The meeting was scheduled to consider the adoption of changes to the council’s procurement processes in line with the Procurement Act 2023, a proposal to alter the borough’s Green Belt boundaries, and the delivery of a petition from a local resident group who want the council to remove Green Belt allocations from the Proposed Submission Epsom and Ewell Local Plan.

Proposed Submission Epsom and Ewell Local Plan

The council was scheduled to discuss the adoption of its new Local Plan, which will guide development in the borough until 2040. The Plan includes 35 site allocations for a mix of uses (such as housing, business and leisure). The most significant sites being proposed for housing are:

• Southern Gas Network Sites, Epsom - for approximately 455 dwellings and a performing arts centre.
• Hook Road Car Park, Epsom – for approximately 150 dwellings.
• Epsom Town Hall, Epsom – for approximately 90 dwellings.
• Depot Road and Upper High Street Car Park, Epsom – for approximately 100 dwellings and a decked public car park.
• Global House, Epsom – for approximately 75 dwellings.
• Land at West Park Hospital (South), Epsom - for approximately 50 dwellings.
• Land at West Park Hospital (North), Epsom – for approximately 150 dwellings.
• Land at Chantilly Way, Epsom - for approximately 30 dwellings.
• Hook Road Arena, Epsom - for approximately 100 dwellings.
• Land at Horton Farm, Epsom - for approximately 1,250 dwellings.

The Plan also makes provision for a minimum of 4,700 dwellings over the plan period, which the council's evidence suggests is 48% of the borough’s assessed housing need. It was scheduled to be discussed whether this was sufficient, and whether exceptional circumstances exist to justify releasing Green Belt land for development. Exceptional circumstances have to be demonstrated to justify the release of Green Belt land in a Local Plan.

The report pack included for discussion sets out the risks involved in amending the proposed Spatial Strategy, with respect to the following:

Significantly increase the level of unmet need against the current standard methodology as the Local Plan would be delivering up to 1,380 less homes over the plan period.

Significantly reduce the council’s ability to deliver affordable housing.

Limit the delivery of a mix of housing, including family homes (both market and affordable) for which there is an identified need over the Local Plan period.

The report pack also discusses the implications of recent national planning policy changes, and the increased risk to the Local Plan being found unsound at Examination if the shortfall in housing delivery compared to the standard method was to increase.

The Local Plan also includes policies for other matters such as:

• Climate Change
• Biodiversity
• Sustainable transport
• Affordable housing
• The Historic Environment
• Design
• Open space, sport and recreation

The council was scheduled to discuss whether to approve the Plan and whether it should be the subject of a 6-week consultation beginning as soon as possible.

Petition for Council Debate

A petition from Ms Yvonne Grunwald, entitled “Remove Green Belt from the Epsom and Ewell Borough Council Local Plan” was scheduled to be debated at the meeting. The petition had received 1,630 signatures at the time of publishing the report pack and called for the removal of all Green Belt sites from the Local Plan (except for those on previously developed land). Ms Grunwald was scheduled to be given five minutes to present the petition, the Chair of the Licensing and Planning Policy Committee seven minutes to respond, after which the petition was scheduled to be opened up to debate. At the end of the debate the responding Chair was scheduled to have a further five minutes to respond. The statement in support of the petition explains that:

“The houses and dwellings that Epsom and Ewell needs should, instead, be built on brownfield sites and previously developed land, already identified by Epsom and Ewell Borough Council (EEBC). There is clear evidence that residents of Epsom and Ewell are against development of the Green Belt. Over 1,700 Epsom and Ewell residents responded to the consultation survey in 2023, with 87% saying they do not support the EEBC policy to develop the Green Belt.”

The petition also criticises the methodology for assessing Green Belt boundaries and the use of the Government's 2014 household projections to determine the borough's housing needs.

Contract Standing Orders - Procurement Act Update

The council was scheduled to consider changes to its Contract Standing Orders (CSOs) to align with the Procurement Act 2023, which comes into effect on 24 February 2025. The CSOs are the rules that the council uses for all of its procurement activity (purchasing goods, services and works).

