Minutes:
Cllr Neale introduced the Notes of the Strategy & Finance Working Group held on 19th October at Appendix D to the agenda.
i) External Audit
Cllr Neale reported that the External Audit had concluded and was unqualified with no matters raised for further consideration.
It was RESOLVED unanimously that the Conclusion of the unqualified External Audit of the 2020/21 Accounts be welcomed.
ii) Six-month Finances
Cllr Neale reported on the detailed finances at the half year point had been reviewed including the trial balance, the Income & Expenditure reports, the debtors at 30th September and the Statement of investments. Council noted that income had held up well and was above the cautious budget figure, whilst expenditure was running at 44% of the budget with staff vacancies contributing to the saving.
It was RESOLVED unanimously that the update on finances at the six month period be agreed.
iii) Farnham Support Fund
Council noted the continued work of the Farnham Coronavirus Support Fund and considered specific proposals to adapt its operation in light of experience which were recommended by the funding partners and the Working Group.
It was RESOLVED nem con that:
1) The Farnham Coronavirus Support fund be renamed the Farnham Support Fund;
2) The amount that can be requested be increased from £300 to £350 with the possibility of making a grant of up to £500 in exceptional circumstances.
iv) Wrecclesham Community Centre
Council considered the recommendation to extending the rent waiver agreed in 2020/21 for the first quarter of 21/22 as the Community Centre was unable to open the centre until the end of May.
It was RESOLVED nem con that a rent waiver of £1,500 be agreed for Wrecclesham Community Centre for 2021/22.
v) Grants Review
Cllr Neale reported on the independent Grants Review undertaken by Wendy Varcoe MBE (former Chief Executive of the Surrey Community Foundation). The review concluded that the FTC framework and process were very good and robust with a clearly worded and logical grants policy. Overall, the grant programme was being delivered to a high standard with the right level of due diligence in relation to the level of grants awarded. The report identified a few points which would help meet the Council’s priorities and supporting community groups.
It was agreed to recommend to Council that a summary of grants awarded in previous years be included in the Grant Programme Report split by categories of projects and areas served; an annual grants workshop be held to assist community groups apply for FTC and other funding; create an on-line application form to streamline applications; and invite feedback on the grants process to continuously improve. The Working Group recognised that some groups (particularly sporting) were more organised in making applications but did not wish to define specific priorities it wished to address each year preferring to address this at the grant allocation stage.
It was RESOLVED unanimously that:
1) The response of the Strategy & Finance Working Group to the recommendations of the Grants review be agreed.
2) Councillors encourage community groups to apply for the community grants.
vi) Contracts and Assets Update
Cllr Neale reported on the discussion on Contracts and Assets. As well as updates on Gostrey Meadow, contract renewals and the nursery greenhouse there were a series of recommendations for Council consideration on the West Street Cemetery Gates, the Central Car Parks Refurbishment; tree inspections and Hale Recreation Ground. Council noted the financial impact of the changes for the toilet refurbishment and that investment in a Changing Places toilet would be deferred for discussion around options in a supervised facility. The request from the Hale Recreation Ground Committee for FTC to consider taking responsibility for the area was supported.
It was RESOLVED nem con that:
1) The Victoria Road (Central Car Park) Public Conveniences refurbishment set out be progressed and the earmarked budget approval for the project be increased to £160,000;
2) The Town Clerk be authorised to accept the most economically advantageous tender for the public convenience refurbishments, and undertake any necessary post tender negotiations and issue a letter of intent to the successful contractor subject to a further report on funding.
3) The Town Clerk be authorised to accept the most economically advantageous tender for the West Street Cemetery gates, undertake any necessary post tender negotiations and issue a letter of intent to the successful contractor, subject to a further report on funding;
4) A Councillor oversee the tender opening ceremony for the bids for both the West Street Gates and the Central Car Park Toilets on 25 November at 1.30pm;
5) The Town Clerk be authorised to award the Quinquennial Tree survey to the most economically advantageous tender within an earmarked budget of £7,000;
6) The Town Clerk continue discussions with Waverley Borough Council and the Hale Recreation Ground Management Committee regarding the potential transfer of ownership to Farnham Town Council.
vii) Farnham Infrastructure Programme
Cllr Neale reported on the latest Farnham Infrastructure Board meeting which had agreed the Final Version of the Optimised Infrastructure Plan. He commented on the workshop held at the UCA on 20th October which involved wider partners and had covered some of the previous issues discussed and had replaced the intended meeting with the Town Council.
