Agenda and minutes
PDF 482 KBVenue: Woodhatch Place, 11 Cockshot Hill, Reigate, Surrey, RH2 8EF
Contact: Amelia Christopher Email: amelia.christopher@surreycc.gov.uk
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CHAIR
1. To elect a Chair for the Council Year 2023/24. 2. The Chair to make the statutory declaration of acceptance of office.
Additional documents: Minutes: Joanne Sexton, George Potter and Julia McShane joined the meeting at 10.05 am.
Under the motion of Will Forster, seconded by Amanda Boote, it was unanimously:
RESOLVED:
That Saj Hussain be elected Chair of the Council for the Council Year 2023/24.
STATUTORY DECLARATION OF ACCEPTANCE OF OFFICE:
Saj Hussain made the statutory declaration of acceptance of office.
The newly elected Chair expressed his thanks to the Members of the Council for electing him as Chair and gave a short speech.
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ELECTION OF COUNTY COUNCILLOR
The Chief Executive, as County Returning Officer, formally to report the election of a new County Councillor. Ashley Richard Tilling for the Walton South and Oatlands division at the by-election held on 4 May 2023.
Additional documents: Minutes: The Chief Executive formally reported that Ashley Richard Tilling was duly elected as the new County Councillor for the Walton South and Oatlands division following the by-election held on 4 May 2023.
The Chair welcomed the new Member to Surrey County Council and looked forward to working with him.
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APOLOGIES FOR ABSENCE
The Chair to report apologies for absence. Additional documents: Minutes: Apologies for absence were received from John Beckett, Colin Cross, Fiona Davidson, John Furey, Andy Lynch, Michaela Martin, John Robini, Becky Rush, Fiona White.
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To confirm the minutes of the meeting of the Council held on 21 March 2023.
Additional documents: Minutes: The minutes of the meeting of the County Council held on 21 March 2023 were submitted, confirmed and signed.
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DECLARATIONS OF INTEREST
All Members present are required to declare, at this point in the meeting or as soon as possible thereafter (i) Any disclosable pecuniary interests and / or (ii) Other interests arising under the Code of Conduct in respect of any item(s) of business being considered at this meeting NOTES: · Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest · As well as an interest of the Member, this includes any interest, of which the Member is aware, that relates to the Member’s spouse or civil partner (or any person with whom the Member is living as a spouse or civil partner) · Members with a significant personal interest may participate in the discussion and vote on that matter unless that interest could be reasonably regarded as prejudicial. Additional documents: Minutes: There were none.
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CHAIR'S ANNOUNCEMENTS
The Chair to report. Additional documents: Minutes: The Chair:
· Welcomed all to the AGM and looked forward to working together. · Thanked Helyn Clack for laying such solid foundations since the move to Woodhatch Place and hoped to build on her work. · Noted that he would announce his theme at the next Council meeting. · Noted that he would be hosting the upcoming Surrey Civic Network, welcoming the new Mayors and Chairs of Surrey’s district and borough councils, along with the Lord Lieutenant and Vice Lord Lieutenant. · Expressed pride in Surrey’s volunteers. · Highlighted that during Armed Forces Week a flag would be raised to honour Surrey’s armed forces on 19 June in the Memorial Garden at Woodhatch Place, and he hoped to see Members there.
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VICE-CHAIR
1. To elect a Vice-Chair for the Council Year 2023/24. 2. The Vice-Chair to make the statutory declaration of acceptance of office. Additional documents: Minutes: Under the motion of Clare Curran, seconded by Nick Harrison, it was unanimously:
RESOLVED:
That Tim Hall be elected Vice-Chair of the Council for the Council Year 2023/24.
STATUTORY DECLARATION OF ACCEPTANCE OF OFFICE:
Tim Hall made the statutory declaration of acceptance of office.
The newly elected Vice-Chair expressed his thanks to the Members of the Council for electing him as Vice-Chair and gave a short speech.
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MOTION OF THANKS TO RETIRING CHAIR
The newly elected Chair to move a formal motion of thanks to Helyn Clack, the retiring Chair of the Council. Additional documents: Minutes: Buddhi Weerasinghe and Ernest Mallett MBE joined the meeting at 10.22 am.
Under the motion of the newly elected Chair, seconded by Catherine Powell, followed by a speech from Will Forster on behalf of the Group Leaders in support of the motion, and speeches from Jonathan Essex and Robert Evans OBE, it was unanimously:
RESOLVED:
That we, the Chair and Members of the Surrey County Council, record our warm appreciation of the distinguished services given to the County and its inhabitants by Helyn Clack during her tenure of office of Chair of the Council from 25 May 2021 to 23 May 2023.
Helyn Clack made a farewell speech (Appendix A).
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The Leader to make a statement.
