Agenda, decisions and minutes
PDF 576 KBVenue: Burchatts Farm, Stoke Park, Guildford, GU1 1TU
Contact: Joanna Long Surrey County Council, Old Millmead House, Millmead, Guildford, GU2 4BB. Tel: 01483 517336
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APOLOGIES FOR ABSENCE AND SUBSTITUTIONS
To receive any apologies for absence and notices of substitutions from Borough members under Standing Order 39. Additional documents: Minutes: Apologies were received from Councillor Julia McShane. |
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MINUTES OF PREVIOUS MEETING
To approve the Minutes of the previous meeting as a correct record. Additional documents: Minutes: The minutes were agreed as a true and accurate record of the meeting. |
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DECLARATIONS OF INTEREST
To receive any declarations of disclosable pecuniary interests from Members in respect of any item to be considered at the meeting.
Notes: · In line with the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012, declarations may relate to the interest of the member, or the member’s spouse or civil partner, or a person with whom the member is living as husband or wife, or a person with whom the member is living as if they were civil partners and the member is aware they have the interest.
· Members need only disclose interests not currently listed on the Register of Disclosable Pecuniary Interests.
· Members must notify the Monitoring Officer of any interests disclosed at the meeting so they may be added to the Register.
· Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest.
Additional documents: Minutes: Councillor Pauline Searle under Item 5 Petitions - St Joseph’s School, declared that she was a governor at St Joseph’s school. |
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CHAIRMAN'S ANNOUNCEMENTS
To receive any Chairman’s announcements. Additional documents: Minutes: The Chairman informed the meeting that the under Item 5 Petitions, the Hogs Back A31 - gap closure proposal at Flexford Lane petition would now be addressed at the 23 March 2016 Local Committee. |
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To receive any petitions in accordance with Standing Order 65 or letters of representation in accordance with the Local Protocol. An officer response will be provided to each petition / letter of representation.
The Committee is due to receive four petitions with the following requests:
Jacobs Well - Resurfacing of Pavements and roads
The Oval – to allow residents to park near their homes
St Joseph's School, Aldershot Road - to install a Pelican crossing adjacent to the school gate
Hogs Back A31at Flexford Lane – opposed to gap closure proposal
Additional documents: Minutes: Four petitions were received.
The Committee received a petition on Parking in the Oval signed by 35 residents, agreeing with the statement:
We the undersigned are concerned citizens who urge Local Committee Guildford to act now to stop abuse and to allow residents to park near their homes.
The Committee NOTED the response of the Parking Manager Guildford Borough Council attached to the minutes as Appendix A.
The Committee received a petition on Jacobs Well – resurfacing of Pavements and roads signed by117 residents, agreeing with the statement:
To ask for your assistance and support in securing some funds in order to resurface the now tired footways and roads within Jacob’s Well.
The Committee NOTED the response of the Highways Manager Surrey County Council attached to the minutes as Appendix A.
Councillor Witham read out a resolution from a Surrey County Council Full Council meeting held earlier in the day on the findings of a survey that footways are structurally impaired and that low levels of capital investment will result in 40% of pavements being in a poor state of repair in the next few years. A request was made that greater priority is given to repair pavements and Cabinet have been asked to undertake a review of resources in this area.
Councillor Pauline Searle commented that councillors don’t always receive input on pavements that are to be repaired and she would like to be better informed in the future.
The Committee received a petition on St Joseph’s School, Aldershot Road – to install a crossing, signed by 230 residents, agreeing with the statement:
We would therefore like to request that Surrey County Council upgrade the crossing and install a pelican crossing.
The Committee NOTED the response of the Highways Manager Surrey County Council attached to the minutes as Appendix A.
Councillors Fiona White and Pauline Searle gave their full support to the petition. Members discussed whether it was possible to recruit a lolly pop person to patrol the crossing however it was County policy not to have this role when there was already a crossing outside a school.
The Committee received a petition on the Hogs Back A31 – gap closure proposal at Flexford Lane – this petition would be addressed at the 23 March 2016 Local Committee.
