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

02/04/2020 - Grant of Tenancy at Will to Age UK Surrey in respect of the Shopmobility Scheme on Level 3 at Bedford Road MSCP, Bedford Road, Guildford, GU1 4SJ ref: 1389    Recommendations Approved

Decision Maker: Interim Head of Asset Management

Decision published: 09/04/2020

Effective from: 02/04/2020

Decision:

The current contracted out lease expired on 31/03/2020.

In order to protect the Council’s interests, the proposal is to grant a tenancy at will to cover the period following expiry whilst the terms of a new lease of the above premises are negotiated.

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

Wards affected: Friary & St Nicolas;

Lead officer: Marieke van der Reijden


02/04/2020 - Grant Licence of Part Land St Catherines Hill, Artington, Guildford, Surrey, GU2 4EF ref: 1388    Recommendations Approved

Decision Maker: Interim Head of Asset Management

Decision published: 09/04/2020

Effective from: 02/04/2020

Decision:

The Council has received a request to grant a Licence for Access and two Site Compounds at St Catherines Hill, Artington, Guildford, Surrey, GU4 4EF.

The licence will be granted to Network Rail Infrastructure Limited, the operators of the railway infrastructure at the location of St Catherines Tunnel (Sand Tunnel Guildford).

Network Rail has created an access way from a dirt track off Ferry Lane, Portsmouth Road for plant traffic and a dedicated walking route to the side of it. There are 2 site compound areas along the route, a lower one for welfare use and the top compound to accommodate a long reach excavator. The crest of the slope has been reinforced along the route. Network Rail’s contractors will use the access ways to access the railway infrastructure, and land held under the terms of an existing easement granted to British Railways Board by the Council dated 22/09/1984.

Network Rail’s works are to remove approximately 1000 tonnes of loose material from the portal around the Sand Tunnel following a slippage, and to stabilise the cutting using netting and soil nails.
Network Rail will be required to reinstate the Council’s land within the licence period.

Network Rail has written to the Planning Inspectorate to confirm that it will be making a retrospective application under Section 38 of the Commons Act 2006 to carry out works on St Catherines Hill Common.

It is possible that the soil nails that are being used to stabilise the cutting will penetrate the Council’s freehold property below ground level, which will require a separate formal Deed of Easement to be executed.

The Grantees have agreed to pay £1,800 for the period of the licence of 10 weeks commencing on 28/02/20 until 08/05/20 (£180 per week) plus our legal and surveyor’s fees, which in accordance with the Council’s General Disposal Consent powers, provides the ‘best consideration reasonably obtainable’ where the proposed term exceeds seven (7) years. The agreement will allow for an extension in the period to be charged at a weekly rate of £180 per week.

The Grantees will be required to obtain our approval for vehicular and pedestrian access over the Council’s land, the use of two site compound areas and the works on the Council’s land.

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


Wards affected: Shalford;

Lead officer: Marieke van der Reijden


08/04/2020 - Grant Licence of Part Farnham Road MSCP (Lease in), Guildford, Surrey. ref: 1387    Recommendations Approved

Decision Maker: Deputy Head of Asset Management

Decision published: 09/04/2020

Effective from: 08/04/2020

Decision:

The Council has received a request to grant a Licence for Access and a Site Compound at Farnham Road Multi-storey car park, Guildford. The land is held by the Council under the terms of a 999-year lease dated 25/03/1988.

The licence will be granted to Network Rail Infrastructure Limited, the freehold owners of the land.

Network Rail require access for a one flat-bed lorry to bring scaffold and soil nails to site for short term storage and loading of materials onto goods trains in connection with engineering works to stabilize the railway tunnel at St Catherines Hill, Artington.

The Grantees have agreed to pay £250 for the period of the licence of 5 days commencing on 14/04/20 until 18/04/20 plus our legal and surveyor’s fees, which in accordance with the Council’s General Disposal Consent powers, provides the ‘best consideration reasonably obtainable’ where the proposed term exceeds seven (7) years.

The Grantees will be required to obtain our approval for vehicular and pedestrian access over the Council’s leased-in land, and the use of the site compound area for the works to bring materials for short term storage and loading onto goods trains from the Council’s leased-in land.

