Agenda and minutes

Apologies for absence were submitted on behalf of Councillors Paul Abbey, Andrew Gomm, Liz Hogger, Susan Parker, Jo Randall, Will Salmon, James Walsh, and Fiona White.

To receive and note any disclosable pecuniary interests from councillors. 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.

There were no disclosures of interest.

To confirm the minutes of the combined Annual/Selection meeting of the Council held on 19 May 2021, and the minutes of the Extraordinary Meeting of the Council held on 6 July 2021.

The Council confirmed, as a correct record, the minutes of the combined Annual Meeting and Selection Meeting held on 19 May and the extraordinary meeting held on 6 July 2021. The Mayor signed the minutes.

To receive any communications or announcements from the Mayor.

The Mayor reported that, since the last Council meeting, the Borough had continued to open up and highlighted a few of the events that she had had the privilege of attending:

On Thursday 8 July, along with the Deputy Mayor, the Mayor visited Oakleaf Enterprise, a charity based in the town whose aim was to transform the lives and futures of adults managing their mental health and help them secure the skills, confidence and training needed to return to the workplace. Notwithstanding the huge impact of Covid on their operations, the Mayor congratulated them for adapting so quickly and being able to help and support their most vulnerable clients during the pandemic.

On Saturday 17 July 2021 the Mayor was a judge in the Children’s Business Fair held in the High Street, which gave young entrepreneurs aged between 7 and 17 the opportunity to launch their very own business, sell to real customers and make their own money. There were over 40 stands with a wide variety of products and judging was tough in the four categories: Best Product, Best Stand, Best Sales Presentation and Judge’s Choice.

On 21 July, the Mayor had the honour of re-opening the refurbished Clubhouse at Burpham Bowling Club, in the company of at least 16 Chelsea Pensioners. Following the formalities, the Pensioners went on to bowl impressively in the very extreme heat.

On 23 July, the Mayor attended the 25^th anniversary AGM of the Friends of Guildford Museum. The Friends were a local Group who had supported the Museum with volunteers and fund raising. Over the years, they had experienced waves of excitement and disappointment as plans for the museum had fallen through. However, the reopening of the museum after the pandemic, and the appointment of a new Heritage Manager had offered a fresh start. They had already met with the Heritage Team to discuss how they could help support the creation of a lively programme that will attract visitors.

To receive any communications or announcements from the Leader of the Council.

The Leader reported that the vaccination centre at G Live closed in the previous week with a new centre opening at George Abbot School, Burpham later this week. The Leader noted that more than 80 percent of the people in the Borough had now been vaccinated and urged those who had not yet been vaccinated to visit the NHS website and to book an appointment.  

The Leader was pleased to see the recent data that coronavirus cases were falling, both locally and nationally, but still reminded everyone to respect the guidelines.

The Leader informed the Council that this week was Keep Britain Tidy's Love Parks Week, which was a chance to celebrate the Council’s award-winning parks and green spaces and to remember the importance of looking after them.  The Leader thanked the Parks and Countryside Team for maintaining them all year round so that residents and visitors could enjoy the mental and physical health benefits of using the parks.

Councillors noted that the Farmers’ Market returned to Guildford High Street on 3 August 2021 from 10.30 am to 3.30 pm with up to 50 local producers selling fresh fruit and vegetables, poultry and meats, and handmade crafts.  

The Leader informed the Council that a new online housing register had been launched this week.

Finally, the Leader reported that he had agreed to clarify the portfolio responsibilities of the Lead Councillor for Climate Change, by including Air Quality in his portfolio.

To receive questions or statements from the public.

No members of the public had given notice of their wish to ask a question or make a statement.

At this point, a member the public interrupted proceedings and the Mayor adjourned the meeting.  Following a short delay, the meeting resumed. 

To hear questions (if any) from councillors of which due notice has been given.

(a)       Councillor Ramsey Nagatyasked the Leader of the Council, Councillor Joss Bigmore, the following question:

“Following the press release issued by the Council on 17 May 2021, which stated that ‘We have started to review the Guildford Local Plan and the evidence behind it’, may I please ask the Leader of the Council:

(1)   To provide an update on progress with the review, and in particular progress with the appointment of a top level experienced independent Planning Expert or Barrister, who will take a fresh view and approach to this review, and to assist objectively and advise the best ways forward; and

(2)   To put in place a working group to progress the review urgently.”

The Leader’s response was as follows:

 “(1)  Officers have undertaken initial work reflecting the steps to be followed in order to review the Local Plan. This is based on published Planning Advisory Service guidance. I have agreed with our Strategic Services Director that this work should be expanded to incorporate a ‘roadmap’ reflecting the appropriate route to not only review the Local Plan, but also update the Plan’s Evidence Base. In parallel, the process of reviewing the Local Plan transport evidence base, as part of the wider review process, is being progressed with Surrey County Council and Highways England. Independent expertise will be drawn on as and when necessary during the process.