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PUBLIC QUESTION TIME
To receive any questions from Surrey County Council electors within the area in accordance with Standing Order 66.
Additional documents: Minutes: One formal public question was received from George Harris regarding Burpham Lane – traffic management. A response was tabled and is attached to the minutes as Appendix B.
George Harris asked an additional question as to whether traffic speed in Burpham Lane would be looked at and whether the police, roads safety teams and residents would be involved in this review. He requested that the whole of Burpham Lane be monitored not just the area near the Aldi supermarket.
The Highways Manager responded that speed would be a factor and that this was going to be monitored on Burpham Lane, police road safety officers would be involved and every effort would be made to involve local residents. |
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To receive any written questions from Members under Standing Order 47.
The Committee is due to receive one Member question with the following request:
Weylea Farm rat run – Councillor Mike Piper
Please would Surrey CC consider
closing the Burpham Lane /Clay Lane
Junction.
Additional documents: Minutes: One Member question was submitted by Councillor Mike Piper Guildford Borough Council regarding Weylea Farm rat run.
A response from Highways was tabled and is attached to the minutes as Appendix C.
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SAFER GUILDFORD PARTNERSHIP ANNUAL UPDATE 2015 (FOR INFORMATION)
The Safer Guildford Partnership is the statutory Community Safety Partnership for Guildford. Under the provisions of the Crime and Disorder Act (1998) the county council is a statutory member of the partnership. The report contains an overview of the partnership’s activities in 2015 to enable the local committee to maintain its overview of community safety in Guildford.
Additional documents: Decision:
Minutes: Under the provisions of the Crime and Disorder Act (1998) the county council is a statutory member of the statutory Safer Guildford Partnership. The report contains an overview of the partnership’s activities in 2015 to enable the Local Committee to maintain its overview of community safety in Guildford.
Members were informed that the Guildford Casualty Reduction Group had been discontinued as there was duplication with Road Safety Group Guildford, the Health and Wellbeing officer, Guildford Borough Council and the Community Partnership and Committee Officer were now attending this group. It was commented that CCTV was a vital tool and there was interest in the Joint Enforcement Team (JET) team approach currently operating in Reigate and Banstead.
The Borough Inspector updated that more of a focus on neighbourhood policing would be coming into operation in April 2016. The new team will be called the Area Policing Team and will be made up of existing skilled officers who will receive additional training. These larger more competent neighbourhood teams will have more responsibility, respond to jobs and deal with community issues.
The inspector updated that police officers have been withdrawn from parish council meetings, this gives him more flexibility to move officers around, however if there is a specific need in the community they will attend. He reported that the highest number of phone calls they are receiving are from hospitals with mental health vulnerable patients going missing. Members asked if a project such as the Haven social cafe would assist with supporting people with low level mental health concerns. The Inspector informed Members that they are hoping that a Haven cafe will be set up in Guildford or Godalming
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GUILDFORD TOWN CENTRE TRANSPORTATION PACKAGE FEEDBACK (EXECUTIVE FUNCTION FOR DECISION)
This paper is to brief members on the Guildford Town Centre Transport Package project which was the subject of a six week consultation between 5 October and 15 November 2015 and to agree the package of measures to take forward to form the Business Case submission at the end of January 2016.
Additional documents: Decision: The Local Committee (Guildford) agreed to:
(i) Note the results (Annex 1 of the report) of the high level analysis of the public engagement event on the Guildford Town Centre Transport Package and note that further consideration of the comments received will be taken forward to detailed design to progress the scheme and develop the business case. (ii) Agree the schedule of schemes (Annex 4 of the report) that will be developed to establish the most appropriate package of benefits for the business case. (iii) Note that the Local Committee will be updated on a regular basis during the life of the project. Reasons: To ensure that the Local Committee is kept informed of the scheme development, the Local Committee is asked to note the results of the analysis of the public engagement event on the Guildford Town Centre Transport Package proposals, included in Annex 1, together with supporting information of Annex 2 the exhibition panels and Annex 3 the questionnaire, together with the recommended schedule of schemes that will be developed to establish the most appropriate benefits for the Business Case for submission to the EM3 LEP on 31 January 2016 (Annex 4).
