Agenda and minutes

To receive apologies for absence.

Apologies were received from Cllrs Dunsmore, Fraser, Hesse and Ward.

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, Cockburn, Dickson, Hesse, MacLeod, Martin, Merryweather, Mirylees, Neale, Ward and Wicks.

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

(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 Evans and the Town Clerk disclosed an interest in Agenda item 7 1) as members of the Local Government Pension Scheme.

To sign as a correct record the minutes of the Farnham Town Council meeting held on 26^th January 2023  at Appendix A.

The minutes of the Farnham Town Council Meeting held on Thursday 26^th January 2023 were agreed.

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.

Mr David Wylde spoke to Council about the proposed new St James Conservation Area in the Eastern part of Farnham from Bear Lane to the Fire Station.  A small committee had been formed to progress this idea, including Mr Michael Blower and Mr Malcolm Lelliott, and it was hoped the Town Council would be able to endorse the proposal in due course.  Mr Wylde circulated a briefing note that had been prepared by the group and advised that it would be presented to Waverley Borough Council.

The Town Clerk advised that the when the initial proposal was drafted, it would be considered by the Conservation Areas Task Group and go via the Strategy & Finance Working Group for consideration by Council.

To receive the Town Mayor’s announcements.

The Mayor announced he had been pleased to host the Commonwealth flag raising ceremony on Monday which had a focus on the contribution of young people.  He was also looking forward to special visit by HRH Prince Edward, the new Duke of Edinburgh who would be planting the 70^th tree in the Jubilee Walk at Farnham Riverside and was carrying out an informal visit to meet many of Farnham’s community organisations including Space2grow and Tice’s Meadow Bird Group.

The Mayor also advised of the unveiling of A Hand’s Turn, the new interactive sculpture on Longbridge which had been crafted at a number of community workshops.

The Mayor invited everyone to attend the Annual Town Meeting of electors on 23^rd March in the Barley Room of the Maltings.

In conclusion, the Mayor wished Robin Cooper of the Outside Workforce congratulations on his formal retirement after 26 years with Farnham Town Council but was pleased he would continue to work two days a week for the foreseeable future.

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

There were no Questions from Members.

1)     To receive the notes and any recommendations of the following Working Groups: Strategy and Finance held on 7^th March 2023 and its adjourned meeting held on 14^th March at Appendix B

2)     To receive a verbal update on any relevant matters from the Cemetery and Appeals, Community Enhancement and Tourism & Events Working Groups.

1)    Strategy & Finance Working Group

i)        Cllr Evans introduced the notes of the Strategy & Finance Working group meeting held on 7^th March at Appendix B to the agenda. Council noted the expected outturn for the end of the financial year, the latest position on sponsorship and received an update on the Council’s Complaint to the Financial Ombudsman re HSBC.  Cllr Evans advised that the Working group had considered the detail of the latest Actuarial Valuation for the Pension Scheme which would see the Employer’s rate increase from 14.2% to 16.9%.  Initially Surrey CC had placed the Town Council into a pooled pot which was at a higher rate, but Council agreed to a recommendation to maintain the current position outside the pool noting it was 132% funded against the pooled funded rate of 116%.

It was RESOLVED nem con that FTC remains outside the Town and Parish Council Pension Pool for the next three years.

ii)       Council noted that the Hoppa had requested the release of a pledge held for a new Electric Vehicle and it was RESOLVED nem con that that FTC  release the £20,000 held in earmarked reserves for HOPPA to purchase a new electric vehicle.

iii)     Council received proposals for policy updates considered by the Strategy & Finance Working Group and agreed with the suggested amendments. 

It was RESOLVED nem con that the following updated policies be adopted:

1.   Standing Orders

2.   Financial Regulations

3.   Scheme of Delegation

4.   Member Officer Protocol.

iv)     Council noted the updates on the work of the Task Groups that report to Strategy & Finance including the Riverside Sculpture Task Group, the Coronation Task Group, the Younger People Task Group, the Community Infrasructure Task Group and the Conservation areas Task Group.  After discussion, the following recommendations were agreed.

