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  December 2020.

The Minutes of the Meeting of the Council held on 8 December 2020 were agreed as a true record and the Council authorised the Mayor to sign them.

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

The Mayor announced the sad passing of Captain Sir Tom Moore and paid tribute to his legacy and the part he played in bringing the nation together at a difficult time.

The Mayor also announced the sad passing of Rosemary Foote, wife of Councillor Robert Foote, and former Mayoress of the Borough in 2014/2015.

The Council observed a minute’s silence.

The Mayor made a number of announcements relating to noteworthy events over the past two months.

This report seeks approval of the draft Epsom & Ewell Borough Council Pay Policy Statement 2021/2022.

Council received a report seeking approval of the draft Epsom & Ewell Borough Council Pay Policy Statement 2021/2022.

Councillor Eber Kington MOVED the recommendation in the report.

Upon being put the recommendation was CARRIED with a majority vote in favour.

Accordingly, it was resolved to:

(1)      That the Council approves the Pay Policy Statement for 2021/2022.

This report fulfils the statutory requirement to agree a budget for 2021/22,

comprising both revenue and capital expenditure plans, and to set a Council Tax for the year.

The council tax recommendation as supported by the Financial Policy Panel is

for an increase of £4.95 per annum (Band D property), an equivalent increase of 2.43%.

The Council gave consideration to its 2021/22 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 & Safe Communities and Strategy & Resources Committees (appertaining to fees and charges, the revenue budget and capital programme).

In moving the recommendations of the Chief Finance Officer, the Chairman of the Strategy and Resources Committee, Councillor Eber Kington, made a statement to the Council on the budget for 2021/22 to which Councillors Kate Chinn and David Gulland responded.

A proposal to consider recommendations 1,5,6,9 and10 of the report separately was MOVED by Councillor David Gulland and SECONDED by Councillor Julie Morris. Upon being put, the proposal was LOST, there being a majority vote against.

Accordingly, the recommendations of the report were put to the Council for determination in a single vote. Upon being put the motion to agree the recommendations of the report was CARRIED, there being 32 members in favour and 6 against as detailed below.

Accordingly, it was resolved:

(1)          That it be noted that, under delegated powers, the Chief Finance Officer calculated the amount of the Council Tax Base as 33,149.63 (Band ‘D’ equivalent properties) for the year 2021/22 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 2020/21 and the revenue estimates for 2021/22.

b.    The capital programme for 2021/22 and the provisional programme for 2022 to 2024, as summarised in the capital strategy statement.

(3)          That the fees and charges recommended by the Policy Committees be approved for 2021/22.

(4)          That the Council Tax Requirement for the Council’s own purposes for 2021/22 is £6,903,742.

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

(6)          That the Council receives the Chief Finance Officer Statement on the Reserves as attached at Appendix 8.

(7)          That the Council agrees the Prudential Indicators and Authorised Limits for 2021/22 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 2021/22 in accordance with sections 31 to 36 of the Act:

a.    £57,977,322 being the aggregate of the amounts which the Council estimates for the items set out in section 31A(2) of the Act.

b.    £51,073,580 being the aggregate of the amounts which the Council estimates for the items set out in section 31A(3) of the Act.

c.    £6,903,742 being the amount by which the aggregate at 8(a) above  exceeds the aggregate at 8(b) above, calculated by the Council, in accordance with  ...  view the full minutes text for item 23.

This report sets out notices of motions ruled in order by the Mayor in consultation with the Chief Legal Officer.

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

Motion1: “Digital Inclusion for the Borough of Epsom and Ewell”

The Council resolved by a majority vote to consider this Motion at the meeting. In pursuance of the Council’s Rules of Procedure, Councillor Debbie Monksfield MOVED and Councillor Rob Geleit SECONDED the following Motion:

“The Labour Group believes that greater digital inclusion will assist the borough in its economic recovery from the Coronavirus pandemic, which has had a devastating impact throughout the borough, particularly for the most disadvantaged residents.  We ask that the council develop a Digital Inclusion Strategy and accompanying Action Plan which sets out how the Council, other organisations and partners intend to tackle digital exclusion in the Borough.”

