Agenda and minutes

Apologies for absence were submitted on behalf of Councillors Dawn Bennett, Phil Bellamy, Yves de Contades, Jason Fenwick, Lizzie Griffiths, Danielle Newson, Cait Taylor, and Sue Wyeth-Price, and from Honorary Freeman Keith Churchouse, and Honorary Aldermen Catherine Cobley, Vas Kapsalis, Jayne Marks, Terence Patrick, Tony Phillips, Lynda Strudwick, Nick Sutcliffe, and Jenny Wicks.

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.

Councillor Joss Bigmore disclosed an interest in relation to agenda item 9, Appointments to External Organisations 2023-2027 (Minutes CO33) in that he was the Chair of the Royal Surrey County Hospital NHS Foundation Trust to which the Council would be appointing a governor.  As the governors were directly responsible for his employment in that capacity he would withdraw from the meeting during consideration of that appointment.

No other interests were disclosed.

To confirm the minutes of the Selection meeting of the Council held on 17 May, and the special meeting held on 1 June 2023.

The minutes of the extraordinary meeting of the Council held on 1 June 2023 were approved as a correct record.  The Mayor signed the minutes.

To receive any communications or announcements from the Mayor.

The Mayor reported that, on Sunday 23 July, he had been invited to the Castle Green Bowling Club’s Centenary Celebration.  He was accompanied by the Leader of the Council, and other guests.

On Sunday, 10 September, the Mayor would be hosting a charity Adult Football Tournament, in collaboration with Guildford City Boys and Girls Football Club, in aid of his chosen charity The Fountain Centre.  Invitations to register had been sent to local men’s and women’s football teams.  

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

The Leader drew councillors’ attention to the Executive membership details, including portfolio titles and responsibilities, attached at Appendix 1 to the Order Paper.

The Leader announced that the Community Wellbeing team had been named as a finalist in the prestigious BBC "Make a Difference Awards". Out of thousands of nominations, Community Wellbeing really stood out as a shining example of dedication and commitment to improving the lives of those around us. The Leader congratulated the team for this amazing nomination.

Residents would shortly be asked to check that their electoral registration details were up to date.  From 4 August we would begin the annual canvass by emailing or writing to every household in the borough, encouraging residents to respond as soon as they could.  In particular, we would like potential first-time voters to be aware of their right to register. This included 16-17 year olds who could register ahead of their 18^th birthday.

The Leader noted that there was potential funding available for climate change projects, and organisations and community groups were encouraged to contact our Climate Change Officer nat.prodger@guildford.gov.uk to find out more.

Last month, the Surrey Environment Partnership (SEP) waste reduction scheme, Rethink Waste, was rolled out to the whole of Surrey. Any resident with a Surrey postcode could now join the scheme, take part and start receiving rewards for reducing their waste. Further details were available on the SEP website.

To receive questions or statements from the public.

No members of the public had registered to speak or ask a question at the meeting.

To hear questions from councillors of which due notice has been given.

Councillors noted that, at the Selection Meeting, the Council received three written questions from Councillors Brooker, Akhtar, and Hughes, all of which were directed at the Leader of the Council.   As the Leader was elected at that meeting, no written response to the questions could be prepared for inclusion on the Order Paper for that meeting, and Council was informed that a formal response from the Leader to each of the questions would be circulated to all councillors. 

That response was sent, by email, to all councillors on 1 June 2023.

As there had been no opportunity for the questioners to ask a supplementary question, the Mayor had agreed to allow this at this meeting.

(a)  Councillor Philip Brooker asked the Leader of the Council the following question:

“Can the Leader confirm what her plans are to increase social housing in the Borough? How many social houses do you intend to provide on a year-on-year basis over the next four years, what sites have been allocated for this, and how will it be financed?”

The Leader’s Response:

“The Council’s Local Plan seeks delivery of affordable housing as defined by the National Planning Policy Framework (NPPF). The Plan includes a requirement for at least 40% of homes on qualifying schemes to be affordable housing provision, the delivery of which is generally secured via section 106 agreement. The quantum of affordable homes delivered through this mechanism is determined in the first instance by the number and size of schemes that the Council permits and that are subsequently delivered, and in the second instance by whether the required 40% contribution is secured on these sites as part of the planning permission. In this regard, a range of sites, including several allocated in the Local Plan, already benefit from planning permission and will deliver required affordable homes over the coming four years. Further, the Council’s Land Availability Assessment reflects several sites which may contribute to affordable housing delivery during the next four years, but are dependent on receiving planning permission in order to commence. We expect an increase in the annual delivery of affordable homes as qualifying sites are permitted and built out.

