would be available to download from the Council’s website. It was noted that it was important to ensure that the document was accessible to all. Subject to the Leader of the Council consulting with the lead Councillor for Climate Change, it was proposed that the version of the Corporate Plan to be submitted to the Council for adoption would include some minor modifications with regard to environmental matters and specifically biodiversity.  The Executive

RECOMMEND (to Council: 1 November 2021):

That the proposed new Corporate Plan 2021-2025, as set out in Appendix 1 to the report submitted to the Executive, with some minor modifications, be adopted.

Reason:

The proposed new Corporate Plan had been prepared to set out the Council’s priorities for the period up to 2025.

Decision:

That the Director of Strategic Services, in consultation with the Leader of the Council, be authorised to submit a bid for city status for the borough of Guildford as part of the Queen’s Platinum Jubilee celebrations.

Reason:

To authorise the submission of a bid for city status.

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.

As part of the Queen’s Platinum Jubilee celebrations, there was a civic honours competition for city status. Any local authority that considered that its town ought to be granted city status was able to enter. The Executive considered a report that sought approval for Guildford to submit a bid. In the past there had been three previous bids for city status that had been unsuccessful.

The Leader of the Council introduced the report and explained that city status would support local businesses and tourism and attract investment which were corporate priorities. It was noted that the county of Surrey had no cities within its borders and that Guildford, considered to be the ‘County Town’ had significant and worthy merit to be awarded the status including a rich history and cultural heritage, successful cutting-edge technologies and businesses and excellent educational opportunities including a world-class university. A ‘Back the Bid’ campaign had been launched to canvass support in the local community and an updated list of supporters was included on the Supplementary Information Sheet. There was wide-ranging support from a variety of individuals and institutions and cross-party support from within the Council itself.

The Leader observed that those not in support of the bid had expressed concerns about the cost of the bid, potential urban growth, and a change of character for the town. It was confirmed that costs had been sourced from existing budgets and that the Government had specifically requested ‘slimline’ bids in reflection of the financial challenges faced by local authorities. The Leader believed that the small investment made to submit a bid would be an investment in the longer term. There had been voluntary support from other organisations who were supportive of the bid such as the University of Surrey. It was observed that economic growth was inevitable for the future irrespective if Guildford were a city or a town in terms of status. The Leader observed that should the outcome of the bid be unsuccessful the process of gathering support had been a positive experience for all involved and he would share some of those sentiments about Guildford that he had received.

The significant advantages with regard to future investment potential should city status be awarded were acknowledged. Accordingly, the Executive

RESOLVED: That the Director of Strategic Services, in consultation with the Leader of the Council, be authorised to submit a bid for city status for the borough of Guildford as part of the Queen’s Platinum Jubilee celebrations.

Reason:

To authorise the submission of a bid for city status.

Item 9 was withdrawn from the agenda for this meeting due to the need for additional time to enable Executive Members to give full consideration to the feedback given by members of the Joint Executive Advisory Board at their meeting on 20 September 2021. The item would be considered at the next earliest opportunity.

Item 9 was withdrawn from the agenda for this meeting due to the need for additional time to enable Executive Members to give full consideration to the feedback given by members of the Joint Executive Advisory Board at their meeting on 20 September 2021. The item would be considered at the next earliest opportunity.

As item 10 was linked to item 9, it too was withdrawn from the agenda for this meeting.  

As item 10 was linked to item 9, it too was withdrawn from the agenda for this meeting.  

In accordance with Regulation 5 (2) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012, the Council published on 28 September notice of intention to hold part of this meeting in private to discuss Item 12 North Street Development Site, Guildford.

The notice included a statement setting out the reasons for these matters to be discussed in private and inviting anyone wishing to make representations in relation to holding part of the meeting in private for this purpose to do so by 12 noon on Friday 15 October 2021 and no representations were received. 

The reason for considering these matters in private is due to the likely disclosure of exempt information as defined in paragraphs 3 of Part 1 of Schedule 12A to the Local Government Act 1972, which is information relating to the financial or business affairs of any particular person (including the authority holding that information).

The content also contains details of legal advice provided to the Council and is therefore exempt by virtue of paragraph 5 of Part 1 of the Schedule 12A to the Local Government Act 1972, which is Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

In order to consider these matters in private, the Executive is asked to consider passing the following resolution:

         "That under Section 100A(4) of the Local Government Act 1972 (as amended) and Regulation 5 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012, the public be excluded from the meeting for consideration of agenda item 12 on the grounds that it involves the likely disclosure of exempt information as defined in paragraphs 3 and 5 of Part 1 of Schedule 12A to the Act.”

Following approval of the resolution to exclude the public, the chairman will ask members of the public present to leave the meeting. The webcast will be terminated at this point. 

