Agenda and minutes

To receive apologies for absence.

Apologies were received from Cllrs Brown, Martin, Mirylees and Ward.  Cllr Dickson apologised for her anticipated late arrival.

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 David Beaman, George Murray, Tony Fairclough, George Hesse, Andrew Laughton, Mark Merryweather, Kika Mirylees,          John Ward, and Graham White.

(iii)        The following councillor has made a general non-pecuniary interest declaration in relation to being a councillor of Surrey County Council: Cllr Michaela Martin;

(iv)        Members are requested to make any 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.

Declarations were received from Councillor Fairclough as Deputy Leader at WBC, and Cllr Merryweather as Finance and Property portfolio holder, and chair of the CIL Board at WBC.

To sign as a correct record the minutes of the Farnham Town Council meeting held on 24^th March 2024 at Appendix A.

The Minutes of the meeting held on 24^th March were agreed as a correct record.

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 welcomed everyone to the last Council meeting of the year and began his announcements by congratulating Farnham Town Football Club for not only winning the Combined Counties League Premier Division South but still being the only undefeated side in any of the English football leagues in the 2023-24.  He wished the club every success as they progressed to the Isthmian South Central Division.

The Mayor reported that he had represented the town in welcoming Rev Dr Stephen Green at his installation as vicar of St James’ Rowledge and he hoped he and his wife Helen would have many happy years in Farnham. 

He had also hosted an important day in the life of the Rural Life Living Museum as it celebrated the 40^th anniversary of the establishment of the museum with the addition of their founders, Henry Jackson MBE and Madge Jackson MBE, on the notable names of Farnham wall.

The Mayor advised that this was the last meeting being attended by Dan Gee after seventeen years with the Farnham Herald saying he had been an exemplary and professional local journalist in his dealing with the wide range of Farnham stories.  He wished him well and a small gift as thanks for his time working alongside Farnham Town Council.

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

There were no Questions by Members in accordance with Standing Order 9.

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

i)        Community held 27^th March 2024                        Appendix B

ii)       Strategy and Resources held on 15^th April 2024    Appendix C

2)      To receive a verbal update on any relevant matters from the Environment Working Group.

1            Community Working Group

          The Mayor presented the report of the Community Working Group held on 27^th March at Appendix B to the agenda.  The Group had reviewed recent events including the successful Literary Festival, and plans for future events and projects including the 80^th commemoration of D-Day and a Lantern Festival with ideas for a new film festival and gaming festival in conjunction with the UCA being developed.  The Mayor advised that he would be co-ordinating the list of councillors attending the Council’s Information tent at future events. 

          The Mayor reported that the first Craft Town Residency, funded by the South Street Trust had been a great success, with glass artist Fiona Byrne sharing her skills with local makers and a commissioned piece of her work being gifted to the town.

2            Strategy & Resources

Cllr White introduced the Notes of the Strategy & Resources meeting held on 16^th April, at Appendix C to the agenda.

2.1     The main item from the meeting, the end of year accounts was a separate item on the Council agenda but there were some separate finance matters to report.  First, list of standing orders and direct debits for the year ahead were agreed, and continued support for the Children’s Business Fair through the provision on gazebos and tables was agreed.  A grant request for Sight for Surrey was not supported on this occasion but a future application would be welcomed.

2.2     The Working Group received the Timetable for meetings for 2024-25 which had been circulated to all councillors.  Invitations to meetings would be sent via Customer Services going forward and councillors were reminded to book meetings or rooms via Customer Services.

2.3     The Working Group had discussed the A Hands Turn installation and agreed the Planning application should take its due course.  Cllr White said that once the application had been determined Council would discuss the future of what was always intended to be a temporary installation.

2.4     Cllr White advised the Working Group had received an update on contracts and assets matters including agreeing that the new initial sketch for the toilets, storage  and playground in Gostrey Meadow should be worked up for detailed consideration; and that the internal works for the gate widening in Gostrey Meadow were underway.  In terms of the Library Gardens, FTC was awaiting some draft Heads of Terms form Surrey for the management and maintenance of the gardens.  Council noted progress on the lease of the Wrecclesham Community Centre, and that FTC had made a bid to manage the open space in Brightwell’s Yard.  Council noted the Section 278 works in East Street were due to commence in May.

