Agenda and draft minutes

To receive apologies for absence.

Apologies were received from Cllr Mauluka for both meetings, and Cllr Merryweather for the adjourned meeting

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, Alan Earwaker, Tony Fairclough, George Hesse, Andrew Laughton, Mark Merryweather, Kika Mirylees, George Murray, 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.

There were disclosures of Interest by:

1)     Cllrs Fairclough, Mirylees and Merryweather for discussion on Asset Transfersin view of their roles on the Waverley Executive;

2)     Cllr Ward for discussion on the Farnham Building Preservation Trust as his wife is a Trustee; and

3)     The Town Clerk for discussion on the Farnham Building Preservation Trust as he is a Trustee of that organisation, and also in relation to the HR Panel report.

To sign as a correct record the minutes of the Farnham Town Council meeting held on July  31^st July at Appendix A, and 18^th September at Appendix B.

The Minutes of the meetings held on 31^st July and 18^th September were agreed as a correct record subject to the addition of Cllr Dickson to the list of apologies, and the removal of Cllr Mirylees in the list of councillors present under Minute C38/25.

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.

Ionela Emmett made a statement about the state of Farnham having been a resident for four years and concerned that things had been going down hill over the past year.  She drew attention to a number of issues including:

·       the lack of planning relating to roadworks with closures across the town as well as the town centre works causing significant disruption for people.  She felt Surrey Highways should stage the works better and inform people;

·       the impact of the current works affecting the historic core of the town.  She did not thing the design made sense and the materials used were not right, replacing historic materials with concrete, and she was concerned about the inconsistencies in the new footways.

·       Poor lighting in car parks which meant they were not safe as well as poor maintenance with potholes that were not repaired.  She was also concerned about the cost of using automated payments with Ringo being charged at 20p per each hour booked on top of the car parking charge.  There were alternates that were better value.  Ionela felt the free car park at Brightwells should be reinstated to bring footfall back to the town.

In response, the Mayor thanked Ms Emmett for coming and raising her concerns which were primarily the responsibility of Surrey County Council or Waverley Borough Council but there were councillors present who were representatives on those councils and could take the matters forward.  The Mayor understood the road works had been disruptive and painful and the matters raised had been discussed several times.  The Leader advised that there was a Farnham Infrastructure Programme taking place the next day and relevant matters would be raised by Cllr Hesse, the Town Council’s representative.  He also encouraged Ms Emmett to email any additional questions or comments and he would respond further.

To receive the Town Mayor’s announcements.

The Mayor thanked everyone for their support and kind wishes after the Mayoress broke her elbow which was now on the mend. He also thanked those who had attended his Quiz and karaoke night raising much needed funds for his Mayoral Charity.

The Mayor reported on a number of excellent events during Farnham Craft month including the opening at Frensham Heights School, and the Surrey Artist of the Year awards at the New Ashgate Gallery.

The Mayor had attended the South and South East in Bloom awards where Farnham came away with a clutch of gold awards and had been delighted to host the unveiling of Lt Col John Luard, founding chairman of the UCA on the Notable Names of Farnham wall.

In Rowledge, the Mayor had dug a hole in the ground for the new Rowledge Village Hall alongside civic dignitaries from other councils who were supporting the project which would be a lasting legacy for the village.

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)    Culture & Business held on 8^th October 2025           Appendix C

ii)   Strategy and Resources held on 19^th October 2025   Appendix D

2        To receive any relevant verbal updates from other Working Groups

·   Community & Wellbeing

·   Environment

1)  Culture & Business

     Cllr Mirylees introduced the notes of the meeting held on 8^th October.  She reported that the Craft Month events had been going well and that the Lantern Festival was taking place on the 31^st October with more kits distributed than in 2024. 

     The Craft Town Artist in Residence Scheme had attracted 18 applicants to date.  Cllr Mirylees advised that she and the Town Clerk had attended the presentation of the Craft City status to the Birmingham Jewellery Quarter, meeting the new President and team of the World Crafts Council who were interested in building on the connections with Farnham. 

     She reported that discussions with partners had been positive about the Museum becoming a Craft Museum – the first in the UK, once the renovations had been completed.  She had also had some initial discussions with the National Trust to see if there was an opportunity for collaboration over the Museum. Cllr Merryweather said it was good that Waverley had stepped up to its responsibilities in regard to Willmer House and he drew attention to future uncertainty with local Government Reorganisation.  Residents will have to appreciate and support such buildings in future as the new Unitary authority may not. 

