Agenda, decisions and minutes

Woking Joint Committee
Wednesday, 26 September 2018 6.00 pm

Venue: Parkview Community Centre, Blackmore Crescent, Sheerwater, GU21 5NZ

Contact: Jess Edmundson, Partnership Committee Officer 

Webcast: View the webcast

Items
No. Item

OPEN FORUM SESSION

There were no questions in the open forum session.

Additional documents:

29/18

SHEERWATER REGENERATION PROJECT UPDATE [AGENDA ITEM] pdf icon PDF 1 MB

    A presentation and update on the Sheerwater regeneration project

    Additional documents:

    Minutes:

    Declarations of interest: Mr Kemp, Cllr Hunwicks and Cllr Bittleston declared they were council appointed board members of the Thameswey Group.

     

    Officers attending:  Mark Rolt, Chief Operating Officer (COO), Thameswey Group and Cllr David Bittleston, Woking Borough Council

     

    Petitions, Public Question, Statements: None

     

    [Ms Ayesha Azad arrived at 6.19pm]

    [Cllr Ann-Marie Barker arrived at 6.24pm]

    [Mrs Liz Bowes arrived at 6.36pm]

     

    The COO for the Thameswey group gave a short presentation to the Joint Committee about the plans for Sheerwater and what progression had been made so far. The presentation is attached as Annex A to these minutes.

     

    Following the presentation, Cllr Bittleston provided an update on the housing provision in Woking.

     

    Key points from the discussion:

     

    ·         He noted that over the last four years Woking had built 1065 new homes; 45% of which were affordable.

     

    ·         More than 50% of the new homes were being built in the town centre, which meant that Woking wasn’t building on the greenbelt like other boroughs were.

     

    ·         Thameswey were building 500 units. These were a mix of size and price. It was noted that tenants were being offered the opportunity to earn their deposit. This meant that if they were good tenants who paid their rent, looked after their property and weren’t anti-social would earn money towards buying a home.

     

    ·         It was stated that any unmet housing need for Woking was currently being met by Waverley and Guildford.

30/18

APOLOGIES FOR ABSENCE

31/18

MINUTES OF PREVIOUS MEETING pdf icon PDF 91 KB

    To approve the minutes of the previous meeting as a correct record and agree that the Chairman signs the minutes.

    Additional documents:

    Decision:

    The minutes from the previous meeting on 20 June 2018 were agreed as a true record and signed by the Chairman.

    Minutes:

    The minutes from the previous meeting on 20 June 2018 were agreed as a true record and signed by the Chairman.

32/18

DECLARATIONS OF INTEREST

    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:

    Members made the following declarations of interest:

     

    With regards to item 1: Mr Kemp, Cllr Hunwicks and Cllr Bittleston declared they were board members of the Thameswey Group.

     

    With regards to item 10: Cllr Hunwicks declared she was a resident at Gresham Mill and member of the Gresham Mill Residents association as Gresham Mill was cited on numerous occasions in Annex 1 of the report.

33/18

PETITIONS

    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.

     

    Petitions received:

     

    a)    Improve road-crossing safety on Mount Hermon Road (East)

    Additional documents:

    Minutes:

    One petition was received. An officer comment was provided within the agenda papers. The lead petitioner was present at the meeting and was invited to address the committee for up to 3 minutes on the details of their petition.

34/18

PETITION: IMPROVE ROAD-CROSSING SAFETY ON MOUNT HERMON ROAD (EAST) pdf icon PDF 2 MB

    An officer comment to the following petition is included within: We the undersigned, petition for the implementation of improved road-crossing safety on Mount Hermon Road between Montgomery Road and Lampeter Close.

    Additional documents:

    Minutes:

    Declarations of interest: None

     

    Officers attending: Mr Andrew Milne, Area Highways Manager (AHM), SCC

     

    Petitions, Public Question, Statements: The lead petitioner, Mr Hardiman addressed the committee to present his petition. He highlighted that the area in question was home to a high concentration of retirement homes and that on a daily basis many people had difficulties crossing the road. Mr Hardiman thanked officers for the helpful and comprehensive response. He did note however that the response made no reference to reducing the speed limit on Mount Hermon Road. The financial pressures of the council were acknowledged and the community were willing to work with officers to find solutions to improve the situation.  

     

    Key points from the discussion:

     

    ·         It was noted by the AHM that the SCC speed policy was currently being reviewed. National guidelines meant a certain level of compliance needed to be in place to only include 20 mph signs on the road. Whilst speed limit compliance was good on the road, it was not low enough for signage only. More appropriate speed reducing measures would incur a more substantial cost and would therefore require more consideration.

