Councillors and committees

Agenda, decisions and minutes

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

Contact: Joanna Long  Surrey County Council, Old Millmead House, Millmead, Guildford, GU2 4BB

Media

Items
No. Item

44/18

APOLOGIES FOR ABSENCE

    • Share this item

    To receive any apologies for absence.

    Additional documents:

    Minutes:

    Apologies for absence were received from Councillors: Paul Spooner, Matt Sarti, David Bilbe and Mark Brett- Warburton.

45/18

OPEN FORUM - PUBLIC QUESTIONS

    • Share this item

    Before the formal Committee session begins, the Chairman will invite questions from members of the public attending the meeting. Where possible questions will receive an answer at the meeting, or a written response will be provided subsequently.

    Additional documents:

    Minutes:

    Cathy Simmonds from Ash asked an informal question:

     

    Cathy asked why sealant isn’t put around potholes when they are repaired, she gave an example of a pothole in New Road Compton which was repaired and then had to be repaired again shortly afterwards. The pothole had been reported to the County Council.

     

    The Acting Area Highways Manager responded that: sealant is no longer used as it can create a slippery surface. Ideally when making a pothole repair more material would be taken out of the carriageway before making the repair however this involves alot more cost, resource and closing of roads.

     

    Cathy also made the committee aware that the pillars that hold up the bridge on the A3 near Burpham at the university turn off are unstable. 

     

    The Acting Area Highways Manager offered to make the Highways Agency aware of this issue with the bridge pillars.

     

     

    Patrick Gaffarn asked an informal question:

     

    The Surrey County Council’s web site for reporting potholes doesn’t work on my mobile but other sites such as Surrey Police and ‘Fill that Hole’ work well. How do other web sites where you can report potholes interface with Surrey County Council’s web site for reporting potholes? 

     

    The Acting Area Highways Manager responded that: potholes should be reported on the Surrey County Council web site as they are then logged, he was unsure how other sites interfaced with the County Council’s web site for reporting potholes. 

     

    Patrick Gaffarn also raised an error in the previous minutes on page 7 Minute no.9 which should have said 3 or 4 feet not inches, the Chairman stated that this amendment would be noted.

46/18

MINUTES OF PREVIOUS MEETING pdf icon PDF 463 KB

    • Share this item

    To approve the Minutes of the previous meeting as a correct record.

    Additional documents:

    Minutes:

    The Guildford Local Committee agreed the draft minutes as a true reflection of the previous meeting with the following amendment to Minute No. 9, page 7, to remove the word inches and replace with ‘feet’:

     

    Members requested that particular attention be given to potholes

    within 3 or 4 ‘feet’ of the pavement to prevent cyclists falling off their

    bikes.

47/18

DECISION TRACKER (FOR INFORMATION) pdf icon PDF 246 KB

    • Share this item

    This report updates the committee on the progress of decisions that have been made at previous meetings.

     

    Additional documents:

    Minutes:

    The Chairman updated that a meeting on the concept of a ‘Quiet Lane / Unsuitable HGV’ pilot zone in Shere Rural Area facilitated by the Area of Outstanding Natural beauty (AONB) office, which took place in April unfortunately hadn’t progressed this initiative so he suggested that the item be taken off the Decision Tracker.

48/18

DECLARATIONS OF INTEREST

    • Share this item

    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 interest of made.

49/18

CHAIRMAN'S ANNOUNCEMENTS

    • Share this item

    To receive any Chairman’s announcements.

    Additional documents:

    Minutes:

    The chairman asked co-opted borough members to let the Partnership and Committee officer know of any changes to their declarations of interest form following being re-nominated to sit on the Local Committee in May 2018.

50/18

PETITIONS pdf icon PDF 222 KB

    • Share this item

    To receive any petitions in accordance with Standing Order 65. An officer response will be provided to each petition.

     

    Two petitions have been received

     

    The first petition was received from Mr Keith Saunders on behalf of Burden Way/Escombe Drive residents.