There will be an opportunity for Members to ask questions and/or make comments.
Additional documents: Minutes: The Leader of the Council made a detailed statement. A copy of the statement is attached as Appendix B.
Members raised the following topics:
· Congratulated Catherine Powell on her appointment as the new Group Leader for the Residents’ Association/Independent Group, and thanked Nick Darby as the former Group Leader for all his hard work over the past four years. · Noted that as well as being ambitious, the Council should be caring and collaborative making a positive difference for all, using Members’ diverse knowledge and experience to be the voice of the most vulnerable and for them to be at the core of decision-making and treated as the highest priority. · Noted that the potential impacts of decisions must be reviewed before they are made, it was vital to understand who was being left behind and why, listening to those affected and implementing policies and strategies that help them. · Stressed that the Council must focus on prevention, noting that the loss of preventative services was costly to the Council in terms of negative impacts to residents and money saving, such as the closure of family centres in 2019. · Noted that many families were significantly impacted by the Education, Health and Care Plans (EHCPs) delays and the recent loss of Special Educational Needs and Disabilities (SEND) respite care services. · Regarding highways, noted that the proposed measures and changes were appreciated, however the recent lack of consultation and engagement with all councillors Surrey-wide was a missed opportunity to address issues arising from the changes to verges and on-street parking. · Noted that Members could be most effective by being informed, reports received should be concise, accurate, timely and identify areas of concern as well as positives; problems could only be solved if acknowledged.
Julia McShane left the meeting at 10.57 am.
· Noted that many residents were angry about the state of the county’s roads and they wanted action; despite the Leader’s focus on the issue, the Medium Term Financial Strategy would cut next year's road budget by nearly £52 million. · Noted the results of May’s local elections, whereby the Liberal Democrats now run four of Surrey's district and borough councils, with one controlled by the Conservative Party. It was also noted that two new Liberal Democrat Members were elected at the most recent county by-elections. · Welcomed the commitment to improve cross-party collaboration with the district and borough councils, and asked how that would be achieved politically in terms of delivery and lobbying the Government for the funding and policy changes needed to deliver huge long-standing challenges. · Noting that the Council’s waste contract was coming to an end, sought better collaboration on waste and recycling to realise the Council’s climate and wider greener future ambitions. · Asked for the details to be shared publicly of how the Council’s resources could be used to better enable a more joined up delivery on areas that are the responsibilities of district and borough councils. · Noted that the aims of the Surrey-wide Housing Strategy were at odds with the district and ... view the full minutes text for item 32/23 |
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MEMBERS' QUESTION TIME
The Leader of the Council or the appropriate Member of the Cabinet or the Chairman of a Committee to answer any questions on any matter relating to the powers and duties of the County Council, or which affects the county.
(Note: Notice of questions in respect of the above item on the agenda must be given in writing, preferably by e-mail, to Democratic Services by 12 noon on Wednesday 17 May 2023).
Additional documents: Minutes:
Notice of twenty-one questions had been received. The questions and replies were published in the supplementary agenda on 22 May 2023.
A number of supplementary questions were asked and a summary of the main points is set out below:
(Q1) Ernest Mallett MBE had no supplementary question.
Steve Bax welcomed the question and response which would be appreciated by residents. He noted that he had attended meetings regarding Mole Bridge since 2015 and that it needed replacing as soon as possible. He asked whether the administration could commit to delivering the new bridge by 2025 and to commit that the public would be involved in consultation as much as possible.
The Cabinet Member for Highways and Community Resilienceresponded that there were issues regarding the utilities companies, the design and reaching a legal agreement with Elmbridge Borough Council. He committed that the Council would work continuously to resolve the issue as quickly as possible.
(Q2) Catherine Powell welcomed the Leader’s acknowledgement that prevention must be central, but she noted that the services lost by the funding gap created by the decisions made would not be filled by the additional grant. She sought confirmation from the Cabinet Member as to whether the gap would continue and whether she would not consider releasing reserves to fill the gap. She asked the Cabinet Member to confirm that she would identify the number of families that were affected by the loss of those services and the number of children that were on the waiting list, to ascertain the number of children who would be left behind.
The Cabinet Member for Children and Familiesnoted that regarding whether she would reconsider the funding for the critical support, as stated in the response the budget would be reviewed for short breaks services for 2024/25. In the current year the Council had managed to bridge the gap and it was reviewing what it could do for forthcoming years. She would provide a written response regarding the details around children on the waiting list.
