Agenda item

1          To receive the notes and any recommendations of the following Working Groups:

·       Environment held on 29th November 2024        Appendix B

·       Strategy and Resources held on 11^th December 2024              Appendix C

2          To receive any relevant update from the Communities & Culture Working Group

1)     Cllr Merryweather introduced the Notes of the Environment Working Group at Appendix B to the Council agenda. 

i)      Farnham in Bloom and Open Spaces

            Council noted the dates for 2025 and arrangements to contract supply floral displays to InOdiham and the potential challenges in participation in the In Bloom awards in 2026 and 2026.  Council also noted the plans for heritage lighting columns on the Riverside walk and that officers were obtaining costs to extend the lighting to Kimber’s Lane.  Council noted that the Green Flag sites were all due for judging in April.

It was Resolved nem con that Farnham enter all five categories in the South and South East in Bloom Awards and to withdraw the Town Centre if needed due to the planned FiP (Farnham Infrastructure Programme)

ii)    Notable names

It was Resolved nem con that Roger Remmington (Project Director  London Ring Main  and winner of the BTS James Clark Medal) to be added to the Notable Names of Farnham wall.

iii)   Climate Action Plan

            Council noted Surrey County Council were undertaking some pilot schemes for climate action.

It was Resolved unanimously that Farnham Town Council to take part in the Parish Pilot project to support the development of a climate and nature action plan.

2)    Strategy & Resources Working Group

            Cllr White introduced the Notes of the Strategy & Resources Working Group at Appendix C to the Council agenda.

i)    Council Business Plan Review 2024

Cllr White reported on the detailed discussions that took place on the review of the Council’s Business Plan, drawing attention to projects that were to be funded from capital (such as CIL) rather than revenue funding.  There had been discussion on a potential community hub in Badshot Lea.  Council noted that this was in the ownership of a separate charity (The Kiln) and it was for the Trustees to approach the Council for support rather than for the Town Council to lead on such a project.  It was agreed that local councillors would inform the trustees that support for a feasibility study could potentially be supported through the Community Initiatives budget.

Cllr White reported that Waverley Borough Council had advised that only one asset could be prioritised for transfer at this stage and the Working Group recommended the Waggon Yard garages which would be converted for Makers’ Spaces and an information point for World Craft Town.  For other service matters the Working Group proposed that a new budget line be introduced within the Community and Culture budget for ongoing support for the Museum of Farnham service currently managed by the Farnham Maltings.  The initial amount proposed was for £10,000 with potentially more for the local museum service after the building refurbishments were completed.

In terms of Council business, it had been agreed that the intention would be to issue a list of Council decisions as an aide memoire two days after Council and also review again the quality of the sound system for online engagement.  In addition, it had been suggested that the Mayor’s coffee mornings could take place in the wards with each councillor identifying suitable locations

Cllr White advised that there had been a long discussion on the merits of choosing a fixed day and time for Council and Working Group meetings (such as a Thursday) to assist councillors in diary managements (particularly for those who worked).  In the end it was agreed that Planning & Licensing would remain on Mondays and that the Strategy & Resources meetings would move to a Monday afternoon to assist any double hatted councillors who were also on the Waverley Executive which currently met on a Tuesday.  Cllr Merryweather reminded councillors that each working Group could choose its preferred hours at the start of each council year according to the membership and setting specific times could be counter-productive when flexibility was required.  It was noted that if staff were expected to attend more evening meetings it should be expected that they would need to take time off in lieu.

After further discussion, it was agreed that the draft programme of dates for 2025/2026 would be scheduled for review with the Environment and Community & Culture meetings scheduled for a Thursday (with times to be agreed by the Working Groups).

For the January Council meeting, Council noted with frustration that Waverley Borough Council had broken the long-standing commitment that Thursdays were for Town and Parish Council meetings and scheduled an extraordinary meeting for the same day of the precept setting meeting.  As a result, it was agreed to rearrange the FTC meeting for the following week (30^th January) to avoid the risk of the important Farnham meeting being inquorate.

It was RESOLVED nem con (with Cllr Merryweather not voting on resolutions ii and v) that:

1)  Ward Councillors speak with the Trustees of the Badshot Lea Kiln;

2)  The Waggon Yard garages be the priority for a transfer from Waverley Borough Council;

3)  The project to improve the clarity of the sound system for remote participants/listeners of meetings be progressed;

4)  The idea of further activities and community engagement in the wards be supported;

5)  A new budget line be created within the Communities and Culture Working Group budget to support the Farnham Museum.

ii)       Finances

Cllr White reported on the review of month end finances which were progressing well.  An additional (higher than expected) CIL payment had been received which would be added to the earmarked reserves.  The budget had been subject to a detailed debate and was covered in a separate Council agenda item.

iii)     Contracts & Assets

Council considered the detailed report on matters discussed at Strategy & Resources including general matters on works being progressed and tenders; elements relating to the Gostrey Meadow Improvements and  the outcome of the website tender.

It was Resolved unanimously that:

1)      The Gostrey Meadow sandpit be filled and the new fence be installed early in the new year.

2)      The new playground fence be installed early in 2025 with the costs met from the 2024/2025 budget and that the most economically advantageous tenderer be appointed up to a cost of £15,000.

3)      Progress in preparing the planning application for Gostrey Meadow be welcomed.

4)      Farnham makers be invited to submit ideas for enhancing the public conveniences and raising the profile of Farnham’s World Craft Town Status.

5)      The successful website tenderer (Savage and Gray) be appointed as set out at Exempt Annex 1.

iv)  Farnham Infrastructure Programme

Cllr Beaman advised that he had circulated a more detailed phasing programme just provided by Surrey CC on a confidential basis.   He was pleased to inform Council that Surrey had also agreed to fund two additional buses during the works but he still had a number of reservations.  He proposed that as the programme was moving into the implementation phase a ward councillor should now be the FTC appointed representative to raise detailed issues.

Cllr Hesse raised again concerns over the removal of 103 square metres of ironstone outside the Tellers Arms and Pizza Express in Castle Street.  FTC had raised many objections to the removal of the ironstone which formed part of the character and history of Castle Street but Surrey had changed the plans unilaterally without consultation.  He also considered the raingardens in this area could be relocated outside residential properties to enable space for ‘café culture’ and support local businesses.  Other councillors agreed especially as the works in Castle street were not due to commence until 2026 and also advised that the BID board was making similar representations. 

It was suggested that FTC should contact Waverley Borough Council proposing that as the goalposts had moved with an imposed solution, Waverley should withhold its CIL contribution until this was resolved.

Councillors agreed this matter should be raised at the BID Board meeting on 17^th January.

It was RESOLVED nem con that:

i)       FTC confirm to SCC its previously advised position that the ironstone outside Pizza Express and Tellers arms be retained;

ii)      The greening raingardens outside 74/75 hospitality areas be moved further up Castle Street such as 70/71.

v)      Task Groups

Council noted the latest position on the work of the Younger People and Neighbourhood Plan Task Groups.

vi)     Consultation

            Council reviewed the consultation on enabling remote attendance and proxy voting at local authority meetings agreeing with Strategy & Resources that substitutes would be better than proxy voting at decision making meetings as members should be focussed on the matters being discussed.

       It was Resolved nem con that

1)  FTC welcomes and encourages wider part participation;

2)  Hybrid access to Working Group and Consultative Group meetings should be allowed;

3)  Voting at Full Council should be based on being present in person.

4)  Substitutes should be allowed for meetings but proxies should not be allowed.