The Executive

RESOLVED:

That under Section 100A (4) of the Local Government Act 1972 (as amended) and Regulation 5 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012, the public be excluded from the meeting for consideration of agenda item 12 on the grounds that it involved the likely disclosure of exempt information as defined in paragraphs 3 and 5 of Part1 of Schedule 12A to the 1972 Act.

The Executive

RESOLVED:

That under Section 100A (4) of the Local Government Act 1972 (as amended) and Regulation 5 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012, the public be excluded from the meeting for consideration of agenda item 12 on the grounds that it involved the likely disclosure of exempt information as defined in paragraphs 3 and 5 of Part 1 of Schedule 12A to the 1972 Act.

Decision:

(1)        To agree the Heads of Terms, which included:

·       The sale of the majority of the Council's interest in the Site.

·       The grant of a long leasehold of the area to the south of the refurbished bus station for the creation of new public realm.

·       Provision of a refurbished bus facility.

·       Pedestrianisation of North Street.

·       Leapale Road widening.

·       New North Street / Leapale Road junction.

(2)        To undertake further work to establish a clear understanding of the scope, extent and estimated costs of any public works and services included in the proposed development and, subject to obtaining this information, to consider options for procuring the delivery of any public works and services to ensure compliance with the Find a Tender rules and the Council's procurement policies.

(3)        To authorise the Strategic Services Director, in consultation with the Lead Councillor for Regeneration, to agree any minor variations to the heads of terms to address any specific points arising during the course of contractual negotiations with the Purchaser.

(4)        To authorise the Strategic Services Director, in consultation with the Lead Councillor for Regeneration and the Director of Resources, to negotiate and enter into all associated property/contractual documentation required in order to facilitate the sale of the Council's interests in the Site, subject to receiving final valuation advice from the Council's external advisors confirming that the transaction amounts to the best consideration reasonably obtainable.

(5)        To authorise the Strategic Services Director, in consultation with the Lead Councillor for Regeneration, to establish a working group consisting of stakeholders, councillors and officers to make recommendations to the Executive in respect of the design of the refurbished bus interchange (including the associated access and public realm improvements) and the proposed pedestrianisation of North Street.

(6)        To authorise the Strategic Services Director, in consultation with the Lead Councillor for Regeneration to develop and take forward a plan for engagement with market traders, taxi operators and any other parties that are impacted by the development.

(7)        To note the Council’s public sector equality duties under section 149(1) of the Equality Act 2010.

Reason:

To progress the proposals for redeveloping the site.

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.

The Executive considered a report that updated on the progress of the Council's interests in the site, explained the proposed changes to the developer’s proposals for the redevelopment of the site and discussed how those various proposals were set out, including engagement with relevant stakeholders and interested groups. The Lead Councillor for Regeneration introduced the report.

The Executive was content with progress and consequently,

RESOLVED:

(1)       To agree the Heads of Terms, which included:

·         The sale of the majority of the Council's interest in the Site.

·         The grant of a long leasehold of the area to the south of the refurbished bus station for the creation of new public realm.

·         Provision of a refurbished bus facility.

·         Pedestrianisation of North Street.

·         Leapale Road widening.

·         New North Street / Leapale Road junction.

(2)       To undertake further work to establish a clear understanding of the scope, extent and estimated costs of any public works and services included in the proposed development and, subject to obtaining this information, to consider options for procuring the delivery of any public works and services to ensure compliance with the Find a Tender rules and the Council's procurement policies.

(3)       To authorise the Strategic Services Director, in consultation with the Lead Councillor for Regeneration, to agree any minor variations to the heads of terms to address any specific points arising during the course of contractual negotiations with the Purchaser.

(4)       To authorise the Strategic Services Director, in consultation with the Lead Councillor for Regeneration and the Director of Resources, to negotiate and enter into all associated property/contractual documentation required in order to facilitate the sale of the Council's interests in the Site, subject to receiving final valuation advice from the Council's external advisors confirming that the transaction amounts to the best consideration reasonably obtainable.

(5)       To authorise the Strategic Services Director, in consultation with the Lead Councillor for Regeneration, to establish a working group consisting of stakeholders, councillors and officers to make recommendations to the Executive in respect of the design of the refurbished bus interchange (including the associated access and public realm improvements) and the proposed pedestrianisation of North Street.

(6)       To authorise the Strategic Services Director, in consultation with the Lead Councillor for Regeneration to develop and take forward a plan for engagement with market traders, taxi operators and any other parties that are impacted by the development.

(7)       To note the Council’s public sector equality duties under section 149(1) of the Equality Act 2010.

Reason:

To progress the proposals for redeveloping the site.