Agenda, decisions and draft minutes

There were no apologies for absence.

There were no apologies for absence.

To receive from Members, declarations of interest in relation to any items included on the agenda for this meeting in accordance with the Councillor Code of Conduct.

Councillor Angela Goodwin was a non-executive director of North Downs Housing and had a non-pecuniary interest in respect of item 11 on the agenda.

To confirm the minutes of the meeting of the Executive held on 27 February 2025.

The minutes of the meeting held on 27 February 2025 were confirmed as correct. The Leader signed the minutes.

The minutes of the meeting held on 27 February 2025 were confirmed as correct. The Leader signed the minutes.

The Leader made the following announcements:

Local Government Reorganisation survey:

Residents can have their say on the future of local government in the county, in a new survey launched by eight of Surrey's district and borough councils.

Given that the current system of local government has been in place for the last 50 years, this is a once-in-a-generation opportunity to change things for the better. Feedback will influence the next phase of the process.

A link to the survey can be found on our website News Room. The survey is open until Sunday 20 April.

Have your say about redevelopment plans for Guildford Park Road car park

We’re working with Wates to launch a consultation for a proposed £86 million project that is set to transform Guildford Park Road car park into much needed homes. The outline design includes 40% affordable homes that will be owned and managed by the council.

Before finalising the design and seeking planning permission we’re holding some consultation events from this Saturday onwards. Please encourage as many people as possible to meet with the project team and share their views.

For event details visit the project website: www.guildfordparkroad.com

VE Day 80th anniversary celebrations and road closures

We’re marking the 80th anniversary of Victory in Europe (VE) Day on 8 May with commemorative events that includes a flag raising ceremony at the Guildhall and an evening celebration in Stoke Park. Find out more information in the newsroom of our website.

Road closure application fees waived for community street parties 

If people are holding a street party to celebrate this historic occasion, let them know we're waiving road closure fees. No fee applies from Saturday 3 May to Sunday 11 May.  Organisers still need to apply online for a road closure. Apply before 5pm on Sunday 6 April.  

Tenant and leaseholder survey

Our housing team currently have a draft Tenant and Leaseholder Engagement Strategy consultation running. This strategy will ensure our tenants and leaseholders can help shape the future of our housing service. Please encourage residents in your wards to have their say and complete this by the 6 April. The survey can be found on the `past and present consultations’ page on our website.

Decision:

To adopt Guildford’s Safeguarding Policy and Procedure Parts 1, 2 and 3 which articulates our commitment to safeguarding and ensures managed compliance with our statutory duties consistently across the council.

Reason(s):

1.       This new safeguarding policy and procedure replaces our existing policy which was approved in 2018 and updated in 2020. It also replaces the supplementary referral quick guides developed to support the existing policy in 2020 and most recently updated in 2022. An update to policy is required to reflect internal and external changes to safeguarding policies and guidelines.

2.       This new safeguarding policy and procedure aligns the policy approach with Waverley Borough Council.

3.       We recognise our statutory responsibilities for safeguarding and our role to safeguard and promote the welfare of all children, and adults with or without care and support needs, that we support, provide services for, and interact with.

4.       We recognise our obligations under the Care Act 2014, the Children’s Acts 1989 and 2004 and the Mental Health Act 2005

Other options considered and rejected by the Executive:

That the Executive do not agree to adopt the policy, and recommendations from the Executive are incorporated into a revised version of the policy.

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

None.

The Executive considered a new safeguarding policy and procedure that would replace the Council’s existing policy that was adopted in 2020. The draft policy would also replace the supplementary referral quick guides most recently updated in 2022. 

The minute of the Services Overview and Scrutiny (O&S) Committee meeting on 10 March 2025 was included in the supplementary agenda. It was noted that the O&S Committee had been in full support of the draft policy.

