Agenda and minutes

(a). To elect the Mayor of the Borough for the Municipal Year 2020-21.

(b). The Mayor to make the Declaration of Acceptance of Office.

The retiring Mayor, Mrs. M. Madams, welcomed all members and those watching online to the Annual Meeting of the Council and invited the Reverend Chris Henley, to lead the meeting in prayer.

The Council agreed to suspend Standing Orders 6.2, 20.8, 22.3, 24.1 and 27 which were impracticable to comply with at a remote Council meeting.

The Mayor thanked the officers of the Council, her Consort, and the Mayor’s secretary, Mrs. Sheila Kimpton, for their hard work and support during her Mayoral year. Reflecting on her year in office the Mayor reported she and her consort, Andrew Hopgood were delighted and honoured to attend many interesting and worthwhile events across the Borough in spite of the curtailed opportunities to attend functions and hold fundraising events due to the coronavirus. She hoped the funds raised for charities would help them continue their superb work and support for vulnerable residents.  

It was moved by Councillor R.W. Sider BEM and seconded by Councillor A.C. Harman that Councillor C. Barnard be appointed Mayor for the Municipal Year 2020-2021.

It was moved by Councillor J. Sexton and seconded by Councillor I.J. Beardsmore that Councillor D. Saliagopoulos be appointed Mayor for the Municipal Year 2020-2021.

Resolved that Councillor Colin Barnard be appointed Mayor for the Municipal Year 2020-21.

Councillor Colin Barnard made the Declaration of Acceptance of Office as Mayor of the Borough of Spelthorne and took the Chair.  A short video was shown highlighting moments from Councillor Madams’ Mayoral year followed by the handing over of the chains of office from Councillor Madams to the new Mayor, Councillor Barnard. 

Councillor Barnard thanked his proposer and seconder and the Council for supporting him in his election as Mayor.

He announced that his wife, Barbara Barnard would be the Mayoress and he had appointed a Chaplain for his Mayoral Year, the Reverend Chris Henley, Associate Vicar at St Stephen’s Church, Hounslow.  The Mayor said that both would be presented with their badges at a formal occasion later in the year.

The Council joined the Mayor in a vote of thanks to Councillor Madams for her efforts over the past year. The Mayor reported it had been a pleasure for himself and his wife to work with her for the benefit of the Borough’s residents.

To confirm as correct records the minutes of:

a)    the Council meeting held on 27 February 2020 and

b)    the extraordinary Council meeting held on 21 May 2020.

The minutes of the Council meeting held on 27 February 2020 and the extraordinary Council meeting held on 21 May 2020 were agreed as correct records.

To receive any disclosures of interest from Councillors in accordance with the Council’s Code of Conduct for Members.

There were no disclosures of interest.

(a). To elect the Deputy Mayor of the Borough for the Municipal Year 2020-21.

(b). The Deputy Mayor to make the Declaration of Acceptance of Office.

It was moved by Councillor M. Gibson and seconded by Councillor J. Boughtflower that Councillor Tony Harman be appointed Deputy Mayor for the Municipal Year 2020-21.

Councillor H. Harvey proposed that Councillor I.J. Beardsmore be appointed Deputy Mayor for the Municipal Year 2020-21. The nomination was seconded by Councillor S. Dunn.

Resolved that Councillor Tony Harman be appointed Deputy Mayor for the Municipal Year 2020-21.

Councillor Tony Harman made the Declaration of Acceptance of Office as Deputy Mayor of the Borough of Spelthorne and announced that his wife Daphne Harman would be the Deputy Mayoress.

The Deputy Mayor, Councillor Tony Harman, briefly addressed the Council and thanked his proposer and seconder for their support.  He said it was a great honour to be elected as Deputy Mayor and looked forward to supporting the Mayor in his Mayoral year.

To receive any announcements from the Mayor.

The Mayor, Councillor Colin Barnard, advised the charities he would be supporting for his Mayoral year were Spelthorne District Scouts and Guides, as he strongly believed in the importance of guidance and development in the early years for future success in life.  *He was also supporting the Shooting Star Chase.

“Amended by Council at the meeting on 30 July 2020.

The following items of business were carried over from the Council meeting held on 27 February 2020.

The reports from Chairmen in relation to Committee meetings held after 27 February 2020 would be reported to the next ordinary meeting of the Council.

