Agenda, decisions and minutes

Woking Joint Committee
Wednesday, 20 June 2018 6.00 pm

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

Contact: Jess Edmundson, Partnership Committee Officer 

Webcast: View the webcast

Items
No. Item

OPEN FORUM SESSION pdf icon PDF 45 KB

Questions and responses from the informal open forum session are attached as Annex A.

Additional documents:

14/18

APOLOGIES FOR ABSENCE

15/18

MINUTES OF PREVIOUS MEETING pdf icon PDF 78 KB

16/18

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:

    There were none.

17/18

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)     

    Additional documents:

    Minutes:

    One petition was received. An officer comment was provided in 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.

18/18

PETITION: REGENERATE WOKING SKATE PARK pdf icon PDF 507 KB

    An officer comment to the following petition is included within: Woking Skatepark is outdated and falling apart; the metal is peeling off ramps and there are holes in the wood that support the ramps, not to mention the outdated design and structure of the Skatepark itself. In essence, the condition of the Skatepark is symbolic of the way that the youth of Woking feel: neglected and overlooked.

     

    This petition campaigns for the council to regenerate Woking Skatepark in the way that Guilford Skatepark or Swanmore Skatepark have been regenerated. This isn't an unreasonable request as our local council have a responsibility for the youth of their constituency, and the youth of Woking feel that this responsibility is not being upheld.

     

    Additional documents:

    Minutes:

    Declarations of interest: None

    Officers attending: None

    Petitions, Public Question, Statements: The lead petitioner, Mr Henderson addressed the committee to present his petition. He made the point that there had been a vast number of signatories (306) and disagreed with the statements put forward in the officer response. It was felt that the skate park didn’t just require maintenance but regeneration. He detailed that he had been in correspondence with a company who were willing to help create some design concepts in collaboration with Woking Borough Council. The point was also made about the lack of public funding available and stated that to make the regeneration happen, as with Guildford skate park, it was an option to look at lottery, charity and grant funding.

     

    Key points from the discussion:

    ·      Members queried the proposed use of concrete ramps as opposed to the current metal ramps and the superiority of this material. The area where the skate park is located sits on a flood plain. If heavy rainfall or flooding were to occur in this area then the problem would be pushed elsewhere. Concrete was argued as a superior surface as it was deemed easier to skate on, more welcoming and less of an eyesore.

    ·      It was noted that the petition was not asking for a complete rebuild but a notable refurbishment. This was something that had been lacking for the past 20 years and it was recognised that more needed to be done.

    ·      Members stated that the Executive at Woking Borough Council (WBC) were looking at ways to make the skate park safer and were currently putting together the strategy. Officers and members understood the need and were pushing to make things happen.

    ·      The petitioner was advised that WBC had a number of grants available and that these could be looked at as options.

     

    Resolution: The Woking Joint Committee agreed to note the officers response.

19/18

WRITTEN PUBLIC QUESTIONS pdf icon PDF 86 KB

20/18

WRITTEN MEMBER QUESTIONS

21/18

SURREY FIRE AND RESCUE ANNUAL REPORT [FOR INFORMATION] pdf icon PDF 112 KB

22/18

COMMUNITY SAFETY ANNUAL REPORT [EXECUTIVE FUNCTION - FOR DECISION] pdf icon PDF 177 KB

    To provide an update on the activity and impact of the Safer Woking Partnership in the year 2017/18, and to report on community safety budget spend.

     

    Additional documents:

    Decision:

    Woking Joint Committee agreed that:

     

    (i)     The committee’s delegated community safety budget of £3000 for 2018/19 be retained by the Surrey County Council Community Partnership Team, on behalf of the Joint Committee, and that the Safer Woking Partnership and/or other local organisations be invited to submit proposals for funding that meet the criteria and principles set out in this report.

    (ii)    Authority be delegated to the Community Safety Task Group to agree expenditure of the community safety budget in accordance with the criteria and principles stated in this report.

    (iii)   That the Community Safety Task Group receives updates on the project(s) funded, on behalf of the committee and provides information on those projects in the quarterly community safety reports circulated to councillors.

    Reason for decisions

    The above decisions were made to as the report sets out the process for allocating the committee’s delegated community safety budget of £3,000 to local organisations.

