Decisions

Decision:

To approve the grant of the lease as laid out within the report.

Reason(s):

1.       The proposed lease terms represent best consideration.

2.       The proposed annual rent secures an income stream for the Council for 25 years and avoids vacant property costs.

3.       The grant of the proposed lease ensures continuity of occupation and demonstrates effective estate management of the portfolio. 

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.

Decision:

Authorise the entering into of a new contract with K&T Heating Services Limited under Fusion 21 Framework (Fusion21 Heating, Renewables, and Electrical Framework- Lot 1 Domestic Heating [Combustibles]) for the servicing of domestic boilers with a financial cap of £1.3 million pounds for a term of 1 year.

Reason(s):

1.       The Council is preparing a tender for a longer-term contract which is envisaged to be awarded in 12 months period. It is imperative that whilst the council is preparing for a long-term contract, the regulatory service of Domestic Boiler Servicing is provided continuously. Any new contractor will need a 3-month mobilisation period and considering that new long-term contract will be ready for execution in 12 months’ time, continuity of the incumbent supplier becomes imperative. 

2.       Additionally, the costs for demobilisation of current contractor and cost of system integration and mobilisation of new contract for a short period would outweigh any benefit from bringing in any potential new supplier.

3.       Value for money is demonstrated by continuity of the service noting that we have continuity of service, and K&T are the no.1 ranked supplier on the Fusion 21 framework. There is an approximate saving of 10% on existing fees by using this framework.

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.

Decision:

To approve the following recommendation to full Council at its meeting on 3 December 2024:  

That the Council adopts the recommendations of the Joint Independent Remuneration Panel, as set out in the report submitted to the Executive, subject to the amendment of recommendations (2), (4) and (16) as follows:

(2)    That no councillor shall be entitled to receive at any time more than one two Special Responsibility Allowances (SRAs), and that where a councillor would otherwise be entitled to two three or more SRAs, then only the two higher-valued allowancesshould be received, and that this ‘Two SRA Only Rule’ be adopted into the Scheme of Allowances.

(4)     That the Leader of the Council should receive a Tier One Special Responsibility Allowance of 250% 200% of the Basic Allowance, £21,448 £17,158 per annum.

(16)    That, subject to a further review by the Joint Independent Remuneration Panel in 12 months’ time, a new Dependants’ Carers’ Allowance be included in the scheme of allowances as follows:

            Level 1 (a) – A £500 annual allowance for Councillors where there is one or more children aged 12 or younger that normally reside in their household and for whom they are caring.  This allowance would only be payable until the child’s 13^th birthday.  This allowance would be taxable.

Level 1 (b) – A £500 annual allowance for Councillors where there is one or more persons that normally reside in their household and for whom they are a registered carer.  This allowance would be taxable.

Level 1 – This will be paid to those councillors who necessarily incur expense in arranging for general care of (i) their children, aged 13 or under, or (ii) one or more persons that normally reside in their household and for whom they are a registered carer, to enable them to undertake any approved duty, up to a maximum of £500 per annum per councillor. The allowance shall be paid as a re-imbursement of incurred expenditure against receipts.

Level 2 – This shall be for specialist care based at cost upon production of receipts and requiring medical evidence that this type of care is required.  This allowance would not be taxable and shall apply for councillors with caring responsibility for persons of any age.  There shall be no limit to these claims, provided that they are made in respect of approved duties.  

Reason(s):

In order to comply with the requirements of The Local Authorities (Members’ Allowances) (England) Regulations 2003 (as amended).

Other options considered and rejected by the Executive:

To accept paragraphs 2, 4 and 16 of the Joint IRP report as presented.

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

None.

Decision:

1.     To commit to supporting an additional 11 ARAP families in properties offered by the Ministry of Defence, MEARS and the Find Your Own pathway; and

2.     To delegate authority to the Assistant Director of Community Services     in consultation with the Strategic Director for Housing, Communities and Environment and the Lead Councillor for Communities to decide any further approaches the council receives from the Home Office to support refugees into the borough.

Reason(s):

1.     The resettlement team at Guildford is already well established after successfully supporting various families under Home Office resettlement schemes and we will be able to support vulnerable people with the professionalism and compassion required at no extra cost to the council budget. All support is Home Office grant funded.

2.     The increase of refugee households in Guildford adds to the diversity of the area and the families will have the opportunity in the long term to contribute to the local economy through employment and voluntary work. This results in a vibrant local economy with thriving towns and villages. The resettlement schemes present an opportunity to promote community spirit, to encourage individuals and families to welcome and support refugee households and for our communities to be more resilient in times of need. Resettlement contributes to an inclusive borough.

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.

Dispose of the freehold interest in Old Manor House at best consideration.

Decision:

1.       To dispose of the freehold interest in Old Manor House at best consideration based on the offers set out at paragraph 6.1 of this report and enter into all agreements necessary to give effect to this disposal.

