In the last 7 days (since Saturday 15 June 2024), the council has held the following meeting:

1. Audit and Governance Committee - Thursday 20 June 2024

The most significant meeting this week was the Audit and Governance Committee held on Thursday 20 June 2024. This meeting covered several key topics, including the chairmanship of the committee, updates on external audit, and internal audit progress.

Chairmanship of the Committee

The meeting began with a statement from the current chair, an independent, non-voting, co-opted member, who announced their intention to step down by the end of the calendar year. This role is crucial in the council's governance structure, as recommended by the Chartered Institute of Public Finance and Accountancy (CIPFA) and highlighted in the Redmond Review¹. The chair emphasized the importance of recruiting a new independent member to ensure continuity and maintain the integrity of the committee's work.

External Audit Update

A significant portion of the meeting was dedicated to an update from representatives of BDO and Grant Thornton, the council's external auditors. The update focused on the status of outstanding audits and the impact of the recent general election on statutory backstop dates for audit completion. The auditors discussed the challenges in completing the 2019/20 audit, particularly regarding transactions and balances related to subsidiary undertakings, minimum revenue provision, and impairment of long-term debtors.

The auditors also highlighted the importance of the value for money work, which examines the council's governance arrangements, financial sustainability, and decision-making processes. The potential for a disclaimed audit opinion was discussed, reflecting the complexity and significance of the issues faced by the council.

Internal Audit Progress

The internal audit progress report was another key agenda item. The report provided an update on the internal audit activity, including the completion of outstanding work from the 2022/23 plan and the ongoing work for the 2023/24 plan. The internal audit team emphasized the improved working relationship with the council and the importance of follow-up activity to ensure that audit recommendations are implemented effectively.

The committee discussed the need for a more robust approach to tracking audit recommendations and ensuring that high-priority actions are addressed promptly. The internal audit team also highlighted the challenges faced due to system issues and the steps taken to resolve these issues and improve the robustness of the council's financial systems.

Risk Management and Governance

The committee reviewed the council's strategic risk register, which highlighted key risks such as setting a balanced budget, guarding against fraud and cyber attacks, and maintaining core services amidst financial challenges. The importance of a strong governance framework was emphasized, with discussions on how to strengthen the council's governance arrangements and ensure that members receive the necessary assurances.

Future Work Programme

The committee also discussed its future work programme, with suggestions for enhancing the programme to include standing items on the annual governance statement, audit trackers, and strategic risk reports. The aim is to ensure that the committee has a comprehensive view of the council's governance and risk management processes and can provide effective oversight.

This week's Audit and Governance Committee meeting underscored the council's commitment to transparency, good governance, and effective risk management. The discussions on external and internal audit updates, risk management, and the future work programme reflect ongoing efforts to strengthen the council's governance framework and ensure that it can effectively address the challenges it faces.

In the last 7 days (since Saturday 08 June 2024), the council has held the following meetings:

1. Executive - Thursday 13 June 2024

The most significant meeting this week was the Executive held on Thursday 13 June 2024. This meeting marked the first executive session of the 2024-2025 municipal year and covered several key topics, including the Shearwater regeneration project, the climate change strategy, the future of Brock Hill, and strategic parking objectives.

Shearwater Regeneration Project

A significant portion of the meeting was dedicated to addressing a question from a resident, Mr. Bradyn Lay, regarding the Shearwater regeneration project. The council confirmed that the marketing process for the redevelopment of three large land parcels in Shearwater would commence in July. The project includes refurbishing over 100 council homes and completing phases currently under construction by Thamesway. The council is also working on highways improvements in the area, including resurfacing parts of Dartmouth Avenue and Bunyard Drive, and reconnecting Blackmore Crescent with Devonshire Avenue. These efforts are part of a broader strategy to enhance urban design and manage increased traffic.

Climate Change Strategy

The council discussed an update on the climate change strategy, introduced by the new portfolio holder, Councillor Forster. The council aims to refresh and prioritize the Woking Net Zero strategy, focusing on the most polluting activities and collaborating with partners like Surrey County Council. The revised strategy will be presented to members in the autumn for consideration and adoption. This initiative aligns with the council's long-standing commitment to tackling climate change and maintaining its reputation as a leader in environmental action.

