Agenda and draft minutes
PDF 201 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 2024/25. 2. The Chair to make the statutory declaration of acceptance of office. Additional documents: Minutes: Under the motion of Robert Evans OBE, seconded by Jonathan Essex, it was unanimously:
RESOLVED:
That Saj Hussain be elected Chair of the Council for the Council Year 2024/25.
STATUTORY DECLARATION OF ACCEPTANCE OF OFFICE:
Saj Hussain made the statutory declaration of acceptance of office.
The Chair expressed his thanks to the Members of the Council for electing him as Chair for a second year and gave a short speech.
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APOLOGIES FOR ABSENCE
The Chair to report apologies for absence. Additional documents: Minutes: Apologies for absence were received from Amanda Boote, Liz Bowes, Chris Farr (remote), Marisa Heath, Rebecca Jennings-Evans (remote), Frank Kelly, Andy Lynch, Michaela Martin (remote), Liz Townsend.
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To confirm the minutes of the meetings of the Council held on 19 March 2024 and 9 April 2024.
Additional documents: Minutes: The minutes of the meetings of the County Council held on 19 March 2024 and 9 April 2024 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
Welcome Welcome everyone to the Council’s Annual General Meeting. I find it incredible that a whole year has passed since I became Chair of our Council – and what a year it has been. It is something of an understatement to say it has flown by. I have thoroughly enjoyed my first year as Chair and I am immensely looking forward to the next year.
A friendly reminder that following the meeting, lunch is provided for Members and CLT who have requested it. Please do join me in the canteen. I look forward to seeing you all there.
Chris Norman RIP I am afraid I begin with the sad news of the passing of Chris Norman, former Conservative councillor in the Chertsey division. Chris passed away in April, after a long battle with illness. Some of you will remember Chris, who retired from public office in 2017 having served two terms as a county councillor. I am sure you will join me in sending condolences to his wife Judith.
Installation of the High Sheriff of Surrey, 2024-25 In March I attended the installation of the High Sheriff of Surrey 2024-25, Shahid Azeem. This is Shahid’s second term as High Sheriff, having served in 2020-21, and I am delighted that I will be in post as Chair for Shahid’s year. His theme for his term of office is ‘interfaith and community cohesion’. I wish Shahid a highly productive and enjoyable year.
Chair’s Theme: Celebrating Diverse Communities As you are aware, my theme for my time as Chair is ‘Celebrating Diverse Communities’. Throughout the past year I have met with many organisations and individuals who do so much to support, celebrate and empower many of the different communities in our county. Surrey is a richly diverse county and it has been a fantastic yet deeply humbling experience to discover and learn more about the various cultures, communities and individuals that have made our great county their home.
Amongst the communities and organisations I have supported, is the wonderful Surrey Youth Focus, who I am sure you are all familiar with. I have been able to help fund very valuable research into exploring ‘inclusion’ for children and young people with neurodiverse traits, to amplify their voices to influence the difference they would like to see in their communities. This project aims to address the needs expressed by young people who are both neurodiverse and have another protected characteristic or need, such as being from a minority ethnic background or living in poverty. I will share the outcomes with you all in due course.
I have also supported the Surrey Coalition of Disabled People (SCDP) to purchase IT equipment for those they support, in order to help with on-going employment and job opportunities; to connect with others over the internet; and have the opportunity to engage more with life and with people that many of us so often take for granted. Technology really can be an invaluable lifeline for so many people with disabilities ... view the full agenda text for item 35/24 Additional documents: Minutes: The Chair:
· Informed Members of the deaths of Chris Norman, former Conservative county councillor for the Chertsey division, and Barbara Musgrave, formerly Councillor Pattman, former county councillor for the Shere division; and led the Council in a moment of reflection. · Highlighted the recent Chair's Volunteers' Reception for volunteers nominated by Members, welcomed those nominations and noted that it was encouraging to see the number of volunteers that support the county. · Noted that the rest of his announcements could be found in the agenda.
