ANNUAL REPORT BY COUNCIL REPRESENTATIVES ON OUTSIDE...

WBC16-011 1

Agenda Item No. 11 COUNCIL - 14 APRIL 2016

ANNUAL REPORT BY COUNCIL REPRESENTATIVES ON OUTSIDE BODIES

Summary

Each year, Woking Borough Council appoints elected Councillors to outside bodies as representatives for the Council. The appointments were reviewed by a Member Task Group in 2014 which presented a series of recommendations to the Executive for determination by Council. In June 2014, the Council adopted the recommendations which had the effect of reducing the overall number of appointments made. This was in line with the Council’s objective of rationalising all positions held by Councillors by 2016, to take into account the change in the size of the Council from 36 Councillors to 30 Councillors.

The Council also adopted a formal reporting process for those Councillors appointed to Outside Bodies, with an annual report to be presented to Council. This paper sets out the reports provided by the Council’s representatives for the 2015/16 Municipal Year.

Reasons for Decision

To provide an update on the activities over the past year of the bodies to which the Council appoints Member representatives.

Recommendations

The Council is requested to:

RESOLVE That the report be noted.

The Council has authority to determine the recommendations above.

Background Papers:

Sustainability Impact Assessment Equalities Impact Assessment Reporting Person:

Ray Morgan, Chief Executive Ext. 3333, E Mail: [email protected] Contact Person:

Frank Jeffrey, Democratic Services Manager Ext. 3012, E Mail: [email protected] Portfolio Holder:

Cllr John Kingsbury E Mail: [email protected] Date Published:

6 April 2016

Annual Report by Council Representatives on Outside Bodies

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1.0 Introduction

1.1 In 2014 the Council reviewed its scheme of appointments to outside bodies, following a question from Councillor Cross at Council in December 2013. A Member Task Group was established to undertake the review.

1.2 A report by the Task Group was considered by the Executive on 1 May 2014 before being determined by Council at its meeting on 9 June 2014. The recommendations were supported by the Council and a series of changes were adopted, as summarised below.

1.3 Details of the appointments for 2015/16 are set out in Appendix 1 to this report.

2.0 The Reports

2.1 In early February the Members appointed to Outside Bodies were asked to complete a report on the activities of the Body to which they had been appointed. A template was provided to assist the Councillors. The following reports have been received:

Fairoaks Airport Consultative Committee (Appendix 2)

Surrey Police and Crime Panel (Appendix 3)

Woking People of Faith (Appendix 4)

Citizens Advice Woking (Appendix 5)

Woking Community Transport (Appendix 6)

Sutton Green Village Hall (Appendix 7)

Basingstoke Canal Joint Management Committee (Appendix 8)

Ashford & St Peters NHS Foundation Trust (Appendix 9)

Woking Association of Voluntary Service (Appendix 10)

Woking Palace Panel (Appendix 11)

3.0 Implications

Financial

3.1 There are no financial implications arising from this report.

Human Resource/Training and Development

3.2 There are no human resource or training and development implications arising from this report.

Community Safety

3.3 There are no community safety implications arising from this report.

Risk Management

3.4 There are no risk management implications arising from this report.

Sustainability

3.5 There are no sustainability implications arising from this report.


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Equalities

3.6 There are no equalities issues arising from this report.

REPORT ENDS


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Appendix 1

‘Ad Hoc’ Authorities and Committees 2015/16

Ashford & St Peters Hospital NHS Trust

Councillor M J Smith

Basingstoke Canal Jt Management Cttee

Councillor K M Davis (Sub: Councillor D Harlow)

Byfleet Village Hall, Working Men’s Club and Institute Charity

Councillor A E Roberts

Countryside Partnership Board

Councillor K M Davis

Fairoaks Airport Consultative Cttee

Councillor R A G Wilson

Marjorie Richardson Centre – Management Group

Councillor M A Whitehand

Maybury Centre Trust

Councillor R Mohammed Councillor M I Raja

National Parking Adjudications Service Jt Cttee

Councillor A E Murray

Police and Crime Panel

Councillor Mrs B A Hunwicks

Shopmobility

Councillor Mrs H J Addison

South East Employers

Councillor J Kingsbury

Sport Woking

Councillor A W Branagan Councillor I Eastwood

Surrey County Playing Field Assoc.