     

     

    The petition asks for SCC to create a 20mph speed zone to encompass Burden Way/Escombe Drive (Stoughton).

     

     

     

    The second petition was received from Mr Gary Lewis on behalf of the Pirbright community.

     

    The petition asks for SCC to install 4-Way Traffic Lights at the Junction of Connaught Road and Dawney Road Bridge, Brookwood.

    Additional documents:

    Minutes:

    Declarations of Interest: None

     

     

    Officers attending: Frank Apicella, Acting Area Highways Manager

     

     

    Petitions, Public Questions, Statements: Two petitions were received

     

     

     

    The first petition was received from Mr Keith Saunders on behalf of Burden Way/Escombe Drive residents. The petition asked for SCC to create a 20mph speed zone to encompass Burden Way/Escombe Drive (Stoughton).

     

     

    The Petition wording and officer response were included in the agenda pack.

     

     Keith Saunders spoke to the petition:

     

    Between the hrs of 07:45 to 09:30 there is lots of antisocial driving and again in the early evenings.  Burden Way is used as cut- through due to its lack of speed humps.  The whole area is experiencing speeding cars on narrowing roads due to double parked vehicles. Over the years this problem has reached the point where something needs to be done to both educate the drivers and bring the very necessary traffic claiming before serious accidents happen.

     

    The Grange park area would benefit hugely from a blanket 20 mph zone being introduced. Any signage that could go up such as ‘kill your speed not a child’ and speed humps being put in would help.

     

    Mr Saunders thanked Councillor Angela Goodwin for her support.

     

    Member discussion - key points:

     

    The Chairman asked highways to look at the additional suggestions made by Mr Saunders to reduce speeds in Burden Way/Escombe Drive.

     

    The Local Committee noted the officer’s comments. Councillor Angela Goodwin the local divisional member commented on the petition, she suggested that a 20mph sign painted on the road as you enter it would reduce people’s driving speeds.  She supported the call for a 20mph speed limit and stated that 20mph limit has reduced driver’s speeds and accidents in other areas.  She also raised the possibility of introducing a 20 mph speed limit in residential areas across Surrey as had been achieved in other places such as Portsmouth.

     

     

     

    The second petition was received from Mr Gary Lewis on behalf of the Pirbright community.  The petition asked for SCC to install 4-Way Traffic Lights at the Junction of Connaught Road and Dawney Road Bridge, Brookwood.

     

    The Petition wording and officer response were included in the agenda pack.

     

    The lead petitioner Gary Lewis gave his apologies as he was on military duties.

     

    Member discussion - key points:

     

    The Local Committee noted the officer’s comments.  Councillor Keith Witham the local divisional member commented on the petition, he thanked Highways for their response and said he looked forward to seeing the results of the modelling.

     

     

51/18

PUBLIC QUESTION TIME

    • Share this item

    To receive any questions from Surrey County Council electors within the area in accordance with Standing Order 66.

    Additional documents:

    Minutes:

    No public questions were received.

52/18

MEMBER QUESTION TIME

    • Share this item

    To receive any written questions from Members under Standing Order 47.

    Additional documents:

    Minutes:

    No member questions were received.

53/18

GUILDFORD - GODALMING GREENWAY (EXECUTIVE FUNCTION) pdf icon PDF 148 KB

    The Godalming Cycle Campaign (GCC) in partnership with the Guildford Bicycle Users Group (G-Bug) have developed plans for a ‘greenway ’along the River Wey corridor.  The spine of the route will run between Guildford town centre and Godalming but it also includes an extension to Milford and links to other key destinations along it.

     

    The route is suitable for all ages and abilities so it would be safe, quiet and away from busy roads.  It will be inclusive for others such as wheelchair users and parents with pushchairs.  It would make many local journeys more attractive for walking and cycling.

     

    Additional documents:

    Decision:

    The Local Committee (Guildford) agreed that:

     

    (i)            The Guildford-Godalming Greenway route (as detailed in Annex B of the report) is adopted into the Guildford Cycle Plan.

