Agenda, decisions and minutes

Executive
Tuesday, 16th July, 2019 7.00 pm

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

Contact: John Armstrong, Democratic Services Manager. Tel: 01483 444102  Email: john.armstrong@guildford.gov.uk

Media

Items
No. Item

EX14

Apologies for Absence

Additional documents:

Decision:

Apologies for absence were submitted on behalf of Councillors Joss Bigmore, Pauline Searle, and Fiona White.

 

Minutes:

Apologies for absence were submitted on behalf of Councillors Joss Bigmore, Pauline Searle, and Fiona White.

 

EX15

Local Code of Conduct - Disclosable Pecuniary Interests

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 notparticipate 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:

Decision:

There were no disclosures of interest.

Minutes:

There were no disclosures of interest.

EX16

Minutes pdf icon PDF 294 KB

To confirm the minutes of the meeting of the Executive held on 18 June 2019.

Additional documents:

Decision:

The Executive approved, as a correct record, the minutes of the meeting held on 18 June 2019.  The Chairman signed the minutes.

 

 

Minutes:

The Executive approved, as a correct record, the minutes of the meeting held on 18 June 2019.  The Chairman signed the minutes.

 

 

EX17

Leader's Announcements

Additional documents:

Decision:

There were no announcements from the Leader.

 

Minutes:

There were no announcements from the Leader.

 

EX18

Redevelopment of Westborough and Park Barn Play Areas pdf icon PDF 595 KB

Additional documents:

Decision:

Decision:

 

That the Executive agrees to:

 

(1)   proceed with a review of the quantity, location and use of the areas known as Kings College, Chapelhouse, Woodside Road and Derby Road play areas through consultation;

 

(2)   move the provisional capital sum of £320,000 (PL20p) to the approved capital programme to be spent on improvements to the areas described in this report;

 

(3)   explore the potential for access and use of land known as Wey Valley College on Southway to increase the quantity of play provision, particularly for older children, in Westborough as described in paragraph 6.5 of this report; and

 

(4)   delegate the decision for approving the final schemes to the Director of Environment, in consultation with the Lead Councillor for Health & Wellbeing, the Voluntary Sector, Grants Panel, Play Strategy and Project Aspire.

Reason:

To enable the action plan from Guildford’s Play Strategy to proceed by investing in the play areas within the Westborough/Park Barn area as the next priority areas for improvement.

 

Alternative options considered and rejected by the Executive:

To do nothing and continue to maintain the existing play areas.  The provisional capital will be spent on the next play areas within the Play Strategy Action Plan.

 

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

None

 

Minutes:

The Executive considered a report which set out proposals to improve play provision in the Westborough/Park Barn area through a review of the play areas known as Kings College, Chapelhouse, Woodside Road and Derby Road.  The report indicated how the proposal aligned with several Council strategies and strategic priorities and why there was a need for play area improvements.

 

The Guildford Play Strategy 2016-2021 had sought to provide better opportunities for play for all ages and abilities and included an action plan of refurbishment for all the Council’s play areas.  The area of Westborough/Park Barn was next for review.

 

The report included an assessment of the quantity of play space for different ages and highlighted some inequalities in play provision, namely in play facilities for older children, that this project would seek to address.

 

Quality, attractive play areas are essential to increase levels of physical activity, improve children’s wellbeing, promote imagination, develop skills, including social cohesion and learn about the environment.  Access to green spaces (including play spaces) had been found to be associated with more people with a healthy weight, improved mental health and longer lives.  The Executive noted that Westborough was one of England’s most deprived neighbourhoods and statistics showed 18.4% of children were in low-income families, compared to Guildford’s average of 9.4%, and there was a high rate of obesity amongst some ages of children.

 

The ward currently had some uninspiring and tired play areas, some of which were poorly used.  Residents had also raised concerns about safety, which required further exploration. Some of the play areas could be better located with ‘greener’ links between them. The refurbishment project would seek residents’ views through two stages of consultation, the first of which was completed at the end of May 2019.  It would involve several of the Council’s teams to ensure that play spaces that residents would use and enjoy were provided, as well as making the best use of the available funds. The Council’s Communications and PR Team would support the consultations and project progress.

 

The Executive was informed that there was £320,000 remaining in the provisional capital programme (PL20p) for the playground refurbishment programme. It was anticipated that all this sum would be required for the Westborough ward, partly due to a lack of other finances such as s106 developer’s funds earmarked for this ward.

 

Having considered the proposals, the Executive

 

RESOLVED:

 

(1)   To proceed with a review of the quantity, location and use of the areas known as Kings College, Chapelhouse, Woodside Road and Derby Road play areas through consultation.