Councillor I Eastwood

Sutton Green Village Hall Management Cttee

Councillor A Azad Councillor W P Forster

Woking Access Group

Councillor Mrs H J Addison

Woking Assoc. of Voluntary Service (Executive Committee)

Councillor A E Roberts Councillor R U H I Shah

Woking Citizens’ Advice Bureau – Management Cttee

Councillor D Harlow Councillor A E Roberts

Woking Community Transport

Councillor G G Chrystie Councillor A E Murray

Woking Palace Consultative Panel

Councillor G S Cundy Councillor D Harlow

Councillor J F Lawrence

Woking People of Faith Forum

Councillor Mrs B A Hunwicks

Woking Youth Council

Councillor C S Kemp (Sub: Councillor K M Davis)


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Appendix 2

Fairoaks Airport – Operational Report for 2015

Introduction

Fairoaks Operations Limited is responsible for the operational aspects of Fairoaks Airport which means that it is responsible for aircraft and helicopters taking‐off, landing and taxiing, and for parking such aircraft and helicopters.

Additionally it is responsible for aircraft and helicopters which are stored in the main storage hangar, and for sales of fuel to aircraft and helicopters.

In December 2015 West Register (Property Investments Ltd) sold its interest in the buildings at Fairoaks to Airport Development Partners SA. Fairoaks Operations Ltd is unaware of the future plans which Airport Development Partners has for the buildings at Fairoaks Airport.

Airport Development Partners SA is the landlord for all the buildings on the airport, except for a former dispersal hut which is occupied by the London Transport Flying Club and the “blister” hangar to the south of the runway, which is used for storage. This means that, with those two exceptions, Fairoaks Operations Limited is not aware in advance of changes in the tenancy of the airport buildings.

Consequently this operational report is of necessity limited to those areas for which Fairoaks Operations Limited has responsibility.

Movements

A condition imposed when planning permission was granted for the runway is that a maximum of 10,000 movements are permitted in any one calendar month.

Fairoaks continues to fall well below the permitted maximum number of movements using the method of calculation imposed by the Secretary of State.

Whilst there are no limitations imposed upon Fairoaks regarding helicopter training on Sundays, Fairoaks Operations Limited continues to operate a voluntary ban on helicopter training on Sundays.

The total movements during 2014 were approximately 1% lower than during 2013 (i.e. a difference of less than one movement per day). There was a further reduction in movement levels in 2015, which equated to approximately 4.5 fewer movements per day compared to 2014.

Accidents

1 On 3rd September 2015 an aircraft made a “wheels up” landing at Fairoaks following a failure of the undercarriage to lower correctly. The pilot was uninjured as a result of the accident.

2 On 15th November 2015 an aircraft that had departed Fairoaks for Dunkeswell Airport in Devon crashed approximately 5 miles before its destination killing the four people on‐board. The results of the investigation by the Air Accidents Investigation Branch have still to be published.


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Noise Amelioration

1 When flying circuits (i.e. taking‐off, flying an approximately rectangular pattern around the

airfield, and then landing prior to again taking‐off) the international default is to fly left‐hand circuits, which means that all turns are made to the left. Again at weekends during the summer

Fairoaks adopted a strategy of switching between left‐hand circuits and right‐hand circuits, on a regular basis, to minimise the possible noise nuisance to any particular group of residents.

2 The airport received a request to hold a press day, which would have involved some promotional flying, at Fairoaks as part of the publicity for the Red Bull Air Race which was held at Ascot Racecourse in August.

Whilst the press day would have been financially beneficial to Fairoaks the request was refused since the activities associated with the press day would have caused unacceptable nuisance to local residents.

Noise Complaints

During 2015 a total of 38 complaints were received compared with 31 during 2014 and 45 during 2013.

Complainants continue to use a variety of methods to record their complaints. They will receive the most timely response by telephoning the tower, on 01276 857300, during the airfield opening hours. Outside of the airfield operating hours complaints can be recorded by emailing the tower at [email protected].

Medical Flights between 10pm and 7am

During 2015 there were 2 such flights compared to 6 during 2014, 2 during 2013 and 7 during 2012.