(2)  Councillors Jan Harwood, John Rigg, and Tim Anderson have been providing input to this process.  I will take under consideration whether to invite a formal working group to consider the ‘roadmap’ when it is delivered in the week commencing 6 September”.

In response to a supplementary question, asking whether the Council needed a strongly motivated chairman, together with an experienced independent planning expert to plan the route of the “roadmap” without further delay, the Leader of the Council stated that he was confident that the strong leadership required was already in place and that he would be calling on independent experts whenever necessary.

The Leader was also asked to whom the roadmap would be delivered and whether it would include a scope of what the review would look like and the level of priority to be given to the review of the Local Plan, notwithstanding the forthcoming consideration of the Local Plan Development Management Policies (DMP).   The Leader confirmed that the DMP would be considered by the Joint EAB in September 2021, and that the timetable allowed the roadmap to be produced and delivered to him in early September.  The Leader would take into consideration who then should consider it further, and that until the roadmap was produced, he could not add any further detail about timescales or urgency but gave an assurance that the Council would be updating the Local Plan, to include a Town Centre Masterplan, as soon as possible.   

In response to a further question as to what impact, if any, does the review of the Local Plan have on the scheduling and timing of the remainder  ...  view the full minutes text for item CO34

Councillors were reminded that following consideration of opportunities for greater partnership working with Waverley Borough Council, the Council at its extraordinary meeting on 6 July 2021 had resolved:

(1)   to pursue the option of creating a single management team with Waverley Borough Council, comprised of statutory officers (Head of Paid Service; Chief Finance Officer; Monitoring Officer), directors and heads of service as the most appropriate means for bringing forward business cases for future collaboration;

(2)   to begin making arrangements for a recruitment and selection of a single joint Chief Executive (acting as Head of Paid Service for both Guildford and Waverley Borough Councils); and

(3)   to submit to the Council at this meeting a report on the following matters:

(a)    heads of terms for the proposed inter-authority agreement to establish governance arrangements for joint working;

(b)    the proposed job description and terms and conditions in respect of the appointment of a Joint Chief Executive; and

(c)     the establishment of a joint appointments committee, including its composition and terms of reference. 

The Council considered a report which provided an update on the collaboration and had set out the information referred to above for further agreement.

The Council noted that at its meeting on 22 July, the Employment Committee had agreed to commend the proposed role profile (job description) in respect of the appointment of a Joint Chief Executive (Appendix 2 to the Council report) and also the proposed terms of reference and composition of the Joint Appointments Committee for approval by the Council (Appendix 4 to the Council report). 

Since the publication of the agenda on 20 July, a revised version of the draft Heads of Terms for the proposed Inter Authority Agreement had been drafted, a copy of which had been circulated to all councillors on 22 July.

The Leader of the Council, Councillor Joss Bigmore proposed, and the Deputy Leader, Councillor Jan Harwood seconded the following motion:

  “(1) To note the revised early draft of the Heads of Terms of the Inter Authority Agreement contained in Appendix 1 to the report submitted to the Council, and that significant further work is necessary to clarify the detail required to agree the Heads of Terms, and that a further report will be submitted to the Council to agree the final Heads of Terms.

(2)   To approve the draft job description, subject to consultation, in respect of the appointment of a Joint Chief Executive as set out in Appendix 2 to the report; and to agree the following as recommended by South East Employers in their paper outlining human resources issues, as set out in Appendix 3:

(a)   That the title of the new role be Joint Chief Executive (rather than Joint Managing Director).

(b)   That the employing authority should be the existing employer if an internal candidate is appointed.

(c)   That the salary for the new Joint Chief Executive post be a spot salary of £150,000 p.a. including all allowances, duties, and statutory responsibilities with the exception of election duties.

(d)  ...  view the full minutes text for item CO35

The Council considered a report setting out the product of the work of the Electoral Review Working Group in respect of the Council’s proposed submission to the Local Government Boundary Commission for England (LGBCE) on ward patterns.

The purpose of an electoral review was to consider the total number of councillors elected to the council, the names, number and boundaries of the wards, and the number of councillors to be elected to each ward.

The Council at its extraordinary meeting held on 17 December 2021 had approved a submission on a future council size of 48 councillors to the LGBCE. The LGBCE had announced on 19 January 2021 that it was minded to make a recommendation that the Council’s future size remained at 48 councillors.

As part of the next process of the Electoral Review, the LGBCE began a consultation on ward patterns for a council size of 48 councillors on 26 January 2021, ending on 2 August 2021.