2.5     Council received updates from the Infrastructure Planning Group and the Younger People Task Group, noting that the allocations for the support of outreach and activities for younger people had been agreed and Service Level Agreements were being drawn up with 40 Degreez, Hale Community Centre and the Jubilee Hub. Liaison councillors for each project had been  ...  view the full minutes text for item C124/23

The following papers are to be read in conjunction with the minutes of the Strategy and Finance Working Group held on 16^th April 2024 and are for formal approval by the Council prior for submission to the External Auditor. These documents were previously circulated to all councillors ahead of the Strategy & Resources Working Group.

i)        To receive a report on the 2023/24 Outturn                           Appendix D

ii)       To receive the 2023/24 Income and Expenditure Outturn        Appendix E

iii)      To consider the final Internal Auditor’s Report for the Year Ended 31 March 2024 and accept the issues raised                                                          Appendix F

iv)      To receive and agree the draft Report and Financial Statements for 2023/24 and earmarked reserves at 31st March 2024                                       Appendix G   

v)       To approve the Annual Governance Statement (Section 1 of Annual Governance and Accountability Return)                                                           Appendix H

vi)      To approve the variances between 2022/23 and 2023/24 Annual Returns Appendix I

vii)     To approve the Annual Governance and Accountability Return for the Year Ended 31st March 2024 for signature and submission for External Audit at Appendix H

Cllr White introduced the report on the 2023-24 accounts at Appendix D highlighting the End of Year Finance papers for audit.

1.       Council received the positive outturn in the accounts with the overall income position at £1,809,072 (against a budget of £1,623,750) with expenditure at £1,667,867 (against a budget of £1,643,750) resulting in a small positive surplus of £34,254 of income over expenditure after specific funding (eg CIL) had been allocated to the earmarked reserves.

2.       Council received the Internal Auditor’s letter and report at Appendix F following the end of year audit and received the draft Report and Financial Statements which included the detail of earmarked reserves and grants distributed during the year noting that the General Reserve stood at £505,765 representing about 36% of the precept level, within acceptable levels for a Council of the size of Farnham.

3.       The Governance Statement at Appendix H was endorsed;

4.       The Assets Register at 31-3-24 was received;

5.       The detail on the variances between the 2022/23 Annual Return and the 2023/24 Annual Return were noted alongside the more detailed explanations in the report at Appendix D.

6.       In response to a question by Cllr Jackman, the Town Clerk advised that the costs of an election were funded over the life of a council and retained in an earmarked reserve.

7.       Council noted the level of CIL received that was included in earmarked reserves and that consideration of a CIL application round would need to be considered when some of the larger sites began to contribute. Council noted the shortfall in allotment income and noted the gap that sometimes occurred between vacancies occurring and selection of plots by people on the waiting list.

It was Resolved unanimously that

1)         The report on the 2023-24 finances be adopted;

2)         the 2023-24 Outturn be welcomed;

3)         the Annual Governance Statement (Section 1 of the Annual Governance and Accountability Return, page 4) be approved;

4)         The Internal Auditor’s report be welcomed and the recommendations agreed;

5)         The updated Asset Register be approved;

6)         The Report and Financial Statements including the general and earmarked reserves for 2023-24 be adopted for signature;

7)         The variances list for the Annual Return be agreed;

8)         The Annual Governance and Accountability Return and associated papers be approved for signature and submission to the External Auditor.

Cllr Dickson arrived at this point.

To receive the minutes of the Planning & Licensing Consultative Group meetings held on 18^th March and 8^th and 22^nd April at Appendices J, K and L.

Cllr Laughton reported that three meetings had been held on 18 March and 8^th and 22^nd April, attached at Appendices J, K and L.

Applications of particular note related to the Brightwell’s Yard Development, a MacDonalds drive through adjacent to Tice’s Meadow and the Old Park Lane development for 83 dwellings. There had also been an update on the Coxbridge Farm development of 320 homes following public consultation.

