Agenda, decisions and draft minutes

Epsom and Ewell Local Committee - Monday, 5 October 2020 2.00 pm

Venue: Virtual meeting

Contact: Nicola Morris, Partnership Committee Officer  Surrey County Council, Community Partnerships & Safety Team, Epsom Town Hall (2nd floor), Epsom, KT18 5BY

Link: Click here for webcast

Media

Items
No. Item

1/20

APPOINTMENT OF CHAIRMAN AND VICE-CHAIRMAN OF THE LOCAL COMMITTEE FOR 2020/21 [FOR INFORMATION]

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    To note the appointment by Council of County Councillor Tina Mountain as Chairman and County Councillor Jan Mason as Vice-Chairman of the Local Committee for the current municipal year.

    Additional documents:

    Minutes:

    The appointment by Council of Mrs Tina Mountain as Chairman and Mrs Jan Mason as Vice-Chairman of the Local Committee for the current municipal year was noted.

2/20

APPOINTMENT OF BOROUGH COUNCIL SUBSTITUTE MEMBERS [EXECUTIVE FUNCTION – FOR DECISION]

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    Under the County Council's Constitution (Part 4. Standing Orders, Part 3 40 (f)) no substitutes are permitted for district/borough council co-opted members of local committees, unless a local committee agrees otherwise at its first meeting following the Council’s annual meeting and in relation to all meetings in the following year, upon which named substitutes will be appointed to the Local Committee on the nomination of the relevant district/borough council.

     

    The Local Committee is therefore asked to decide whether it wishes to co-opt substitutes in the municipal year 2020/21.

     

    Epsom & Ewell Borough Council has nominated 5 Borough Councillors and 5 substitutes to serve on the Local Committee for the current municipal year. Joanna Killian, Chief Executive, has now confirmed these appointments as follows, subject to the agreement by the Committee to permit substitutes:

     

    EPSOM AND EWELL BOROUGH COUNCIL APPOINTED MEMBERS [5]

    Cllr Steve Bridger [Stamford]

    Cllr Alex Coley [Ruxley]

    Cllr Nigel Collin [College]

    Cllr Neil Dallen [Town]

    Cllr Debbie Monksfield [Court]

     

    Epsom and Ewell Borough Council Substitutes

    Cllr Arthur Abdulin [Town]

    Cllr Kate Chinn [Court]

    Cllr Chris Frost [Nonsuch]

    Cllr Steven McCormick [Woodcote]

    Cllr Phil Neale [Cuddington]

    Additional documents:

    Decision:

    That the Local Committee [Epsom & Ewell] agreed:

     

    To co-opt substitutes for Borough Council members for the municipal year 2020/21.

     

    Reasons: Standing Order 40(f) requires the Committee at its first meeting in the municipal year to agree whether it wishes Borough Council members to be permitted to have substitutes

    Minutes:

    Resolved:

     

    To co-opt substitutes for Borough Council members for the municipal year 2020/21.

     

    Reasons: Standing Order 40(f) requires the Committee at its first meeting in the municipal year to agree whether it wishes Borough Council members to be permitted to have substitutes

3/20

APOLOGIES FOR ABSENCE AND SUBSTITUTIONS

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    To receive any apologies for absence and notices of substitutions from Borough members under Standing Order 39.

    Additional documents:

    Minutes:

    There were no apologies for absence or substitutions.

4/20

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:

    Cllr Bernie Muir declared a predudicial interest in Items 10 and 11 as a resident of Abelea Green, she withdrew from the meeting for these items.

     

    Cllr Neil Dallen declared a personal interest in item 12 as a Borough council representative on the Community Safety Partnership.

5/20

CHAIRMAN'S BUSINESS

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    The Chairman will update the Committee on any current issues.

    Additional documents:

    Minutes:

    The Chairman reported that in order to reduce the queues which have been a recent issue at the Epsom Community Recycling Centre a booking system will be introduced by the end of the month.

    There has been a temporary widening of the footway in Epsom High Street between the Wilkinson’s store and the Waterloo Road junction to allow for social distancing.  Residents were invited to feedback their views to the County Council, their local councillor or the Chairman.

     

    The Committee was asked whether they would be agreeable to the cancellation or postponement of the informal Local Committee planned for 14 October.  It was agreed that members would have 48 hours to think about whether they have any items for discussion or public engagement and to contact the Chairman and Partnership Committee Officer with any suggestions.

6/20

WRITTEN PUBLIC QUESTIONS AND STATEMENTS pdf icon PDF 206 KB

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    To answer any questions or receive a statement from any member of the public who lives, works or studies in the Surrey County Council area in accordance with Standing Order 69.  Notice should be given in writing or by e-mail to the  Partnership Committee Officer at least by noon four working days before the meeting.

