Agenda and minutes

Council
Tuesday, 21 May 2019 10.00 am

Venue: Council Chamber, County Hall, Kingston upon Thames, Surrey KT1 2DN

Contact: Joss Butler  020 8541 9702

Webcast: View the webcast

Items
No. Item

25/18

CHAIRMAN

    1. To elect a Chairman for the Council Year 2019/20.

    2. The Chairman to make the statutory declaration of acceptance of office.

     

    Additional documents:

    Minutes:

    Under the motion of Ms Turner-Stewart, seconded by Mr Botten, it was unanimously:

     

    RESOLVED:

     

    That Mr Anthony Samuels be elected Chairman of the Council for the council year 2019/20.

     

26/18

APOLOGIES FOR ABSENCE

27/18

MINUTES pdf icon PDF 125 KB

28/18

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.

29/18

CHAIRMAN'S ANNOUNCEMENTS

    • Please do take a look at the Chairman and Vice-Chairman notice boards (situated outside our offices) which provides pictorial information about recent visits and activities.

     

    Recent visits and events

     

    • I would like to congratulate Bridget Biddell on her recent installation as High Sheriff for 2019-2020 and look forward to working with her.

     

    • We celebrated unsung individuals who do much to support and improve the lives of Surrey’s residents at the Volunteers Reception on the evening of 10 April 2019. As Chairman of Surrey County Council alongside the Vice Chairman it was a privilege and honour to meet the hard working volunteers of Surrey who have all contributed towards our county’s outstanding community spirit. I would also like to thank Members for nominating these volunteers.

     

    Additional documents:

    Minutes:

    The Chairman:

     

    • Led a silent tribute in remembrance of Mrs Elise Whiteley, a former county councillor, who had died recently.
    • Thanked Mr Nick Harrison for his dedication during his time as Leader of the Residents Association and Independent Group and welcomed Nick Darby as his successor.
    • Informed Members that he was hosting an event at Walton Cricket Club to commemorate the fact that baseball was first played in Walton on Thames by the Prince of Wales in 1749. It was noted that Members were welcome to attend.
    • Highlighted that he had arranged for some young musicians from the Yehudi Menuhin school in Cobham to play for Members at 2.30pm after the next County Council meeting. Members were asked to confirm attendance by 31 May 2019.

     

30/18

VICE-CHAIRMAN

    1. To elect a Vice-Chairman for the Council Year 2019/20.

    2. The Vice-Chairman to make the statutory declaration of acceptance of office.

     

    Additional documents:

    Minutes:

    Upon the motion of Mrs Mary Lewis, seconded by Mr Will Forster, it was unanimously

     

    RESOLVED:

     

    That Mrs Helyn Clack be appointed Vice-Chairman of the Council for the council year 2019/20.

     

31/18

LEADER'S STATEMENT pdf icon PDF 235 KB

    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 made a detailed statement. A copy of the statement is attached as Appendix 1. A copy of the changes to the Cabinet Portfolios was tabled at the meeting and is attached as Appendix 2.

     

    Members raised the following topics:

     

    • Highlighted that the main issues for the Council were resident experience, collaboration of Members and working with partners.
    • That residents were concerned with issues relating to youth centres, libraries and bus subsidies.
    • That changes to the Council’s scrutiny function would be positive.
    • That Surrey Heartlands commissioners spend the lowest amount per capital on mental health in the country.
    • That climate change needed to be addressed.
    • That they welcome a review of the Community Recycling Centres and rural car parking policies.
    • They hoped that this was the last County Council meeting were an Ombudsman Report was considered.
    • There was a need for residents to better understand cross-agency support.
    • Acknowledged a group called Extinction Rebellion and welcomed comments on climate change.
    • There was a need to transform bus services to increase accessibility.
    • That environment and climate change should be added to the Place Select Committee’s title.

     

32/18

ELECTION OF COUNTY COUNCILLOR

    The Chief Executive formally to report the election of a new County Councillor: Nikki Barton for the Haslemere division at the by-election held on 2 May 2019.

     

     

    Additional documents:

    Minutes:

    The Chairman adjourned the meeting at 10:50am due to disruption in the public gallery.

    The meeting was reconvened at 11:00am

     

    The Chief Executive formally reported that Mrs Nikki Barton was duly elected as the new County Councillor for the Haslemere division following the by-election held on 2 May 2019.

