Meeting documents

COUNCIL

Minutes of the meeting of the Council held on

13 July 1998

PRESENT

Cllr E H Collins (in the Chair)

(Apologies for absence were received from Councillors D J Carroll, P J Cartwright, A Dunn, D G Fieldhouse, B T A Holland, Miss D A Lewis, B R Pollock, D A C Shakespeare and Mrs J E Teesdale).

1.     MINUTES

RESOLVED:  That the Minutes of the meetings of the Council and Annual Council held on 11 May 1998 be approved as a true record and signed by the Chairman.

2.     CHAIRMAN=S ANNOUNCEMENTS

The Chairman informed Members that the Council had been awarded the prestigious ALARM (Association of Local Authority Risk Managers) Risk Management Award in Category 2 for the Local Authority with the most comprehensive approach to loss control and risk management.  The Dartington Crystal trophy and certificate of merit was then received by the Chairman of the Council from the Chairman of ALARM, Mr Tony Chapman.  Also in attendance was Ms Barbara Faal, Zurich Municipal who had sponsored the award.

The Chairman referred to the successful AChairman=s Challenge@ held at Bassetsbury Manor on Friday, 19 June 1998.  Approximately 90 Members and staff had attended and the new trophy for this competition, AGolden Britannia@ had been won by the Members by 132 to 102.

The Chairman on behalf of all Members of the Council congratulated Cllr Mrs E M Barratt MBE JP on being awarded the MBE for her services to Local Government and work with voluntary organisations.

The Chairman informed Members that Cllr D G Fieldhouse had been admitted to hospital over the weekend and Cllr B T A Holland had returned to his home following his discharge from hospital.  The Chairman undertook to write to both Members wishing them a speedy recovery to good health.  

In order to reduce the number of repetitive speeches which  might take place and allow the meeting to proceed in a business-like manner, the Chairman indicated that he proposed that 3/4 Members should be allowed to speak in favour of those issues under discussion and 3/4 Members with contrary views.  Verbal questions could still be addressed to Chairmen of Committees but the request for detailed information would be better served by Members writing in with questions.

The Chairman welcomed a group of Japanese students in the public gallery to the meeting of the Council.  

Members were informed that Marlow, Stokenchurch and Naphill had won awards in three separate categories of the Bucks Best Kept Village Competition.  

The Chairman informed Members of the death of Alderman Miss J H C Couper.  Miss Couper had been enrolled as an Honorary Alderman in January 1987, and had had an illustrious Local Government career.  She had been respected by Members of all political persuasions for her great honesty and forthrightness and had been a Member of the former Wycombe Rural District Council from 1962 -  1974 and of the District Council from 1973 - 1983.  Miss Couper had also been Vice-Chairman of the former Wycombe Rural District Council in 1970/71 and its Chairman in 1971/72 and 1972/73.  She had lived in Ellesborough since 1953 and had a lifelong connection with the village.  

Members stood in silence as a mark of respect.

3.     POLICY AND RESOURCES COMMITTEE

The Minutes of the meeting of the Policy and Resources Committee held on 22 June 1998 were submitted.

RESOLVED: That the Minutes of the meeting of the Policy and Resources Committee held on 22 June 1998 be received.

(Note: Prior to the submission of these Minutes the Council agreed to consider Minute No 17 in the exempt session of the meeting).

4.     HOUSING AND ECONOMIC DEVELOPMENT COMMITTEE

The Minutes of the meeting of the Housing and Economic Development Committee held on 1 June 1998 were submitted.

Minute No 3 - Minutes of the Housing and Economic Development Panel 

Minute No 25 - Pay-on-Foot Facilities - Newland Car Park - Tenders

A Member referred to the removal of the half-hour parking bays and requested details of the cost of this in order to replace them with the pay-on-foot scheme.  In addition he reported that only ten minutes allowance was given for those members of the public parking their vehicles on the top floor of the car park and requested details of when a payment machine would be installed in this location.  

The Chairman of the Housing and Economic Development Committee commented on the success of the pay-on-foot scheme and informed Members that the latter question put by the Member could be included in the review of the scheme which would be taking place in due course.  In the meantime she would arrange for the Director of Property and Housing to inform the Member of the costs involved in the removal of the half-hour parking bays.  

