Meeting documents

• (Attachment: 1)Minutes

RESOLVED that the Minutes of the meeting held on 1st October 2015 be approved as a correct record and signed.

Apologies were received from Councillors R.A. Clarke, R.W. Coad, J. Durrant and E. Humphreys.

None.

None.

Seven questions were asked and responses given in accordance with Council Procedure Rule 2.14 and the Order paper circulated at the meeting as follows:

Question by: Mr B. Horne

Answered by: Executive Member for Planning and Development (Councillor T. Schofield)

Subject: Planning and development

Question by: Mrs J. Barnett

Answered by: Executive Member for Property and Regeneration (Councillor Mrs N. J. Bramhall)

Subject: Horley Business Park – Horley Master Plan Hr33

Question by: Mr G. Whitworth

Answered by: Executive Member for Property and Regeneration (Councillor Mrs N. J. Bramhall)

Subject: Horley Business Park – Flood Risk

Question by: Mrs K. Allen

Answered by: Executive Member for Property and Regeneration (Councillor Mrs N. J. Bramhall)

Subject: Horley Business Park – Horley Master Plan Hr36

Question by: Miss A. Backhouse

Answered by: Executive Member for Property and Regeneration (Councillor Mrs N. J. Bramhall)

Subject: Horley Business Park – Horley Master Plan Hr37

Question by: Mrs K. Whittaker

Answered by: Executive Member for Property and Regeneration (Councillor Mrs N. J. Bramhall)

Subject: Horley Business Park – Loss of View

Question by: Mr M. Allen

Answered by: Executive Member for Property and Regeneration (Councillor Mrs N. J. Bramhall) - Written Response

Subject: Horley Business Park – Benefit to Horley

Note: For more information on responses to Council questions see this page on the Council’s website:

http://www.reigate-banstead.gov.uk/info/20323/council_and_committees/336/full_council

• (Attachment: 2)Item 6: Burger Van, Earlswood Lakes Petition Report (253K/bytes)

A report was presented to the Council arising from the Council’s Petition Scheme in relation to a petition of 1246 signatures regarding the provision of catering facilities at Earlswood Lakes. The petition asked that the Council “should save the current Burger Van at Earlswood Lakes.”
The petition formed two components, an e-petition and a paper petition. The combined signatures totaled 1246 which exceeded the threshold for reporting to Council (400). With the agreement of the petition organisers it was referred to Council for debate ahead of the e-petition formally closing on 5 January 2016.
In line with the Petition Scheme, details of the petition had been published on the Council’s website along with the e-signatories. The off-line signatures to the petition were available from Democratic Services.
The Petition Scheme provided for the Council to decide how to respond to the petition. This included the options of supporting the action the petition requested, or not, or refer the matter to the Executive (or the Executive decision maker) for further consideration.
The Council noted that the responsibility for this catering facility licence was delegated to the Head of Property to determine. In the circumstance any comments made at the meeting would be referred to him for his consideration before determining the matter. It was noted that the deadline for the receipt of tenders closed on 26 November 2015 and that they were currently being assessed against the criteria established for the contract.
As provided for in the Petition Scheme the organisers of both the e-petition and the paper petition, Mr S. Day and Ms M. Cook, presented their case to the Council in support of the petition. In addition Councillor J.C.S. Essex spoke in support of the petition.

The following is a summary of the points made in support the petition:

• the refreshments available from the Burger Van were affordable and this principle should be retained as part of the future provision;
• the facility provided a family/community spirited service (including a safe place for school children) which the community relied on and this should remain in the future provision;
• the owners of the van reported injuries to wildlife in the area;
• the owners should be allowed to continue trading under the licence that they were granted;
• the licence expired in 2014 resulting in a temporary licence being issued with no tendering exercise being undertaken at that time. 6 months after the existing licensee had been issued a new licence they received notice to terminate as part of a periodic tendering exercise;
• that the tender exercise undertaken was more suited to a commercial enterprise with more access to capital than a small business. This made it difficult for the existing licensees to submit a tender and therefore they felt that they were in effect being made unemployed at Christmas; and
• whether the long term plans/vision for Earlswood Lakes could be considered as part of the proposed new catering facility by entering into a collaborative approach with the current tenants.

The Executive Member for Property and Regeneration, Councillor Mrs N.J. Bramhall responded to the points made at the meeting indicating that the current operator had been invited to tender and had declined to submit one. In the circumstances it was not possible to include them in the analysis of the tenders that had been received.

Councillor Mrs N.J. Bramhall moved and Councillor Dr L.R. Hack seconded a Motion and it was

RESOLVED that the Petition received in relation to the catering provision at Earlswood Lakes be noted and that the comments made at the meeting be provided to the Head of Property Services for consideration in determining the catering contract at Earlswood Lakes.
 

