Councillors and committees

Agenda, decisions and minutes

Venue: Council Chamber, Guildford Borough Council Offices, Millmead, Guildford GU2 4BB

Contact: Carolyn Anderson  Surrey County Council, Old Millmead House, Millmead, Guildford, GU2 4BB

Note: The formal Committee agenda begins straight after an informal and open question time session that will be up to 30 minutes long 

Items
No. Item

27/12

APOLOGIES FOR ABSENCE AND SUBSTITUTIONS

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    To receive any apologies for absence from Members under Standing Order 39.1 and substitutions (Guildford Borough members only).

    Minutes:

    Apologies were received from Councillor Graham Ellwood, Borough Councillor Mark Chapman and Borough Councillor Tony Rooth. Councillor Zoe Franklin substituted for Councillor Chapman.

28/12

DECLARATIONS OF INTEREST

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    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.

     

    Minutes:

    There were no declarations of pecuniary interest.

29/12

MINUTES OF PREVIOUS MEETING pdf icon PDF 89 KB

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    To confirm the minutes of the Surrey County Council Local Committee (Guildford) held on 12 September 2012. (The minutes will be available in the meeting room half an hour before the start of the meeting.) 

    Minutes:

    The minutes of the meeting held on 12 September 2012 were confirmed.

30/12

PETITIONS

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    To receive any petitions from local government electors within the Guildford Borough area in accordance with Standing Order 65 and the Local Committee protocol. Petitions must be submitted to the Community Partnership & Committee Officer at least 5 working days before the meeting.

     

    Minutes:

    No petitions were received.

31/12

PUBLIC QUESTIONS

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    To receive any questions from Surrey County Council electors within the area in accordance with Standing Order 66. Questions will be tabled at the meeting.

    Minutes:

    The meeting heard that Surrey Hills Management was aware of the recent repairs to the car park at Newlands Corner; that residents had concerns about increased vehicular traffic accessing Henley Fort (SOLD); and that there would be a site meeting with officers in Albury to discuss the location of the bus stop.

    [see annexe A for written answers]

     

32/12

MEMBER QUESTIONS

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    To receive any written questions from Members under Standing Order 47. Questions will be tabled at the meeting.

    Minutes:

    Councillor Gimson stressed that inconsistencies in speed limits should be addressed. Councillor McShee noted the forthcoming Rail Strategy.

33/12

SAFER GUILDFORD EXECUTIVE ANNUAL REPORT pdf icon PDF 123 KB

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    To receive an update on the activity and impact of the Safer Guildford Partnership

    Additional documents:

    Decision:

    The Local Committee (Guildford) agreed to:

     

           i.          note the contents of the report and the activities of the Safer Guildford Partnership in the year 2011-2012.

     

    Minutes:

    The Committee considered the annual report of the Safer Guildford Partnership, presented by Chief Inspector Matt Goodridge and Mark Adams from Guildford Borough Council.

     

    Members welcomed the report and noted that violent, drink-related crime in the town centre had decreased following the creation of a partnership management group. It was explained that a partnership team would be created by April 2013 to tackle ‘troubled families’ in the borough. The recommencement of the ‘Guildford cruise’ would be dealt with robustly. Members with rural divisions and wards requested proposed future reporting should include rural community safety matters.

     

    The Local Committee (Guildford) agreed to note the contents of the report and the activities of the Safer Guildford Partnership in the year 2011-2012.

     

34/12

PRIORITY PLACES: ADDRESSING INEQUALITY IN GUILDFORD BOROUGH pdf icon PDF 70 KB

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    To receive a report updating the committee on the work of the Local Strategic Partnership

    Additional documents:

    Decision:

    The Local Committee (Guildford) agreed to:

                     i.       note and comment on the progress made in implementing the Westborough Strategy and Action Plan;

                   ii.       note and comment on the Action Plan for Stoke arising from the Planning for Real exercise;

                  iii.       continue to use the resources at its disposal to promote the development of stronger, more self-reliant communities in Guildford.

     

    Minutes:

    The Committee considered a report on the work of the Local Strategic Partnership, funded partly by the Local Committee’s community safety funding. Members were directed towards the revised action plan for Westborough, the new action plan for Stoke, the outcomes of the Health Needs Assessment for Stoke and Westborough and the impact of the Travel SMART funding on local projects. Members were impressed by the progress that was being made within the priority areas.

    The Local Committee (Guildford) agreed to:

                     i.       note and comment on the progress made in implementing the Westborough Strategy and Action Plan;

                   ii.       note and comment on the Action Plan for Stoke arising from the Planning for Real exercise;

                  iii.       continue to use the resources at its disposal to promote the development of stronger, more self-reliant communities in Guildford.