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

Wards affected: Friary & St Nicolas;

Lead officer: Marieke van der Reijden


08/04/2020 - Grant Licence of Part Farnham Road Multi-Storey Car Park (Lease in), Guildford, Surrey. ref: 1386    Recommendations Approved

Decision Maker: Interim Head of Asset Management

Decision published: 09/04/2020

Effective from: 08/04/2020

Decision:

The Council has received a request to grant a Licence for Access and a Site Compound at Farnham Road Multi-storey car park, Guildford.  The land is held by the Council under the terms of a 999-year lease dated 25/03/1988.

 

The licence will be granted to Network Rail Infrastructure Limited, the freehold owners of the land.

 

Network Rail require access for a one flat-bed lorry to bring scaffold and soil nails to site for short term storage and loading of materials onto goods trains in connection with engineering works to stabilize the railway tunnel at St Catherines Hill, Artington.

 

The Grantees have agreed to pay £250 for the period of the licence of 5 days commencing on 14/04/20 until 18/04/20 plus our legal and surveyor’s fees, which in accordance with the Council’s General Disposal Consent powers, provides the ‘best consideration reasonably obtainable’ where the proposed term exceeds seven (7) years.  

 

The Grantees will be required to obtain our approval for vehicular and pedestrian access over the Council’s leased-in land, and the use of the site compound area forthe works to bring materials for short term storage and loading onto goods trains from the Council’s leased-in land. 

 

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

 

Consultation:

(a)   Cllr Joss Bigmore – Email 08/04/20 at 15.35 agrees with proposal with no further comments being made.

 

(b)   Councillors Angela Goodwin, Tom Hunt, and Caroline Reeves informed of the decision on 08/04/20.

Lead officer: Marieke van der Reijden


30/03/2020 - Grant of the Contracted-Out Lease of Burchatts Farm Barn to Guildford Chiropractic Clinic ref: 1385    Recommendations Approved

Decision Maker: Deputy Head of Asset Management

Decision published: 01/04/2020

Effective from: 30/03/2020

Decision:

To approve the grant of the lease of Burchatts Barn Farm in line with the following terms and conditions:

 

New 10 year FRI lease to Guildford Chiropractic Clinic.  The lease will be subject to an Agreement for Lease subject to Landlords Works, which involve the removal of the former commercial kitchen and servery and a schedule of minor repairs.  There will be a photographic schedule of condition appended to the lease.

 

For grant of a new lease the rent will be £40,000 which in accordance with the Council’s General Disposal Consent powers, provides the ‘best consideration reasonably obtainable’ where the proposed term exceeds seven (7) years.

 

The rent will be payable quarterly in advance and subject to an uplift in line with open market value at the end of the 5th anniversary of the term.

 

If you have any queries, then please contact

Mark Appleton who will be happy to provide further information.

 

Consultations:

(a)   Cllr Bigmore, Lead Member for & Finance – Email 26.3.2020 at 08.30 agrees with proposal with no further comments being made.

 

(b)   Cllr Bigmore & Cllr Booth– informed of decision on 26.3.2020

 

(c)   Claire Morris – Email 26.3.2020 at 14.29 agrees with proposal with no further comments being made.

Wards affected: Christchurch;

Lead officer: Mark Appleton


30/03/2020 - To grant a Contracted-Out Lease of The yard at The Rock, Thornberry Way, Slyfield Industrial Estate. ref: 1383    Recommendations Approved

Decision Maker: Deputy Head of Asset Management

Decision published: 30/03/2020

Effective from: 30/03/2020

Decision:

To approve the grant of the lease of The Yard at The Rock, Thornberry Way, Slyfield Industrial Estate in line with the following terms and conditions:

Rent = £2.75 per sq ft (Simon Goldsworthy is going to measure the yard space to calculate the finalised rent, using an online measurement tool the space is approximately 15,000sq ft which would equate to £41,250).
Term = 3 months and then a rolling monthly lease.
Break = One months notice.
The lease being agreed will allow access to the industrial unit for GBC to complete the necessary refurbishment works, it will also provide additional security for the site.