Minutes: The aim of the report was to brief members on the Guildford Town Centre Transport Package project which was the subject of a six week consultation between 5 October and 15 November 2015, and to agree the package of measures to take forward to form the Business Case submission at the end of January 2016.
Members asked about the proposed closure of Walnut Tree Close. Members were informed that the Closure of Walnut Tree Close will be an experimental closure, after 18 months the data collected will be analysed to see whether this should go ahead. The Transportation Task group would be presented with a shortlist of schemes in February 2016 and the group would indicate the final schemes to pursue.
Members asked what could be done to increase more car sharing to reduce the number of cars on Guildford roads. The consultation will be looking at where the closure will be placed and will have an impact on how the gyratory operates. Work has been done with bus companies e.g. on Surrey lift share etc.
The Local Committee (Guildford) agreed to:
(i) Note the results (Annex 1 of the report) of the high level analysis of the public engagement event on the Guildford Town Centre Transport Package and note that further consideration of the comments received will be taken forward to detailed design to progress the scheme and develop the business case. (ii) Agree the schedule of schemes (Annex 4 of the report) that will be developed to establish the most appropriate package of benefits for the business case. (iii) Note that the Local Committee will be updated on a regular basis during the life of the project. Reasons: To ensure that the Local Committee is kept informed of the scheme development, the Local Committee is asked to note the results of the analysis of the public engagement event on the Guildford Town Centre Transport Package proposals, included in Annex 1, together with supporting information of Annex 2 the exhibition panels and Annex 3 the questionnaire, together with the recommended schedule of schemes that will be developed to establish the most appropriate benefits for the Business Case for submission to the EM3 LEP on 31 January 2016 (Annex 4).
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GUILDFORD CYCLING PLAN (EXECUTIVE FUNCTION FOR DECISION)
A public consultation of the draft Guildford Cycling Plan was held between the 5 October and the 16 November 2015, following two stakeholder workshops. This report provides a summary of the results of the public consultation, and recommends a new approach to capturing public comments and suggestions on new cycling infrastructure. This report also asks that the Transportation Task Group consider the consultation responses in more detail, including undertaking a prioritisation exercise of future cycling infrastructure needs. Additional documents: Decision: The Local Committee (Guildford) agreed that:
(i) A rolling engagement programme be established, giving residents an online resource to submit suggestions, make comments and review completed improvements to cycling infrastructure hosted on the Travel SMART website (ii) The successful stakeholder workshops established before the public consultation period be continued, so the stakeholders have the opportunity to discuss developing schemes as well as strategy; (iii) The Transportation Task Group considers the consultation responses in more detail, with the aim of agreeing and reviewing a prioritised list of Cycling Plan actions including infrastructure proposals. (iv)The Cycling Plan be incorporated into the Guildford Local Transport Strategy. (v) Reports seeking future funding for cycle infrastructure can be submitted to the Local Committee for consideration Reasons: The public consultation of the Guildford Local Cycling Plan has provided a wealth of well informed, constructive and useful comments and suggestions which will help shape the future of cycling Guildford. The consultation received an almost unanimously positive response, with respondents encouraging the Council to invest in more cycling infrastructure and other actions to promote cycling and promote safety. In order to facilitate continued dialogue with local stakeholder groups, and interested residents, it is recommended to provide a permanent online resource for people to submit this information, and where updates on Cycling Plan delivery and progress can also be provided to the public. It is recognised that the delivery of the Cycling Plan is an ongoing process, responding to new infrastructure opportunities, the development of new promotional and safety campaigns and the progress of the Guildford Local Plan. It is also clear from the consultation responses that the design of cycle facilities is of great interest to residents, therefore the engagement process needs to be maintained as schemes are developed. There are a number of lower cost quick wins that have been identified during the process which could provide significant benefits to cyclists. Alongside the Guildford Transport town centre transport package, these may represent an opportunity for earlier implementation. Minutes: A public consultation of the draft Guildford Cycling Plan was held between the 5 October and the 16 November 2015, following two stakeholder workshops. This report provides a summary of the results of the public consultation, and recommends a new approach to capturing public comments and suggestions on new cycling infrastructure. This report also asks that the Transportation Task Group consider the consultation responses in more detail, including undertaking a prioritisation exercise of future cycling infrastructure needs.
