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 Meeting of the Council held on 25 July 2023 and Minutes of the Extraordinary Meeting of the Council held on 24 October 2023.

The Minutes of the Meeting of the Council held on 25 July and Extraordinary Meeting on 24 October 2023 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.

The Mayor made a number of announcements relating to noteworthy recent and upcoming events.

It was with sadness that the Mayor informed the meeting that the Council’s Head of ICT had recently passed away. As a mark of respect, the Council stood in a minute’s silence.

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

Eight questions had been addressed to Committee Chairs, to each of which a written answer had been provided and published.

Six 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.

The Council received written statements from the Chair of the Licensing and Planning Policy Committee, Chair of the Community & Wellbeing Committee and Chair of the Crime and Disorder Committee.

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

A policy to govern the use of video surveillance systems (VSS) and to note the work to bring the Council into compliance with the Biometric and Surveillance Commissioners Code of Practice.

Council received a report presenting a policy to govern the use of video surveillance systems (VSS) and to note the work to bring the Council into compliance with the Biometric and Surveillance Commissioners Code of Practice.

Councillor Alex Coley MOVED the recommendation in the report.

Upon being put the recommendation was unanimously CARRIED.

Accordingly, it was resolved to:

(1)      Adopt the policy as set out in appendix 1 to the report.

A policy to ensure the Council’s Community Safety resource is effectively targeted at tackling antisocial behaviour and supporting victims.

Council received a report presenting a Community Safety Intervention Policy.

Councillor Alex Coley MOVED the recommendation in the report.

Upon being put the recommendation was unanimously CARRIED.

Accordingly, it was resolved to:

(1)      Agree to adopt the Community Safety Intervention Policy as set out in appendix 1 to the report.

To recommend the Council adopt the revised Hackney Carriage and Private Hire Policy.

Council received a report recommending it to adopt the revised Hackney Carriage and Private Hire Policy.

Councillor Steven McCormick MOVED the recommendation in the report.

Upon being put the recommendation was unanimously CARRIED.

Accordingly, it was resolved to:

(1)           In accordance with the decision of the Licensing and Planning Policy Committee on 26 September 2023, adopt the revised Hackney Carriage and Private Hire Policy attached at Appendix 1 to the report as amended.

This report provides information and options about the staff pay award which was considered by the Strategy and Resources Committee on the 14th November 2023.  The committee made a recommendation which Council is asked to approve and recommend for inclusion in the 2024/25 budget setting process.

Council received a report providing information and options about the staff pay award which was considered by the Strategy and Resources Committee on 14 November 2023. 

Councillor Neil Dallen MOVED the recommendation in the report.

Upon being put the recommendation was unanimously CARRIED.

Accordingly, it was resolved to:

(1)      Agree the recommendation from the Strategy and Resources Committee for a 6% staff pay award (Option 4), and that this should be implemented and taken forward into the 2024/25 budget setting process.

This report contains recommendations from this Council’s Standards and Constitution Committee following its review of the work that has taken place since August by the Monitoring Officer with the support of external Counsel in consultation with the Chair and Vice Chair of Standards and Constitution Committee and its Constitutional Working Group (‘CWG’) on updates to the Council’s Constitutional required to give effect to the changes adopted back in May 2023.

Council received a report containing recommendations from the Standards and Constitution Committee on updates to the Council’s Constitution.

Councillor Liz Frost MOVED the recommendation in the report.

An amendment to the recommendations was MOVED by Councillor Chris Ames and SECONDED by Councillor Kate Chinn.

The proposed amendment was as follows:

“Remove reference to annexe 4-2; and add (as additional recommendation):

‘Remit annexe 4-2 to the Constitution Working Group for redrafting, with the aim of producing a Protocol that facilitates and does not unnecessarily restrict the right of residents to take part in public meetings, or produce an undue administrative burden on officers.”

Councillor Liz Frost (as proposer of the original motion) did not accept the proposed amendment, and accordingly the amendment was debated by the Council.

Upon being put the amendment was LOST with 12 votes for, 13 votes against 4 abstentions and the Mayor not voting.

Following the resolution of the amendment, the substantive motion (which was the recommendations of the Standards and Constitution Committee) was debated and put to a vote.

Upon being put the recommendation was CARRIED with 20 votes for, 2 votes against, 7 abstentions and the Mayor not voting.

Accordingly, it was resolved to:

(1)       Approve the updated Appendices (1, 2, 3 and 4) and Annexes (2-4, 2-5, 3-3, 4-2, 4-7, 5-1, 5-2, 5-3 and 6-2).

Approval of the extended Municipal Calendar from May 2024 to July 2025.

Council received a report seeking approval of the extended Municipal Calendar from May 2024 to July 2025.

