Agenda and minutes

Apologies for absence were received from Councillors Colin Cross, David Elms, and Christian Holliday, and from Honorary Aldermen Mrs C F Cobley, Mrs C F P Griffin, J Marks, B Parke, T Patrick, and L Strudwick.

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.

There were no disclosures of interest.

To confirm the minutes of the Annual Meeting of the Council held on 9 May 2018 (to follow).

The Council confirmed, as a correct record, the minutes of the Annual Meeting held on 9 May 2018. The Mayor signed the minutes.

To receive any communications or announcements from the Mayor.

The Mayor thanked councillors for their support at both the Annual Meeting on 9 May and the Civic Service on Sunday 13 May 2018. 

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

The Leader welcomed the Mayor and Deputy Mayor to their first meeting after the Annual Meeting.

In relation to the Local Plan Examination, the Leader informed councillors that the Council had responded fully to the first set of questions from the Inspector, Jonathan Bore, and were in the process of responding to the second set of questions, details of which would be posted on to the Council’s website in the next 24 hours.

The Leader reiterated that the Council had a sound Local Plan, and could achieve its objectively assessed housing needs.  Furthermore, that the sensitivity analysis was correct.  The Leader felt strongly that the Council should not agree to large numbers of extra housing in the borough on the basis that we already had a 20% buffer and could demonstrate that we can meet the needs.

The Leader did not agree that there was an unmet need in Woking that should require housing in Guildford’s green belt, bearing in mind that Woking Borough Council had not completed a full Greenbelt and Countryside Study. 

To receive questions or statements from the public.

No questions or requests to make statements had been received from the public.

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

(a)        Councillor Caroline Reeves asked the Leader of the Council, Councillor Paul Spooner, the following question:

“Since the 2016 EU referendum, there are over 5,000 EU citizens resident in our Borough who have been living in limbo and fear. While the EU/UK negotiations are ongoing, British family members (spouses, children, grandchildren), businesses and employees are unable to plan for their future.

The application process for Permanent Residence is extremely challenging, long-winded and expensive. Currently the government can request unfair requirements for Comprehensive Sickness Insurance (CSI), plus the checks on length of employment and minimum earnings will disenfranchise many women.  The prospect of all EU citizens being granted Permanent Residence by March 2019 is exceedingly slim, adding unnecessarily to the levels of anxiety.  The new “Settled Status” scheme, to be phased in after March 2019, still lacks clarity, is expensive and will require applicants to have IT skills in order to be used.

I would therefore like to ask the Leader of the Council whether he would take the following action on behalf of the Council:

(1)   to  request formally that the government vastly improves and shortens the processing time of the current passport return and nationality checking services, so people can easily apply now for Permanent Residence and citizenship;

(2)   to campaign to simplify the application process for Permanent Residence and citizenship; and

(3)   to campaign for the processing of applications for Settled Status of EU citizens post Brexit to be

(a) light touch (checking ID and proof of address only), and

(b) run by local councils with adequate funding from central government.

Note: For the purpose of clarification, Settled Status is not a registration process, it is an application process whereby EU residents need to ask permission and be granted permission for their name to be added to a database of aliens.

·        For Permanent Residency and citizenship applications (up to Brexit day) more locations for the passport checking service will be vital as there will be a rush because of the deadline. Guildford has a particularly high rate of EU nationals from western Europe who came pre 2004.

·        For Settled Status (soon after Brexit day and throughout the implementation period until December 2020) there should be a council-run and government funded advice service which EU citizens can go to in person when the scheme starts. All the information available is extremely muddled and generating a lot of stress and anguish.”

The Leader of the Council’s response was as follows:

“EU citizens are a key part of our community in Guildford and I have always been clear that their rights need to be secured.

The precise details of the UK's future relationship with the EU have yet to be decided.  However, I understand that we are close to reaching an agreement that would guarantee both EU citizens in the UK and British citizens in the EU will be able to carry on living their lives broadly as before.

The rights of EU citizens here in Guildford and across the UK  ...  view the full minutes text for item CO14

The Council was reminded that the Local Government Association had been asked to undertake a corporate peer challenge of the Council in December 2017.  The final report on the outcome of this review had been very positive and well received by the Executive and Management Team.  A number of useful recommendations had also been made on suggested improvements, with one key area for the Council to consider being prioritisation within the Corporate Plan.