The Executive agreed that the policy was of vital importance to the Council in delivering its statutory duties to safeguard children, and adults with care and support needs. The proposed training, support and guidance offered to councillors and officers was welcomed. A training programme would be rolled out in the coming months. The Leader urged members of the Council to attend and support the training.

The Executive,

RESOLVED:

To adopt Guildford’s Safeguarding Policy and Procedure Parts 1, 2 and 3 which articulates our commitment to safeguarding and ensures managed compliance with our statutory duties consistently across the council.

Reason(s):

1.       This new safeguarding policy and procedure replaces our existing policy which was approved in 2018 and updated in 2020. It also replaces the supplementary referral quick guides developed to support the existing policy in 2020 and most recently updated in 2022. An update to policy is required to reflect internal and external changes to safeguarding policies and guidelines.

2.       This new safeguarding policy and procedure aligns the policy approach with Waverley Borough Council.

3.       We recognise our statutory responsibilities for safeguarding and our role to safeguard and promote the welfare of all children, and adults with or without care and support needs, that we support, provide services for, and interact with.

4.       We recognise our obligations under the Care Act 2014, the Children’s Acts 1989 and 2004 and the Mental Health Act 2005

Decision:

1.                      Approve the draft Public Space Protection Order as set out in Appendix 2, to cover such areas and related restrictions as the Executive considers proportionate in line with Sections 59 to 75 of Anti-social Behaviour Crime and Policing Act 2014.

2.                      Approve the proposed action plan set out in Appendix 3, which sets out the necessary actions to ensure the successful implementation, communication and enforcement of the PSPO.

Reason(s):

1.        The Council has demonstrated that it has undertaken the statutory process to be satisfied on reasonable grounds that:

1.1      activities that have taken place have had a detrimental effect on the quality of life of those in the localities identified, or it is likely that activities will take place and that they will have a detrimental effect; and

1.2      the effect or likely effect of these activities:

·        is, or is likely to be, persistent or continuing in nature;

·        is, or is likely to be, unreasonable; and

·        justifies the restrictions being imposed.

2.         The proposed extension of the PSPO offers an additional enforcement tool that is available to both the Council and the police to tackle low level anti-social behaviour.

Other options considered and rejected by the Executive:

1.       Renew the PSPO in its current format, without making any changes to the geographical boundary or further restrictions to behaviours.

2.       End the PSPO, without renewal. There would no longer be the behavioural restrictions relating to alcohol, rowdy and inconsiderate behaviour in Guildford town centre.

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

None.

Public Spaces Protection Orders (PSPOs) provided local authorities with a flexible tool to redress persistent anti-social behaviour that negatively impacts community spaces.  The Executive considered a report that set out the statutory process that had been followed to review whether the Public Space Protection Order (PSPO) was still required in Guildford and made recommendations for a variation to the existing PSPO in line with the findings from the review.

The wording in certain parts of the order raised some concern. It was explained that the Order was worded in such a way as to allow a flexible judgement to be made by officers as circumstances arose at the scene. Overall, Executive was content that the wording was suitable, was pleased to see a balanced approach had been taken and the inclusion of Black Cat Alley in the PSPO map was welcomed.

Executive,

RESOLVED:

1.                      Approve the draft Public Space Protection Order as set out in Appendix 2, to cover such areas and related restrictions as the Executive considers proportionate in line with Sections 59 to 75 of Anti-social Behaviour Crime and Policing Act 2014.

2.                      Approve the proposed action plan set out in Appendix 3, which sets out the necessary actions to ensure the successful implementation, communication and enforcement of the PSPO.

Reason(s):

1.        The Council has demonstrated that it has undertaken the statutory process to be satisfied on reasonable grounds that:

1.1      activities that have taken place have had a detrimental effect on the quality of life of those in the localities identified, or it is likely that activities will take place and that they will have a detrimental effect; and

1.2      the effect or likely effect of these activities:

·        is, or is likely to be, persistent or continuing in nature;

·        is, or is likely to be, unreasonable; and

·        justifies the restrictions being imposed.