    Additional documents:

    Minutes:

    Six public questions had been received, the responses to which are outlined in the supplementary agenda.  Two members of the public joined the meeting to ask a further question based on the response:

     

    Question 1

    Anonymous – the questioner asked the Committee to take into account in their deliberations on the parking proposals for Abelea Green that this area provides clean air to the surrounding area and that St Joseph’s School is one of only two schools in the area which does not have an admissions policy which prioritises children based on distance from the school.  He also drew attention to a recently produced document on travel after Covid produced by Atkins who are based in Epsom.  The area Highway Manager responded that unless not relaxing parking on Abelea Green resulted in fewer car journeys in the area, the overall impact on air quality in the area was unlikely to change as it would just move vehicles to a different location.  The school admission criteria are a matter for the school to agree and not a matter for the Local Committee.

     

    Question 3 – The questioner had visited the conservative office and asked for an appointment with the MP to discuss parking and had been told to contact Cllr Bernie Muir on any issues relating to parking in Epsom.  The Chairman responded that this must be a mistake on the part of the office as she is the county councillor for the area where parking proposals are under consideration today and assured the questioner that the Cllr Muir had not taken part in any decisions in relation to these.

     

    The questioner also asked about the process for advertising parking proposals as residents had been unaware of the proposals.  The Parking Engineer responded that the proposals are statutorily advertised in the local press.  Street notices are also displayed and sometimes letters and flyers are sent to residents.  The minimum requirement is a public notice in a local paper.

     

     

7/20

PETITIONS

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    To receive any petitions in accordance with Standing Order 68.

     

    No petitions have been received.

    Additional documents:

    Minutes:

    No petitions had been received.

8/20

MINUTES OF PREVIOUS MEETING

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    To approve the Minutes of the previous meeting as a correct record.

    Additional documents:

    Minutes:

    Confirmed as a correct record.

9/20

MEMBER QUESTION TIME pdf icon PDF 114 KB

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    To receive any written questions from Members under Standing Order 47.   Notice should be given in writing to the Partnership Committee Officer by 12.00 noon four working days before the meeting.

    Additional documents:

    Minutes:

    One question had been received.  The response was available in the supplementary agenda.  Cllr Dallen had no further questions and thanked the officer for the comprehensive response.

10/20

EPSOM AND EWELL PARKING REVIEW (PHASE 12) CONSIDERATION OF PUBLIC FEEDBACK RELATING TO PARKING PROPOSALS ON ST MARGARET DRIVE/ST ELIZABETH DRIVE AND WHITE HORSE DRIVE/DUDLEY GROVE/ELM GROVE [EXECUTIVE FUNCTION - FOR DECISION] pdf icon PDF 358 KB

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    To consider feedback that has been received for the proposed introduction of new parking restrictions or changes to existing restrictions on St Margaret Drive, St Elizabeth Drive, White Horse Drive, Dudley Grove and Elm Grove in Epsom and Ewell.

     

    Additional documents:

    Decision:

    That the Local Committee [Epsom & Ewell] agreed:

     

    (i)        (By 6 votes FOR to 1 AGAINST) That the parking proposals outlined in Plan 68 of the Phase 12 Parking Review should not be implemented;

    (ii)       (by 7 votes FOR to 0 AGAINST) That the parking proposals outlined in Plan 70 of the Phase 12 Parking Review should not be implemented;

     

    Reasons:  In order not to encourage car journeys to schools in line with climate change and sustainable travel objectives. 

    Minutes:

    Declarations of Interest: Cllr Bernie Muir declared a prejudicial interest in this item as a resident of the area and left the meeting.

     

    Officers attending: Stephen Clavey, Parking Engineer

     

    Petitions, Public Questions/Statements: Six questions as outlined in item 6

     

    Member discussion – key points

     

    The Parking Engineer outlined that the parking proposals on Plans 68 and 70 were advertised from 7 November for 28 days for public comment.  Due to the wide range of views expressed it had been agreed that the matter should be determined by the full Committee rather than by officers under delegated powers. 

     

    It was highlighted that this issue was brought to the Committee originally, as a result of the impact on Rosebank and related roads of school related traffic which was blighting the lives of residents and impacting on the safety of children going to school.  When the Committee was presented with these issues they acknowledged that no one action would solve the issue and that all parties should contribute to finding a solution and that no part of the community should be excluded from these discussions.  Both St Joseph’s and Rosebery Schools have made efforts to improve the situation by making changes to the school day and encouraging children to travel to school sustainably where possible and the congestion in Rosebank is now much reduced.  The Committee also has before it in the next item options to make further improvements to road safety in Rosebank.

