Decisions

Use the below search options at the bottom of the page to find information regarding recent decisions that have been taken by the council’s decision making bodies.

Alternatively you can visit the officer decisions page for information on officer delegated decisions that have been taken by council officers.

Decisions published

27/07/2023 - External Audit Findings Report 2020-21 ref: 3391    Recommendations Approved

Decision Maker: Corporate Governance and Standards Committee

Made at meeting: 27/07/2023 - Corporate Governance and Standards Committee

Decision published: 20/09/2023

Effective from: 27/07/2023

Decision:

The Committee noted that the audit of the 2020-21 accounts was nearing completion and the Council’s external auditors intended to issue an unqualified opinion on the financial statements, which the Chief Finance Officer would re-certify in accordance with the Accounts and Audit Regulations 2015 immediately after the Committee meeting.  The auditors had issued an Audit Findings report, which was appended to the committee report, together with a management action plan. 

 

There were some adjustments to the primary statements required as a result of the audit and these, along with details of the actions taken, were highlighted in the audit findings report. There were also some minor changes that were not individually significant enough to warrant separate disclosure in the findings report.

 

The 2020-21 Auditors Annual Report would be reported, together with the 2021-22 Auditors Annual report, to the Committee at a future meeting.

 

The Chairman of the Committee was required to issue a letter of representation on behalf of the Council to the auditors to provide assurance over the management framework operating at the Council and the disclosures in the accounts. A copy of the proposed letter was attached as Appendix 2 to the report.

 

The Committee’s attention was drawn to the Action Plan in the Audit Findings Report and the management responses, and to the various adjustments made to the accounts since the first draft of the accounts were published.

 

During the debate, the Committee made the following comments:

 

·      Concern over the likelihood of the Council having made decisions with significant financial implications based on unaudited financial information.

·      In view of the Council’s current financial position, the Council’s focus and priority should be on putting in place a sustainable Medium Term Financial Plan, rather than any retrospective investigation into the merits or otherwise of the Future Guildford project.

·      The Council should be asking itself whether it was on track to deliver the anticipated annual revenue savings of up to £10.2 million from the Future Guildford transformation programme.

·      In response to a question as to the timescale for completion of the joint 2020-21 and 2021-22 value for money report, the external auditors confirmed that it was intended to bring that report to the next meeting of this Committee.

·      Request that future Audit Findings Reports provide an alternative to the colour-coded assessments to assist those with colour blindness.

·      In response to concerns, the Interim Joint Executive Head of Finance gave assurance that the Council’s financial systems were sufficiently robust.

·      In response to a request for clarification as to when the 2021-22 audited accounts would be presented to the Committee, the Interim Joint Executive Head of Finance confirmed that the 2022-23 accounts officer were nearing closure, and work would shortly focus on 2021-22 accounts to make sure that all the issues that had been raised in the Audit Findings Report for the 2020-21 accounts and the work on the 2022-23 accounts were addressed.

 

Having considered the report, the Committee

 

RESOLVED:

 

(1)         That Grant Thornton’s Audit Findings report attached as Appendix 1 to the Committee report, and the management responses provided in the action plan (as set out in Appendix A to Appendix 1 to that report) be noted.

 

(2)         That the letter of representation, as set out in Appendix 2 to the report, be approved, and that the Chairman of the meeting be authorised to sign the letter on the Council’s behalf.

 

Reason:

To allow the external auditor to issue his opinion on the 2020-21 accounts.

 

Action:

Officer to action:

To bring the joint 2020-21 and 2021-22 value for money report to the next meeting of this Committee.

Paul Cuttle,

Grant Thornton (external auditors)

To provide in future Audit Findings Reports an alternative to the colour-coded assessments to assist those with colour blindness.

Paul Cuttle,

Grant Thornton (external auditors)

 

 


08/08/2023 - North Street Appeal - 22/P/01336 ref: 3448    Recommendations Approved

Decision Maker: Assistant Director: Planning Development

Decision published: 20/09/2023

Effective from: 08/08/2023

Decision:

Instruction of expert witness re: Appeal

Wards affected: (All Wards);

Lead officer: John Busher


15/09/2023 - Social media management tool ref: 3447    Recommendations Approved

Decision Maker: Assistant Director: Communications and Customer Services

Decision published: 15/09/2023

Effective from: 15/09/2023

Decision:

We have found a cheaper alternative to our current social media management tool, that also allows us more users to involve CSC in our social media responses. Our current provider does not have the functionality we need to be able to offer customer service on social media. This new provider enables us to do that at a cheaper cost.

Lead officer: Nicola Haymes


14/09/2023 - Direct award - valuation of property in accordance with leasehold enfranchisement legislation ref: 3446    Recommendations Approved

Decision Maker: Assistant Director: Assets and Property

Decision published: 14/09/2023

Effective from: 14/09/2023

Decision:

To procure the services of a valuer to carry out the valuation of 4 The Royals Eastgate Court High Street Guildford. The lessee of the property has served a s42 notice under the Leasehold Reform Housing and Urban Development Act 1993 to claim an extended lease term for the property.

Wards affected: Stoke;

Lead officer: Marieke van der Reijden


13/09/2023 - Weyside Urban Village Deed of Amendment and Restatement to the Housing Infrastructure Fund (Forward Funding Agreement) dated 29 July 2020 ref: 3445    Recommendations Approved

Decision Maker: Joint Strategic Director - Place

Decision published: 14/09/2023

Effective from: 13/09/2023

Decision:

To enter into the Deed of Amendment and Reinstatement to the Housing Infrastructure Fund Grant Determination Agreement (Forward Funding) dated 29th July 2020 between Guildford Borough Council (the Grant Recipient) and Homes England as amended by a deed of amendment dated 10 February 2022 and 29 March 2022 made between the same parties (“the Original Funding Agreement”) for the purposes of providing or facilitating the delivery of infrastructure and housing and related outcomes.