(Q4) Joanne Sexton asked whether the Cabinet Member would agree that the unilateral decision taken by the Cabinet without any consultation with the district and borough councils was a huge mistake, and many residents did not feel heard. She asked the Cabinet Member to contact all the district and borough councils to understand what feedback they had received and to address their issues as soon as possible.She asked the Cabinet Member to send out a clear communication to all residents and councillors county-wide covering frequently asked questions (FAQs), setting out items including the frequency of visits from NSL, new parking enforcement Service Level Agreements (SLAs), Key Performance Indicators, working hours and communication channels.
The Cabinet Member for Highways and Community Resiliencedisagreed that the decision taken was a mistake. He noted that there was a large volume of communications with the district and borough councils via correspondence and newsletters. Regarding the FAQs and SLAs he noted that performance information would hopefully ... view the full minutes text for item 33/23 |
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STATEMENTS BY MEMBERS
Any Member may make a statement at the meeting on a local issue of current or future concern.
(Note: Notice of statements must be given in writing, preferably by e-mail, to Democratic Services by 12 noon on Monday 22 May 2023). Additional documents: Minutes: Catherine Powell(Farnham North) made a statement on a large spillage of cooking oil which occurred on 17 May on the A3016, Upper Hale Road.The emergency crew closed the road and tried several times to clean it without success, one lane was later reopened that evening followed by emergency works undertaken on Friday to resurface the road, it was fully reopened on Saturday. She thanked the Contact Centre and the Director - Highways and Transport for keeping her up to date with the situation and thanked the Highways team and their contractors for their prompt action. Local residents praised the handling of the situation and she was working with them and the property claims team on the recovery of costs.
Amanda Boote(The Byfleets) made a statement on the fire at the Access Self Storage building on Oyster Lane, Byfleet on 18 May. The first crew from Woking arrived within ten minutes, ten fire engines and an aerial appliance were sent to the scene from Surrey Fire and Rescue Service (SFRS), supported by appliances from Royal Berkshire FRS, and West Sussex FRS. Fire fighting continued throughout Friday and the last embers were extinguished yesterday. She thanked SFRS and all the emergency services involved for all their hard work and compassion; she praised the generosity of residents in providing sustenance. She empathised with all those who lost treasured possessions, noting that she too lost family heirlooms.
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APPROVAL OF COUNTY COUNCILLOR ABSENCE
The purpose of this report is to request that the County Council considers whether to agree that County Councillor John Furey may continue to be absent from Council meetings by reason of ill health.
Additional documents: Minutes: The Leader introduced the report noting that John Furey had undergone an operation and was now in rehabilitation with limited mobility. The Leader hoped that he would make a full recovery soon.
RESOLVED:
That John Furey may continue to be absent from meetings until October 2023 by reason of ill health. The Council looks forward to welcoming him back in due course.
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ANNUAL REVIEW OF POLITICAL PROPORTIONALITY
To formally review the proportional political allocation of places on committees and to adopt a scheme of proportionality for the Council Year 2023/24.
(Note: to follow) Additional documents: Minutes: The Leader introduced the report noting that Group Leaders had reviewed the calculations and were in agreement regarding the allocation of seats.
RESOLVED:
That Council adopted the scheme of proportionality as set out in Annex 1 to this report for the Council year 2023/24 (Appendix C).
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APPOINTMENT OF COMMITTEES
To appoint Members of the various Boards / Committees of the Council for the Council Year 2023/24 subject to any changes of membership to be reported to the meeting by Group Leaders.
(Note: to follow)
Additional documents: Minutes: Penny Rivers, George Potter and Paul Follows left the meeting at 12.25 pm.
Before referring to the nominations in the supplementary agenda, the Chair noted a correction in recommendation 3 concerning the appointment to the Surrey Police and Crime Panel, the correct year was 2023/24. He noted a correction to the Green Party Group’s nominations: Jonathan Essex was nominated to the Children, Families, Lifelong Learning and Culture Select Committee, Catherine Baart was nominated to the Communities, Environment and Highways Select Committee.
RESOLVED:
That the Council agreed: (Appendix D)
1. To appoint Members to serve on the Committees of the Council for the Council year 2023/24 in accordance with the wishes of political groups. 2. To authorise the Chief Executive to make changes to the membership of any of the Council’s Committees as necessary during the Council year in accordance with the wishes of political groups. 3. To appoint the Council’s representative to the Surrey Police and Crime Panel for the Council year 2023/24. 4. To appoint four Members (one of whom must be a Cabinet Member and the others County Councillors representing divisions that include the Basingstoke Canal) to the Basingstoke Canal Joint Management Committee. 5. To appoint up to two Members to the Buckinghamshire County Council and Surrey County Council Joint Trading Standards Service Committee, one of whom must be a Cabinet Member; the other in an advisory non-voting role. 6. To note the Leader’s appointments to the Council’s Executive Committees as outlined above.
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ELECTION OF COMMITTEE CHAIRMEN AND VICE-CHAIRMEN
To elect Chairmen and Vice-Chairmen of Committees for the Council Year 2023/24.
