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 9 December 2025.

The Minutes of the Meeting of the Council held on 9 December 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 informed the Council of the recent publication of the Local Plan Site Allocation SA8 document, relating to land at East Ewell Station and that the developers were holding a display at Bourne Hall on 24 February which would be open to the public.

The Mayor provided his congratulations to Councillor Clive Woodbridge, who had won the 2025 Clarence Barrett award for contributions to local government.

Members were reminded of the date of the upcoming Civic Dinner on 13 March.

This report fulfils the statutory requirement to agree a budget for 2026/27, comprising both revenue and capital expenditure plans, and to set a council tax for the year.The Council Tax recommendation as supported by Financial Strategy Advisory Group is for an increase of £6.93 per annum (Band D property), an equivalent increase of 2.98%, taking Band D rate to £239.85.

The Council gave consideration to its 2026/27 budget, comprising both revenue and capital expenditure plans and Council Tax amounts for each band of dwelling.  The report took account of the recommendations of the Community & Wellbeing, Environment, Licensing and Planning Policy and Strategy & Resources Committees (appertaining to fees and charges, the revenue budget and capital programme).

The Mayor informed the Council that a correction to the table included at Recommendation 1.7 of the report had been published prior to the meeting.

In moving the recommendations of the report, the Chair of the Strategy and Resources Committee, Councillor Neil Dallen, made a statement to the Council on the budget for 2025/26 and informed the Council of the following corrections to the report:

·       Recommendation 1.6.3 (page 16 of the agenda pack) – the wording “£8,174,856 being the amount by which the aggregate at 1.5.1above” is corrected to: “£8,174,856 being the amount by which the aggregate at 1.6.1above”

·       Recommendation 1.6.4 (page 16 of the agenda pack) - the wording “£239.85 being the amount at 1.5.3” is corrected to “£239.85 being the amount at 1.6.3”

·       Table 12.8 (page 28 of the agenda pack) - the 2^nd subtotal, should read “Subtotal - Reserves Unavailable for general use”, corrected from the wording “Available for general use”.

In response, Councillors Kate Chinn, James Lawrence, Kieran Persand and Alex Coley spoke on behalf of their respective political groups.

An amendment to the report was MOVED by Councillor James Lawrence and SECONDED by Councillor Alex Coley. The proposed amendment was as follows:

Additional recommendation:

“Transfer all non-earmarked funds allocated for priorities 2, 3, 5 and 6 from the Strategic Priorities Reserve to the General Fund Working Balance.?”

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 10 votes for, 19 votes against and the Mayor not voting.

An amendment to the report was MOVED by Councillor Alex Coley and SECONDED by Councillor James Lawrence. The proposed amendment was as follows:

Additional recommendation:

“That the minimum balance on the capital receipts reserve is removed and £1m of the reserve funds be used to fund the Bourne Hall heating & ventilation capital project, as recommended by FSAG.”

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 10 votes for, 19 votes against and the Mayor not voting.

?Upon being put, the motion to agree the recommendations of the report was CARRIED, as detailed below.

Accordingly, it was resolved:

With 19 votes for, 6 votes against, 4 abstentions and the Mayor not voting:

1.1 The Revenue estimates for 2026/27 (as included in Section 8 and  Appendix 2).

1.2 The Capital programme for 2026/27 and the provisional programme for 2027/28 to 2030/31, as summarised in the capital strategy statement (as included  ...  view the full minutes text for item 36.

This report sets out notices of motions ruled in order.

With the agreement of the Council, the Mayor reordered the business on the agenda to consider item 13 (Motions) following the completion of item 4 (Budget Report 2026/27), due to the public interest in this item.

The Mayor informed the Council that Motion 2 listed in the agenda papers had been withdrawn by the councillor that had submitted it and would not be considered at this meeting.

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

Motion 1 was PROPOSED by Councillor Kieran Persand and SECONDED by Councillor Chris Ames.

The Council resolved by a majority vote (with 10 votes for dealing with the motion at the meeting, 19 votes to refer the motion to the relevant committee and the Mayor not voting) to refer the Motion to the Strategy & Resources Committee for consideration.

This report considers recommendation from the Community and Wellbeing Committee for the Council to make the End Poverty Pledge (EPP).

Council received a report presenting a recommendation from the Community and Wellbeing Committee for the Council to make the End Poverty Pledge (EPP).

Councillor Clive Woodbridge MOVED the recommendations in the report.

Upon being put the recommendations were CARRIED unanimously.

Accordingly, it was resolved to:

(1)      Agree to sign the End Poverty Pledge, including the general statement and the specific commitments set out in sections 2.3 and 2.4 of the report.

(2)      Agree to nominate and authorise the Chief Executive to sign the End Poverty Pledge on behalf of the Council.