Minute No 8 - Appointments to Outside Organisations

The Leader of the Conservative Group expressed her disappointment at the decision of the Committee not to include a Member from Princes Risborough as a Standing Deputy on the Princes Risborough Town Centre Forum.  Another Member referred to the appointment of representatives to the Bourne End Business Partnership and criticised the attendance record at these meetings by the Council=s principal representative, and also that no details on the activities of the Partnership were reported back to the Council by him.

Another Member expressed concern at the lack of information being reported back to the Council by representatives on outside organisations and emphasised the importance of keeping the Council informed of the work being undertaken by the organisations on which the Council had appointed a representative.

RESOLVED: That the Minutes of the meeting of the Housing and Economic Development Committee held on 1 June 1998 be received.

5.     COMMUNITY AND LEISURE COMMITTEE

The Minutes of the meeting of the Community and Leisure Committee held on 8 June 1998 were submitted.  

The Chairman of the Council informed Members that he had received many letters of thanks from organisations which had received grants allocated from the 1998/99 special revenue grants scheme.

Minute No 5 - Service Enhancements - Spending Approvals

A Member emphasised her concern at the decision of the Committee to commit expenditure on schemes which would continue beyond the life of the current Council, and could fetter and inhibit any proposals of the next Council.  

Other Members emphasised the lead-in time required to influence proposals and expressed concern at the Ashort-termism@ approach being suggested.  It was felt that the spending proposals under discussion could not be administered sensibly on a year-to-year basis and that schemes would overlap changes in the Council=s administration and could inhibit the progressive work being undertaken in the various communities in the district.

Minute No 7 - The Rye Management Plan

A Member felt that it would be to the detriment of the public if any part of the Rye was laid out for formal cricket use.  The Rye was eminently suitable for informal recreation and every opportunity should be given to enable young people to participate in such sport.  

The Chairman of the Community and Leisure Committee reminded Members that the Rye Management Plan was a good example of the Council=s positive response to consultation while retaining its commitment to Local Agenda 21.  He felt that Members had taken the view that only Ainformal cricket@ should be played on the Rye and Holywell Mead.  The recent household survey had highlighted the need to provide opportunities and facilities for young people and one way to achieve this would be to provide informal but occasional organised team games on open spaces.

The High Wycombe Social and Cricket club had indicated its wish  to continue to provide opportunities for young people to actively participate in cricket and the Council should help local clubs to provide opportunities for local youth.  He considered that this issue required further detailed consideration by the Community and Leisure Committee.

Minute No 8 - The Rye Environment Project

The Council=s initial application for Landfill Tax funding had now been successful.  Members expressed their satisfaction at the outcome of this matter.  

A Member referred to the proposal to convert the former two-storey café building at Holywell Mead to create an environment/visitor centre, and considered this an ambitious plan which would bring benefit to many people.

Minute No 10 - Former Tourist Information Centre, Marlow

A Member referred to the proposed arrangements for the future use of this accommodation and sought guidance on the rental arrangements for its occupancy by the organisations identified.

The Chairman of the Community and Leisure Committee indicated that he did not foresee any problems with the proposed arrangements but he would arrange for the Member to receive a reply to the points he had made.

RESOLVED: That the Minutes of the meeting of the Community and Leisure Committee held on 8 June 1998 be received.

The Minutes of the meeting of the Planning, Environment and Transportation Committee held on 15 June 1998 were submitted.

Minute No 6 - Wycombe Mediation Service

Support for the continuation of this service was expressed, and it was considered important that additional publicity of the service should be arranged.

Reference was made to the current funding arrangements of the scheme and Members noted that at the present time only the District Council was funding this service. The Chairman of the Planning, Environment and Transportation Committee advised Members that funding had been guaranteed by the District Council for 1998/99 with agreement in principle to the same level of funding for 1999/2000 subject to availability of resources.  Organisations such as the Police and Housing Associations could be encouraged to promote finance towards the cost of this scheme in future years.

Minute No 7 - Wycombe District Local Plan - Adoption of Deposit Draft - Part 1

A Member expressed concern that, with regard to the development of the Abbey Barn South area it was essential to provide satisfactory infrastructure in advance of any development being commenced.  

In this connection another Member referred to the ongoing increase in vehicular traffic in Abbey Barn Lane and to the further increase which would result if an additional 400 houses, hotel and business park were constructed.  

