Agenda and minutes

An apology for absence was received from Councillor Julia McShane.  Councillor Caroline Reeves attended as a substitute for Councillor Julia McShane.

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 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 declarations of interest.

To confirm the minutes of the Executive Advisory Board meeting held on 9 April 2018.

The minutes of the meeting of the Executive Advisory Board held on 9 April 2018 were agreed as a correct record, and signed by the Chairman.

The Council had statutory functions under Sections 17, 18 and 19 of the Public Health Act 1925 for the naming of streets within the Borough and for the numbering of houses and other buildings in the Borough under Sections 64 and 65 of the Town Improvement Clauses Act 1847.

The Board considered a report which set out the background to the proposed Street Naming and Numbering (SNN) policy and charging proposal together with options for new Borough wide standard street signs to be considered for all new signage.  The report consulted the Board prior to public consultation on the proposals which would inform final recommendations to the Executive for a decision in autumn 2018.

The policy included a proposal to charge fees for certain types of work currently undertaken for commercial organisations without any form of cost recovery by the Council.  It was expected this change, if adopted, would generate income of approximately £30,000 per annum to offset the costs of the services.  Fees were already levied by other councils in Surrey for these services and this proposal would align the Council with those authorities.

Appended to the report for information was a Street Nameplate Maintenance Operational Change Proposal, which had been agreed by the Council’s Corporate Management Team, to transfer non-ICT tasks related to SNN to more appropriate service areas of the Council.

The report recommended that the ICT Manager, in consultation with the Lead Councillor for Infrastructure and Governance, undertake a public consultation incorporating feedback from the Board and report the outcome of the consultations and recommendations in respect of the policy, charges and signage to the Executive for a decision regarding final approval of the scheme.  This would provide policy and standards in respect of statutory functions relating to SNN in the interests of the efficient administration of public services.

The Board was advised that the SNN Policy provided a clear and transparent framework for SNN and enabled the Council to defend against poor or inappropriate naming and challenges.  The proposed new automated electronic process would improve efficiency and effectiveness of the SNN service and reduce costs.  There were currently three types of sign format across the Borough and the Board was invited to indicate a preference from the two options proposed for the new standard signs which would bring consistency.  Option 1 was signage in the Kindersley font with the Borough crest and branding, town / parish name and postcode whilst Option 2 was plain signage in transport heavy font with the postcode.  Option 1 offered a positive sense of place and identity for the Borough.  The public consultation, which would include the local Access Group, would give the public an opportunity to express their views in respect of the signage and engage with the process.  It was considered necessary for the Council to recover its signage costs, which would increase in the event of proposed new developments taking place.

The following points arose as a result of questions and discussion in respect of  ...  view the full minutes text for item PMI4

If Councillors wish to discuss Item 11 (Appendix 4 of Item 9), the Board is asked to consider passing the following resolution:

‘That under Section 100A(4) of the Local Government Act 1972 (as amended), the public and press be excluded from the meeting for the following item(s) of business on the grounds that it/they involve(s) the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Act.’

Item 11 - Street Naming and Numbering Policy: Updated Policy including Charging Proposals and Public Signage Consultation - Appendix 4

As the Board did not discuss Appendix 4 of the report at agenda item 9 (Street Naming and Numbering Policy: Updated Policy Including Charging Proposals and Public Signage Consultation), which contained commercially sensitive information, it did not become necessary to exclude the press and public from the meeting.

Appendix 4 to the above report, which provided indicative signage costs, was noted.

The EAB was invited to consider and comment on the draft Residential Extensions and Alterations Supplementary Planning Document (SPD) 2018 following the associated public consultation and to make recommendations as appropriate to the Executive.

The SPD was a key design document that could assist with providing advice to applicants and raising the standard and quality of design in householder alterations and applications.  Although the document was not part of the Development Plan, it added further detail to the policies contained in the Plan and was a material consideration in making planning decisions.  Clear design policy could provide a useful tool for officers and Councillors in planning assessment and decision-making and for providing advice to applicants, to help raise design standards and avoid poor quality planning applications.  It was important that any design guidance was clear, current and fit for purpose.

The consultation document had been downloaded from the Council’s website on 900 occasions and 27 comprehensive, lengthy and useful consultation responses had been received.  All the 27 responses had been taken into account in accordance with the Statement of Community Involvement and the EAB received a summary of the key issues arising from them together with the related officer responses.  The more general responses concerned document size, accessibility, colour and the increased use of local photographic examples of exemplary and award winning design.  Other policy documents covered some of the technical planning issues raised such as side windows, flat roofs and the minimum build distance of 1 metre from the boundary, the acceptability of which depended on the local context.  Although parking standards, including dimensions, were due for review, they were not included in this SPD.  The consultation exercise had included internal consultation with all relevant service areas and two design workshops with the Planning Committee.  The document was available in printed and on-line versions.

