Minutes:
Cllr Evans introduced the Notes of the Strategy & Finance meeting held on 14th June.
i) Cllr Evans reported the Working Group had reviewed the list of regular Direct Debits and the payments made regularly through the Council’s Commercial Cards, and heard of the nonsense being applied by HSBC who would not increase the council’s commercial card facility without a personal credit check on one of the signatories personal (not council) accounts. With other issues, the Town Clerk had started a review of the Council’s banking options.
Council noted a grant application from 40 Degreez for Outreach work was expected as was a further tranche of funding for the Farnham Support Fund. Council noted the initial Support Fund monies had been distributed and the work of the Panel was commended.
It was RESOLVED nem con that a further £10,000 be allocated for the Farnham Support Fund from the Community Initiatives Fund subject to the additional funds being matched by a target of £20,000 from the community and partner organisations.
ii) Council noted the work of the Task Groups reporting to Strategy & Finance and that a preferred sculpture for the Riverside had now been chosen. The Conservation Areas Task Group had met on 26th May and it was noted that the Old Church Lane Conservation Area was to be reviewed by Waverley now the Great Austins Conservation Area Review had been completed. The
iii) Farnham Museum
Cllr Merryweather and Cllr Mirylees left the room for the discussion of this item.
Cllr Evans introduced the Strategy & Finance Working Group discussion on the Museum of Farnham and Willmer House. Council noted that that the concept of a virtual museum had been dismissed following the review of options by Waverley’s consultants with two key options being considered further: transfer to an existing trust (or similar organisation) or transfer to a new trust. The idea of separating the building from the collection had been discounted as it would be more expensive than keeping them together.
Cllr Evans advised that Waverley was submitting an application in the new round of MEND (Museums and Estates Development Fund) funding (up to £500k) to deal with the urgent brickwork renovation.
It was RESOLVED nem con that Farnham Town Council make an initial pledge of £10,000 to support the MEND application.
Council noted that the Farnham Maltings had submitted an expression of interest to take on both the museum service and Willmer House and would be considering this at their July Board meeting.
Council debated the pros and cons of Farnham Town Council taking on responsibility for the museum service and the building. The Grade 1 listed building initial works would need to be supplemented by a substantial additional cost and ongoing maintenance. Willmer House had been home to the Museum for some 60 years and any transfer would need to contain safeguards for public access.
Council considered the option of taking on the Museum service if required, noting that many town or parish councils ran museums. Council noted that the Farnham Maltings had done a good job in running the Museum despite being hampered by a short contract. Council favoured working in partnership with the Farnham Maltings as a preference, but considered whether it should take on the service noting that an increase in precept (based on existing funding and assuming no additional funding - approximately 6%) may well be required if the Museum were to be run locally after any transitionary funding from Waverley ceased.
It was RESOLVED by 8 votes to 4 that Farnham Town Council takes on the running of the Museum service directly if the Maltings did not wish to do so.
Council debated the option of Farnham Town Council taking transfer of Willmer House. Some members felt this was a once in a lifetime opportunity to safeguard an historic building whilst others were concerned about the risk and burden that would be placed on future council taxpayers as the amount of investment needed to restore the building was not known. The Town Council needed to be realistic about the implications and the cost implications. Some councillors considered there was a good opportunity to make better use of the asset and generate new income. Whilst councillors were confident about the Town Council taking on the museum service there were concerns taking on the asset would be a ‘white elephant’.
Concern was expressed over the transfer of the building to a trust (new or existing) should a trust fall into difficulties in future. Council was keen that public access and local ownership were retained, and a protective clause in any transfer was suggested.
The Working Group recommendation on the proposed transfer of Willmer House to Farnham Town Council was amended (proposed by Cllr Blishen and seconded by Cllr Hesse) with the words ‘critical repairs’ replaced with ‘all repairs’ and the RESOLUTION that Farnham Town Council takes on the transfer of Willmer House, subject to the MEND application being successful and all repairs being completed was LOST with 7 votes against, 3 in favour and 2 abstentions..
A new recommendation was subsequently considered (proposed by Cllr Evans and seconded by Cllr Hesse) and it was RESOLVED nem con that Waverley Borough Council be asked to ensure that any transfer to a third party includes a reversionary clause such that the building be offered back to Waverley Borough Council, Farnham Town Council or another public sector body if the receiving body faced difficulties in future.
iv) Assets
Council received an update on the commissioned designs for the Hale Chapels Garden which would be submitted to the July Strategy & Finance meeting; the progress on the West Street Cemetery Gates refurbishment which were on target for completion in August; and on the latest position on the proposed widening of the Gates for access to Gostrey Meadow from Union Road. The implications of alternate designs or an access from Longbridge had also been discussed but it had been agreed not to proceed further until the proposals for a café and/or playground improvements were developed. Council noted that officers would be progressing quotes for the refurbishment of the bandstand following storm damage, with the paint colour reflecting the green in the Council Crest.
