Agenda, decisions and minutes

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

No questions or statements were received from members of the Public.

To receive declarations of any Disclosable Pecuniary Interests or other registrable or non-registrable interests from Members in respect of any item to be considered at the meeting.

Fees and Charges 2025/26

Councillor Christine Cleveland, Other Interest: Councillor Christine Cleveland declared that she had a non-prejudicial interest as she held an allotment holder in the Borough.

Councillor Julie Morris, Other Interest: Councillor Julie Morris declared that she had a non-prejudicial interest as she held an allotment holder in the Borough.

The Committee is asked to confirm as a true record the Minutes of the Meeting of the Committee held on 15 October 2024 (attached) and to authorise the Chair to sign them.

The Committee agreed (6 votes for, 1 against, and 1 abstaining) that the minutes of the meeting of the Committee held on 15 October 2024 were a true record, and authorised the Chair to sign them.

To report to the committee the annual statement of the Alternative Transport councillor champion.

The Committee unanimously resolved to:

(1)          Receive and note the annual statement of the Alternative Transport councillor champion.

The Committee received a report providing the annual statement of the Alternative Transport councillor champion.

The Committee considered the following matters:

a)            Zone 6 for Epsom Station. In response to a comment from a Member, the Alternative Transport Champion advised that the matter of Epsom Station being included within Zone 6 remained under discussion, and that any queries on the matter would be best directed to the MP for Epsom & Ewell.

b)            Bike Security and Parking. In response to a question from a Member, the Alternative Transport Champion advised that anyone leaving their bike unattended at a bike rack should always take precautions to ensure their bike is locked securely. He stated that the subject of bike security and parking was addressed within the Stoneleigh and Auriol Neighbourhood Plan and within the Epsom & Ewell draft local plan.

Following consideration, the Chair thanked the Alternative Transport councillor champion for their work and report and the Committee unanimously resolved to:

(1)          Receive and note the annual statement of the Alternative Transport councillor champion.

This report proposes updates to the Burial Policy for Epsom Cemetery, including the extension of expiring grave leases for an additional 25 years, an adjustment of the standard lease duration from 40 to 75 years, and the halting of both the sale of 11-foot graves and the practice of pre-purchasing graves.

The Committee unanimously resolved to:

(1)          Agree to extend expiring grave leases for an additional 25 years, with charges set at £350 for residents and £500 for non-residents as from 1 April 2025.

(2)          Agree to adjust the standard lease duration from 40 year to 75 years, with a 15% increase in current charges as from 1 April 2025.

(3)          Agree to halt the sale of graves for future use effective immediately.

(4)          Agree to halt the sale of 11 foot graves effective immediately.

The Committee received a report proposing updates to the Burial Policy for Epsom Cemetery, including the extension of expiring grave leases for an additional 25 years, an adjustment of the standard lease duration from 40 to 75 years, and the halting of both the sale of 11-foot graves and the practice of pre-purchasing graves.

The Committee considered the following matters:

a)            Amendment to Wording of Recommendation 3. The Chair proposed that the wording of recommendation 3 be amended to remove ‘pre-purchasing’, for the purpose of clarity. The proposal was seconded by the Vice-Chair. Subsequently, the Committee unanimously agreed to amend the wording as proposed.

b)            Contacting Grave Leaseholders. In response to a question from a Member, the Assistant Head of Service (Streetcare) explained that reasonable steps are taken to contact leaseholders, when necessary, via contact details held on record such as email, postal address and phone number, and where no contact details are on record a written notice is left at the grave for 6-month period.

c)            Historic Pre-Purchases. In response to a question from a Member, the Chair confirmed that any historic pre-purchases on graves would be honoured – however, should the Committee agree to recommendation 3, no further pre-purchases would be sold.

Following consideration, the Committee unanimously resolved to:

(1)          Agree to extend expiring grave leases for an additional 25 years, with charges set at £350 for residents and £500 for non-residents as from 1 April 2025.

(2)          Agree to adjust the standard lease duration from 40 year to 75 years, with a 15% increase in current charges as from 1 April 2025.

(3)          Agree to halt the sale of graves for future use effective immediately.

(4)          Agree to halt the sale of 11 foot graves effective immediately.

Every council that is responsible for public rights of way must have a Rights of Way Improvement Plan which sets out how public rights of way meet the needs of the public now and in the future.

Surrey County Council have published a ‘Surrey Rights of Way Improvement Plan’, Consultation Draft for comment. This would be the third version of the Plan, the last version of the Plan being adopted in 2014. The consultation on the draft Plan closes 9th February 2025.

The consultation document is split into 11 objectives. Proposed comments on the consultation are attached at Appendix 1.

The Committee unanimously resolved to:

(1)          Note the contents of the consultation.