Since the peer challenge, the Council had undertaken consultation with residents, partners and other interested parties to help inform the identification of future priorities.  Workshops had also been held for councillors and senior officers to help shape the content of the new plan.

Following this consultation and a review of existing activities and future challenges, a proposed new Corporate Plan had been presented to a meeting of the Joint Executive Advisory Board on 23 April 2018.  The Board’s comments on the draft plan, as set out in Appendix 3 to the report to the Council, had been considered by the Executive on 24 April 2018.  At that meeting, the Executive recommended approval of the plan, subject to such further amendments as may be agreed by the Managing Director, in consultation with the Leader of the Council, taking into careful consideration the comments and suggestions submitted by the Joint Executive Advisory Board.

The report now before the Council highlighted the various changes made to the proposed new Corporate Plan since the meeting of the Executive and presented it for adoption by the Council.

Upon the motion of the Leader of the Council, Councillor Paul Spooner, seconded by the Deputy Leader of the Council, Councillor Matt Furniss, the Council

RESOLVED:

(1)    That the proposed new Corporate Plan 2018-2023, as set out in Appendix 1 to the report submitted to the Council, be adopted, subject to the correction of the project “Start delivery of housing as part of the Slyfield Area Regeneration Plan” to read: “Start delivery of the Slyfield Area Regeneration Plan”.

(2)     That the Managing Director, in consultation with the Leader of the Council, be authorised to make further minor amendments to the Corporate Plan, including the formatting and photographic images, to facilitate publication.

Reason:

The proposed new Corporate Plan has been prepared to set out the Council’s priorities for the period up to 2023.

The Council considered a report on the appointment of councillors to committees for the municipal year 2018-19.  Details of the proposed committees and their respective size and terms of reference were set out in the report submitted to the Council, together with details of the draft numerical allocation of seats on the committees to the political groups.  Each political group’s nominations to fill those seats (and substitutes where appropriate), in accordance with the numerical allocation, together with nominations for election of committee and sub-committee chairmen and vice-chairmen, were set out on the Order Paper circulated at the meeting.

The report also sought the Council’s approval to formalise arrangements for the appointment of Deputy Lead Councillors, whose main purpose would be to support a designated lead councillor in the management of their portfolio. 

Upon the motion of the Deputy Leader of the Council, Councillor Matt Furniss, seconded by the Leader of the Council, Councillor Paul Spooner, the Council

RESOLVED:

(1)     That, for the municipal year 2018-19, the Council agrees to appoint the committees referred to in the table set out in paragraph 3.1 of the report submitted to the Council, and agrees their respective size referred to therein and the proposed terms of reference, as indicated in Appendix 1 to the report submitted to the Council.

(2)         That the Licensing Committee shall be politically balanced.

(3)         That the following sub-committees need not be politically balanced:

·        Licensing Sub-Committee

·        Licensing Regulatory Sub-Committee

(4)         That the Council approves the numerical allocation of seats to each political group on the Council, as shown on the schedule set out in Appendix 2 to the report submitted to the Council.

(5)         That the membership, including substitute membership (where applicable) of the committees, including the nominations for membership of the Guildford Local Committee, for the 2018-19 municipal year, as shown in the schedule set out in the Appendix to these minutes, be approved.

(6)         That the nominations for election of committee chairmen and vice-chairmen for the 2018-19 municipal year, as shown in the schedule set out in the Appendix to these minutes, be approved.

(7)         That the Council nominates the Leader of the Council and Lead Councillor for Planning and Regeneration for appointment as Vice-Chairman of the Guildford Local Committee for the 2018-19 municipal year, subject to Surrey County Council confirming that it wishes to continue with the arrangement.

(8)         That the amendment to Article 7 of the Constitution (The Executive), as set out in Appendix 3 to the report submitted to the Council, be approved, subject to the amendment of paragraph (d) of the list of Key Duties and Responsibilities of Deputy Lead Councillors to read:

“(d) To deputise for the relevant Lead Councillor at meetings, briefings, or external events as appropriate, including attendance at EAB meetings and, with the agreement of the chairman, Overview and  ...  view the full minutes text for item CO16

To receive and note the attached minutes of the meeting of the Executive held on 27 March 2018.

The Council received and noted the minutes of the meeting of the Executive held on 27 March 2018.

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.