The West Surrey Joint Committee met on Tuesday 14 April 2026 to discuss the ongoing implementation plan for the transition to new unitary authorities in Surrey. Key topics included the proposed constitution for the West Surrey Shadow Authority and an update on the overall implementation plan, covering finance, stakeholder engagement, equality analysis, and information governance.

Implementation Plan Update

The committee was presented with further draft content for the Implementation Plan, which aims to facilitate a safe and legal transition from the current two-tier local government structure to the new West Surrey and East Surrey unitary authorities. This plan builds upon previously agreed elements such as the vision, working principles, and definition of success. The new draft sections covered finance, stakeholder engagement, equality analysis, and information governance.

The finance section of the plan outlines key financial activities required for a safe and legal transition, strategic considerations for inherited debt, and budget planning for 2027/28. It also addresses revenues and benefits, and Housing Revenue Accounts (HRA). Stakeholder engagement defines the approach to communications, branding, and engagement for the programme, including aims, objectives, and community engagement strategies. Equality analysis explains how the programme will adhere to statutory obligations under the Public Sector Equality Duty, including the principles for Equality Impact Assessments (EIAs). Information governance details how the programme will manage data protection, Freedom of Information requests, and information sharing.

The report also provided updates on the programme's risk and budget monitoring positions, and briefed members on the assurance framework for the Devolution and Local Government Reorganisation (D&LGR) Programme. The Programme Assurance Framework aims to provide a consistent approach to managing risks, issues, escalation, and progress reporting across all programme themes. This framework supports effective oversight by the Implementation Programme Board, Joint Committees, and Shadow Authorities.

The committee was also updated on risk management, with three categories of risks identified: programme delivery and transition risks, new authority risks, and risks to existing councils. Key programme level risks include capacity constraints impacting day-to-day services, insufficient capacity leading to programme delivery delays, and ensuring all necessary activities for safe and legal compliance and service transfer are in place for vesting day. Communications services from the 12 councils are working together on a joint Surrey-wide communications strategy, using an interim identity named 'Future Surrey' to provide a trusted source of information.

Proposed Constitution for West Surrey Shadow Authority

The committee was asked to consider and recommend a draft Constitution for the West Surrey Shadow Authority to that body for adoption at its inaugural meeting. The Surrey (Structural Changes) Order 2026 establishes the West Surrey Shadow Authority for a period from 11 May 2026 until 31 March 2027, when West Surrey Council will be created. The Shadow Authority is required by the Local Government Act 2000 to prepare and keep up to date a Constitution.

The draft Constitution incorporates mandatory governance arrangements for the Shadow Period, including a leader and cabinet executive model, the designation of interim statutory officers, and the adoption of a Code of Conduct. It also outlines the terms of reference for various committees, including an Overview and Scrutiny Committee, an Employment Committee, a Standards Committee, and an Audit and Governance Committee. The proposed constitution is designed to be a working document that can be amended as the Shadow Authority's governance framework evolves.

The report noted that the proposed Constitution is for the Shadow Authority only and will cease to exist the day before Vesting Day. During the Shadow Period, a Constitution Sub Committee will prepare governance arrangements for post-Vesting Day, including a new Constitution for West Surrey Council.

Schedule of Meetings

The committee was also asked to consider a proposed calendar of meetings for the West Surrey Shadow Authority. The Structural Change Order requires the Shadow Authority to hold its inaugural meeting within fourteen days of the elections on 7 May 2026. The proposed schedule includes meetings of the full Shadow Authority, the Shadow Executive, an Overview and Scrutiny Committee, an Audit and Governance Committee, a Standards Committee, and an Employment Committee. The proposed committee titles are provisional and may be amended once the draft Constitution is considered by the Shadow Authority. The schedule has been prepared taking into account practical considerations such as essential business, existing meeting calendars, alignment with the East Surrey Shadow Authority, and avoiding Fridays, school holidays, and August.