It was explained that the Cycling Plan helps to prepare the County Council for future funding opportunities. Members asked what could be done about the attitude of drivers towards cyclists and how can people be encouraged to cycle to work. Members were informed that the Drive Smart campaign helps to address the attitude of drivers towards cyclists. The Cycling Strategy also covers these issues. All schemes will be safe for cyclists of all levels with basic cycling proficiency. Officers have worked with 25 businesses in Guildford on sustainable transport.
Cllr McShee commented that some of the areas on page 101 of the report showing consultation feedback needed to be changed to Worplesdon. The Committee were updated that a code of conduct for cycling is included within Surrey County Council’s 'Framework of co-ordinating and approving events on Surrey's highway' document. Good practice guidance and a charter for Cycle Sportive Organiser is also being developed.
The Local Committee (Guildford) agreed that:
(i) A rolling engagement programme be established, giving residents an online resource to submit suggestions, make comments and review completed improvements to cycling infrastructure hosted on the Travel SMART website (ii) The successful stakeholder workshops established before the public consultation period be continued, so the stakeholders have the opportunity to discuss developing schemes as well as strategy; (iii) The Transportation Task Group considers the consultation responses in more detail, with the aim of agreeing and reviewing a prioritised list of Cycling Plan actions including infrastructure proposals. (iv)The Cycling Plan be incorporated into the Guildford Local Transport Strategy. (v) Reports seeking future funding for cycle infrastructure can be submitted to the Local Committee for consideration Reasons: The public consultation of the Guildford Local Cycling Plan has provided a wealth of well informed, constructive and useful comments and suggestions which will help shape the future of cycling Guildford. The consultation received an almost unanimously positive response, with respondents encouraging the Council to invest in more cycling infrastructure and other actions to promote cycling and promote safety. In order to facilitate continued dialogue with local stakeholder groups, and interested residents, it is recommended to provide a permanent online resource for people to submit this information, and where updates on Cycling Plan delivery and progress can also be provided to the public. It is recognised that the delivery of the Cycling Plan is an ongoing process, responding to new infrastructure opportunities, the development of new promotional and safety campaigns and the progress of the Guildford Local Plan. It is also clear from the consultation responses that ... view the full minutes text for item 116/15 |
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PARKING BUSINESS PLAN 2016-19 (EXECUTIVE FUNCTION FOR DECISION)
The annexe to this report presents the Parking Business Plan for 2016-19. It covers off-street car parking, on-street parking and park and ride. It makes recommendations in respect of service improvements, efficiencies, and the funding of park and ride.
Additional documents: Decision:
Minutes: The aim of the report on the Parking Business Plan for 2016-19 was to make recommendations in respect of service improvements, efficiencies and the funding of Park and Ride.
Members were concerned that Onslow Park and Ride was not being used enough and was not catching people before they drive into the town centre. It was suggested that better signage off the A3 or direct access would be helpful. Members were informed that usage at the Onslow Park and Ride had increased by 45% in the last year and the County Council are speaking to Transport England about signs and access from the A3.
Councillor David Reeve asked about electric charging points, the Parking Manger would send information on progress on this.
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This report presents the feedback from further informal consultation undertaken in the Burpham shopping parade area including Burpham Lane. The report also reports representations resulting from the formal advertisement of proposals in a number of other geographic areas and ‘ad-hoc’ locations. The report recommends proposals for Burpham and a number of other ‘ad-hoc’ locations are progressed to formal advertisement to seek comments, and that traffic regulation orders are made in a number of other ‘ad-hoc’ locations that already been formally advertised.
