Agenda and minutes

To receive declarations of the existence and nature of any Disclosable Pecuniary Interests from Members in respect of any item to be considered at the meeting.

In the interests of openness and transparency the following declarations were made:

Questions from Councillors

Councillor Liz Frost MSc FCOptom, Other Interest: Declared she was employed by the NHS.  However it was noted that the Council's Standards Committee had granted a dispensation to speak on matters related to health..

Appointment of Independent Persons

Councillor Chris Frost BSc, Other Interest: Declared he was known to Liz Lawrence, one of the proposed Independent Panel Members through their association with the Epsom & Ewell Community Fund.

To confirm the Minutes of the Meeting of the Council held on 19 February 2019.

The Minutes of the meeting of the Council held on 19 February 2019 were agreed as a true record and signed by the Mayor.

To receive such communications or deal with such business as the Mayor may decide to lay before the Council.

The Mayor thanked and paid tribute to Councillors who were not standing in the forthcoming Borough Elections on 2 May, namely; Councillors Michael Arthur, Jean Steer, Graham Dudley, George Crawford, Mike Teasdale, Vince Romagnuolo who had served for eight year or more and Tella Wormington  Tony Axelrod, who had served for four years.

The Mayor also made a number of announcements relating to noteworthy events over the past two months and to forthcoming charity events.

To answer any written questions from Councillors

Note:  The deadline for questions was 5pm on 11 April 2019 (the tenth clear working day before the meeting).

Two questions had been addressed to Committee Chairmen to which written answers had been provided and published.

Two supplementary questions were asked at the meeting and answers given by the relevant Committee Chairmen.

A question was addressed to the Chairman of Strategy and Resources Committee at the meeting under FCR 12.12 on the grounds that it related to an issue of importance that had come to light after the notice period for questions from Members of the Council (given in FCR 12.2). 

The question was put by Councillor John Beckett and a verbal response was given by Councillor Eber Kington, Chairman of Strategy & Resources as follows:

Question:

‘Will the Chairman of Strategy & Resources please update this Council on the action taken by the Council’s Emergency Planning Team following notification of the fire at Rembrandt Court’

Response:

‘Firstly, I would like to express our shared concern for the families living at Rembrandt Court who have been impacted so suddenly and terribly by the fire that raged through their homes on Saturday night.  We all know the risks associated with fires in residential premises, and therefore I know that we all share in the sense of relief that, on this occasion, everyone got out safely.  However, it must have still been a terrifying and deeply upsetting experience for those involved.  It will also inevitably take some time before the lives of these families can return to some kind of normality.  

I also want to pay tribute to the Emergency Services including the Fire, Ambulance and Police Service who did everything possible to deal with unfolding emergency and deal with the immediate risks to life and property.  The fact that there were 8 fire crews on the site, gives an indication of how serious the incident was. 

I would also like to thank the Epsom and Ewell Borough Council Officers who co-ordinated the Council’s response that evening and who also work hard to ensure that we are always ready to respond to any emergency.   This includes the Council’s Head of Policy, Performance and Governance, and the Council’s Emergency Planning Officer and the Head of Operational Services and two of his Patrol Rangers who attended at the scene in the role of Incident Liaison Officers and who ensured that everyone had somewhere safe to stay that night.  They also provided the Council’s eyes and ears on the ground so that the Council knew what was happening in case other action was needed.    The Head of Planning also ensured that professional expertise was available on site that night and in the early hours to assess the structural integrity of the buildings so that the Fire Service could access all parts of the building to prevent the fire getting hold again and to start their investigations.  In addition the Head of HR and OD and her Communications Officers who contributed to the Council’s wider communications.

Initial notification of the fire was through the Head of Operational Services from the Rangers who were on duty on  ...  view the full minutes text for item 42.

To receive statements from the Chairmen of the Council’s policy committees, briefing Members on current events and issues relating to the relevant Committee’s area of work.

A period of 15 minutes will be set aside for Members to ask questions on the statement of any policy committee Chairman.

The Council received written statements from the Chairmen of Strategy & Resources, Licensing and Planning Policy and Chairman of the Environment & Safe Communities Committee.

Three questions were asked relating to the statements and responded to by the relevant Committee Chairman.

This report seeks approval of the draft Epsom & Ewell Borough Council Pay Policy Statement for 2019/20.

Council received a report from the Head of HR and Organisational Development regarding the approval of the draft Epsom & Ewell Borough Council Pay Policy statement for 2019/20.

