Agenda and draft minutes

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.

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 22 July 2025.

The Minutes of the Meeting of the Council held on 22 July 2025 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 thanked Reverend Joshva Raja for acting as Chaplin at the meeting and at the Act of Remembrance the previous month. With sadness the Mayor informed the Council that his Chaplin, Margaret Marsh was on leave of absence following the recent passing of her husband. The Mayor expressed that he was aware that there were 3 Councillors present who had also suffered bereavements recently and expressed the Council’s love and sympathy to all.

The Mayor made a number of announcements relating to noteworthy recent and upcoming events and invited Councillor Alex Coley to provide the Council with a statement on behalf of the former Mayor, Councillor Steve Bridger who was unable to attend the meeting. The statement updated the Council on the amount of money raised for the 3 charities selected during Councillor Bridger’s Mayoral year.

To receive statements from Chairs of the Council’s Policy Committees, briefing Members on current events and issues.

The Council received written statements from the Chair of the Environment Committee and Chair of the Licensing and Planning Policy Committee.

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

This report presents the Municipal Calendar of ordinary meetings from May 2026 to April 2027.

Council received a report presenting the Municipal Calendar of ordinary meetings from May 2026 to April 2027.

Councillor Neil Dallen MOVED and Councillor Hannah Dalton SECONDED the motion.

Following consideration, it was unanimously resolved to:

(1)        Approve the Municipal Calendar of ordinary meetings for 2026-2027.

This report requests the Council’s approval for the appointment of Councillor Alan Williamson as the Alternative Transport Champion for the remainder of the 2025-26 Municipal Year, in accordance with Annex 2.1 of the Operating Framework.

Council received a report requesting its approval for the appointment of Councillor Alan Williamson as the Alternative Transport Champion for the remainder of the 2025-26 Municipal Year, in accordance with Annex 2.1 of the Operating Framework.

Councillor John Beckett MOVED and Councillor Rachel King SECONDED the motion.

Councillor Chris Ames MOVED and Councillor Alex Coley SECONDED a nomination of Councillor Rob Geleit to the appointment. Following receipt of this nomination, the Mayor informed the Council that a ballot would be held.

The results of the ballot were as follows: Councillor Alan Williamson, 17 votes, Councillor Rob Geleit, 11 votes.

Accordingly, it was resolved to:

(1)       Approve the appointment of Councillor Alan Williamson as the Alternative Transport Champion for the remainder of the 2025-26 Municipal Year.

This report provides the Council with notification of committee decisions taken in accordance with the urgency procedure contained in Annex 4.6 of the Operating Framework.

Council received a report providing it with notification of committee decisions taken in accordance with the urgency procedure contained in Annex 4.6 of the Operating Framework.

Councillor Neil Dallen MOVED and Councillor Hannah Dalton SECONDED the motion.

Following consideration, it was resolved with 22 votes for, 6 abstentions and the Mayor not voting to:

(1)        Note the decision of the Strategy and Resources Committee on 25 September 2025.

(2)        Note the decision of the Environment Committee on 14 October 2025.

(3)        Note the decision of the Licensing and Planning Policy Committee on 25 November 2025.

The Annual Governance Statement (“Statement”) is an important document which provides assurance concerning the council’s governance arrangements, both financial and non-financial. It is prepared on an annual basis for inclusion in the Statement of Accounts.

The Statement was taken to Audit and Scrutiny Committee for approval in July 2025, as per its terms of reference. The Statement has been brought to Full Council to ensure all Members are conversant with its contents. Please note the information within the Statement is accurate as of 1 July 2025 (as per its production timeline).

Council received a report presenting the Annual Governance Statement 2024-25

Councillor Steven McCormick MOVED the recommendations in the report..

An amendment to the recommendations was MOVED by Councillor James Lawrence and SECONDED by Councillor Chris Ames. The proposed amendment was as follows:

“To add the following recommendation:?

·       Note that point G. of Core CIPFA governance principle be considered “Some development or areas for improvement”?”

?The amendment was not accepted by the proposer of the original motion and accordingly was debated by the Council. Upon being put to the vote the amendment was LOST with 9 votes for, 19 votes against and the Mayor not voting.

An amendment to the recommendations was MOVED by Councillor Chris Ames and SECONDED by Councillor Alex Coley. The proposed amendment was as follows:

“Add text:?

