Council Minutes

Date:
Thursday, 1st October, 2009
Time:
7.30 pm
Place:
New Council Chamber, Town Hall, Reigate
 

Attendance Details

Present:
Councillor R.S. Mantle (Mayor); Councillors S.S. Banwait, R.M. Bennett, Ms. A.S. Berridge, Mrs. N.J. Bramhall, S.T. Bramhall, V.W. Broad, Mrs. L.J. Brunt, M.A. Brunt, B.C. Cowle, G.P. Crome, A.J. De Save, Mrs. F.D.M. Dixon, J.M. Ellacott, S.N. Farrer, K. Hagerty, R. Harper, N. Harris, A.J. Kay, Mrs. S.F. King, S.A. Kulka, A.M. Lynch, R. Miah, M.J. Miller, F.J. Moore, R.C. Newstead, R.J. Nixon, G.L. Norman, D.J. Pay, Mrs. C.E. Poulter, R. Rampertab, Mrs. D.A. Ross-Tomlin, M.J. Selby, Mrs. J.M.A. Spiers, B.A. Stead, J.M. Stephenson, Mrs. A.F. Tarrant*, Ms. B.J. Thomson, Ms. J.A. Tomlinson, Mrs. R.S. Turner, R.F.C. Wagner, S.T. Walsh, R.D. Webb and C.T.H. Whinney.

*Part meeting

Min NoDescriptionResolution
Part I
43 MINUTES
RESOLVED that the Minutes of the meeting held on 23rd July 2009 be approved as a correct record and signed.
44 APOLOGIES FOR ABSENCE
Councillors Mrs. J.S. Bray, Dr. L.R. Hack, N.D. Harrison, Mrs. R. Mill, Dr. R.J. Olliver, Dr. D.L.J. Poulter and Mrs. A.F. Tarrant (part meeting).
45 DECLARATIONS OF INTEREST
None.
46 URGENT BUSINESS
None.
47 PUBLIC QUESTIONS
One public question was asked and a response given by the Leader of the Council (Councillor Mrs. J.M.A. Spiers) in accordance with Council Procedure Rule 13 and the order paper circulated at the meeting.
48 RECOMMENDATIONS OF COMMITTEES AND THE EXECUTIVE
(a) Regulatory Committee: 15th July 2009

RESOLVED that the Recommendation of the Regulatory Committee under Minute 15 (Review of Taxi and Private Hire Licensing Policy and Conditions) be adopted.

(b) Overview and Scrutiny Committee: 22nd July 2009

RESOLVED that the Recommendations of the Overview and Scrutiny Committee under Minute 19 (Overview and Scrutiny Committee: Annual Report 2008/09) be adopted.

(c) Executive: 30th July 2009

RESOLVED that the Recommendation of the Executive under Minute 32 (East Surrey Housing Strategy 2009-13) and Minute 34 (Governance Arrangements for Planning Infrastructure Contributions) be adopted.

(d) Executive: 10th September 2009

RESOLVED that the Recommendations of the Executive under Minute 53 (Redhill and Reigate Golf Club Licence) be adopted.

(e) Standards Committee: 23rd September 2009

RESOLVED that the Recommendations of the Standards Committee under Minute 16 (Standards Sub-Committees: Independent Member Appointment) be adopted.
49 QUESTIONS BY MEMBERS
Nine questions were asked and responses given by the Executive Member for Regeneration - Councillor A.J. Kay (2), the Executive Member for Environment - Councillor J.M. Ellacott (2), the Leader of the Council - Councillor Mrs. J.M.A. Spiers (1), the Executive Member for Leisure and Wellbeing - Councillor A.J. De Save (2) and the Executive Member for Planning, Transport and Housing - Councillor M.J. Miller (2) in accordance with Council Procedure Rule 14 and the order paper circulated at the meeting.
50 STATEMENTS
The Executive Member for Environment (Councillor J.M. Ellacott) made a statement on this year's South East in Bloom competition.