Staff Changes

Nil

The Future

Currently Fairoaks Operations Limited has no plans to make any significant changes to the operational aspects of the airport during 2016. I am however available throughout the year if any member of the committee wishes to discuss any issues relevant to Fairoaks Operations Limited.

Visits

During the past year Chobham Parish Council availed themselves of the opportunity to visit Fairoaks and gain a better understanding of the operations at the airport.


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Appendix 3

Outside Bodies

Report by Council Appointed Representative

Outside Body: Surrey Police and Crime Panel

Councillor(s): Councillor Mrs Beryl Hunwicks

Date Completed: Monday 21st March 2016

Meetings Attended: Tuesday 21st April 2015 with the Commissioner

Thursday 28th May Informal Meeting of the Panel

Tuesday 9th June AGM

Tuesday 29th September with the Commissioner

Thursday 29th October Informal Meeting with the Chief Constable.

Tuesday 1st December with the Commissioner

Thursday 4th February 2016 with the Commissioner

Description of Outside Body: This Body, Chaired by County Councillor Mrs Dorothy Ross-Tomlins, meets with the Police and Crime Commissioner to review and scrutinise the work and plans of the Commissioner across the County. There are representatives from each District/Borough across the County and two Independent Members appointed. A separate sub committee reviews finance and scrutinises how monies are spent.

All meetings are web-cast though the informal meetings are not.

Update on Recent Activities At the AGM in June 2015 the Police and Crime Commissioner gave his Annual Report. Highlighted in the report was the fact that Surrey Police is the only force across the country that has grown in strength of officer numbers. Burglary figures are down and over £1 million was given by the OPPC towards victim support of Domestic Abuse

CSE, Cybercrime, terrorism and human trafficking require specialist officers and will continue to be the main focus for policing.

In October the Chief Constable, Lynne Owens gave a full briefing on ‘Policing in Your Neighbourhood’ project and


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how the emphasis in policing is to change. These changes are to take effect from April 2016.

Collaboration between Police Forces (Surrey and Sussex) will reduce costs and there is to be greater collaboration with other Partner Agencies (Mental Health, NHS, Boroughs/Districts, Local Communities etc). Resulting in £8.3m savings between 2015/19

Feedbacks between the Commissioner and the Chief Constable are given throughout the year.

Regular updates are received around the JET (Joint Enforcement Team) schemes In Reigate and Banstead, Spelthorne and Elmbridge. In Woking we are well on the way to developing our own scheme.

Now that Lynne Owens, the former Chief Constable has been promoted to a National Agency, the Commissioner is involved in finding a replacement as Chief Constable for Surrey.

The Precept of £220.19 (for a Band D property) is set for 2016-17 and is an increase of 1.99%. This was agreed by the Panel at its February meeting.

Social and media enhancement continues across Twitter, Facebook, Instagram around Cyber crime awareness and OPPC is working with The Neighbourhood Watch groups to promote this.

‘Junior Citizen’ in Woking, which has been running successfully for many years and has been used as an example to many other D’s and B’s, has been given a grant by the Deputy PCC to fund workbooks for every KS2 pupil across the Borough in March 2016.

Future Activities: The Police and Crime Panel has continued to lobby Government and Surrey MP’s about the unfairness of Surrey residents contributing more but receiving least from Government around funding for Police Forces. The Budget Setting agreed at Government has been altered this year as a result in Surrey residents’ favour. This is a real success but the Panel will need to keep this under review going forward.

To discuss and oversee a new appointment of a Chief Constable for Surrey as soon as possible.

Continuing to push for improvements to the 101 service for Surrey’s residents. Work is ongoing here but is already much better and some of the Panel have visited the Contact Centre at Mount Browne in Guildford to see what has been done so far.

The election to office of a Police and Crime Commissioner in May 2016 which will mean the Panel continuing to work closely with the elected Commissioner over the next 4 years.


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Matters of Note or Concern: There could be a new incumbent of the PCC in May after the elections and this may result in a change of direction in priorities for the coming year.

Less officers on the beat.

Keeping a watching brief on Budget setting and the precept going forward.

Working with a new Chief Constable certainly and a new PCC possibly. The Police and Crime Panel will need therefore to be mindful that it will need to keep a close eye on good co-operation from all parties for an excellent outcome.