    Minutes:

    Declarations of Interest: None

    Officers attending: Camilla Edmiston, Community Safety Manager, WBC; Temporary Inspector Emmie Harris, Surrey Police

     

    Petitions, Public Questions, Statements: None

     

    [Cllr Bond arrived at 6.50pm]

     

    The officers presented an update on the work that the Community Safety Partnership had undertaken in the past 12 months since previously presenting to the Joint Committee.

     

    Key points from the discussion:

    ·      Members raised concerns that over the years they had seen a decrease in Police and Police Community Support Officer (PCSO) presence across the borough. It was stated that the Police in Neighbourhood teams had seen some restructuring occurring but each of the wards in Woking did have its own PCSO who should have a prominent presence.

    ·      It was queried as to why almost all crimes had seen an increase. It was because the Police were focussed on the reporting of crimes. It was often the case when one crime was reported that a secondary or tertiary crime would also be present. The Police felt that currently they were looking at the increase positively as it meant more of the serious crimes were being reported. It was noted that stranger assaults had decreased though and this was very much a positive.

    ·      Members raised various concerns about troubles within their own ward. These concerns were to be followed up outside the meeting by the Police.

     

    ·      The committee thanked the Community Safety Manager and the Police for all the fantastic work they do and for providing an informative and comprehensive report to the committee.

     

    Resolution:

     

    Woking Joint Committee agreed that:

     

    (i)     The committee’s delegated community safety budget of £3000 for 2018/19 be retained by the Surrey County Council Community Partnership Team, on behalf of the Joint Committee, and that the Safer Woking Partnership and/or other local organisations be invited to submit proposals for funding that meet the criteria and principles set out in this report.

    (ii)    Authority be delegated to the Community Safety Task Group to agree expenditure of the community safety budget in accordance with the criteria and principles stated in this report.

    (iii)   That the Community Safety Task Group receives updates on the project(s) funded, on behalf of the committee and provides information on those projects in the quarterly community safety reports circulated to councillors.

    Reason for decisions

    The above decisions were made as the report sets out the process for allocating the committee’s delegated community safety budget of £3,000 to local organisations.

23/18

APPOINTMENTS TO JOINT COMMITTEE TASK GROUPS [FOR DECISION] pdf icon PDF 109 KB

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

     

    Additional documents:

    Decision:

    Woking Joint Committee agreed:

     

    (i)         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.   Parking Task Group

    d.   Infrastructure Working Group

     

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

    a)    Health and Wellbeing Task Group
    i) Cllr Melanie Whitehand
    ii) Cllr Beryl Hunwicks
    iii) Cllr Deborah Hughes
    iv) Ms Ayesha Azad

    b)    Community Safety Task Group
    i) Cllr Deborah Hughes
    ii) Cllr Beryl Hunwicks
    iii) Mr Saj Hussain
    iv) Cllr Graham Chrystie

    c)    Parking Task Group
    i) Cllr David Bittleston
    ii) Mrs Liz Bowes
    iii) Mr Ben Carasco
    iv) Cllr John Bond
    v) Mr Colin Kemp
    vi) Cllr Louise Morales

    d)    Infrastructure Working Group
    i) Cllr David Bittleston
    ii) Mr Will Forster

    e)    Early Help Advisory Board
    i) Cllr Deborah Hughes
    ii) Ms Ayesha Azad

    Reason for decisions:

     

    The above decisions were made to enable the Joint Committee to carry out its functions in an efficient and expedient manner.

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Jess Edmundson, Partnership Committee Officer, SCC

     

    Petitions, Public Questions, Statements: none

     

    Key points from the discussion:

     

    ·      It was questioned by members as to why Cllr Deborah Hughes was nominated for several task groups when she was no longer a member of the Woking Joint Committee. It was confirmed that with her expertise and with the Chairman’s approval she was to be appointed to these groups.

    Resolution:

     

    Woking Joint Committee agreed:

     

    (i)         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.   Parking Task Group

    d.   Infrastructure Working Group

     

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

    a)    Health and Wellbeing Task Group
    i) Cllr Melanie Whitehand
    ii) Cllr Beryl Hunwicks
    iii) Cllr Deborah Hughes
    iv) Ms Ayesha Azad

    b)    Community Safety Task Group
    i) Cllr Deborah Hughes
    ii) Cllr Beryl Hunwicks
    iii) Mr Saj Hussain
    iv) Cllr Graham Chrystie

    c)    Parking Task Group
    i) Cllr David Bittleston
    ii) Mrs Liz Bowes
    iii) Mr Ben Carasco
    iv) Cllr John Bond
    v) Mr Colin Kemp
    vi) Cllr Louise Morales

    d)    Infrastructure Working Group
    i) Cllr David Bittleston
    ii) Mr Will Forster

    e)    Early Help Advisory Board
    i) Cllr Deborah Hughes
    ii) Ms Ayesha Azad

    Reason for decisions:

     

    The above decisions were made to enable the Joint Committee to carry out its functions in an efficient and expedient manner.