Planting displays in Priory Park, Reigate had won a silver gilt award and the Park had been declared the overall winner in the large parks and gardens category. Reigate and Horley Town Centres had both won silver awards and Horley Recreation Ground had received a silver gilt award; Banstead and Redhill Town Centres had been highly commended. A local resident had won an outstanding award for the second year running. Councillor Ellacott expressed thanks and appreciation to those involved with the Council's participation in the competition.
51 SEALING OF DOCUMENTS
RESOLVED to:

(i) authorise the sealing of any Orders, Deeds or Documents necessary to give effect to any matter contained in the Minutes of the meetings held between 15th July 2009 and 8th September 2009 (2009/10 Volume 3) and any previous Minutes; and

(ii) ratify the sealing of documents referred to in entries 71/09 to 91/09 in the Seal Register.
52 EUROPEAN AND COUNTY COUNCIL ELECTIONS - POSTAL VOTES
RESOLVED to note the report of the Local Returning Officer and proposals for future elections.
53 PLANNING COMMITTEE - CHANGE IN MEMBERSHIP
RESOLVED to approve the following change in the membership of the Planning Committee for the remainder of the Municipal Year 2009/2010:

Councillor Mrs. J.M.A. Spiers to replace Councillor Ms. J.A. Tomlinson.
54 EXECUTIVE DECISION - ENHANCED HOUSING OPTIONS TRAIL BLAZER PROJECT: DISAPPLICATION OF CALL-IN AND NON INCLUSION IN EXECUTIVE FORWARD PLAN
RESOLVED to note that:

(i) in accordance with Overview and Scrutiny Committee Procedure Rule 17(h) and for reasons of urgency (potential loss of partnership funding) the Mayor (Councillor R.S. Mantle) had recently agreed to disapply the call-in procedure in respect of decisions taken by Executive on the Enhanced Housing Options Trail Blazer Project at its meeting on 10th September 2009; and

(ii) this item of urgent business had not been included in the Leader's Forward Plan and consequently, in accordance with Access to Information Procedure Rule 16 (Special Urgency) the agreement of the Chairman of the Overview and Scrutiny Committee (Councillor B.A. Stead) had been obtained that the taking of the decision could not be reasonably deferred.
55 LEADER'S ANNOUNCEMENTS
None.
56 MAYOR'S ANNOUNCEMENTS
The Mayor (Councillor R.S. Mantle) reported that his first Civic Reception would take place on 9th October 2009. The Mayor also reminded Members that Remembrance Day services were on Sunday, 8th November 2009 and he looked forward to Member support and attendance at the services taking place in the Borough. Finally, the Mayor updated Members on his recent charity events and those planned for the near future.
The meeting closed at 8.27 p.m.

Minute

Min NoMinute
52Council received a report by the Local Returning Officer on the European and County Council elections 2009 in relation to Postal Votes.

The report set out relevant statutory powers, background information, issues associated with problems that had arisen on the supply and delivery of 600 postal votes (contractual arrangements and service delivery) future arrangements and legal, financial and equalities implications.

The report indicated that in relation to the contract failures by the Council's contractor, the company had offered to reimburse all costs incurred and add a sum as a goodwill gesture.

The report indicated that given the limited and specialist nature of the printing industry (for elections material), the ongoing increase in the number of postal votes and the very tight timescales involved, no guarantee could be given that problems would be avoided in the future. This was an issue that the Ministry of Justice would need to address. On a local level, lessons had been learnt particularly regarding liaison with contractors and the need for additional measures to ensure the Council received accurate intelligence on contractor performance.

The Local Returning Officer introduced his report and the Recommendation was then moved by the Leader of the Council (Councillor Mrs. J.M.A. Spiers) and seconded by the Executive Member for Planning, Transport and Housing (Councillor M.J. Miller). The motion was put to the meeting following which it was