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.

No declarations of interest were made by Councillors regarding items on the agenda.

To confirm the Minutes of the Extraordinary Meeting of the Council held on 4 July 2022 and Minutes of the Meeting held on 28 July 2022.

The Minutes of the Extraordinary Meeting of the Council held on 4 July 2022 and Minutes of the Meeting held on 28 July 2022 were agreed as a true record and the Mayor was authorised to sign them.

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

It was with sadness that the Mayor informed the Council of the death of former Councillor John Sulllivan. The Mayor extended the Council’s thoughts and best wishes to former Councillor Sullivan’s family and close friends.

With sadness the Mayor also informed the Council of the death of Phil Gall, the Council’s Head of IT. The Mayor extended the Council’s thoughts and best wishes to Phil’s family and close friends.

The Mayor made a number of announcements relating to noteworthy events which he had attended over the past 5 months, and upcoming events over the Christmas period.

This report sets out the questions submitted which have been accepted under FCR 12, Part 4 Rules of Procedure, of the Constitution.

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

Three supplementary questions were asked and answers were given by the relevant Committee Chair.

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

Council received written statements from the Chair of Community and Wellbeing Committee, Environment and Safe Communities Committee and Licensing and Planning Policy Committee.

5 questions were asked relating to the statements and responded to by the relevant Committee Chair.

That Council adopt the revised Hackney Carriage and Private Hire Policy.

The Council received a report presenting the revised Hackney Carriage and Private Hire Policy for adoption.

Councillor Stephen McCormick MOVED the recommendation in the report.

Upon being put the recommendation was CARRIED unanimously.

Accordingly, it was resolved to:

(1)        Adopt the revised Hackney Carriage and Private Hire Policy attached at Annexe 1 of the report, as amended in accordance with the decision of the of the Licensing and Planning Policy Committee on 27 October 2022.

This report sets out the recommendations from Strategy and Resources Committee for proposed changes following the conclusion of Polling Places and Districts Review 2022.

Council received a report setting out the recommendations from Strategy and Resources Committee for proposed changes following the conclusion of the Polling Places and Districts Review 2022.

Councillor Neil Dallen MOVED the recommendations in the report.

Upon being put the recommendations were CARRIED unanimously.

Accordingly, it was resolved to:

(1)        Agree the location of the polling places and districts as set out in Appendix 1 to the report for a five-year period from 1st January 2023, or until it is superseded by any subsequent review of any polling place or district; and

(2)        Delegate to the Chief Executive in their capacity as the Council’s Returning Officer any ongoing review or change of polling places during this period, to ensure that polling arrangements in the Borough remain fit for purpose for each election called.

This report provides the Council with notification of a decision taken in accordance with the urgency procedure contained in part 4 of the Constitution.

Council received a report notifying it of a decision taken in accordance with the urgency procedure contained in part 4 of the Constitution.

Councillor Neil Dallen MOVED and Councillor Hannah Dalton SECONDED the recommendation in the report.

During debate, a Councillor asked for information relating to the administration of the Monitoring Officer’s duties. The Mayor informed the Councillor that such matters were not relevant to this item and that the Council was asked to note the decision of the Strategy and Resources Committee in accordance with the requirements of the Constitution.

Upon being put the recommendation was CARRIED with 29 votes for, 1 against and the Mayor not voting.

Accordingly, it was resolved to:

(1)        Note that the decision of the Strategy and Resources Committee on 29 September 2022 in relation to the “Extension of Interim Monitoring Officer Appointment” item was taken in accordance with the urgency procedure set out in the Overview and Scrutiny Procedure Rules of Part 4 of the Constitution.

Approval of the extended Municipal Calendar from May 2023 to July 2024.

Council received a report seeking approval of the extended Municipal Calendar from May 2023 to July 2024.

Councillor Neil Dallen MOVED and Councillor Hannah Dalton SECONDED the recommendation in the report.

Upon being put the recommendation was CARRIED with 29 votes in favour, 1 abstention and the Mayor not voting.

Accordingly, it was resolved to:

(1)        Approve the Municipal Calendar for 2023-2024.

This report sets out notices of motions ruled in order.

Council received one Motion submitted under FCR 14 of Part 4 of the Council’s Constitution.

Motion 1: “Providing Homes for the Residents of Epsom and Ewell”

The Council resolved by a majority vote to refer this Motion to the Licensing and Planning Policy Committee for consideration.

The Council 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 paragraphs 1 and 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 Council passed a resolution by majority decision 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 paragraphs 1 and 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 Committee and third parties and the public interest in maintaining the exemption currently outweighs the public interest in disclosing the information.

Council received a report seeking approval to the extension of the appointment of the Interim Chief Executive and asking it to consider the officer management capacity following the announcement of the departure of the Director of Environment, Housing and Regeneration.

Councillor Neil Dallen MOVED and Councillor Hannah Dalton SECONDED the recommendations in the report.

Upon being put the recommendation 1 was CARRIED unanimously, and recommendation 2 was CARRIED with 29 votes in favour, 1 vote against and the Mayor not voting.

Accordingly, it was resolved to:

(1)        Agree to extend the appointment of the Director of Corporate Services as Interim Chief Executive until such time as a new Chief Executive is appointed

(2)        Agree to the appointment of up to two senior interim Directors to join the Senior Management Team, in each case for periods of up to 9 months in order to provide management cover, pending the appointment and commencement of permanent staff in these positions. In each case, this will be either through internal acting up arrangements in the first instance or by external temporary appointments.  A Member Appointments Panel will be established for an external appointment.