(Note: to follow)
Additional documents: Minutes: The Chair referred to the nominations in the supplementary agenda. He had been notified that Chris Townsend had been nominated as the second Select Committee Task Group Lead position on the Children, Families, Lifelong Learning and Culture Select Committee.
The Chair explained that as the second Select Committee Task Group Lead position on the Resources and Performance Select Committee was contested between Lesley Steeds and Hazel Watson, a vote needed to be taken to confirm the appointment under Standing Order 6.11. A clear majority of Members voted in favour of Lesley Steeds’ appointment.
RESOLVED:
1. That the Members listed (Appendix E) are duly elected as Chairmen and Vice-Chairmen respectively of the Select Committees and Regulatory Committees as shown for 2023/24.
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SCRUTINY ANNUAL REPORT 2022/23
For Council to review the Scrutiny Annual Report 2022/23 as presented in the accompanying paper offering feedback and comments as required.
Additional documents: Minutes:
John O’Reilly praised the non-partisan work of the select committees and the work of the Chair of the Select Committee Chairs & Vice-Chairs’ Group. The select committees had improved greatly since 2019 with an increased number of substantive reports; the Council had improved as a result and an extra step was needed for the Council to be ranked as a top scrutiny authority.He noted the need to use Task and Finish Groups more - deep diving into topics - and to bring in external witnesses more to give evidence, ensuring that reports are more informed.
The Leaderechoed the thanks noted above and welcomed the new Chair of the Select Committee Chairs & Vice-Chairs’ Group. He recognised that there was more work to do and he hoped that he had delivered on his commitment that the Council would not change its policies without scrutiny by the select committees’ first. He noted the importance of the select committees’ early engagement, undertaking deep dives into issues such as the new Task and Finish Groups on highways issues.
RESOLVED:
That Members noted the work done by the Select Committees and supported the next areas of improvement identified by the report.
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APPOINTMENT OF AN INDEPENDENT REMUNERATION PANEL
To ratify the appointment of members of the Council’s Independent Remuneration Panel (IRP).
Additional documents: Minutes: The Leader introduced the report noting that the three recommended appointments were well-suited to the Panel based on their experience.
That the County Council ratified the appointments of the Independent Remuneration Panel for a three year term.
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AMENDMENTS TO THE CONSTITUTION
It is the Council’s responsibility to approve changes to the Council’s Constitution. This report sets out proposed changes to Part 7 - Members’ Allowances Scheme. These are brought to Council for formal approval in accordance with Article 4.04(b) and (k) and Article 13.01 of the Council’s Constitution.
Additional documents: Minutes: The Leader introduced the report noting that the reason for having the Consumer Price Index (CPI) linked increase to the Members’ Allowances Scheme was to avoid the need for a debate annually. The capped increase of 3% was appropriate as opposed to the unanticipated 8.8% increase due to inflation and noting the average pay increase for staff of 5%. He explained that the CPI increase would need to be reviewed by July 2024, to be looked at by the Independent Remuneration Panel.
RESOLVED:
That Council approved the updated Members’ Allowances Schedule (Annex A).
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REPORT OF THE CABINET
To receive the report of the meetings of the Cabinet held on 28 March 2023 and 25 April 2023. Additional documents: Minutes: The Leader presented the report of the Cabinet meetings held on 28 March 2023 and 25 April 2023.
Recommendations on Policy Framework Documents:
There were no reports with recommendations for Council.
Reports for Information/Discussion:
28 March 2023:
A. A Housing, Accommodation and Homes Strategy for Surrey B. Re-Modelling the Strategic Short Breaks Offer for Adults with Learning Disabilities and/or Autism C. Future Bus Network Review and Local Bus Service Investment
25 April 2023:
D. Transformation of Accommodation with Care and Support for Working Age Adults: Delivery Strategy for Modernising and Transforming Accommodation with Support for People with Mental Health Needs E. Reigate Fire Station - Redevelopment Scheme F. Godstone Depot – Redevelopment
G. Quarterly Report on Decisions Taken Under Special Urgency Arrangements: 4 February 2023 - 12 May 2023
RESOLVED:
1. Noted that there had been no urgent decisions in the last three months. 2. Adopted the report of the meetings of the Cabinet held on 28 March 2023 and 25 April 2023.
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MINUTES OF CABINET MEETINGS
Any matters within the minutes of the Cabinet’s meetings, and not otherwise brought to the Council’s attention in the Cabinet’s report, may be the subject of questions and statements by Members upon notice being given to Democratic Services by 12 noon on Monday 22 May 2023.
Additional documents: Minutes: No notification had been received by the deadline from Members wishing to raise a question or make a statement on any matters in the minutes.
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