     

35/12

PUBLIC BYWAY OPEN TO ALL TRAFFIC (BOAT) NO 521 ASH PROPOSED TRAFFIC REGULATION ORDER pdf icon PDF 78 KB

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    To consider the request for approval to publish a Notice of Intention to make a Traffic Regulation Order (TRO) for Byway Open to All Traffic (BOAT) 521 (Ash) (D Road 68) known as Drovers Way.

    Additional documents:

    Decision:

    The Local Committee (Guildford) agreed that:

     

    The grounds for making a TRO as outlined in the committee report are met, and a Notice of Intention to make an Order should be published for Byway Open to All Traffic 521 (Ash) (D68) to prevent damage to the surface and to facilitate the passage of all other class of traffic on the byway, as shown on Drawing Number 3/1/54/H17 (Annexe 1 of the committee report).

     

    Minutes:

    The Countryside Access Officer introduced the report stating that two objections and five letters of support to the proposals had been received. The Committee were asked to consider whether to implement a Byway Open to All Traffic in Ash to prevent damage to the surface and facilitate the passage of all other class of traffic along the byway. There were no public speakers for or against the proposals. It was noted that the Parish Council and the local members supported the recommendation.

     

    The Local Committee (Guildford) agreed:

     

    The grounds for making a TRO as outlined in the committee report are met, and a Notice of Intention to make an Order should be published for Byway Open to All Traffic 521 (Ash) (D68) to prevent damage to the surface and to facilitate the passage of all other class of traffic on the byway, as shown on Drawing Number 3/1/54/H17 (Annexe 1 of the committee report).

     

36/12

ONSLOW PARK & RIDE PROGRESS REPORT pdf icon PDF 65 KB

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    This report updates the Committee on progress with the development of the proposed Park and Ride site at Onslow and provides the future programme for the delivery of this scheme.

     

    Decision:

    The Local Committee (Guildford) agreed to note the report.

    Minutes:

    The Committee were updated on the progress was being made to implement the committee approval for the introduction of the Onslow Park and Ride, following planning consent having been given by Guildford Borough Council. Members were informed that subject to Cabinet approval it was expected that Skanska would receive the contract and that construction costs had been tightly controlled so the project was slightly under budget. Construction would start in early January and be completed in June 2013 with services running from September 2013. The bus contract had yet to be completed

     

    The Local Committee (Guildford) agreed to note the report.

     

37/12

REVIEW OF GUILDFORD PARK & RIDE SERVICES pdf icon PDF 74 KB

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    This report reviews the performance of the Guildford Park & Ride network and proposes a revised fares structure.

    Decision:

    The Local Committee (Guildford) agreed:

     

    i.          the revised fares pricing with effect from 1 January 2013

     

    ii.         to delegate authority to award the park & ride bus service contracts to the Group Manager, Travel and Transport Group, Surrey County Council, in consultation with the  Head of Operational Services, Guildford Borough Council and the Chairman of Local Committee (Guildford).

     

     

    Minutes:

    The Transport Projects Team Manager introduced the report setting out the review of the Park and Ride network, and a proposal for a revised fares structure across the network. Members considered the proposed fare structure and the impact that this would have on the network as a whole. It was noted that car park charging attracts 20% VAT and therefore it would not be cost effective to charge for the car park rather the bus service, although it was noted that customers did not always use the bus service and that this was lost revenue. Members heard that the contract for bus services could be broken to allow more than one company to apply and therefore open up the possibility for local, smaller companies to bid. Given due consideration the members agreed that the fares should rise to reduce the deficit.

     

    The Local Committee (Guildford) agreed:

     

    i.          the revised fares pricing with effect from 1 January 2013

     

    ii.         to delegate authority to award the park & ride bus service contracts to the Group Manager, Travel and Transport Group, Surrey County Council, in consultation with the  Head of Operational Services, Guildford Borough Council and the Chairman of Local Committee (Guildford).

     

    Table 3: Proposed park and ride fares with effect from January 2013

     

     

     

    Adult return

    Adult weekly

    Adult monthly

    Merrow

    £1.80

    £7.20

    £27.00

    Artington

    £2.20

    £8.80

    £31.00

    Spectrum

    £2.40

    £9.60

    £33.00

     

     

38/12

HIGHWAYS UPDATE pdf icon PDF 71 KB

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    To receive an update on the 2012/13 programme of highway works for Guildford agreed by the Local Committee at their meetings in March and June, and the committee is asked to agree budget allocations for 2013/14.

     

    Additional documents:

    Decision:

    The Local Committee (Guildford) agreed to:

     

    (i)            Note progress on the 2012/13 programme of Integrated Transport Schemes (ITS, or improvement schemes), Local Re-surfacing Schemes, and S106 Schemes.