2.         The proposed extension of the PSPO offers an additional enforcement tool that is available to both the Council and the police to tackle low level anti-social behaviour.

Decision:

1.        To approve the Head of Paid Service’s proposal to create a new post of Joint Corporate Health and Safety Manager as set out in this report.

2.        To delegate authority to the Monitoring Officer to amend the current inter-authority agreement between Guildford Borough Council and Waverley Borough Council to include the new joint role as set out in this report.

Reason(s):

1.                      Both councils have committed to working together to further the collaboration including the creation of joints posts where this is demonstrably in the interests of both councils. The council has a legal and moral responsibility to operate in accordance with the Health & Safety at Work etc. Act 1974 and the regulations set out under this legislation.  The requirements ensure that as an employer the council operates in a safe manner, so as not to expose employees, visitors and persons impacted by council services, to health and safety risk.  The same responsibility applies to both councils, however, at Guildford inhouse waste and grounds maintenance services, and the internal operation of the depot, require additional health and safety management.  A review of corporate health and safety arrangements has identified gaps in compliance attributed to a long-standing vacant post at Waverley, and the recent retirement at a key post at Guildford.  This presents an opportunity to exploit efficiencies across both councils and to share good practice.   

2.           The recommendations will deliver capacity and capability to enable health and safety management at all levels of both organisations.

3.        To respond to the concerns raised in recent months by staff, service managers and UNISON representatives in relation to the robustness of health and safety arrangements for both councils.

4.        This will deliver the capacity and capability needed to embed successes in ongoing collaboration efforts and enhance the pace of future collaboration, transition to shared services and continuous improvement in service delivery and realisation of cashable and non-cashable savings.

5.        To create the framework for the corporate health and safety services function which will reduce dependency on expensive external resources and further implement succession planning and career development.

Other options considered and rejected by the Executive:

Option 1 - Do nothing, and reappoint to vacant existing posts in both councils

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

None.

The Executive considered a report that set out an opportunity for both councils to improve the provision of resilient and robust health and safety compliance. It had been recognised that due to a longstanding vacancy at Waverley and the recent retirement of an officer at Guildford there was a lack of resource which could impact council employees, visitors and service users.

A growth bid had been approved by Waverley for 2025/26 which, along with existing establishment budgets at both councils, provided the necessary investment in this service area.

The Executive noted that the health and safety role was important to the organisation and was content to agree the recommendations in the report.

The Executive,

RESOLVED:

1.        To approve the Head of Paid Service’s proposal to create a new post of Joint Corporate Health and Safety Manager as set out in this report.

2.        To delegate authority to the Monitoring Officer to amend the current inter-authority agreement between Guildford Borough Council and Waverley Borough Council to include the new joint role as set out in this report.

Reason(s):

1.                      Both councils have committed to working together to further the collaboration including the creation of joints posts where this is demonstrably in the interests of both councils. The council has a legal and moral responsibility to operate in accordance with the Health & Safety at Work etc. Act 1974 and the regulations set out under this legislation.  The requirements ensure that as an employer the council operates in a safe manner, so as not to expose employees, visitors and persons impacted by council services, to health and safety risk.  The same responsibility applies to both councils, however, at Guildford inhouse waste and grounds maintenance services, and the internal operation of the depot, require additional health and safety management.  A review of corporate health and safety arrangements has identified gaps in compliance attributed to a long-standing vacant post at Waverley, and the recent retirement at a key post at Guildford.  This presents an opportunity to exploit efficiencies across both councils and to share good practice.   

2.           The recommendations will deliver capacity and capability to enable health and safety management at all levels of both organisations.

3.        To respond to the concerns raised in recent months by staff, service managers and UNISON representatives in relation to the robustness of health and safety arrangements for both councils.