Working with the above to ensure that Surrey Police is the best and most successful force in the country following the recent Inspectors’ Report.

REPORT ENDS


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Appendix 4

Outside Bodies


Outside Body: Woking People of Faith

Councillor(s): Councillor Mrs Beryl Hunwicks

Date Completed: Monday 21st March 2016

Meetings Attended: AGM at St Paul’s Church Wednesday 13th May 2015

Tuesday 21st July 2015 meeting at St Paul’s Church

Wednesday 9th September (not attended)

Tuesday 10th November at St Paul’s Church

Wednesday 18th November event at H.G.Wells

Wednesday 13th January 2016 at St Paul’s Church

Thursday 10th March

Description of Outside Body: Woking People of Faith is a multi-faith organisation providing a platform for people to get together and gain an understanding of each other. Since its inception the group has been supported by the Council, through the Community Support Scheme and through the Community Cohesion Funding received from the Department of Communities and Local Government (DCLG).

Update on Recent Activities Activities of the group between May 2015 and April 2016:

Involvement in The Peace Day event 21st September in Mercia Walk, Woking Town Centre.

Horsell Common Work Party (September 26th).

The Muslim Burial Peace Garden and its opening (12th November) in which Zafar Iqbal at WBC was featured along with the story about the history of how the Peace Garden came into being by the BBC TV early in 2016.

Committee met with Dr James Hodkinson from Warwick University to discuss his work and plans to help Faiths to see their commonalities rather than their differences in the present and future.

Prayer meeting for the Refugee Crisis (18th Oct) and 25 people attended from different Faith groups.


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Autumn Event at H G Wells at which the Bishop of Guildford and Baroness Warsi spoke. This was a sit down supper and over 200 people attended from all the major faiths. The feedback was positive and many wanted more of these events in the future.

1st December Farewell meal for the Co-ordinator Pippa Ross McCabe

February 19th Sheerwater Youth event where young people were given a chance to participate in ‘Conversation with…..’

March 4th-6th Youth Theatre Group performing ‘Forced to Flee’ in the town.

30th April 2016 ‘Doing God Together’ event on ‘Different perspectives of fasting within the different faiths’ at Parkview. Speakers from different faith groups will be participating.

Future Activities: AGM May 18th 2016 and the beginning of the first full year for the new Co-Ordinator Garry Shaw.

Youth sports events in May and August (Dates to be agreed) in football and cricket.

Other events are in planning and as there is a new co-ordinator there will be a pause to assess what has been achieved and where the committee sees the way ahead with new avenues to explore and pursue. But certainly there is an enthusiasm to continue to work together in the future.

Matters of Note or Concern: WPoF are, as was stated last year, very keen to widen their involvement with and between Faith communities across Woking and want to promote good faith and reaching out to others not just what is seen negatively in the Press nationally.

They are keen to reduce their total dependency on outside funding if at all possible.

They still want to raise their profile in the Local Press and have gone some way towards that in the events they have hosted in the past year.

Last year there was no new co-ordinator in place but after interviews, a seamless takeover from the outgoing incumbent to the new Co-ordinator, Garry Shaw, was achieved.

REPORT ENDS


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Appendix 5

Outside Bodies


Outside Body: Citizens Advice Woking

Councillor(s): Cllr. Anne Roberts, Cllr. Debbie Harlow

Date Completed: 20th February 2016

Meetings Attended: Quarterly Meetings and Annual General Meeting

Description of Outside Body: Provides free advice and support to all residents of Woking on a range of issues, from Financial – including Benefits, Debt advice, Family support, Court Help Desk at Guildford County Court, Employment advice etc.

Update on Recent Activities Citizens Advice Woking has had a very challenging year as many changes and difficulties have been encountered.

Firstly the Woking Citizens Advice Bureau have decided to drop the term ‘Bureau’ as it was deemed old fashioned, outdated and in line with the general rebranding from CitA. The formal resolution to change the name to ‘Citizens Advice Woking’ at the Extraordinary General Meeting held on 11th November 2015.

Shortly after this meeting the Chairman David Rates resigned and the vice Chairman, Charles Croker, stepped into the role and was then voted in at a Trustee Board Meeting held on 3rd February 2016.

