Agenda and decisions

Executive - Wednesday, 12th June, 2024 6.00 pm

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

Contact: Carrie Anderson, Senior Democratic Services Officer 

Media

Items
No. Item

1.

Apologies for Absence

Additional documents:

2.

Local Code of Conduct - Disclosable Pecuniary Interest

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:

3.

Minutes pdf icon PDF 126 KB

To confirm the minutes of the meetings of the Executive held on 9 and 16 May 2024.

Additional documents:

Decision:

The minutes of the meeting held on 16 May 2024 were confirmed as correct. The Chairman signed the minutes.

4.

Leader's Announcements

Additional documents:

Decision:

The Guildford Design Awards were held every two years in partnership with Guildford Borough Council. An exhibition of the winning projects from the 2023 Guildford Design Awards would be at White Lion Walk on:

·        Saturday 22 June from 9am to 6pm

·        Sunday 23 June from 11am to 5pm

Discover the creativity and innovation exhibited by the winners and be inspired by the projects that will shape our future heritage. For more details visit the Guildford Society website.

Guildford Borough Council recently received Rural England Prosperity Fund (REPF) capital grant funding and £200K was available to assist local rural enterprises this financial year.

Anyone with a project that might qualify, was encouraged to get in touch with Surrey County Council rural prosperity. (www.surreycc.co.uk/ruralprosperity). Qualifying projects could include: local economy development, local rural green tourism, farm diversification, circular economy, creation of multi-functional rural business hubs, community businesses, cooperatives, or social enterprises such as village shops and cafes.

The Guildford Craft Festival 2024 was taking place on 13 to 15 June and 20 to 22 June2024. It would be open weekdays from 10am to 5pm and 9am to 5:30pm on Saturdays. It offered an opportunity for local visitors and tourists to purchase inspiration crafts and design-led gifts.

The next antiques and brocante market would take place on 23 June 2024 on Guildford High Street. It was open from 9.30am to 4pm. With more than 50 stalls to choose from, whether a collector, interested in interiors, or looking for unusual 'quirky' finds this market had lots on offer.

5.

Riverside - Nature Reserve SANG improvement pdf icon PDF 113 KB

Additional documents:

Decision:

Decision:

That this Executive recommends to full Council meeting on 23 July 2024 the approval of:

1     Capital expenditure of £1,133,500 from existing development contributions to improve SANG capacity and improvement of the SANG access infrastructure at Riverside Nature Reserve and Parsonage Water Meadows, and

2     an additional staff resource of one Project Manager Post for project delivery.

Reason(s):

1.            Officers consider the project proposal the most efficient option to maintain SANG capacity to mitigate the recreational pressure resulting from the developments the SANG contributions have been collected from.

2.            The project will deliver necessary works to achieve health and safety compliance under the Occupiers Liability Act 1957.

3.            The delivery of the project will provide added benefits to the Council by demonstrating compliance with the public duties for biodiversity under the Environment Act 2021 and the duties under the Equality Act 2010.

Other options considered and rejected by the Executive:

1.       Do essential safety works only when they occur:

Officers consider that this approach would put the Council at risk of not providing mitigation in perpetuity in accordance with the reason for the payment of the contributions and would not mitigate the recreational pressure resulting from development.

Reason: Significant infrastructure replacement is currently required to fulfil the Occupiers Liability Act 1957 and SANG requirements representing approximately 90% of the cost estimate. Officers consider this approach would carry a risk of insufficient resourcing to deliver the infrastructure replacement in the required timescale, putting the Council at risk of repayment of developer contributions.

2.       Do nothing:

Do nothing will eventually require the Council to close sections of the SANG for safety reasons resulting in non-compliance with the Habitats Directive, and risk of developers seeking repayment of contributions.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

Councillor Potter declared a non-pecuniary interest against Item 5 as the Riverside SANG was part located in the ward he represented. Councillor Potter confirmed this would not affect his objectivity in determining the matter.

6.

G-Live Appointment of the future operator pdf icon PDF 63 KB

Additional documents:

Decision:

Decision:

That the Executive:

1.   approves the appointment of Trafalgar Entertainment Group as the operators of G Live for a 25-year contract; and

2.   delegates authority to the Strategic Director for Finance, in consultation with the Lead Councillor for Commercial Services, to

agree and enter into all such contracts and other legal agreements as

may be necessary to implement this award, in compliance with the Procurement Procedure Rules where applicable.

Reason(s):

The contract has been competitively tendered through the GBC procurement portal and Trafalgar Entertainment Group have proven to be the most competitive and best placed to run G Live going forward.

Other options considered and rejected by the Executive:

None.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None.

7.

Proposed Changes to the Officer Scheme of Delegation pdf icon PDF 65 KB

Additional documents:

Decision:

Decision:

1.   That the delegation of Executive functions set out in the revised Joint Officer Scheme of Delegation and Proper Officer Scheme (Appendices1 and 3) be approved; and

2.   that the Monitoring Officer, in consultation with the Leader, Deputy Leader, and Portfolio Holder, be authorised to include any changes to the Scheme of Delegation in respect of Executive functions recommended by the Corporate Governance & Standards Committee at its special meeting on 1 July 2024.

Reason(s):

1.       An officer scheme of delegation and proper officer scheme which is materially the same for both Councils, whilst being owned by each Council in respect of their services, will help to promote more efficient joint working and will support the transformation programme by aligning officer decision making across both Councils.

2.       The recommended changes will improve the governance procedures for each Council and will ensure that there is greater transparency over decision making.

3.       The reductions in financial limits will ensure that key decisions are made by the Executive, thereby promoting accountability and transparency.

4.       Aligning officer delegations into a joint scheme, supports the Councils Collaborative and Transformation programme and provides clarity for those officers employed to provide a joint service across both Councils.

Other options considered and rejected by the Executive:

1.       Suggest amendments to the delegation of Executive functions set out in the draft Officer Scheme of Delegation and Proper Officer Scheme, or

2.       Choose not to recommend that a revised Officer Scheme of Delegation and Proper Officer Scheme be adopted.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None.

8.

Executive Appointment to Outside Bodies: Thames Basin Heaths Joint Strategic Partnership Board pdf icon PDF 70 KB

Additional documents:

Decision:

Decision:

That the Executive approves the appointment of the Portfolio Holder for Planning to the Thames Basin Heaths Joint Strategic Partnership Board and the Portfolio Holder for Climate Change and Environment as deputy appointee until the next review of appointments to external organisations in 2027.

Reason(s):

It is important that the council has an appointee to the JSP to represent the borough. Every ward overlaps with one or more of the following: the Thames Basin Heaths Special Protection Area (“the SPA”), the SPA 400m exclusion zone, the SPA 4-5km zone (where the impact of new homes must be mitigated), and 7km zone (where the impact of larger residential schemes may need mitigation).

The Portfolio Holder for Planning is the correct councillor to appoint to the JSP for reasons of relevance, and seniority to work with partner agencies to maintain the long-term protection of the SPA.

Other options considered and rejected by the Executive:

To appoint a member other than the Portfolio Holder for Planning or not to appoint a councillor to the JSP at all.

Details of any conflict of interest declared by the Leader or lead councillors and any dispensation granted:

None.