·       Note that the Statement is significantly different from the document approved by the Audit and Scrutiny Committee in July.?

·       Note that, although the Audit and Scrutiny Committee resolved at its July meeting to Approve the Statement before it, “noting the questions and comments raised by Audit and Scrutiny Members”, the document at Appendix 1 does not reflect questions and comments made by committee members.?”

The amendment was not accepted by the proposer of the original motion and accordingly was debated by the Council. Upon being put to the vote the amendment was LOST with 9 votes for, 19 votes against and the Mayor not voting.

Upon being put, the recommendations of the substantive motion were CARRIED as follows:

The Council agreed with 19 votes for, 9 votes against and the Mayor not voting to:

(1)       Note the Annual Governance Statement 2024-2025 as set out at Appendix 1 to the report.

This report outlines the latest developments and updates on Devolution and Local Government Reorganisation (LGR) following the decision from the Ministry of Housing, Communities and Local Government (MHCLG) on 28 October 2025 to implement the 2 unitary proposal for Surrey.

Council received a report outlining the latest developments and updates on Devolution and Local Government Reorganisation (LGR) following the decision from the Ministry of Housing, Communities and Local Government (MHCLG) on 28 October 2025 to implement the 2 unitary proposal for Surrey. The report included a recommendation nominating Councillor Hannah Dalton to be appointed representative for Epsom & Ewell Borough Council on any relevant LGR Joint Committee.

Councillor John Beckett MOVED and Councillor Rachel King SECONDED the motion.

Councillor James Lawrence MOVED and Councillor Chris Ames SECONDED a nomination of Councillor Alex Coley to the appointment proposed in recommendation 5 of the report. Following receipt of this nomination, the Mayor informed the Council that a ballot would be held.

The results of the ballot were as follows: Councillor Hannah Dalton, 17 votes, Councillor Alex Coley, 11 votes.

Following consideration, it was resolved with 23 votes for, 4 abstentions and the Mayor not voting to:

(1)       Note the updates for LGR in Surrey, particularly the decision and relevant information from MHCLG;

(2)       Agree to the establishment of the East Surrey Joint Committee on a voluntary basis, effective immediately, that shall be constituted and be established under the provisions of section 101(5) (arrangements for discharge of functions by local authorities) of the Local Government 1972 Act and pursuant to the requirements of the draft Surrey (Structural Changes) Order 2026.

(3)       Note that upon enactment of the Surrey (Structural Changes) Order 2026, the voluntary East Surrey Joint Committee shall become the Joint Committee required to be established under the provisions of that legislation and that this will be constituted and established under the provisions as set out above in Recommendation 2.

(4)       Agree and adopt the Terms of Reference and Terms of Procedure set out within Appendix 1 to the report for all forms of an East Surrey Joint Committee.

(5)       Delegate to the Chief Executive, Directors and Head of Legal any necessary authority to support the establishment, operation and decision making required by and in support of any relevant LGR Joint Committees (to include any informal working groups).

It was resolved in accordance with the ballot detailed in the Minutes above to:

(6)        Approve Cllr Dalton as the appointed representative for Epsom & Ewell Borough Council on any relevant LGR Joint Committee;

The following report proposes an update to the Council’s Scheme of Delegation relevant to its Revenues and Benefits and Public Protection departments.

Council received a report proposing an update to the Council’s Scheme of Delegation relevant to its Revenues and Benefits and Public Protection departments.

Councillor John Beckett MOVED and Councillor Rachel King SECONDED the motion.

Following consideration, it was resolved with 23 votes for, 4 abstentions and the Mayor not voting to:

(1)        Approve and adopt the updates to the Council’s Constitution, as set out within Appendix 1 to the report

This report presents the findings of the Community Governance Review’s Phase 1 consultation regarding the creation of Civil Parishes and associated Parish Councils in the Borough of Epsom and Ewell. It also provides information related to the potential financial implications, including estimated precepts and the implications of the possible transfer of key community assets.

Members of the Council are asked to review this information and make a decision as to whether the Council proceeds to the next stage of its Community Governance Review (CGR), or whether the CGR process is stopped now following the completion of the Phase 1 consultation. If Members decide to continue to the next stage of CGR, they are invited to consider what the recommendations should be that are consulted upon, based upon the outcome of the Phase 1 consultation and the further information contained within this report.