     

    (ii)          The following budget allocations for 2013/14:-

     

    Construct 3 ITS schemes in 2013/14                                         £180,000

    Design 3 ITS schemes for construction in 2014/15                £35,000

    New signs, bollards etc by Guildford team                                £20,000

    Community Gang for 48 weeks                                                  £96,000

    Jetter for 5 weeks                                                                           £25,000

    Ad-hoc maintenance ordered by Guildford team                     £20,000

    Reserve funding for Lengthsman scheme                               £15,000

     

    (iii)         Ask the Task Group to consider use of the remaining unallocated 2013/14 funding of £452,000 with a report coming to the March meeting of the Local Committee (Guildford).

     

    (iv)         Authorise the introduction of a 40mph speed limit on the B2126 Horsham Road between the 30mph speed limit at Holmbury St Mary village and the Mole Valley boundary.

     

    (v)          Delegate authority to the Area Manager in consultation with the Chairman and Vice Chairman of the Local Committee (Guildford) and locally affected Members to amend budgets throughout the year if required to ensure the budget is allocated in a timely manner.

     

     

    Minutes:

    The Area Highways Manager introduced the report setting out the three elements of the report, the progress of the 2012/13 schemes, the approval of the 2013/14 highways budgets and authorisation for a speed limit reduction.

    Members heard that presently Ash and Worplesdon parishes had expressed interest in the localism scheme and that the funding set aside in the committee report for the lengthsman proposal was a contingency which could be increased at the committee’s discretion. Members noted that the crossing at New Inn Lane would be completed before the end of the financial year; there was no mention of a crossing for Kings Road, Shalford in the committee report; Wodeland Avenue 20mph speed limit was to be priced and that the repair of Bridge Street in the town centre would be bought forward.

     

    The Local Committee (Guildford) agreed to:

     

    (i)            Note progress on the 2012/13 programme of Integrated Transport Schemes (ITS, or improvement schemes), Local Re-surfacing Schemes, and S106 Schemes.

     

    (ii)          Allocate the following budget for 2013/14:-

     

    Construct 3 ITS schemes in 2013/14                                         £180,000

    Design 3 ITS schemes for construction in 2014/15                £35,000

    New signs, bollards etc by Guildford team                                £20,000

    Community Gang for 48 weeks                                                  £96,000

    Jetter for 5 weeks                                                                           £25,000

    Ad-hoc maintenance ordered by Guildford team                     £20,000

    Reserve funding for Lengthsman scheme                               £15,000

     

    (iii)         Ask the Task Group to consider use of the remaining unallocated 2013/14 funding of £452,000 with a report coming to the March meeting of the Local Committee (Guildford).

     

    (iv)         Authorise the introduction of a 40mph speed limit on the B2126 Horsham Road between the 30mph speed limit at Holmbury St Mary village and the Mole Valley boundary.

     

    (v)          Delegate authority to the Area Manager in consultation with the Chairman and Vice Chairman of the Local Committee (Guildford) and locally affected Members to amend budgets throughout the year if required to ensure the budget is allocated in a timely manner.

     

39/12

GUILDFORD TOWN CENTRE CONTROLLED PARKING ZONE REVIEW UPDATE pdf icon PDF 47 KB

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    To receive an update following on from the initial findings from a series of informal consultations with residents and businesses in various areas of the town centre controlled parking zone.

    Additional documents:

    Decision:

    The Local Committee (Guildford) agreed:

     

    (i)     to informally consult on the proposals detailed in Annexe 2 of the committee report in relation to Dene Road and Environs, including Epsom Road, where proposals have been developed to resolve issues previously highlighted there; and,

     

    (ii)    to informally consult on the proposals detailed in Annexe 3 of the committee report in relation to St Luke’s Square. Those in the St Luke’s Park section of the development will also be consulted, albeit that the proposals are currently proposed.

     

    Minutes:

    The Committee considered a report on the initial findings of informal consultations with residents and businesses in various areas of the town centre controlled parking zone. Members were supportive of the proposal to informally consult on the options set out within the report.

     

    The Local Committee (Guildford) agreed:

     

    (i)     to informally consult on the proposals detailed in Annexe 2 of the committee report in relation to Dene Road and Environs, including Epsom Road, where proposals have been developed to resolve issues previously highlighted there; and,

     

    (ii)    to informally consult on the proposals detailed in Annexe 3 of the committee report in relation to St Luke’s Square. Those in the St Luke’s Park section of the development will also be consulted, albeit that the proposals are currently proposed.

     

     

40/12

NOMINATION TO THE TRANSPORTATION TASK GROUP pdf icon PDF 31 KB

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    To confirm a nomination to the Transportation Task Group.

    Additional documents:

    Decision:

    The Local Committee (Guildford) agreed:

     

    (i)       That Councillor Monika Juneja would replace Councillor Jenny Wicks on the Transportation Task Group for the remainder of the municipal year; and

     

    (ii)     That the membership of the Transportation Task Group be amended to include the Guildford Borough Council Lead member for Town Centre Planning and Transport instead of the Lead member for the Environment.

