Agenda and minutes

To sign the Minutes of the meeting of the Council held on 9 February 2023.

RESOLVED that the Minutes of the meeting of Council held on 9 February 2023 be approved as a correct record and signed.

To receive any apologies for absence.

Apologies of absence were received from Councillors Harper, Harrison, Sachdeva, Tary and Thompson.

To receive any declarations of interest.

There were none.

To consider any urgent business.

There was no urgent business for Council to address.

To consider any questions received from members of the public under Council Procedure Rule 2.14.

Three public questions were asked. Two were forthcoming from representatives of the 10^th Redhill guides on litter bins and toilets. A further question was asked by Mr Edward Dwight on the Surrey Hills Area of Outstanding Natural Beauty. Responses were provided by the relevant Executive Members in accordance with Council Procedure Rule 2.14.

Note: For more information on the response to Council questions, please see the following page on the Council’s website:

https://reigate-banstead.moderngov.co.uk/ecCatDisplay.aspx?sch=doc&cat=13260

To consider any questions received from Members of the Council under Council Procedure Rule 2.15.

Eight questions with notice were received from Members of the Council. One question was additional from Councillor (James) King. Oral responses were therefore received at the meeting to seven questions with a written response provided to question eight in accordance with Procedure Rule 2.15.8.

Note: For more information on the response to Council questions, please see the following page on the Council’s website:

https://reigate-banstead.moderngov.co.uk/ecCatDisplay.aspx?sch=doc&cat=13260

To receive and consider the recommendations of the Council’s Executive, Committees and Sub-Committees for decision, including:

Executive meeting held on 23 March 2023:

·       Risk Management Strategy 2023/24 – 2025/26

Related Committee agenda, reports and minutes are available here.

·       Quarter 3 2022/23 performance Report

Related Committee agenda, reports and minutes are available here.

·       Council Chamber IT upgrade

Related Committee agenda, reports and minutes are available here.

Recommendations

Councillor Schofield, the Deputy Leader and Executive Member for Finance & Governance introduced the recommendation of the Executive from its meeting on 23 March 2023 (Minute 72/Quarter 2 2022/23 Performance Report). It was highlighted that whilst the Executive could approve business cases for additional projects in the Capital Programme, Council had to agree to add these extra schemes to the reported Capital Programme that it previously approved.

RESOLVED: that the recommendations of the Executive, from its meeting on 23 March 2023, (Minute 72/Quarter 3 Performance Report 2022/23), be adopted.

RESOLVED: that the recommendations of the Executive, from its meeting on 23 March 2023, (Minute 75/Risk Management Strategy), be adopted.

RESOLVED: that the recommendations of the Executive, from its meeting on 23 March 2023, (Minute 77/Council Chamber IT Upgrade), be adopted.

To receive any statement from the Leader of the Council, Members of the Executive, Chairmen of Committees or the Managing Director.

There were no statements made to Council.

To receive the Annual Report of the Overview & Scrutiny Committee for 2022/23.

The Overview & Scrutiny Committee Annual Report 2022/23 was introduced by Councillor Walsh in his capacity as Vice Chair. It was noted that the report set out the Committee’s work over the last 12 months including looking at the Council’s work to recover from Covid-19 and dealing with increased cost of living pressures to support the Borough’s residents and keep services operating. The Committee’s objective was to hold the Executive to account with all having presented their objectives by service area. The Committee continued to review the Council’s performance through Key Performance Indicator data, budget monitoring, as well as quarterly and company performance reports. Additionally, comment continued to be given on draft strategies and policies. It was highlighted that the Committee had found the Council continued to focus on outcomes for residents and was responding well to ongoing financial pressures. Thanks was given on behalf of the Committee to all those who had supported it in its work.

RESOLVED: that the Overview & Scrutiny Committee Annual Report 2022/23 be approved.

To agree an Overview and Scrutiny Work Programme for 2023/24.

