Agenda and minutes

Council
Thursday 19th December, 2019 7.00 pm

The full agenda with individual reports can be viewed on this page below.

The full agenda with all reports can be downloaded from the Agenda reports pack.

Venue: Council Chamber - Town Council Offices. View directions

Contact: Email: Town.Clerk@farnham.gov.uk 

Items
No. Item

C111/19

Election of Chairman

To receive apologies for absence.

Minutes:

In the absence of the Mayor due to illness and the Deputy Mayor on a Civic appointment, Cllr Attfield was agreed as Chair of the meeting.

C112/19

Apologies

Minutes:

Apologies were received from Cllrs Pat Evans (Mayor), David Beaman, Brian Edmonds, Alan Earwaker,  John "Scotty" Fraser, George Hesse, and John Ward.

C113/19

Disclosures of Interest

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 councillor has made a general non-pecuniary interest declaration in relation to him being a councillor of Surrey County Council: Cllr Macleod.

(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.

Minutes:

In addition to the standard declarations by dual or triple hatted Councillors, Cllr Merryweather declared a disclosable pecuniary interest on agenda item 7 point 7,  re Waverley Borough Council Asset Transfers to Farnham Town Council, arising from his position as WBC Portfolio Holder for Finance, Assets and Commercial Services.

C114/19

Minutes 7 November 2019 pdf icon PDF 128 KB

Minutes:

The minutes of the Farnham Town Council meeting held on 7th November were agreed to be signed as a correct record.

C115/19

Questions and Statements by the Public

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.

Minutes:

There were no questions or statements from the public.

C116/19

Town Mayor's Announcements

To receive the Town Mayor’s announcements.

Minutes:

Cllr Attfield reported that Mayor’s diary had continued to be busy with appointments that included a number of Remembrance  services, a Britain In Bloom Celebration reception for volunteers, school Christmas fayres,  Christmas lights switch-ons and musical concerts.   The Town Council’s Christmas Market had been a great success and the Civic Candlelit Carol Service with the Farnham Youth Choir had been wonderful.

C117/19

Questions by Members

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

Minutes:

There were no questions by members in accordance with Standing Order 9.

C118/19

Notes of the Strategy & Finance Working Group held on 10th December 2019 pdf icon PDF 175 KB

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

 

i)              Strategy & Finance held on 10th December 2019 (Appendix B).

Additional documents:

Minutes:

Cllr Neale introduced the notes of the Strategy & Finance Working Group at Appendix B to the agenda.

 

The Working Group had given detailed consideration to the draft budget whichhad been drawn up based on a review of expenditure in 2019/20 and on the2018/19 outturn. The budget included fees and charges broadly based on 2019/20 levels, given

the continuing uncertainty in the economic climate and it was noted that allotment rents would be increasing to £60 in 2021.  The budget included a sum for taking on transferred property on a freehold basis rather than a leasehold basis. Provision had been made for meeting some of the climate emergency challenges with the Community Initiatives Fund incorporating environmental projects.  It was noted that the budget had been constrained as a result of efficiencies and because there were some earmarked reserves for some of the activity proposed.

 

Cllr Neale advised that the  draft budget had therefore come out at £1,400,327 which after a small rise in the number of Band D properties meant there would be a shortfall in income of some £27,693.  How this would be met (whether from reserves, precept or additional fees and charges) would be determined at the January meeting.

 

It was RESOLVED nem con:

1)     To agree the budget report and that thebudget for 2020/21be set at£1,400,327.

2)     The standardAllotment Fee beincreased to £60with effect from 1stJanuary 2021

C119/19

Infrastructure Planning Group

Minutes:

Cllr Neale introduced the notes of the Task Groups reporting to Strategy & Finance.  It was noted that the Infrastructure Planning Group work on the Design Statement was progressing.  Cllr Cockburn advised that some submissions had been received and an initial draft would be circulated for wider consultation in the new year.

 

In terms of the Neighbourhood Plan, the Independent Examiner’s report had been received and considered by Strategy & Finance.  There were a number of proposed minor modifications which gave clarity and the Examiner’s summary was excellent.  He had said “It is clear that the Farnham Neighbourhood Review Planis the product of much hard work undertaken since early 2018 bythe Town Council, the Neighbourhood Planning Team and by themany individuals and stakeholders who have contributed to thepreparation and development of the Review Plan. In myassessment, the Review Plan reflects the aspirations and objectivesof the Farnham community for the future development of theircommunity up to 2032. The output is a Review Plan which shouldhelp guide the area’s development over that period, making apositive contribution to informing decision-making on planningapplications by Waverley Borough Council.”

Council welcomed the Independent Examiner’s report.

 

It was RESOLVED nem con that:

1)     The minorchanges proposedby the IndependentExaminer of theReview of theFarnhamNeighbourhoodPlan be adopted;

2)     WaverleyBorough Council be asked to expedite theReferendum.