Future of Brock Hill

The future of Brock Hill, an extra care housing scheme, was another critical topic. The council decided to close Brock Hill by 30 September 2024 due to significant capital expenditure requirements and the building's failure to meet modern standards. The council is working closely with residents to rehouse them, with most already having accepted alternative accommodation. The site will be sold for redevelopment, likely for specialist accommodation, and the capital receipt will be reinvested in other council homes.

Strategic Parking Objectives

The council introduced a framework for setting future parking tariffs and permit prices, aiming to simplify the current complex structure and align it with Woking's overall corporate policies. The framework reflects national trends in town centre usage and local changes, such as increased leisure options in Woking. The principles of fairness, equity, affordability, and social responsibility will guide future pricing decisions.

Other Notable Discussions

• Woking Environment Action (WE Act): The council acknowledged the recommendations from WE Act and their role in shaping the climate change strategy. WE Act's initiatives, such as the Repair Cafe, have significantly contributed to reducing waste and fostering community spirit.
• Risk Management and Business Continuity: The council reviewed its strategic risk register, highlighting key risks such as setting a balanced budget, guarding against fraud and cyber attacks, and maintaining core services amidst financial challenges.
• Performance Management: The council's performance management report for Q4 2023-2024 showed progress in areas like planning applications and environmental health inspections, while also highlighting challenges in housing and financial management.
• Budget Monitoring: The budget monitoring report for Q4 2023-2024 indicated a general fund overspend of £2.7 million, a capital underspend of £15.3 million, and an HRA overspend of £2.6 million. The council is working on strengthening budget monitoring processes to improve financial control.

This week's Executive meeting underscored the council's commitment to transparency, good governance, and community engagement. The discussions on Shearwater, climate change, Brock Hill, and parking reflect ongoing efforts to balance development needs with environmental protection and community well-being.

In the last 7 days (since Saturday 01 June 2024), the council has held the following meetings:

1. Planning Committee - Tuesday 04 June 2024

The most significant meeting this week was the Planning Committee held on Tuesday 04 June 2024. This meeting covered two substantive items, with the primary focus on planning and enforcement appeals and a notable application concerning the 3J's Nursery in Smart Heath Road.

The meeting began with procedural matters, including apologies for absence and declarations of interest. Notably, Councillor Leach mentioned issues with the planning training, indicating a need for follow-up to ensure full compliance.

A key point of discussion was the practice of the chairman voting on matters. The chairman stated an intention to modernize the committee by participating in votes, a departure from the local convention of abstaining. This change aims to align with residents' expectations for active participation from their representatives.

The first major item was the planning and enforcement appeals. Ms. Kochar presented several appeals, noting that internal IT issues had prevented a full update on the outcomes. However, all appeal decisions had been circulated to committee members for review.

The most impactful discussion centered on the application for the 3J's Nursery in Smart Heath Road. The proposal was for a change of use from a commercial unit to an indoor fitness club and dojo. This application was recommended for refusal by the case officer due to its location within Woking's designated green belt land. The National Planning Policy Framework (NPPF) emphasizes the importance of green belts in preventing urban sprawl and maintaining openness and permanence.

The application was initially called into the committee by former Councillor Steve Dorset, who argued that the proposal was appropriate and would not further erode the green belt. However, the case officer highlighted several reasons for refusal, including the lack of a sequential test to justify the location, the significant loss of openness due to increased activity and parking, and insufficient ecological information.

The applicant, Mr. Vince Skilcorn, spoke in support of the application, emphasizing the community benefits of the judo club and the extensive search for suitable locations. He argued that the proposed use would generate less traffic than the current commercial use and highlighted the club's role in building confidence and community spirit.

Despite these arguments, the committee voted to refuse the application, citing the principle of inappropriate development in the green belt and the lack of very special circumstances to outweigh the harm.

