The Council, at its meeting on 2 March 2023, resolved that Councillor Shannon Saise-Marshall be nominated at the Annual Council Meeting for the office of Mayor for the 2023/2024 municipal year.

 

Recommendation:

 

To elect a Mayor for the 2023/2024 municipal year.

[Councillor Harnden in the chair].

 

The outgoing Mayor, Councillor Margaret Harnden, recounted some of the many memorable moments of her mayoral year.

 

Councillor Harnden offered her thanks to her consorts, Ian Patenall and Father Gerard Mee, and to Clare Sykes, Executive Officer, for their support.

 

Councillors from across the chamber expressed their thanks to Councillor Harnden for her service at Mayor.

 

It was proposed (by Councillor Clarke), seconded (by Councillor Willingale) and resolved that Councillor Saise-Marshall be elected as Mayor for the 2023/24 municipal year.

The statutory declaration of acceptance of office was made and signed by Councillor Saise-Marshall, who thanked the Council for her election.

 

Councillor Harnden presented the Chain of Office to Councillor Saise-Marshall.

 

[Councillor Saise-Marshall in the chair].

The newly elected Mayor will announce their consort.

Councillor Saise-Marshall announced that her consort would be her husband, Maj (Retd) Rob Marshall.

 

The Mayor’s Consort badge was presented to Maj (Retd) Rob Marshall.

 

Former consort badges were presented to Ian Patenall and Father Gerard Mee.

The newly elected Mayor will announce their Chaplain.

Councillor Saise-Marshall announced that her Chaplain would be Ben Beecroft, Dean of Runnymede, and Reverend at St. Paul’s Church in Addlestone.

In accordance with Standing Order 7, Council is asked to consider candidates for the office of Deputy Mayor for the 2023/24 municipal year.  Councillor Nick Prescot, who was nominated for this position at the meeting of the Council on 2 March 2023, has since withdrawn his candidacy.

 

If there is more than one nomination, the selection of Deputy Mayor will be conducted by secret ballot. In the event of an equality of votes on the nomination, the Mayor shall exercise a second or casting vote.

 

Recommendation:

 

To appoint a Deputy Mayor for the 2023/2024 municipal year.

It was proposed (by Councillor Balkan) and seconded (by Councillor Lewis) that Councillor Robert Bromley be appointed as Deputy Mayor for the 2023/24 municipal year.

 

It was further proposed (by Councillor Gillham) and seconded (Councillor R. King) that Councillor Harnden be appointed as Deputy Mayor for the 2023/24 municipal year.

 

As there was more than one nomination for the position of Deputy Mayor, a secret ballot was conducted in accordance with Standing Order 7.1.

 

The result of the ballot was as follows:

 

For Councillor Bromley – 21

For Councillor Harnden – 14

Abstentions – 2

 

It was resolved that Councillor Bromley be appointed as Deputy Mayor for the 2023/24 municipal year.

The statutory declaration of acceptance of office was made and signed by Councillor Bromley, who thanked the Council for his appointment.

 

Councillor Saise-Marshall presented the Badge of Office to Councillor Bromley.

The newly appointed Deputy Mayor will announce their consort.

Councillor Bromley said that he would announce his consort at a later date.

Councillor Saise-Marshall announced that her chosen charities would be Addlestone Canoe Club and Hebrews Café.

 

The Mayor offered her thanks to Councillor Harnden and congratulated the six newly elected councillors, following the borough elections on 4 May 2023.

To appoint a Leader of the Council, in accordance with Standing Order 6.

It was proposed (by Councillor Willingale) and seconded (by Councillor Howorth) that Councillor Gracey be appointed Leader of the Council.

 

It was further proposed (by Councillor A. King) and seconded (by Councillor Burton) that Councillor R. King be appointed Leader of the Council.

 

It was resolved that Councillor Gracey be appointed Leader of the Council.

To confirm and sign, as a correct record, the minutes of the meeting of the Council held on 27 April 2023.