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VICE-CHAIR
1. To elect a Vice-Chair for the Council Year 2024/25. 2. The Vice-Chair to make the statutory declaration of acceptance of office. Additional documents: Minutes: Under the motion of Clare Curran, seconded by Will Forster, it was unanimously:
RESOLVED:
That Tim Hall be elected Vice-Chair of the Council for the Council Year 2024/25.
STATUTORY DECLARATION OF ACCEPTANCE OF OFFICE:
Tim Hall made the statutory declaration of acceptance of office.
The Vice-Chair expressed his thanks to the Members of the Council for electing him as Vice-Chair for a second year and gave a short speech.
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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 A.
Members raised the following topics:
· Endorsed the Leader's comments about Leigh Whitehouse, Interim Chief Executive, and Katie Stewart, Executive Director - Environment, Infrastructure and Growth, thanking them for their service to the Council. · Noted that the Council appeared to be in limbo, with significant change in senior staff and a cancelled Cabinet meeting, that was not good enough for residents. · Agreed with the need to renew, noting the significant work ahead for the permanent Chief Executive. · Thanked officers in Children’s Services for their work and dedication in ensuring continued improvement, however noted the two weaknesses identified by Ofsted in its recent report: the inconsistent standard in letters to vulnerable families, and the need to improve the consistency and quality of the Council’s direct work with children and families across Surrey. · Feared for the financial future of local government and the Council, councils’ funding had been cut by 25% since 2016, further cuts would be detrimental just as they were dealing with increased inflation costs and service pressures. · Noted that vulnerable residents in Surrey paid the price for governments not fixing social care, called on the Leader to continue to lobby for a proper solution. · Reflected on the last year where there had been improvement, verges were being cut and mapped, although the quality of the cutting could be improved. · Noted that there was progress on the backlog of Education, Health and Care Plans (EHCPs), with more educational psychologists, however MindWorks was closed to neurodiversity diagnoses leaving children and schools to struggle. · Noted that the number of complaints their political group received on Children’s Services remained high. Children's homes and extra care housing were being built and more Special Educational Needs and Disabilities(SEND) places were provided, yet that costed more than budgeted and took longer than planned. · Noted the forthcoming changes to senior officers and a general election, it was the last year Members could work together before the 2025 local elections. · Noted that the biggest challenge faced by the Council was setting a balanced budget by bridging the gap between ‘no one left behind’ and what is delivered, welcomed more Member engagement on the draft budget but there remained challenges still to be addressed with strained revenue and capital budgets. · Noted the need to look at areas of high expenditure holistically, for example looking at the interdependencies with children's social care, seeking continuous improvement and early intervention and prevention were fundamental. · Noted the need to maximise the support for foster carers, to attract and retain them to care for Surrey’s children to the best of their ability. · Noted that the management and scrutiny of the capital programmes that provide better outcomes for children and reduce revenue costs and a clear strategy for performance improvement were critical, SEND places must be of the right type and location. · Stressed that the Council must spend taxpayers’ money well, learning from the overspend ... view the full minutes text for item 37/24 |
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CHANGES TO CABINET PORTFOLIOS
Council is asked to note the Leader's changes to Cabinet Portfolios.
Additional documents: Minutes: The Leader introduced the report noting the addition of Jonathan Hulley as the Deputy Member for Strategic Highways.
A Member requested that in such reports going forward, the Leader should highlight the specific changes to the portfolios compared to previous versions.
RESOLVED:
That Council noted the Leader's changes to Cabinet Portfolios.
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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 2024/25.
(Note: report to follow)
Additional documents: Minutes: The Chair referred to the report of the Monitoring Officer in the first supplementary agenda.
RESOLVED:
That Council adopted the scheme of proportionality as set out in Annex 1 to this report for the Council year 2024/25 (Appendix B).
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APPOINTMENT OF COMMITTEES
To appoint Members of the various Boards / Committees of the Council for the Council Year 2024/25 subject to any changes of membership to be reported to the meeting by Group Leaders.