Councillor Eber Kington MOVED the recommendation in the report.

Upon being put, the recommendation was CARRIED there being 29 in favour and 1 abstention.

Accordingly, it was resolved that:

(1)        That the Council approves the Pay Policy Statement for 2019/20.

In accordance with Article 6 of the Council’s Constitution, the Audit, Crime & Disorder and Scrutiny Committee is required to report annually to the Council about its work.

Council received a report from the Head of Policy, Performance & Governance regarding the approval of the annual report of the Audit, Crime, Disorder and Scrutiny Committee 2018/19, in accordance with Article 6 of Part 2 of the Council’s Constitution, the Audit, Crime & Disorder and Scrutiny Committee.

Councillor David Reeve MOVED the recommendation in the report.

Upon being put, the recommendation was CARRIED, there being 29 in favour and 1 abstention.

Accordingly it was resolved that:

(1)        The Council received the Annual Report 2018/19 of the Audit, Crime & Disorder and Scrutiny Committee.

This report sets out the recommendations of the Standards Committee regarding proposed changes to Part 5 of the Council’s Constitution

Council received a report from the Chief Legal Officer that set out the recommendations of the Standards Committee regarding proposed changes to Part 5 of the Council’s Constitution.

Councillor Mike Teasdale MOVED the recommendation in the report

Councillor Clive Smitheram SECONDED the recommendation in the report

Upon being put the recommendation was CARRIED, 29 being in favour and 1 against.

Accordingly it was resolved that:

Council approved:

(1)            The new Code of Conduct for Members at section 1 of Part 5 of the  Constitution as set out at Annex 1;

(2)            Revisions to sections 4, 5, 6, 7 of Part 5 of the Constitution set out at Annex 1;

(3)            That authority be delegated to the Monitoring Officer to make any further changes as may be necessary arising out of this report in consultation with the Chairman of the Standards Committee;

Council noted:

(4)            That in accordance with authority already delegated to the Monitoring Officer, changes will be made to job titles in the remainder of Part 5 to update references in line with the management structure.

This report seeks approval of the calendar of meetings for 2019-2020.

Council received a report seeking approval of the Calendar of Meetings for 2019-2020.

Councillor Eber Kington MOVED the recommendation in the report

Councillor Clive Smitheram SECONDED the recommendation in the report

Upon being put the recommendation was CARRIED, there being 29 in favour and 1 abstention

Accordingly it was resolved that:

(1)            The Council approved the Calendar of Meetings for 2019-2020

Following the 2019 recruitment process which was undertaken jointly with a number of other Surrey Borough Councils, to seek the formal appointment of the Council’s statutory Independent Persons for a four year term of office expiring in May 2023.

Following a recruitment process undertaken jointly with Surrey Borough Councils, the Chief Legal Officer presented a report seeking approval for the formal appointment of the Council’s statutory Independent Persons for a four year term of office expiring in May 2023.

Councillor Mike Teasdale MOVED the recommendation in the report

Councillor Clive Smitheram SECONDED the recommendation in the report

Upon being put, the recommendation was CARRIED there being 29 in favour and 1 abstention

Accordingly, it was resolved that:

(1)            That the following persons be appointed as Independent Persons for a four-year term of office expiring in May 2023:

•         John Smith

•         Vivienne Cameron

•         Roger Pett

•         Bill Donnelly

•         Bernard Quoroll

•         Paul Eaves

•         Liz Lawrence

Authority to approve and complete a services agreement in relation to the Epsom Business District with Epsom BID Limited.

Council received a report from the Chief Legal Officer seeking authority to approve and complete a services agreement in relation to the Epsom Business District with Epsom BID Limited.

Councillor Eber Kington MOVED the recommendation in the report

Clive Smitheram SECONDED the recommendation in the report.

Upon being put, the recommendation was CARRIED without division

Accordingly, it was resolved that:

(1)            Authority be delegated to the Chief Executive in consultation with the Chairman and Vice Chairman of Strategy & Resources Committee to approve and complete an Operating and Baseline Agreement in relation to Epsom Business Improvement District with Epsom BID Limited.

Councillor Eber Kington thanked retiring Councillors for their important contributions namely; Michael Arthur, Jean Steer, Vince Romagnuolo, Graham Dudley and Mike Teasdale.

Councillor Tina Mountain thanked the Mayor, and Council Officers and wished happiness for all retiring Councillors.