Following a comment on the need to provide more land for development and review current density levels to assist the needs of people living in the district, the Chairman of the Planning, Environment and Transportation Committee undertook to discuss this matter further with the Director of Planning, Transport and Development.

RESOLVED: That the Minutes of the meeting of the Planning, Environment and Transportation Committee held on 15 June 1998 be received.

The Minutes of the adjourned meeting of the Planning, Environment and Transportation Committee held on 18 June 1998 were submitted.

Minute No 7 - Wycombe District Local Plan - Adoption of Deposit Draft - Part 1

Support for the withdrawal of the proposed Park and Ride  facility at West Wycombe was expressed, and proposed Park and Rail at Saunderton encouraged subject to this not allowing the Green Belt to become industrialised.

Concern was expressed at the proposed use of the existing Cressex Island car park for Park and Ride and it was felt that this site should be reconsidered for this purpose when the study of Junction 4 of the M40 motorway by the Highways Agency was available.

Further concern was expressed by a Member at the possible increase in vehicular traffic on country lanes through villages in the district acting as feeder roads to Park and Ride sites.  It was considered that the Council=s consultants should be asked to investigate this particular aspect.

With regard to the proposed Park and Ride site at Queensway, Hazlemere, a Member referred to the effect this would have on the adjacent houses and allotments and criticised comments made by the Council=s consultants.

A Member criticised the Committee decision on this matter, in particular the retention of land at Grange Farm (109 hectares) and site at Lane End Road (9.7 hectares) under the designation of safeguarded land.

RESOLVED: That the Minutes of the adjourned meeting of the Planning, Environment and Transportation Committee held on 18 June 1998 be received.

8.     QUESTIONS UNDER STANDING ORDER 9.1.2

AWill the Chairman of Community and Leisure kindly confirm that no person from Wycombe District visiting St. Vincent or Mirpur through the linking associations has received or will receive any subsidy from Wycombe District Council@.

Answer from Chairman of the Community and Leisure Committee - Councillor J  W  Preston

AI am pleased to confirm that Wycombe District Council has not subsidised any person visiting St Vincent or Mirpur through the linking associations.  The Council assisted with the formation of both associations, but they are now independent bodies raising their own finances@.

ACould I be given the total cost, including officers= time, preparation, hire of hall, Members' claims for attendance etc for the staging of the Area Forum held on 16 April 1998 at the Royal Grammar School.  Could I also be told how many members of the public attended@.

Answer from Chairman of Policy and Resources Committee - Councillor S R Billingham

AThe Local Area Forum for the Eastern Wycombe Area held on 16 April 1998 at the Royal Grammar School was attended by a total of 32 people including 15 members of the public/organisations and 2 County Councillors@.

It is felt that the attendance level was partly due to the inclement weather.

The costs for the event were as follows:-

Room Hire/Refreshments     -     ,50.00

Staff costs                    -     ,361.00

Members Allowances          -     ,18.50

Total                    -     ,429.50

9.     NOTICE OF MOTION

Motion No 1

The following Notice of Motion was formally proposed by Cllr Mrs P Priestley and seconded by Cllr D A B Green:  

AThis Council views with the utmost concern the Culture Secretary=s proposal to abolish the English Tourist Board, while retaining the Tourist Boards of Wales, Scotland and Northern Ireland, which already receive 30 times more per head of population than the English Tourist Board. The Council therefore resolves to write to the Culture Secretary to express its support for the valuable work of the English Tourist Board and to seek a more equitable system of funding for tourism throughout the United Kingdom@.

In presenting her Notice of Motion, Cllr Mrs Priestley expressed concern at the Culture Secretary=s proposals for the English Tourist Board and emphasised the very important role this organisation played in overseeing the development of tourism in England and encouraging visitors to the United Kingdom. She referred to the amount of finance generated in the country by tourism and to the number of people employed in this particular industry.  Reference was made to the financial support given to the Tourist Boards of Wales, Scotland and Northern Ireland and that it was not felt equitable to abolish the English Tourist Board and retain the three other national boards in the United Kingdom.

In seconding the Notice of Motion, Cllr D A B Green referred to the work and role played by the English Tourist Board and particularly because of the diverse nature of England as a tourist destination the considerable value and benefits which Buckinghamshire enjoyed from tourism from both the visitor and employment aspects.

In accordance with the provisions of Standing Order 7.5, it was

RESOLVED: That the motion be debated and determined at this meeting.