2.       To delegate authority to the Joint Assistant Director for Assets and Property to consider any objections received in response to the advert under Section 123 (2A) Local Government Act 1972, as set out at paragraph 10.2.

Reason(s):

1.       To generate a capital receipt that will contribute towards the target to secure £50 million (net) of capital receipts from the sale of General Fund property assets, as set out in the Council’s Financial Recovery Plan to reduce Council debt and achieve a sustainable financial position.

2.       To dispose of a liability and remove significant ongoing costs from future revenue budgets.

3.       To bring a large, vacant and depreciating asset back into residential use for the benefit of the Guildford community.

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.

Decision:

To note the investment into North Downs Housing, the interest charged to date and the value outstanding.

Reason(s):

1.       A decision needs to be taken about the treatment of the outstanding debt.

2.       To ensure that the Executive remains informed of financial matters in order to be transparent and make decisions.

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:

Councillor Angela Goodwin declared a non-pecuniary interest as she was a non-executive director sitting on the board of North Downs Housing.

The Leader made the following announcements:

Guildford’s markets in December

I’m delighted to say that we’ve rescheduled the festive market, which had to be postponed due to bad weather on the Festive Family Fun Day. Guildford’s Festive Market will now take place on Sunday 8 December.

There are lots of other opportunities to buy festive treats, unusual Christmas presents and other goodies at all our specialist markets taking place during December. Full details of all our specialist markets are on our website

Improved play facilities at Dan’s Meadow, The Briars

Groundworks for a new playground in South Ash will be starting on Monday 9 December 2024. The design for this Safari Adventure play area was finalised after we consulted local people.

The cost of the playground replacement will mostly be funded by Section 106 payments from development in the Ash area. It will also receive part-funding from the government through the UK Shared Prosperity Fund.

Supporting National Tree Week 2024

This week is National Tree Week. As part of our commitment to environmental sustainability, we're marking the week by highlighting the vital role trees play in our borough. The week, organised by The Tree Council and partners, marks the start of the winter tree planting season.

Our tree planting programmes help us to create and preserve our green spaces, so that everyone can enjoy the outdoors and the beauty and wellbeing that trees provide. More information about this is in the newsroom on our website.

Guildford and Waverley Rural Forum

The first meeting of Guildford and Waverley Rural Forum took place on Monday at The Burys in Godalming. The group aims to bring local businesses, landowners, and rural organisations together with Guildford and Waverley officers and councillors to focus on rural issues.

This meeting was about rural planning. Future meetings will focus on tourism, employment space and connectivity. More information about this forum will be coming soon.

Celebrating artistic talent at Guildford House Open Exhibition 2024

Last Saturday a new exhibition opened at our Guildford House Gallery. The exhibition celebrates talented artists from across the UK and features 2D and 3D artwork shortlisted in our art competition. Supported by leading visual art consultancy Parker Harris, the competition received over 1,000 entries from 500 artists in only its second year.

Entry is free to this inspiring exhibition. It runs until Saturday 1 March 2025, so there’s plenty of time to visit. More about Guildford House Gallery events and opening times is on our website.

Look out for the Winter Edition of About Guildford next week

The Winter edition of our resident e-newsletter, About Guildford, will be published next week.  It will be packed with news, stories and updates from our borough. If you haven’t yet signed up to receive our quarterly update you can register on our website by searching for ‘digital newsletter.’

The minutes of the meeting held on 31 October 2024 were confirmed as correct. The Chair signed the minutes.

Councillor Angela Goodwin declared a non-pecuniary interest against Item 8 as she was a non-executive director sitting on the board of North Downs Housing.

Apologies for absence were received from Councillor Carla Morson.

Decision:

1.       To approve the disposal of 71 – 72 North Street, Guildford, on the terms set out in the Summary Property Report at Appendix 3a and the entering into of all relevant legal documentation required to complete the legal transaction.

2.       To approve the disposal of Eastgate Court, 195 – 205 High Street, Guildford, on the terms set out in the Summary Property Report at Appendix 1a and the entering into of all relevant legal documentation required to complete the legal transaction.

3.       To delegate authority to the Joint Assistant Director for Assets and Property in consultation with the Lead Councillor for Finance and Property and the Joint Strategic Director for Finance and Resources (S151) to negotiate any amendments to the terms for disposal of Eastgate Court, 195 – 205 High Street and 71 – 72 North Street as are necessary to complete the transaction.

4.       To approve the disposal of Wyke School Reception Building and the appointment of external agents to commence marketing.

5.       To delegate authority to the Joint Assistant Director for Assets and Property in consultation with the Lead Councillor for Finance and Property and the Joint Strategic Director for Finance and Resources (S151) to negotiate terms for a disposal of Wyke School Reception Building at best consideration on the open market and/or negotiate with special purchasers and to enter into all relevant legal documentation required to complete the transactions.

