Councillors and committees

Agenda, decisions and minutes

Venue: The Council Chamber, Woking Borough Council Civic Offices, Gloucester Square, Woking GU21 6YL

Contact: Nikkie Thornton-Bryar, Partnership Committee Officer 

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No. Item

Open Forum pdf icon PDF 201 KB

Questions and responses from the informal open forum session are attached as an Annex to the minutes.

Additional documents:

1/22

APOLOGIES FOR ABSENCE

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    To receive any apologies for absence.

    Additional documents:

    Minutes:

    Apologies were received from Cllr Ali, Cllr Boote, Cllr Bowes and Cllr Furniss.

2/22

MINUTES OF PREVIOUS MEETING pdf icon PDF 401 KB

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    To agree the minutes of the previous meeting as a correct record.

    Additional documents:

    Minutes:

    Cllr Nicholson stated that she had not received any further information on the streetlight opposite Quadrant Court that she had asked about at the last meeting; the Committee Officer undertook to follow this up.

    Cllr Barker pointed out in paragraph 34/21 ‘Shaw Road’ should be ‘Shore Road’.

     

    The minutes were agreed as an accurate record.

3/22

DECLARATIONS OF INTEREST

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    All Members present are required to declare, at this point in the meeting or as soon as possible thereafter:

          i.        Any disclosable pecuniary interests and / or

         ii.        Other interests arising under the Code of Conduct in respect of any item(s) of business being considered at this meeting

     

    NOTES:

     

    ·         Members are bound by the Code of Conduct of the authority which appointed them to the Woking Joint Committee.

    ·         Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest

    ·         As well as an interest of the Member, this includes any interest, of which the Member is aware, that relates to the Member’s spouse or civil partner (or any person with whom the Member is living as a spouse or civil partner)

    ·         Members with a significant personal interest may participate in the discussion and vote on that matter unless that interest could be reasonably regarded as prejudicial.

    ·         SCC Members must notify SCC’s Monitoring Officer of any interests disclosed at the meeting which are not already recorded in the Register of Members’ Interests. WBC Members must notify WBC’s Monitoring Officer of any interests disclosed at the meeting which are not already recorded in the Register of Members’ Interests.

    Additional documents:

    Minutes:

    There were no declarations of interest.

4/22

PETITIONS

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    To receive any petitions in accordance with Standing Order 14.1. Notice should be given in writing or by email to the Community Partnership and Committee Officer at least 14 days before the meeting. Alternatively, the petition can be submitted on-line through Surrey County Council or Woking Borough Council’s e-petitions website as long as the minimum number of signatures (30) has been reached 14 days before the meeting.

    Additional documents:

    Minutes:

    There were no petitions.

5/22

WRITTEN PUBLIC QUESTIONS

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    To answer any questions from residents or businesses within the Woking Borough area in accordance with Standing Order 14.2. Notice should be given in writing or email to the Community Partnership and Committee Officer by 12 noon four working days before the meeting.

    Additional documents:

    Minutes:

    There were no public questions.

6/22

WRITTEN MEMBER QUESTIONS

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    To receive any written questions from members under Standing Order 13. The deadline for member questions is 12 noon four working days before the meeting.

    Additional documents:

    Minutes:

    There were no member questions.

7/22

CIL - APPLICATION FOR FUNDING: UNITED REFORMED CHURCH (FOR DECISION) pdf icon PDF 399 KB

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    A funding request has been submitted for two sets of internal automated doors inside the United Reform Church building at a cost of £14,500.

    This is above the £10,000 limit for the CIL task group, so a decision is needed by the Joint Committee. The application form is attached.

    Additional documents:

    Decision:

    Woking Joint Committee agreed that:

     

    (i)    The application submitted by Ward Councillors for Mount Hermon Ward to secure £8,000 to install automated doors at the United Reformed Church in Mount Hermon be approved.

    (ii)   The Strategic Director of Place be authorised to approve payment for the cost of replacing the automated doors when the works have been undertaken and the invoices have been submitted to the Council. The total cost of procuring and installing the automated doors is estimated at £8,000 plus VAT and will be drawn from the total CIL income earmarked and available for Mount Hermon Ward, this currently stands at £173,262.75; and

    (iii)  The Ward Councillors for Mount Hermon Ward be asked to oversee all works relating to the procurement and installation of the automated doors in accordance with their project plan, project specification, costs and quality control.

    Reasons for decisions:

    The application satisfies CIL requirements.

    Minutes:

    Declarations of Interest: None

     

    Officers Attending: None

     

    Petitions, Public Questions and Statements: None

     

    Member Discussion – key points:

    The chairman gave apologies from Ernest Amoako, Planning Policy Manager at Woking Borough Council.