Members were advised that the Director of Leisure, Health and Community with the support of the Chairman of the Housing and Economic Development Committee had already written to the Culture Secretary concerning the speculation via the media and other organisations over the future of the English Tourist Board.

It was proposed by Cllr E H Collins, seconded by Cllr A D Collingwood that the first sentence of the Motion and the word Atherefore@ on the fifth line of the Notice of Motion be deleted.

On being put to the vote a majority voted in favour.

RESOLVED:  The Council resolves to write to the Culture Secretary to express its support for the valuable work of the English Tourist Board and to seek a more equitable system of funding for tourism throughout the United Kingdom.

10.     NOTICE OF MOTION

Motion No 2

The following Notice of Motion was formally proposed by Cllr Mrs V A Letheren and seconded by Cllr Mrs K M Peatey, MBE JP:

AThis Council fully supports the redevelopment of brownfield sites, but recognises that in many cases because of contamination or the need to relocate existing uses, this cannot be achieved without considerable investment.  This Council therefore calls upon the Government to provide funding to make the redevelopment of such sites a feasible and more attractive proposition, when it is clear that such redevelopment would be financially unviable@.

In proposing her Notice of Motion the proposer reminded the Council of the Government=s target to construct 60% of all new housing on brownfield sites.  It was acknowledged that brownfield sites were difficult to develop, and that most urban sites were contaminated although details of any contaminated sites within the District were not available.

The proposer suggested that the Government must provide funding to help towards the clearing up of any contaminated sites and in this connection she urged Members to support her Notice of Motion.

In seconding the Notice of Motion Cllr Mrs K M Peatey MBE JP supported the need to develop brownfield sites in the first instance as these sites were an important component of the Wycombe District Local Plan, would reduce pressure on the need to use sites in AONB areas, reduce the danger of destroying the countryside and that Government assistance was essential as, if it was found that brownfield sites were considered too expensive to de-contaminate, increased pressure to develop other suitable greenfield sites would result.

It was proposed by Cllr R J Nagle, seconded by Cllr M D Huddy that under the provisions of Standing Order 7.5 the Notice of Motion be referred to the Planning, Environment and Transportation Committee for consideration as it was part of the ongoing discussions on the Wycombe District Local Plan.

On this proposal being put to the vote, 31 voted in favour and 13 against.

RESOLVED: That under the provisions of Standing Order 7.5 the Notice of Motion be referred to the Planning, Environment and Transportation Committee for consideration.

11.     URGENT CHIEF OFFICERS= REPORTS

Members were reminded that the 1998 household market research had identified the top public concerns locally and arising from this an awareness campaign was proposed for the Autumn to encourage even greater public participation than in previous years.  At the Autumn Local Area Public Forums at Marlow, High Wycombe and Princes Risborough, the public would be asked to identify their priorities for the future including the level of Council Tax.

The Council had before it a proposed timetable for this process and noted that the Policy and Resources Committee at its meeting on 5 October 1998 would be determining the target expenditure for 1999/2000.  Members also noted that they would have the benefit of the feedback from the three public consultations prior to the meeting of the Policy and Resources Committee on 30 November 1998, and meetings of the service committees would consider their estimates in the January 1999 cycle.

Members were advised to amend AElectoral Canvassing Begins@ to read AElectoral Registration Canvassing Begins@ on the first line of column three of Appendix AA@ submitted.

RESOLVED: That the outline timetable for public consultation during the budget setting process be approved.  

Members were reminded that the Council, in the past, had not received comparable success with rate support grant settlements with other urban authorities.

In an endeavour to redress the unfairness of the present grant distribution formula, particularly in relation to those Councils in the rural areas, it was suggested that further approaches be made to the District=s four MPs to seek support to review the unfair impact of the SSA system.

RESOLVED: That letters be sent to the District=s four MPs seeking support for a review of the present grant distribution formula, particularly in relation to those Councils in the rural areas in accordance with the draft submitted and that a press release be issued in due course.

8.30pm - 9.00pm - Meeting Adjourned for Refreshments

EXCLUSION OF THE PRESS AND PUBLIC

RESOLVED: That pursuant to Section 100(A)(4) of the Local Government Act 1972 the press and public be excluded from the meeting during consideration of Minute No 19 because of its reference to matters which contain exempt information as described in Paragraph 8 (amount of any expenditure proposed) and Paragraph 12 (any instructions to Counsel) of Part 1 of Schedule 12 (a) to the aforementioned Act as set out on page 5 of the agenda.

