Agenda and decisions

Strategy and Resources Committee - Tuesday, 26th March, 2024 7.30 pm

Venue: Council Chamber - Epsom Town Hall, https://www.youtube.com/@epsomandewellBC/playlists. View directions

Contact: Email: democraticservices@epsom-ewell.gov.uk  tel: 01372 732000

Items
No. Item

1.

Questions and Statements from the Public

To take any questions or statements from members of the Public.

Decision:

One written question from a Member of the Public was received by the Committee to which a written response had been published in advance of the meeting. A supplementary question was asked by the member of the public. The Chair informed the member of the public that a written response would be provided within three weeks, which was the week commencing 15 April 2024.

One statement was received from a member of the public in relation to an item on the agenda (Chalk Pit).

2.

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.

3.

Minutes of Previous Meeting pdf icon PDF 311 KB

The Committee is asked to confirm as a true record the Minutes of the meeting of the Committee held 25 January 2024 (attached) and to authorise the Chair to sign them.

4.

Planned Maintenance Report 2024-25 pdf icon PDF 250 KB

This report provides an update on the current financial year’s approved 2023-24 planned maintenance programme and requests approval for the planned maintenance programme for the next financial year 2024-25.

Additional documents:

Decision:

Following consideration, the Committee unanimously resolved:

(1)       To note the progress and anticipated spend at the end of the current year 2023-24 as shown in Appendix 1 to the report.

(2)       To note the additional emergency works raised and carried out in the 2023-24 planned maintenance programme.

(3)       To approve the 2024/25 planned maintenance programme at an estimated cost of £562,000 as set out in Appendix 2 to the report, to be funded from planned maintenance budgets and the Property Maintenance Reserve.

(4)       Subject to the Council’s financial and contract requirements, to nominate and authorise the Head of Property and Regeneration to make changes within the 2024-25 planned maintenance programme to cover unforeseen matters (such as tender price variances) of up to, but not exceeding £20,000.

(5)       To agree to transfer the unspent budgets back to the Property Maintenance Reserve at the end of the financial year.

5.

Establish Town Hall site Working Group pdf icon PDF 222 KB

To establish a cross party Member Working Group to explore proposals around the development/disposal of the current Town Hall site.

Decision:

Following consideration, the Committee unanimously resolved to:

(1)       Establish a Strategy and Resources Member Working Group with terms of reference as set out in paragraph 2.3 and 2.4 of the report to take forward the work around the development/disposal of the current Town Hall site.

6.

Stoneleigh Flats For Temporary Accommodation pdf icon PDF 222 KB

This report proposes that the Council progresses the grant of an underlease from Surrey County Council to use two Stoneleigh Community Library maisonettes as temporary accommodation for homeless households.

 

Additional documents:

Decision:

Following consideration, the Committee unanimously resolved to:

(1)       Agree to the Council being granted a commercial underlease by Surrey County Council (as described in Exempt Appendix 1 to the report) to use Stoneleigh Community Library maisonettes for temporary homeless accommodation.

(2)       Agree to fund the required budget up to £15,000 from S106 developer funds.

(3)       Note that the Head of Property & Regeneration, Head of Housing & Community in consultation with the Chief Finance Officer will progress the matter to completion.

7.

Chalk Pit pdf icon PDF 315 KB

This report sets out the matters considered by the council’s Environment Committee on 23rd January 2024 in respect to the options available to respond to complaints of noise from Epsom Chalk Pit.

Following consideration, as funding could not be found from existing budgets and internal resource could not support the work, the Environment Committee resolved that Strategy and Resources Committee be requested to identify funds of £140,000 to instruct external noise consultants to conduct a fresh investigation into activities at Epsom Chalk Pit.

The £140,000 is the total sum anticipated to be needed and is made up of £40,000 for the work to be carried out, £50,000 to support any enforcement action/litigation and a further £50,000 payable to the Appellant in the event of a successful appeal. These amounts can not be considered in isolation from each other in considering the potential total cost to the council.

Members should note that such further external investigation would only proceed if a significant level of complaints continued, despite the required buildings being constructed and commissioned and officers agreed that, in their professional judgement, such work was warranted.

Additional documents:

Decision:

Following consideration, the Committee unanimously resolved to:

(1)       Consider the request from Environment Committee for additional funding, as set-out in the report, and:

(2)        Agree to reserve £40,000 for independent noise investigation and £100,000 for subsequent potential enforcement and litigation work, both funded from the corporate project reserves. To replenish the reserves, Environment committee must identify new or not previously identified savings or income for an equivalent amount by the end of the 25/26 financial year.

(3)       Authorise, and nominate the Head of Housing and Community, in consultation with the Chair of Environment Committee, to commence this work only when in their professional opinion the level of noise and complaints warrant such action following completion and commissioning of the required buildings with current or amended planning permission.