24/18

HIGHWAYS UPDATE REPORT [EXECUTIVE FUNCTION - FOR INFORMATION] pdf icon PDF 115 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:

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Andrew Milne, Area Highways Manager, SCC

     

    Petitions, Public Questions, Statements: None

     

    The Area Highways Manager (AHM) presented the report, asking the committee to note there were no highways decisions to be made at the meeting.

     

    Key points from the discussion:

     

    ·      Members questioned the AHM about timelines for the scheme on Redding Way, Knaphill with regards to the removal of the bus gate. The AHM confirmed that he had just received the costing for this scheme; a total of £120,000. The work, as detailed in the report, was scheduled to take place in the 2018/19 financial year.

    ·      A member of the public raised a concern about the lack of pot hole repair work that was taking place in Kingfield and had been advised this was due to a delay with paperwork from SCC. The AHM stated that nothing would be held up deliberately and that he would look in to this outside the meeting.

     

    The committee thanked the officer for the update and welcomed a further update at the next meeting in September 2018.

25/18

ANNUAL PARKING REVIEW [EXECUTIVE FUNCTION - FOR DECISION] pdf icon PDF 184 KB

    Surrey County Council’s Parking Strategy and Implementation Team have carried out a review of on street parking restrictions within the borough of Woking and identified changes which would benefit road safety and reduce instances of obstruction and localised congestion. Joint Committee approval is required in order to progress these changes firstly to the stage of ‘formal advertisement’, where the proposed restrictions will be advertised for 28 days and open to support, comments or objections from members of the public and then to implementation.

     

    Additional documents:

    Decision:

    The Woking Joint Committee agreed that:

     

    (i)            The proposed amendments to on-street parking restrictions in Woking as described in this report and shown in detail on drawings in annexes A-G are approved.

    (ii)           a review of the Woking CPZ Zone 1 operating times is delegated to the SCC Parking Strategy and Implementation Team Manager in consultation with the Parking Task Group, Chairman, Local Member and WBC Assistant Director for Place (and changes included in the parking review if appropriate)

     

    (iii)          The joint committee allocates funding as detailed in paragraph 5.1 of this report to proceed with the introduction of the parking amendments.

     

    (iv)         The intention of the county council to make an order under the relevant parts of the Road Traffic Regulation Act 1984 to impose the waiting and on street parking restrictions in Woking as shown on the drawings in annexes A-G is advertised and that if no objections are maintained, the orders are made.

     

    (v)          If there are unresolved objections, they will be dealt with in accordance with the county council’s scheme of delegation by the parking strategy and implementation team manager, in consultation with the chairman/vice chairman of this committee and the appropriate county councillor.

    (vi)         The intention of the county council to advertise the making of a consolidation Order (without change) of the existing Traffic Regulation Orders to Woking is approved, and that approval for future consolidations, when they become necessary, can be granted by the committee chairman.

     

    Reason for decisions:

     

    The above decisions were made to make a positive impact towards:-

     

    ·         Road safety

    ·         Access for emergency vehicles

    ·         Access for refuse vehicles

    ·         Easing traffic congestion

    ·         Better regulated parking

    ·         Better enforcement

     

     

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Peter Wells, Parking Engineer, SCC

     

    Petitions, Public Questions, Statements: None

     

    The Parking Engineer presented the report, noting this year’s review had a low number of parking requests to consider (95). Of those, a large proportion were being proposed to be implemented (55).

     

    Key points from the discussion:

     

    ·      The Parking Engineer noted an amendment was required to drawing 20089, where the double yellow line was to be extended south of Silversmith Way.

    ·      Another amendment was required for drawing 20125. The proposed restriction should have been indicated on the northern side of the road and not the southern.

    ·      It was noted that parking on the pavement and cycleway along Redding Way by Tudor Way was of real concern. The Parking Engineer confirmed that if double yellow lines were in place then continued parking in the current way was subject to enforcement.