     

     

33/18

CHANGES TO THE COUNTY COUNCIL'S OVERVIEW AND SCRUTINY FUNCTION pdf icon PDF 98 KB

    To agree changes to the arrangements for the operation of overview and scrutiny at the County Council.

     

    Additional documents:

    Minutes:

    The Leader of the Council introduced the report and highlighted that an opposition Member would hold a Vice-Chairmanship of each select committee and would support the Committee’s working groups. It was further stated that there was a need for a robust scrutiny structure in order to provide sufficient scrutiny of the Council’s services and transformation programmes.

     

    Members made the following comments:

     

    • That they felt it was a positive move to have two Vice-Chairman on each select committee.
    • Highlighted that there was a need for sufficient resource and support for select committees from Democratic Services.
    • That the transparency of the process should be celebrated.
    • They endorsed the role of the Select Committee Chairman’s and Vice-Chairman’s Group.

     

    Mr John O’Reilly proposed a motion, seconded by Mr Saj Hussain, to change the title of the Place Select Committee to the Communities, Environment and Highways Select Committee. It was stated that the proposed title better reflected the work of the Committee and would allow for an increased understanding from a resident perspective. Two Members spoke on the amendment and made the following comments:

     

    • That it was inappropriate to amend the title at such short notice.
    • That the overall goal was to allow residents to understand the work of the Select Committee.

     

    Mr Hussain, as seconder of the amendment, made the following comment:

     

    • That he felt it was important that residents understand the remit of the Select Committee.

     

    The amendment was put to a vote with 51 Members voting for, 2 against and 8 abstentions. Therefore the amendment was carried.

     

    RESOLVED

     

    Subject to an amendment carried at the meeting, the revised structure for overview and scrutiny in the County Council be adopted.

     

34/18

ANNUAL REVIEW OF POLITICAL PROPORTIONALITY pdf icon PDF 75 KB

    To formally review the proportional political allocation of places on committees and to adopt a scheme of proportionality for the Council year 2019/20.

     

    Additional documents:

    Minutes:

    The annual review of the Scheme of Political Proportionality 2019/20 was introduced by the Leader of the Council.

     

    RESOLVED (with no Member voting Against):

     

    That the committee sizes and scheme of proportionality be adopted for 2019/20.

     

35/18

AMENDMENTS TO THE COUNCIL'S CONSTITUTION pdf icon PDF 72 KB

    Surrey County Council has a Constitution which is agreed by Members and sets out how the Council operates, how decisions are made and the procedures to be followed to ensure that they are efficient, transparent and accountable to the residents of Surrey.

     

    Council is asked to consider changes to the Constitution in relation to:

     

    1.    Updates to the Officer Scheme of Delegation

     

    2.    Amendments to the Executive Functions within the Scheme of Delegation

     

    3.    Amendment to Article 7

     

    Additional documents:

    Minutes:

    The Leader of the Council introduced the report and provided a brief summary.

     

    Members made the following comments:

     

    ·        Members asked whether the Committee in Common Sub-Committee meetings would be held in public. The Leader of the Council confirmed that decisions made by the Sub-Committee would be held in public.

    ·        Members asked whether the Strategic Investment Board would be subject to scrutiny at a select committee. The Leader of the Council confirmed that the Board fell within the remit of the Performance and Resources Select Committee.

     

    RESOLVED:

     

    The County Council approved the changes to the Scheme of Delegation and the Articles as set out in the Annexes, and authorised the Director of Law and Governance to make the necessary amendments to the Council’s Constitution.

     

     

36/18

APPOINTMENT OF COMMITTEES pdf icon PDF 112 KB

    To appoint Members of the various Committees of the Council for the Council Year 2019/20.

     

    (Note: Proposals will be laid on the table at the meeting.)

    Additional documents:

    Minutes:

    The Leader of the Council introduced the report. Members noted that the title of the Resources and Performance Select Commtitee was incorrect in the report.

     

    RESOLVED (with no Members voting against):

     

    (1)     To appoint Members to serve on the Committees of the Council for the Council year 2019/20 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 County Councillors representing divisions in the Woking borough area to serve on the Woking Joint Committee for the Council year 2019/20.

     

    (4)     To appoint the County Councillors representing divisions in the Spelthorne borough area to serve on the Spelthorne Joint Committee for the Council year 2019/20.