The detailed report before the Council reviewed the progress leading to the provision of the accommodation at this property for occupation by three local voluntary organisations.  In addition, a summary of the expenditure incurred in the purchase and overall renovation costs involved was also submitted.

Members were reminded of the decision taken at the meeting of the Policy and Resources Committee on 22 June 1998, which included the need for consideration by the Council at this meeting of the outcome of an independent review of an evaluation of value for money in relation  to the scheme, any other possible significant issues in respect of the matter, any lessons to be learned that had not already been identified and any views which may be expressed by the external auditors.  The report currently before the Council included additional information on these matters.

The Council was reminded by the Chief Executive and Director of Finance of the history of the purchase of this property and appraised of the overall renovation works carried out, including variations/extras which had resulted.  In addition it was noted that the review of Contract Standing Orders and Contract Management Procedures would take place to ascertain whether any amendments were necessary.

In discussing the progress of this scheme and sequence of events which had resulted, Members accepted that the execution of the renovation works had proved protracted but successful.  The Council was prepared to accept the report submitted, having been given the understanding that the measures being introduced by the Chief Executive and Director of Finance would be effective.

Arising from the discussion an amendment was proposed by Cllr Mrs P Priestley, seconded by Cllr R B Colomb as an additional resolution (4) AThat the Chairman of the Policy and Resources Committee be asked to resign with immediate effect@.

On being put to the vote, a majority voted against the proposed amendment.  The amendment was declared lost.

In considering the action being taken by the Chief Executive and Director of Finance and proposal to submit a further report in due course to the three Group Leaders on the management action taken, an amendment was proposed by Cllr D J Coe, seconded by Cllr Mrs E Hall ATo note the action which has been taken by the Chief Executive and Director of Finance and to require him to report further to the Council on the management actions taken@.

On being put to the vote a majority voted in favour of this amendment.  The proposal now became the substantive Motion and was approved by a majority vote.

As the meeting was still in progress at 10.30pm, in accordance with Standing Order 11.5.1. a vote was taken on whether the meeting should continue.  It was resolved that the meeting continue.

The Chief Executive and Director of Finance reminded Members that this matter remained confidential and it would be against the Council=s best interest to make any public statement at this stage.  He urged Members not to discuss the matter until the contractual details had been settled.  

RESOLVED: (i) That the contracts (as varied) for works and installations carried out at 260 Desborough Road, High Wycombe and all associated expenditure and funding sources as identified in the report to the Policy and Resources Committee be ratified having taken into account all relevant matters including the recommendations of the Policy and Resources Committee, the Monitoring Officer=s report and its attachment, and information regarding:

(a) the outcome of the independent review of:

(i) an evaluation of value for money in relation to the scheme;

(ii)  any other possible significant issues in respect of the matter;

(iii) any lessons to be learned that have not already been identified; and

(b) the view expressed by the external auditors on the investigations undertaken

(ii) to note the action which has been taken by the Chief Executive and Director of Finance and to require him to report further to the Council on management actions taken;

(iii) that the net overspending on this scheme of ,103,740 be financed from the Council=s Revenue Development Reserve; and

(iv) the report of the Monitoring Officer be accepted, the Council having considered the matters referred to in Paragraph 2.1 of that report.

(Cllrs R W A Barber, I B Campbell, Mrs L M Clarke, A D Collingwood, R B Colomb, D A E Cox, D A B Green, A E Hill, Miss B M Hughes, R W Jennings, Mrs E M Lay, Mrs V A Letheren, C B Oliver, Mrs K M Peatey MBE JP, Mrs P Priestley and R C Pushman requested that their abstention from voting in connection with Resolutions (i) and (iii) be recorded).

(The meeting commenced at 6.30pm and concluded at 10.36pm).

     ______________

     CHAIRMAN

The following officers were in attendance at the meeting:-

Mr R J Cummins     - Chief Executive and Director of Finance

Mr H Potts          - Director of Property and Housing

Mr P F Ricketts     - Director of Corporate Services

Mr W N Roberts     - Director of Leisure, Health and Community

Mr D M Dongray     - District Solicitor

Mr D R Turner     - Head of Planning, Policy and Economic Development

Mr R G Key     - Principal Administrator, Committee Services