Agenda, decisions and minutes

Special Meeting, Executive
Thursday, 7th March, 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

EX85

Apologies for Absence

Additional documents:

Decision:

An apology for absence was received from Councillor Iseult Roche.

 

Minutes:

An apology for absence was received from Councillor Iseult Roche.

 

EX86

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.

 

 

EX87

Leader's Announcements

Additional documents:

Decision:

There were no announcements from the Leader.

 

Minutes:

There were no announcements from the Leader.

 

 

EX88

Slyfield Area Regeneration Project pdf icon PDF 142 KB

Additional documents:

Decision:

Decision:

 

(1)     That the sum of £10 million be transferred from the provisional capital programme to the approved capital programme to facilitate the funding of 50 per cent of Thames Water’s costs as well as any future spend covering Thames Water’s legal, professional fees, and design costs leading to the submission of the planning application for the Sewage Treatment Works.

 

(2)     That the Managing Director be authorised, in consultation with the Leader of the Council, to sign and complete the Development Agreement with Thames Water to proceed with the implementation of the relocation of the Sewage Treatment Works and associated works.

 

(3)     That, in accordance with Overview and Scrutiny Procedure Rule 16 (h), the Executive agrees to waive the call-in procedure in respect of this decision.

 

Reason:

To enable the design and relocation of the Sewage Treatment Works and to progress with the wider Slyfield Area Regeneration Project that will have a positive impact on the supply of housing and employment land in the Borough and regenerate the Slyfield landfill site.

 

Reason for urgency:

Due to the need to complete the development agreement with Thames Water imminently.

 

Alternative options considered and rejected by the Executive:

·      To cease the project retaining the site in its existing state.

·      To develop the landfill site with industrial units.

 

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

None

 

Minutes:

The Executive noted that Slyfield Area Regeneration Project (SARP) had been designated as a Strategic Site in the emerging Local Plan. The relocation of the sewage treatment works would facilitate the delivery of two new industrial units, 1,500 new homes and associated infrastructure.

 

The Executive considered a report on the need to transfer monies from the provisional to approved capital programme to provide funding of 50% of Thames Water’s costs as well as any future spend covering Thames Water’s legal, professional fees, and design costs leading to the submission of the planning application for the proposed new sewage treatment works.  The Council was also at the stage at which the proposed Development Agreement with Thames Water to facilitate these works was ready for completion.

 

The SARP incorporated the replacement of the existing sewage treatment works, which was owned and operated by Thames Water, with a new facility being built on the former Slyfield Landfill site. The facility would meet modern day standards improving the environment for local people, providing extra sewage treatment capacity to meet the demand from the Local Plan Strategic Sites.

 

The project would have a consequential effect on the surrounding area providing more job opportunities within an enhanced Slyfield Industrial Estate. The project would also enable the relocation of the Council depot and the waste facilities away from residential areas, opening up the riverside for the wider community.

 

The Council had been successful in an application to Homes England for Housing Zone designation of the SARP housing site for a loan of £90 million, with access to a Public Works Loans Board (PWLB) loan at preferential rates. A decision on the drawdown of this funding would be made as part of the treasury management function of the Council and was subject to Business Case appraisal. In addition, the Council had secured a grant of £600,000 from the HCA to assist with the review of the financial assumptions for the project and £900,000 from the Local Enterprise Partnership M3 to assist with ground investigations.

 

The Council had submitted a bid for a £52.3 million grant from the Housing Infrastructure Fund (HIF) and a decision was expected later this spring. A EM3 LEP bid had also been submitted for £7.5 million.

 

To date, the Council had entered into a non-legally binding Heads of Terms with Thames Water in July 2018, making a 50% contribution of £1.345 million towards their costs to date of £2.69 million. 

 

The agreement with Thames Water had progressed with completion programmed for late March 2019. Under this agreement, the Council would reconcile Thames Water’s incurred costs to date as well as fund legal, professional fees and design costs leading to the submission of the planning application for the sewage treatment works.

 

The Executive noted that the Managing Director had designated this matter to be urgent on the basis of the need to complete the development agreement with Thames Water imminently; and, subject to the formal agreement of the Executive and the Chairman of  ...  view the full minutes text for item EX88

EX89

Urgent Item of Business - Chantry Wood Campsite Consultation Review

Any other items which, pursuant to Section 100B(4)(b) of the Local Government Act 1972, the Chairman decides are urgent.