The rent will be payable monthly in advance.

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

Wards affected: Stoke;

Lead officer: Marieke van der Reijden


24/03/2020 - North Downs Housing Ltd and Guildford Borough Council Holdings Ltd ref: 1374    Recommendations Approved

To approve the final accounts for 2018-19

Decision Maker: Executive Shareholder and Trustee Committee

Made at meeting: 24/03/2020 - Executive Shareholder and Trustee Committee

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

The Leader of the Council NOTED:

 

(1)   that the Board of North Downs Housing have approved the annual report and accounts at Appendix 1 of the committee report and submitted them to Companies House

(2)   that the Board of Guildford Borough Council Holdings Ltd have approved the annual report and accounts at Appendix 2 and submitted them to Companies House

(3)   the resignation of Adrian Maunders from the Board of the Holding Company

(4)   the appointment of Councillor Tom Hunt to the Board of the Holding Company

(5)   the appointment of Directors of North Downs Housing as set out in paragraph 3.7 of the committee report

 

Reason:

To fulfil the Council’s corporate governance duties in respect of its subsidiary companies.

 

Options considered and rejected by the Leader of the Council:

None

 

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

None

 

Details of any written submissions received and considered by the Leader from other members of the Executive, councillors or public:

 

Cllr Patrick Sheard (non-Committee member):

I have no issue with this.

 

Cllr Deborah Seabrook Sheard (non-Committee member):

Agreed.

 

 

Wards affected: (All Wards);

Lead officer: Peter O'Connell


24/03/2020 - Minutes ref: 1375    Recommendations Approved

Decision Maker: Executive Shareholder and Trustee Committee

Made at meeting: 24/03/2020 - Executive Shareholder and Trustee Committee

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Not applicable.

 


24/03/2020 - Disclosure of interests ref: 1373    Recommendations Approved

Decision Maker: Executive Shareholder and Trustee Committee

Made at meeting: 24/03/2020 - Executive Shareholder and Trustee Committee

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

There were no declarations of interest by the Leader.


24/03/2020 - Apologies for absence and notification of substitutes ref: 1372    Recommendations Approved

Decision Maker: Executive Shareholder and Trustee Committee

Made at meeting: 24/03/2020 - Executive Shareholder and Trustee Committee

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Not applicable

 

 


24/03/2020 - Allen House Pavillion ref: 1371    Recommendations Approved

To seek authority to proceed with new lease of charitable land at Allen House.

Decision Maker: Executive Shareholder and Trustee Committee

Made at meeting: 24/03/2020 - Executive Shareholder and Trustee Committee

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Decision:

 

That the Director of Strategic Services be authorised to complete the lease to the Matrix Trust for a new 20-year term, in accordance with the Heads of Terms set out in the report submitted to the Committee, including rights for Matrix to undertake proposed works to the Pavilion and open a community café.

 

Reason(s):

The lease to Matrix expired on 22 December 2019, the tenant is currently occupying the Allen House Pavilion on a tenancy at will. The new lease will generate more rental income for the Trust, allow Matrix to improve the building and open a community café.  This will make Matrix more financially sustainable and allow it to expand its youth work.

 

Options considered and rejected by the Leader of the Council:

 

Option 1

 

The Trust could renew the lease to Matrix for a further five years.  It would still be necessary to undertake a public consultation and seek the ESTC’s approval before undertaking the consultation and finalising terms with Matrix.  This would not provide Matrix with a long enough term to obtain funding for the proposed works to the building.  Consequently, the building would not be improved, and the change of use would not be implemented, meaning that Matrix would not be able to create an income stream to invest into the charity. 

 

            Option 2

 

The Trust could advertise the opportunity to lease the building on the open market and seek best offers.  Given that the 2014 Deed of Variation restricts leases granted in respect of the Pavilion to charitable uses and projects, the demand for the building is likely to be extremely limited.  A report has also been obtained from an external surveyor on the market rent and the surveyor commented that there would be no advantage to the Trust in formally advertising the proposed 20-year lease term on the open market.