Council received a report presenting the findings of the Community Governance Review’s Phase 1 consultation regarding the creation of Civil Parishes and associated Parish Councils in the Borough of Epsom and Ewell. It also provided information related to the potential financial implications, including estimated precepts and the implications of the possible transfer of key community assets.

The report requested the Council to make a decision as to whether to proceed to the next stage of its Community Governance Review (CGR), or whether the CGR process is stopped following the completion of the Phase 1 consultation.

If the Council decided to proceed to the next stage, the report invited Members to consider what the recommendations should be that are consulted upon, based upon the outcome of the Phase 1 consultation and the further information contained within the report.

Councillor John Beckett MOVED and Councillor Rachel King SECONDED the motion.

An amendment to recommendation 2 was MOVED by Councillor Steven McCormick and SECONDED by Councillor Bernice Froud. The proposed amendment was as follows:

“Replace wording of Recommendation 2 (vii) with text as follows:?

?(2) (vii) Authorise the Chief Executive and Head of Legal and Democratic Services, in consultation with the Leader of the Council and Chair of Standards and Constitution Committee, to approve the Phase2 Consultation Questions and Terms of Reference once final typographical changes have been completed and to take all and any necessary action to progress the Community Governance Review(which for the avoidance of doubt, does not empower those named officers to make the final decision on whether to make a Reorganisation Order)?”

The amendment was accepted by the proposer of the original motion and it became part of the substantive motion under FCR 17.8 of Appendix 4 of the Council’s Constitution

Following debate the recommendations of the substantive motion were put to the vote. A recorded vote was requested by 8 members of the Council and in accordance with FCR4.6 was held for this item.

The recommendations of the report were CARRIED, as detailed below:

It was resolved with 17 votes in favour, 6 against  and 6 abstentions to:

(1)       Agree that the Community Governance Review should proceed to a Phase 2 consultation.

It was resolved with 17 votes in favour, 7 against and 5 abstentions to:

(2)       Agree the recommendations to be subject to a further public consultation, as follows:

(i)             Arrangements - The creation of two civil parishes for which there will be two parish councils (one for each parish), which would be responsible for the legal minimum (e.g. allotments) and could be responsible for more services in the future (where this is agreed with the new unitary East Surrey Council at some future date)

(ii)           Names and style of the two parishes –

a.    The Community of Epsom, and

b.    The Community of Ewell

(iii)         Warding (and names of wards) – The external boundaries of the two parishes to be created shall be co-terminus with existing ward boundaries; existing borough wards will be adopted as  ...  view the full minutes text for item 30.

This report recommends to Council a pay award for Staff and introduction of Real Living Wage as considered and recommended by Strategy and Resources Committee.

Council received a report recommends to Council a pay award for Staff and introduction of Real Living Wage as considered and recommended by Strategy and Resources Committee.

Councillor Neil Dallen MOVED the recommendations in the report.

Following consideration, it was unanimously resolved to:

(1)        Agree a pay award for staff for 2026/27 of 3%; and

(2)        make funding available through the budget process to support the implementation of the Real Living Wage from April 2026.

The Mayor has permitted the addition of this additional urgent item to the agenda in accordance with FCR 7.7 of Appendix 4 of the Constitution as it was necessary to inform Members of the matter at the earliest opportunity available. 

Full Council is requested to agree the appointment of the Chair of the Crime and Disorder Committee and representative on the Surrey Police and Crime Panel following the recent change of political group membership of the current Chair and representative.

The Mayor informed the Council that he had permitted the addition of this additional urgent item to the agenda in accordance with FCR 7.7 of Appendix 4 of the Constitution as it was necessary to inform Members of the matter at the earliest opportunity available. 

The Council was requested to agree the appointment of the Chair of the Crime and Disorder Committee and representative on the Surrey Police and Crime Panel following the recent change of political group membership of the current Chair and representative.

Councillor John Beckett MOVED and Councillor Rachel King SECONDED the recommendations of the report.

Following consideration, it was resolved with 24 votes for, 4 against and the Mayor not voting to:

(1)       Agree to appoint Councillor Alan Williamson as the Chair of the Crime and Disorder Committee.

(2)       Agree to appoint Councillor Alan Williamson as the Council’s Representative on the Surrey Police and Crime Panel.