Agenda, decisions and minutes
PDF 1 MBVenue: King George V Hall, Effingham KT24 5ND
Contact: Carolyn Anderson Surrey County Council, Old Millmead House, Millmead, Guildford, GU2 4BB
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APOLOGIES FOR ABSENCE
To receive any apologies for absence. Minutes: Apologies for absence were received from Mr Mark Brett-Warburton, Cllr Tony Rooth, Cllr Tony Phillips and Cllr Bob McShee. Therefore Mr W D Barker OBE chaired the meeting through his role as Vice-Chairman.
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MINUTES OF PREVIOUS MEETING
To approve the Minutes of the previous meeting held on 13 March 2013 as a correct record. Minutes: The minutes of the meeting held on 13 March 2013 were confirmed as a true record. |
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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.
Minutes: Mrs Fiona White declared a pecuniary interest against items 11 and 12 as she was a Trustee of The Barn Youth Project.
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PETITIONS
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.
Petition 1. Although work has been done to part of Cabell Road, the rest of the road is still in very poor condition with unstable slabs and uneven surfaces.
We, the undersigned call upon the Guildford Local Committee to insist that Surrey County Council must complete the repairs to Cabell Road to make the whole a fit and proper road for local residents and other road users.
We believe that the continual failure to maintain the road properly is causing damage to vehicles, distress to residents and a safety hazard and adding to costs of future repairs
Submitted by Westborough Liberal Democrats Attracting 136 signatures.
Petition 2. We, the undersigned and residents of Sheepfold Road, wish to make an application for a speed limit of 20mph for Sheepfold Road as a traffic calming measure.
This request is made due to the increased number of cars using the road as a 'rat run'. Also, the road appears to be straight going up hill but in fact has a distinct bend near the top which means it is impossible to see the end of the road either way.
We feel it is only a matter of time before a serious accident occurs.
Submitted by Mrs Johnson, resident of Sheepfold Road. Attracting 130 signatures
Minutes: Petition 1: A petition was presented by Mr Les Ames who was vice-Chairman of the Park Barn and Westborough Community Association. The petition attracted 136 signatures and called on the committee to complete the repair of the entire length of Cabell Road. The Area Highways Manager’s response said that phase two of Cabell Road was scheduled for year three of Project Horizon. This was noted. The committee response can be found at Annexe 1 of these minutes.
Petition 2: A petition was bought by Mrs Johnson of Sheepfold Road who was in attendance and the petition was presented by Mr Quinn. The petition attracted 130 signatures and called on the committee to consider implementing a speed reduction to 20mph in Sheepfold Road. The Area Highways Manager would conduct more research into the issues raised and provide a formal response at the meeting in September.
Petition 3: Under Chairman’s discretion a petition was presented by Mr Les Ames who was vice-Chairman of the Park Barn and Westborough Community Association. The petition attracted 43 signatures and gave support to the proposal of a new train station to be located in Park Barn as referred to in the draft Rail Strategy. With the Chairman’s permission the petition was delivered under item 7 of the agenda. There would be a formal response at the meeting in September. |
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PUBLIC QUESTIONS
To receive any questions from Surrey County Council electors within the area in accordance with Standing Order 66. Minutes: One public question was received from Mr Norris, resident of Ash regarding the height of the speed bumps in Park Barn. Officers would check the height and this was noted by the committee. The committee response can be found at Annexe 1 of these minutes. Mr Norris was not in attendance at the meeting. |
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MEMBER QUESTIONS
To receive any written questions from Members under Standing Order 47. Minutes: No member questions were received. |
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THE SURREY RAIL STRATEGY
To receive a report outlining the Surrey Rail Strategy currently at consultation stage. The strategy has particular relevance to Guildford. Access to Guildford is a specific topic covered in the draft. Overcrowding on services from Guildford has been highlighted as a particular issue and some of the recommended options would have positive implications for the town, particularly Crossrail 2 and improved connectivity on the North Downs Line.
Additional documents: Minutes: The committee received a petition in support of the proposed new train station in Park Barn (as per item 4 of these minutes).