    ·         The road had a low accident history and would score lowly for a site to be considered for these speed reducing measures.

    ·         It was suggested that highways officers should attend the site with residents to look at possible low cost options that would be effective. One option was suggested as speaking with property owners regarding hedge cutting to improve sightlines and space on the pavement.

    ·         Members noted that this road, along with York Road needed to be kept in consideration with the current A320 consultation.

     

    Resolution:

     

    The Joint Committee agreed to:

     

    i)              Note the officer’s comment.

    ii)             Add an item to the Woking work programme for a route study (Mount  Hermon Road – Montgomery Road – York Road) for possible improvements to the existing pedestrian facilities.

    iii)            Consider alterations to the existing bus stop and on-street parking arrangements in the next available Woking Parking Review in order to improve visibility at the existing refuge island.

     

     

     

     

35/18

WRITTEN PUBLIC QUESTIONS pdf icon PDF 101 KB

    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:

    Three written public question were received. The questions and responses were included within the supplementary agenda.

     

    Ms Claire Sallows wasn’t in attendance at the meeting to ask a supplementary question, but Mrs Bowes made comment that she was pleased with the answer provided by officers and that a resolution had appeared to have been sought.

     

    The Chairman provided a statement with regards to Community Infrastructure Levy (CIL); the remaining two public questions were in relation to this. He stated that the Joint Committee was responsible for administering any CIL money to communities. Although CIL was adopted back in 2015, no process had been agreed upon yet as there had not been significant CIL money to allocate; until now.

     

    He added that the process would ensure that local borough and county councillors played a substantial role in working with communities and neighbourhood forums on proposals for spending the money.

     

    The Joint Committee would discuss the proposed process at their informal meeting in October 2018 and until then it would not be right to enter in to a member discussion about it.

     

    Mr Wade Pollard was in attendance at the meeting but had no supplementary question.

     

    Mr Geoff Geaves was in attendance at the meeting and asked the following supplementary question:

     

    Why has it taken so long to address the details of this process when it is a statutory requirement to provide money to areas with a neighbourhood forum.

     

    The chairman stated that he had answered this question in the opening statement and the process would be shared once the committee had a chance to look at it.

36/18

WRITTEN MEMBER QUESTIONS

37/18

HIGHWAYS UPDATE [EXECUTIVE FUNCTION - FOR DECISION] pdf icon PDF 132 KB

    To report progress made with the delivery of proposed highways schemes, developer funded schemes, and revenue funded works for the 2018/19 financial year.

    To provide an update on the latest budgetary position for highway schemes and revenue maintenance.

    To report on relevant topical highways matters.

     

    Additional documents:

    Decision:

    The Joint Committee agreed to:

    i)          the advertising and making of a Traffic Regulation Order for the reduction of a length of speed limit on the A320 Guildford Road, Sutton Green from 60mph national speed limit) to 50mph.

     

    Reason for decision

     

    The above decision was made to enable progression of all highway related schemes and works.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Andrew Milne, Area Highways Manager (AHM), SCC

     

    Petitions, Public Questions, Statements: None

     

    The AHM presented the report, noting that the joint committee had one decision to make with regards to the reduction of the speed limit along A320.

    He added that all schemes in the capital works programme for 2018/19 were on track to be completed within the financial year.

     

    Key points from the discussion:

     

    ·         Members raised concerns over the recent accident outside Hoe Valley School. The Chairman stated as the Police investigation was ongoing still it would be inappropriate to speculate about the cause. The AHM and Cllr Kemp assured the committee that officers and the Police were working together to find a resolution to improve the safety.

     

    ·         Members thought the proposed speed reduction along the A320 seemed sensible. They also discussed whether highways officers could look at lowering the speed limit on the A320, Egley Road outside the Hoe Valley School. As the school had opened it seemed an appropriate time to do a speed survey, particularly in light of recent happenings. The AHM stated this was to be looked at separately from the other stretch of the A320 that the committee were deciding on tonight. He agreed once other issues had been addressed it could be considered.

     

     

    Resolution:

     

    The Joint Committee agreed to:

     

    i)              Note the progress with the ITS highways and developer funded schemes, and revenue funded works for the 2018/19 financial year.

    ii)             Note the budgetary position.

    iii)            Agree the advertising and making of a Traffic Regulation Order for the reduction of a length of speed limit on the A320 Guildford Road, Sutton Green from 60mph (national speed limit) to 50mph.

    iv)           Note the revised Forward Programme and is invited to provide feedback on this updated Forward Programme through the Area Highway Manager, copied to Bryony.Clifford@surreycc.gov.uk, by 26 October 2018.

