Agenda and minutes

1.         This meeting is to be webcast. Members are reminded of the need to activate their microphones before speaking.

2.         The Assistant Director of Governance and Performance Management will read the following announcement:

“I would like to remind everyone present that this meeting will be broadcast live to the internet (or filmed) and will be capable of repeated viewing (or another use by such third parties).

If you are seated in the lower public seating area it is likely that the recording cameras will capture your image and this will result in the possibility that your image will become part of the broadcast.

This may infringe your human and data protection rights and if you wish to avoid this you should move to the upper public gallery.”

The Assistant Director of Governance and Performance Management reminded everyone present that the meeting would be broadcast live to the Internet, and that the Council had adopted a protocol for the webcasting of its meetings.

The Chairman to welcome the following newly elected and re-elected Members of the Council following the elections held 5 May 2016.

The Chairman to present declaration of acceptance of office certificates to the 7 newly elected members, Councillors R Baldwin, A Beales, R Brooks, S Heap, J Jennings, D Roberts and H Whitbread.

The Chairman welcomed the newly elected and re-elected Members of the Council following the election held on 5 May 2016;

The Chairman presented declaration of acceptance of office certificates to the newly elected Members, Councillors A Beales, R Brooks, S Heap, J Jennings, D Roberts and H Whitbread.

Councillor L Webster addressed the Council on her year of office. She thanked everyone that had attended functions across the Epping Forest District Council with her and that £4,600 had been raised for her chosen charity, the British Legion.

Councillors C Whitbread, S Murray, C P Pond and the Chief Executive, G Chipp on behalf of the staff, expressed their appreciation for her hard work and dedication she had shown during her term of office.

To elect a Chairman of the Council for the municipal year 2016/17.

The new Chairman will then make a declaration of acceptance of office.

The nomination of Councillor J Lea for the Office of Chairman of the Council having been moved formally by Councillor S Stavrou and seconded by Councillor C Whitbread, it was:

            RESOLVED:

            That Councillor J Lea be elected Chairman of the Council for the ensuring year.

Councillor J Lea thereupon made a Declaration of Acceptance of Office of the Chairman of the Council and thanked the Council for the honour. Councillor J Lea stated that the Chain of Office represented a great responsibility that had been placed upon her, which she hoped to  live up to and that she wanted to communicate to the Districts Residents.

Councillor J Lea announced that her chosen charity for her term of office would be the Essex and Herts Air Ambulance.

Councillor J Lea in the Chair

The new Chairman presented Councillor L Webster with a past Chairman’s badge of office.

To appoint a member to be a Vice-Chairman of the Council for the municipal year 2016/17. (nomination form attached). The new Vice-Chairman will then make a declaration of acceptance of office.

The nomination of Councillor D Stallan for the Vice-Chairman of the Council having been moved formally by Councillor A Grigg and seconded by Councillor C Whitbread, was;

            RESOLVED:

That Councillor D Stallan be appointed Vice-Chairman of the Council for the ensuring year.

Councillor D Stallan thereupon made a declaration of Acceptance of Office of Vice-Chairman of the Council and thanked the Council for his appointment.

To approve as a correct record and sign the minutes of the meeting held on 26 April 2016. (attached)

            RESOLVED:

That the minutes of the Council meeting held on 26 April 2016 be taken as read and signed by the Chairman as a correct record.

(Chief Executive) To declare interests in any item on the agenda.

There were no declarations of interest by members of the Council under this item.

(a)        Apologies for Absence

(b)       Chairman’s Announcements

(c)        Members not seeking Re-election or Not Re-election

To note that;

(i)         Tony Church, James Hart, H Mann and Tracey Thomas did not seek re-election on 5 May 2016; and

(ii)        Neville Wright was not re-elected on 5 May 2016.

Members who had achieved a certain period of service, have been asked to attend the meeting to receive a Long Service Award in recognition of their service to the Council. Both James Hart who represented the Loughton Forest Ward for 12 years and Mrs Angold-Stephens on behalf Ken Angold-Stephens who represented the Loughton Roding Ward for 12 years have been invited to the Annual Council.

(a)        Announcements by the Chairman of Council

(i)         Floral Display

The Chairman announced that she intended to send the flowers from tonight’s meeting to St Clare’s Hospice, Hastingwood.

(b)       Members not seeking Re-election or Not Re-elected

The Council noted that T Church, J Hart, H Mann and T Thomas had not sought re-election on 5 May 2016 and N Wright had not been re-elected.

In recognition of K Angold-Stephens 12 years of service as a Member for the Loughton Roding Ward, the Chairman presented the award to his wife, Mrs J Angold-Stephens.  Also J Hart had been sent a service award for his 12 years of service as a  Member for Loughton Forest Ward.