    ·      Members discussed roads that were listed as considered but not progressing. They expressed interest that several of these be included in the review for next year.

     

    Resolution:

     

    The Woking Joint Committee agreed that:

     

    (i)            The proposed amendments to on-street parking restrictions in Woking as described in this report and shown in detail on drawings in annexes A-G are approved.

    (ii)           a review of the Woking CPZ Zone 1 operating times is delegated to the SCC Parking Strategy and Implementation Team Manager in consultation with the Parking Task Group, Chairman, Local Member and WBC Assistant Director for Place (and changes included in the parking review if appropriate)

     

    (iii)          The joint committee allocates funding as detailed in paragraph 5.1 of this report to proceed with the introduction of the parking amendments.

     

    (iv)         The intention of the county council to make an order under the relevant parts of the Road Traffic Regulation Act 1984 to impose the waiting and on street parking restrictions in Woking as shown on the drawings in annexes A-G is advertised and that if no objections are maintained, the orders are made.

     

    (v)          If there are unresolved objections, they will be dealt with in accordance with the county council’s scheme of delegation by the parking strategy and implementation team manager, in consultation with the chairman/vice chairman of this committee and the appropriate county councillor.

    (vi)         The intention of the county council to advertise the making of a consolidation Order (without change) of the existing Traffic Regulation Orders to Woking is approved, and that approval for future consolidations, when they become necessary, can be granted by the committee chairman.

     

    Reason for decisions:

     

    The above decisions were made to make a positive impact towards:-

     

    ·      Road safety

    ·      Access for emergency vehicles

    ·      Access for refuse vehicles

    ·      Easing traffic congestion

    ·      Better regulated parking

    ·      Better enforcement

26/18

PROVISION FOR SCHOOL PLACES IN WOKING [FOR INFORMATION] pdf icon PDF 318 KB

    Surrey County Council has a statutory duty to ensure a sufficiency of school places for all pupils whose parent/guardian request a maintained school place and are resident within Surrey.

     

    To enable the Council to meet this statutory duty it undertakes extensive analysis and forecasting of future demand patterns and works with partner agencies, including Borough and District Councils, to understand future need and take account of many variables including future house building and migration.

     

    This work feeds in to capital planning in relation to any need to provide additional school places. Surrey and Woking have a history of working together to ensure that there is a sufficiency of school places.

     

    This paper outlines the historic action taken within Woking and highlights the current forecasts of pupil demand

     

    Additional documents:

    Minutes:

    Declarations of Interest: None

     

    Officers attending: Nick Smith, Schools Commissioning Officer, SCC

     

    Petitions, Public Questions, Statements: None

     

    The Schools Commissioning Officer presented the report to the committee noting it was for information.

     

    Key points from the discussion:

     

    ·      The Schools Commissioning Officer stated that it was a SCC function to maintain sufficient school places across Surrey.

    ·      It was noted that following a historical increase in birth rates, this was now changing. Meaning the availability of school places within the primary sector was now stabilising. The growth was now being seen in the secondary sector. The introduction of the new Hoe Valley School was providing some of these required school places. The new school meant there was no immediate need for additional secondary sector places. These however, would be required in the mid-term.

    ·      Members noted that the figures in the report did not take in to account places in the private sector and that particularly with the new Hoe Valley School that many pupils were moving out of the private secondary having completed primary education. This would then create more demand on the public sector.

     

    ·      Members raised concerns about the planned closure of the nearby Ripley CofE School and the knock on effect this could have for pupils in Woking. It was noted that forecasting was happening for both outcomes; either closing or remaining open; following the end of the consultation.

     

    ·      A query was raised about the communication between other boroughs to ensure sufficient provision was in place. It was confirmed that the provisions and forecasting didn’t stop at borough or county boundaries. Noting that in areas where certain schools had reduced their places, these places had been picked up again at nearby schools.

     

    The Woking Joint Committee thanked the Officer for his report.

27/18

DECISION TRACKER [FOR INFORMATION] pdf icon PDF 263 KB

    To review the decision tracker.

    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 decision tracker, commenting that there were several items that had been on there for some time. It was requested that Officers work to provide updates for the committee for the next meeting.

     

     

28/18

FORWARD PLAN [FOR INFORMATION] pdf icon PDF 53 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.