Agenda and minutes

To receive apologies for absence.

Apologies were received from Cllr Edmonds, Fraser, Ward and Wicks.

To receive from members, in respect of any items included on the agenda for this meeting, disclosure of any disclosable pecuniary or other interests, or of any gifts and hospitality, in line with the Town Council’s Code of Conduct.

NOTES:

 (i)        The following councillors have made a general non-pecuniary interest declaration in relation to being councillors of Waverley Borough Council: Cllrs Beaman, Blishen, Cockburn, Dickson, Edmonds, Gray, Hesse, Macleod, Martin, Merryweather, Mirylees, Neale, and Ward.

(ii)        The following councillors have made a general non-pecuniary interest declaration in relation to being a councillor of Surrey County Council: Cllr MacLeod  and Cllr Martin.

(iii)       Members are requested to make declarations of interest, on the form attached, to be returned to customer.services@farnham.gov.uk by 5pm on the day before the meeting.

Members are reminded that if they declare a pecuniary interest they must leave before any debate starts unless dispensation has been obtained.

Cllr Merryweather and Cllr Mirylees declared an interest in relation to the Farnham Museum, as Executive Members with responsibility for Assets and Culture, and left room during the discussion of this item.

The Town Clerk declared an interest in relation to Exempt Annex 1 and left the meeting for the item.

To sign as a correct record the minutes of the Farnham Town Council meeting held on 12^th May 2022 at Appendix A.

The Minutes of the meeting held on May 12^th were agreed for signing by the Mayor.

In accordance with Standing Order 10.1, the Town Mayor will invite members of the public present to ask questions or make statements.

At the discretion of the Town Mayor, those members of the public, residing or working within the Council’s boundary, will be invited to make representations or ask questions in respect of the business on the agenda, or other matters not on the agenda, for a maximum of 3 minutes per person or 20 minutes overall.

There were no questions or statements by the public.

To receive the Town Mayor’s announcements.

The Mayor reported that Farnham had commemorated its 30^th year of friendship with Andernach with a visit by the Farnham Andernach Friendship Association accompanied by the Bürgermeister Claus Peitz.  He had received a new painting of Andernach on behalf of the Council which he showed to Council and together they had re-signed the deed of friendship.    

The Mayor was looking forward to the coming weekend which saw both the Farnham Carnival with a Jubilee theme and Picnic and proms in Gostrey Meadow on the Sunday.

To consider any questions from councillors in accordance with Standing Order 9.

There were no questions by Members.

1)      To receive the notes and any recommendations of the following Working Groups:

i)       Community Enhancement held on 9^th June 2022  Appendix B

ii)        Strategy and Finance held on 14^th June 2022                                          Appendix C

iii)      To receive any relevant updates from the Cemeteries and Appeals Working Group

Cllr Dickson introduced the notes of the Community Enhancement meeting held on 9^th June. 

i)                  Council noted progress made for the 2022 South and South East in Bloom and RHS Britain in Bloom and in particular a significant increase in biodiversity measures.  Farnham had been asked to host the Awards event for South and South East in Bloom in September and officers were working with the Farnham Maltings and SSEiB with sponsorship promised from the Patio Black Spot Removal Company and Graduate Landscapes.

            It was RESOLVED nem con that Farnham Town Council contribute up to£2,000 towards thecosts of hosting theSouth and South EastIn Bloom Awards2022.

ii)                Cllr Dickson advised that Farnham had been asked to accept more trees for planting in the autumn noting that there were plans to extend the Riverside Avenue with mature Trees and plant near the Co-op in Upper Hale.  Council also noted the frustration experienced by communities after WBC had planted trees in informal play areas with no notice or consultation.

            It was RESOLVED nem con that Farnham Town Council accept moreSurrey Street treesto be plantedaround Farnham andthe surroundingareas.

iii)               Council noted the positive reception to the four Jubilee benches that had been installed and the suggestion that one be placed in each of the remaining wards after discussion with the ward members.

            It was RESOLVED nem con that an additional Jubileebenches be placed ineach ward inconsultation withward members.

iv)               Council noted various updates including dates for new names to be added to the Famous names of Farnham wall; details of new vinyl wrapping and woodwork at bus stops that needed refreshing.

Cllr Evans introduced the Notes of the Strategy & Finance meeting held on 14^th June.

i)                  Cllr Evans reported the Working Group had reviewed the list of regular Direct Debits and the payments made regularly through the Council’s Commercial Cards, and heard of the nonsense being applied by HSBC who would not increase the council’s commercial card facility without a personal credit check on one of the signatories personal (not council) accounts. With other issues, the Town Clerk had started a review of the Council’s banking options.

Council noted a grant application from 40 Degreez for Outreach work was expected as was a further tranche of funding for the Farnham Support Fund. Council noted the initial Support Fund monies had been distributed and the work of the Panel was commended. 