Additional documents: Decision:
Minutes: The report proposed that Burpham and a number of other ‘ad-hoc’ locations are progressed to formal advertisement to seek comments, and that traffic regulation orders are made in a number of other ‘ad-hoc’ locations that have already been formally advertised.
Members asked about a Controlled Parking Zone (CPZ) in Onslow, the Parking officers said this could be added and could be considered as part of the Parking Controls in 2016.
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HIGHWAYS UPDATE REPORT (EXECUTIVE FUNCTION FOR DECISION)
This report provides an update on the 2015/16 programmes of highway improvement and maintenance works funded by this committee.
Additional documents: Decision: The Local Committee (Guildford) agreed to:
(i) Note progress and forecast outturn cost for the 2015/16 programme of highway works funded by this committee and described at Annex 1 of the report. Reasons:
The committee was not asked to make any highways decisions at the meeting.
Minutes: The report provides an update on the 2015/16 programmes of highway improvement and maintenance works funded by the committee.
The Local Committee (Guildford) agreed to:
(i) Note progress and forecast outturn cost for the 2015/16 programme of highway works funded by this committee and described at Annex 1 of the report. Reasons:
The committee was not asked to make any highways decisions at the meeting.
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HIGHWAYS BUDGET (EXECUTIVE FUNCTION FOR DECISION)
In October the Guildford Transportation Task Group (TTG) met to consider budget priorities for 2016/2017, with recommendations coming to this committee meeting.
Additional documents: Decision:
The Local Committee (Guildford) AGREED to:
(i) Agree the capital and revenue allocations recommended by the Transportation Task Group and described in this report to a total value of £345,000. This reflects 50% of the value of the current year budget in anticipation of reductions in the highways budget devolved to this committee in the coming financial year. (ii) Note that the Transportation Task Group will convene if necessary once the Local Committee budget is known in the Spring of 2016. (iii) Authorise the Area Highway Manager (AHM) to progress the schemes included in the programme in consultation with local elected members and associated task groups. (iv) Subject to approval of recommendations (i) and (ii) authorise the Area Highway Manager to consider and determine any objections submitted following the statutory advertisement of the traffic orders and notices associated with the programme of schemes, in consultation with the Chairman and/or Vice-Chairman of the Local Committee and relevant local councillors. (v) Delegate authority to the Area Highway Manager in consultation with the Chairman and Vice- Chairman and locally affected Members to amend budgets throughout the year if required to ensure the budget is allocated in a timely manner. (vi) Agree that Community Enhancement Fund is devolved to each County Councillor based on an equal allocation of £5,000 per division
Reasons:
The committee is asked to agree 2016/17 allocations so that scheme design can start at the earliest opportunity, increasing confidence in delivery Minutes: In October the Guildford Transportation Task Group (TTG) met to consider budget priorities for 2016/2017, with recommendations coming to this committee meeting. The chairman gave an update on the recent meeting of the Transportation Task group looking at the Highways budget. Members asked whether the upgraded crossing for St Joseph’s School, Aldershot Road could be increased to a high level scheme in the prioritisation framework looking at the evidence that had been presented to the Committee as part of the petition. Action:
The Highways Manager to look into whether it was possible to introduce a voluntary crossing patrol as parents had been told that this wasn’t permitted as there was a crossing in place.