Reason(s):

To enable the Council to generate capital receipts through the sale of approved property assets to contribute to the £50m (net) target, as set out in the Financial Recovery Plan to reduce Council debt to achieve a sustainable financial position.

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.

Decision:

The Committee considered and approved its updated 12 month rolling work programme, as detailed in the Supplementary Information Sheet.

Reason(s):

To allow the Committee to maintain and update its work programme.

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.

The minutes of the meeting held on 8^th August were confirmed as correct. The Chairman signed the minutes.

Decision:

1.       To note the Council’s interests in The Mayor of Guildford’s Local Support Fund, The Racks Close Open Space, Burpham War Memorial Recreation Ground, Public Walks and Pleasure Grounds, Guildford Sports Ground and Arundel House (Hamilton Fellows);

2.       In recognition of Trustees Week at the beginning of November to thank all those trustees who volunteer their time to support charities in our local community and in particular Cllr Sallie Barker MBE and Cllr Howard Smith for their commitment and effort to supporting The Mayor of Guildford’s Local Support Fund and Arundel House (Hamilton Fellows);

3.       To approve the draft work programme set out at paragraph 6.4 and delegate authority to the Monitoring Officer to deviate from the work programme where appropriate, in consultation with the Leader of the Council;

4.       To receive a report in January 2025 from Joint Strategic Director, Finance to provide confirmation of the filing of accounting reports for the financial year ending 31 March 2023 for The Racks Open Space, Public Walks and Pleasure Grounds and Burpham War Memorial Recreation Ground and draft accounts of all the charities for the financial year ending 31 March 2024 for approval;

5.       To receive a report in March 2025 from the Joint Strategic Director for Legal & Democratic Services considering whether any of the charities can be linked or have compatible objectives and would benefit in achieving their objectives by a merger with another charity.

6.       To receive a report in March 2025 from the Joint Strategic Director for Legal & Democratic Services proposing conflict of interest policies for adoption by each charity.  

Reason(s):

1.       As a trustee the Council has a responsibility to ensure it has in place robust mechanisms for making trustee decisions which are in the best interests of the charity.  The recommendations in this report will establish compliance with the accounting and reporting responsibilities whilst supporting good governance to enable the Council to fulfil its duties in respect of the trustee function competently, robustly and transparently.

2.       To enable the Council to be able to fulfil its duties in respect of best value and continuous improvement in respect of its interests in charities, and to keep under review the objectives, strategies and plans, and performance of each of its companies.

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.

Decision:

To receive a further report from the Lead Officer in March 2025 providing a copy of the accounts and business case.

Reason(s):

1.       To enable the Council to fulfil its duties in respect of the shareholder function competently, robustly and transparently.

2.       To enable the Council to fulfil its duties in respect of best value and continuous improvement in respect of its interests and to keep under review the objectives, strategies and plans, and performance of each company.

3.       To fulfil the Council’s corporate governance duties in respect of ManCo.

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.

Decision:

1.       To delegate authority to the Joint Strategic Director of Economy, Planning & Place, in consultation with the Monitoring Officer and Leader of the Council, to take all steps necessary to implement the members’ voluntary liquidation of the Company under the Insolvency Act 1986 (the “Winding Up”) including the appointment of a liquidator in connection with the Winding Up;

2.       To delegate authority to the Joint Strategic Director of Economy, Planning & Place to seek all further advice necessary in connection with the Winding Up including, without limitation:

(i)           advice from external legal services provider; and

(ii)          advice from external tax services provider.

3.       To delegate authority to the Monitoring Officer to amend the articles of association of GBCH to reduce the quorum requirement from three directors to two directors for any meeting of the board of directors of the Company.

Reason(s):

1.       To enable the Council to fulfil its duties in respect of the shareholder function competently, robustly and transparently.

2.       To enable the Council to fulfil its duties in respect of best value and continuous improvement in respect of its interests in GBCH and NDH, and to keep under review the objectives, strategies and plans, and performance of each company.

3.       To fulfil the Council’s corporate governance duties in respect of GBCH and NDH.

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:

Non-pecuniary interest declared by Councillor Tom Hunt as Chairman of the Board of Directors of Guildford Borough Council Holdings Ltd.

Decision:

1.       To note the progress made following the report on the Council’s companies in August 2024.

2.       To write to the companies to remind them of the deadline for filing the company accounts.

3.       To delegate authority to the Joint Strategic Director of Finance to give shareholder approval to the accounts to enable them to be filed by 31 December 2024.

Reason(s):

1.       To enable the Council to fulfil its duties in respect of the trustee function competently, robustly and transparently.

2.       To enable the Council to be able to fulfil its duties in respect of best value and continuous improvement in respect of its interests in charities, and to keep under review the objectives, strategies and plans, and performance of each of its companies.

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.