With regard to the Council’s own development, the Housing Revenue Account Development programme was approved by the Council in February 2023 and details of this were set out within the Council’s Capital and Investment Strategy 2023-24. This can be found on the agenda for the Council meeting on Wednesday 8 February 2023. 

The Strategy confirms that the programme will be funded from the Housing Revenue Account Capital receipts and reserves with a current planned investment of £145m and currently includes 152 homes.   

As for future plans, these will remain under review and will be brought forward as they develop. The official definition of affordable in Surrey is far above what is genuinely affordable, and we continue to be constrained by the Conservative government’s Right to Buy policy. We are committed to providing council homes for rent and for shared  ...  view the full minutes text for item CO31

The Council considered a comprehensive report that set out a revised General Fund budget statement for 2023-24. The annual budget had been submitted to full Council in February 2023, at which point a deficit had been identified and the Joint Management Team had been asked to undertake a comprehensive financial review to identify a set of measures to address this deficit and to present a restated budget for this meeting.  A number of factors had been identified in the report as having influenced the Council’s financial position and these were presently common to many other councils. Those factors included increasing demand for services, the state of the UK economy over the last year (with high inflation and rising interest rates), and a succession of government funding reductions over many years.  For Guildford, a significant factor was the effect of rising interest rates in regard to borrowing in support of various infrastructure and regeneration projects that had increased the Council’s overall debt.

The report had set out the findings of the comprehensive financial review and recommended actions to mitigate and reduce the risk of the Council reaching a declaration of a Section 114 notice and a financial recovery plan. A S114 Notice would require the Council to cease all non-essential expenditure and reduce operational and service delivery costs immediately. The report included recommendations to establish a task force to deliver the financial recovery plan.

The report had been considered by the Corporate Governance and Standards Committee (CGSC) at a specially convened meeting on 18 July and by the Executive on 20 July. The comments arising from those meetings were set out in the Order Paper including the provision of a business case for additional planning resources, which had been included on the Order Paper, and a suggestion that a cross-party Executive working group be created to operate in a support and councillor communication role to oversee the financial recovery process.

Upon the motion of the Lead Councillor for Finance & Property, Councillor Richard Lucas, seconded by the Leader of the Council, Councillor Julia McShane, the Council

RESOLVED:  

(1)              To approve the restated 2023-24 General Fund Revenue budgetincluding the business case for additional planning resources.

(2)              To approve the repurposing of earmarked reserves as detailed in the report submitted to the Council.

(3)              To endorse the findings in the report.

(4)              To note the response by the Chief Finance (Section 151) Officer to the S114(3) duty and his recommended immediate actions including a range of expenditure controls, which will be managed through a Financial Control Panel consisting of Senior Officers and chaired by the Section 151 Officer.

(5)              To note that a financial recovery plan is being developed by the Chief Finance Officer in liaison with the Joint Management Team, together with milestones and delivery targets, to be reported to October Full Council for approval.

(6)              To endorse the management action of establishing a task force to deliver the financial recovery plan at pace, to provide the capacity, skills, and capability to  ...  view the full minutes text for item CO32

The Council noted arrangements, following a review in 2017, for appointing councillors to various external organisations.  Under these arrangements, the Council normally appointed councillors to such external organisations that:

(i) supported the Council’s Corporate priorities, and/or

(ii) assisted in delivery of Council services, and/or

(iii) were using Council facilities

Appointments would be for a four-year term up to the next Borough Council elections and all uncontested appointments would be confirmed by the Democratic Services and Elections Manager under delegated authority.  In respect of appointments to external organisations that were normally reserved to full Council for confirmation, only those that were contested were referred to Council for determination.

Details of the contested ‘Council appointments’ and the respective nominees were set out in the Order Paper.

The Council noted at the meeting that:

(a)  Councillor Ruth Brothwell had withdrawn her nomination in respect of the appointment to Guildford Poyle Charities, which meant that Councillor Amanda Creese’s nomination had been confirmed.

(b)  Councillor David Bilb? had withdrawn his nomination in respect of the appointment to the Council of Governors of the Royal Surrey County Hospital NHS Foundation Trust, which meant that Councillors Honor Brooker and Merel Rehorst-Smith were the remaining nominees.

(c)   Councillor Honor Brooker had withdrawn her nomination in respect of the appointment to the Yvonne Arnaud Theatre Management and Yvonne Arnaud Theatre Trust, which meant that Councillor Steven Lee’s nomination had been confirmed.