The report pack included for discussion suggests some key changes that were scheduled to be discussed, including:

• Changes to the thresholds for how many quotes need to be sought from suppliers before awarding a contract – to be in line with the majority of neighbouring borough councils, who permit one quote for works contracts between £10,000 - £24,999.
• Changes to the Above Threshold procurement processes, with the aim of streamlining these to make them easier and more accessible to SMEs.
• Addition of contract management requirements to ensure appropriate governance and accountability for contracts.
• Requirement for Conflicts of Interest Assessments for all Above Threshold procurements (and as best practice for those below the threshold).

The report pack also sets out an action plan for what will need to be undertaken should the changes be adopted, including:

• Officer training.
• Updating of the Procurement Strategy.
• Updating of templates.
• Updating of the procurement section of the Council’s website.

Bourne Hall Windows Phase 2

The council was scheduled to consider a proposal to approve capital funding of £410,000 to enable the replacement of windows at Bourne Hall. The report pack included for discussion suggests that Bourne Hall has high running costs because it is not energy efficient, and that replacing its existing windows would help reduce the Council’s carbon footprint, reduce energy consumption at Bourne Hall, and contribute towards the 2035 net zero target. It was highlighted that:

Bourne Hall is currently the second highest energy user and highest gas user of all Council operated buildings. It contributes to 14% of all the Council’s operational carbon emissions. This scheme will support a more energy efficient building and reduction in the heating requirement, with an expected reduction of at least 15 tonnes of carbon emissions.

The report pack suggests that combining phase 2 of the scheme with the already approved phase 1 of the scheme will generate savings of up to £50,000.

Annual Governance Statement 2023-2024

The Annual Governance Statement (AGS), which is an appraisal of the Council’s internal control environment (i.e. risk management and governance), was scheduled to be considered. The report pack included for discussion suggests that the AGS was prepared with reference to seven best value themes:

• Continuous improvement
• Leadership
• Governance
• Culture
• Use of resources
• Service delivery
• Partnerships and community engagement.

The report pack included for discussion provides a summary of the Council’s overall assessment of its performance against these themes, with improvement actions detailed in an action plan.

The AGS is a key document that helps the council to provide assurance that it is using its resources efficiently and effectively. It also provides a framework for how the council will account for and safeguard public funds.

Questions

The agenda included one question from Councillor Kate Chinn to the Chair of the Licensing and Planning Policy Committee, Councillor Peter O'Donovan. The question concerned the housing requirement contained within the Proposed Submission Local Plan (2022-2040), which is significantly less than the objectively assessed need for housing in the borough over the plan period. The question from Councillor Chinn was as follows:

The Housing and Economic Development Needs Assessment (HEDNA) states the need to build 652 affordable homes a year. Does the chair of the LPPC believe it will achieve this when over the last 6 yrs the council has only managed to build 30 affordable homes p.a?

Motions

The agenda included one motion submitted by Councillor Steven McCormick, seconded by Councillor Neil Dallen MBE, which focused on the increased popularity of takeaway food home deliveries by motorcycles. The motion suggested that:

Currently, in too many areas of Epsom & Ewell, high streets and shopping centres are facing a need for parking spaces by delivery drivers and, too often, that is leading to inconsiderate, dangerous and illegal parking on the pavement to the detriment and safety of pedestrians and shoppers and, currently, there is no agreed response from Epsom & Ewell Borough Council.

The motion therefore called for a range of actions to be implemented by the Council to address these concerns, such as: asking the Epsom & Ewell Local Planning Authority to consider requirements for motorcycle parking in new retail developments; working with delivery companies to identify measures to discourage riders from parking on pavements; and working with Surrey County Council and Surrey Police to enforce current parking restrictions.

Urgent Decisions

The agenda included a decision taken by the Director of Environment, Housing and Regeneration, in consultation with the Mayor on 30 September 2024, to appoint an Interim Chief Finance Officer and Section 151 Officer. A Section 151 Officer is a statutory officer, and they are responsible for the proper administration of the Council’s financial affairs. The agenda suggested that the decision was made on the grounds of urgency, and that it was not practicable to convene a meeting of the Council in sufficient time.

Committee Decisions Taken in Accordance with Urgency Procedure

The agenda included two urgent decisions taken by the Licensing and Planning Policy Committee. The first, on 24 September 2024, related to the Council’s response to the proposed reforms to the National Planning Policy Framework and other changes to the planning system, and the second, on 20 November 2024, related to the Proposed submission Epsom and Ewell Local Plan. The agenda suggests that both decisions were taken on the grounds of urgency.