There has also been the added difficulty of the work being carried out on the Citizens Advice premises for the development of the Cote Brasserie. There have been health and safety issues, access, lack of signage and noise issues. This has led in a reduction in service provided for advice, sometimes where the premises have had to be closed and with people needing advice thinking they are not open.

Also the Manager has had to deal with an extremely unpleasant formal disciplinary involving two Volunteers, which has taken up much time. Hopefully this has now been suitably resolved.

These factors, along with the restrictions from financial constraints, has still seen the Citizens Advice Woking continue to help Woking residents in many and varied ways.

The Court Helpdesk has continued to operate and been


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consistently busy, with over 55 clients in October, November and December. They are working with Guildford County Court officials to improve the service and maintain a consistent approach.

The outreach programmes have also continued to be successful.

Future Activities: From a more positive position the Webchat and Email project has been very well received and used by clients. This with the new Advice line going live on 1st February 2016 will continue to provide an increased service to their clients.

Matters of Note or Concern: The main area of concern are, is always, the financial aspect and the impact of possibly removing the successful Court advice.

REPORT ENDS


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Appendix 6

Outside Bodies


Outside Body: Woking Community Transport

Councillor(s): Cllr Graham Chrystie

Cllr Anne Murray

Date Completed: 18th March 2016

Meetings Attended: Meeting with WCT staff

Board Meeting June 2015

Annual General Meeting and Board Meeting - October 2015

Board Meeting – December 2015

Board Meeting - March 2016

Description of Outside Body: Woking Community Transport (WCT) is a community organisation providing a sustainable and accessible transport service that is relevant for local need. WCT operate a number of contracts on behalf of WBC including the transport of people to community centres. They also operate a Bustler Dial-a-Ride door-to-door transport service available to residents of the Borough who have reduced mobility, the Town Centre Buggy, Group Transport and a Silver Service people carrier, which can be hired with or without a driver.

Update on Recent Activities Dial-a-Ride usage statistics continue to increase alongside rising membership numbers. New vehicles are proving popular with users. The continuation of services to the hospitals remains popular owing to publicity carried out. Requests for trips to Frimley Park hospital can only be met via the Silver Service, as no funding is available to add this route to the Ashford, St Peter’s and Royal Surrey services. The fares for the hospital routes are scheduled to rise, based on journey time, as all transitional funding has now ceased.

Customer feedback is obtained and monitored by means of user forums and at the AGM. Customer survey results indicate an impressive level of satisfaction with the service.

Woking Community Transport have decided to remain a Registered Society under the Co-operative and Community Benefit Societies Act 2014, registered with the FCA, rather than becoming a charity, registered with the Charity


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Commissioners.

WCT have recently completed their Investors in People Review and received an excellent report from the assessors.

Brewers now act as accountants to WCT following the sale of previous accountants Acumen to them. A positive working relationship has already been established with Brewers staff.

The outline budget for 2016/17 was presented to the board in March 2016 and agreed.

Future Activities: WCT are looking at manufacturers to supply new electric vehicles. The cost of these is much higher than for the existing vehicles so new funding streams will be necessary.

The Silver Service is being revamped to make it more attractive (and more profitable).

The constitution is being updated to take account of latest guidance and to have procedures in place for the dissolution of the organisation in case the charitable route is followed in the future.

WCT intend to work more closely with the CCG and expand the patient transport service (PTS).

WCT celebrates its 25th anniversary this year and several events are scheduled.

Matters of Note or Concern: There has been no progress with either SCC or WBC regarding alternative accommodation. As the business grows, it is quite clear that the current accommodation is insufficient. This means that WCT can only remain alert to new opportunities arising, rather than actively seeking them.

REPORT ENDS


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Appendix 7

Outside Bodies


Outside Body: Sutton Green Village Hall

Councillor(s): Will Forster and Ayesha Azad

Date Completed: 16th March 2016

Meetings Attended: 27th July, 8th September, 30th November and 8th February

Description of Outside Body: Sutton Green Village Hall

Update on Recent Activities The governing committee of the village hall, and the supporting residents association held a fireworks and BBQ event on 1st November. This was the fourth such event and a huge success. The local association organised glow sticks event for the children in attendance, followed by a show of fireworks and BBQ.