The outline Centrum Business Park site, included within the Neighbourhood Plan, had been received for 170 dwellings and this would be welcomed provided it comes forward within Neighbourhood Plan guidelines and integrates with cycling and walking proposals.

To elect Working Groups, Task Groups and Panels in accordance with Standing Orders 15 at Appendix M.

A report on the election of Working Groups, Task Groups and Panels for 2023/24 at Appendix M was introduced by the Town Clerk. Councillors had identifiedpreferences forthe WorkingGroups for2024/25 inaccordance withStanding Order 15. The appointments were made as set out below.

The Mayorproposed andit wasagreed nem con, that Councilbe adjourned inorder that eachWorking Groupappoint itsLead Memberto confirmthe compositionof Strategy& Resources Working Group.

Meetingsof each WorkingGroup were heldin turn.

i)     CommunityWorking Group

     It wasagreed thatCllr Miryleesbe appointedas LeadMember.

ii)    EnvironmentWorking Group

     It wasagreed thatCllr Brownbe appointedas LeadMember.

The Leaderof Counciland Lead Memberof Strategy& Resourceswould be appointed at the Annual Meeting of Council.

It wasnoted thePlanning &Licensing ConsultativeGroup andPanels andTask Groups would appoint their Lead Members at the first meeting.

Theappointments toeach Group, with adjustments to the normal numbers to some groups given council priorities,were agreed.  This included separating the Neighbourhood Plan Group and increasing its membership. Membership was agreedas follows:

To appoint representatives who will attend external bodies and report back to the Council on matters of interest. Report at Appendix N. 

Areport onthe Appointmentof Representativesto OutsideBodies atAppendix N was introduced by the Town Clerk.  Councillorshad identifiedpreferences forbeing theCouncil’s representativeto External Bodies 2024/25 andthe followingappointments wereagreed:

To receive details of any actions taken under the scheme of delegation not already reported.

There were no matters to report under the scheme of delegation.

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

i)               Cllr Merry weather reported that the new Waverley Economic Development Strategy had been approved and included a focus on the contribution of the University for the Creative Arts.  Cllr Murray advised the Strategy emphasised Creative Waverley which was good for Farnham.

ii)              Cllr Earwaker was congratulated on winning the Castle Ward by-election and being elected to Waverley Borough Council.

iii)             Cllr Beaman reported that the Surrey County Council Select Committee on Bus Service Improvements had announced the restart of a 65 bus service on Sundays from Alton to Guildford going via Farnham.  This was a good example of cross county collaboration.

iv)             Cllr Beaman said the DDRT Farnham service now had 950 registered users and was being extended by Surrey CC in September.  He suggested Farnham should lobby again for a link to Frimley Park Hospital as happened in the East of Waverley to the Royal Surrey hospital.

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

i)               Cllr Hesse reported on the Farnborough Aerodrome Consultative Committee meeting attended by 25 members.  The long-awaited noise and environmental monitors were finally being put in.  Cllr Hesse provided an update on flight numbers and advised that the Airport had been awarded No 1 Business airport for the 17^th year.  Papers for meetings can be found at  www.facc.org.uk/meeting-information.

ii)              Cllr Jackman passed on his thanks to the Farnham & District Scouts and the volunteers who had recently organised their annual camp which was valued by all who attended.

The next meeting is the Annual Meeting of Council and Mayor Making on Thursday May 9^th at 6pm.

The date of the next meeting was agreed as the Annual Meeting of Council on Thursday 9^th May at 6pm.

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. These will usually relate to exempt staffing matters or contractual matters which may be commercially sensitive.

The Mayor proposed, and it was RESOLVED unanimously that the press & public be excluded in view of the update on the Waverley Lane Statutory Challenge being considered and other exempt items.

1.     Waverley Lane Statutory Challenge Update

1)     The Town Clerk tabled Exempt Annex 1 and provided an update on the Waverley Lane Statutory Challenge.  Council noted further advice was awaited.

2)     The Town Clerk provided an update on correspondence about trees on land transferred from Waverley.

3)     Cllr Beaman provided an update on information relating to the Neighbourhood Plan call for sites not yet in the public domain.