 

Cllr Earwaker arrived at this point.

C120/19

Consultations

Minutes:

The Working Group had been advised that two consultations by Surrey County Council were underway but neither had been sent to the Town Council.  One was for the future of the Highways service contract and the other was on Surrey CC priorities.  It was agreed that the Town Clerk, in consultation with the Leader, respond to the SCC Reviews.

C121/19

Contracts and Assets

Minutes:

Cllr Neale updated Council on a range of contract and property matters.  Council noted that it had been agreed to refurbish the clock whilst the scaffolding was in place nd that the worsening crack in the front of the town hall was being investigated by Drake & Kannenmayer alongside other work they were carrying out for the Council. Council also noted that discussions on property transfers with Waverley Borough Council were progressing and that Montrose House was also under consideration and would be subject to a further report. 

 

The Working Group had reviewed security following the recent break-in at the depot and it had been agreed to recommend the replacement of the external fence by Jackson’s fencing who had installed the cemetery fencing after tender. 

 

It was RESOLVED nem con that:

Council waives Standing Orders contracts to appointJackson Fencing to erecta new front fence andgate at the depot toimprove security at anestimated cost of£10,000.

C122/19

Contracts and Assets

Minutes:

Council noted the research undertaken to replace one of the obsolete vehicles and that an Iveco Daily CNG gas vehicle was available at that would meet the Council’s requirement.  Other options and prices were being reviewed although it was noted that there were no electric vehicles available that would be able to tow or carry the weight of the equipment. The cost would be between £20k and £30k depending on the costs of additional items required.

 

It was RESOLVED nem con that:

The Town Clerk in consultation with the Assets Task Group be authorised to progress the purchase of a replacement vehicle for the Outside workforce at the most economically advantageous price.

C123/19

Contracts and Assets

Minutes:

The Strategy & Finance Working Group had considered the proposed removal of telephone boxes by British Telecom.  It was proposed that any boxes, particularly red ones, that could be repurposed (such as for defibrillators) should be adopted by Farnham Town Council whilst others which were in key locations where mobile coverage was poor should be retained.

 

It was RESOLVED nem con that:

1)        Phone boxesin key areas withpoor mobilecoverage should beretained;

2)     The TownClerk be authorised to progress phoneboxes forcommunity use.

C124/19

Planning and Licensing Applications pdf icon PDF 109 KB

To receive the notes of the Planning and Licensing Consultative Group meetings held on 11th November (Appendix C), 25th November (Appendix D) and 8th December (Appendix E).

Additional documents:

Minutes:

Cllr Gray introduced the notes of the Planning and Licensing Consultative Group meetings held on 11thNovember (Appendix C), 25th November (Appendix D) and 8th December (Appendix E).  The reports were agreed.

C125/19

Actions taken under the Scheme of Delegation

Minutes:

The Town Clerk reported that he had written to Surrey County Council for evidence that they owned the cobbles in Castle Street when previously they had denied on several occasions that this was the case.

 

The Town also reported that he had again chased Surrey County Council property team about the Library Gardens and requested a meeting early in the new year.

C126/19

Reports from Other Councils

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

Minutes:

Cllr MacLeod reported that the new flythrough for the Brightwell Scheme, commissioned from a UCA student was  now on the website.

 

Cllr Cockburn advised that she had raised a question at the Surrey Local Committee about the lack of consultation on the County Council’s proposed Hickley’s Corner scheme and the need for a meeting with the Town Council. It was also noted that some research on weight restrictions in towns would be undertaken. Cllr Attfield advised that he had found it beneficial to take number of HGVs using small roads as a cut through and contacted the company’s traffic manager reminding them that their ‘O’ Licence depended on their drivers traffic requirements.  

 

Cllr Neale agreed that a meeting on Hickley’s Corner was required and that one was scheduled for January with senior staff and the Deputy Leader of Surrey.  In response, Cllr Cockburn said that it was important Surrey engaged directly with the Town Council.

 

Cllr Neale advised that Zac Ellwood had been appointed as the new Head of Planning at Waverley and that he would lead on place making.

C127/19

Reports from Outside Bodies

Minutes:

There were no reports from Outside Bodies.

C128/19

Date of Next Meeting

To note the date of the next meeting of full Council on Thursday 23rd January 2020.

Minutes:

The date of the next meeting of full Council was agreed as Thursday 23rd January 2020 at 7pm and would be followed by the Council meeting as the South Street Trust.

C129/19

Exclusion of the Press and Public

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.

Minutes:

It was RESOLVED nem con to exclude members of the public and press from the meeting atin view of the confidential staffing items under discussion

C130/19

Exempt Annex 1. Any issues arising from the HR Panel held on 16th December

Minutes:

Cllr Attfield reported on the meeting of the HR Panel and the actions agreed.