The village hall hosted a children’s Christmas party, where 31 children attended and a community wine tasting event.

The village hall is hired out to local community groups and residents as requested, parent and children groups and the university of the third age are the most frequent hirers.

Future Activities: The Annual General Meeting is taking place on Monday 25th April, the Sutton Green Village Fete will be on 18th June and the group are holding two golf days on 25th May and 6th July.

Matters of Note or Concern: We have no areas of concern. We are pleased to report that the Sutton Green Village Hall is a good self-sustaining local village hall, which along with the supporting residents’ association, leads on an active social programme in Sutton Green.

REPORT ENDS


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Appendix 8

Outside Bodies


Outside Body: Basingstoke Canal JMC

Councillor(s): Kevin Davis

Date Completed: 19/03/16

Meetings Attended: 25/06/15, 29/10/15

25/02/16 meeting cancelled.

Description of Outside Body: Body responsible for the management and maintenance of the Basingstoke Canal which is owned jointly by SCC and HCC.

All boroughs provide funding on a pro-rata basis depending on the length of the canal running through the borough.

Update on Recent Activities 25/06/15 – Canal open with a good flow of water. BCA likely to purchase a new trip boat with the old one ‘Rosebud’ probably coming to Woking as a BCA costed attraction.

Finances currently sound with most local authorities now paying their fair share. Woking always has.

29/10/15 – Basingstoke Canal Society planning extensive 50th anniversary celebrations to be held in Woking.

Some leaks in the Canal in Woking had been dealt with very quickly.

Trip boat on hold as the boat wasn’t considered worth the money asked.

The Canal through Woking has recently been mostly emptied to allow for maintenance. It is hoped this will be refilled soon to enable the summer boating season to begin.

Future Activities: WBC is involved to a degree in the 50th anniversary celebrations.

Keep pressure on the neighbouring boroughs to make their full contributions to funding.


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Matters of Note or Concern: Lack of funding

REPORT ENDS


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Appendix 9

Outside Bodies


Outside Body: Ashford & St Peter’s NHS Foundation Trust.

Councillor(s): Cllr Michael Smith. WBC appointed Governor.

Date Completed: 22 March 2016

Meetings Attended: Quarterly Meetings of Council of Governors. Agenda setting and Council pre-meetings

Quarterly meetings of Governors with Non-executive Directors.

Quarterly meetings with Chairman and Chief Executive.

Members Events and Annual Meeting.

In all, 4-5 meetings per month.

Description of Outside Body: The Trust is responsible for providing all services at St Peter’s Hospital, Chertsey and Ashford Hospital.

Update on Recent Activities The Governors have been active in pursuing service improvements at A&E, outpatients and maternity services.

This year has seen the opening of ‘state of the art’ specialist cardiac units and a new maternity facility in Abbey Wing.

The whole Council has been much concerned with the proposed merger with Royal Surrey and, as a stakeholder representative, I have been particularly involved with this involving many meetings both at ASPH and RSCH.

Future Activities: The merger plans are currently ‘paused’ because of the deteriorating financial position at Royal Surrey. Apart from this all matters are in place for the merger to proceed and the RSCH are confident that their financial problems can be remedied. Having received the approval of both Boards the merger will only be subject to approval by the regulatory body, Monitor.


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Matters of Note or Concern: I have been Woking Borough Council’s appointed Governor since the foundation of the Trust in 2010. I would very much like to continue in this role until the proposed merger takes place since I have been intimately concerned both with this project and with the Trust in general.

After the merger only those Boroughs which have one of the new Trust’s hospitals within their boundaries, Runnymede, Guildford and Spelthorne will have appointed Governors.

REPORT ENDS


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Appendix 10

Outside Bodies


Outside Body: Woking Association of Voluntary Services (WAVS)

Councillor(s): Cllr R. Shah & Cllr A Roberts

Date Completed: 24/03/2015

Meetings Attended: All meetings and AGM. Councillor Shah was unable to attend a meeting of the Management Committee in August 2015.

Description of Outside Body: WAVS are unique organisation with deep rooted history dating back to 1905. WAVS provides a unique service in Woking unavailable elsewhere. It supports over 500 User groups and had over 10,538 queries.