     Cllr Mirylees advised that the BID had agreed to contribute to the Christmas Lights scheme, which was good news as it allowed some additional features to be implemented.

2)    Strategy & Resources

     Cllr White introduced the report of Strategy & Resources Working Group that had taken place on 19^th October at Appendix D.

i)    The Working Group reviewed the financial position to 30 September 2025, including the Trial Balance, Income & Expenditure, Investments and Debtors. Overall performance was on target with minor variances to be managed through virements. Anticipated financial pressures were noted in relation to Community Asset Transfers and Local Government Reorganisation.

It was RESOLVED nem con that the Finance Report, including the Trial Balance and Income & Expenditure Report to 30 September 2025 and the proposed mid-year virements be endorsed as part of sound financial management.

ii)   The Working Group received the External Auditor’s unqualified report confirming compliance with Proper Practices. Two minor administrative matters were identified relating to a minute reference and the timing of councillor reviews of bank reconciliations, the latter already having been addressed.

It was RESOLVED nem con that the completion of the External Audit for 2024/25 with an unqualified opinion be welcomed, noting the auditor’s comments regarding the incorrect minute reference and the timing of councillor reviews of bank reconciliations.

iii)  The Working Group considered a proposal to transfer governance software from Modern.Gov to Decisions GovMeetings by Cloudy IT, including training for councillors and staff, with implementation planned before the February 2026 renewal.

It was RESOLVED nem con that the change of governance software from Modern.Gov to Decisions GovMeetings by Cloudy IT be approved.

iv)  A presentation was received on the Abavus CRM system. Due diligence had been undertaken, including discussions with other councils. Costs could be met from savings arising from the  ...  view the full minutes text for item C59/25

Council reconvened at 6pm on 5th November with apologies from Cllr Mauluka and Cllr Merryweather, and apologies for lateness from Cllr Fairclough.

1          The Mayor introduced the meeting by advising that the earlier meeting had ended with some high emotions but the fresh start with the remainder of the report from the Strategy & Resources Working Group allowed a new discussion on Cllr Jackman’s proposal.

i)        In between the meetings there had been a meeting with businesses attended by Cllr Follows (WBC), Cllr Oliver (SCC), Cllr Hesse FTC, Cllr Martin as a local business, Greg Stafford MP and Mr David Quick and a further meeting which involved the BID. Surrey County Council was proposing to suspend on street parking in the run up to Christmas and WBC was proposing a scheme to support business by making car parking in off street car parks free in the afternoons during December. 

The result of the meeting with the BID and other partners was a revised proposal £1 after 1pm on Mondays to Thursdays from 24^th November to 24^th December.  Figures on the basis for the costings to be shared between WBC, SCC and Farnham (FTC and the BID) had been promised but had not been received.  The Town Clerk advised that the businesses had also suggested that the scheme be extended into the new year for the period when the Borough was closed.  Council noted that some support in the busy trading period up to Christmas was good but it would not be a ‘silver bullet’ to solve all the issues.

Cllr Ward agreed that the review and repair recommendation was a good one and he was happy to second Cllr Jackman’s proposal.

Cllr Fairclough arrived at this point.

Cllr Jackman advised that car parks such as Riverside were underused because staff did not feel safe and the problem with evening charges was that staff working all day go into Farnham to go shopping and have to pay to buy a loaf of bread. 

       Cllr Earwaker proposed that the vote now take place and

It was RESOLVED unanimously that FTC to write to Waverley Borough Council to progress :

1)    a review of car parking charges with a view to reducing them for the duration of the Town Centre Improvements;

2)    an urgent survey of the car parks infrastructure including lighting and potholes on safety grounds.

As Cllr Fairclough was to speak in his capacity as Portfolio holder for car parking at Waverley Borough Council, it was Resolved to suspend Standing Orders to invite him to address Council.

Cllr Fairclough reiterated details of the meeting between Councils and local businesses and the desire to boost footfall from the lunchtime period onwards.  As a result the Borough Council was proposing that Waverley Surrey and Farnham provide funding for a one month period to allow for free or reduced car parking costs.

Cllr Fairclough had figures for December but was unwilling to share the costs for January and February in open session advising  ...  view the full minutes text for item C60/25

To receive the minutes of the Planning & Licensing Consultative Group meetings held on 29^th September and 13^th and 27^th October at Appendices E, F, and G.

Cllr Laughton introduced the Notes of the Planning meetings held on 29^th September and 13^th and 27^th October at Appendices E, F and G.