The minutes of the meeting of the Council held on 27 April 2023 were confirmed and signed as a correct record.

Apologies for absence were received from Councillors Coen, Nuti, D. Whyte and S. Whyte.

If Members have an interest in an item, please complete a member interest form and email it to Democratic.Services@runnymede.gov.uk by 5pm on the day of the meeting. Members are advised to contact the Corporate Head of Law and Governance prior to the meeting if they wish to seek advice on a potential interest.

There were no declarations of interest.

In pursuance of Standing Order 12.1, public questions or speaking is not permitted at this meeting.

There were no public questions or speaking.

To receive any petitions from members of the Council under Standing Order 19.

There were no petitions.

There were no questions from members.

To note that the Constitution, approved at Council on 27 April 2023, will apply for the 2023/24 municipal year.

It was noted that the Constitution, approved at Council on 27 April 2023, applied for the 2023/24 municipal year.

To establish committees and sub-committees, for the 2023/24 municipal year, in accordance with the provisions set out in the Council’s Constitution.

 

Committee	Seats
Corporate Management Committee	12
Environment and Sustainability Committee	10
Housing Committee	10
Community Services Committee	10
Planning Committee	15
Licensing Committee	11
Regulatory Committee	5
Overview and Scrutiny Select Committee	9
Crime and Disorder Committee	9
Standards and Audit Committee	10
Standing Appointments Sub-Committee	5

 

No further sub-committees can be created without the express approval of Council, unless referred to in the Constitution (in accordance with Standing Order 22.2).  Notwithstanding the Standing Appointments Sub-Committee listed above, the only other "standing" sub-committees currently approved are Licensing Sub-Committees, and Standards and Audit Sub-Committees. These sub-committees only meet as and when required and the memberships are drawn from the Licensing Committee and Standards and Audit Committee respectively.

 

Recommendation:

 

To establish the committees and sub-committees in accordance with the arrangements set out above.

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that committees and sub-committees be established in accordance with the arrangements set out in the agenda.

Section 15 of the Local Government and Housing Act 1989 sets out how ordinary Committees must be constituted when the authority is divided into one or more political groups. The authority is to give effect, as far as reasonably practicable, to the following four principles in constituting its committees or sub-Committees:

 

a)    that not all the seats on the committee or sub-committee are allocated to the same political group;

 

b)    that the majority of the seats on the committee or sub-committee are allocated to a particular political group if the number of persons belonging to that group is a majority of the authority's membership;

 

c)    subject to paragraphs (a) and (b) above, that the number of seats on the ordinary committees of a relevant authority which are allocated to each political group bears the same proportion to the total of all the seats on the ordinary committees of that Authority as is borne by the number of members of that group to the membership of the authority; and

 

d)    subject to paragraphs (a) to (c) above, that the number of the seats on the committee or sub-committee which are allocated to each political group bears the same proportion to the number of all the seats on that body as is borne by the number of members of that group to the membership of the Authority.

 

It is important to note that the commonly accepted definition of a “political group” is a grouping of two or more members.  Independent councillors therefore do not have an entitlement to a seat on a committee, although the Council is at liberty to allocate seats to independent councillors, should it so wish.

 

The Licensing Committee is separately constituted under the Licensing Act 2003.  There is no statutory requirement for political balance but it has been the practice of the authority to ensure that this committee is constituted with consideration for proportionality arrangements. The Licensing Committee is therefore included in the wider calculations.

 

Further information on the calculated entitlement to seats on committees, and recommendations on the proposed allocation of seats to political groups, are to follow.

 

Update – 16 May 2023

 

The calculated entitlement to seats for each group has been attached to this supplementary agenda.  Group leaders were offered a number of opportunities to discuss with officers alternative models for allocating seats in advance of the meeting, with the offer of including them in a supplementary agenda.

 

Following lengthy discussions with group leaders, two potential models for allocating seats, that have been checked for compliance with the requirements of the Local Government and Housing Act 1989, have been identified.