     

    It was raised that walking from Abelea Green to St Joseph’s School is a lengthy walk particularly for young children along a busy road and that the roads in the Whitehorse Drive area had been added to the consultation in order to give an alternative option which could be safer for the children.  The local Councillor has allocated all her highway funding for the current year to making improvements to the pavements in Whitehorse Drive.

     

    Many members raised the issue of climate change and pollution and that the Committee should not be seen to be encouraging car journeys, particularly as many of the pupils travel a long distance to access the school when they already live close to excellent schools with places available.

     

    The Committee moved to item 11 before making a formal decision on this item.

     

    Motions were moved by the Chairman and seconded by the Vice-Chairman that the parking proposals in plan 68 and plan 70 should not be implemented.

     

    Resolved:

     

    (i)         (By 6 votes FOR to 1 AGAINST) That the parking proposals outlined in Plan 68 of the Phase 12 Parking Review should not be implemented;

    (ii)        (by 7 votes FOR to 0 AGAINST) That the parking proposals outlined in Plan 70 of the Phase 12 Parking Review should not be implemented;

     

    Reasons:  In order not to encourage car journeys to schools in line with climate change and sustainable travel objectives. 

11/20

ST JOSEPH'S SCHOOL FEASIBILITY REPORT [EXECUTIVE FUNCTION - FOR DECISION] pdf icon PDF 224 KB

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    St Joseph’s School was the subject of a Road Safety Outside Schools report, which was reported to Committee in June 2019.  In response to this Committee decided to commission a feasibility report to investigate a number of different options for improvements on the approaches to St Joseph’s School.  This feasibility report is included as Annex A to this report, and outlines a number of options for improvements for pedestrians, cyclists, and motorists in Rosebank and Whitehorse Drive.

    Additional documents:

    Decision:

    That the Local Committee [Epsom & Ewell] agreed:

     

    (i)      By reference to Annex A of the report to, implement options 2, 5 and 6 of the feasibility report in a future Financial Year, at an estimated cost of £42,000.
      

    (ii)      Authorise the Area Highway Manager in consultation with the Chairman, Vice Chairman, and relevant Divisional Member(s) to undertake all necessary procedures to deliver the agreed Committee highway programmes.

    (iii)     That the Chairman and the Borough Council Town ward councillor (Cllr Dallen) works with the school and highway officers to consider other solutions for the relocation of the disabled bay mentioned in Option 3.

     

    Reasons:  Options 2, 5, and 6 are improvements for pedestrians and cyclists, and are therefore in keeping with our objectives relating to climate change and sustainable transport.  Relocation of the disabled bay may improve traffic flow and road safety.

    Minutes:

    Declarations of Interest: Cllr Bernie Muir declared a prejudicial interest in this item as a resident of the area and was not present in the meeting.

     

    Officers attending: Nick Healey, Area Highways Manager

     

    Petitions, Public Questions/Statements: None

     

    Member discussion – key points

     

    The Area Highways Manager introduced the report and ran through the various options outlined in the feasibility report. He indicated that the Borough Council had agreed to release some of the land in the verges to allow some of the improvements if agreed by the Committee.

     

    He was not recommending the relocation of parking into laybys as this may not improve the issue as vehicles may still stop in the area, even if parking restrictions are put in place and could encourage car journeys.  Making it easier for traffic to exit could also increase the speed of traffic and increase the danger to children crossing.  In addition, one of the spaces is used by a disabled driver who could continue to park on a single yellow line or relocate further down the road.

     

    Members were concerned that the current situation in place for the circulation of traffic in Rosebank during pick up and drop off could be dangerous for pedestrians and if the school stopped allowing the circulation of traffic it would be more difficult for vehicles to turn round elsewhere in the road.  They considered the safety of children should be paramount.  It was suggested that there could be alternative options for moving the vehicles blocking the road, using parking restrictions instead of creating bays, which would be cheaper to implement.

     

    The Parking Engineer indicated that parents are currently often parking in residents parking bays resulting in them having to leave their cars on yellow lines where they often receive parking tickets.  Members commented that experience with other local schools suggests that parents often take no notice of restrictions put in place and it is not practical to provide enforcement every day.

     

    In terms of improvements in Whitehouse Drive the Area Highways Manager indicated that a pavement around the bell mouth is considered to be the best option as it is unlikely that pedestrians would use a crossing point.

     

    The Chairman indicated that she was happy to use her allocated budget to make improvements in both the current and next financial year.