 

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

None

 

Details of any written submissions received and considered by the Leader from other members of the Executive, councillors or public:

 

Cllr Patrick Sheard (non-Committee member):

I have no issue with this.

 

Cllr Deborah Seabrook Sheard (non-Committee member):

Agreed. Matrix are a brilliant organisation and this proposal will enable them to increase their youth work. Thanks to Simon Goldsworthy for a clear report and presenting genuine options.

 

Wards affected: (All Wards);

Lead officer: Simon Goldsworthy


24/03/2020 - Leader's Announcements ref: 1370    Recommendations Approved

Decision Maker: Executive

Made at meeting: 24/03/2020 - Executive

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Not applicable


24/03/2020 - Minutes ref: 1369    Recommendations Approved

Decision Maker: Executive

Made at meeting: 24/03/2020 - Executive

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Not applicable.


24/03/2020 - Local Code of Conduct - Disclosable Pecuniary Interest ref: 1368    Recommendations Approved

Decision Maker: Executive

Made at meeting: 24/03/2020 - Executive

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

There were no declarations of interest by the Leader.


24/03/2020 - Apologies for Absence ref: 1367    Recommendations Approved

Decision Maker: Executive

Made at meeting: 24/03/2020 - Executive

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Not applicable.


24/03/2020 - Future Management and operation of Chantry Wood Campsite ref: 1376    Recommendations Approved

To report the outcome consultation and agree on future use.

Decision Maker: Executive

Made at meeting: 24/03/2020 - Executive

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Decision:

 

(1)   That the Chantry Wood Campsite continues in its current form with increased fees as set out in “Option B2” of the report submitted to the Executive.

 

(2)   That the Council continues to engage with forest school operators to explore options to increase outdoor education whilst maintaining a camping facility.

Reason:

To implement arrangements at the campsite that respond to the views expressed during the consultation that protects the natural environment and reduces the operational cost to the Council.

 

Options considered and rejected by the Leader of the Council:

            Option B1 Basic facilities run by GBC

Option B3 Basic Facilities – run by volunteers

Option B4 Basic facilities – run by forest school

 

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

None

 

Details of any written submissions received and considered by the Leader from other members of the Executive, councillors, public or officers:

 

Cllr Patrick Sheard (non-Exec member):

Given the latest strictures from HMG over the last few days, I don’t feel it appropriate to take any decision at this current point in time.

 

Cllr Deborah Seabrook (non-Exec member):

EAB asked for the possibility of providing improved disabled facilities be investigated. Whilst the consultation had not revealed a great demand, that may be because respondents were self-selecting and it does not appear any attempt was made to ask disabled people if they were interested in using the site or what they would need to be able to do so. It may well be that any adaptations necessary would go far beyond ‘reasonable adjustment’ and hence be unachievable/ affordable. However, it would be good to see this point considered.

 

Leader’s response:

We are deferring consideration of access improvements as the camp site can’t be booked now and we will look at this when we are in a position to use it, when we know if the Forest School are interested and we will also review the booking system when the IT is in place.

 

Cllr George Potter (non-Exec member):

An issue that residents have raised with me is that the booking system for the campsite is likely to be a major contributory factor to its low usage.

At present all bookings must be made a year in advance and there is no online calendar to show the availability of the campsite. There is also no deposit required for making a booking.

This effectively encourages people to make speculative bookings well in advance and then to simply cancel, or not show up, for bookings that they no longer want or need. The resultant booking vacancies aren't filled, however, because others who wish to book the site have no way of knowing that these vacancies exist.

Indeed, residents have told me that when calling to make booking enquiries staff have declined to tell them what dates are available and instead residents have resorted to asking about each calendar date in turn until they get to one to which the answer is "it's available".

If charges are going to increase then a priority must be to get a better booking system that encourages, rather than discourages, use of the campsite.

Additionally, I would strongly support the prioritisation of rebuild/adaptations to the toilet blocks to make them more disabled accessible. This should be prioritised ahead of works such as the refurbishment of the barn interior as, at present, the interior is predominantly used by the parks department for storage and is rarely used by public bookings.