The Overview & Scrutiny Committee Work Programme for 2023/24 was introduced by Councillor Walsh in his capacity as Vice Chair. It was confirmed that the Committee had consulted with the Leader of the Council on its work programme which was proposed to Council for approval.

RESOLVED: that the Overview & Scrutiny Committee Work Programme 2023/34 be approved.

To receive the Audit Committee Annual Report for 2022/23.

The Audit Committee Annual Report for 2022/23 was introduced by Councillor King, in his capacity as Chair. Thanks were given to all the Committee Members, Council Officers and representatives of the Southern Internal Audit Partnership (SIAP). Specific thanks were given on behalf of the Committee to Mr Robert Coyle who was the Independent Member up until his resignation. It was highlighted that the Committee had consider SIAP’s opinion for 2021/22, requested further information on audit reports and reasons for outstanding management actions, as well as receiving quarterly updates on Risk Management and Treasury Management. It was described how there had been robust discussions at Committee meetings with it being highlighted that changes would be made to the Committee’s remit so that scrutiny of Treasury Management would transfer to the Overview & Scrutiny Committee in line with CIPFA guidance. In 2023/24, the Committee expected to consider the delayed audited Statement of Accounts for 2020/21 and 2021/22 in addition to the accounts for 2022/23.

RESOLVED: that the Audit Committee Annual Report for 2022/23 (inclusive of the Committee’s Work Programme for 2023/34) be approved.

To receive any announcements by the Leader of the Council.

The Mayor informed Council that this item would be preceded by that on  Constitution Updates to allow for a better flow of business at the meeting. (The minutes are presented in the order detailed on the published agenda.)

The Leader of the Council announced Councillor Baker as the Deputy Mayor Elect. It was noted that Councillor Baker would use the opportunity to build on his work with the Armed Force Covenant.

Councillor Tary was described as on the road to recovery.

The Leader took the opportunity of his last address to Council to highlight the privilege and challenge of his role. He expressed pride in having served his Ward and gave thanks to his Executive for their support. Councillor Schofield, the Deputy Leader and Executive Member for Finance & Governance, was given specific mention for his work on the Council’s finances. It was noted that Reigate & Banstead had the lowest level of spending on debt in Surrey and one of the lowest in the country. Thanks were given to Group Leaders with their joint working and cooperation highlighted, and all Members for their support not just in his capacity as Leader but for his whole term as a Member. The Managing Director, Management Team and all staff were thanked with it being stressed that getting things done was only possible due to the work of officers with thanks given going a long way. The participation of the Guides earlier in the meeting had given him hope for the future. The Leader gave thanks to his wife, Lisa, a former Councillor, and to all the families of Councillors for the sacrifice they made to enable their civic participation. It was described how he planned to continue to be involved in his community. The Leader requested that his thanks to Members, Officers and residents for the support he had received during the 18 years and 10 months he had served as a Councillor and the five years as Leader be recorded in the minutes.

To receive two reports on updates to the Constitution.

The Mayor informed Council that this item would precede that for the Leader’s Announcements to allow for a better flow of business at the meeting. (The minutes are presented in the order detailed on the published agenda.) It was noted that the proposal was to reduce the number of Members on the Committee from nine to five and to remove responsibility for scrutiny of the Treasury Management Strategy from the Audit Committee and for this to be reallocated to  Overview & Scrutiny Committee. The Mayor highlighted that notice of an amendment had been received. Democratic Services had been asked to prepare a procedure note for this to be addressed. This had been circulated to all Group Leaders in advance of the meeting with the request made that this should be followed.

Councillor Schofield, the Deputy Leader and Executive Member for Finance & Governance, introduced and proposed the recommendations. It was explained that the Audit and the Overview & Scrutiny Committees undertook important functions on behalf of the Authority to help maintain standards of good governance and accountability. It was required to regularly review their remit to ensure they were meeting local needs whilst complying with external guidance and standards. Audit Committees were particularly in the spotlight given serious governance failures elsewhere. As a result, there were two recommendations being made: 1) to reduce the Audit Committee down to five members plus an independent member and ensure they all received the detailed training and briefings needed, and 2) to move responsibility for oversight of Treasury Management back to the Overview & Scrutiny Committee in response to revised guidance from Chartered Institute of Public Finance & Accountancy (CIPFA). It had been discussed that the Treasury Management Scrutiny Panel would be re-established.

