Agenda and minutes

To receive apologies for absence.

Apologies were received from Cllr Cockburn, Dickson and Fraser.

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 Merryweather and Cllr Mirylees declared a disclosable interest as portflio holders for Waverley Borough Council in relation to the Farnham Museum discussion.

To sign as a correct record the minutes of the Farnham Town Council meeting held on 16^th March 2023 at Appendix A.

The Minutes of the meeting held on 16^th March were agreed.

To receive the Town Mayor’s announcements.

The Mayor welcomed everyone to the last of the 2019-2023 administration.

He congratulated Millie Sobey Farnham’s Events Apprentice who had just won Apprentice of the Year in the Great British Business and Community Awards.  This was an amazing achievement beating over 70 other nominations. He added his congratulations to Oliver Cluskey who had been her mentor, and other staff colleagues who had supported her. 

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 Graham White made observations on the ridiculous traffic situation in town as a result of the closure of West Street.  He described a short journey he had just taken which had been an additional journey time of 1 hour 15 minutes because of traffic congestion. In his view, the water works should be suspended immediately until there was a proper plan to manage the traffic implications.

Cllr Beaman thanked Mr White and advised him that he had lost patence with South East Water. He had asked them three critical questions – whether they appreciated and acknowledged the significant economic consequences  of their work; whether they would be paying compensation; and what was to stop them doing one lane working with traffic lights.  Cllr Beaman was awaiting a response.

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

There were no Questions by members.

i)            To receive the notes and any recommendations of Strategy and Finance Working Group held on 18^th April 2023                                                                                      Appendix B

ii)      To receive any relevant updates from the Cemeteries & Appeals, Community Enhancement and Tourism & Events Working groups.

Cllr Evans introduced the Notes of the Strategy & Finance Working Group held on 18^th April 2023 at Appendix B to the Agenda advising that the end of Year Finance papers would be taken under a separate agenda item.

i)        Cllr Evans reported that the Working Group had reviewed the list of Direct Debits and Standing Orders that would be applicable in the year ahead and there had been some grant applications considered.

It was RESOLVED nem con that

1) The Standing Orders and Direct Debits for 2023/24 be noted;

2) The Farnham Ukrainian Weekend Club be supported with funds for equipmentand materials from donations received;

3) The Council’s policy of supporting locally-based charities be re-affirmed but thatan opportunity for a fundraising/profile raising event for the Air AmbulanceCharity be encouraged.

ii)       The Working Group recommended that a new door into the kitchen at Wrecclesham Community Centre to improve safeguarding be agreed. 

It was RESOLVED nem con that Landlord’s Consent to the request for a new internal door tothe kitchen at Wrecclesham Community Centre be approved.

iii)      Cllr Evans provided an update on contracts and assets matters and Council noted that the Hale Chapels Garden was almost complete.  Council considered the delegated decision to finish the scheme on a recommendation from the Cemeteries & Appeals Working Group members with some mature trees and shrubs.  The project was one for which the Council can be rightly proud, and an opening was provisionally scheduled for June.

Council also received details of a proposal to add another polytunnel on the allotments (reserved cemetery land) adjacent to the Nursery pending a further report on reconfiguring the Nursery.

Council noted that a tender had been undertaken for the Council’s Insurances with Zurich, BHIB and Gallaghers being invited to bid.  A three year deal with the potential to extend was being recommended.

It was RESOLVED nem con that:

1) The progress on the Hale Chapels’ Garden be welcomed;

2) the decision to vary the planting scheme with additional shrubs and trees at anadditional cost of up to £5,000 be endorsed.

3) a new polytunnel and equipment be purchased with theestimated cost of £10,000 to be met from the insurance earmarked reserve.

 4) A new three year agreement (with the potential to extendthis to five years) for the Council’s Insurances be entered into with Zurich up to a cost of£12,500.

iv)      Cllr Evans advised that the Terms of Reference for Working Groups and Panels at Annex 1 had been reviewed and were recommended for adoption.

It was RESOLVED nem con thatthe Working Group Terms of Reference be approved.

v)       Council received an update from the Infrastructure Planning Group, the Conservation Areas Task Group (CATG), and the Riverside Sculpture Task Group.  Folowing an proposal by Cllr Beaman to strengthen the recommendation, seconded by Cllr Hesse, Council expressed great concern that the Farnham Design Statement submitted to Waverley some 15 months ago was still not agreed despite the Council’s suggested  ...  view the full minutes text for item C115/22

The following papers are to be read in conjunction with the minutes of the Strategy and Finance Working Group held on 18^th April 2023 and are for formal approval by the Council prior for submission to the External Auditor.

i)               To receive a report on the 2022/23 Outturn                              Appendix C

ii)              To receive the 2022/23 Income and Expenditure Outturn           Appendix D

iii)             To receive the Bank Reconciliation and Balances at 31^st March      Appendix E

iv)             To consider the final Internal Auditor’s Report for the Year Ended 31 March 2023 and accept the issues raised                                             Appendix F

v)              To receive and agree the draft Report and Financial Statements for 2022/23 and earmarked reserves at 31st March 2023                                    Appendix G

vi)             To approve the variances list between 2021/22 and 2022/23 Annual Returns       .                                                                                                     Appendix H

vii)            To approve the Annual Governance Statement (Section 1 of Annual Governance and Accountability Return)                                                              Appendix I

viii)           To approve the Annual Governance and Accountability Return for the Year Ended 31st March 2023 for signature and submission for External Audit

Cllr Evans introduced the report on the end of year accounts at Appendix C.  She advised that there had been a long and thorough discussion on the detail at Strategy & Finance which was set out in the report.