 

(2)   To move the provisional capital sum of £320,000 (PL20p) to the approved capital programme to be spent on improvements to the areas described in the report submitted to the Executive.

 

(3)   To explore the potential for access and use of land known as Wey Valley College on Southway to increase the quantity of play provision, particularly for older children, in Westborough as described in paragraph 6.5 of the report.

 

(4)   To delegate  ...  view the full minutes text for item EX18

EX19

Public Toilet Review pdf icon PDF 212 KB

Additional documents:

Decision:

Decision:

 

(1)     That the current free provision of toilets, with the exception of the Home Farm toilet, be maintained.

 

(2)     That, subject to the outcome of a public consultation on the closure of the Home Farm toilet, the Waste, Parking and Fleet Services Manager, in consultation with the relevant lead councillor, be authorised to determine whether that toilet should be closed.

 

(3)     That the Council financially supports the provision of a Changing Places toilet in partnership with a retail partner to a maximum of £10,000.

 

Reason:

To continue to provide a comprehensive range of public toilet facilities throughout the borough, supporting visitors to the borough’s many attractions and facilities.

 

Alternative 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

 

Minutes:

The Executive noted that, during 2018, a thorough review of the provision of public toilets in Guildford was undertaken. This review had found that there was a comprehensive and well-used service with clear plans for future maintenance. The outcome of this review was taken to the Community Executive Advisory Board (CEAB) on 18 October 2018, to seek their views on the future of the facilities and to explore a number of options, which had informed the recommendations to the Executive.

 

The Executive considered a report, which included a copy of the detailed report to the CEAB at its 18 October 2018 meeting, and the CEAB’s recommendations in respect of the various options.

 

The Executive noted further detailed information including a report from Healthmatic, setting out the results of a usage survey and associated general advice, and a condition report from Property Services setting out the condition of all facilities and their future maintenance and refurbishment cycle and costs.

 

In considering this matter, the following points were made:

 

·        The pop-up urinals in North Street were currently functional but in view of their age, they would require replacement in the next two years

·        Disabled users would need a RADAR key to access the Council’s disabled toilets but there were alternative options for disabled users in many of the shops and restaurants in the town

·        The need for more unisex toilets had been highlighted in the report, but it was recognised that there were difficulties in converting older buildings for this purpose

·        The proposed Changing Places toilet was particularly welcomed

·        More baby changing facilities were requested

 

Having considered the report, the Executive

 

RESOLVED:

 

(1)     That the current free provision of toilets, with the exception of the Home Farm toilet, be maintained.

 

(2)     That, subject to the outcome of a public consultation on the closure of the Home Farm toilet, the Waste, Parking and Fleet Services Manager, in consultation with the relevant lead councillor, be authorised to determine whether that toilet should be closed.

 

(3)     That the Council financially supports the provision of a Changing Places toilet in partnership with a retail partner to a maximum of £10,000.

 

Reason:

To continue to provide a comprehensive range of public toilet facilities throughout the borough, supporting visitors to the borough’s many attractions and facilities.

 

EX20

Replacement of the Waste and Recycling Fleet pdf icon PDF 448 KB

Additional documents:

Decision:

Decision:

 

That the Executive agrees to:

 

(1)     the purchase of a replacement refuse and recycling collection fleet as set out in this report; and

 

(2)     the transfer £3,400,000 from the provisional capital programme to the approved capital programme.

 

Reason:

The recommendations are made to ensure that Guildford Borough Council can continue to provide statutory waste and recycling collection services that maintain high resident satisfaction and best value for the organisation.

 

Alternative options considered and rejected by the Executive:

To not proceed with the planned replacement, which would prevent the service from delivering the Council’s statutory duty to collect waste and recycling as the current fleet would become increasingly unreliable.

 

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

None

 

Minutes:

The Executive considered a report which informed councillors that the Government was currently reviewing its national waste strategy, the results of which would be known next summer.  Changes were expected to be implemented between 2023 and 2026 and this was likely to include a requirement to change collection services.

 

There were also changes taking place in the global markets for recyclable materials and as a result of savings being required by the Waste Disposal Authority, Surrey County Council.  These would have an impact on the cost of the Borough Council’s waste and recycling services.

 

The Borough Council, however, needed to replace its existing collection fleet in 2020. Given the uncertainties, Officers had identified a fleet configuration that would allow the continuation of the service in its current form, but which would be sufficiently flexible to respond to changes required in response to the new national waste strategy, changed market conditions and financial pressures.

 

The options for the procurement of sustainable vehicles had been explored, but at this time there were no suitable, tested electric or hydrogen fuelled vehicles available on the market. In addition, issues with the current infrastructure in supporting these vehicles in the short term had been identified. The Council currently had nine electric vehicles on fleet, but expanding this to include the refuse collection vehicles would require a significant and costly infrastructure upgrade to the depot site that had a lifetime of just three years remaining. Infrastructure to support the use of electric and hydrogen fuelled vehicles had, however, been added to the new depot planned for as part of the Slyfield Area Regeneration Project. 