WAVS is the hub of volunteering activities in Woking ensuring there is sufficient support to enable and allow Voluntary Services to thrive in Woking.

WAVS exists to promote voluntary activity in Woking and surrounding areas. WAVS provide a range of services to voluntary organisations and community groups, including:

Information, advice and training Human resources, funding, payroll & group development

support Promoting and recruiting volunteer work for local

organisations Providing new initiatives & organisations in response to

local needs Representing and advising voluntary bodies

(source: WAVS website)

Update on Recent Activities There has been many changes at WAVS over the past year however the main activities for this year has been the changing structure to a Charitable Incorporated Organisation (CIO) this involved considerable planning, transition and has been the main focus for this year. This status has now been achieved and WAVS will be looking to transfer all its operations into the new structure – the pensions issues have now been dealt with and WAVS have engaged an IFA to


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assist with moving the pension to an appropriate provider.

Jonathan Lord, MP has agreed to become the President of WAVS.

WAVS also have a new office (not fit for purpose) in the 3rd floor and use space belonging to Relate and Citizens Advice Woking. Unfortunately this is not sufficient at the moment and We would request the Executive to review and secure additional space allowing WAVS to function appropriately.

WAVS supports over 500 user groups in various ways with over 495 new volunteering registrations and over 1590 ongoing opportunities and 131 new opportunities on offer. Some of these volunteers are unemployed and the support offered by WAVS enables then to rejoin the jobs market which benefits the whole community. Without this support from Wavs most of these groups would spend more time recruiting volunteers and less time on their charitable activities. WAVS is looking into other opportunities to connect the business community with voluntary organisations, and has launched a new speed dating service, where charities meet businesses who may be able to provide volunteer help en mass.

WAVS responded to more than 10,538 queries last year. They offer advice on how to access grant funding to user organisations thus enabling many groups to rely less on WBC funds.

WAVS has assisted its members in receiving £88,200 in funding as at March 2015 and have a further £30,000 funding in the pipeline.

Support and training is provided to local volunteer groups and the following training was delivered pension auto enrolment, financial training, obligations, trustee responsibilities and grant applications thus ensuring Woking groups are supported and built into more effective organisations. The offices are in central Woking making them accessible to all residents in the borough.

WAVs has redrawn budgets and as agreed last year its target was to reduce reserves to be in line with their reserves policy by the end of this financial year – This has now been achieved. WAVS is reliant on WBC funding in order to continue the excellent service they provide.

Woking Borough Council approved a grant to WAVS in December 2014 to support the organisation in the upcoming year. I would urge that this support remains in place currently.


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Future Activities: WAVS continues to serve the local community and has adopted new ideas and strategies to further the communication and engagement between businesses, charities and volunteers.

WAVS will build on its business links by encouraging large companies continue with their Corporate Social Responsibilities and through its speed dating events (where they match Businesses with Charities they have managed to secure additional Corporate Volunteers. The following companies have placed volunteers at the following organisations:

1.Mustang Engineering – 20 Volunteers provided to LIghtbox

2. Tata – 2 Volunteers to the Lightbox

3. Surrey CC – 7 Volunteers to York Road Project

4. Tesco - 7 Volunteers to York Road

5. Colgate Palmolive – 11 Volunteers to White Lodge Centre

6. Thames Valley Housing – 60 Volunteers to Friends of the Elderly at White Lodge

This will be continued

Other Areas:

New Outreach Centre(s) – Since the closure of the WAVS shop front they will need to reach out to the communities and have planned to set up new Outreach work.

Build links with member organisations – Further build upon established and new relationships

Volunteers – Plan to create better systems to follow up the number of volunteers placed. Greater engagement with charities following referrals.

Support other Woking projects as required– e.g Party in the Park

Matters of Note or Concern: As per Government intention to grow the third sector and future budget cuts we feel it’s important to have WAVS in Woking serving the local community for many years to come.

Establishing appropriate systems to monitor placements and ensuring there is appropriate follow up.

Lack of office space for WAVS.