(Note: report to follow)
Additional documents: Minutes: The Chair referred to the nominations as published in the first supplementary agenda and noted that he had been notified by the Conservative Group that they wished to add Tim Hall as an additional substitute to the Planning and Regulatory Committee.
RESOLVED:
That the Council agreed: (Appendix C)
1. To appoint Members to serve on the Committees of the Council for the Council year 2024/25 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 2024/25. 4. 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. 5. To note the Leader’s appointments to the Council’s Executive Committees.
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ELECTION OF COMMITTEE CHAIRMEN AND VICE-CHAIRMEN
To elect Chairmen and Vice-Chairmen of Committees for the Council Year 2024/25.
(Note: report to follow)
Additional documents: Minutes: The Chair referred to the nominations in the first supplementary agenda.
RESOLVED:
That the Members listed (Appendix D) are duly elected as Chairmen and Vice-Chairmen respectively of the Select Committees and Regulatory Committees as shown for 2024/25.
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APPOINTMENT OF INTERIM HEAD OF PAID SERVICE
The purpose of this report is to request that County Council approves the appointment of an Interim Head of Paid Service.
Additional documents: Minutes: The Leader as Chairman of the People, Performance and Development Committee, introduced the report noting that Michael Coughlin, Executive Director - Customer, Digital and Transformation, had kindly postponed his retirement from the Council to act as the Interim Head of Paid Service after Leigh Whitehouse, Interim Chief Executive, leaves and prior to Terence Herbert joining the Council as the permanent Chief Executive.
RESOLVED:
That the County Council appointed Michael Coughlin to act as Interim Head of Paid Service for Surrey County Council from 3 June 2024 until 18 August 2024.
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APPOINTMENT OF INDEPENDENT MEMBER TO THE AUDIT AND GOVERNANCE COMMITTEE
Council is asked to ratify the appointment of the Independent Member to the Audit and Governance Committee for a period of four years as detailed in the report. Additional documents: Minutes: The Chairman of the Audit and Governance Committee introduced the report, noting his thanks to the former Independent Member, Terry Price, who stood down after two years on the Committee; he brought a wealth of experience and expertise. He noted that following an interview process, the recruitment panel unanimously decided to offer the role to Matthew Woods, concluding that the candidate had the suitable breadth of experience and knowledge needed to fulfil the role.
RESOLVED:
That Council agreed to the appointment of Matthew Woods as the Independent Member of the Audit and Governance Committee for a period of four years.
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AMENDMENTS TO THE CONSTITUTION
It is the Council’s responsibility to approve changes to the Council’s Constitution. Amendments to Executive functions are the responsibility of the Leader and are brought to Council to note.
This report sets out proposed changes to:
These changes are brought to Council for formal approval in accordance with Articles 4.09, 5.02 and 11.02 of the Council’s Constitution.
A recent amendment to Executive functions in relation to the governance of the Basingstoke Canal is brought to Council for noting. Additional documents: Minutes: The Chair noted the proposed changes to Parts 3 and 6 of the Constitution.
RESOLVED:
1. Approved the amendment to Part 3, Section 3, Part 4 of the Constitution as set out in paragraph 3 of this report. 2. Approved the revised Officer Code of Conduct (Part 6(03)) as set out in Annex 1 to this report. 3. Noted the changes to Part 3, Section 2 of the Constitution (Scheme of Delegation) made by the Leader on 26 March 2024.
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MEMBERS' QUESTION TIME
The Leader of the Council, the Deputy Leader 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 15 May 2024).
Additional documents: Minutes: Questions:
Notice of thirteen questions had been received. The questions and replies were published in the second supplementary agenda on 20 May 2024.
A number of supplementary questions were asked and a summary of the main points is set out below:
(Q1) Robert Evans OBE asked what discussions the Cabinet Member has had with the other councils, Heathrow Airport and other interested agencies. He asked whether he would encourage those responsible to review the schemes under consideration and the more imaginative options from abroad. He asked for an update back to Council when the conclusions of the work become available in June.