Cllr Evans said that 2022-23 was a fairly unique year given the capital projects that took place (completion of the refurbishment of the Central Car Park Public Conveniences, the completion of the restoration of the listed West Street cemetery gates, the commissioning of the public art work at Longbridge with Section 106 funding from the UCA developments, and the undertaking of the conversion of the Hale Cemetery Chapels into a Community Garden.  The celebration of the Platinum Jubilee of Her Majesty Queen Elizabeth II, followed by her death and the proclamation of His Majesty King Charles III, and the visit of His Royal Highness Prince Edward, gave an exceptional Royal flavour to civic and community events. In addition, the international situation with the War in Ukraine and post Brexit issues leading to rising energy prices, high inflation and supply-chain issues has led to significant cost uncertainties in managing the Council finances. 

Despite this, Council made a prudent approach to the 2023-24 precept bearing in mind the pressures on the community and made a small increase it its share of the Council Tax which is expected to again be below the sector average for the 11^th successive year and the financial outcome has been positive.

Cllr Evans reported that the overall income position was £1,914,697 (against a prudent budget of £1,474,800) whilst expenditure was £1,816,684 (against a budget of £1,474,800).  This had resulted in a surplus of income over expenditure of £98,013.  However, this was not a straight surplus with some £290,322 required to be transferred to earmarked reserves (as budgeted or ringfenced) and there was £191,850 or reserves designated for capital projects undertaken during the year used as expected. 

Council reviewed the following documents

The 2022/23 Income and Expenditure Outturn at Appendix D; the Bank Reconciliation and Balances at 31st March at Appendix E; the final Internal Auditor’s Report for the Year Ended 31 March 2023at Appendix F; the Report and Financial Statements for 2022/23 and earmarked reserves at 31st March 2023 at Appendix G; the variances list between 2021/22 and 2022/23 Annual Returns at Appendix H; the Annual Governance Statement (Section 1 of Annual Governance andAccountability Return atAppendix I.

Council welcomed the report of the Independent Internal Auditor and agreed all the points within it.  The movement in earmarked reserves following the capital projects undertaken during the year and new requirements (including some provision for the update of the Neighbourhood Plan, and provision for improving the visitor experience at Farnham Museum following the improvements being carried out.) were agreed.

Council agreed to approve the Annual Governance and Accountability Return for the Year Ended31st March 2023 for signature and submission for External Audit, and thanked the Town Clerk, the Bookkeeper and Accountant for the work  ...  view the full minutes text for item C116/22

To receive the minutes of the Planning & Licensing Consultative Group meetings held on 20^th March, 3^rd and 17^th April 2023 at Appendices J, K, and L

Council received the minutes of the Planning & Licensing Consultative Group meetings held on 20thMarch, 3rd and 17th April 2023 at Appendices J, K, and L noting thatthey had been busy meetings.  It was hoped the new Council would pick up where the retiring Council had left off to protect Farnham in the best way it could.  Applications in the meantime would be forwarded to Waverley under the scheme of delegation in cnsultation with councillors who were re-elected.

The Mayor thanked (to applause) Jenny de Quervain for her diligent work in support of the Planning & Licensing Working group.

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

There were no additional actions to report.

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

1)     Cllr Martin reported that a scoping scheme to upgrade Bourne Crossroads was the only scheme in Waverley to get support.  Hopefully a signal controlled crossing would be installed within a year.

2)     Cllr Martin reported that the proposed closure of Park Row to repair damage to the Alms Houses caused by an HGV had been deferred to avoid further problems with the West Street closure extended.  Coullors hoped the Alms Houses would be able to seek compensation from South East Water for the inconvenience.  Cllr Martin advised that a meeting was being organised with South East Water to discuss comepnsation for businesses affected by the closure.

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

Cllr Beaman reported of the closure of Aldershot Bus Station in May which came with some timetable revisions.  There was an improved bus service to Sandy Hill which was to be welcomed and the introcuction of new Sunday bus services.

To agree the date of the next meetings as follows:

·        11 May 2023 – New Council Inductions

·        18 May 2023 – Annual Meeting of Council (and Election of Mayor)

·        25 May 2023 – Election of Working Groups

The Mayor announced that the initial dates in the new Council year were as follows:

·       11 May 2023 – New Council Inductions

·       18 May 2023 – Annual Meeting of Council (and Election of Mayor)

·       25 May 2023 – Election of Working Groups

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 closed the meeting by thanking  everyone for their contribution over the past four years, Councillors, staff and Farnham’s wonderful volunteers.  He paid particular thanks to councillors who had decided to stand down from Farnham Town Council at this election, many from significant service to our local community including Cllrs Attfield, Dunsmore, Evans, Fraser, MacLeod, Neale, and Wicks. 

No one knew what the electorate would decide, but he wished all candidate every success in the forthcomming election.