Finally, residents have reported a belief that the campsite appears to periodically be used for internal corporate bookings by GBC. If this is indeed the case it should be the case that these bookings are cross-charged appropriately so that this usage is accurately recorded in figures which purport to show the usage of the campsite.

 

Leader’s response:

 

a)    Corona Virus:

The campsite is currently shut due to Corona Virus as we cannot provide basic sanitation and gatherings are discouraged as per government advice.

b)    The Booking system:

A new online booking system is planned as part of the Future Guildford project. This could show a bookings calendar and include a deposit payment.

c)     Level of usage:

The level of usage is determined by the single party booking, not the booking system. This is due to the current toilet system. The water infrastructure in the area would require upgrading in order to address this. This was considered in the Executive Report in 8 January 2019. The public consultation established that there is no public support for this scale of investment.

d)    Staff not being able to say what vacancies are available:

In the winter we have maintained a waiting list as booking dates were not confirmed pending this decision on the future operation.

In order to avoid any confusion, we neither offered nor confirmed that bookings on specific dates are available.

e)    More accessible toilets:

Full disabled access cannot be achieved, as this would depend on water pressure availability. The water infrastructure in the area would require upgrading in order to address this. The public consultation established that there is no public support for this scale of investment. Some improvements can be delivered. The scope would determine the time required to address Green Belt/ Building regulations. Due to the nature of the surrounding site the current requirement for disabled access is low. A balance would need to be struck between effort and outcome, as the measures that are possible to be delivered within the current constraints may not be sufficient to provide greater accessibility.

f)      It is correct the campsite is occasionally booked for internal use. Cross charging would impact on the cost of other Council services, for example the Play Rangers.

 

Wards affected: Holy Trinity;


24/03/2020 - Town Centre Masterplan ref: 1381    Recommendations Approved

To seek approval to proceed with the preparation of a DPD Masterplan.

Decision Maker: Executive

Made at meeting: 24/03/2020 - Executive

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Decision:

 

(1)    That a Town Centre Masterplan Programme Board be established and chaired by Councillor John Rigg.

 

(2)    That a procurement specialist be appointed for the purpose of a delivery led town centre project who will advise the Council on the recruitment of a team of specialists, including planners, to lead on the delivery of a portfolio of projects that will together contribute to the comprehensive regeneration of Guildford town centre, and be responsible for delivering the projects that are identified as supporting the future of the Town Centre as well as the evidence base that will inform an aspirational document to explore the development potential of the Town Centre.

 

Reason:

To support the implementation of the resolution in Council minute C029.

 

Options considered and rejected by the Leader of the Council:

To not approve the recommendation thereby delaying the delivery of a strategy for the improvement of Guildford Town Centre .

 

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

None.

 

Details of any written submissions received and considered by the Leader from other members of the Executive, councillors or public:

 

Cllr Patrick Sheard (non-Exec member):

I am happy to support this proposal.

 

Cllr Deborah Seabrook (non-Exec member):

Agree with the recommendation.

 

Wards affected: Friary & St Nicolas; Holy Trinity;


24/03/2020 - Guildford borough Local Plan - Local Development Scheme 2020 ref: 1379    Recommendations Approved

To approve the Development Management Policies for Regulation 18 Consultation.

Decision Maker: Executive

Made at meeting: 24/03/2020 - Executive

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Decision:

 

That the Local Development Scheme, as set out in Appendix 1 to the report submitted to the Executive be adopted with effect from 1 April 2020.

 

Reason:

To progress the new Guildford borough Local Plan: development management policies by having a Local Development Scheme (LDS) with an up to date timetable for the Local Plan.

 

Options considered and rejected by the Leader of the Council:

None.

 

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

None.

 

Details of any written submissions received and considered by the Leader from other members of the Executive, councillors or public:

 

Cllr Patrick Sheard (non-Exec member):

This is probably inappropriate at this time.

 

Leader response:

This is not a radical decision that might be impacted by the Covid-19 situation and is required in order to move forward with the proposed consultation on the Development Management Policies approval of which will be required from Full Council.