     

    Reasons:

     

    The Guildford-Godalming Greenway Proposal is a detailed and well-considered report.  It has been produced by local residents who regularly travel along the corridor and has involved all the relevant local cycle groups.

     

    The Surrey Cycling Strategy (2014-2026) invites local involvement to the local cycle plans and the aims of the Guildford-Godalming Greenway supports the objectives of the strategy.

     

    Many of the sections identified for improvement have already been noted under the cycle plans for Guildford and Waverley.  The proposal ties them all together under a strategic route which can be implemented in sections as and when opportunities are available.

     

    The vision is to provide a route that a wide variety of users could comfortably share including pedestrians, cyclists, wheelchair users, and parents with pushchairs.  By providing attractive alternatives to driving all will benefit from reduced pollution and congestion and walking and cycling provides many health benefits to the individual.

    Minutes:

    Declarations of Interest: None

     

     

    Officers attending: Transport Planner: Cycling

     

     

    Petitions, Public Questions, Statements: None

     

    The Godalming Cycle Campaign (GCC) in partnership with the Guildford Bicycle Users Group (G-Bug) had developed plans for a ‘greenway’ along the River Wey corridor.

     

    The route would be suitable for all ages and abilities so would be safe, quiet and away from busy roads.  It would be inclusive for others such as wheelchair users and parents with pushchairs.  It would make many local journeys more attractive for walking and cycling.

     

    The officer updated members that Guildford Borough Council has commissioned some design and costing works for Dagley Lane, Shalford part of the Greenway which is currently a muddy track and they should receive these designs in the summer.

     

    Member Discussion - Key points:

     

    Members asked if consideration had been given to lighting for the route so that it was safe in the winter; this would need to be sympathetic to the local area.  The officer informed members that there are suitable products on the market that could be used.

     

    There were concerns that the Greenway could raise public expectations and that the implementation of it could get forgotten about.  The officer explained that they were looking at the route in sections and funding was likely to come from S106/Community Infrastructure levy funds when developments were agreed in the right areas.  Members commented that if the route was agreed and available then there would be more likelihood of it receiving funding when opportunities arose.  Councillor Furniss informed the meeting that Guildford Borough Council are forward funding the Dagley Lane section and that the Greenway fitted in with the Guildford Transport Strategy.

     

    Members stated that the route into Guildford town centre needed to be got right to get it away from the road.  Members asked what sort of surface would be used for the Greenway, the officer responded that it would be a good quality sealed surface so that members of the public wouldn’t need an off road bike to use it.  Members commented that they would like to see other Greenways in Guildford and the surrounding area.

     

    The officer updated Members that she had met with the Transport Development Team, Highways and the Countryside team to make them aware of the Greenway so further work can be done to the route when they become aware of funding opportunities.  She also commented that the cycling groups would also continue to pursue the implementation of the Greenway.

     

    G-Bug members thanked Members.

     

    Resolutions:

     

    The Local Committee (Guildford) agreed that:

     

    (i)            The Guildford-Godalming Greenway route (as detailed in Annex B of the report) is adopted into the Guildford Cycle Plan.

     

    Reasons:

     

    The Guildford-Godalming Greenway Proposal is a detailed and well-considered report.  It has been produced by local residents who regularly travel along the corridor and has involved all the relevant local cycle groups.

     

    The Surrey Cycling Strategy (2014-2026) invites local involvement to the local cycle plans and the aims of the Guildford-Godalming Greenway supports the objectives of the strategy.

     

    Many  ...  view the full minutes text for item 53/18

54/18

MOVE TOWARDS A GUILDFORD JOINT COMMITTEE (OTHER COUNTY COUNCIL FUNCTIONS - FOR INFORMATION) pdf icon PDF 82 KB

    • Share this item

     

    Building on the partnership working between the County Council and local authorities in Surrey, it is proposed to create a Joint Committee (JC) between Surrey County Council (SCC) and Guildford Borough Council (GBC).