     

    It was noted that any changes to parking in Rosebank would need to be included in the next parking review for which limited funding is available and would need to be considered along with other proposals, many of which are also in the vicinity of schools.

     

    The Area Highway Manger clarified that the recommendation was intended to indicate that options 2, 5 and 6 should be prioritised above the other options in the feasibility study and not above other options in the Committee programmes.

     

    Resolved:

     

    (i)      By reference to Annex A of the report to, implement options 2, 5 and 6 of the feasibility report in a future Financial Year, at an  ...  view the full minutes text for item 11/20

12/20

APPOINTMENT TO EPSOM & EWELL COMMUNITY SAFETY PARTNERSHIP [EXECUTIVE FUNCTION - FOR DECISION] pdf icon PDF 180 KB

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    This report seeks the approval of Local Committee to the appointment of a Surrey County Council member of the Committee to the Epsom & Ewell Community Safety Committee, which is being established in place of the East Surrey Community Safety Partnership to which the Committee previously made an appointment.

     

    Additional documents:

    Decision:

    That the Local Committee [Epsom & Ewell] agreed to appoint Cllr John Beckett as the Surrey County Council representative on the Epsom & Ewell Community Safety Partnership for the municipal year 2020/21

     

    Reasons:  The appointment of councillors of the Local Committee to external bodies enables the committee’s representation on and input to such bodies.

     

    Minutes:

    Cllr Muir rejoined the meeting at this point.

     

    Declarations of Interest: Cllr Dallen declared a personal interest in this item as a Borough Council member of the Epsom & Ewell Community Safety Committee

     

    Officers attending: None

     

    Petitions, Public Questions/Statements: None

     

    Member discussion – key points

     

    Eber Kington proposed the appointment of County Councillor John Beckett to the Community Safety Partnership and this was seconded by Cllr Jan Mason.

     

    The Chairman proposed that County Councillor Bernie Muir should be appointed as she had been a member of the East Surrey Community Safety Partnership.  There was no seconder and therefore it was

     

    Resolved: to appoint Cllr John Beckett as the Surrey County Council representative on the Epsom & Ewell Community Safety Partnership for the municipal year 2020/21

     

    Reasons:  The appointment of councillors of the Local Committee to external bodies enables the committee’s representation on and input to such bodies.

     

13/20

DECISIONS TAKEN UNDER DELEGATED POWERS [FOR INFORMATION] pdf icon PDF 298 KB

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    As a result of the Covid outbreak the previous meeting of the Committee on 30 March was cancelled.  Where necessary, decisions were taken in accordance with the Remote Meetings Protocol which was approved by the Council on 17 March 2020 (minute 18/20a). This protocol sets out how Surrey County Council will operate executive and non-executive decision making in light of the coronavirus situation in line with agreed delegations at the 17 March 2020 Council meeting. The Protocol was agreed to react to the current reality where the Council should not hold physical meetings, whilst ensuring that the business of the Council can proceed as best as possible, including making decisions as effectively and as far as possible, openly.

     

    A record of the decisions made is attached for information.

    Additional documents:

    Minutes:

    Noted the decisions made under delegated powers following the cancellation of the Local Committee meeting in March.

14/20

LOCAL COMMITTEE DECISION TRACKER [FOR DECISION] pdf icon PDF 364 KB

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    This item provides an update on previous decisions and actions agreed by the Committee.  The Committee is asked to agree that the items marked as complete are removed from the tracker.

    Additional documents:

    Minutes:

    Members asked for an update on putting the yellow lines from the last parking review in place.  The Parking Engineer indicated that most were now in place but that there are some still outstanding.  Members requested that the Chairman should write on behalf of the Committee to the Head of the Parking Team to indicate their concern at the performance of the lining contractor.  Members asked for an updated list of those roads still outstanding which the parking Engineer indicated that he would provide after checking the latest position.

     

    A member indicated that the work in Waterloo Road appeared to have been completed but not to an acceptable standard.  There are puddles on the pavement and at the crossing point by the dropped kerb.  The Area Highways Manager undertook to investigate and that this item would remain on the tracker.  The Committee agreed to remove all other items marked as complete.

15/20

FORWARD PLAN [FOR INFORMATION] pdf icon PDF 10 KB

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    The Committee is asked to note the forward plan for the Committee and propose any items which they would like to see added.

    Additional documents:

    Minutes:

    Noted the forward plan.

16/20

DATE OF NEXT MEETING

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    Monday 7 December 2020 at 2pm, virtual meeting

    Additional documents:

    Minutes:

    7 December 2020 at 2pm, virtual meeting.