 

Cllr Deborah Seabrook (non-Exec member):

Agrees with recommendation

 

Wards affected: (All Wards);

Lead officer: Stuart Harrison


24/03/2020 - Burchatts Farm Barn car park, Stoke Park ref: 1377    For Determination

To agree the transfer from provisional to approved capital programme for the surfacing of Burchatt's Farm Barn car park.

Decision Maker: Executive

Made at meeting: 24/03/2020 - Executive

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Decision:

To defer the decision until a later date.

 

Reason(s):

The parking assessment will be redone and so this was not an urgent piece of work to be undertaken at this point in time.

 

Options considered and rejected by the Leader of the Council:

To proceed with the project by transferring monies from the provisional to approved capital programme.

 

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

None

 

Details of any written submissions received and considered by the Leader from other members of the Executive, councillors or public:

 

Cllr Patrick Sheard (non-Exec member):

Given the latest strictures from HMG over the last few days, I feel we should postpone this decision until the HMG has made it decision regarding infrastructure developments /building workers clearer.

 

Cllr Deborah Seabrook (non-Exec member):

Agreed in principle. However, I have 3 points:

1.     Should we re-prioritise the capital programme in view of current unprecedented circumstances?

2.     If/ when the works go ahead, priority should be given to maintaining spaces for use by Disability challengers during the works. Others can walk.

3.     Only 3 cycle stands are mentioned in section 3.10. Given we are trying to increase sustainable travel, we should be making it easier for people to cycle, especially urban saints, Guildfordians etc.  

 

Leader’s response:

We will review the whole proposal because officers have informed us the parking assessment will have to be redone before we are able to start the work. Cycling can be reviewed then.

 

Cllr John Redpath (non-Exec member):

I am concerned about the charges for surfacing Burchatts car park. This is a huge amount of money for this area.  Has it been properly tendered and is it for all the currently unsurfaced areas such as Challengers, the Barn demise etc?

Even then it’s excessive.

 

Leader’s response:

  • It is an estimate to allow the formal tendering process to be undertaken.  We cannot go through a tendering process without first getting authority to spend the money. Our engineers have allowed for a generous contingency of 15%, so there is a good chance the final cost will be less. We do not want to under-estimate the final cost in case we do not have enough funds and end up having to go back to the Executive.
  • Our engineers have based the cost on current contractor rates and these rates are from contractors on the cheaper end of the scale. The cost includes the following:

 

·       Preliminaries, restrictive working, traffic management

 

·       SUDS drainage works

·       Earthworks

·       Block paving construction

·       Tarmac construction

·       Kerbs, edgings

·       Consultants: CDM, QS and Engineering design time

·       Contingencies, 15% of works.

 

 

 

 

 

 

 

 

 

Wards affected: Christchurch;


24/03/2020 - Regulation 18 consultation on Local Plan: Development Management Policies ref: 1380    For Determination

To adopt the Development Management DPD

Decision Maker: Executive

Made at meeting: 24/03/2020 - Executive

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Recommendation to Council:

 

(1)    That the draft Local Plan: Development Management Policies document, as set out in Appendix 2 to the report submitted to the Executive, be put before Full Council on 7 April 2020 for approval for Regulation 18 public consultation and to approve a seven-week period of consultation beginning on 20 April 2020.

 

(2)    That the Planning Policy Manager be authorised to make such minor alterations to improve the clarity of the document as he may determine in consultation with the Lead Councillor.

 

Reason(s):

Undertaking a public consultation on the draft Local Plan is a statutory requirement placed on Local Planning Authorities under Regulation 18 of the Town and Country Planning (Local Planning) (England) Regulations 2012 and will enable the Council to move closer to adopting the second part of the Local Plan.

 

Options considered and rejected by the Leader of the Council:

None.

 

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

None.

 

Details of any written submissions received and considered by the Leader from other members of the Executive, councillors or public:

 

Cllr Patrick Sheard (non-Exec member):

I can see little point recommendation to the Full Council Meeting that seems highly unlikely to occur.

 

Leader’s response:

We can move this item through to Full Council whilst we await guidance from Government on how we will be able to progress business during this challenging time.