It was RESOLVED nem con that

1)    officers

a)      progress work to restore the Farnham Flame and seek confirmation of costings;

b)      investigate defining character areas within the Conservation Area in conjunction with the Local Planning Authority (LPA).

2)    Council

a)    supports the work that the Conservation Area Task Group has been pursuing to prepare a submission to the LPA on the Article 4 Direction and the Regulation 7 Direction;

b)    endorses bringing together the relevant estate/property agents so that views can be exchanged regarding how all parties can work collaboratively to remove banners and boards and avoid the detrimental effects on the visual amenity of the Conservation Area; and

c)    supports the initial work being carried out for a new St James Conservation Area

v)          Cllr Cockburn provided an update on the Review of Local Plan Part 1 and its impact on the sites currently coming up for appeal.  The lack of a five year land supply meant that Farnham needed the expected change in Paragraph 14 of the national Planning Policy Framework to be implemented quickly. She also advised that the review of the AONB and its proposed extension was good news for Farnham as two sites designated in the Neighbourhood Plan were  ...  view the full minutes text for item C101/22

To receive the minutes of the Planning & Licensing Consultative Group meetings held on 6^th and 20^th February, and 6^th March 2023 at Appendices C, D, E.

Cllr Martin introduced the notes of the Planning & Licensing Consultative Group meetings held on the 6^th and 20^th February, and 6^th March at Appendices C,D and E.  She said there had been over 100 applications and one of particular concern was the proposal for development at the Woodland Cemetery site in Hale, which has been allocated as SANG land in the Neighbourhood Plan.  There also remained significant concern for the proposed 400 dwellings on green fields in Badshot Lea and elsewhere that were not allocated in the Neighbourhood Plan.

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

The Town Clerk advised that the actions had been reported through the Working Groups.

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

1)     Cllr MacLeod advised that the Surrey County Council Select Committee on the Environment was undertaking a review of Waste and recycling and that there was also a review of bus policies underway. Cllr Beaman said there had been an avalanche of responses from the people of Farnham to the Select Committee in particular on the 65 bus proposal which was set to be reduced.  As the Blackwater Valley was a priority area including Farnham, this should be improvements rather than reductions.

2)     Cllr Martin advised of changes to the Your Fund Surrey with £50,000 now available via each divisional councillor for smaller community projects running up to 2025.

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

Cllr Cockburn reported on the Connectivity meeting held recently where Libby Ralph did a presentation on connecting areas to enable species to breed and move over a wider area and stressed the importance of maintaining corridors for wildlife.

To agree the date of the next meeting as 27^th April 2023 at 7pm.

To note the date of the Annual Town Meeting of Electors on Thursday  March 2023 at 7pm in the Barley Room of the Farnham Maltings.

The date of the next meeting was agreed as Thursday 27^th April at 7pm.

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.

On a proposal by the Mayor, Council RESOLVED to exclude members of the press and public in view of the proposals being discussed which were confidential until published by Surrey County Council.

1)     Farnham Infrastructure Programme. To consider initial views on emerging proposals at Exempt Annex 1 which are confidential until published by Surrey County Council.

2)     Any additional matters in accordance with legislation.

Farnham Infrastructure Programme.

Council discussed the emerging proposals for the Town Centre options following the consultation undertaken by Surrey County Council.  Council was supportive of option B but did not wish to see traffic signals at the junction of South Street and Union Road, and considered that a bus lane was not justified in South Street given the small number of buses.

There were concerns over potential cycle lanes going against traffic particularly if this meant conflict between cycles and cars or cycles and pedestrians.  There were a number of other points discussed on the range of options which would be recorded in a briefing note and be presented by Cllr Beaman to the next meeting of the Farnham Infrastructure Board and circulated to Council in due course.