Agenda, decisions and minutes

To take any questions from members of the Public.

No questions had been submitted or were asked by members of the public.

No questions had been submitted or were asked by members of the public.

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 were made in items on the Agenda.

No declarations were made in items on the Agenda.

In December 2020 the Committee agreed to delegate authority to the Head of Operational Services to implement a parking permit scheme for up to a maximum of 10 staff and volunteers in delivering the vaccination programme. A request has since been made for additional spaces.

Following consideration, it was resolved that the Committee:

(1)      Agreed to delegate to the Head of Operational Services to implement a parking permit scheme at Bourne Hall Car Park for Fitznells Manor Surgery, as set out in paragraph 2.6 of this report.

In December 2020 the Committee agreed to delegate authority to the Head of Operational Services to implement a parking permit scheme for up to a maximum of 10 staff and volunteers in delivering the vaccination programme. A request has since been made for additional spaces. 

The Committee received a verbal introduction from the Head of Operational Services.

The following matters were raised by the Committee:

a)            Parking spaces: Members spoke about the number of requested parking spaces. It was noted that when the Borough begins the process of coming out of lockdown, the Council would look at reducing the number of parking permits from the proposed 40 as and when necessary.

b)           Future arrangements: Members noted the request from Surrey County Council to use Bourne Hall for some aspects of Covid-19 testing, and spoke about the increase in traffic-flow that may come as a result of this. Officers noted that they had spoken with representatives from both the proposed testing-centre and Fitzsnell Surgery to discuss parking arrangements, and that they felt able to facilitate both parties during lockdown.

Following consideration, it was resolved unanimously that the Committee:

(1)      Agreed to delegate to the Head of Operational Services to implement a parking permit scheme at Bourne Hall Car Park for Fitznells Manor Surgery, as set out in paragraph 2.6 of this report.

This report introduces the draft Epsom & Ewell Borough Council Pay Policy Statement for 2021/2022 and seeks approval of the statement, prior to its presentation to full Council and subsequent publication on the Council website.

Following consideration, it was resolved that the Committee:

(1)      Approved the draft Pay Policy Statement for 2021/2022; 

(2)      Agreed to refer the draft Pay Policy Statement 2021/2022  to Council for approval.

The Committee received a report introducing the draft Epsom & Ewell Borough Council Pay Policy Statement for 2021/2022 which seeks approval of the statement, prior to its presentation to full Council and subsequent publication on the Council website.

The Committee received a verbal introduction from the Head of Corporate Governance.

Following consideration, it was resolved unanimously that the Committee:

(1)      Approved the draft Pay Policy Statement for 2021/2022; 

(2)       Agreed to refer the draft Pay Policy Statement 2021/2022  to Council for approval.

To request grant funding from DWP’s Flexible Support Fund to set up a Youth Hub in the Borough, with delivery partners, and to match fund the bid with the offer of a location for the Youth Hub.

Following consideration, it was resolved that the Committee:

(1)      Agreed that the Head of Housing and Community, in consultation with the Chairman of Strategy and Resources Committee, the Chairman of the Community and Wellbeing Committee, the Chief Finance Officer, Chief Operating Officer and the Head of Property and Regeneration, submits an application to the Department for Work and Pensions to fund the establishment of a Youth Hub;

(2)      Agreed that the Council enters into an arrangement with delivery partners to deliver this initiative.

To request grant funding from DWP’s Flexible Support Fund to set up a Youth Hub in the Borough, with delivery partners, and to match fund the bid with the offer of a location for the Youth Hub.

The Committee received a verbal introduction from the Head of Housing.

The following matters were raised by the Committee:

a)            Location: Members noted the importance of a location that is well-served by transport links, and not costly to commute to. Officers noted that they would be looking for continuous innovation within the project, and will look to have discussions with representatives for alternative locations for future schemes. Officers also highlighted that a number of potential users may be unable to travel, so an element of outreach would be looked into so they can still be provided a service.

Councillor Barry Nash proposed an amendment to Recommendation 1, which was seconded by Councillor David Gulland. This amendment was to read:

(1)      Agreed that the Head of Housing and Community, in consultation with the Chairman of Strategy and Resources Committee, the Chairman of the Community and Wellbeing Community, the Chief Finance Officer, Chief Operating Officer and the Head of Property and Regeneration, submits an application to the Department for Work and Pensions to fund the establishment of a Youth Hub;

From:

(1)      Agreed that the Head of Housing and Community, in consultation with the Chairman of Strategy and Resources Committee, the Chief Finance Officer, Chief Operating Officer and the Head of Property and Regeneration, submits an application to the Department for Work and Pensions to fund the establishment of a Youth Hub;

The Committee agreed the amendment unanimously.

Following consideration, it was resolved unanimously that the Committee:

(1)      Agreed that the Head of Housing and Community, in consultation with the Chairman of Strategy and Resources Committee, the Chairman of the Community and Wellbeing Community, the Chief Finance Officer, Chief Operating Officer and the Head of Property and Regeneration, submits an application to the Department for Work and Pensions to fund the establishment of a Youth Hub;

(2)      Agreed that the Council enters into an arrangement with delivery partners to deliver this initiative.

This report provides an update on the approved 2020-2021 planned maintenance programme and requests approval for the planned maintenance programme for the next financial year 2021-2022.

Following consideration, it was resolved that the Committee:

(1)      Agreed to note the progress and anticipated spend at the end of the current year 2020/21;

(2)      Agreed to transfer the £68,000 projected underspend on 2020/21’s programme back to the Planned Maintenance Reserve for use in 2021/22;

(3)      Agreed to approve the 2021/22 planned maintenance programme at an estimated cost of £315,000 as set out in Appendix 2;

(4)      Agreed to delegate authority to the Head of Property and Regeneration to make changes within the 2021/22 planned maintenance programme to cover unforeseen matters (such as tender price variances) of up to, but not exceeding £20,000; subject to the Council’s financial and contract requirements.