Lead officer: Dawn Hudd


13/09/2023 - Appointment of Architectural Services for HRA Small Sites ref: 3444    Recommendations Approved

Decision Maker: Assistant Director: Regeneration and Planning Policy

Decision published: 13/09/2023

Effective from: 13/09/2023

Decision:

Appointment of ERMC to provide architectural services on the following HRA development sites:
- Land adjacent to 21-23 Dunmore
- 17 Wharf Lane Garden Land
- Land adjacent to 27 Broomfield
- 108 Georgelands Garden Land

Initial contract value of £65,063 +VAT

Wards affected: Send & Lovelace; Westborough;

Lead officer: Abi Lewis


13/09/2023 - Procurement of Party Wall Services for HRA Small Sites ref: 3443    Recommendations Approved

Decision Maker: Assistant Director: Regeneration and Planning Policy

Decision published: 13/09/2023

Effective from: 13/09/2023

Decision:

Appointment of PHPS to provide party wall input on the following HRA development sites:
- Land adjacent to 21-23 Dunmore
- 17 Wharf Lane Garden Land
- Land adjacent to 27 Broomfield
- Clover Road Garages adjacent to 51-53 Clover Road
- 5-6 and 17-18 Rapley's Field
- Land to rear of Manor House Flats
- 108 Georgelands Garden Land

Initial contract value of £2,450 + VAT

Wards affected: Ash Vale; Normandy & Pirbright; Pilgrims; Send & Lovelace; Westborough; Worplesdon;

Lead officer: Abi Lewis


01/09/2023 - Valuation and negotiation of cable rights to Almsgate as an easement. ref: 3442    Recommendations Approved

Decision Maker: Assistant Director: Assets and Property

Decision published: 12/09/2023

Effective from: 01/09/2023

Decision:

Contract Award Details:
Contract Title: Valuation and negotiation of cable rights to Almsgate as an easement
Route to Market: Framework agreement
Procuring Officer: Fiona Williams
Successful Company: Bruton Knowles
Contract Value: £1,000 + VAT
Contract Length: One month from completion of Direct Award

Wards affected: Shalford;

Lead officer: Marieke van der Reijden


11/09/2023 - Purchasing garage at 3 Szabo Crescent, GU3 2EL ref: 3441    Recommendations Approved

Decision Maker: Assistant Director: Housing Services

Decision published: 11/09/2023

Effective from: 11/09/2023

Decision:

GBC will be purchasing the garage at 3 Szabo Crescent, GU3 2EL and it will then become part of HRA stock.

Lead officer: Jamie Morgan


08/09/2023 - Arrangement of ICT asset and peripheral disposal service ref: 3440    Recommendations Approved

Decision Maker: Lead Specialist for ICT

Decision published: 08/09/2023

Effective from: 08/09/2023

Decision:

Enter into a non-exclusive contract for the secure selling, recycling or disposal of ICT related assets including hardware and peripherals.

Wards affected: (All Wards);

Lead officer: James Beach


21/09/2023 - Grant of a New Contracted-Out Lease of Unit B5 at Moorfield Point, 41 Moorfield Road, Slyfield Industrial Estate, Guildford, Surrey GU1 1RU ref: 3438    Recommendations Approved

Decision Maker: Assistant Director: Assets and Property

Decision published: 08/09/2023

Effective from: 21/09/2023

Decision:


To approve the grant of a Contracted- Out lease of Unit B5 at Moorfield Point to Sheerwater Glass Limited on the following terms:

Term: 15 Years
Use: Light industrial/warehouse with trade counter
Rent: £41,229 p.a. (payable quarterly in advance)
Rent Free: Upon lease completion, the tenant will benefit from 10 months at half rent. The tenant shall also benefit from an additional 2 months rent free should the tenant not operate their option to determine the lease in the 5th Year.
Rent reviews: upward only market rent review at the end of the 5th and 10th Year
Breaks: Tenant-Only end of years 5 & 10 subject to 6 months written notice in advance.
Assignment/Subletting: permitted of whole only subject to AGA.
Deposit: 3 months rent plus sum equivalent to VAT

This decision is made in accordance with the Council’s General Disposal Consent powers. This letting provides the best consideration reasonably obtainable.

If you have any queries, then please contact Faye Gunner who will be happy to provide further information.


Wards affected: Stoke;

Lead officer: Marieke van der Reijden


04/09/2023 - Guildford Multi Storey Car Parks ref: 3436    Recommendations Approved

Decision Maker: Assistant Director: Assets and Property

Decision published: 07/09/2023

Effective from: 13/09/2023

Decision:

Car Park Refurbishment Works 2023
Various items of specialist refurbishment and repair works to 4 No. MSCPs (Bedford Road, Castle, Farnham Road & York Road).
The works entail:
- deck coating and repairs to stairs, landings, and walkways to various Staircores at Bedford Road, Castle and Farnham Road following medium or high-risk slip test results.
- structural concrete repairs to corbels at York Road following failed hammer tap tests.
- essential barrier improvement works (Armco barriers) at York Road following poor barrier test results.

Wards affected: (All Wards);

Lead officer: Marieke van der Reijden