(d)  Councillor Bilal Akhtar had withdrawn his nomination in respect of the appointment to Oakleaf Enterprise, which meant that Councillor Angela Goodwin’s nomination had been confirmed.

Each nominee had been given the opportunity to make either a written or an oral personal statement to the meeting in support of their nomination before the vote was taken. The Council noted that, where permissible under the relevant external organisation’s constitution/ standing orders, the unsuccessful nominee would be the deputy to the appointee.

Having considered each nominee’s representations, the Council

RESOLVED:

(1)       That Councillor Geoff Davis be appointed to the Farnborough Aerodrome Consultative Committee.

(2)       That Councillor Cait Taylor be appointed to Guildford Area Community Care.

(3)       That Councillor Merel Rehorst-Smith be appointed to the Council of Governors of the Royal Surrey County Hospital NHS Foundation Trust.

(4)       That Councillor Danielle Newson be appointed to Watts Gallery (Limnerslease Committee).

Reason for Recommendation:

To ensure that, in the best interests of local people, the Council maintains and develops its relationship with key local organisations.

The Council noted that Article 10 of the Constitution provided that the Corporate Governance and Standards Committee shall be comprised, amongst others, of up to three co-opted members of parish councils within the borough.

Following the local elections in May, all parish councils in the borough had been invited to submit nominations in respect of the three parish member appointments.  Serving parish members were eligible for re-appointment.  Four nominations were received as follows:

·      *Julia Osborn – Send Parish Council

·      Simon Schofield – Normandy Parish Council

·      Penny Tompkins – Shere Parish Council

·      *Tim Wolfenden – Shalford Community Council

(* serving parish members)

As there were more nominations received than there were places on the Committee, each nominee was invited to submit a personal statement in support of their nomination and copies of these were circulated to all parish clerks on 23 June 2023 (copies were also appended to the report submitted to the Council). 

Each parish council was then asked to cast its vote as to its preferred three candidates. The results of the ballot, which were set out on the Order Paper, were as follows:

NB. The turnout was 61% (14 of the 23 parish councils in the borough having voted). 

Article 10 of the Constitution also stated that the results of the ballot shall inform the Council’s decision as to the co-option of parish members to the Committee.

Upon the motion of the Lead Councillor for Regulatory and Democratic Services, Councillor Merel Rehorst-Smith, seconded by the Leader of the Council, Councillor Julia McShane the Council

RESOLVED: That, taking into account the outcome of the ballot of parish councils and their respective personal statements, the Council appoints Julia Osborn and Tim Wolfenden as co-opted parish members of the Corporate Governance & Standards Committee for a term of office expiring in May 2027.

In relation to the third appointment, councillors noted that Simon Schofield and Penny Tompkins both received 8 votes from parish councils.  The Council therefore took a separate vote on this appointment taking into account the candidates’ personal statements.   The Council

RESOLVED: That Simon Schofield be appointed as a co-opted parish member of the Corporate Governance & Standards Committee for a term of office expiring in May 2027.

Reason:

To ensure the composition of the Committee includes up to three co-opted parish members in accordance with Article 10 of the Council’s Constitution.

To receive and note the attached minutes of the meetings of the Executive held on 16 March, 20 March, and 22 June 2023.

The Council received and noted the minutes of the meetings of the Executive held on 16 March, 20 March, and 22 June 2023.

In accordance with Council Procedure Rule 11, Councillor Bob Hughes to propose, and Councillor Richard Mills to second, the following motion:

“Council notes that on 22^nd February 2023, the Council voted to remove the Member reference process known as the 7-day procedure. This decision removed a key part of democratic decision making from the planning process.

Council further notes that the decision was taken without any consultation of the public, or Parish Councils. It is likely that many including newly elected Councillors will believe that this Ward Councillor consultation process is still in place as it is still happening with older planning applications.

Therefore, this Council resolves to: 

(1)  Reinstate the Member reference process (7-day procedure).

(2)  Apply the process to all current applications which are still to be determined following the decision taken by the Council on 22^nd February 2023”.

In accordance with Council Procedure Rule 11, Councillor Bob Hughes proposed, and Councillor Richard Mills seconded the following motion:

“Council notes that on 22^nd February 2023, the Council voted to remove the Member reference process known as the 7-day procedure. This decision removed a key part of democratic decision making from the planning process.

Council further notes that the decision was taken without any consultation of the public, or Parish Councils. It is likely that many including newly elected Councillors will believe that this Ward Councillor consultation process is still in place as it is still happening with older planning applications.