The Working Group had met on eight occasions to produce and refine the warding patterns submission together with the accompanying maps. An informal briefing of all councillors was held on 7 July 2021 to enable the Working Group to share their initial proposals, including maps showing proposed alterations to ward boundaries and a discussion of the approach taken by the Working Group in arriving at their proposals.  All councillors had been sent a link to the recording of the briefing, together with a link to view the various maps, and asked to submit any comments or proposals to the working group for consideration. A number of suggested adjustments to boundaries had been suggested and these were investigated further by the Working Group and had resulted in a modification of the proposed pattern of wards.

The Chairman of the Working, Councillor Tony Rooth proposed, and Councillor Colin Cross seconded the following motion:

“That the Warding Patterns Submission, attached at Appendix 1 to the report submitted to the Council, be approved, and presented to the Local Government Boundary Commission for England, together with the accompanying maps at Appendix 2.”

Under Council Procedure Rule 15 (o), Councillor Rooth as the mover of the original motion, indicated that, with the consent of his seconder and of the meeting, he wished to alter his motion as follows:

Insert the following as paragraph (2) of the motion:

“(2)   That a Working Group be formed to consider and make long term recommendations (beyond 2026) regarding the suitable redrawing of borough and parish ward boundaries including the possible creation of new parish councils, taking account of implementation of new housing development on Local Plan Strategic Sites, and that such recommendations be used as follows:

(a)     to consider in respect of borough ward boundaries, seat allocations, and associated arrangements whether to request a further electoral review by the Local Government Boundary Commission for England, and  

(b)     to consider whether the Council should conduct a community governance review of relevant parished areas with a view to identifying appropriate revisions to  ...  view the full minutes text for item CO36

The Council considered a report which outlined the work undertaken by overview and scrutiny during the past municipal year and its future work programme as thus far developed. 

Decisions taken during the past municipal year under the ‘urgency’ provisions and the use of ‘call-in’ were also detailed within the report.  In 2020-21, four decisions had been taken under the urgency provisions of the Overview and Scrutiny Procedure Rules, and no Executive decisions had been called-in.

The report had also been considered by the Overview and Scrutiny Committee at its meeting on 13 July 2021.  The Committee had commended the Annual Report to Council.

Upon the motion of Councillor Paul Spooner, seconded by Councillor Deborah Seabrook, the Council

RESOLVED:

(1)     That thereport be commended as the annual report of the Overview and Scrutiny Committee for 2020-21.

(2)     That the current rules relating to call in or urgency provisions remain unchanged.

Reasons:

·       Article 8.2(d) of the Council’s Constitution required the Council’s Overview and Scrutiny Committee to report annually to Full Council on the work undertaken during the year, its future work programme, and amended working methods if appropriate. 

·       Overview and Scrutiny Procedure Rule 16(i), required the operation of the provisions relating to call-in and urgency to be monitored annually and a report submitted to Full Council with proposals for review if necessary.

The Council considered a report on five nominations received for appointment of Honorary Aldermen of the Borough.  Councillors were reminded that, under the Council’s adopted Protocol on the appointment, role, status, rights and obligations of Honorary Freemen and Honorary Aldermen, a person shall be deemed eligible for appointment as an honorary alderman provided that they met all of the following requirements:

 The person shall:

·        not be a serving councillor

·        have served as a Guildford Borough councillor for an aggregate total period of at least 12 years; and

·        have given eminent service to the Council during that period.

Full details of the eminent service to the Council by the five nominees was set out in the report submitted to the Council.

Upon the motion of the Mayor, Councillor Marsha Moseley, seconded by Councillor Julia McShane, the Council

RESOLVED: That a special meeting of the Council be convened on Thursday 2 December 2021 at 7pm at the Guildhall, High Street, Guildford for the purpose of conferring the title of Honorary Alderman on Vas Kapsalis, Tony Phillips, Keith Taylor, Jenny Wicks, and David Wright.

Reason:

To recognise formally the eminent service to the Council of former councillors.

To receive and note the attached minutes of the meeting of the Executive held on 20 April 2021, together with the respective statements of executive decisions taken by the Leader on 25 May, by the Deputy Leader in the absence of the Leader on 22 June, and by the Leader on 6 July 2021.

The Council received and noted the minutes of the meeting of the Executive held on 20 April 2021, together with the respective statements of executive decisions taken by the Leader on 25 May, by the Deputy Leader in the absence of the Leader on 22 June, and by the Leader on 6 July 2021.

To order the Common Seal to be affixed to any document to give effect to any decision taken by the Council at this meeting.

The Council

RESOLVED: That the Common Seal of the Council be affixed to any documents to give effect to any decisions taken by the Council at this meeting.