The Cabinet Member for Highways, Transport and Economic Growth noted that the matter had been debated for several years, hoped that a preferred route would be identified by June that all involved could support. Reiterated that the Council supported the southern rail link - currently the bus service - looking at enhancing that with Heathrow Airport and providing more stop points accessible off the M25 to avoid the Ultra Low Emission Zone (ULEZ) and the airport’s parking charges.
(Q2) Catherine Powell noted that she was unclear what targeted provision was being provided to disadvantaged children and young people, and asked the Cabinet Member to provide the list of schools that had been prioritised for support.
The Cabinet Member for Children, Families and Lifelong Learning reiterated the work underway such as the extension of the early years entitlement targeted at children from a disadvantaged background. She explained that the Council did not have direct authority over schools, schools were the responsibility of school governors or trustees and headteachers. Delivering the Lifetime of Learning Strategy which included the closing of that attainment gap, must be done in partnership with those responsible including the Surrey Alliance for Excellence (SAfE) which oversees the improvement work in schools. Surrey had a large number of children who do less well than their peers in other counties, noted the work in London and the northern Powerhouse working in partnership to address the gap. Noted that she was happy to discuss the work of the education partnership with the Member.
(Q3) Jonathan Essex noting residents’ concerns which included a major house fire on 12 May 2024 in Banstead, asked how Banstead Fire Station and its large Surrey Police owned setting could not be made fit for purpose. In the meantime, asked that the Council accepts the lease extension until 2026 offered by Surrey Police, enabling a consideration of the alternative options and any details shared in the supplementary response be shared on the consultation website.
Robert Evans OBE referred to the response to part d) paragraph 2 that the crews and equipment were moving and the services minimum availability of fire engines would not change. Asked whether the Cabinet Member was aware that a similar assurance was given in Spelthorne that despite the closure of two fire stations and reopening of another, the fire cover would not change; that cover reduced at night. Sought assurance ... view the full minutes text for item 45/24 |
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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 20 May 2024).
Additional documents: Minutes: Jonathan Hulley (Foxhills, Thorpe & Virginia Water) made a statement on thanking two officers: Melanie Hall and Amy Verrill, from the West Learning Disability and Autism Team. They worked tirelessly to find suitable supported living accommodation for a constituent, making a better future and lasting difference for them and their family.
Steven McCormick (Epsom Town & Downs) made a statement on the need to reflect on the unintended consequences from decisions, exploring alternative solutions that do not degrade residents’ health and quality of life. Since planning permission was granted to the Chalk Pit in Epsom, residents faced the consequences of continued noise and air pollution, and an increase in Heavy Goods Vehicles. That increase in traffic was a safety risk and accelerated the wear and tear of the roads.
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REPORT OF THE CABINET
To receive the report of the meetings of the Cabinet held on 26 March 2024 and 23 April 2024. Additional documents: Minutes: The Leader presented the report of the Cabinet meetings held on 26 March 2024 and 23 April 2024.
Recommendations on Policy Framework Documents:
There were no reports with recommendations for Council.
Reports for Information/Discussion
26 March 2024:
A. Surrey Infrastructure Plan - Phase 5 Schemes B. Chennestone Primary School - Roof Replacement Works
23 April 2024:
C. Kalima Gypsy Roma Traveller Camp, Woking D. Your Fund Surrey - The Haslemere Link Community Hub E. Ash Vale Community Wellbeing Meeting Place and New Scout Headquarters
F. Quarterly Report on Decisions Taken Under Special Urgency Arrangements: 12 March 2024 - 13 May 2024
RESOLVED:
1. Noted that there had been one urgent decision since the last Cabinet report to Council: Chennestone Primary School - Roof Replacement Works: Cabinet, 26 March 2024. 2. Adopted the report of the meetings of the Cabinet held on 26 March 2024 and 23 April 2024.
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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 20 May 2024. 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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