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

The Mayor reminded Councillors of two forthcoming charity events – a quiz night and ball.  He also announced that two Community Fund Grant Awards had been made and would be presented shortly.

To answer written questions from Councillors

Note:  The deadline for questions is 5pm on Friday 5 February 2016(17.00 hours on the third clear working day before the meeting).

a)            I.T. Security:  Councillor Alexander Clarke asked the following written question and received the following written answer from the Chairman of the Strategy and Resources Committee, Councillor Neil Dallen:

Question:

How strong is Epsom & Ewell's cyber security?

Reply:

Very Strong.  However, all users need to be vigilant at all times and must not open any emails with attachments that they are not expecting or look unusual.

b)            Appointments to Outside Bodies:  Councillor Liz Frost submitted the following written question and received the following written answer from the Chairman of the Strategy and Resources Committee, Councillor Neil Dallen:

Question:

We currently have Councillors appointed to outside bodies.  These are official positions and Council Officers review them every so often to ensure that it is still appropriate for our Councillors to be representatives. Some of these have a more defined role than others.

In recent times there have been an increasing number of requests by organisations for us to have a ‘Champion’ to represent their interests.  In some cases this appears to be the same as an appointment to an outside body – in others it is different.  Currently we have no formal process for deciding whether a Champion is appropriate, and if so, for appointing them or monitoring them.

Can I ask the Chairman of Strategy & Resources Committee if he would work with Officers to come up with a method for addressing this? (Chairman of S&R)

Reply:

We are currently reviewing outside body appointments and we will include "Champions" on the list as if they were an outside body appointment.

Part of the review is to ensure that there is a justifiable reason to appoint a Councillor to an outside body rather than just a "nice to have" position.  These positions not only involve Councillor time but also officer time.

c)            Nuisance posed by stray golf balls:  Councillor Omer Koukou-Tchri submitted the following written question and received the following written answer from the Chairman of the Environment Committee, Councillor John Beckett:

Question:

What are we planning to do about “Yellow Golf Range Balls” as I understand the matter from communications, Yellow Balls going from a private but initially unauthorised development; over public highway onto resident’s properties across the road [Longdown Lane] with danger to residents, their properties and general public and a tragedy waiting to happen?

Reply:

I am afraid that there is little this Council can do in relation to this matter.  I am informed that no planning enforcement action can be taken, nor, as reported, is this an actionable public nuisance of the sort which our Environmental Health team can tackle.  Any highway safety implications are matters for Surrey County Council to consider, and I would suggest that this be raised with the residents’ County Councillor.  I am also informed that golf balls being hit into private gardens is a private law matter for the householders to pursue with the golf club- they would be well advised to seek their own independent legal advice  ...  view the full minutes text for item 36.

·         This report fulfils the statutory requirement to agree a budget for 2016/17, comprising both revenue and capital expenditure plans, and to set a Council Tax for the year.  

·         The council tax recommendation is for an increase of £4.95 per annum (Band D property) an equivalent of 2.8% increase.

·         Financial Policy Panel made no recommendation to Council but requested that the report includes four options for Council Tax (a freeze, an increase of 1.52%, an increase of 1.98% and an increase of £4.95) 

·         The report also recommends the approval of the Financial Plan for 2016-20, including a new Medium Term Financial Strategy

This is an amended report, issued on 10 February 2016, following the receipt of the Government’s final financial settlement on 8 February 2016.

The Council gave consideration to its 2016/17 budget, comprising both revenue and capital expenditure plans and Council Tax amounts for each band of dwelling which took account of recommendations of the Environment, Leisure, Environment, Social and Strategy and Resources Committees (appertaining to fees and charges, the revenue budget and capital programme).

An amended report had been issued on 10 February 2016, following the receipt of the Government’s final financial settlement on 8 February 2016.  The amended report was based on a recommended increase of £4.95 per annum (for Band D properties) in Council Tax reflecting the final settlement which had allowed District Councils to increase council tax by up to £5 or 2% whichever provided the higher increase in income.

In moving the recommendations of the Director of Finance and Resources, the Chairman of the Strategy and Resources Committee, Councillor Neil Dallen, made a statement and presentation to the Council on the budget for 2016/17 to which Councillors Alexander Clarke and Vince Romanguolo responded.

Upon being put, the MOTION was CARRIED, there being 25 members in favour, 5 against and 2 not voting

RESOLVED:

(1)          That it be noted that, under delegated powers, the Director of Finance and Resources calculated the amount of the Council Tax Base as 32,013.5 (Band ‘D’ equivalent properties) for the year 2016/17 calculated in accordance with the Local Government Finance Act 1992, as amended (the “Act”).

(2)          That the following estimates recommended by the policy committees be approved:-

a)            The revised revenue estimates for the year 2015/16 and the revenue estimates for 2016/17

b)           The capital programme for 2016/17 and the provisional programme for 2017 to 2019, as summarised in the capital strategy statement.

(3)          That the fees and charges recommended by the policy committees be approved for 2016/17.

(4)          That the Council Tax Requirement for the Council’s own purposes for 2016/17 is £5,828,698.

(5)          That the Council receives the budget risk assessment at Appendix 6 to the report and notes the conclusion of the Director of Finance and Resources that these budget proposals are robust and sustainable as concluded in this report.

(6)          That the Council receives the Director of Finance & Resources’ Statement on the Reserves as attached at Appendix 8.

(7)          That the Council agrees the Prudential Indicators and Authorised Limits for 2016/17 as set out in Appendix 11 including:-

a)            Affordability Prudential Indicators

b)           The actual and estimated Capital Financing Requirement

c)            The estimated levels of borrowing and investment

d)           The authorised and operational limits for external debt

e)            The treasury management prudential indicators

(8)          That the following amounts be now calculated for the year 2016/17 in accordance with sections 31 to 36 of the Act:

a)            £56,512,986 being the aggregate of the amounts which the Council estimates for the items set out in section 31A(2) of the Act

b)           £50,684,288 being the aggregate of the amounts which the Council estimates for the items set out in section 31(A)3 of the Act

c)            £5,828,698  being the amount by which the  ...  view the full minutes text for item 37.