The East Surrey Shadow Authority Constitution Committee met on Monday 13 July 2026 to discuss the development of the new East Surrey Council Constitution. The committee approved the Constitution Development Programme and the Forward Work Programme for 2026-27, and agreed to receive a progress report in September.

Approach to the Development of the East Surrey Council Constitution

The committee considered a report outlining the plan for developing the constitution for the new East Surrey Council, which is due to be adopted by the Shadow Authority in readiness for Vesting Day on 1 April 2027. The Surrey (Structural Changes) Order mandates the creation of this new constitution, which will be more extensive than the current Shadow Authority Constitution and will encompass governance arrangements, committee structures, procedure rules, financial and contract procedures, schemes of delegation, and codes of conduct.

Key considerations for the development process included ensuring broad member engagement, involving other Shadow Authority committees, drawing on best practices from other local authorities, and considering future arrangements for planning and licensing functions. The committee also stressed the importance of officer expertise in developing schemes of delegation and the need for comprehensive member and officer training following the constitution's adoption.

It was acknowledged that the constitution would need to be a living document, subject to ongoing review and refinement after Vesting Day. The committee agreed that constitutional development should be viewed as an continuous process. To facilitate this, they proposed establishing a mechanism after Vesting Day to oversee constitutional review and incorporate lessons learned. The committee also highlighted the necessity of practical induction and development activities, such as workshops and mock meetings, to familiarise members and officers with the new procedures and responsibilities.

The committee recognised the significant workload involved and supported the proposed target of recommending the completed constitution to the Shadow Authority in January 2027, allowing ample time for implementation.

Decisions made:

• The Constitution Development Programme, as detailed in Annexe 1 of the report, was approved.
• The Interim Monitoring Officer was authorised to begin the work outlined in the Development Programme.
• A further report on the progress of the East Surrey Council Constitution development is to be submitted to the committee in September 2026.

Forward Work Programme 2026-27

The committee reviewed and approved its draft Work Programme for the upcoming year. Discussions focused on the importance of scheduling meetings well in advance to ensure continuity of membership and effective participation in the constitutional development process. It was also suggested that future agendas should include a standing item to address matters concerning the current Shadow Authority Constitution, allowing for the consideration of any proposed amendments or issues that arise during the shadow period. The committee noted that additional informal workshops would be organised outside of formal meetings to support detailed constitutional development work.

Decisions made:

• The Constitution Committee Work Programme for 2026-27, as set out in Annexe 1 of the report, was approved.
• Future iterations of the Work Programme will include a standing item relating to the operation and review of the Shadow Authority Constitution.

Constitution Committee Terms of Reference

The committee considered a report presenting its Terms of Reference, as outlined in the Shadow Authority Constitution. This was intended to ensure members were fully aware of their roles and responsibilities during the shadow period and could use these terms to guide their future work. The committee noted that its primary responsibilities are to advise the Shadow Authority on the development of the East Surrey Council Constitution and to keep it under review throughout the shadow period.

Decision made:

• The Constitution Committee Terms of Reference, as set out in Annexe 1 to the report, were noted.