 

Model A allocates a seat on the Standing Appointments Sub-Committee to the Liberal Democrat Group.

 

Model B allocates a seat on the Standing Appointments Sub-Committee to the Independent Group.

 

Recommendation:

 

That the Council agree the allocation of seats to political groups.

It was proposed (by Councillor Gracey) and seconded (by Councillor Willingale) that the Council adopt the allocation of seats set out in the supplementary agenda as ‘Model B’.

 

It was further proposed (by Councillor Burton) and seconded (by Councillor Mullens) that the Council adopt the allocation of seats set out in the supplementary agenda as ‘Model A’.

 

Following a debate on the proposals before the Council, a named vote was requested.  The voting was as follows:

 

In favour of ‘Model A’ (16)

 

Councillors Berardi, Burton, Davies, Gates, Gill, Gillham, Harnden, Jenkins, Kettle, A. King, R. King, Mullens, Ringham, Singh, Smith and Williams.

 

In favour of ‘Model B’ (20)

 

Councillors Bromley, Balkan, Clarke, M.D. Cressey, M.K. Cressey, Cunningham, Darby, Dennett, Furey, Gracey, Howorth, Hulley, Lewis, Mann, Mavi, Prescot, Snow, Walsh, Willingale and Wilson.

 

Abstentions (1)

 

Councillor Saise-Marshall.

 

It was resolved that the Council adopt the allocation of seats set out in the supplementary agenda as ‘Model B’.

To appoint members to serve on the above-mentioned committees and sub-committees, in accordance with the arrangements set out in the Council’s Constitution and the wishes of political groups.

 

Members are reminded that should the need for a change in membership arise during the year, under Standing Order 22.8 the Chief Executive or Corporate Head of Law and Governance, or Democratic Services Manager are authorised to make and change appointments to committees and sub-committees in accordance with the wishes of the relevant political group.

 

To seek to avoid any legal difficulties in making substitute appointments during the year, the Council is asked to agree what Members other than those originally appointed should be eligible for membership of Committees or Sub-Committees. It is suggested that any other Member of the Council from the political groups be eligible, so as to maximise flexibility.

 

It should be noted that substitution arrangements do not apply to the Licensing Committee.

 

Proposed appointments to committees will follow, at the conclusion of discussions between group leaders.

 

Update – 16 May 2023

 

Group leaders have not been able to put forward details of groups’ appointments, as this task is reliant on having agreement between group leaders on the allocation of seats to political groups.

 

Recommendation:

 

That the Council note that group leaders can make appointments to committees in accordance with Standing Order 22.8.

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that the Council note that group leaders could make appointments to committees in accordance with Standing Order 22.8.

The lease with the Crown Estate provides that the members of the committee are to be the Mayor, Deputy Mayor, and the councillors representing the two Englefield Green Wards, together with “two other persons to be selected by the lessees (i.e. the Council) from amongst the occupying tenants of the several houses from round the Green set out in the Schedule hereto and of such other houses (if any) around the Green as may from time to time be fixed or appointed by the lessor (i.e. the Crown Estate) but in making such selections the lessees shall have regard to the wishes of the general body of such occupying tenants which may be conveyed to the lessees in writing or be ascertained by the lessees in such way as they may consider expedient”.

 

If elected member representation is entirely local, the political balance requirements will not apply to the Committee in 2023/2024. However, if either the Mayor or Deputy Mayor is not an Englefield Green Member it will be necessary for them to stand down from the Committee to avoid conflict with the Act in line with established practice.

 

As regards the residents’ representatives, for many years the Council’s practice has been to write to all the ‘qualifying tenants’ to seek nominations. The process for ascertaining residents’ wishes is not a vote. If ‘the general body’ of qualifying residents expresses wishes, the Council must take those wishes into account. This means that it must fairly and properly consider the wishes. Having done so, it must use its judgment to make its own decision.

 

Two nominations from qualifying tenants have been received – one from Mr N. Bromilow and one from Mr R. McGregor-Johnson.

