Agenda, decisions and minutes
PDF 594 KBVenue: Council Chamber, Guildford Borough Council, Millmead, Guildford GU2 4BB
Contact: Joanna Long Surrey County Council, Old Millmead House, Millmead, Guildford, GU2 4BB
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CHAIRMAN'S ANNOUNCEMENTS
To receive any Chairman’s announcements. Additional documents: Minutes: The Chairman welcomed everyone to the meeting. He reminded those present that the meeting was being webcast and of the protocols in place regarding any recording of the meeting as laid out in the agenda papers.
The Chairman announced that Councillor Mark- Brett Warburton had been appointed Vice-Chair of the Local Committee. He also welcomed the new borough councillors to the Committee: Councillors Michael Illman, Bob McShee, Matthew Sarti and David Reeve and the new Community Partnership and Committee Officer Guildford Joanna Long and the Local Support Assistant Julie Sanders.
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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: Decision: Pauline Searle Minutes: Apologies were received from Councillor Pauline Searle and Councillor George Johnson, Councillor Gillian Harwood attended for Tony Phillips. |
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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 of the meeting held on 25 March 2015 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.
Additional documents: Minutes: There were no declarations of pecuniary interest.
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Future Nominations for Vice-Chairmanship (For Decision)
SUMMARY OF ISSUE:
At
its 12 March 2014 meeting, the Local Committee approved a report on
the new "Local Committee Plus" arrangements, which included the
following paragraph:
The Leader of Guildford Borough Council (GBC) has requested that this wording should be extended to include the GBC Lead Councillor for Infrastructure and Environment. Consequently the Local Committee is requested to make a change to the rules governing future GBC nominations for Vice-Chairman.
RECOMMENDATION:
The Local Committee (Guildford) agrees:
That the Vice-Chairmanship of
the Guildford Local Committee will be offered to
REASONS FOR RECOMMENDATIONS:
To encourage joint working between Surrey County Council and Guildford Borough Council on the Local Committee. Additional documents: Minutes: Declarations of Interest: None
Officers attending: Jo Long, Community Partnerships and Committee Officer, SCC
Petitions, Public Questions, Statements: None
Member Discussion – key points:
The Chairman introduced the report, explaining that the proposal was to widen the current parameters for the Vice-Chairman position to include the Lead Councillor for Infrastructure and Environment (Guildford Borough Council) to support joint working on the committee.
The Local Committee (Guildford) agreed:
That the Vice-Chairmanship of the Guildford Local Committee will be offered to either the Leader, Deputy Leader or Lead Councillor for Infrastructure and Environment of Guildford Borough Council with effect from 2016/17. Should they not wish to take up the role it will be offered to a County Councillor.
REASONS:
To encourage joint working between Surrey County Council and Guildford Borough Council on the Local Committee.
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PETITIONS & LETTERS OF REPRESENTATION
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. Additional documents: Minutes: One petition was received.
The Committee received a petition signed by 1,135 residents, agreeing with the statement:
“We the undersigned petition Surrey County Council to create a safe crossing for pedestrians crossing Gole Road in Pirbright at Cowshott Bridge (opposite Pirbright Golf Club) and at the junction with Dawney Hill and to reduce the speed limit to 30mph at Cowshott Bridge”.
The clerk of Pirbright Parish Council and the Emma Smith (the mother of the child injured when crossing this stretch of road) attended in support of the petition and provided a summary of the petition. The Committee debated the petition, it was agreed that the response of the Highways Officer should be noted, but that this issue would be referred to the Transportation Task Group for consideration alongside other proposals.
The Committee NOTED the response of the Highways Manager attached to the minutes as Appendix A.
The Transportation Task group would look at this issue in the near future.
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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 Mr Richard Jarvis related to the current Highways England study of the A3 through Guildford. A response was tabled and is attached to the minutes as Appendix B.
[Mr Jarvis asked a supplementary question “How far is the current study going to take us? Is it correct that the terms of reference of the study haven’t been shared with Surrey County Council or Guildford Borough Council?”]
Members responded that funding from Government wouldn’t stretch to making significant improvements to the A3 and that it is better to use the resources that we have. Preliminary improvement and safety works will happen in the next 5 months.
The Highways Manager stated that he was happy to provide a response outside of the meeting.
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MEMBER QUESTION TIME
To receive any written questions from Members under Standing Order 47. Additional documents: Minutes: One formal Member question was received from Councillor David Reeve on the means of communications between East Horsley Parish Council and SCC Highways. A response was tabled and is attached to the minutes as Appendix C.