REPORT ENDS


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Appendix 11

Outside Bodies


Outside Body: Woking Palace Panel

Councillor(s): Councillor John Lawrence

Date Completed: 29 March 2016

Meetings Attended: 24 November 2015

Description of Outside Body: A group of interested parties tp preserve the heritage site of Woking Palace.

Update on Recent Activities Successful archaeological dig during the summer of 2015, continuing to plot the history of the site. Open weekends held in May, July and September, with a special open day on 27 September.

Woking Palace Management Plan now formally adopted after a meeting by the Executive to give a framework and plan for future works.

Future Activities: Further work on the Palace and surrounding area, within the scope of the management plan.

Matters of Note or Concern: Some apparent illegal work carried out without permission, which is under investigation at present (March 2016).

REPORT ENDS

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Equality Impact Assessment

The purpose of this assessment is to improve the work of the Council by making sure that it does not discriminate against any individual or group and that, where possible, it promotes equality. The Council has a legal duty to comply with equalities legislation and this template enables you to consider the impact (positive or negative) a strategy, policy, project or service may have upon the protected groups.

Positive impact?

Negative impact?

No specific impact

What will the impact be? If the impact is negative how can it be mitigated? (action)

THIS SECTION NEEDS TO BE COMPLETED AS EVIDENCE OF WHAT THE POSITIVE IMPACT IS OR WHAT ACTIONS

ARE BEING TAKEN TO MITIGATE ANY NEGATIVE IMPACTS

Elim

inate

dis

crim

inatio

n

Advance

equa

lity

Good

rela

tions

Gender Men X

Women X

Gender Reassignment X

Race

White X

Mixed/Multiple ethnic groups X

Asian/Asian British X

Black/African/Caribbean/ Black British

X

Gypsies / travellers X

Other ethnic group X

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Positive impact?

Negative impact?

No specific impact

What will the impact be? If the impact is negative how can it be mitigated? (action)

THIS SECTION NEEDS TO BE COMPLETED AS EVIDENCE OF WHAT THE POSITIVE IMPACT IS OR WHAT ACTIONS

ARE BEING TAKEN TO MITIGATE ANY NEGATIVE IMPACTS

Elim

inate

dis

crim

inatio

n

Advance

equa

lity

Good

rela

tions

Disability

Physical X

Sensory X

Learning Difficulties X

Mental Health X

Sexual Orientation

Lesbian, gay men, bisexual X

Age Older people (50+) X

Younger people (16 - 25) X

Religion or Belief

Faith Groups X

Pregnancy & maternity X

Marriage & Civil Partnership X

Socio-economic Background X

The purpose of the Equality Impact Assessment is to improve the work of the Council by making sure it does not discriminate against any individual or group and that, where possible, it promotes equality. The assessment is quick and straightforward to undertake but it is an important step to make sure that individuals and teams think carefully about the likely impact of their work on people in Woking and take action to improve strategies, policies, services and projects, where appropriate. Further details and guidance on completing the form are available.

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Sustainability Impact Assessment Officers preparing a committee report are required to complete a Sustainability Impact Assessment. Sustainability is one of the Council’s ‘cross-cutting themes’ and the Council has made a corporate commitment to address the social, economic and environmental effects of activities across Business Units. The purpose of this Impact Assessment is to record any positive or negative impacts this decision, project or programme is likely to have on each of the Council’s Sustainability Themes. For assistance with completing the Impact Assessment, please refer to the instructions below. Further details and guidance on completing the form are available.

Theme (Potential impacts of the project) Positive Impact

Negative Impact

No specific impact

What will the impact be? If the impact is negative, how can it be mitigated? (action)

Use of energy, water, minerals and materials X

Waste generation / sustainable waste management X

Pollution to air, land and water X

Factors that contribute to Climate Change X

Protection of and access to the natural environment X

Travel choices that do not rely on the car X

A strong, diverse and sustainable local economy X

Meet local needs locally X

Opportunities for education and information X

Provision of appropriate and sustainable housing X

Personal safety and reduced fear of crime X

Equality in health and good health X

Access to cultural and leisure facilities X

Social inclusion / engage and consult communities X

Equal opportunities for the whole community X

Contribute to Woking’s pride of place X

ANNUAL REPORT BY COUNCIL REPRESENTATIVES ON OUTSIDE...

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