The Assistant Director for Economy, Transport and Planning spoke to the report. The strategy was being developed to tackle overcrowding, improve access to London from Surrey towns and to boost the economy. The Surrey Rail Strategy Report was commissioned from Ove Arup and Partners Ltd and the recommendations of their report was the subject of the consultation. Rail service providers had already made a commitment to train lengthening, electrification of the North Downs Line and improved access to airports.
Included with the paper was the proposal for Crossrail 2. Discussion was underway with rail service providers to extend the line to Woking. The benefits outlined included up to nine additional trains into London every hour and increased access to destinations across London.
Members were in support of the need for a rail strategy and welcomed the proposals in the report. Particular support was received for the proposed new station at Park Barn by members representing north Guildford. Reassurance was given that a full environmental impact assessment would be conducted before any change was made to the North Downs line service. In most instances locally 16 car trains may not be feasible and 10-12 car trains more likely. Restoration of the Cranleigh to Guildford line was not in the report as there had not been a positive business case for it. Members noted that a sound and efficient road infrastructure and adequate parking capacity would also be required to support rail service improvements and additional services. Any strategic changes should tie in with other major transportation strategic proposals for Guildford. Members were also supportive of the potential opportunities provided by Crossrail 2, although it was noted it would be unlikely the service would extend to Guildford. |
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OPERATION HORIZON - 5 YEAR MAINTENANCE PLAN
To receive a report detailing a new targeted investment programme of road maintenance for Guildford. The programme will result in £12m being invested in the local road network and will enable 85km of road (12% of local network) to be re-surfaced over 100 separate road schemes.
Additional documents: Decision: The Local Committee (Guildford) agreed to
(i) Note the decision made by Cabinet on the 26th March 2013 to allocate capital monies to Operation Horizon as detailed in the Medium Term Financial Plan. (ii) Formally approve the Operation Horizon programme for Guildford and that the 85km of road, across the defined scheme list detailed in Annex One, is resurfaced over the investment period. (iii)Note that Surrey Highways will produce an annual report in March 2014 confirming programme progress and success to date.
REASON: 17% of the County’s roads are classified as “poor”, requiring structural repair. Operation Horizon will seek to address this structural issue by rebuilding a minimum of 10% of the road network and over the investment period will realise £16m to £20m in savings, all of which will be fully re-invested in the highway network.
The investment programme will not completely resolve the wider road maintenance backlog (estimated at £200m), however, it is intended to reduce the number of roads classified as “poor” by 50% and will be a significant step in improving the overall road network
Minutes: The Group Manager (Surrey Highways) spoke to the report. The Carriageway Team Leader (Surrey Highways) was in attendance.
Operation Horizon was a new targeted investment programme for road maintenance across the county. Overall contract savings from the programme would be 16-20% on existing contract rates enabling £16-20 million to be reinvested into Surrey’s roads. Year one of the programme was received as a tabled document and can be found at Annexe 2 (a+b) of these minutes.
Public Forum Questions (at the Chairman’s discretion)
Public concern was focused on the condition and scheduled repair of The Drift and The Street both in East Horsley. The complete length of The Drift would be scheduled for repair and reconstruction in the New Year when the drainage would also be addressed. . Some roads were not included in Year one due to drainage issues. The meeting heard that there would also be a five-year drainage plan for the borough published in the New Year. The Street would be repaired under the Winter Damage budget and not Operation Horizon. A team from SCC Highways would make an assessment of The Street within the coming week.
Thereafter the member discussion began.
The members were in overall support of the programme and welcomed the scheduled list of works. There was agreement that drainage works should be a high priority matched alongside of the highway repairs.
There was discussion about the repair of Cabell Road and other roads of concrete construction in north Guildford. Local members suggested bringing forward the repair of Cabell Road as they had concerns about the structure as well as the surface of the road. However, highways engineers had made an assessment and concluded that Cabell Road should be repaired in year three of the programme. The meeting heard that repairs to concrete roads were more complex and required a greater percentage of the budget and that this also needed to be taken into account within the schedule. Highways officers would work with members from north Guildford to discuss in greater detail the schedule for Cabell Road and other concrete roads that may draw similar local concern.
Members heard that grouping together of repairs was done wherever possible, however sometimes issues such structural matters and drainage work that meant some roads were repaired in part and some adjoining roads were not always repaired at the same time as one another.