(2)          Approve the draft response (attached at Appendix 1 of the report).

The Committee received a report providing Surrey County Council’s ‘Surrey Rights of Way Improvement Plan’ draft consultation and providing proposed comments on the consultation.

Following consideration, the Committee unanimously resolved to:

(1)          Note the contents of the consultation.

(2)          Approve the draft response (attached at Appendix 1 of the report).

To report to the Council two decisions taken by the Acting Director Corporate Services on the grounds of urgency, in compliance with the requirements of the Constitution

The Committee unanimously resolved to:

(1)          Note the urgent decisions taken and the reasons for those decisions.

The Committee received a report to on two decisions taken by the Acting Director of Corporate Services on the grounds of urgency, in compliance with the requirements of the Constitution.

Following consideration, the Committee unanimously resolved to:

(1)          Note the urgent decisions taken and the reasons for those decisions.

This report summarises the proposed 2025/26 capital programme and a provisional programme for 2026/27 to 2029/30. The Committee’s approval is sought for the programme to be submitted to Council in February 2025.

The Committee resolved (7 for, and 1 abstaining) to:

(1)          Submit the capital programme for 2025/26 as identified in section 3 of the report to the Council for approval on 11 February 2025;

(2)          Note the provisional forecast of schemes for the capital programme for 2026/27 to 2029/30.

The Committee received a report summarising the proposed 2025/26 capital programme and a provisional programme for 2026/27 to 2029/30. The Committee’s approval was sought for the programme to be submitted to Council in February 2025.

The Committee considered the following matters:

a)            CIL Funding. In response to a question from a Member, the Head of Place Development and Chief Accountant confirmed that CIL funding can only be used for new development and cannot be used to repair or replace existing deficiencies. The Chief Accountant stated that the possibility of upgrading the Court Recreation Ground 3G football pitch to a 5G pitch was explored, but it transpired that the upkeep and running costs of a 5G pitch would have been unviable. She stated that, going forward, greater investigations would be made into where CIL funding could be utilised for developments over capital receipts.

b)            Streamlining of Schemes. In response to a comment from a Member, the Chief Accountant explained that capital schemes often require streamlining in order to preserve a balance in the capital receipts reserve. She stated that, in instances where projects are reduced in scope, such as the reduction from three storeys to one for the Ashley centre car park waterproof membrane project, it is not to say that those works will never be done, and provided reassurance that the works may still be considered as part of future schemes.

c)            Tendering Process. In response to a question from a Member, the Chief Accountant explained that initial estimates are often sought prior to going out to tender in order to ascertain the financial viability of a scheme.

Following consideration, the Committee resolved (7 for, and 1 abstaining) to:

(1)          Submit the capital programme for 2025/26 as identified in section 3 of the report to the Council for approval on 11 February 2025;

(2)          Note the provisional forecast of schemes for the capital programme for 2026/27 to 2029/30.

To consider the implications of the previously agreed budget saving as set out in the 15 October 2024 Environment Committee ‘2025/26 BUDGET TARGETS’ report.

The Committee unanimously resolved to:

(1)          Authorise the decision to reinstate the budget of £30,000 to ‘Review of Borough Beautification (flowers and planting)’ for 2025/26 and subsequent future years, noting the implications of the decision taken on 15 October 2024 and that alternative savings will be made from increased rental income from buildings within Parks to allow for this change.

The Committee received a report considering the implications of the previously agreed budget saving as set out in the 15 October 2024 Environment Committee ‘2025/26 BUDGET TARGETS’ report.

The Committee considered the following matters:

a)            Positive Influence of Flowers and Planting. The Committee considered the positive effects and social benefits of enhancing the appearance of the borough through flowers and planting, including improving mental wellbeing for residents, and creating an increase in footfall in planted areas.

b)            Planting Methods and Materials. In response to comments from a Member, the Assistant Head of Service (Streetcare) explained that the Council had switched to using sustainable plant bedding c.10 years ago. She stated that the Council explores the market regularly and stays updated on current best practices and materials for planting.

c)            Income Generation from Parks. In response to a question from a Member, the Assistant Head of Service (Streetcare) explained that income was being generated through the rental of pavilions within the borough’s parks, which would cover the £30,000 required for flowers and planting.

Following consideration, the Committee unanimously resolved to:

(1)          Authorise the decision to reinstate the budget of £30,000 to ‘Review of Borough Beautification (flowers and planting)’ for 2025/26 and subsequent future years, noting the implications of the decision taken on 15 October 2024 and that alternative savings will be made from increased rental income from buildings within Parks to allow for this change.

This report seeks the agreement of the Committee for off street parking fees and charges for 2025/26 as proposed by the Car Park Working Group. The report also proposes alignment of the evening tariffs in Epsom on a Monday to Saturday, a concessionary rate for performers and crew at the Epsom Playhouse and the continuation of Christmas parking offers.