Central Car Park Toilets
Council noted the teething troubles experienced with the refurbished toilets, and the need for an additional tank to maintain water pressure. This addition, along with some other adjustments had led to an increased cost of £165,000. Rachel Morris had inspected the disabled toilet and had recommended a push button opening which although not a formal requirement was good practice for wheelchair access.
It was RESOLVED nem con that
1) the latest cost position benoted;
2) an automated door opener for the disability toilet be installed (cost tobe determined); and
3) an additional CIL contribution of £10,000 be allocated towards these costs.
Council Offices
Council noted that issues with the lift in the Council Office continued and initial estimates to resolve the problem ranging from £17,000 to £25,000 had been received. Officers were investigating the optimum solution.
Council noted that the heat exchanger on the Council’s boiler had failed and quotations had been sought for a new boiler with increased efficiency. It was noted that an air source or ground source heat pump could not be easily retrofitted without replacing all the radiators.
It was RESOLVED nem con that
1) a replacementboiler at a cost of up to £15,000 plus associated works be agreed; and
2) the finaldecision following evaluation be made by the Town Clerk in consultation with theAssets Task Group.
CCTV
Council considered the proposal to update the remaining analogue cameras with digital cameras and that an initial quotation for four analytic cameras had been received of £15,000. The Working Group recommended that two of these be Pan Tilt and Zoom cameras and that a dedicated laptop be purchased to enable Surrey Police to access the system without the need to use council resources, given the use for evidential data.
It was RESOLVED nem con:
1) to replacethe analogue camerasat Longbridge and the West Street with PTZ cameras to give maximumflexibility with costs met from the 2022/23 CCTV budget; and
2) purchase a dedicated laptop for the police to downloadevidential data from the Milestone software at a cost estimated to be £1,200.
v) Infrastructure Planning Group
Council noted the Design Statement Consultation would end on 4th July. Council also noted there had been a call for evidence to the Levelling up and Regeneration Bill. This was an opportunity to raise concerns about the unfairness of the planning system with the limited protection for sites allocated in Neighbourhood Plans. It was proposed by Cllr Dunsmore, seconded by Cllr Merryweather and RESOLVED nem con that FTC submit evidence to the Levelling Up and Regeneration Bill following discussion by the Infrastructure Planning Group.
vi) Farnham Infrastructure Programme
Cllr Beaman introduced the latest position on the Farnham Infrastructure Programme referencing meetings that had been held in early June. The first on materials for Town Centre proposed works had seen councillors object to bland lower grade materials being proposed as these were not right for the conservation area. The Council’s representatives had pressed for the highest quality materials in the Conservation Area.
The second meeting was on priorities for the Local Cycling and Walking Infrastructure Plan. There was consensus on the priorities (circulated to all councillors), but it was noted these may not all receive government funding as were not ‘commuter routes’. Council noted the latest position on the Wayfinding project, 20MPH zones and that responses to several issues were still awaited from Surrey CC including whether or not the build outs in Castle Street would be temporary as previously discussed.
Cllr Beaman advised that concerns had been raised over the proposed consultation being held in the Summer of Town Centre options. The meetings were all town centre focussed and held in one week. It was agreed to encourage Surrey to hold additional sessions in other parts of Farnham and hold geographic Local Liaison Forums. There was concern that the Farnham Board meeting had had an inadequate report ‘bounced’ in to dismiss the Link Road option. As there had been no previous discussion, the Farnham Board had agreed to defer this for further discussion by the Town Council.
vii) County Deals
Council noted the latest position and that the Town and Parish Council sector was now represented on the Surrey CC Delivery Board looking at this by Cllr Steve Cosser, Chairman of Surrey Association of Local Councils, having previously been left out of the discussions. Surrey was intent on progressing this with a ‘coalition of willing partners’ and there was real concern over the loss of parish council democracy if Surrey operated with area based committees across the whole county (as it is on one third parished) but also potential with devolved service delivery.
It was RESOLVED nem con that Farnham Town Council gets involved in discussions on County Deals and seeks a wider presentation through Surrey ALC to engage town and parish councils.
viii) Council noted a number of items from the Town Clerk Update including the Home Office biometric Visa service being hosted in the Council Offices, the arrangements for the World Craft Town Workshop in Bornholm in September, the new North Downs Way sign being installed at Hickleys Corner.