Members also heard that there would be a successor project to Horizon which would address the outstanding 7% of roads still to be scheduled. This project was currently subject to a funding investment programme which would be put before Cabinet in due course. The Chairman reminded officers that local authorities and contractors must work as one to provide a ‘joined-up’ service and paid credit to the Area Highways Manager.
The Local Committee (Guildford) agreed to
(i) Note the decision made by Cabinet on the 26th March 2013 to allocate capital monies to Operation Horizon as detailed in the Medium ... view the full minutes text for item 8/13 |
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GUILDFORD HIGH STREET SETTS MAINTENANCE STRATEGY
To agree a maintenance strategy for Guildford High Street setts.
Decision: The Local Committee for Guildford agreed:
(i) the setts in Guildford High Street should be re-laid in their entirety, rather than repairing damaged sections only as has been the case in the past, with work commencing in 2014/15. (ii) The Area Highways Manager, in consultation with the Chairman of the Local Committee and the Guildford Borough Council Lead Councillor for Town Centre Planning and Infrastructure, will establish a Steering Group (as described in paragraphs 4.1-4.4 of this report) to advise and consult on standards for installation, the manner in which work is carried out (with consideration of potential for disruption), the timescale for completion (with consideration of available funding) and future protection of completed work. (iii)the committee will explore sources of funding from 2014/15 onwards. (iv)Surrey County Council’s central Asset Management Team is asked to contribute towards funding. (v) Guildford Borough Council is asked to work in partnership with Surrey County Council on this project and direct funding as it becomes available. (vi)The Area Highways Manager will report back to the Local Committee on progress either through the standard Highways Update reports or separately as appropriate. REASONS: Guildford's steeply sloping High Street is perhaps the most iconic road in Surrey, contributing to the charm of a historic county town which attracts thousands of visitors from around the world. The road served as backdrop to the finish of the 2012 Tour of Britain cycle race, as it will again in 2013, and was part of the Olympic torch route. It is also one of the most successful high turnover retail streets in the country.
Areas of the granite setts that form the carriageway in the High Street have been re-laid over the years, resulting in a patchwork appearance. Various areas remain in need of repair and ongoing deterioration can be expected through the length of the road.
In order to bring this flagship road up to a good and uniform standard it is recommended that the maintenance strategy should be to re-lay the setts entirely, rather than continue to repair failed areas on an ad-hoc basis.
Minutes: The Area Highways Manager spoke to the report.
The proposal before the committee was to agree an approach to the surface repair of Guildford High Street. Members agreed that the High Street was materially and culturally important and that piecemeal repairs of the High Street setts over the years had resulted in a patchwork effect of varying quality. They further agreed that a joint approach between the local authorities and other stakeholders would be both desirable and essential given the likely costs. The meeting heard that although it was unlikely that planning contributions could be a source of funding the borough council was committed to make a contribution to the costs. It was proposed that local businesses could make a contribution and that a bid could be submitted to other funding bodies such as English Heritage. Members would include this project alongside other spending commitments when the 2014/5 Highways budget was considered later in the year. Members were unanimous that any contractual work undertaken on the High Street in future must include an agreement with contractors to replace the setts to an identified and identical quality.
The Local Committee for Guildford agreed:
(i) the setts in Guildford High Street should be re-laid in their entirety, rather than repairing damaged sections only as has been the case in the past, with work commencing in 2014/15. (ii) The Area Highways Manager, in consultation with the Chairman of the Local Committee and the Guildford Borough Council Lead Councillor for Town Centre Planning and Infrastructure, will establish a Steering Group (as described in paragraphs 4.1-4.4 of this report) to advise and consult on standards for installation, the manner in which work is carried out (with consideration of potential for disruption), the timescale for completion (with consideration of available funding) and future protection of completed work. (iii)the committee will explore sources of funding from 2014/15 onwards. (iv)Surrey County Council’s central Asset Management Team is asked to contribute towards funding. (v) Guildford Borough Council is asked to work in partnership with Surrey County Council on this project and direct funding as it becomes available. (vi)The Area Highways Manager will report back to the Local Committee on progress either through the standard Highways Update reports or separately as appropriate. REASONS: Guildford's steeply sloping High Street is perhaps the most iconic road in Surrey, contributing to the charm of a historic county town which attracts thousands of visitors from around the world. The road served as backdrop to the finish of the 2012 Tour of Britain cycle race, as it will again in 2013, and was part of the Olympic torch route. It is also one of the most successful high turnover retail streets in the country.