 

Cllr Deborah Seabrook (non-Exec member):

Overall, I am supportive of this document and appreciate the work that has gone into it. However, I and other councillors participated in the EAB which considered this document on 17th Feb. We have also made written submissions. Whilst the document summarises EAB comments, short of going through the document for that meeting and the current document, it is difficult to ascertain what changes have been made as a result of any councillor written representations etc. It does not feel like the officers really pay much attention.

 

Leader’s response:

I will ask the Planning Policy Manager to comment on and perhaps highlight specifically in the report to Council any changes made to the document as a result of councillors’ written representations.

 

 

Wards affected: (All Wards);


24/03/2020 - Paperless Meetings ref: 1382    Recommendations Approved

Decision Maker: Executive

Made at meeting: 24/03/2020 - Executive

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Decision:

 

That Option B, as set out below, be implemented:

 

To adopt a “paper-light” approach to meetings, which would have paperless meetings as an aspiration, but recognise that councillors should still have a choice between using their devices and the functionality of the Modern.Gov app or continuing to receive paper copy agendas; and in respect of the latter, the basis upon which paper copies will be provided will be as follows:

·       Paper copy Council agendas and order papers will only be provided to councillors who ‘opt in’ to receive them and, similarly, paper copy committee agendas and supplementary information (late) sheets will only be provided to members of a committee and substitutes who ‘opt in’ to receive them

·       Paper copy agendas will be placed in councillors’ pigeon-holes unless they ‘opt in’ to have them sent by first class post

·       The ‘opt in’ requirements to also apply in respect of agendas for working groups, task groups, and task and finish groups involving councillors

 

Reason(s):

To work towards delivering on the Council’s commitments to secure ongoing savings in its revenue budget and to assist in achieving the Council’s corporate aspirations to reduce its carbon footprint, whilst still complying with legislation requiring the provision of copy agendas for inspection by the public.

 

Options considered and rejected by the Leader of the Council:

Option A – confirm original decision taken by Executive on 18 February 2020.

 

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

None.

 

Details of any written submissions received and considered by the Leader from other members of the Executive, councillors or public:

 

Cllr Patrick Sheard (non-Exec member):

I’m happy with this proposal, though I see little point in having paper agendas in pigeon-holes / via post unless there is a further choice to not having them at all (Or some procedural / legal requirement for these to be distributed)

 

Leader’s response:

Option B emphasises that there is an initial presumption of paperless meetings, subject to the “opt in” provisions outlined above.  Councillors not wishing to have agendas should not therefore opt in.

 

Cllr Deborah Seabrook (non-Exec member):

Agrees with the recommendation.

 


24/03/2020 - Property Investment Strategy ref: 1378    For Determination

To approve a new property investment strategy which will provide a robust and viable framework for the acquisition and retention of commercial properties located within the borough.

Decision Maker: Executive

Made at meeting: 24/03/2020 - Executive

Decision published: 26/03/2020

Effective from: 24/03/2020

Decision:

Decision:

To defer the decision to a future meeting of the Executive.

 

Reason(s):

To reconsider when there can be a full discussion with members of the Executive and where the confidential Appendix 3 can be considered which it had been intended to circulate with a Late Sheet prior to the meeting being cancelled.

 

Options considered and rejected by the Leader of the Council:

1.     To approve the Property Investment Strategy.

2.     To approve the delegation of authority to the Head of Asset Management in consultation with the Director of Strategic Services, the Chief Financial Officer and the Lead Member for Finance, Asset Management and Customer Services, to acquire property within the set parameters of the strategy.

 

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

None.

 

Details of any written submissions received and considered by the Leader from other members of the Executive, councillors or public:

 

Cllr Patrick Sheard (non-Exec member):

Given the latest strictures form HMG over the last few days, I don’t feel it appropriate to take any decision at this current point in time.

 

Cllr Deborah Seabrook (non-Exec member):

Does this need reappraising in the light of the current circumstances? It is extremely difficult to discern what is going to be a good investment at this time but perhaps green energy projects provide more certainty. I attended the big energy summit and am in the course of writing a note on this topic.  

 

Leader’s response:

This isn’t making it a priority to spend on property, current events will change all sorts of investment portfolios and all this does is allow for an action if deemed necessary.

Wards affected: (All Wards);