Cllr David Reeve stated that he was happy for the proposed meeting between Highways and the Parish Council to be widened to other interested parties. |
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LIBRARIES REVIEW 2015 (Executive Function for Decision)
In its search for continuous improvement, and to reduce costs, the library service has recently completed a review which achieves a reduction in the library service’s staffing budget of £227,000 for 2015-16 while seeking to retain and improve current levels of service. In addition to other elements, the review looked at the opening hours for all the community libraries, which include Ash and Horsley. The opening hours of the Community Partnered Libraries (CPLs) are out of scope, as opening hours are set by local steering groups, within an agreed framework with local committees. Additional documents: Decision: The Local Committee (Guildford) agreed:
to change the opening hours for Ash and Horsley libraries as set out in Annexe 2 and paragraphs 3 and 9 of this paper.
Reasons: Customer feedback, including from “lapsed user” surveys, shows that it is easier for residents to remember standardised hours across libraries. There was positive feedback after introducing standardisation at Group A and B libraries in 2008. The library service review identified changes in the patterns of use in Group C community libraries. The recommended changes to opening hours reflect how local residents are now using these libraries.
Minutes: Declarations of Interest: None
Officers attending: Rose Wilson, Libraries SCC
Petitions, Public Questions, Statements: None
Member Discussion – key points:
The report was asking for a change in opening hours of two libraries in Guildford.
Members were provided with visitor figures for thelibraries. Members asked whether there were adequate facilities at libraries to accommodate on line welfare benefit applications with Universal credit coming in February 2016. Officers informed Members that a working group had been set up to address this. The libraries provide access to Wi-Fi, computers and help with form filling and eligibility requirements. The Learning and Skills team will continue to assist public learners and ’silver surfers’ etc. Members suggested that the libraries may wish to apply for the Local Committee Cluster funding.
The Local Committee (Guildford) agreed:
To change the opening hours for Ash and Horsley libraries as set out in Annexe 2 and paragraphs 3 and 9 of the report.
Reasons: Customer feedback, including from “lapsed user” surveys, shows that it is easier for residents to remember standardised hours across libraries. There was positive feedback after introducing standardisation at Group A and B libraries in 2008. The library service review identified changes in the patterns of use in Group C community libraries. The recommended changes to opening hours reflect how local residents are now using these libraries.
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This paper addresses certain governance requirements to be considered by the committee on an annual basis and at the first municipal meeting of the year. Under Surrey County Council constitutional arrangements the Committee is required to agree if it shall accept substitute co-optee members to attend committee as directed by the Borough Council. Member task groups have been established to support the Committee in its work and membership and terms of reference are to be reviewed and agreed. The Committee is also invited to provide representation on local partnership bodies. This paper asks the Committee to consider membership of these groups for the new municipal year.
Finally the Local Committee (Guildford) has been delegated £3,337 to support community safety work in the borough; this money requires Local Committee agreement to be delegated for use by the Guildford Borough Council Community Safety Partnership.
Additional documents: Minutes: Declarations of Interest: None
Officers attending: Joanna Long, Community Partnership and Committee Officer, SCC
Petitions, Public Questions, Statements: None
Member Discussion – key points:
The report was to ask for approval for the establishment of task groups and committee nominations to outside bodies. The committee discussed nominations onto the groups and agreed that the following should be set up:
Transportation Task Group
Councillor Mark Brett-Warburton Councillor Keith Taylor Councillor David Goodwin
Councillor Tony Rooth Councillor Matt Furniss Councillor Tony Phillips
Substitutes: Councillor Bill Barker and Councillor Paul Spooner
Youth Task Group
Councillor Pauline Searle Councillor Keith Taylor
Councillor Iseult Roche Councillor Caroline Reeves
Safer Guildford Partnership
The Community Partnership and Committee officer to check whether Councillor Graham Ellwood is already a member of the Safer Guildford Partnership as the Guildford Borough Council Community Safety Portfolio Holder. If so then Councillor Fiona White would be nominated as the Local Committee representative on the partnership.
Guildford Health and Wellbeing Board
The Community Partnership and Committee officer to approach Councillor Pauline Searle to see if she would like to be the Local Committee representative on the Board.
The Local Committee (Guildford) agreed:
(i) that there shall be substitute Borough Council co-optee membership for the municipal year 2015-16; (ii) the terms of reference for the two Task Groups as set out in Annexes 1 and 2; with the addition that the Youth Task Group can invite up to four young people and up to four local partners from the borough, all with equal status.' (iii) the below nominated members and substitute members for the Transportation Task Group for the municipal year 2015-16; (iv) the below nominated members for the Youth Task Group for the municipal year 2015-16; (v) To appoint nominees from the Local Committee to the local partnerships as set out in the report. (vi) that the community safety budget of£3,337 that has been delegated to the Local Committee, be transferred to the Guildford Borough Council Community Safety Partnership for the purpose of addressing the criteria and monitoring requirements detailed in [1.3 and 10.4] of the report; and that the Community Partnership Manager authorises its expenditure in accordance with the Local Committee's decision.