Areas of the granite setts that form the carriageway in the High Street have been re-laid over the years, resulting in a patchwork appearance. Various areas remain in need of repair and ongoing deterioration can be expected through the length of the road.
In order to bring ... view the full minutes text for item 9/13 |
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To receive a report providing an update on the 2013/14 programme of minor highway works funded by this committee as well as Section 106 (developer funded) and Casualty Reduction Group (CRG) schemes.
Minutes: The members of the committee noted the report which had been prepared for their information. There were no further comments or questions. |
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LOCAL PREVENTION FRAMEWORK - YOUTH TASK GROUP RECOMMENDATION
To receive the recommendations of the Local Committee Youth Task Group with regard to their assessment of the bids received and to award the grant contract for 2013-15.
Decision: The Local Committee (Guildford) agreed:
To approve the Youth Task Group recommendation to award a funding agreement for a twenty four month period from 01 September 2013 to the following provider:
Guildford YMCA for 100% of the contract value (£246,000 for the twenty-four month period) to prevent young people from becoming NEET in Guildford.
REASON: The recommendations will support the council’s priority to achieve full participation; that is for 100% of young people aged 16 to 19 to be in education, training or employment.
Minutes: The Contract Performance Officer (Youth Work Lead) spoke to the paper.
Mrs Fiona White had declared a pecuniary interest as she was a trustee of The Barn Youth Project and she did not participate in the vote.
The proposal for the Local Committee was to commission services to prevent young people becoming Not in Education, Employment or Training (NEET) within the borough of Guildford. The members of the Local Committee Youth Task group along with key stakeholder partners had evaluated the shortlisted bids and provided their advice to the members of the committee. The successful bid was for 100% of the service delivery although the task group had requested some parts of the service could be sub-contracted to other smaller suppliers who could operate on a very local or targeted level where appropriate. This was approved by the members of the committee.
The Local Committee (Guildford) agreed:
To approve the Youth Task Group recommendation to award a funding agreement for a twenty four month period from 01 September 2013 to the following provider:
Guildford YMCA for 100% of the contract value (£246,000 for the twenty-four month period) to prevent young people from becoming NEET in Guildford.
REASON: The recommendations will support the council’s priority to achieve full participation; that is for 100% of young people aged 16 to 19 to be in education, training or employment.
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SERVICES FOR YOUNG PEOPLE COMMISSIONS IN GUILDFORD 2012/13
To receive an update on the progress made towards participation for all young people in Guildford in post-16 education, training and employment during 2012-13. Additional documents: Minutes:
The report was for the information of the members of the committee. It was a high level report detailing the spend and performance outcomes of the previous year’s commissioned services. Surrey County Council commissioned over £14 million of youth services across Surrey. Members were asked to note that there was a correction for the figures provided for centre-based youth work. These should read a total contract value 2012/13 of £21,088 plus 4.64 Full Time Equivalents.
The members of the Local Committee noted the report. |
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YOUTH SMALL GRANTS
To receive a brief address from Surrey Youth Focus regarding the administration of the Youth Small Grants for 2013-14. There is no report for this item. Minutes: Ms Kate Peters from Surrey Youth Focus addressed the meeting to inform members of the committee that Surrey Youth Focus would be undertaking the administration of the Youth Small grants under contract from Surrey County Council. Ms Peter’s said she would be a contact for members regarding any local bids. Ms Peter’s contact details would be circulated. |
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NOMINATIONS TO TASK GROUPS AND OUTSIDE BODIES
To consider and agree task group terms of reference and task group membership for 2013/14. To nominate representation on local groups as appropriate.
