Agenda, decisions and minutes

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.

No declarations of interest were made in relation to items of business to be discussed at the meeting.

The report provides an updated financial position regarding progressing the Epsom and Ewell Local Plan (2022-2040) towards submission and subsequent adoption in accordance with the timescales defined in the recently published Local Development Scheme (November 2023). 

The Licencing and Planning Policy Committee on the 22 November 2023 agreed to report the estimated shortfall in funding for completing the Local Plan to the Strategy and Resources Committee with a request to secure funding for the £629,000 shortfall.

Following consideration, the Committee unanimously resolved:

(1)      To agree to allocate £629,000 funding from the Corporate Projects Reserve to enable the completion of the Epsom and Ewell Local Plan (2022-2040).

The Committee received a report providing an updated financial position for the Epsom and Ewell Local Plan (2022-2040), towards its submission and subsequent adoption in accordance with the timescales defined in the recently published Local Development Scheme (November 2023). 

The Licencing and Planning Policy Committee on the 22 November 2023 agreed to report the estimated shortfall in funding for completing the Local Plan to the Strategy and Resources Committee with a request to secure funding for the £629,000 shortfall.

The Strategy and Resources Committee considered the following matter:

a)            Work scheduling and resource requirements. A Member of the Committee asked for further  information regarding why it was proposed to extend the contracts of two temporary members of staff to the end of 2026, given that the Regulation 19 documents would need to be submitted by mid 2025. In response the Interim Director of Environment, Housing and Regeneration informed the Committee that following the submission of the Regulation 19 documents there would be an examination period and an implementation period, and these were anticipated to occur during 2026. The contract extensions were proposed to ensure that the Council had sufficient resource to complete the whole process.

Following consideration, the Committee unanimously resolved:

(1)      To agree to allocate £629,000 funding from the Corporate Projects Reserve to enable the completion of the Epsom and Ewell Local Plan (2022-2040).

The Committee is asked to consider whether it wishes to pass a resolution to exclude the Press and Public from the meeting in accordance with Section 100A (4) of the Local Government Act 1972 on the grounds that the business involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Act (as amended) and that pursuant to paragraph 10 of Part 2 of the said Schedule 12A the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

The Committee unanimously resolved to exclude the Press and Public from the meeting in accordance with Section 100A (4) of the Local Government Act 1972 on the grounds that the business involved the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A to the Act (as amended) and that pursuant to paragraph 10 of Part 2 of the said Schedule 12A the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

This report has not been published because the meeting is likely to be closed to the press and public in view of the nature of the business to be transacted/nature of the proceedings.  The report deals with information relating to the financial or business affairs of the Council and the public interest in maintaining the exemption currently outweighs the public interest in disclosing the information.

Following consideration, the Committee unanimously resolved to:

(1)      Recommend to Council that:

a)    The update in respect to 70 East Street be noted.

b)   The Strategic Outline Business case to establish the Council’s new Civic Offices at 70 East Street, Epsom be agreed and:

                     I.        the relocation of the Council Chamber and ancillary functions to Bourne Hall be approved.

                    II.        the relocation of the civic office to 70 East Street be approved.

c)    an indicative capital budget of up to £7.0 million and a revenue budget of up to £0.5m for programme delivery are approved.

d)   Funding Option 3, as set out in the Strategic Outline Business Case, be adopted to fund the relocation, noting the specific agreements regarding the optimal use of the existing Town Hall site.

e)    An implementation programme, supported with appropriate governance, be established to oversee the mobilisation to the new building.

f)     The Chief Executive and Interim Director of Environment, Housing and Regeneration (or subsequent permanent Director), in consultation with the S151 officer, be delegated specific authority to approve all necessary project/procurement expenditure and release of funds from budgets/reserves (up to the approved limit above) through to completion and delivery.

(2)      Resolve that authority be given to the Head of Property and Regeneration to commence procurement for the refurbishment works to 70 East Street.

The Committee received a report providing the Strategic Outline Business case for a new civic office in 70 East Street, Epsom.

The Committee’s consideration of this item is recorded in a separate (not for publication) restricted Minute.

Following consideration, the Committee unanimously resolved to:

(1)       Recommend to Council that:

a)    The update in respect to 70 East Street be noted.

b)    The Strategic Outline Business case to establish the Council’s new Civic Offices at 70 East Street, Epsom be agreed and:

                        I.         the relocation of the Council Chamber and ancillary functions to Bourne Hall be approved.

                      II.         the relocation of the civic office to 70 East Street be approved.

c)    an indicative capital budget of up to £7.0 million and a revenue budget of up to £0.5m for programme delivery are approved.

d)    Funding Option 3, as set out in the Strategic Outline Business Case, be adopted to fund the relocation, noting the specific agreements regarding the optimal use of the existing Town Hall site.

e)    An implementation programme, supported with appropriate governance, be established to oversee the mobilisation to the new building.

f)     The Chief Executive and Interim Director of Environment, Housing and Regeneration (or subsequent permanent Director), in consultation with the S151 officer, be delegated specific authority to approve all necessary project/procurement expenditure and release of funds from budgets/reserves (up to the approved limit above) through to completion and delivery.

(2)       Resolve that authority be given to the Head of Property and Regeneration to commence procurement for the refurbishment works to 70 East Street.