 

In considering this matter, the following points were made:

 

·        The proposal to replace the fleet would not affect current waste and recycling collection processes

·        Used fleet vehicles would typically be auctioned and some would be exported for use in other countries and others used as hire vehicles in this country

·        Manufacturers of fleet vehicles were constantly improving the vehicles in terms of efficiency and impact on the environment

 

The report had therefore sought approval to procure a new waste collection vehicle fleet.  Councillors noted that the service would remain unchanged from the residents’ perspective with operational improvements gained from increased reliability and improved efficiency of the new vehicles.

 

The Executive

 

RESOLVED:

 

(1)     That the purchase of a replacement refuse and recycling collection fleet as set out in the report submitted to the Executive, be approved

 

(2)     That the transfer of £3,400,000 from the provisional capital programme to the approved capital programme, be approved.

 

Reason:

The recommendations are made to ensure that Guildford Borough Council can continue to provide statutory waste and recycling collection services that maintain high resident satisfaction and best value for the organisation.

 

EX21

Guildford West Railway Station pdf icon PDF 295 KB

Additional documents:

Decision:

Decision:

 

That the Executive:

 

(1)   endorses the findings of the previously-completed GRIP 2 (Feasibility) study;

 

(2)   approves progression of the project to GRIP 3 (Option Selection);

 

(3)   authorises the Director of Planning and Regeneration:

 

(a)   to take all necessary steps in accordance with the Council’s Procurement Procedure Rules to procure services and enter into a contract with the preferred supplier, in order to deliver GRIP 3; and

 

(b)   to establish a new Project Board

 

(4)   approves the transfer of £500,000 from the provisional capital budget of £5.2 million for this project to the approved programme, ready to commence works on GRIP 4 once the GRIP 3 work has been formally signed-off.

 

Reason:

To progress works necessary for the future delivery of the Guildford West Rail Station at Park Barn.

 

Alternative options considered and rejected by the Executive:

·        To do nothing (‘Option 0’)

·        Low cost bus service enhancement (‘Option 3’)

 

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

None

 

Minutes:

The Executive considered a report on the proposal to establish a new Guildford West Rail Station in the west of the town that would help relieve congestion and parking in the area by providing a genuine alternative to the private motor car.  It would encourage modal shift and support the proposed expansion of the area, which included the Royal Surrey County Hospital, University of Surrey and Guildford Research Park, in addition to a large residential population. Other benefits included an interface with, and complementing, Phase 1 of the Council’s Sustainable Movement Corridor (SMC), helping to sustain important local institutions and further support their expansion by increasing the catchment area from which the staff and students attending and resourcing these institutions were drawn. This station would also enable increased economic development without the associated traffic congestion and high demand for parking and would also improve productivity and support inward investment helping to retain key employers in the area.

 

The viability of a new railway station on the national network, its size, location, accessibility, impact on existing services and initial views on constructability, had been investigated under Stage 2 (Feasibility) of Network Rail’s Governance for Railway Investment Projects (GRIP) Process. GRIP was an eight-stage process that sees the concept of a major investment project – in this case a new two-platform railway station - from feasibility, option identification, option selection and subsequent single option development through to detailed design, construction and commissioning of a completed station.

 

While the GRIP process helped to eliminate non-viable options and provided costs for preferred option construction and commissioning, it did not identify how a project would be funded. Those invested in the process would undertake this in parallel.

 

In this case, as the Council had identified the requirement for a new station based on many factors including the envisaged local benefits it would deliver, it was the Council’s responsibility to source funding by exploring potential contributions from developers and other stakeholders such as Network Rail, the University of Surrey, Surrey County Council, the EM3 LEP, etc. The extent of funding required would become clearer as the project moved through the necessary GRIP stages.

 

The next stage (GRIP 3 – Option Selection) would allow the Council to review the options put forward in the GRIP 2 Feasibility Report in more detail. It would identify any unforeseen issues e.g. topography, bearing capacity etc. that could eliminate a GRIP 2 option from moving forward.

 

An allocation had been identified in the Local Plan for the proposed new station - it was one of the two options put forward under GRIP 2 for consideration. It was anticipated that the work undertaken under GRIP 3 would confirm its viability and identification as the preferred location, but this could not be assumed at the current time until the full option appraisal had been completed.

 

There would be some land requirements for the options to be considered in GRIP 3 and this might influence the final option selection. Discussions had already been initiated  ...  view the full minutes text for item EX21