Therefore, this Council resolves to: 

(1)    Reinstate the Member reference process (7-day procedure).

(2)    Apply the process to all current applications which are still to be determined following the decision taken by the Council on 22^nd February 2023”.

Following the debate, the Council

RESOLVED: That the motion be not supported.

In accordance with Council Procedure Rule 11, Councillor Matt Furniss to propose, and Councillor Richard Mills to second, the following motion:

“North Street

Background

Create Streets is an organisation that exists to help solve the housing crisis and to help neighbourhood, communities, landowners, councils and developers create and manage beautiful, sustainable places of gentle density that will be popular, are likely to be correlated with good wellbeing and public health outcomes and which are likely to prove good long-term investments based on the historical data of value appreciation and maintenance costs.

Create Streets was appointed by Surrey County Council to design The Healthy Streets for Surrey Guide, using their expertise to co-create beautiful, sustainable, prosperous, economically and socially successful places with strong local support.

On 25 October 2022, Surrey County Council’s Cabinet endorsed The Healthy Streets for Surrey Guide and agreed adoption of the guide as County Council policy for the design of streets in all new developments in the county. The digital version is now live https://healthystreets.surreycc.gov.uk/ .

It is design guidance to create healthier and more sustainable streets for residents by prioritising air quality, physical activity and community wellbeing. The guidance discusses ways to achieve sustainable streets, such as developing safer walking and cycling routes, promoting public transport, and engaging with local communities.

Department for Levelling Up, Housing and Communities showcased The Healthy Streets for Surrey Guide on 22 June as one of the 25 Pathfinder Councils for showing leadership at the local level. By using design codes, we will enter a virtuous cycle of regenerative development. Design coding is a linchpin in Government’s ambitions for changes to the planning system. It is proposed to be mandatory for all local authorities in the Levelling-Up and Regeneration Bill. Associated themes of placemaking and beautiful and sustainable design are already embedded in the National Planning Policy Framework.

Therefore, this Council resolves to:

(1)  Appoint Create Streets to act as a ‘critical friend’ to review and make recommendations on the new North Street application submitted by St Edwards to the Council.

(2)  Add their comments to the appealed scheme which can be used in the Council’s evidence to defend the appeal.

(3)  Ask the Executive to endorse Surrey County Council’s Healthy Streets for Surrey Guide.

In accordance with Council Procedure Rule 11, Councillor Matt Furniss proposed, and Councillor Richard Mills seconded the following motion:

“North Street

Background

Create Streets is an organisation that exists to help solve the housing crisis and to help neighbourhood, communities, landowners, councils and developers create and manage beautiful, sustainable places of gentle density that will be popular, are likely to be correlated with good wellbeing and public health outcomes and which are likely to prove good long-term investments based on the historical data of value appreciation and maintenance costs.

Create Streets was appointed by Surrey County Council to design The Healthy Streets for Surrey Guide, using their expertise to co-create beautiful, sustainable, prosperous, economically and socially successful places with strong local support.

On 25 October 2022, Surrey County Council’s Cabinet endorsed The Healthy Streets for Surrey Guide and agreed adoption of the guide as County Council policy for the design of streets in all new developments in the county. The digital version is now live https://healthystreets.surreycc.gov.uk/ .

It is design guidance to create healthier and more sustainable streets for residents by prioritising air quality, physical activity and community wellbeing. The guidance discusses ways to achieve sustainable streets, such as developing safer walking and cycling routes, promoting public transport, and engaging with local communities.

Department for Levelling Up, Housing and Communities showcased The Healthy Streets for Surrey Guide on 22 June as one of the 25 Pathfinder Councils for showing leadership at the local level. By using design codes, we will enter a virtuous cycle of regenerative development. Design coding is a linchpin in Government’s ambitions for changes to the planning system. It is proposed to be mandatory for all local authorities in the Levelling-Up and Regeneration Bill. Associated themes of placemaking and beautiful and sustainable design are already embedded in the National Planning Policy Framework.

Therefore, this Council resolves to:

(1)    Appoint Create Streets to act as a ‘critical friend’ to review and make recommendations on the new North Street application submitted by St Edwards to the Council.

(2)    Add their comments to the appealed scheme which can be used in the Council’s evidence to defend the appeal.

(3)      Ask the Executive to endorse Surrey County Council’s Healthy Streets for Surrey Guide”.

Following the debate, the Council

RESOLVED: That the motion be not supported.