The Contract Standing Orders (‘CSOs’) were last updated in December 2024, ahead of the implementation of the Procurement Act 2023. Since this time, officers have conducted the annual review of the CSOs and identified several areas where minor updates are needed and changes to reflect the procurement thresholds. The proposed amendments are attached at Appendix 1.

Council received a report presenting the recommendation of the Standards and Constitution Committee in relation to the Council’s Contract Standing Orders (‘CSOs’).

Councillor John Beckett  MOVED the recommendation in the report.

Upon being put the recommendation was CARRIED with 28 votes for, 1 abstention and the Mayor not voting.

Accordingly, it was resolved to:

(1)      Approve the revisions to the Contract Standing Orders, attached at Appendix 1 to the report.

The following report proposes for adoption updates to the Council’s Scheme of Delegation and Live Register of Officer Delegations, as recommended by the Standards and Constitution Committee at its 15 January 2025 meeting.

Council received a report proposing updates to the Council’s Scheme of Delegation and Live Register of Officer Delegations for adoption, as recommended by the Standards and Constitution Committee at its 15 January 2026 meeting.

Councillor John Beckett  MOVED the recommendations in the report.

Upon being put the recommendations were CARRIED with 27 votes for, 2 abstentions and the Mayor not voting.

Accordingly, it was resolved to:

(1)      Approve and adopt the updates to the Constitution as set out at paragraph 3.1.1 and Appendix 1 of the report.

This report introduces the draft Epsom & Ewell Borough Council Pay Policy Statement for 2026/27 and seeks approval of the Statement following the recommendation from Strategy and Resources committee.  If approved the statement will be published on the Council’s website.

Council received a report presenting the draft Epsom & Ewell Borough Council Pay Policy Statement for 2026/27 and seeking approval of the Statement following the recommendation from Strategy and Resources committee. 

Councillor Neil Dallen MOVED the recommendation in the report.

Upon being put the recommendation was CARRIED unanimously.

Accordingly, it was resolved to:

(1)          Approve the Pay Policy Statement for 2026/27

To consider a waiver of the six month rule for attendance at Council and Committee meetings under the Local Government Act 1972 for Councillor Jan Mason, having regard to the circumstances of her absence from meetings.

Council received a report asking it to consider a waiver of the six month rule for attendance at Council and Committee meetings under the Local Government Act 1972 for Councillor Jan Mason, having regard to the circumstances of her absence from meetings.

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

Upon being put the recommendations were CARRIED with 27 votes for, 2 abstentions and the Mayor not voting.

Accordingly, it was resolved to:

(1)      Agree that, having regard to the circumstances of the absence of Councillor Jan Mason from Council meetings, the requirements of Section 85 of the Local Government Act 1972 in relation to attendance at meetings be waived for Councillor Mason until the 10 August  2026.

This report presents amendments to the Municipal calendar of ordinary meetings.

Council received a report presenting amendments to the Municipal Calendar of ordinary meetings.

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

Upon being put the recommendations were CARRIED with 19 votes for, 10 votes against and the Mayor not voting.

Accordingly, it was resolved to:

(1)      Approve the amendments to the Municipal Calendar of ordinary meetings as set out in paragraph 2.2 of the report.

This report requests the Council’s approval for the appointment of Councillor Clive Woodbridge as the deputy representative for the East Surrey Joint Committee.

Council received a report proposing the appointment of Councillor Clive

Woodbridge as the deputy representative for the East Surrey 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. Following receipt of this nomination, the Mayor informed the Council that a vote would be held.

The results of the vote were as follows: Councillor Clive Woodbridge, 19 votes, Councillor Alex Coley, 10 votes.

Accordingly, it was resolved to:

(1)      Approve Cllr Clive Woodbridge as the appointed deputy representative for Epsom & Ewell Borough Council on the East Surrey Joint Committee (to include any sub-committee and/or informal working group).

Following the recent change to political groups on the Council, the Full Council is requested to note the allocation of seats on Committees and Advisory Panels and approve the appointments to Committees and Advisory Panels.

Council received a report asking it to note the allocation of seats on Committees and Advisory Panels and approve the appointments to Committees following a recent change in political proportionality.

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

Upon being put, the recommendations were CARRIED as follows:

With 20 votes for, 7 votes against, 2 abstentions and the Mayor not voting it was resolved:

(1)      To note the allocation of seats based on political balance and proportionality;

(2)      To allocate seats on the Committees and Advisory Panels in accordance with the wishes of the political groups set out in Appendix 1 to the report;

With 18 votes for, 9 votes against, 2 abstentions and the Mayor not voting it was resolved:

(3)      To appoint all members of the Council as substitutes for their current political group members on all committees, where the appointed political group member is unable to attend a meeting.