Additional documents: Decision: The Local Committee (Guildford) agreed
i. the terms of reference for the two Task Groups as set in Annexes A and B of the committee report.
ii. The membership for the Task Groups be as set out in paragraphs 1.4 and 1.7 of the committee report as follows:
Transportation Task Group County: Cllr Mark Brett-Warburton (C), Cllr Bill Barker, Cllr David Goodwin Borough: Cllr James Palmer, Cllr Tony Rooth, Cllr Tony Phillips
Youth Task Group County: Cllr Keith Taylor (C), Cllr Pauline Searle Borough: Cllr Caroline Reeves, Cllr Sarah Creedy
iii. To appoint members of the Local Committee to the outside bodies as listed in the report (paragraphs 1.9 – 1.10) as follows:
Guildford Railway Station Re-development Working Group Two County delegates only: Cllr Mark Brett-Warburton, Cllr Bill Barker
Safer Guildford Partnership (CSP) County delegate only: Cllr Fiona White
Guildford Health and Well-being Board County delegate only: Cllr Pauline Searle
REASONS Member task groups have been created to enable focused attention on areas of work as required by the Local Committee. The task groups will undertake detailed consideration of matters and in turn advise the Committee of their findings in order to better inform the decision making process.
It is important for the Local Committee to provide representations on local groups to ensure that local priorities are reflected and informed Minutes: The paper was bought by the Community Partnerships Team.
The members of the Local Committee agreed their representation on task groups and outside bodies for the new municipal year. The Guildford Health and Well-being Board was a new group and an information paper was tabled at the meeting. This paper can be found at Annexe 3 of these minutes.
The Local Committee (Guildford) agreed
i. the terms of reference for the two Task Groups as set in Annexes A and B of the committee report.
ii. The membership for the Task Groups be as set out in paragraphs 1.4 and 1.7 of the committee report as follows:
Transportation Task Group County: Cllr Mark Brett-Warburton (C), Cllr Bill Barker, Cllr David Goodwin Borough: Cllr James Palmer, Cllr Tony Rooth, Cllr Tony Phillips
Youth Task Group County: Cllr Keith Taylor (C), Cllr Pauline Searle Borough: Cllr Caroline Reeves, Cllr Sarah Creedy
iii. To appoint members of the Local Committee to the outside bodies as listed in the report (paragraphs 1.9 – 1.10) as follows:
Guildford Railway Station Re-development Working Group Two County delegates only: Cllr Mark Brett-Warburton, Cllr Bill Barker
Safer Guildford Partnership (CSP) County delegate only: Cllr Fiona White
Guildford Health and Well-being Board County delegate only: Cllr Pauline Searle
REASONS Member task groups have been created to enable focused attention on areas of work as required by the Local Committee. The task groups will undertake detailed consideration of matters and in turn advise the Committee of their findings in order to better inform the decision making process.
It is important for the Local Committee to provide representations on local groups to ensure that local priorities are reflected and informed |
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GUILDFORD COMMUNITY SAFETY BUDGET 2013/4
To consider the delegation of the Local Committee Community Safety budget 2013/14.
Decision: The Local Committee (Guildford) agreed:
(i) To nominate County Councillor Fiona White to represent the Local Committee on the CSP in 2013-14.
(ii) the community safety budget of £3,226 having been delegated to the Local Committee should be transferred to the CSP.
(iii) that the Community Partnerships Manager manage and authorise expenditure from the budget delegated to the Local Committee in accordance with the strategic aims of the CSP.
REASONS The County Council is a statutory member of the Community Safety Partnership, known as the Safer Guildford Partnership. The Council values partnership working that will make a positive contribution to local projects and activities that will create a safer community for Guildford residents.
Minutes: The paper was bought by the Community Partnerships Team.
The Local Committee agreed to transfer the delegated community safety budget to the Safer Guildford Partnership to contribute to local schemes and initiatives.
The Local Committee (Guildford) agreed:
(i) To nominate County Councillor Fiona White to represent the Local Committee on the CSP in 2013-14.
(ii) the community safety budget of £3,226 having been delegated to the Local Committee should be transferred to the CSP.
(iii) that the Community Partnerships Manager manage and authorise expenditure from the budget delegated to the Local Committee in accordance with the strategic aims of the CSP.
REASONS The County Council is a statutory member of the Community Safety Partnership, known as the Safer Guildford Partnership. The Council values partnership working that will make a positive contribution to local projects and activities that will create a safer community for Guildford residents.
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To consider the Forward Programme of reports for the Local Committee for 2013/14.
Additional documents: Minutes: The Local Committee noted the report. |
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Anx 1 Petitions and formal written questions response - Tabled Item 4 and 5 |
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Anx 2a+b Year one programme Horizon Guildford Tabled Item 8 Additional documents: |
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