     

    Cabinet/Executive and Council approvals from both authorities are being sought in June and July 2018 to establish the JC. This report provides an update on the developments since the previous discussion with the local committee, and the constitution that is being considered by the Cabinet/Executive and Council meetings.

     

    Additional documents:

    Minutes:

    Declarations of Interest: None

     

     

     

    Officers attending: Democratic Services Manager, Guildford Borough Council and Partnership Manager, SCC.

     

     

     

    Petitions, Public Questions, Statements: None

     

    Building on the partnership working between the County Council and local authorities in Surrey, it was proposed to create a Joint Committee (JC) between Surrey County Council (SCC) and Guildford Borough Council (GBC).

     

    Cabinet/Executive and Council approvals from both authorities were being sought in June and July 2018 to establish the JC. The report provided an update on the developments since the previous discussion with the local committee and the constitution that is being considered by the Cabinet/Executive and Council meetings.

     

     

    The Chairman informed members that a great deal of joint working had been going on between GBC and SCC to develop the new Joint Committee. The Partnership Manager commented that the Joint Committee would be owned by both authorities and jointly respond to matters such as highways, parking, emergency planning and gypsy and traveller sites etc. Officers advised that there was an opportunity for priority setting at an informal meeting for the new Joint Committee before the next formal Committee on 19 September.  The Democratic Services Manager, GBC stated that Guildford officers were very supportive of the move to Joint Committee.

     

    Member Discussion - Key points:

     

    Members asked whether informal meetings would still be held, the Chairman responded that this was still the intention.  The Chairman stated that new Joint Committee may need more task groups which could be included in the priority setting discussion.  Members requested that the new Cabinet member be appropriate for the Joint Committee and have familiarity with Guildford.

     

    Members asked whether the Joint Committee would continue to deal with on-street parking not parking revenue, officers confirmed that it would just be on-street parking.  Members welcomed the introduction of the Joint Committee particularly for residents so that any future issues would just come to one committee.

     

    Resolutions:

     

    The Local Committee (Guildford) commented on and noted:

     

    (i)    the establishment of the Guildford Joint Committee in place of the current Local Committee arrangements to take effect from 19 September 2018.

    Reasons:

     

    The creation of the Guildford Joint Committee builds on a strong track record of joint and collaborative working between the two authorities and provides a platform on which future joint arrangements can be co-ordinated.

     

    This approach has already proved successful in Woking and Spelthorne, where Joint Committees have been operating since June 2014 and January 2017 respectively and has been shown to improve partnership working. The first meeting of the Runnymede Joint Committee will be in July 2018.

     

    The new Joint Committee will simplify and speed-up local decision making processes, enabling for the first time, all functions and budgets delegated to it to be jointly decided upon.

     

55/18

HIGHWAYS UPDATE (EXECUTIVE DECISION) pdf icon PDF 137 KB

    This report provides an update on the 2017/18 programme of highway improvement and maintenance works funded by this committee,  an update on other projects in the local area such as the schemes within the Guildford Town Centre Transport Package, Tunsgate highway works, A25 cycle corridor (Woodbridge) and on other centrally funded projects being promoted in the local area, as well as details of the budgets allocated to the committee in 2018/19 and recommendations on expenditure of the same. The report also includes decisions on parking including the advertisement of making of a traffic orders for Lysons Avenue and Sheepfold Road.

    Additional documents:

    Decision:

    The Local Committee (Guildford) agreed:

     

    (i)    To note the committee approved works being progressed during 2018/19

     

    (ii)  To resolve to advertise the making of a traffic order for Lysons Avenue and Sheepfold Road as detailed in paragraphs 2.3.1 & 2.3.4 respectively and shown in Annex 3 and 4.

    (iii) To delegate to the Acting Area Highway Manager, in consultation with the Chairman and Vice Chairman and Divisional Member, the ability to resolve any problems encountered or objections received from the advertising of the TRO but additionally to facilitate scheme delivery during the year of the schemes identified on Annex 2.

     

    Reasons:

     

    The committee is asked to agree the recommendations to enable early progression of works orders.