Notable applications included:

·       the proposal for extended opening for Papa Johns with the Consultative Group remaining concerned over the negative impact on the amenity of neighbours;

·       the request for further nighttime filming at Bourne Woods.  FTC had objected on grounds of impact on wildlife and neighbours.  Councillors recognised the benefits as an economic generator and wanted to support the application but could not balance the disbenefits by operating in the early hours of the morning;

·       amendments to plans for Centrum in East Street with a five year minimum landscaping requirement and a commuted sum to be payable if viability improved;

·       concern over the mini mart licensing application in the Borough on grounds of detriment to neighbours’ amenity.

It was agreed that the Leader would write to the Forestry Commission to see if there were ways of balancing the needs of the economy and the concerns expressed in relation to filming at Bourne Woods.

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

The Town Clerk reported he had received a book from the Farnham Society on behalf of the Council.  The book was based on the Brightwells exhibition during Heritage Open Days and captured images of Farnham Shop Fronts taken in 1986 and 2021.

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

There were no reports from other councils.

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

Cllr Beaman reported on the recent meeting of the Wey Valley Community Rail Partnership and Cllr Ward on the recent meeting of the Farnham Public Art Trust.  The latter had discussed the lost art from the Brightwells development which were being reinstated on a more localised area.  The Farnham Flame had also been discussed, and it was noted an alternate price for its installation was awaited.

Cllr Laughton was stepping down from the Farnborough Aerodrome Consultative Committee and it was agreed that Cllr Hesse would take his place with Cllr Jackman as a substitute.

To agree the date of the next meeting as 18^th December 2025 at 6pm.

The date of the next meeting was confirmed as Thursday 18^th December 2025 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.

On the recommendation of the Mayor, the meeting RESOLVED nem con to move into Exempt session and exclude the Press and the Public in view of the confidential staffing matters that were to be discussed.

1)     Recommendations of the HR Panel meetings held on 16^th September and 28^th October at Exempt Appendix 1 (to follow)

2)     Any relevant matters arising from the discussions of the Working Groups.

Cllr Ward introduced the notes of the HR Panel meetings that had taken place on 16^th September and 28^th October at Exempt Annexes 1a and 1b.  Council received an update on the latest staffing changes, proposals to amend the Pensions discretions policy to allow for a salary sacrifice Shared Cost Additional Voluntary Contribution Scheme to be introduced  and to consider the Town Clerk’s request for Flexible Retirement.  

The Town Clerk left the meeting for the discussion on the detailed proposal for his flexible retirement and arrangements for the recruitment of his successor.

Shared Cost AVC

Council considered the detailed arrangements for a Salary Sacrifice Shared Cost AVC scheme which could help with staff retention and pension planning and would have NI/tax benefits for staff (as a salary sacrifice scheme) and NI savings for the employer.  There would be a contractual change for any employee joining the scheme as the employer contribution if offset by a salary reduction.

Flexible retirement of the Town Clerk

Council considered the detailed report which had the benefit of advice from Trevor Leggo (Director of the Sussex Association of Local Councils) who had attended the HR Panel.  Council noted that there was no longer any obligation on staff to retire but the Town Clrk’s request and the proposal set out allowed for business continuity and a smooth transition ahead of the 2027 elections as well as retained knowledge, experience and capacity which was in the best interests of the Council.  It was a good time to recruit with people thinking of their next roles in the context of local government reorganisation.  Flexible retirement proposals had to be formally considered by Council with each case considered on its merits but in this case had no pension strain on the Council. 

Members Allowances

The HR Panel had recommended that an updated review of Members’ allowance for expenses of office should be requested to encourage diversity and the recruitment of councillors.  At present, FTC has not adopted a scheme and a review would be undertaken by the Borough Council Independent Remuneration Panel or the new Unitary authority Remuneration Panel.  Council noted the reduction in councillors representing Farnham would lead to an increased workload for councillors being elected from 2027, and so it was prudent to make a request for a review at this stage. Council would consider a further report prior to deciding whether or not to adopt such a scheme once the review had taken place.

It was Resolved nem con that the proposals in Exempt Annex 1b be approved.

1)    A salary sacrifice shared cost AVC scheme be offered to staff and the pension discretions policy be amended accordingly

2)    The Town Clerk be approved for flexible retirement at normal pension age from January 2026 under the LGPS discretions policy;

3)    The Town Clerk’s contracted hours be reduced by 20% (to 30 hours per week – 4 days equivalent) with the current role continuing until a successor is appointed; with any additional hours to be  ...  view the full minutes text for item C67/25