4.        This will deliver the capacity and capability needed to embed successes in ongoing collaboration efforts and enhance the pace of future collaboration, transition to shared services and continuous improvement in service delivery and realisation of cashable and non-cashable savings.

5.        To create the framework for the corporate health and safety services function which will reduce dependency on expensive external resources and further implement succession planning and career development.

Decision:

Approve a decrease in the annual rent from £64,907 per annum to £52,231 per annum with effect from the rent review date of 16 January 2024.

Reason(s):

The proposed rent review settlement secures the rent at a level in line with market conditions as at the rent review date and therefore represents best consideration. The rental income will continue to contribute to the total annual rental income stream for the Council.

Other options considered and rejected by the Executive:

To refer the matter to a third-party independent surveyor on application to the RICS Dispute Resolution service as set out within the terms of the lease in the event the parties are unable to reach a negotiated settlement. The application has already been made and the appointed Arbitrator remains on standby, pending further direction from the parties.

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

None.

The Executive consider a report concerning a rent review for the office building at 1 Onslow Street which was called Phase 2. The open market rent review was every 10 years, with the subject rent review being due with effect from 16 January 2024. Because the property had been unoccupied for the preceding period there was a downward rent review. Since the review was downward, the matter had been brough before the Executive. The Council’s appointed external valuer had been in negotiation with the tenant and an appropriate arrangement had been made in accordance with legal advice following negotiations.

The Executive felt that best value had been achieved under the circumstances.

The Executive,

RESOLVED:

Approve a decrease in the annual rent from £64,907 per annum to £52,231 per annum with effect from the rent review date of 16 January 2024.

Reason(s):

The proposed rent review settlement secures the rent at a level in line with market conditions as at the rent review date and therefore represents best consideration. The rental income will continue to contribute to the total annual rental income stream for the Council.

Decision:

1.        Award a grant of £0.2m to the YAT for a period of 12 months to 31 March 2026 whilst a grant review is undertaken. 

2.        Include in the grant agreement requirements that the YAT demonstrates how the grant is being used to:

·        Provide value for money, demonstrating how the grant will enable the YAT to secure match funding and move towards a more financially sustainable position. 

·        Provide additionality to the cultural and community offer that would have otherwise been provided by the YAT without the grant. 

·        Support our strategic outcomes for Guildford, in particular a more inclusive borough and a more prosperous borough. 

Reason(s):

1.        Award a grant of £0.2m to the YAT for a period of 12 months to 31 March 2026 whilst a grant review is undertaken. 

2.        Include in the grant agreement requirements that the YAT demonstrates how the grant is being used to:

·        Provide value for money, demonstrating how the grant will enable the YAT to secure match funding and move towards a more financially sustainable position. 

·        Provide additionality to the cultural and community offer that would have otherwise been provided by the YAT without the grant. 

·        Support our strategic outcomes for Guildford, in particular a more inclusive borough and a more prosperous borough. 

Other options considered and rejected by the Executive:

Option 1: Not continue funding

Option 2: Reduce funding

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

None.

In 2022 the Council entered into a three-year grant agreement with the Yvonne Arnaud Theatre (YAT) Management Limited to support provide theatre and arts activity and opportunities for cultural engagement for Guildford residents. The Executive considered a report that recommended the Council extend the grant agreement for this financial year to allow time for the YAT to review its financial arrangements and for the Council to undertake a long term review of its existing grants. The grant agreement with the YAT had been strengthened to ensure that funded activities were supporting the Council’s strategic priorities.

The Executive noted the importance of the theatre to Guildford and to its residents in terms of cultural and community benefits. It was also noted that the theatre added to the local economy as a draw to those outside of the borough to the town centre. The long term review of grants was welcomed.

The Executive,

RESOLVED:

1.        To award a grant of £0.2m to the YAT for a period of 12 months to 31 March 2026 whilst a grant review is undertaken. 