    Minutes:

    Declarations of Interest: None

     

     

    Officers attending: Acting Area Highways Manager.

     

     

    Petitions, Public Questions, Statements: None

     

    The report provides an update on the 2017/18 programme of highway improvement and maintenance works funded by this committee, an update on other centrally funded projects being promoted in the local area, as well as details of the budgets allocated to the committee in 2018/19 and recommendations on expenditure of the same.

     

    Member Discussion - Key points:

     

    Members queried some of the priority setting in Annex 1 of the report.  The officer explained that the schemes had been previously approved by the Committee and ranked by way of priority, he offered to look at how priority setting worked at a future Informal committee.

     

    Action: Highway schemes priority setting to be looked at a future Informal meeting.

     

    The Highways Manager updated that conversations on Walnut Tree Close scheme with developers had stalled.  Councillor Furniss informed the committee that Guildford Borough council is looking at Woodbridge meadows as a natural turning point and this is moving ahead. He informed members that works to the Farnham Road railway bridge were still intending to start at Christmas but he hadn’t received any further updates from Network rail.  The intention was still to do the works to Onslow Street in September possibly at night.

     

    Members asked which bus services are to be retained following Stagecoach being appointed as the operator.

     

    Actions: Highways Manager to ask the Passenger Transport Projects Team Manager which number bus services are to be retained by Stagecoach.

     

    Members were updated that north Street re-surfacing an new tables are now due to be constructed in the third quarter of this year.

     

    Members were encouraged to come up with schemes to utilise their Highways and countryside funding in a timely fashion.

     

    Resolutions:

     

     

    The Local Committee (Guildford) agreed:

     

    (i)    To note the committee approved works being progressed during 2018/19

     

    (ii)  To resolve to advertise the making of a traffic order for Lysons Avenue and Sheepfold Road as detailed in paragraphs 2.3.1 & 2.3.4 respectively and shown in Annex 3 and 4.

    (iii) To delegate to the Acting Area Highway Manager, in consultation with the Chairman and Vice Chairman and Divisional Member, the ability to resolve any problems encountered or objections received from the advertising of the TRO but additionally to facilitate scheme delivery during the year of the schemes identified on Annex 2.

     

    Reasons:

     

    The committee is asked to agree the recommendations to enable early progression of works orders.

56/18

LOCAL COMMITTEE COMMUNITY SAFETY FUNDING (EXECUTIVE FUNCTION) pdf icon PDF 157 KB

    The local committee has a delegated budget of £3,000 for community safety projects in 2018/19. This report sets out the process by which this funding should be allocated to the Community Safety Partnership and/or other local community organisations that promote the safety and wellbeing of residents. The report provides a progress update regarding last year’s funding.

    Additional documents:

    Decision:

    The Local Committee (Guildford) agreed that:

     

    (i)        The committee’s delegated community safety budget of £3,000 for 2018/19 be retained by the Community Partnership Team, on behalf of the local committee, and that the Community Safety Partnership and/or other local organisations be invited to submit proposals for funding that meet the criteria and principles set out at paragraph 2.4 of this report.

    (ii)       Authority be delegated to the Community Partnership Manager, in consultation with the Chairman and Vice-Chairman of the local committee and divisional members as appropriate, to authorise the expenditure of the community safety budget in accordance with the criteria and principles stated in section 3 of this report.

    (iii)  The committee receives updates on the project(s) that was funded, the outcomes and the impact it has achieved.

     

    Reasons:

     

    The report sets out a process for allocating the committee’s delegated community safety budget of £3,000 to local organisations to achieve the recommendations outlined above.

     

    There is also an update on how last year’s funding was used in order to provide visibility and promote accountability within the Community Safety Partnership.

    Minutes:

    Declarations of Interest: None

     

     

     

    Officers attending: Partnership and Committee Officer.