It was RESOLVED nem con that a further £10,000 be allocated for the Farnham Support Fund from the Community Initiatives Fund subject to the additional funds being matched by a target of £20,000 from the community and partner organisations.

ii)                 Council noted the work of the Task Groups reporting to Strategy & Finance and that a preferred sculpture for the Riverside had now been chosen. The Conservation Areas Task Group had met on 26^th May and it was noted that the Old Church Lane Conservation Area was to be reviewed by Waverley now the Great Austins Conservation Area Review had been completed.  The

iii)               Farnham Museum

Cllr Merryweather and Cllr Mirylees left the room for the discussion of this item.

Cllr Evans introduced the Strategy & Finance Working Group discussion on the Museum of Farnham and Willmer House.  Council noted that that the concept of a virtual museum had been dismissed following the review of options by Waverley’s consultants with two key options being considered further: transfer to an existing trust (or similar organisation) or transfer to a new trust.  The idea of separating the building from the collection had been discounted as it would be more expensive than keeping them together.

Cllr Evans advised that Waverley was submitting an application in the new round of MEND (Museums and Estates Development Fund) funding (up to £500k) to deal with the urgent brickwork renovation.

It was RESOLVED nem con that Farnham Town Council make an initial pledge of £10,000 to support the MEND application.

Council noted that the Farnham Maltings had submitted an expression of interest to take on both the museum service and Willmer House and would be considering this at their July Board meeting.

Council debated the pros and cons of Farnham Town Council taking on responsibility for the museum service and the building.  The Grade 1 listed building initial works would need to be supplemented by a substantial additional cost and ongoing maintenance.  Willmer House had been home to the Museum for some 60 years and any transfer would need to contain safeguards for public access.  

Council considered the option of taking on the Museum service if required, noting that many town or parish councils ran museums.  Council  ...  view the full minutes text for item C19/22

To receive the minutes of the Planning & Licensing Consultative Group meetings held on 9^th and 23^rd May, and 6^th and 20^th June at Appendices D, E, F, and G.

Council received the notes of the Planning & Licensing Consultative Committee Working Group meetings held on 9^th and 23^rd May, and 6^th and 20^th June at Appendices D, E, F and G.

One item was discussed in detail by Council, the proposed 20m 5G telecoms mast in South Street with substantial cabinets. It was agreed to make representations about the inappropriateness of the siting and suggest alternative locations.

To receive details of any matters progressed under the Scheme of Delegation that have not already been reported.

There were no actions under the Scheme of Delegation to report.

To receive from Councillors any updates on matters affecting Farnham from Waverley Borough Council and Surrey County Council.

Cllr Cockburn expressed concern over the lack of support from WBC officers on Farnham development sites.  A meeting was scheduled with officers to discuss.

Cllr MacLeod advised that he was on the Select Committee for County Deals at Surrey and that there would be no additional resources unless Surrey were to have a Directly elected Mayor, and this was not being sought.

To receive from Members any verbal reports on Outside Bodies where they represent Farnham Town Council.

i)                  Cllr Cockburn reported that the most recent Farnham Sports Council meeting had been held at the Ahmadiyya Mubarak Mosque in Tilford which had been a successful occasion.

ii)                 Cllr Cockburn commended Irene Phillips and her team for the preparations for an event to welcome Ukrainian visitors using the Bourne Show facilities.

iii)               Cllr Dickson reported that the farnham Fringe Festival would take place between 2^nd and 17^th July.

iv)               Cllr MacLeod reported on the Creative Response Summer Exhibition which was taking place until 28^th June with some very affordable works of art.

To note that the date of the next meeting is Thursday July 28^th 2022 at 7pm.

The date of the next meeting was agreed as Thursday July 28^th at 7pm [Subsequently changed to 4^th August].

TO PASS A RESOLUTION to exclude members of the public and press from the meeting at Part 3 of the agenda (if required) in view of any confidential items under discussion relating to staffing or contractual matters.

The Mayor proposed, and it was Resolved nem con  to exclude the press and public in view of the confidential staffing matter under discussion.

The Town Clerk also left the meeting at this point.

1)      Town Clerk’s appraisal.  To receive a report from the Mayor as chair of the Town Clerk’s Appraisal Panel.

Council received a report at Exempt Appendix 1 on the Town Clerks appraisal.  Council noted the impressive list of achievements, despite some real challenges, during the last 20 months appraisal period under the Town Clerk’s leadership and especially the rare feat and recognition of being the NALC Council of the year 2022 and runner up in Clerk of the Year. It was also a great achievement to have been recognised as Not-for-Profit Organisation of the year 2021/22 by the Corporate Livewire team’s Prestige Awards and receive the first Green Flag and a third nomination into RHS Britain in Bloom.

Agreed objective for 2022/23 were set in line with Council corporate priorities and included recruitment of the new Communities and administration Manager; commissioning a wider staff grading review; completion of scheduled capital projects; preparing for the new Council in 2023; continuing to develop World Craft Town; continuing to play a part in supporting the Farnham Infrastructure programme and reviewing the next stage of enhancements of Gostrey Meadow.  The Panel had agreed an incremental rise for the Town Clerk.

It was RESOLVED nem con that Town Clerk be awarded an incremental increase to LC4 scale point 61 backdated to 01 April 2022.