Agenda and minutes

Extraordinary Meeting, Council - Thursday, 22nd September, 2022 7.00 pm

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

Contact: John Armstrong, Democratic Services and Elections Manager  Tel: (01483) 444102


No. Item


Apologies for absence

Additional documents:


Apologies for absence were received from Councillors Paul Abbey, Chris Blow, Colin Cross, Graham Eyre, David Goodwin, Liz Hogger, Nigel Manning, Marsha Moseley, Fiona White, Keith Witham, and Catherine Young, and also from Honorary Freeman Jen Powell and Honorary Aldermen Catherine Cobley, Jayne Marks, Terence Patrick, Tony Phillips, and Lynda Strudwick.



Disclosures of interest

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.


Additional documents:


There were no disclosures of interest.



Minutes pdf icon PDF 255 KB

To confirm the minutes of the ordinary meeting of the Council held on 26 July 2022.


Additional documents:


The Council confirmed, as a correct record, the minutes of the meeting held on 26 July 2022. The Mayor signed the minutes.



Mayor's Communications

To receive any communications or announcements from the Mayor.

Additional documents:


The Mayor reflected on the very sad death of Her late Majesty Queen Elizabeth II, and, as First Citizen of the borough it had been his honour and privilege to carry out several duties locally to mark the passing of Her Majesty.


On behalf of the people of Guildford, the Mayor had sent a hand-written message of condolence to His Majesty King Charles III, and to all members of The Royal Family.


Following the announcement from Buckingham Palace, the Union flag had been flown at half-mast from our buildings and then raised briefly to mark the Accession, when the new King was proclaimed at St James’ Palace. Books of Condolence were opened at our sites as soon as we had received official notification of Her late Majesty’s death. 


The following day, the Mayor was honoured to attend the reading of the proclamation by the High Sheriff at Guildford Cathedral, in the presence of the Lord Lieutenant of Surrey and following this, felt deeply privileged to have discharged the same duty for the people of the Borough of Guildford, from the steps of Holy Trinity Church. 


It was clear from the public reaction that Her late Majesty’s passing had been felt personally by many, and for some it would also have brought back the memory of losing those that they have loved.  With that in mind, on 16 September, the Mayor spent some time at The Hive, catching up with residents – young and old, who were keen to share their thoughts and memories.


On the eve of Her late Majesty Queen Elizabeth’s funeral, the Mayor joined others once again on the steps of Holy Trinity Church, for a moment of silent reflection, to give thanks and remember that as well as our Sovereign, Her Majesty Queen Elizabeth II was also a beloved Mother, Grandmother and Great-Grandmother. 


The Mayor thanked everyone who had worked behind the scenes to ensure that the people of Guildford marked this most historic time together, safely, and respectfully.



Leader's Communications

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

Additional documents:


The Leader thanked the Mayor, Kate Foxton and the Civic team for all their work in relation to organising and attending the events locally to mark the passing of Her Majesty Queen Elizabeth II and the accession of King Charles III. 


The Leader reminded councillors of the arrangements agreed between the two main political parties in terms of the planned transfer of leadership, which had been agreed should take place at the next full Council meeting on 11 October 2022 and indicated that he intended to formally resign as Leader of the Council following the meeting of the Executive that evening.


The Leader commented on the unique challenges faced by the Council over the past two years and was proud of the way that the borough and the Council had worked together to overcome these challenges not least in the response to the pandemic and progression of a number of important projects during that time.


The collaboration with Waverley Borough Council was progressing well and would provide significant financial benefits whilst improving the resilience of our services.


The Leader thanked councillors and officers for all the advice and support given to him during his time as Leader.



Public participation

To receive questions or statements from the public in relation only to the business for which this extraordinary meeting has been called.


Additional documents:


No members of the public had indicated a wish to ask a question or make a statement to the Council.



Questions from Councillors

To hear questions from councillors of which due notice has been given in relation only to the business for which this extraordinary meeting has been called.


Additional documents:


There were no questions from Councillors.



Appointment of Joint Section 151 Officer pdf icon PDF 83 KB

Additional documents:


The Council considered a report on the proposed appointment of a Joint Section 151 Officer and was reminded that in July and August 2021, Guildford and Waverley Borough Councils had considered options for collaboration, and both had agreed to put in place governance arrangements for the partnership, and to create a Joint Management Team (JMT) comprising Chief Executive, Directors and Heads of Service.


The current phase of implementation was to appoint the Joint Executive Heads of Service which included the statutory posts of S151 Officer (the Chief Finance Officer) and Monitoring Officer.


The Local Authorities (Standing Orders) (England) Regulations 2001, provided that matters relating to the appointment of a Section 151 Officer were reserved to the Full Council. Therefore, following the assessment process with the candidate for the position of Joint Executive Head of Finance, which included the statutory role of S151 Officer, the Joint Appointments Committee, at its meeting held on 22 August 2022 had recommended the appointment of Peter Vickers for confirmation at both Councils’ meetings on 22 and 26 September 2022 respectively.


Councillors also noted that the full Council may only make or approve the appointment where no well-founded objection had been made by the Leader on behalf of the Executive in accordance with the provisions of Part II of Schedule 1 of the Local Authorities (Standing Orders) (England) Regulations 2001. The report had indicated that the Leaders of both councils had confirmed that no such objection had been received.


Upon the motion of the Leader of the Council, Councillor Joss Bigmore, seconded by the Deputy Leader, Councillor Julia McShane, the Council:


RESOLVED: That, in the light of the decision of Guildford and Waverley Borough Councils to form a Joint Management Team, Peter Vickers be appointed to the role of Joint Executive Head of Finance which includes the duties of the S151 officer.  



To appoint a permanent Joint Executive Head of Finance including the duties of the S151 officer for Guildford and Waverley Borough Councils.



Common seal

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

Additional documents:


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.