To receive the report from the Leader of the Council on the work of the Cabinet at its meetings held on 29 January and 26 February 2020.

The Leader of the Council, Councillor I.T.E. Harvey, presented the reports of the Cabinet meetings held on 29 January 2020 and 26 February 2020, which outlined the matters the Cabinet had decided between the December and February Council meetings.

To receive the report from the Chairman of the Licensing Committee on the work of his Committee.

The Chairman of the Licensing Committee, Councillor R.W. Sider BEM, presented his report which outlined the matters the Committee had decided between the December and February Council meetings. He thanked the members of the Committee who had supported him in the work of the Committee over the past year.

To receive the report from the Chairman of the Members' Code of Conduct Committee on the work of his Committee.

The Chairman of the Members’ Code of Conduct Committee, Mr. Murray Litvak, presented his report which outlined the matters the Committee had decided between the December and February Council meetings. 

To receive the report from the Chairman of the Overview and Scrutiny Committee on the work of her Committee.

The Chairman of the Overview and Scrutiny Committee, Councillor V.J. Leighton, presented her report which outlined the matters the Committee had decided between the December and February Council meetings.

To receive the report from the Chairman of the Planning Committee on the work of his Committee.

The Chairman of the Planning Committee, Councillor R.A. Smith-Ainsley, presented his report which outlined the matters the Committee had decided between the December and February Council meetings. He thanked the Planning officers and members of the Committee for their work over the past year.

To receive any announcements from the Leader.

The Leader congratulated the Mayor on his appointment and, on behalf of the Council and residents, thanked the retiring Mayor, Cllr Mary Madams for her fantastic Mayoral year, which she achieved in spite of the difficulties caused by the COVID19 lockdown which had resulted in her Mayoral year being very much curtailed. 

The Leader made the following announcements:

He sent his deepest condolences to all those who had lost a friend or loved one to coronavirus. He commented on how the difficult situation had brought  out the best in people with thousands of volunteers in Spelthorne stepping forward to give their time to support others offering to deliver food, collect prescriptions, check on vulnerable neighbours and provide other vital support. It had been truly heart-warming to see such kindness.

He paid tribute to Spelthorne Council’s own staff for their dedication and professionalism in working tirelessly to support residents, safeguard the most vulnerable people in the Borough and maintain public services during the three months since the pandemic began.

He reminded members of the Council’s financial situation in 2014-15 when it faced the possibility of having to sell its own Town Hall for building and move to an industrial estate. Cllr Watts, the then Leader, initiated the “Towards a Sustainable Future” scheme to save £140,000 with more significant proposed cuts to Government funding on the horizon.

The Council seized the opportunity when contacted by BP about its sale and leaseback plan to raise capital for further exploration, to make prudent investments. These and the loans which supported them enjoyed cross party support and unanimous Cabinet approval.

The Leader set out the benefits of the Council’s investment strategy which had enabled it to increase its service provision to residents whilst other Boroughs and Surrey County Council faced deep cuts. The Council Tax increase this year was the lowest in Surrey, without the need for sales of assets or drawing on reserves. The Council had embarked on an ambitious, and ground breaking, scheme to build homes for those who need our help, providing: emergency family accommodation, a single homeless hostel, affordable homes and a whole development dedicated to Key Workers. Our net investment income, having paid all costs including interest, sinking fund contributions and capital repayments equated to over 50% of the income towards the Council’s Revenue account, to pay for services to residents.

These financial resources enabled the Council to move very quickly when COVID19 struck, without relying on Government handouts. Staff morale was very high and we received many plaudits for our efforts, including from the Local Government Association and thanks from grateful residents.

The Leader confirmed that our property investments were continuing to support the services the Council provides to residents. He said that total collections from the March Quarter were in excess of 90% with another 8% on agreed staged payments. This was well above the industry average of about 74% and was backed by a £20 million plus sinking fund to buffer any delayed receipts. This meant the  ...  view the full minutes text for item 105/20

(1) Establishment of Committees

In accordance with Articles 6, 8 and 9 of the Council’s Constitution, and pursuant to Part 4 (a) – Standing Order 8.3, to appoint the following Committees of the size indicated below and with the Terms of Reference and functions set out in Part 3 (a) of the Council’s Constitution.