Cllr Merryweather thought the workshop had been a productive session but was disappointed that the UCA, Museum and hospital were not seemingly included in the ‘town centre’ definition.
Cllr Neale advised he was trying to rearrange a seminar specifically for FTC with Tim Oliver, Jeremy Hunt and Katie Stewart. He was concerned that the Programme Team were not engaging with the Town Council as much as desired. He reminded Council that there were clear policy statements through the ‘key Objectives’ document and the response to the draft OIP which should guide the Programme Team on the FTC position. Cllr Neale was aware that work was underway on wider Major Road Network and North Farnham issues and would seek via the FIP Board proper engagement with communities before any details were finalised.
Cllr Neale reported that feedback from the public on the most recent Local Liaison Forum was that there was not enough explanation coming from the Programme Team and it did not seem to be as open and forthcoming as previous LLFs.
Cllr Neale advised that anecdotal feedback was that the HGV ban was having a positive impact on both the Town Centre and Upper Hale Road; and that further consultation on the 20MPH zones was about to commence. Council felt that a strong response to the 20MPH Zone needed to be sent underlining the response previously submitted for the Short and Medium Term Objectives seeking an extension to zones around schools and objecting to the proposed build-outs in Castle Street.
Cllr Beaman said this was a once in a lifetime opportunity to get things right for Farnham and he couldn’t understand why the Western Link Road was not the top priority. Cllr Dickson agreed, adding that the HGV signage needed to be improved and there should be a review of the scheme once fully implemented to see how it works in practice.
Cllr Merryweather thought the topsy turvy approach also applied to funding which was neither clear nor secure as the money required would have to be borrowed by SCC or funded by capital receipts.
Cllr Neale understood no schemes had yet been dismissed but there were clearly a number of factors that had to be taken into account for road building including economic benefits and environmental impacts.
Cllr Cockburn said it was important that there was someone to fight for Farnham. If the national policy is not right, government should be asked to change it.
Following a proposal by Cllr Neale, seconded by Cllr Merryweather it was RESOLVED nem con that Farnham Town Council authorises the Town Clerk to respond to the 20MPH consultation along the lines previously agreed in the response to the Short and Medium Term objectives feedback.
viii) Local Transport Plan (LTP) 4
Council reviewed a paper drafted by Cllr Neale and agreed subject to any final comments by councillors. Cllr Merryweather was taken by the e-scooter trails in London and would like to see Farnham put forward as a trial scheme.
It was RESOLVED nem con that the draft FTC response on LTP4 be submitted.
Cllr Merryweather and Cllr Mirylees left the Chamber for the next item.
ix) Farnham Museum
Cllr Neale introduced the discussion on Farnham Museum by saying that papers were still awaited from Waverley Borough Council following a meeting held between FTC and WBC with Cllrs Earwaker, Evans, Dunsmore, Neale and the Town Clerk representing the Town Council and senior officers and Executive members from Waverley.
At the Working Group there were a range of views on the extent of the involvement of Farnham Town Council in what was essentially a matter for Waverley to resolve following a lack of investment by WBC over many years. However, the Working group recommended the creation of a Task Group to work alongside Waverley, the Farnham Maltings and others.
Cllr Cockburn said that there should not be a huge investment of time by Farnham Town Council as the group world be subservient to WBC on any matter. Waverley had to determine what it wished to do with its asset but it seemed clear that the cost to put back into shape was significant. Cllr Martin said it was important to look at the bottom line and how much any involvement would cost. Cllr Dickson said that people were fighting hard to keep the building in public ownership and the museum collection there.
Cllr Neale advised that any involvement was to engage in the WBC-led activity, not take it over.
It was RESOLVED by 8 votes to 1 with two abstentions that a Farnham Museum Task Group be created to work alongside Waverley Borough Council, the Farnham Maltings and other interested parties to support Waverley in managing the challenges around restoring Willmer House and the future of the Museum.
It was RESOLVED by 7 votes to 1 with three abstentions that the Task Group should include the Leader, the Lead Member for the Tourism and Events Working Group, Cllr Hesse as a ward member, and the Town Clerk.
x) Reports of Task Groups
Cllr Neale updated Council on the Riverside Sculpture Task Group and on the Cultural Projects Task Group. There was a discussion on the Infrastructure Planning Group and lobbying undertaken by Cllr Cockburn to extend the protection afforded to Neighbourhood Plans which allocated sites from two years to five years.