Councillor (James) King seconded the recommendations.

The Mayor invited contributions from Group Leaders but none were forthcoming.

The Mayor invited contributions from all other Members but none were forthcoming.

Having seconded the recommendations, Councillor (James) King was invited to speak to them but declined the opportunity.

The Mayor invited Councillor Booton to propose his amendment to the recommendations. It was explained that this was to limit the reduction in the number of Audit Committee members to seven as opposed to the proposed five. This was described as more logical. Average Audit Committee attendance was 80% which in practice, based on a membership of five would mean four members attending with any substitutes not having had sufficient training to have a good understanding. However, with a membership of seven, meetings would benefit from five members based on current attendance rates. It was stressed that success would depend on availability to attend training. One training session received a 70% attendance rate. With only five Committee members, this would mean on average only four people attending. With a larger Committee of seven, this would result in five members attending any training. A Committee of seven would be much more pragmatic and would preserve diversity of thought.

Councillor Chester seconded the amendment to the recommendations and  reserved the right to  ...  view the full minutes text for item 82.

The Mayor informed Council that the update to the Constitution concerning allowing Executive Members on the Planning Committee had been withdrawn. This followed a consultation held with Planning Committee members resulting in the request being amended and members asking for more time for this to be considered. It was anticipated that this would return to Council for consideration in the new municipal year.

To receive any announcements from the Mayor.

The Mayor informed Council of his 30^th Anniversary Twinning Association visit to Brunoy in France along with plans to celebrate the forthcoming Coronation of King Charles III. An event to thank volunteers at East Surrey Hospital was detailed and the Mayor’s Dress to Impress Ball to be held on Saturday 13 May 2023 was further promoted.

A number of tributes were then made to staff members. The Managing Director led congratulations to Max Eggleston-Whyte on achieving her Business Administration Level 3 Diploma. The Mayor handed out certificates to Andy Nash and Duane Kirkland to respectively recognise their efforts to support local charity fundraising and celebrate the Platinum Jubilee/commemorate the death of her late majesty, The Queen. The Managing Director recognised the long service of three retiring staff members: Frank Etheridge, the Strategic Head of Neighbourhood Services who had served the Council for 34 years, David Chiverton, the Cleansing Operations Manager, who was retiring after 36 years of dedicated service and Bob Curd, the Council’s Courier, who had worked at the Council for 50 years.

Councillor Brunt, the Leader of the Council, paid tribute to those Members who were retiring. Councillor Turner was described as one of the hardest working Councillors who had remained as committed to being a Councillor as the first day she was elected. Councillor Mrs Bramhall was noted for her determination to achieve the best for the Borough, the passion she brought to her role and her extraordinary commitment to residents. Councillor Absalom’s role as Mayor and Deputy Mayor was acknowledged as well her championing of all things Reigate. Gratitude for his work on the Council’s assets and properties was expressed to Councillor Archer. His work on The Rise development was highlighted along with his support for residents.

Councillor Bray expressed her thanks to the retiring Members but especially Councillor Turner who had been her Deputy Mayor.

The Mayor stood to give thanks to Councillor Brunt, the Leader of the Council, on the occasion of his last Council meeting before retiring. The Managing Director expressed thanks to the Leader on behalf of Council staff. It was highlighted that the Leader should feel rightly proud of his legacy including establishing the approach to the Financial Sustainability Programme.

Councillors Blacker, Essex and Kulka also expressed their thanks to the Leader with the changes he had brought to the way business was conducted acknowledged.

All retiring Members were presented with a certificate and gift.