(2). Allocation of seats on Committees – Appendix A

Pursuant to Section 15 of the Local Government and Housing Act 1989, to agree the representation of the different political groups on Committees.

(Appendix A will be circulated in advance of the Annual Council meeting.)

(3). Appointment of members to Committees - Appendix B

In accordance with the Council’s Constitution, to appoint the members to serve on the above-mentioned Committees, including Mr. Murray Litvak as the non-elected Chairman of the Members’ Code of Conduct Committee. The position of Vice-Chairman of the Members’ Code of Conduct Committee is currently vacant.

(Appendix B, the nominations to Committees, will be circulated in advance of the meeting).

Details of the Committees and their size and the political allocation of seats

(Appendix A) and the members to serve on the various Committees (Appendix B) were circulated in a supplementary agenda prior to the meeting.

It was moved by Councillor I.T.E. Harvey and seconded by Councillor O. Rybinski to agree:

a) the appointment of the Committees shown at Agenda Item 9 of the size

indicated and with the terms of reference and functions set out in Part 3 of

the Council’s Constitution;

b) the allocation of seats as shown on Appendix A;

c) the Councillors to serve on Committees as shown on Appendix B; and

d) that Mr. Murray Litvak be appointed as Chairman of the Members’ Code

of Conduct Committee.

Members queried the nominations of Councillors to serve on Committees as shown on Appendix B, stating that it did not accord with the Constitution due to the nomination of Cabinet members to take seats on the Overview and Scrutiny Committee.

The Principal Solicitor advised that it was recognised that members of the Cabinet could not sit on the Overview and Scrutiny Committee, but that the seats allocated to the United Spelthorne Group on that Committee would remain vacant until the issue of the removal and appointment of the Leader, to be considered at an extraordinary Council meeting on 25 June, had been resolved.

As there was no consensus by the Council for the Motion, a vote was taken and the Motion was lost.

The Mayor advised that the matter would come before the Council again, at a later date.

To appoint councillor representatives to serve on the following Outside Bodies:

1. South West Middlesex Crematorium Board

(1 representative and 1 deputy)

2. Surrey Police and Crime Panel

(1 representative)

(The nominations for these Outside Body Appointments (Appendix C) will be circulated in advance of the Annual Council meeting).

South West Middlesex Crematorium Board

It was moved by Councillor J. Boughtflower and seconded by Councillor J. McIlroy that Councillor R.J. Noble be appointed as the Council’s representative on the South West Middlesex Crematorium Board.

Resolved that Councillor R.J. Noble be appointed as the Council’s representative on the South West Middlesex Board.

It was moved by Councillor S. Dunn and seconded by Councillor C. Bateson that Councillor R.D. Dunn be appointed as the Council’s deputy representative on the South West Middlesex Crematorium Board. 

Resolved that Councillor R.D. Dunn be appointed as the Council’s deputy representative on the South West Middlesex Board.

Surrey Police and Crime Panel

It was moved by Councillor J. Boughtflower and seconded by Councillor J. McIlroy that Councillor R.O. Barratt be appointed as the Council’s representative on the Surrey Police and Crime Panel

Councillor T. Fidler proposed that Councillor B. Spoor be appointed as the Council’s representative on the Surrey Police and Crime Panel. The nomination was seconded by Councillor R. Dunn.

Councillor T. Lagden proposed that Councillor J. Doerfel be appointed as the Council’s representative on the Surrey Police and Crime Panel. The nomination was seconded by Councillor J. Vinson.

A vote was taken and there was no clear majority. The Councillor with the least votes, Councillor Doerfel was taken off the list and a further vote taken.

Resolved that Councillor B. Spoor be appointed as the Council’s representative on the Surrey Police and Crime Panel.

Resolved to move the exclusion of the Press and Public for the following item in view of the likely disclosure of exempt information within the meaning of Part 1 of Schedule 12A to the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985 and by the Local Government (Access to information) (Variation) Order 2006.

(Paragraph 3 – information relating to the financial or business affairs of any particular person (including the authority holding that information)]

The Leader responded to questions on item 5 of the report for the Cabinet meeting held on 29 January 2020 which related to a partially exempt matter and the question was likely to reveal exempt information as defined by Paragraph 3. of the Act above.