The Committee received a report providing an update on the approved 2020-2021 planned maintenance programme and requesting approval for the planned maintenance programme for the next financial year 2021-2022.

The Committee received a verbal introduction from the Head of Property and Regeneration.

The following matters were raised by the Committee:

a)            Expenditure: Following a question from Members, the Officer clarified that the items and expenditures listed in Appendix 2 of the report were estimations based on past expenditures of what would be spent in an average year.

b)           Estimations: Members noted the two variants in budget estimations. The Officer noted that the 150% over-budget came as a result of additional items that were added in. Members commended the Head of Property and Regeneration for coming in under-budget.

Following consideration, it was resolved unanimously that the Committee:

(1)      Agreed to note the progress and anticipated spend at the end of the current year 2020/21;

(2)      Agreed to transfer the £68,000 projected underspend on 2020/21’s programme back to the Planned Maintenance Reserve for use in 2021/22;

(3)      Approved the 2021/22 planned maintenance programme at an estimated cost of £315,000 as set out in Appendix 2;

(4)      Agreed to delegate authority to the Head of Property and Regeneration to make changes within the 2021/22 planned maintenance programme to cover unforeseen matters (such as tender price variances) of up to, but not exceeding £20,000; subject to the Council’s financial and contract requirements.

This report summarises the proposed 2021/22 capital programme. The Committee’s approval is sought for the programme to be submitted to Council in February 2021.

Following consideration, it was resolved that the Committee:

(1)      Agreed to submit the capital programme for 2021/22 as identified in section 4 of the report to the Council for approval on 16 February 2021.

The Committee received a report summarising the proposed 2021/22 capital programme. The Committee’s approval is sought for the programme to be submitted to Council in February 2021.

The following matters were raised by the Committee:

a)            Outcome: Following a question from a Member, the Officer clarified that they would be purchasing a package designed to fit with the software that Revenues and Benefits already have.

Following consideration, it was resolved with 7 Members voting for, 2 abstentions, and the Chairman not voting that the Committee:

(1)      Agreed to submit the capital programme for 2021/22 as identified in section 4 of this report to the Council for approval on 16 February 2021.

This report sets out estimates for income and expenditure on services in 2021/22.

Following consideration, it was resolved that the Committee:

(1)      Agreed to recommend the 2021/22 service estimates for approval at the budget meeting of Full Council in February 2021;

(2)      Agreed to confirm the savings options set-out in section 6 for inclusion in the 2021/22 and 2022/23 budget estimates, to mitigate the council’s projected budget gap;

(3)      Agreed to support that any remaining budget gap for 2021/22 - after factoring in those savings agreed at recommendation 2 and savings agreed at other Policy Committees – should be funded from the Corporate Projects Reserve and Flexible Housing Support Grant, as set-out in section 3;

(4)      Agreed to recommend the 2021/22 fees and charges, as set-out in Appendix 1, for approval at the budget meeting of Full Council in February 2021.

The Committee received a report setting out estimates for income and expenditure on services in 2021/22.

The Committee received a verbal introduction from the Chief Accountant.

The following matters were raised by the Committee:

a)            Homelessness: Following a question from a Member, the Officer noted that as a result of the Coronavirus Pandemic, homelessness cases in the Borough have increased. It was noted that the Council holds a reserve to help manage homelessness, and that the Flexible Housing Support Grant is the most appropriate funding source for increased housing services.

A Member of the Committee requested that Recommendation 2 to be taken separately. 

Following consideration, it was resolved unanimously that the Committee:

(1)      Agreed to recommend the 2021/22 service estimates for approval at the budget meeting of Full Council in February 2021;

(3)      Agreed to support that any remaining budget gap for 2021/22 - after factoring in those savings agreed at recommendation 2 and savings agreed at other Policy Committees – should be funded from the Corporate Projects Reserve and Flexible Housing Support Grant, as set-out in section 3;

(4)      Agreed to recommend the 2021/22 fees and charges, as set-out in Appendix 1, for approval at the budget meeting of Full Council in February 2021.

Following consideration, it was resolved with 6 Members voting for, 1 Member voting against, 1 abstention and the Chairman not voting that:

(2)      Agreed to confirm the savings options set-out in section 6 for inclusion in the 2021/22 and 2022/23 budget estimates, to mitigate the council’s projected budget gap;

The Committee is asked to confirm as a true record the Minutes of the Meeting of the Committee held on 17 November 2020 (attached) and Special Meeting held on 22 December 2020 (to follow) and to authorise the Chairman to sign them.

The Minutes of the previous Meeting of the Committee held on 17 November 2020 and the Restricted Minutes of the Special Meeting held on 22 December 2020and the Minutes of the Special Meeting held on 22 December 2020 were agreed as a true record and the Committee authorised the Chairman to sign them.

The Minutes of the previous Meeting of the Committee held on 17 November 2020 and the Restricted Minutes of the Special Meeting held on 22 December 2020 and the Minutes of the Special Meeting held on 22 December 2020 were agreed as a true record and the Committee authorised the Chairman to sign them.

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.

Under Section 100(A)(4) of the Local Government Act 1972, the Committee passed a resolution to exclude the public from the meeting for Part Two of the Agenda 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.

Under Section 100(A)(4) of the Local Government Act 1972, the Committee passed a resolution to exclude the public from the meeting for Part Two of the Agenda 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 third parties and the public interest in maintaining the exemption currently outweighs the public interest in disclosing the information.

The decision for this item is recorded in a separate (not for publication) restricted Decision Notice.

The decision for this item is recorded in a separate (not for publication) restricted Decision Notice.