     

    (5)     To appoint the County Councillors representing divisions in the Runnymede borough area to serve on the Runnymede Joint Committee for the Council year 2019/20.

     

    (6)     To appoint the County Councillors representing divisions in the Guildford borough area to serve on the Guildford Joint Committee for the Council year 2019/20.

     

    (7)     To appoint the remaining County Councillors for each district/borough area to serve on the appropriate Local Committee for the Council year 2019/20, and to authorise the Chief Executive to appoint an equal number of district/borough councillors to the Local Committees following nominations by the district and borough councils, which they should be requested to make politically proportional to their Membership.

     

    (8)     To appoint the Council’s representative to the Surrey Police and Crime Panel for the Council year 2019/20.

     

    (9)     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.

     

    (10)   To appoint up to two Members to the Buckinghamshire County Council and Surrey County Council Joint Trading Standards ServiceCommittee, one of whom must be a Cabinet Member; the other in an advisory non-voting role.

     

    (11)   To note the Leader’s appointments to the Council’s Executive Committees as outlined above.

     

37/18

ELECTION OF COMMITTEE CHAIRMAN AND VICE-CHAIRMAN

    To elect Chairmen and Vice-Chairmen of Committees for the Council year 2019/20.

     

    (Note: Proposals will be laid on the table at the meeting.)

     

    Additional documents:

    Minutes:

    The proposals for the appointment of Committee Chairman and Vice-Chairmen were emailed to Members and tabled at the meeting. It is attached as Appendix 3 to these minutes.

     

    The appointment to the role of Chairmanship of the Epsom and Ewell Local Committee was subject to a contested election, with 48 Members voting for Tina Mountain and 14 for John Becket.

     

    RESOLVED:

     

    That the Members listed below are duly elected as Chairmen and Vice-Chairmen respectively of the Committees as shown for 2019/20.

     

     

    SELECT COMMITTEES

     

     

     

    Chairman

     

    Vice-Chairmen

     

    Adults and Health

    Jeff Harris

    1. Bernie Muir

    2. Nick Darby

     

    Children, Families, Lifelong Learning and Culture

    Kay Hammond

    1. Lesley Steeds

    2. Chris Botten

     

    Place

    John O’Reilly

    1. Saj Hussain

    2. Andy MacLeod

     

    Resources and Performance

    Nick Harrison

    1. Graham Knight

    2. Will Forster

     

    REGULATORY COMMITTEES

     

     

     

    Chairman

    Vice-Chairman

     

    PEOPLE, PERFORMANCE AND DEVELOPMENT COMMITTEE

     

     

    Tim Oliver

    Colin Kemp

     

    AUDIT & GOVERNANCE COMMITTEE

     

     

     

     David Harmer

    Keith Witham

     

    PLANNING & REGULATORY COMMITTEE

     

     

     

    Tim Hall

    Edward Hawkins

     

    SURREY PENSION FUND COMMITTEE

     

     

     

    Tim Evans

    Ben Carasco

    LOCAL COMMITTEES

     

     

    DISTRICT

     

    CHAIRMAN

    VICE-CHAIRMAN

     

    Elmbridge

    Peter Szanto

    Mike Bennison

     

    Epsom & Ewell

    Tina Mountain

    Jan Mason

     

    Mole Valley

    Tim Hall

    Stephen Cooksey

     

    Reigate & Banstead

    Jeff Harris

    Barbara Thomson

     

    Surrey Heath

    Bill Chapman

    Edward Hawkins

     

    Tandridge

    Cameron McIntosh

    Rose Thorn

     

    Waverley

    Victoria Young

    David Harmer

     

     

     

    JOINT COMMITTEES

    Guildford

    Borough to appoint

    Keith Taylor

    Runnymede Joint Committee

    Borough to appoint

    Mark Nuti

    Spelthorne Joint Committee

    Borough to appoint

    Richard Walsh

    Woking Joint Committee

    Ayesha Azad

    Borough to appoint

     

     

     

     

38/18

MEMBERS' QUESTION TIME pdf icon PDF 106 KB

    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 15 May 2019).

     

    There will be an opportunity for Members to ask questions.

     

     

     

     

    Additional documents:

    Minutes:

    Notice of four questions had been received. The questions and replies were published in a supplementary agenda on 20 May 2019.