Two questions were asked and responses given in accordance with Council Procedure Rule 2.15 and the Order paper circulated at the meeting.
Details were as follows:

Question by: Cllr. J.C.S. Essex

Answered by: Executive Member for Property and Regeneration (Councillor Mrs N.J. Bramhall) - Written Response

Subject: Horley Business Park – 2016/17 Budget

Question by: Cllr. J.C.S. Essex

Answered by: Executive Member for Planning and Development (Councillor T. Schofield) - Written Response

Subject: National Planning Policy – Duty to Cooperate

Note: For more information on responses to Council questions see this page on the Council’s website:

http://www.reigate-banstead.gov.uk/info/20323/council_and_committees/336/full_council
 

• (Attachment: 3)Item 8: Recommendations of the Executive (297K/bytes)

RESOLVED that the Recommendations of the Executive under:

i) Minute 37 (Marketfield Way: Construction of a mixed use development comprising Cinema, A1, A2 And A3 Retail, together with 153 Residential Flats and undercroft Car Parking);
ii) Minute 39 (Development of Employment Land in Horley Proposal to enter into a Joint Venture);
Note: In accordance with Council Procedure Rule 2.21.5 Councillor J.C.S. Essex recorded his vote against this recommendation.
iii) Minute 41 (Lavender Sandpit, Cockshot Hill, Reigate: Feasibility of potential Residential Development and Creation of Nature Reserve);
iv) Minute 54 (Earlswood Depot Annual Report and Accommodation);
v) Minute 55 (Council Tax Reduction Scheme for 2016/17);
vi) Minute 57 (Half Yearly Treasury Management Report for 2015/16);
vii) Minute 58 (Development Options for 16-46 Cromwell Road, Redhill);
viii) Minute 59 (ICT Investment Programme);
ix) Minute 69 (Neighbourhood Improvement Fund);

be adopted.
 

The following statements were made to the Council meeting:

• Councillor V.W. Broad, Leader of the Council - Neighbourhood Improvement Fund
• Councillor Mrs R. Mill, Executive Member for Leisure and Wellbeing – Harlequin (Note: Councillor Mrs D. Ross Tomlin responded to this statement as the Chairman of the Harlequin Board); and
• Councillor G. Knight, Executive Member for Finance – Local Government Settlement
 

Councillor J.C.S. Essex moved and Councillor A.J. Kay seconded the following Motion:

“This Council Resolves that:
Reigate and Banstead Borough Council takes note of the International Climate Talks which have just finished taking place in Paris and takes this opportunity to reaffirm the importance of its leadership role and actions in this area by committing to sign up to the Local Government Association's Climate Local initiative (for details see http://www.local.gov.uk/climate-local).”

In accordance with Council Procedure Rule 2.17.3 of the Constitution the Motion upon being moved and seconded was referred without discussion to the Executive for consideration.
 

• (Attachment: 4)Item 11: Designation of Polling Places Report (163K/bytes)

Council received a report on the outcome of a review of the designation of polling for the polling districts of Preston and Earlswood and Whitebushes as provided for under the Representation of the People Act 1983.

In particular the Council considered the proposed provision of polling places at the Tadworth Leisure and Community Centre and the Earlswood Baptist Church and an explanation for the proposed changes to the two designated polling places.

The report was presented by the Electoral Registration Officer and Returning Officer and the recommendations as set out were then moved by Councillor J.M. Ellacott and seconded by Councillor Ms B. Thomson and it was

RESOLVED that:
i) the Tadworth Leisure and Community Centre, Preston Manor Road, Epsom KT20 5JG be designated the polling place for the polling district of Preston; and
ii) Earlswood Baptist Church, St John’s Road, Earlswood, RH1 6DZ be designated the polling place for the EWB1 polling district of Earlswood and Whitebushes.
 

• (Attachment: 5)Item 12: Council Tax Base 2016/17 Report inc. Annexes (208K/bytes)

Council received a report on the Council Tax base for 2016/17.
The Council Tax base was the measure of the relative taxable capacity of each of the three different tax-raising areas of the Borough (the Borough as a whole, the Parish Council area and the Town Council area). It had to be determined before 31st January each year and reported to the Department for Communities and Local Government.
The report set out relevant statutory powers, background, information on the Council Tax base calculation, and the collection rate. The report also set out options, legal, financial and equalities implications, risk management considerations, the position on consultation and policy framework factors.
The report was introduced by the Executive Member for Finance (Councillor G. Knight) who moved the Recommendation set out. This was seconded by Councillor K. Foreman whereupon it was

RESOLVED that in accordance with the Local Authorities (Calculation of Tax Base) Regulations 1992, the Council Tax base for 2016/17 for each of the Council’s areas shall be as follows:

Reigate & Banstead Council as a whole: 58,301.0
Horley Town Council area: 8,963.7
Salfords & Sidlow Parish Council area: 1,371.5

 

• (Attachment: 6)Item 13: Members Allowances 2016/17 Report inc. Annexes (776K/bytes)

The Chief Executive introduced a report on a review of Members’ Allowances by the Council’s Independent Remuneration Panel (IRP).