The second substantive item was an application for a new development at Robin Hood Road in St. John's. This proposal involved demolishing an existing locally listed building and constructing a three-story building with seven flats and a commercial unit. The case officer recommended approval, noting the public benefits of additional housing and commercial space in a sustainable location.

The committee discussed concerns about parking, height, and the impact on the local character. Despite these concerns, the committee approved the application, emphasizing the benefits of revitalizing the area and providing new housing.

This week's Planning Committee meeting highlighted ongoing challenges in balancing development needs with environmental protection and community impact. The refusal of the 3J's Nursery application underscores the council's commitment to preserving green belt land, while the approval of the Robin Hood Road development reflects a focus on sustainable growth and community revitalization. These themes continue to shape the council's planning decisions and policies.

In the last 7 days (since Saturday 18 May 2024), the council has held the following meetings:

1. Council Meeting - Monday 20 May 2024
2. Shareholder Executive Committee - Monday 20 May 2024
3. Audit and Governance Committee - Monday 20 May 2024
4. Communities and Housing Scrutiny Committee - Monday 20 May 2024
5. Employment Committee - Monday 20 May 2024
6. Environment and Place Scrutiny Committee - Monday 20 May 2024
7. Licensing Committee - Monday 20 May 2024
8. Planning Committee - Monday 20 May 2024
9. Resource and Finance Scrutiny Committee - Monday 20 May 2024

The most significant meeting this week was the Council Meeting held on Monday 20 May 2024. This meeting covered several key topics and decisions.

The meeting began with a prayer led by Mohammad Swayed of the Sheerwater Muslim Education and Welfare Trust. He emphasized the importance of positive character, kindness, and respect in Islam, and spoke against oppression, particularly mentioning Palestine and Gaza.

The Mayor's end-of-year statement was a major highlight. The Mayor thanked the residents of Woking for their support during a challenging year marked by a cost-of-living crisis. He highlighted various engagements attended, including events organized by the Woking Rotary Club and the Wokingburg Bowling Club, which raised funds for the Friends of Woking Community Hospitals. The Mayor also expressed gratitude to the Surrey Street Centre and the marketing team for maintaining his Facebook page.

The meeting honored John Bond, a former Wokingburg Councillor who passed away in April. Tony Doren was announced as an eminent citizen of the borough for his contributions to the community, particularly in Farkraf Close.

The Young People's Civic Award Scheme recognized three young individuals for their contributions:

• James Day for his volunteer work with the Wheel for All inclusive cycling charity.
• Sophie Signo Ready for her academic achievements and resilience.
• Ho Kyu Chen for his positive attitude and academic excellence despite undergoing chemotherapy.

The election of the Mayor for 2024-25 saw Councillor Louise Morales nominated and elected. Her background includes a degree in botany, teaching horticulture, and active involvement in community groups. She announced her charity for the year, the Woking Lighthouse, which supports various community projects.

Councillor Amanda Boot was elected as Deputy Mayor. Her background includes a degree in business studies, a career in marketing, and extensive community work in Biflee, including flood prevention and support for local charities.

The leader of the Council, Councillor Anne-Marie Barker, gave a statement reflecting on the past year's challenges, including financial difficulties and the appointment of new commissioners. She emphasized the importance of transparency, good governance, and community engagement. She also outlined the Council's focus on housing, commercial development, and environmental commitments.

The meeting concluded with the appointment of committee members and the election of chairs and vice-chairs for various committees, including the Audit and Governance Committee, Licensing Committee, and Planning Committee.

Other meetings held this week included the Shareholder Executive Committee, Audit and Governance Committee, Communities and Housing Scrutiny Committee, Employment Committee, Environment and Place Scrutiny Committee, Licensing Committee, Planning Committee, and Resource and Finance Scrutiny Committee. Unfortunately, we have not been able to find video broadcasts or summaries for these meetings.

The Council Meeting this week highlighted the importance of community engagement, recognition of individual contributions, and the ongoing focus on transparency and good governance. These themes have been recurring in the council's discussions and are likely to continue shaping future policies and initiatives.