     

    The local Ward Councillor drew members’ attention to the important role played by the church in the local community, providing a service as a venue for clubs and as a vaccination centre, for example. This support was echoed by other members.

     

    There was a concern that providing CIL funding for a church may set a precedent but the Chairman emphasised the paragraph in the officer’s report which stressed the need for all applications to be considered on their own merits, and in this particular case for the benefits to the wider community that the church offers to continue.

     

    It was felt that this application sat in the category off Ward-based low-level infrastructure that Neighbourhood CIL applied to.

     

    Resolved:

    Woking Joint Committee agreed that:

     

    (i)    The application submitted by Ward Councillors for Mount Hermon Ward to secure £8,000 to install automated doors at the United Reformed Church in Mount Hermon be approved.

    (ii)   The Strategic Director of Place be authorised to approve payment for the cost of replacing the automated doors when the works have been undertaken and the invoices have been submitted to the Council. The total cost of procuring and installing the automated doors is estimated at £8,000 plus VAT and will be drawn from the total CIL income earmarked and available for Mount Hermon Ward, this currently stands at £173,262.75; and

    (iii)  The Ward Councillors for Mount Hermon Ward be asked to oversee all works relating to the procurement and installation of the automated doors in accordance with their project plan, project specification, costs and quality control.

    Reasons for decisions:

    The application satisfies CIL requirements.

8/22

CIL - APPLICATION FOR FUNDING: ALL SAINTS, WOODHAM (FOR DECISION) pdf icon PDF 594 KB

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    A funding request has been submitted to replace the current heating system with a Jupiter underfloor heating system in the church at a cost of £40,000.

    This is above the £10,000 limit for the CIL task group, so a decision is needed by the Joint Committee. The application form is attached.

    Additional documents:

    Decision:

    Woking Joint Committee agreed that:

     

    (i)    The application submitted by Ward Councillors for Canalside Ward to secure £40,000 to install underfloor heating at the All Saints Church, Woodham in Canalside Ward be approved.

    (ii)   The Strategic Director of Place be authorised to approve payment for the cost of installing the underfloor heating when the works have been undertaken and the invoices have been submitted to the Council. The total cost of procuring and installing the underfloor heating is estimated at £40,000 and will be drawn from the total CIL income earmarked and available for Canalside Ward, this currently stands at £272,548; and

    (iii)  The Ward Councillors for Canalside Ward be asked to oversee all works relating to the procurement and installation of the underfloor heating in accordance with their project plan, project specification, costs and quality control.

    Reasons for decisions:

    The application satisfies CIL requirements.

    Minutes:

    Declarations of Interest: None

     

    Officers Attending: None

     

    Petitions, Public Questions and Statements: None

     

    Member Discussion – key points:

    The chairman gave apologies from Ernest Amoako, Planning Policy Manager at Woking Borough Council.

     

    In the absence of Cllr Ali, the Chairman invited Cllr Aziz to comment on the application. He described how the church was the only community hub in its area, offering itself as a venue for a range of activities, music classes, a polling station, some sport etc. The building is old and in need of some renovation. This application is for part-funding as a contribution to add to funding the church has secured through other routes.

     

    Members supported the application.

     

    Resolved:

    Woking Joint Committee agreed that:

     

    (i)    The application submitted by Ward Councillors for Canalside Ward to secure £40,000 to install underfloor heating at the All Saints Church, Woodham in Canalside Ward be approved.

    (ii)   The Strategic Director of Place be authorised to approve payment for the cost of installing the underfloor heating when the works have been undertaken and the invoices have been submitted to the Council. The total cost of procuring and installing the underfloor heating is estimated at £40,000 and will be drawn from the total CIL income earmarked and available for Canalside Ward, this currently stands at £272,548; and

    (iii)  The Ward Councillors for Canalside Ward be asked to oversee all works relating to the procurement and installation of the underfloor heating in accordance with their project plan, project specification, costs and quality control.

    Reasons for decisions:

    The application satisfies CIL requirements.

9/22

CIL - APPLICATION FOR FUNDING: WOODHAM HALL (FOR DECISION) pdf icon PDF 1 MB

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    A funding request has been submitted to install ANPR/CCTV Woodham Hall Estate at a cost of £24,580.80.

    This is above the £10,000 limit for the CIL task group, so a decision is needed by the Joint Committee. The application form is attached.