The Committee resolved (6 for, 1 against, 1 abstaining) to:

(1)          Agree the proposed fees and charges as set out in section 3 of the report.

(2)          Agree the proposed parking permit prices as set out in Appendix 1 of the report.

The Committee unanimously resolved to:

(3)          Agree to a concessionary rate being offered to a limited number of Epsom Playhouse performers, cast, crew or technical team as outlined in Section 3.9 and 3.10 of the report, with immediate effect.

(4)          Agree to the concessionary rate of Christmas parking as outlined in Section 3.11, 3.12 and 3.13 of the report, for the next two years.

The Committee resolved (5 for, 1 against, 2 abstaining) to:

(5)          Nominate and Authorise the Head of Housing & Community to give such notice(s) and/or make such order as is considered necessary in order to give effect to the above recommendations. That any representations to these proposals are brought back to Environment Committee in March 2025.

The Committee received a report seeking agreement for off-street parking fees and charges for 2025/26 as proposed by the Car Park Working Group. The report also proposed alignment of the evening tariffs in Epsom on a Monday to Saturday, a concessionary rate for performers and crew at the Epsom Playhouse and the continuation of Christmas parking offers.

The Committee considered the following matters:

a)            Car Park Working Group. The Chair confirmed that the fees and charges increases as set out in the report had been discussed and proposed by the Car Park Working Group.

b)            Amendment to Wording of Recommendation 3. Councillor Julie Morris proposed that the wording of recommendation 3 be amended to include ‘with immediate effect’. The proposal was seconded by the Vice-Chair. Subsequently, the Committee unanimously agreed to amend the wording as proposed.

c)            Tracking Car Park Usage at Christmas. In response to a question from a Member, the Parking Manager explained that it is challenging to determine precise numbers in terms of car park usage in particular car parks during the free-parking period over Christmastime due to car park users not being required to interact with the payment systems.

d)            Amendment to Wording of Recommendation 4. Councillor Julie Morris proposed that the wording of recommendation 4 be amended to set out that the decision be effective for a duration of two years. The proposal was seconded by Councillor Kieran Persand. Subsequently, the Committee agreed (5 for, 1 against, 1 Abstaining, and the Chair not voting) to amend the wording as proposed.

e)            Cost and Charges Considerations. The Committee considered the cost to the Council in running and maintaining its car parks and the importance of monitoring and reviewing car park fees and charges to ensure they are set to an appropriate rate.

Following consideration, the Committee resolved (6 for, 1 against, 1 abstaining) to:

(1)          Agree the proposed fees and charges as set out in section 3 of the report.

(2)          Agree the proposed parking permit prices as set out in Appendix 1 of the report.

The Committee unanimously resolved to:

(3)          Agree to a concessionary rate being offered to a limited number of Epsom Playhouse performers, cast, crew or technical team as outlined in Section 3.9 and 3.10 of the report, with immediate effect.

(4)          Agree to the concessionary rate of Christmas parking as outlined in Section 3.11, 3.12 and 3.13 of the report, for the next two years.

The Committee resolved (5 for, 1 against, 2 abstaining) to:

(5)          Nominate and Authorise the Head of Housing & Community to give such notice(s) and/or make such order as is considered necessary in order to give effect to the above recommendations. That any representations to these proposals are brought back to Environment Committee in March 2025.

This report recommends fees and charges for which this Committee is responsible, with the new charges being effective from 1 April 2025.

The Committee resolved (6 for, 1 against, 1 abstaining) to:

(1)          Agree the fees and charges for 2025/26 as set out at Appendices 1 and 2 of the report.

The Committee received a report recommending fees and charges for which this Committee is responsible, with the new charges being effective from 1 April 2025.

The Committee considered the following matters:

a)            Accounting for Inflation. In response to a question from a Member, the Chief Accountant explained that the increase to fees and charges for discretionary services had been proposed at 6% each year for a three-year period (2023/24 - 2025/26) to combat the extraordinary c.11% inflation rate of 2022.

Following consideration, the Committee resolved (6 for, 1 against, 1 abstaining) to:

(1)          Agree the fees and charges for 2025/26 as set out at Appendices 1 and 2 of the report.

This report sets out budget estimates for income and expenditure for Environment Committee services in 2025/26.

The Committee resolved (7 for, 1 abstaining) to:

(1)          Recommend the 2025/26 service estimates for approval at the budget meeting of Full Council in February 2025.

The Committee received a report setting out budget estimates for income and expenditure for Environment Committee services in 2025/26.

Following consideration, the Committee resolved (7 for, 1 abstaining) to:

(1)          Recommend the 2025/26 service estimates for approval at the budget meeting of Full Council in February 2025.