     

    A number of supplementary questions were asked and a summary of the main points is set out below:

     

    (Q1) Mr Eber Kington asked the Cabinet Member for Highways to confirm whether highways funding was based on road used and whether he would agree to introduce it as criteria for local highways funding in the future. The Cabinet Member stated that it would not be appropriate to monitor and assess until after a full year had passed. It was further stated that each local council had received core funding for highways.

     

    (Q2) Mr Robert Evans asked the Cabinet Member for Highways whether he would visit his electoral division to see the state of local pavements in order to better understand the challenges residents face when using them.

     

    Mr Essex asked if the Cabinet Member would agree that the review should not only assess the process but also the funding allocation.

     

    The Cabinet Member confirmed that he was happy to visit any Member’s division to better understand local issues. The Cabinet Member further confirmed that there were currently 13 reconstruction schemes on pavements which equalled 6.5 kilometres. In response to the second question, the Cabinet Member highlighted that Members were able to use their Members’ Allocation to address issues with pavements up to 10 to 15 metres. 

     

    (Q3) Mr Chris Botten asked the Cabinet Member for Adults and Public Health whether they would consider publishing a delegated action list to outline details of decisions taken by offices and information on how the decisions could be challenged.

     

    The Cabinet Member confirmed that a document which outlined key decisions delegated to officers was currently published. The Cabinet Member stated that she would arrange for Democratic Services to circulate an email notification to Members upon the publication of key delegated decisions..

     

    (Q4) Mr Robert Evans highlighted to the Cabinet Member for Environment and Waste that children were particularly affected by fine matter and asked whether the Cabinet Member would continue to have the highest possible standards for air quality.

     

    The Cabinet Member confirmed that funding had been secured to educate children in Surrey schools on air quality. The Cabinet Member further confirmed that an anti-idling campaign would be held in five schools on 20 July 2019. Members further noted that the Schools Air Quality Programme would be presented to the Health and Wellbeing Board in September 2019 rather than December 2019.

     

39/18

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 2019).

     

    Additional documents:

    Minutes:

    Mrs Tina Mountain made a statement concerning a recent house fire in Stoneleigh where she commended the work of the Fire Service.

40/18

DELIVERING THE COMMUNITY VISION FOR SURREY IN 2030: WORKING WITH PARTNERS AND RESIDENTS pdf icon PDF 60 KB

    To consider the report on Delivering the Community Vision for Surrey in 2030: Working with Partners and Residents.

     

     

    Additional documents:

    Minutes:

    The Leader of the Council introduced the report and provided a brief summary.

     

    Members made the following comments:

     

    • A Member highlighted that there was previously an agreement of work between partners and the Council known as the Surrey Compact and asked if this would be reinstated. The Leader of the Council stated he that he would look into this.
    • That they full supported the initiative.

     

    RESOLVED:

     

    Council endorsed and approved the Partnership Commitment and supported its promotion across the county.

     

41/18

APPOINTMENT OF SECTION 151 OFFICER pdf icon PDF 63 KB

42/18

REPORT OF THE CABINET pdf icon PDF 111 KB

    To receive the report of the meetings of the Cabinet held on 26 March 2019 and 30 April 2019; to agree one recommendation in respect of:

     

    a.    Revised Procurement & Contract Standing Orders

     

    and to note items for information / discussion:

     

    b.    Asset and Place Strategy

     

    c.    Moving Closer to Residents

     

    d.    Local Government Ombudsman Report

    Additional documents:

    Minutes:

    The Leader presented the report of the Cabinet meetings held on 26 March 2019 and 30 April 2019.

     

    RECOMMENDATIONS ON POLICY FRAMEWORK DOCUMENTS

     

    A.     Revision Of Procurement and Contract Standing Orders

     

    REPORT FOR INFORMATION / DISCUSSION

     

    B.     Asset And Place Strategy

     

    C.    Moving Closer To Resident

     

    D.    Local Government Ombudsman

     

    E.     Quarterly Report On Decisions Taken Under Special Urgency Arrangements: 1 February – 7 May 2019

     

    RESOLVED:

     

    That the report of the meetings of the Cabinet held on 26 March 2019 and 30 April 2019 be adopted.

43/18

MINUTES OF CABINET MEETINGS pdf icon PDF 127 KB