     

      

     

    Petitions, Public Questions, Statements: None

     

    The local committee has a delegated budget of £3,000 for community safety projects in 2018/19. The report set out the process by which this funding should be allocated to the Community Safety Partnership and/or other local community organisations that promote the safety and wellbeing of residents. The report provides a progress update regarding last year’s funding.

     

     

    Member Discussion - Key points:

     

    Members noted the report.

     

    Resolutions:

     

     

    The Local Committee (Guildford) agreed that:

     

    (i)        The committee’s delegated community safety budget of £3,000 for 2018/19 be retained by the Community Partnership Team, on behalf of the local committee, and that the Community Safety Partnership and/or other local organisations be invited to submit proposals for funding that meet the criteria and principles set out at paragraph 2.4 of the report.

    (ii)       Authority be delegated to the Community Partnership Manager, in consultation with the Chairman and Vice-Chairman of the local committee and divisional members as appropriate, to authorise the expenditure of the community safety budget in accordance with the criteria and principles stated in section 3 of the report.

    (iii)  The committee receives updates on the project(s) that was funded, the outcomes and the impact it has achieved.

     

    Reasons:

     

    The report sets out a process for allocating the committee’s delegated community safety budget of £3,000 to local organisations to achieve the recommendations outlined above.

     

    There is also an update on how last year’s funding was used in order to provide visibility and promote accountability within the Community Safety Partnership.

57/18

REPRESENTATION ON TASK GROUPS AND EXTERNAL BODIES (EXECUTIVE FUNCTION) pdf icon PDF 226 KB

    This report seeks the approval of local committee task group members and the appointment of representatives to external bodies.

     

    Additional documents:

    Decision:

     

    The Local Committee (Guildford) agreed that:

     

    (i)      Members be appointed to the Transportation Task Group

     

    (ii)     The nominated members for the Transportation Task Group for the municipal year 2018-19 be as set out in paragraph 2.4, and the terms of reference be as set out in Annex A;

     

    (iii)    To appoint nominees from the Local Committee to the local partnerships as set out in the report.

     

    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.

     

     

    The members appointed to represent the Local Committee on the below partnerships were:

     

    Guildford Health and Wellbeing Board: Councillor Fiona White

     

    Safer Guildford Partnership Executive: Councillor Matt Furniss

     

     

    Minutes:

    Declarations of Interest: None

     

     

     

    Officers attending: Partnership and Committee Officer.

     

     

     

    Petitions, Public Questions, Statements: None

     

     

    Member Discussion - Key points:

     

    Members were happy for the last year’s representatives on the task groups to continue for 2018/19.

     

     

    Resolutions:

     

    The Local Committee (Guildford) agreed that:

     

    (i)      Members be appointed to the Transportation Task Group

     

    (ii)     The nominated members for the Transportation Task Group for the municipal year 2018-19 be as set out in paragraph 2.4 of the report, and the terms of reference be as set out in Annex A;

     

    (iii)    To appoint nominees from the Local Committee to the local partnerships as set out in the report.

     

    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.

     

     

    The members appointed to represent the Local Committee on the below partnerships were:

     

    Guildford Health and Wellbeing Board: Councillor Fiona White

     

    Safer Guildford Partnership Executive: Councillor Matt Furniss

     

     

58/18

FORWARD PLAN pdf icon PDF 113 KB

    • Share this item

    The Forward Programme of reports for the Local Committee for 2018/19.

    Additional documents:

    Minutes:

    Members noted the Forward Plan of reports.

59/18

Move Towards Guildford Joint Committee pdf icon PDF 82 KB

    • Share this item

    Building on the partnership working between the County Council and local authorities in Surrey, it is proposed to create a Joint Committee (JC) between Surrey County Council (SCC) and Guildford Borough Council (GBC).

     

    Cabinet/Executive and Council approvals from both authorities are being sought in June and July 2018 to establish the JC. This report provides an update on the developments since the previous discussion with the local committee, and the constitution that is being considered by the Cabinet/Executive and Council meetings.

    Additional documents:

    Minutes:

    Please refer to Minute 54/18, Move towards a Guildford Joint Committee.