    Reason for decision

     

    The above decisions were made to enable progression of all highway related schemes and works.

38/18

WOKING SCHOOLS TRAVEL PLAN - PROGRESS REPORT [SERVICE MONITORING AND ISSUES OF LOCAL CONCERN] pdf icon PDF 324 KB

    To report provide an update on the status of each School Travel Plan for schools in Woking Borough, as well as the take up of activities offered to schools by the county council’s Safer Travel and Cycle Training Teams over the last academic year.

    Additional documents:

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Rebecca Harrison, Safer Travel Team Leader, SCC

     

    Petitions, Public Questions, Statements: None

     

    The Safer Travel Team Leader presented the report, highlighting activities that had been taken up by schools that were on offer from the Safer Travel Team. The main focus had been for expanding schools across the borough to complete their travels. Focus was then to shift to the other schools. It was noted that the Safer Travel Team were using a nationally accredited programme, Modeshift STARS, which had made it easier for schools to complete their travel plans.

     

    Key points from the discussion:

     

    ·         Members noted there were several schools that did not have a travel plan in place and were in breach of their planning conditions. It was queried what the process was for dealing with these schools and whether it was possible to get any more power to ensure the travel plans were in place. It was confirmed that schools that were in breach of their planning conditions would likely be refused planning permission in the future should they wish to expand. Letters had also been sent to the school and Chair of Governors to advise them of this.

     

    ·         Members queried whether schools still required a travel plan for activities at the school taking place in the evenings or weekends. It was confirmed that a travel plan may be required for these schools as part of the planning application.

     

    The Joint Committee thanked the Safer Travel Team Leader for her report and noted the following recommendations.

     

    i)              The county council’s Safer Travel Team would continue to encourage and support all Surrey’s expansion schools to complete and maintain their school Travel Plan using the online Modeshift STARS system.

    ii)             From 2018/19, the Safer Travel Team would also encourage all Surrey’s schools to create a School Travel Plan using the online Modeshift STARS accreditation system. This would involve promotion and the offer of training and support to all schools.

    iii)            Members were invited to assist by encouraging schools to sign up to Modeshift STARS, and to take up the activities offered by the Safer Travel and Cycle Training Teams.

     

     

39/18

INFRASTRUCTURE CAPACITY STUDY AND DELIVERY PLAN [OTHER COUNCIL FUNCTION] pdf icon PDF 120 KB

    To seek comments for the Joint Committee on the Infrastructure Capacity Study and Delivery Plan (IDP) and for these comments to be taken in to account before the IDP is published.

    The IDP annexed to this report is currently in draft.

    Additional documents:

    Minutes:

    Declarations of Interest: Cllr Hunwicks declared she was a resident at Gresham Mill and member of the Gresham Mill Residents association as Gresham Mill was cited on numerous occasions in Annex 1 of the report.

     

    Officers attending: Ernest Amoako, Planning Policy Manager, WBC

     

    Petitions, Public Questions, Statements: None

     

    The Policy Planning Manager presented the report, asking members to provide him with their comments on the draft Infrastructure Capacity Study and Delivery Plan (IDP) - attached as annex 1 of the report – before the finalised plan was published in November 2018.  

     

    Key points from the discussion:

     

    ·         A question was raised about the use of CIL money to help with the expansion of GP surgeries, and whether such things could be added to the section 123 list. It was confirmed the section 123 list and CIL money would be discussed at the informal meeting in October, as previously mentioned.

     

    ·         Concerns over lack of allotment space were raised, attributing the need for allotments to lack of gardens and outdoor space in the new developments. The Planning Policy Manager detailed the IDP had made projections and provisions for up to 2027. If there was a requirement for any more this would be reviewed and taken forward.

     

    ·         Members praised the work that had been done and acknowledged the future infrastructure plans in Woking had been thought about.

     

    Resolution:

     

    The Woking Joint Committee noted:

    i)    the contents of the IDP in Annex 1, and that they were to provide any comments they may wish to make to the Planning Policy Manager. These comments would be taken into account before the IDP was published.

     

     

     

40/18

DECISION TRACKER [FOR INFORMATION] pdf icon PDF 272 KB

41/18

FORWARD PLAN [FOR INFORMATION] pdf icon PDF 51 KB

    To review the forward plan and to comment on items anticipated to be received at the Woking Joint Committee in 2018/19.

     

    Additional documents:

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Jess Edmundson, Partnership Committee Officer, SCC

     

    Petitions, Public Questions, Statements: None

     

    The Woking Joint Committee noted the forward plan of items expected to be

    received in 2018/19.