In response to discussion, questions and comments arising from consideration of the SPD, the following points were noted / agreed:

·             The reference to Neighbourhood Plans on page 4 of the SPD would be highlighted and strengthened including identification of the areas with such Plans in place.

·             Although dark skies were not a planning issue, a further SPD being prepared would address light spillage.  Individual situations and areas would dictate acceptability.

·             Alternatives to the 45 degree guide applied to windows serving habitable rooms would be added to the document.

·             An explanation of balcony roof lights, which would generally be resisted owing to their impact on privacy, would be added to the document.

·             Photographs in the document would be referenced and enlarged in the interests of clarity.

·             Developers were encouraged to provide larger sized garages in new developments to house bins etc.

·             The boundary treatment section on page 38 would be expanded on the subject of fence height and style.

·             The formatting of the on-line version of the SPD should be adjusted to ensure improved on screen readability.

·             Although it was a fundamental planning principle that extensions were subservient to the original property by being set back  ...  view the full minutes text for item PMI7

The Property Surveyor gave a presentation introducing a report seeking guidance from the Board concerning the future use of Foxenden Deep Shelter.  The presentation explained the background to the Deep Shelter; provided a location map of the site; included photographs of Allen House Grounds, the Shelter and entrances to the Shelter from the adjoining car park; and outlined issues, the proposal, the process and points to consider.

This guidance was sought as a result of interest expressed by a company in taking a lease of the Shelter for whisky maturation and occasional trade tastings.  The Shelter, which was constructed in 1941 and consisted of approximately 230 metres of 2½ - 3 metre high tunnels located 15 metres beneath Allen House Grounds, was formerly opened to the public on heritage days but closed in 2010 on safety grounds.  There were various works required to make the Shelter suitable for public access and the cost of the works combined with management costs could not be justified to allow infrequent public access.

Allen House Grounds were gifted to the Council in 1914 and the Shelter was subject to the same restrictive legal covenants and charitable status as the Grounds.  These restrictions included sole use as public gardens and pleasure grounds and also a prohibition on the sale, production and consumption of alcohol and could only be modified or removed if the Charity Commission approved an application for this purpose.  The Charity Commission’s approval would also need to be obtained for the grant of a lease of the Shelter.  Any disposal must achieve best consideration and be in the best interests of the Charity.  Prior to submitting the application to the Charity Commission, a 4 week public consultation in respect of the proposals must be undertaken.

The Council was the sole charitable trustee of the Shelter and Grounds and the Executive had delegated related decision-making to the Executive Shareholder and Trustee Committee.  Following completion of the public consultation, the outcome of the consultation must be reported to the Committee and a decision must be taken by the Committee as to whether to proceed with the application to the Charity Commission.  The process was likely to be lengthy.

If the Trust proceeded with an application to the Charity Commission then the application would be either to remove the restrictions on alcohol and use entirely or amend them so they did not apply to the Shelter.  The Council’s Parks and Leisure Services favoured the removal of the restrictions to enable events to take place on the Grounds.

Regardless of whether the Trust proceeded with a disposal of the Shelter, it may be necessary to address the structural issues.  Any expenditure incurred by the Council on the Shelter must be treated as charity expenditure on behalf of the Trust and accounted for accordingly.  Equally, any income received from leasing the Shelter must be used for the benefit of the Trust.  An incoming tenant may agree to undertake the required works in return for a rent free period  ...  view the full minutes text for item PMI8

The Board was reminded that in September 2016 and July 2017 both Executive Advisory Boards (EABs) had agreed to establish a politically balanced Joint EAB Budget Task Group, comprising four councillors appointed by each EAB.  The terms of reference of the Budget Task Group were to consider and review for submission to the EABs, Executive and Council:

(1)     the draft General Fund and Housing Revenue Account revenue budgets, and

(2)     the draft General Fund and Housing Revenue Account capital programmes, including growth bids to inform the evaluation process.

For 2018-19, each EAB was requested, once again, to appoint four councillors who, together, would comprise the Budget Task Group.  The Board agreed to continue with this arrangement and appoint three Conservative members and one Liberal Democrat member.

RESOLVED:

That Councillors Alexandra Chesterfield, Colin Cross, Mike Piper and David Quelch be appointed to the Joint EAB Budget Task Group for 2018-19.

Reason for Decision:

To ensure backbench councillor involvement in the budget setting process.

Progress with items previously considered by the Board were noted.

As the Board’s Work Programme had been updated at the EAB / Overview and Scrutiny Work Programming meeting which had taken place after the despatch of the agenda for this meeting, an updated Work Programme was circulated at the meeting.  The Board agreed that future plans and progress for town centre regeneration and for the future use of Foxenden Deep Shelter be added to its Work Programme.