Agenda and minutes

Community Executive Advisory Board
Thursday, 14th February, 2019 7.00 pm

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

Contact: Andrea Carr, Committee Officer Tel no: 01483 444058  Email:


No. Item


Apologies for Absence and Notification of Substitute Members

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Apologies for absence were received from Councillors Alexandra Chesterfield, Christian Holliday, Sheila Kirkland and Matthew Sarti.


Local Code of Conduct and Declaration of 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 not participate in any discussion or vote regarding that matter

and they must 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.

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There were no declarations of disclosable pecuniary or non-pecuniary interests.


Minutes pdf icon PDF 211 KB

To confirm the minutes of the Executive Advisory Board meeting held on 18 October 2018.

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The minutes of the meeting of the Executive Advisory Board held on 18 October 2018 were confirmed as a correct record, and signed by the Chairman.


New Sport and Entertainment Venue pdf icon PDF 411 KB

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The Lead Councillor introduced a presentation and accompanying EAB discussion paper concerning a proposed new sport and entertainment venue in Guildford and invited the Board’s comments thereon.


The Leisure Services Manager delivered the presentation which explained the corporate objective to undertake a feasibility study for a new multi-use sports and entertainment facility and addressed the background and use statistics, current facilities, the building and other challenges, feasibility study and workstreams, initial vision and aspirations, key questions arising from work to date, next steps and timeline.


The discussion paper introduced the successful Guildford Spectrum Leisure Complex, which was opened in 1993, with its range of facilities which offered a mix between commercial and community facilities all under one roof remaining a unique site in the United Kingdom and making the venue a regional tourist destination with around 1.7 million visits and a turnover of over £10 million each year.  The current building, installation of the combined heat and power unit, new build versus refurbishment, production of a draft vision and ongoing consultation were covered in the discussion paper.  The vision featured the setting and arrival experience, car and other vehicle parking, satellite facilities, parkland and pitch maintenance, design of the main facility, utility and resource impact, facility quality, outreach work and next steps.


The following points arose from related questions and discussion:


·             A new build replacement multi-functional leisure facility was favoured over a refurbishment of the existing facilities as it would enable the Spectrum to remain open during the two year construction period avoiding loss of income and patronage whilst negating the difficulties associated with fitting equipment and plant into a refurbished building not specifically designed for them.

·             The current premises were costly to maintain and were in need of replacement glazing seals.  The current programme of maintenance should significantly reduce the ongoing problem of the leaking roof which was due to incorrect installation owing to poor workmanship.

·             The vision included a goal to make the facility a pleasure to visit and operate.

·             The existing reception area had originally been designed to be a pinch point to control visitor entry, however, this was no longer consistent with the modern customer expectations.  A new build would enable the area to be opened up, have views of the adjoining facilities and accommodate the passage of a large number of people when pantomimes and other events were held.

·             There would be a public consultation in respect of the proposals for a new sport and entertainment venue and the questions would vary according to what facilities were envisaged to be in a new venue.  It would not be necessary to undertake a public consultation if a refurbishment of the existing building was being pursued.

·             The expectations of the target demographics had changed since the Spectrum opened and a refurbishment may not be truly fit for purpose or future-proofed.  The plant equipment and design were out dated.  As the current provision did not meet the demand for more dedicated rooms to accommodate  ...  view the full minutes text for item C24


Report of the Executive Advisory Board Review Task and Finish Group pdf icon PDF 232 KB

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The Council, at its meeting held on 9 October 2018, considered a report concerning a review of the structure of the Executive Advisory Boards (EABs), which contained the following three options:


1.               To disband the existing EABs and establish one overarching EAB making greater use of existing powers to establish task groups to look at specific issues and projects relating to the delivery of the nine strategic Corporate Plan priorities.


2.               To disband the existing EABs and establish topic based advisory boards to be commissioned directly by the Executive as and when required.


3.               To make no change to the current arrangements.


The Council resolved that, before any decision was taken in respect of the future of the EABs, a cross party task and finish group of nine councillors, comprising five Conservative councillors and one councillor from each of the other four groups, be established to consider the matter and report its findings to the Council. 


Accordingly, the EAB Review Task and Finish Group was established and met on 20 November 2018 when it considered the future structure of the EABs.  The Board was invited to consider a report outlining the findings of the Group’s meeting and setting out its conclusions and recommendations to the Council on 26 February 2019, which were first being shared with the EABs with a view to gaining their support.


The Group’s recommendations to Council were as follows:


(1)     That Option 2: “To disband the existing EABs and establish topic based advisory boards to be commissioned directly by the Executive as and when required” be not supported and discounted as a possible future EAB governance structure.


(2)     That the existing arrangement of the two EABs be retained for the time being whilst the Forward Plan process is strengthened pending review following the Borough Council Elections in May 2019 to ascertain whether changes to the Forward Plan process and/or EAB structure are required.


(3)     That the review referred to in paragraph (2) above be carried out within 12 months of the Borough Council Elections.


(4)     That the Forward Plan be included on future EAB agendas as part of the standing item on the Work Programme to facilitate better agenda planning.


(5)     That lead councillors do not play a part in determining the Overview and Scrutiny Committee work programme at work programme meetings.


The reason for the recommendations was to introduce a more efficient and effective EAB configuration.


The EAB noted that the inclusion of the Forward Plan on EAB agendas had already been implemented.  The view was expressed that the discussion in respect of the previous item concerning the future of the Spectrum leisure complex had been valuable and was an example of the benefits of effective work programming to enable EABs to have early input into major projects and policies.

The Board indicated its agreement with the conclusions and recommendations in the report and commended them to Council. 


Executive Forward Plan pdf icon PDF 502 KB

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The EAB considered the most recent version of the Executive Forward Plan, dated 22 January 2019, which benefited from the recent drive to secure improved programming of work and decisions recommended by the EAB Review Task and Finish Group.  It was reported that the Executive meeting originally arranged for 26 March 2019 had been brought forward to 19 March 2019 and that the Home Improvement Grant Policy item scheduled for that meeting had been postponed and would now be submitted to the EAB on 4 April and to the Executive on 23 April, 2019.  As the Disabled Facilities Grants item listed for the EAB meeting on 28 May 2019 was a duplicate of the Home Improvement Grant Policy, the former item would be deleted and replacement items would need to be identified for this meeting.


EAB Work Programme pdf icon PDF 128 KB

To consider and approve the EAB’s draft work programme.  Details of future Executive decisions are included.  

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The EAB Work Programme was considered and noted by the Board.  The strengthening of the Executive Forward Plan would be reflected in the Work Programme which could be populated with items for up to a year ahead.  The Board was invited to submit any suggested changes via e-mail.


Progress with Items Previously Considered by the EAB pdf icon PDF 163 KB

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Progress with items previously considered by the EAB were noted.  The format of this summary report would be reviewed to ascertain whether any improvements could be identified.