The report set out the relevant statutory powers and background. Appended to the report to Council was the IRPs sixteenth report on Members’ Allowances including its recommendations together with the financial implications.

In relation to the report Councillor J.M. Ellacott moved and Councillor M. Blacker seconded their proposals on the Panel’s recommendations which were adopted by Council without debate and it was therefore

RESOLVED that:
i) Recommendations (i) to (viii) of the Independent Remuneration Panel (IRP) be adopted for the 2016/17 financial year;
Note: In accordance with Council Procedure Rule 2.21.5 Councillor C. Stevens recorded his vote against this recommendation.
ii) no further work be undertaken by the Panel in their 2017/18 review on the appropriateness of the level of Special Responsibility Allowance that is currently provided to:
(a) Chairman of the Planning Committee; and
(b) Member of Planning Committee.

iii) the Chief Executive be authorised to make any necessary changes to the Members’ Allowances Scheme for 2016/17 (approved under Recommendation i) above);
iv) the financial implications arising from the adoption of the Panel’s recommendations be noted and built into the Council’s 2016/17 Budget Proposal and future years projections; and
v) the IRP be thanked for its report.
 

The Leader (Councillor V.W. Broad) reported on the following:

• That the Mayor Elect and Deputy Mayor Elect for 2016/17 would be Councillors D.T. Powell and K. Foreman respectively.

• The Leader offered seasonal greetings and his best wishes for Members and Officers wishing them all a very happy New Year.
 

The Mayor reported on the following:

i) The wonderful work that the Royal British Legion and Time Well Spent had undertaken to support both the community and the Mayor’s charity and civic events. The Mayor welcomed representatives from these groups to the meeting as part of her efforts to recognise the achievements of community groups that work so hard in the Borough year in year out.
ii) The success of the annual Question Time event, facilitated by Nicholas Owen, that brought several Secondary Schools together to debate topical issues with the Panel in the New Council Chamber.
iii) The most enjoyable James Bond Premiere – “Spectre” evening at the Harlequin that raised £2700 for the Mayor’s Charities.
iv) The pride with which the Mayor participated in the Remembrance Sunday and Armistice Day services that recognised those who had fought and lost or injured their lives in defence of our country. The events were once again very well supported by the community.
v) The pleasure in recognising so many worthy recipients of the Surrey Mirror Heart of the Community Awards held at Nutfield Priory.
vi) The official opening of the Tadworth Leisure and Community Centre.
vii) A special, highly professional, nativity Play held at the Priory Preparatory School, Banstead that resulted in a collection for the Mayor’s charities.
viii) The official opening of the “Reigate On Ice” Ice skating rink, in Priory Park with the Mini Mayor and supported by the children from the Reigate Priory School (who skated for free on the occasion). The generous donation to the Mayor’s charities from the Matthews Organisation Ltd was warmly welcomed.
ix) The major success of the Mini Mayor and Christmas Card competition that had concluded with the appointment of Josie Davie as the Mayor’s Mini Mayor. This followed a successful Christmas card drawing competition open to junior school children from the Borough. The Mayor thanked SWOTs for their kind generosity in donating the Mini Mayor’s robes and for Cote Restaurant who provided lunch following the Mayor’s official duties for the opening of the Reigate on Ice in Priory Park and the welcoming of Santa by helicopter.
x) The enjoyment in supporting the YMCA East Surrey Annual Santa Run, Priory Park by officially starting the race with the Mayor’s Escort for the day Elise.
xi) A most enjoyable Christmas Carol Service at the United Reformed Church supported by the Reverend John Joseph and his congregation that had a collection in support of the national ‘Tree of Light’ appeal that raised funds for St Catherine’s hospice.
xii) Attendance at the Royal Mail Sorting Office, Reigate as they sorted Christmas letters and parcels prior to their delivery. A most impressive experience to observe the staff’s commitment, dedication and friendliness to ensure the delivery of the post on time.
xiii) The success of the Pantomime at the Harlequin that was performed to such high professional standards.
xiv) That the Holocaust Memorial Service would be taking place at Reigate School on 26 January 2016 under the theme of ‘Don’t Stand By’ with an anticipated 6 schools participating. The Mayor invited as many Councillors as possible to attend the service.
xv) The recent Deputy Mayor achievements, in his 80th year, when he completed the ‘Rowing the Channel Challenge’ for the YMCA and abseiled down Guildford Cathedral to raise money for the Royal British Legion. The activities raised £2000 for the Mayor’s Charities.

The Mayor concluded the meeting by offering her best wishes for a Merry Christmas and Happy New Year to everyone present.