2.        To include in the grant agreement requirements that the YAT demonstrates how the grant is being used to:

·        Provide value for money, demonstrating how the grant will enable the YAT to secure match funding and move towards a more financially sustainable position. 

·        Provide additionality to the cultural and community offer that would have otherwise been provided by the YAT without the grant. 

·        Support our strategic outcomes for Guildford, in particular a more inclusive borough and a more prosperous borough. 

Reason(s):

1.        Award a grant of £0.2m to the YAT for a period of 12 months to 31 March 2026 whilst a grant review is undertaken. 

2.        Include in the grant agreement requirements that the YAT demonstrates how the grant is being used to:

·        Provide value for money, demonstrating how the grant will enable the YAT to secure match funding and move towards a more financially sustainable position. 

·        Provide additionality to the cultural and community offer that would have otherwise been provided by the YAT without the grant. 

·        Support our strategic outcomes for Guildford, in particular a more inclusive borough and a more prosperous borough. 

Decision:

1.        Approve the award of the contract for the construction of the new Guildford Borough Council depot to McLaren Construction (Southern) Limited.

2.        Delegate to the Strategic Director of Economy, Planning and Place, in consultation with the Lead Councillor for Regeneration and Lead Councillor for Finance and Property, authority to enter into such other contracts and legal agreements connected with the new GBC depot project as may be necessary in compliance with Procurement Procedure Rules, the Council’s Constitution and within the approved budget. 

Reason(s):

The recommendations in this report support the delivery of the wider Weyside Urban Village programme through the release of the existing depot site for housing, whilst providing a new fit-for-purpose facility accommodating a range of Council services in a single location.

Other options considered and rejected by the Executive:

Do nothing – The Executive could decide not to progress with the recommendations outlined in this report. However, this will mean that the Council will not have a fit-for-purpose depot and Weyside Urban Village will need re-masterplanning, with the Council incurring significant additional and unforeseen cost.

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

None.

The relocation of the Council depot was required to release land for the development of the Weyside Urban Village (WUV) regeneration project. The Council was now looking to enter into the Main Works contract with McLaren Construction (Southern) Limited to deliver the new depot. The Executive considered a report that provided a summary of work completed to date on the new depot and which sought delegated approval for Officers to execute the associated construction contract.

The Executive,

RESOLVED:

1.        Approve the award of the contract for the construction of the new Guildford Borough Council depot to McLaren Construction (Southern) Limited.

2.        Delegate to the Strategic Director of Economy, Planning and Place, in consultation with the Lead Councillor for Regeneration and Lead Councillor for Finance and Property, authority to enter into such other contracts and legal agreements connected with the new GBC depot project as may be necessary in compliance with Procurement Procedure Rules, the Council’s Constitution and within the approved budget. 

Reason(s):

The recommendations in this report support the delivery of the wider Weyside Urban Village programme through the release of the existing depot site for housing, whilst providing a new fit-for-purpose facility accommodating a range of Council services in a single location.

Decision:

The Executive resolved to defer consideration of the report to the meeting to be held on 19 June 2025.

Reason(s):

To allow time for the draft year end accounts to become available and for confirmation of the current cash position.

Other options considered and rejected by the Executive:

Not applicable.

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

Councillor Angela Goodwin was a non-executive director of North Downs Housing.

The Executive received a report that considered the outstanding interest payment on a loan owed by North Downs Housing (NDH) to Guildford Borough Council (GBC) from 23 August 2022 to 31 March 2023. The loan related to the purchase of seventy residential properties.

The report was listed as exempt under paragraph 3 of Schedule 12A of the Local Government Act 1972 as it contained information relating to the financial and business affairs of the Council and the public interest in the report did not outweigh the public interest in maintaining the exemption.

RESOLVED:

The Executive resolved to defer consideration of the report to the meeting to be held on 19 June 2025.

Reason(s):

To allow time for the draft year end accounts to become available and for confirmation of the current cash position.