An amendment to the motion was MOVED by Councillor Eber Kington and SECONDED by Councillor Clive Smitheram:

The proposed amendment was as follows:

“This Council believes that greater digital inclusion will assist the borough in its economic recovery from the Coronavirus pandemic, which has had a devastating impact throughout the borough, particularly for the most disadvantaged residents.  This Council further notes the steps already taken by the Council to support digital inclusion, including the provision of IT Training Sessions at the Community & Wellbeing Centre and the work currently being undertaken with Epsom BID to introduce free WIFI to the town centre. The Council therefore agrees to develop a Digital Inclusion Strategy and take action as part of the Council’s Build Back Better recovery plan for the Borough.”

Upon being put the amendment was CARRIED with a majority vote for it, and became the substantive motion.

Following the resolution of the amendment, the substantive motion was debated and put to a vote.

Upon being put the motion was CARRIED with a majority vote for it.

Accordingly, the Council resolved:

This Council believes that greater digital inclusion will assist the borough in its economic recovery from the Coronavirus pandemic, which has had a devastating impact throughout the borough, particularly for the most disadvantaged residents.  This Council further notes the steps already taken by the Council to support digital inclusion, including the provision of IT Training Sessions at the Community & Wellbeing Centre and the work currently being undertaken with Epsom BID to introduce free WIFI to the town centre. The Council therefore agrees to develop a Digital Inclusion Strategy and take action as part of the Council’s Build Back Better recovery plan for the Borough.

To seek delegated authority for the Monitoring Officer to indemnify a Member in the event the Council requires a Member to bring a Judicial Review against a decision of the Council.

Council received a report from the Chief Legal Officer seeking delegated authority for the Monitoring Officer to indemnify a Member in the event the Council requires a Member to bring a Judicial Review against a decision of the Council.

Councillor Eber Kington MOVED the recommendation in the report.

Councillor Colin Keane SECONDED the recommendation in the report.

Upon being put the recommendation was CARRIED with a majority vote in favour.

Accordingly, it was resolved:

(1)      That any Member asked to bring a judicial review on behalf of the Council by the Council’s Monitoring Officer be indemnified in respect of liabilities arising during the course of any such legal action and the granting of such indemnity be delegated to the Council’s Monitoring Officer.

This report recommends election indemnities for the Mayor as the Returning Officer for Parliamentary Elections and for the Chief Executive and her deputies, in her capacities as Electoral Registration Officer and Returning Officer or acting for the Returning Officer for a range of elections.

Council received a report from the Chief Legal Officer recommending election indemnities for the Mayor as the Returning Officer for Parliamentary Elections and for the Chief Executive and her deputies, in her capacities as Electoral Registration Officer and Returning Officer or acting for the Returning Officer for a range of elections.

Councillor Eber Kington MOVED the recommendation in the report.

Councillor Clive Smitheram SECONDED the recommendation in the report.

Upon being put the recommendation was CARRIED with a majority vote in favour.

Accordingly, it was resolved:

(1)      To provide  an indemnity to cover the legal costs of the Mayor as Returning Officer for Parliamentary elections in any proceedings arising from the conduct of this positon, to the extent that liability falls upon the Mayor or on those the Mayor appoints,  either:

(i)           because the scope of the authority’s own insurance does not extend to cover such liability; or

(ii)    to the extent that such liability falls within the deductible applying to    the authority’s own insurance;

(2)      to provide an indemnity to cover the legal costs of the Chief Executive (including her deputies) in her capacity as Registration Officer and Returning Officer in any proceedings arising from the conduct of these or related posts, to the extent that liability falls upon her, or on those she appoints,  either:

(ii)          because the scope of the authority’s own insurance does not extend to cover such liability; or

(ii)    to the extent that such liability falls within the deductible applying to the authority’s own insurance;

(3)      that for this purpose the authority approves the Indemnity set out in para 2.7 to this report;

(4)      that the decision as to whether to insure any potential liability arising out of the Indemnity should rest with the Chief Finance Officer.