     

     

    Minutes:

    The Committee reviewed the membership of the Transportation Task Group, and considered who to nominate to the vacant position on the Task Group.

     

    The Local Committee (Guildford) agreed:

     

    (i)       That Councillor Monika Juneja would replace Councillor Jenny Wicks on the Transportation Task Group for the remainder of the municipal year; and

     

    (ii)     That the membership of the Transportation Task Group be amended to include the Guildford Borough Council Lead member for Town Centre Planning and Transport instead of the Lead member for the Environment.

     

     

41/12

SURREY LIBRARIES- UPDATE ON DEVELOPMENTS AND PUBLIC VALUE REVIEW IN LIBRARIES IN THE BOROUGH OF GUILDFORD pdf icon PDF 62 KB

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    To receive an update on how the recommendations of the Libraries Public Value Review (PVR) have been implemented to date in relation to libraries at Guildford, Ash and Horsley and ongoing developments relevant to library services in Guildford Borough.  

    Decision:

    The Local Committee (Guildford) agreed to note the report.

    Minutes:

    The Library Operations Manager (Cultural Services) introduced the report stating that the Community Partnered Library in Shere was working well, and that the residents had worked hard to work with Surrey County Council to ensure that the library continued and improved.

     

    She informed the Committee that Guildford, Ash and Horsley were to remain in the core strategic network of 42 libraries managed by Surrey County Council and had had their IT equipment refreshed as part of the libraries new IT contract. Book issues at Ash library had shown a steady increase of 12.5% and Horsley library had increased by 11.8%. Guildford library had suffered a drop in issues in 2010-11 in part caused by major lift works but had increased in 2011-12 by 4.77%. The members welcomed the report and commended staff.

     

    The members welcomed the report and commended staff.

     

    The Local Committee (Guildford) agreed to note the report.

     

     

42/12

YOUTH SERVICE APPROVAL OF SMALL GRANTS BIDS pdf icon PDF 37 KB

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    To consider the applications received for the Local Prevention Framework Small Grants Allocation.

     

    Additional documents:

    Decision:

    The Local Committee (Guildford) agreed to approve the recommendations within sections 2.2 of the committee report regarding to the award of funding.

     

     

     

    Minutes:

    The Contract Performance Manager (Youth Work Lead) introduced the report reminding the Committee that they were being asked to consider and approve bids as part of the Local Committee’s Youth Small Grants. It was noted that a more direct approach had been taken to marketing the funding for this round.

     

    The Local Committee (Guildford) agreed to approve the bids set out within Annex B of the committee report regarding to the award of funding.

     

    .

     

     

     

43/12

MEMBERS LOCAL ALLOCATION pdf icon PDF 61 KB

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    To receive a report on the uses to be made of the Members’ capital and revenue budgets for 2012-2013, noting actions carried out under delegated authority.

     

    Additional documents:

    Decision:

    The Local Committee (Guildford) agreed to:

     

    (i)        Approve the items presented for funding from the Local Committee’s 2012/13 revenue and capital funding as set out in paragraph 2 of the committee report; and in addition that funding for St Nicholas Infant School [Item 2.3] be conditional on the school demonstrating that they can complete the project.

     

    (ii)       Note the expenditure approved since the last Committee by the Community Partnerships Manager and the Community Partnerships Team Leader under delegated powers, as set out in paragraph 3 of the committee report.

    (iii)      Note the return of funding to the Members’ Allocation budget from projects previously agreed, as detailed in paragraph 4 of the committee report.

     

    Minutes:

    The Committee considered a report on bids for approval from the Members Local Allocations. Members were asked to approve the bids submitted for approval as set out within the Committee report.

     

    The Local Committee (Guildford) agreed:

     

    (i)        To approve the items presented for funding from the Local Committee’s 2012/13 revenue and capital funding as set out in paragraph 2 of the committee report; and in addition that funding for St Nicholas Infant School [Item 2.3] be conditional on the school demonstrating that they can complete the project.

     

    (ii)       To note the expenditure approved since the last Committee by the Community Partnerships Manager and the Community Partnerships Team Leader under delegated powers, as set out in paragraph 3 of the committee report.

    (iii)      To note the return of funding to the Members’ Allocation budget from projects previously agreed, as detailed in paragraph 4 of the committee report.

     

44/12

FORWARD PROGRAMME pdf icon PDF 46 KB

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    To receive the Forward Programme of reports for the Local Committee for 2012/13. 

     

    Decision:

    The Local Committee (Guildford) agreed to note the report.

     

    Minutes:

    The Local Committee (Guildford) agreed to note the report.

     

Annexe A Written answers to public written questions [Items 5 and 6] pdf icon PDF 45 KB

Annexe B Questions asked during Open Forum pdf icon PDF 17 KB