Agenda and decisions

Strategy and Resources Committee
Tuesday, 27th November, 2018 7.30 pm

Venue: Council Chamber - Epsom Town Hall. View directions

Contact: Fiona Cotter, 01372 732124  Email:

No. Item


Question Time

To take any questions from members of the Public


Please Note: Members of the Public are requested to inform the Democratic Services Officer before the meeting begins if they wish to ask a verbal question at the meeting


A verbal response was given to a written question submitted by Mr. Barry Murton in relation to the Wells and four members of the public asked and received a verbal response to their questions on the same subject.


Declarations of Interest

Members are asked to declare the existence and nature of any Disclosable Pecuniary Interests in respect of any item of business to be considered at the meeting.


The following declarations were made by councillors in respect of items on the Agenda:

Future Use of The Wells Site

Councillor Vince Romagnuolo, Other Interest:  Councillor Romagnuolo declared his membership of the Planning Committee.

Future Use of The Wells Site

Councillor Jan Mason, Other Interest:  Councillor Jan Mason declared her membership of the Planning Committee and took no part in the debate on this itme and asked for this to be Minuted.

Future Use of The Wells Site

Councillor Clive Smitheram, Other Interest:  Councillor Clive Smitheram declared his membership of the Planning Committee and that because he had been very closely involved in the process since 2015, he would not be taking part in the consideration of any future planning application in respect of The Wells as he considered it inappropriate to do so.


External Audit - Annual Audit Letter pdf icon PDF 91 KB

This report presents the external auditor’s Annual Audit Letter for the year ended 31 March 2018 and the latest Progress Report.  In accordance with Audit Regulations, both items must be received by this Committee.

Additional documents:


The Committee:

(1)          Received the Annual Audit Letter attached as Annex 1 to the report;

(2)          Received the External Audit Progress Report attached as Annex 2 to the report.



Future Use of The Wells Site pdf icon PDF 120 KB

This report updates Committee on the outcome of the consultation with local residents (held on 18 October 2018) on the proposed site configuration and proposal for the development of the site. 


Additional documents:


Note: This item was moved up the Agenda running order with the consent of the meeting

Note: In accordance with the Council’s Rules of Procedure, Councillor Omer KoKou-Tchri wished his opposition to the decision to be recorded in the Minutes

The Committee approved the:

(1)          Proposed development scheme, attached at Annex 1 to the report;

(2)          Financial Business Case, attached at Annex 2 to the report (Note: exempt from publication for reasons set out in the Agenda)

(3)          Submission of a planning application for the proposed development scheme

and noted:

(4)               The setting up of a working group to consider the options for the internal design and operation of the community facility and play area


Safeguarding Policy pdf icon PDF 94 KB

This report summarises the Council’s safeguarding responsibilities and proposes a combined safeguarding policy for children and adults. The new policy updates current procedures to reflect best practice, clarifies reporting process and highlights differing forms of abuse and indicators as well as summarising other related policies and strategies.

Additional documents:


The Committee agreed the adoption of the Safeguarding Policy for Children and Adults as set out in Annex 1 to the report.


Mid-year Planned Maintenance Report pdf icon PDF 89 KB

The report notes the progress on 2018/19 planned maintenance programme and requests approval for additional spend on new schemes.

Additional documents:


The Committee:

(1)          Noted progress on the 2018/19 planned maintenance programme;

(2)          Authorised changes to the programme set out in section 3 of the report, including £41,500 additional expenditure to be funded from the property maintenance reserve.



Poole road pavilion enhancements Capital Project pdf icon PDF 90 KB

Following a tender exercise, additional funding is required to carry out the Poole Road Pavilion Scheme.  The additional funding is sought from S106 funds.


The Committee approved:

(1)          Additional budget of £30,350 to enable the scheme to proceed;

(2)          The use of £30,350 of S106 monies to fund the additional budget.



Modernisation of the Epsom Datacentre pdf icon PDF 109 KB

This report seeks approval of capital budget for the Modernisation of the Epsom Datacentre. The scheme was due to be considered as part of the 2019/20 Capital Programme, but due to extenuating circumstances, the work needs to commence ahead of the capital budget setting timetable, due to be agreed in February 2019.  In order to ensure the best value for the Council, the project implementation needs to be accelerated, and will require a capital sum of £220,000.


The Committee agreed to a capital budget of £220,000 for the Modernisation of Epsom DataCentre project, to be funded from capital receipts.



Minutes of Previous Meeting pdf icon PDF 99 KB

The Committee is asked to confirm as a true record the Minutes of the Ordinary and Special meetings of the Strategy and Resources Committee held on 25 September 2018 (Annex 1 considered exempt from publication for reason set out on the Agenda) and 24 October 2018 (Annex 2) respectively and to authorise the Chairman to sign them.

Additional documents:


The Minutes of the Meeting of the Strategy and Resources Committee held on 25 September 2018 were agreed as a true record and signed by the Chairman.

The Minutes of the Special Meeting of the Strategy and Resources held on 24 October 2018 were agreed, and would be signed by the Chairman, subject to the determination by the Chief Legal Officer of a challenge regarding their accuracy. The challenge had been made by Councillor Omer KoKou-Tchri.