Reasons:
Good governance practice requires that the Committee reviews membership arrangements regularly to ensure that representation on the committee, task groups and partnerships is fair and provides the best outcomes for the interests of Guildford borough residents.
Surrey County Council is a Responsible Authority on Community Safety Partnership and has a responsibility to be represented at their meetings. Contributing delegated funding will help to ensure that there is a sufficient budget to fund projects aimed at reducing crime and anti-social behaviour within the borough.
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Presentation on the Prudential Ride London in Surrey (For Information)
Presentation update on the Prudential Ride London in Surrey event on Sunday 2 August 2015; where 25,000 amateur cyclists will be tackling the challenging 100 mile ride which sets of from London before heading into Surrey. Additional documents: Minutes: Declarations of Interest: None
Officers attending: Helen Barnsley, Public Health and Wellbeing, Guildford Borough Council
Petitions, Public Questions, Statements: None
Member Discussion – key points:
Members received a presentation on the Prudential Ride London in Surrey event being held on Sunday 2 August 2015. Members were informed that the organisers of the Ride 100 wanted the event to grow this year and were hoping for 25,000 participants. Members asked how long would the event continue for and whether the event would be reviewed at an open committee; Helen Barnsley to find out and come back to Members. It was commented that signs on the route should be the appropriate size for their location. Members asked whether the Trust Fund had been restricted to the communities involved; Helen would respond to this query. |
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Guildford Local Cycling Plan (Executive Function for Decision)
As part of the Surrey Transport Plan, the Surrey Cycling Strategy was approved by Cabinet in December 2013. The Strategy set out a role for Local Committees to oversee the development of Local Cycling Plans. This report sets out progress to date and seeks approval to proceed to public consultation on the plans developed to date.
Additional documents: Decision:
Minutes:
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Highways Update (Executive Function for Information)
This report provides an update on the 2014/15 and 2015/16 programmes of highway improvement and maintenance works funded by this committee.
Additional documents: Minutes:
Members considered the report on the schemes that were funded for 2014/15 and 2015/16. Members were informed that the tenders for work to the High Street setts had gone out and these should be returned in July. It was suggested that Members may wish to consider the timing of the sett improvements.
Councillor Fiona White raised issues with drivers not seeing the zebra crossing at Aldershot Road, John Hilder would look into this. Councillor David Goodwin asked whether the safety scheme at Mount Pleasant Road was taking place and when the Onslow Safety study would start; John Hilder agreed to respond to Members on this after the meeting. The Pedestrian refuge at Aldershot Road, Worplesdon was raised; officers were informed that the parish council owned land at Nebbons Copse, under the management of the Surrey Wildlife Trust which maybe a cheaper option.
The Local Committee (Guildford) agreed to:
(i) Note progress and outturn cost for the 2014/15 programme of highway works funded by this committee and described at Annex 1 of the report. (ii) Note progress of the 2015/16 programme of highway works funded by this committee and described at Annex 2 of the report. Reasons:
This report is for information only and for Members to note progress.
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Surrey undertakes an annual review of the Highways Cold Weather Plan and winter service at the end of each winter season, including the effectiveness of network coverage, operational improvements, organisational changes and partnership working arrangements. This report seeks the views of the (Guildford) Local Committee on the delivery of the Winter Service operations in the 2014/15 season, to feedback into the annual review.
Additional documents: Minutes:
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This report presents the feedback from informal consultations undertaken in six geographic areas concerning the need for parking restrictions. The six areas are (i) Avondale Estate and the area around Ash Vale and North Camp Stations, (ii) Burpham shopping parade area including Burpham Lane, (iii) Effingham Junction, (iv) the Fairlands Estate, (v) Merrow parade and (vi) Shalford. The report recommends proposals are progressed to formal advertisement to seek comments, with the exception of Burpham, where it is recommended that there is further informal consultation on the proposal prior to finalising and advertising it.
Additional documents: Decision:
Minutes:
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The report presents proposals for new and amended parking controls in various locations across the borough, which are shown in Annexe 2. It also identifies locations where formalised disabled only parking bays are required for both new and existing facilities, which are listed in Annexe 3. Changes required to accommodate new and revised vehicle crossovers and new developments are also highlighted in Annexe 4.
Additional documents: Decision:
Minutes:
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Forward Plan (For Information)
To note the Forward Programme of reports to Local Committee 2015-16. This is an indicative forward programme. Further items are likely to be added and the list is subject to amendment. Additional documents: Minutes: The Local Committee (Guildford) noted the report.
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Notes from Open Public Questions set out in Annex
Additional documents: |