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

Upon being put the recommendation was unanimously CARRIED.

Accordingly, it was resolved to:

(1)      Approve the Municipal Calendar for 2024-2025.

To report to Council the decisions taken by the Chief Executive and Directors on the grounds of urgency, in compliance with Appendix 2 to the Constitution – The Scheme of Delegation paragraph 3.1.

Council received a report setting out the decisions taken by the Chief Executive and Directors on the grounds of urgency, in compliance with Appendix 2 to the Constitution – The Scheme of Delegation paragraph 3.1.

The Mayor informed the Council that an addendum to the report had been published in advance of the meeting as a supplement to the agenda.

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

Upon being put the recommendation was unanimously CARRIED.

Accordingly, it was resolved to:

(1)      To note the urgent decisions taken and the reason for those decisions.

This report sets out notices of motions ruled in order.

The Council received one Motion submitted under FCR 14 of Appendix 4 of the Constitution.

Motion 1

The Council resolved by majority vote to debate this Motion at the meeting.

In pursuance of the Council’s Rules of Procedure, Councillor Neil Dallen MOVED and Councillor Kate Chinn SECONDED the following Motion.

Motion

“Epsom and Ewell Borough Council (EEBC) is committed to welcoming asylum seekers and refugees fleeing violence and persecution in their own countries to the Borough of Epsom & Ewell.

EEBC work with, and support, the Epsom and Ewell Refugee Network (ERN) which is an enthusiastic group of local people committed to the common goal of helping refugees and asylum seekers who find themselves in this area who need our help.

Although with the shortage of homes for borough residents we cannot currently prioritise housing over and above our own residents needs we will continue to work with ERN in their search for alternative housing options both now and in the future.

ERN aim to help in the following ways:

·                     Helping to build a local network and support for those moving into Epsom & Ewell.

·                     Connecting with people and organisations who can help with English classes, housing, clothing, food and other essential needs.

·                     Organising social events to enable refugees and supporters to meet others and learn from shared experiences.

·                     Working with other charities and organisations who can assist and offer advice and support.

·                     Collecting goods and donations to help refugees in the UK and abroad.

·                     Coming together to try and address some of the greater issues around the current refugee crisis

A welcoming, fair and inclusive environment benefits everyone and builds resistance to the threats of fear, discontent, urban unrest and extremism.

In order to strengthen our commitment to those who face the ordeal of being separated from their families and home, this Council pledges to continue to work with, and support, the ERN in their excellent work and to assist their application to make Epsom and Ewell a Borough of Sanctuary.”

Upon being put the motion was CARRIED with 28 votes for and 1 abstention.

Accordingly the Council resolved that:

Epsom and Ewell Borough Council (EEBC) is committed to welcoming asylum seekers and refugees fleeing violence and persecution in their own countries to the Borough of Epsom & Ewell.

EEBC work with, and support, the Epsom and Ewell Refugee Network (ERN) which is an enthusiastic group of local people committed to the common goal of helping refugees and asylum seekers who find themselves in this area who need our help.

Although with the shortage of homes for borough residents we cannot currently prioritise housing over and above our own residents needs we will continue to work with ERN in their search for alternative housing options both now and in the future.

ERN aim to help in the following ways:

·                     Helping to build a local network and support for those moving into Epsom & Ewell.

·                     Connecting with people and organisations who can help with English classes, housing, clothing, food and other essential needs.

·                     Organising  ...  view the full minutes text for item 41.

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 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 Council passed a resolution by majority decision (with 22 votes for, 6 votes against and the Mayor not voting) 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 the public interest in maintaining the exemption currently outweighs the public interest in disclosing the information.

The Council received a report providing the recommendations of the Strategy and Resources Committee on the Strategic Outline Business case for a new civic office in 70 East Street, Epsom.

Councillor Neil Dallen MOVED the recommendation in the report.

Upon being put the recommendation was CARRIED with 25 votes for, 1 against, 2 abstentions and the Mayor not voting.

Accordingly it was resolved to:

(1)       Note the update in respect to 70 East Street

(2)       Approve the Strategic Outline Business case to establish the Council’s new Civic Offices at 70 East Street, Epsom and approve:

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

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

(3)       Approve an indicative capital budget of up to £7.0 million and a revenue budget of up to £0.5m for programme delivery.

(4)       Approve funding Option 3, as set out in the Strategic Outline Business Case, noting the specific agreements regarding the optimal use of the existing Town Hall site.

(5)       Approve an implementation programme, supported with appropriate governance, be established to oversee the mobilisation to the new building.

(6)       Approve delegated authority to The Chief Executive and Interim Director of Environment, Housing and Regeneration (or subsequent permanent Director), in consultation with the S151 officer, 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.