 

Recommendation:

 

To appoint the Englefield Green Committee with Englefield Green East and West Ward Members and two local residents' representatives.

 

Background papers - Crown Lease for Englefield Green

It was proposed (by Councillor A. King), seconded (by Councillor Prescot) and resolved that the membership of the Englefield Green Committee be agreed in accordance with the arrangements set out in the agenda (i.e. the councillors representing Englefield Green East Englefield Green West wards, and two local residents' representatives).

To appoint chairmen and vice-chairmen to committees.  Nominations to positions are to follow.

 

Sub-committees will elect chairmen and vice-chairmen at their next meetings, if and when arranged, in accordance with existing custom and practice.

 

Update – 16 May 2023

 

No nominations have been received at the time of this supplementary agenda’s publication.  If the Council does not appoint a chairman or vice-chairman to any committee, the committee shall, at its first meeting, be required to appoint for the remainder of the municipal year, in accordance with Standing Order 31.1.

 

Recommendation:

 

That the Council appoint a chairman and vice-chairman to the following committees:

 

·         Corporate Management Committee

·         Environment and Sustainability Committee

·         Housing Committee

·         Community Services Committee

·         Planning Committee

·         Licensing Committee

·         Regulatory Committee

·         Overview and Scrutiny Select Committee

·         Crime and Disorder Committee

·         Standards and Audit Committee

·         Englefield Green Committee

Corporate Management Committee

 

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that:

 

·       Councillor Gracey be appointed as Chairman of the Corporate Management Committee.

·       Councillor Howorth be appointed as Vice-Chairman of the Corporate Management Committee.

 

Environment and Sustainability Committee

 

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that:

 

·       Councillor Coen be appointed as Chairman of the Environment and Sustainability Committee.

·       Councillor Cunningham be appointed as Vice-Chairman of the Environment and Sustainability Committee.

 

Housing Committee

 

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that:

 

·       Councillor Nuti be appointed as Chairman of the Housing Committee.

·       Councillor Hulley be appointed as Vice-Chairman of the Housing Committee.

 

Community Services Committee

 

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that:

 

·       Councillor Howorth be appointed as Chairman of the Community Services Committee.

·       Councillor Lewis be appointed as Vice-Chairman of the Community Services Committee.

 

Planning Committee

 

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that:

 

·       Councillor Willingale be appointed as Chairman of the Planning Committee.

·       Councillor Snow be appointed as Vice-Chairman of the Planning Committee.

 

Licensing Committee

 

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that:

 

·       Councillor Wilson be appointed as Chairman of the Licensing Committee.

·       Councillor Gill be appointed as Vice-Chairman of the Licensing Committee.

 

Regulatory Committee

 

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that:

 

·       Councillor Wilson be appointed as Chairman of the Regulatory Committee.

·       Councillor Harnden be appointed as Vice-Chairman of the Regulatory Committee.

 

Overview and Scrutiny Select Committee

 

It was proposed (by Councillor Gracey) and seconded (by Councillor Willingale) that Councillor Furey be appointed as Chairman of the Overview and Scrutiny Select Committee.

 

It was further proposed (by Councillor Gillham) and seconded (by Councillor R. King) that Councillor Gillham be appointed as Chairman of the Overview and Scrutiny Select Committee.

 

Following a debate on the proposed appointments, a named vote was requested.  The voting was as follows:

 

In favour of Councillor Furey (21)

 

Councillors Bromley, Balkan, Clarke, M.D. Cressey, M.K. Cressey, Cunningham, Darby, Dennett, Furey, Gracey, Howorth, Hulley, Lewis, Mann, Mavi, Prescot, Saise-Marshall, Snow, Walsh, Willingale and Wilson.

 

In favour of Councillor Gillham (16)

 

Councillors Berardi, Burton, Davies, Gates, Gill, Gillham, Harnden, Jenkins, Kettle, A. King, R. King, Mullens, Ringham, Singh, Smith and Williams.