Cllr Neale Proposed, Cllr Merryweather seconded, and it was RESOLVED unanimously that:
1) Farnham Town Council welcomes the focus on extending protection for Neighbourhood Plans which allocate sites from two years to five years after they are adopted; and
2) Farnham Town Council asks the National Association of Local Councils to lobby for this to become National Planning Policy.
In terms of the Conservation Area Task Group, Council noted the first meeting would take place in the new year.
In terms of the Younger People Task Group Council note the receipt of a grant of £10,000 from the Police & Crime Commissioner Community Safety Fund towards the costs of the purchase and installation of a Youth Shelter in Borelli Walk (Waverley Borough Council permission received) and
It was RESOLVED unanimously to waive Standing Orders Contracts to purchase an Upton Shelter from Lightmain Ltd (following consultation with young people and quotes received) at a cost of £8,850.
Cllr Ward declared a non pecuniary interest in the next item as chair of the Waverley Working Group on the proposals.
xi) Boundary Commission Review of Waverley – draft proposals
Cllr Neale introduced the detailed discussion that had taken place at the Working Group on the Boundary Commission’s draft proposals for the Waverley area and its implications for Farnham. The proposals saw the number of Borough councillors for Farnham reduced from 18 to 16 and the number of wards reduced from 9 to seven with the deletion of the Moor Park Ward and amalgamation of other area with a mix of 2 and three member wards. The consequence for the Town Council was that the Boundary Commission were recommending new Riverside and Runfold wards, increasing the number of wards, and requiring a number of one two or three member wards. In discussion, councillors favoured the reduction in town councillors to 16 and the alignment of Town Council ward boundaries with the Borough boundaries. Council felt that the proposal was a mess and resulted from a desk-based assessment without any knowledge of the geography or demography of the area. The results across the town were surprising. There were also issues caused for the County divisions although these were not part of the current review.
Council noted that the Boundary Commission seemed reluctant to use its powers to propose a solution for Town and Parish wards as part of the review and as such a Community geovernance Review led by the Borough Council would be required.
Concern was expressed about the proposed Weybourne Badshot Lea split, the inconsistencies across the A31 and the confusion that would be caused. A strong preference for 2 member wads and a balance of wards North and South of the A31 was preferred. Cllr Neale had circulated a number of options for consideration which had been reviewed by the Working Group. It was noted that further work was to be undertaken by the Waverley Task Group and agreed to feed in the Farnham Town Council views and also submit the comments to the Boundary Commission.
It was RESOLVED nem con (ten for and one abstention)
1) Alignment of Town wards within the Borough wards iss a requirement;
2) A reduction of Town Council members from 18 to 16 should be investigated;
3) Where possible a pattern of 2 member wards is preferred;
4) The merging of the Bourne and Runfold is not supported and the Moor Park area and name should be retained as a preference;
6) A balance of 8 representatives south and north of the A31 would be preferred if achievable;
7) The Borough Council be requested to undertake a Community Governance Review to determine the best pattern of options.
xii) Review of the Surrey Hills Area of Outstanding Natural Beauty
Council noted that the designated area affecting Farnham had been incorporated into the Neighbourhood Plan and agreed Farnham Town Council should actively support the extension to the AONB.
It was RESOLVED unanimously that officers work with the Surrey Hills AONB to optimise the extension around the Farnham area.
xiii) Review of the Great Austins Conservation Area
Council noted that the review of the Conservation Area was proposing the reduction of part of the area that no longer reflected the Conservation Area characteristics. Whilst this was considered to be beneficial, Council noted that there had been a split view on the change at a public meeting. As a result, Council felt that a decision on this element should be deferred. There was concern that the County Council had stated it would no longer repair the cobbled area to conservation standards because of cost.
It was RESOLVED nem con
1) that a decision on the realigned boundary for the Great Austins Conservation Area be deferred for further consideration; and
2) The maintenance of features such as cobbles that enhance the Conservation Area in accordance with the Farnham Neighbourhood Plan and Design Statement be sought.
xiv) Town Clerk update
Council noted the update from the Town Clerk on matters set out in the report including the replacement of flags for the Badshot Lea Memorial and the addition on female silent soldiers for the war memorials at Gostrey, Hale and Wrecclesham. Council also noted that an offer for the potential transfer of a piece of land in Snailslynch had been received.
It was RESOLVED nem con that the Town Clerk be authorised to continue discussions with the potential transferor family.