Additional documents:

Decision:

Decision:

 

(1)         That, subject to paragraph (2) below and a further report to and decision of the Executive, the proposal to lease Chantry Wood campsite (Barn and firepits) to a forest school operator, as approved provisionally by the Executive on 8 January 2019, be amended to a proposal to grant a non-exclusive licence(s) in respect of the Chantry Wood Campsite for use as a forest school, with the continued shared use for camping and use by community groups and families at weekends and in holiday periods

 

(2)         That the proposal referred to in paragraph (1) above be delayed for 12 months, during which time the Council shall:

 

(a)   undertake further discussions with the local community to seek to ascertain a preferred option for the future management of the campsite, including other options in terms of the educational aspects relating to woodland and countryside awareness;

 

(b)   undertake as soon as practicable the minimum level of works to the building to make it weatherproof and secure in 2019 for continued use as a campsite;

 

(c)   confirm provisional bookings for the campsite for 2019;

 

(d)   undertake further monitoring of usage of the campsite;

 

(e)   engage with potential operators to establish the future viability of a forest school operating a campsite at Chantry Wood Campsite, and that this be reviewed by the Executive once responses are received; and

 

(f)     postpone the proposed small-scale refurbishment and upgrade works pending the review of responses received from potential forest school operators.

 

Reasons:

To respond to concerns raised by local residents during and following the recent consultation.

 

Alternative options considered and rejected by the Executive:

 

Option 1: To reconsider the options set out in the 8 January report as listed in Appendix 1 to the report.

 

Option 2: To undertake a wider consultation, as per option ‘G’ in the original report on the future of the campsite.

 

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

None

 

 

Minutes:

Prior to formal consideration of this matter, Mr Kevin Rye addressed the Executive in accordance with Public Speaking Procedure Rules.

 

The public speaker highlighted the following points in respect of this matter:

 

·        Reiteration of the community’s wish for camping at the Chantry Wood Campsite to continue

·        The need for a proper consultation process before a final decision is made

At the request of the Leader of the Council, the Executive considered a further report which followed on from the Executive’s decision taken on 8 January 2019 in respect of the future of Chantry Wood Campsite (see Minute No EX67 – 2018-19).

 

Following a local consultation, which had been undertaken following that decision, the report now before the Executive had set out the issues that had been raised in that consultation and in other correspondence sent to the Council. 

 

In view of this, the lead councillor invited the Executive to consider a revised approach which would involve keeping the campsite open for the 2019 calendar year,  whilst continuing to engage with potential operators and then reviewing the outcome of this before undertaking the proposed small-scale refurbishment/upgrade works for the building discussed previously by the Executive at its January meeting. 

 

Following discussions with the Council’s building surveyors, it was established that the building required a minimum level of works as soon as practicable in order to make it wind and watertight, and secure.  These works would take around three weeks to complete and cost approximately £5,000, and would be carried out subject to the presence of roosting bats which could add to cost and delay the works.

 

In order to honour provisional bookings of the Campsite, it was proposed that no other refurbishment works would be undertaken, whilst the Council sought an operator.  Consequently, structural and upgrade works would be delayed until next year, and would take into account future use of the Campsite.

 

Whilst the Council would seek to honour provisional bookings, it was accepted that  some areas of the campsite might be fenced off for health and safety reasons during the building works.  However, the Council would also seek to provide replacement temporary storage for the duration of the works. 

 

As the provisional bookings included a waiting list on popular dates, it was possible that the Council might not be able to accommodate previously made booking requests.  It was anticipated that, subject to approval of these revised proposals, the Council should be in a position to confirm bookings from 18 March onwards.

 

Accordingly, the lead councillor revised the recommendation to the Executive as follows:

 

(1)   That the proposal to lease Chantry Wood campsite (Barn and firepits) to a forest school operator,  as approved provisionally by the Executive on 8 January 2019, be implemented subject to identifying an operator who will make the campsite available for community group and family weekend and holiday period use.

 

(2)   That:

(a)     The Council undertakes the minimum level of works to the building to make it weather proof and secure in 2019 for continued  ...  view the full minutes text for item EX89