    Additional documents:

    Decision:

    The Woking Joint Committee agreed that:

     

    (i)    The application submitted by Ward Councillors for Canalside Ward to install an ANPR/CCTV at Woodham Waye Estate does not meet the requirements to approve it agreed by the Joint Committee for the reason given in the report;

    (ii)   If Members are minded to support the application contrary to recommendation (i) above, the Strategic Director of Place be authorised to approve payment for the total cost of the project when the works have been undertaken and the invoices have been submitted to the Council. The total cost of the project is estimated at £24,580 and will be drawn from the total CIL income available for community infrastructure project in Canalside Ward, this currently stands at £232,548.

     

    Reasons for decisions:

    The application does not meet CIL requirements.

    Minutes:

    Declarations of Interest: None

     

    Officers Attending: None

     

    Petitions, Public Questions and Statements: None

     

    Member Discussion – key points:

    The chairman gave apologies from Ernest Amoako, Planning Policy Manager at Woking Borough Council.

     

    The Chairman invited Cllr Aziz to comment on the application. He acknowledged that the requested CCTV cameras would be installed on a private road but stated the wider area would benefit from the added security they would provide.

     

    Overall, the members were unsupportive. Their concerns included:

    ·         the lack of evidence of the need for the cameras,

    ·         the fact they would be used on private land thereby setting a precedent,

    ·         the relative need of other areas nearby that experienced anti-social behaviour

    ·         questions over who would own and review the data collected

    ·         the alternative approach of the local householders simply installing their own CCTV on their property

    ·         an absence of support from the local police

     

    Resolved:

    The Woking Joint Committee agreed that:

     

    (i)    The application submitted by Ward Councillors for Canalside Ward to install an ANPR/CCTV at Woodham Waye Estate does not meet the requirements to approve it agreed by the Joint Committee for the reason given in the report;

    (ii)   If Members are minded to support the application contrary to recommendation (i) above, the Strategic Director of Place be authorised to approve payment for the total cost of the project when the works have been undertaken and the invoices have been submitted to the Council. The total cost of the project is estimated at £24,580 and will be drawn from the total CIL income available for community infrastructure project in Canalside Ward, this currently stands at £232,548.

     

    Reasons for decisions:

    The application does not meet CIL requirements.

10/22

TASK GROUPS AND MEMBERSHIP (FOR DECISION) pdf icon PDF 159 KB

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    The Joint Committee is asked to agree establishment, terms of reference and membership of its Task Groups.

    Additional documents:

    Minutes:

    Declarations of Interest: None

     

    Officers Attending: Gregory Yeoman, Partnership Committee Officer

     

    Petitions, Public Questions and Statements: None

     

    Member Discussion – key points:

    The Chairman stated that the Parking task group and the Infrastructure task group were being taken on by Woking Borough Council.

     

    It was pointed out that the list of CIL Task Group members was wrong, and that Cllr Azad should be replaced by Cllr Aziz. Cllr Khan asked for committee members who are SCC members only to be notified of CIL applications that are below the £10,000 threshold for them to come to the full committee.

     

    The membership list for the Health & Wellbeing Group was agreed. There were two vacancies on the Community Safety Task; Cllr Barker agreed to liaise with Group Leaders at Woking Borough Council to provide new members.

     

    Resolved:

    Woking Joint Committee :

     

    (i)         Agreed the terms of reference for the following (as set out in Annex 1):

    a.   Health and Wellbeing Task Group

    b.   Community Safety Task Group

    c.   CIL Task Group

     

    (ii)        Agreed the County Councillor and Borough Councillor appointments to the following:

    a.   Health and Wellbeing Task Group (up to 2 County and 2 Borough)

    b.   Community Safety Task Group (up to 2 County and 2 Borough) with Borough Group Leaders agreeing nominations for two vacancies.

    c.   CIL Task Group (a minimum of three and a maximum of six councillors, with representation from the County Council and the Borough Council) with the replacement of Cllr Azad by Cllr Aziz.

     

    (iii)      Agreed the discontinuation of the Parking Task Group and the Infrastructure   Working Group.

     

    Reasons for recommendations:

    The Task Groups will enable the Joint Committee to carry out its functions in an efficient and expedient manner.

    In February 2022 the Surrey County Council Cabinet agreed to remove the Highways and Parking functions from local and joint committees; any discussions the Parking Task Group might have would be outside the committee’s remit, and the committee would be unable to act on the Group’s recommendations. The Parking and Infrastructure Groups will become functions of Woking Borough Council.

11/22

ACTION TRACKER (FOR INFORMATION) pdf icon PDF 303 KB

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    The action tracker is attached for noting.

    Additional documents:

    Minutes:

    The action tracker was noted.

12/22

FORWARD PROGRAMME (FOR INFORMATION) pdf icon PDF 190 KB

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    The forward plan is attached for noting.

    Additional documents:

    Minutes:

    The forward programme was noted.