 

Abstentions (0)

 

It was resolved that the Councillor Furey be appointed as Chairman of the Overview and Scrutiny Select Committee.

 

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that Councillor Prescot be appointed as Vice-Chairman of the Overview and Scrutiny Select Committee.

 

Crime and Disorder Committee

 

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that:

 

·       Councillor Furey be appointed as Chairman of the Crime and Disorder Committee.

·       Councillor Prescot be appointed as Vice-Chairman of the Crime and Disorder Committee.

 

Standards and Audit Committee

 

It was proposed (by Councillor Gracey), seconded (by Councillor Willingale) and resolved that:

 

·       Councillor Hulley be appointed as Chairman of the Standards and Audit Committee.

·       Councillor M.D. Cressey be appointed as Vice-Chairman of the Standards and Audit Committee.

 

Englefield Green Committee

 

As no nominations were made, the Chairman and Vice-Chairman of the Englefield Green Committee would be determined at its first meeting, in accordance with Standing Order 31.1.

Councillor L Gillham was the Council’s representative in 2022/23.

 

Nominations received are to follow.

 

Recommendation:

 

To appoint one (1) member to represent the Council on the Surrey Environment Partnership for 2023/24.

 

Update – 16 May 2023

 

One nomination, for Councillor Gillham, was received by the deadline of Monday 15 May 2023.

It was proposed (by Councillor Gillham), seconded (by Councillor Gill) and resolved that Councillor Gillham be appointed to the Surrey Environment Partnership for 2023/24.

Nomination to the SLG for possible appointment to the following bodies for a period of three years to June 2026.  Any members wishing to have their nomination considered at Annual Council are required to have completed and returned a nomination form to democratic.services@runnymede.gov.uk by Monday 15 May 2023.

 

Nominations for each position are to follow.

Representatives may not be members of the Corporate Management Committee. 

 

One (1) position available.

 

Update – 16 May 2023

 

No nominations were received by the deadline of Monday 15 May 2023.

It was proposed (by Councillor R. King), seconded (by Councillor Gracey) and resolved that Councillor A. King be nominated to the Adults and Health Select Committee, subject to the prompt return of the requisite application form.

One (1) position available.

 

Update – 16 May 2023

 

No nominations were received by the deadline of Monday 15 May 2023.

It was proposed (by Councillor Burton), seconded (by Councillor Smith) and resolved that Councillor Burton be nominated to the Countryside Access Forum, subject to the prompt return of the requisite application form.

One (1) position available.

 

Update – 16 May 2023

 

No nominations were received by the deadline of Monday 15 May 2023.

There were no nominations.

One (1) position available.

 

Update – 16 May 2023

 

No nominations were received by the deadline of Monday 15 May 2023.

It was proposed (by Councillor A. King), seconded (by Councillor Gracey) and resolved that Councillor A. King be nominated to the Mental Health Partnership Board, subject to the prompt return of the requisite application form.

One (1) position available.

 

Note: this is one of two (2) positions; one of which is already filled.

 

Unsuccessful nominees for the representative role will be considered for one of the two (2) positions for substitutes.

 

Update – 16 May 2023

 

No nominations were received by the deadline of Monday 15 May 2023.

There were no nominations.

One (1) position available.

 

Note: this is one of two (2) positions; one of which is already filled.

 

Update – 16 May 2023

 

No nominations were received by the deadline of Monday 15 May 2023.

It was proposed (by Councillor Bromley), seconded (by Councillor Gracey) and resolved that Councillor Bromley be nominated to the Surrey Civilian Military Partnership Board, subject to the prompt return of the requisite application form.

To receive and consider any notices of motion from members of the Council under Standing Order 15.

 

There were no notices of motion.

To consider any item of minority group priority business registered under Standing Order 23. Any item of such business will be circulated separately with this summons.

There was no minority group priority business.

To consider any items so resolved at the meeting.

There was no exempt business.