Members asked whether the Transportation Task group (TTG) saw it as prudent to set a 50% budget in anticipation of reductions in the Highways budget devolved to the Local Committee in the coming financial year. The Chairman explained that based on advice from Highways, the Prioritisation Framework and the schemes the Committee could fund setting a 50% budget had seemed advisable and the TTG had agreed that any additional funding provided could be spent on other schemes. The Highways Manager to look at re-prioritising this scheme and check if the Police Road Safety Team were involved when the site was checked. The Road Safety Group Guildford is continually monitoring accidents where there are 3 or more in one area and has its own budget. The Members agreed to formally request from the County Council funding for capital safety schemes. Action: the Chairman to write to the Leader and Cabinet Member of Highways to request capital funding for ITS safety schemes. Members queried whether value for money is being achieved from jetting expenditure and whether there was a list of gullies and drains in the area. Members were informed that there is a list of gullies and drains on the Surrey County Council web site. Covers are now marked with red dots where gullies/drains have been cleared and by February 2016 the drain back log should be cleared. The Local Committee (Guildford) AGREED to:
(i) Agree the capital and revenue allocations recommended by the Transportation Task Group and described in this report to a total value of £345,000. This reflects 50% of the value of the current year budget in anticipation of reductions in the highways budget devolved to this committee in the coming financial year. (ii) Note that the Transportation Task Group will convene if necessary once the Local Committee budget is known in the Spring of 2016. (iii) Authorise the Area Highway Manager (AHM) to progress the schemes included in the programme in consultation with local elected members and associated task groups. (iv) Subject to approval of recommendations (i) and (ii) authorise the Area Highway Manager to consider and determine any objections submitted following the statutory advertisement of the traffic orders and notices associated with the programme of schemes, in consultation with the Chairman and/or Vice-Chairman of the Local Committee and relevant local ... view the full minutes text for item 120/15 |
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TRANSPORTATION TASK GROUP UPDATE (EXECUTIVE FUNCTION FOR DECISION)
In order to progress the Local Committee for Guildford Committee’s transportation work programme a Transportation Task group has been created. The purpose of the task group is to consider local transportation business on a more frequent and flexible basis than the schedule of the formal full committee may allow and thereafter to act in an informed and advisory capacity to the full committee. The Task Group (TTG) membership is made up of nominated members from the full committee. All formal decisions are undertaken by the full committee. The intention of the report is to provide an update of the TTG work programme and a schedule.
Additional documents: Decision:
Minutes: The intention of the report is to provide an update of the Transportation Task Group work programme and a schedule to the full committee.
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CLUSTER UPDATE (EXECUTIVE FUNCTION FOR DECISION)
In March 2014 Guildford Local Committee agreed to create a new Cluster initiative/Fund to apply a greater local focus to community engagement. In its second year, a Cluster Fund of £70,000 was agreed to support projects identified by local communities. This fund comprised £35,000 from the Surrey County Council Highways delegated budget which was equally matched by Guildford Borough Council.
The first purpose of this report is to review how Cluster funding was used for locally derived initiatives during the financial year 2014-15 and to summarise the ways in which councillors have allocated the Cluster funding in the second year of operation in 2015/16. The second purpose of this report is to ask the Local Committee to agree that the Cluster initiative should continue to operate for the next municipal year and to for both authorities to consider how to allocate funding to a Cluster Fund for the next financial year 2016/17 in support of this initiative.
Additional documents: Decision:
Minutes: The purpose of the report was to review how Cluster funding was used for locally derived initiatives during the financial year 2014-15 and to summarise the ways in which councillors have allocated the Cluster funding in the second year of operation in 2015/16. Members were also asked to agree that the Cluster initiative should continue to operate for the next municipal year and for both Guildford Borough Council and the County Council to consider how to allocate funding to a Cluster Fund for the next financial year 2016/17 in support of this initiative.
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DECISION TRACKER (FOR INFORMATION)
To provide an update on the progress of Local Committee Guildford decisions. Additional documents: Decision: To note the update on the progress of the Local Committee decisions. Minutes: To note the update on the progress of the Local Committee decisions. |
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FORWARD PLAN (FOR INFORMATION)
The Forward Programme of reports for the Local Committee for 2015/16.
Additional documents: Decision:
The Local Committee (Guildford) agreed to:
a) Agree the Forward Programme 2015/16, as outlined in Annexe 1 f the report, indicating any further preferences for inclusion.
b) Consider any further themes for Member briefings during 2015/16.
Reasons:
Members are asked to comment on the Forward Programme so that Officers can publicise the meetings and prepare the necessary reports.
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Informal Public Questions - Annex D
Additional documents: |