Report to follow regarding:

(a)          Notice of Constitution of Political Groups, Group Leaders and Deputies;

(b)          Appointments made by the Leader to the Cabinet, Cabinet Committees and Outside Organisations carrying out Executive Functions;

(c)          Membership, Chairmanship and Vice-Chairmanship of Committees, Sub-Committees and Panels (Non-Executive Bodies);

(d)          Appointments to Outside Organisations carrying out Council, regulatory or non-Cabinet Functions.

The Council will need to vote on (c) and (d) where the number of nominations exceeds the number of places available.

Mover: Councillor C Whitbread, (Chairman of the Panel and Leader of the Council)

Councillor C Whitbread reported on the appointments which he had made to the Cabinet, Cabinet Committees and Outside Organisations carrying out Executive Functions.

Councillor C Whitbread also reported the recommendations of the Appointment Panel in relation to the membership, chairmanship and vice-chairmanship of Committees, Sub-Committees and Panels (non-Executive bodies) and to Outside Organisations carrying out Council, Regulatory or non Cabinet Functions. Councillor C Whitbread also advised of changes made to the nominations since the Panel had met.

The Council voted on appointments where the number of nominations exceeded the number of places available.

Amendment moved by Councillor J Philip and seconded by Councillor C Whitbread

That the requirement for pro-rata for the Licensing Committee be set aside to allow voting on the appointments to that body to proceed in accordance with Council procedure rule V2.

Carried

The appointments to the Licensing Committee were subject to a vote and set out in Appendix 3.

Following the nominations of Councillor M Sartin and Councillor L Girling for the position of Chairman of the Overview and Scrutiny Committee, Councillors C P Pond, C C Pond, D Wixley, S Murray and H Kauffman requested that there be a recorded vote for the position. 

There voted for Councillor Girling: (7) namely: Councillors R Baldwin, A Beales, R Brookes, R Butler, D Dorrell, L Girling, S Heap, B Jennings, J Jennings, H Kauffman, L Mead, R Morgan, S Murray, S Neville, C C Pond, C P Pond, C Roberts, D Roberts, B Surtees, J H Whitehouse, J M Whitehouse and D Wixley.

There voted for Councillor M Sartin: (37) namely: Councillors R Bassett, N Bedford, T Boyce,  W Breare-Hall, G Chambers, R Gadsby, A Grigg, L Hughes, S Jones, H Kane, S Kane, P Keska, J Knapman, Y Knight, M McEwen, A Mitchell, A Patel, J Philip, B Rolfe, B Sandler, M Sartin, G Shiell, D Stallan, S Stavrou, G Waller, L Webster, C Whitbread and H Whitbread.

There abstained from the vote (1) namely: J Lea,

            RESOLVED:

(1)          That in accordance with Regulation 8 of the Local Government (Committees and Political Groups) Regulations 1990, the Constitution of Political Groups as set out in Appendix 1, to these minutes be noted;

(2)           That the appointments made by the Leader of the Council to the Cabinet and Cabinet Committees and the allocation of Portfolios as set out in Appendix 2, to these minutes be noted;

(3)          That the membership, chairmanship and vice-chairmanship of Committees, Sub-Committees and Panels (non-executive bodies) as set out in Appendix 3 to these minutes be approved;

(4)          That the following appointments to nominate Group substitute Members on any Committees, Sub-Committees, Panels, Boards, Select Committees or Working Groups of the Council be noted;

(a)          Conservative Group: Councillor C Whitbread (Leader), Councillor S Stavrou (Deputy Leader), Councillor S Kane and Councillor G Waller;

(b)          Green Party Group: Councillor S Neville (Leader) and Councillor S  ...  view the full minutes text for item 10.

            Recommendation:

To note the scheme of delegation which are the responsibility of the Council to determine.

The Constitution requires that the scheme of delegation should be agreed at the Annual meeting. There had been no further additions or amendments made to the scheme of delegation since the adoption of the Council’s new Constitution on the 26 April 2016. Details of the delegation can be found contained within that Constitution.

The Council’s Constitution requires that scheme of delegations be agreed at the Annual meeting. The current scheme had received no further additions or amendments since the adoption of the Council’s new Constitution on 26 April 2016.

            RESOLVED:

That the Scheme of Delegations – Delegated by or on behalf of the Council be noted.

Recommendation:

That during 2016/17 ordinary meetings of the Council be held on the following dates;        

26 July 2016;

27 September 2016;

1 November 2016;

20 December 2016;

21 February 2017;

23 February 2017 (reserve date for Budget meeting);

25 April 2017; and

25 May 2017.

It is a requirement of the Constitution that a programme of ordinary meetings of the Council be approved at the annual meeting of the Council.

An Extraordinary meeting will be held 6 June 2016 to consider the planning applications at the Royal Gun Powder Mill, Waltham Abbey, which had been referred from District Development Management Committee on 20 April 2016.

On 15 December 2015, the Council had adopted a calendar of meetings for the period of May 2016 to May 2017, which had included the ordinary meetings of the Council. The Council’s Constitution required that a programme of ordinary meetings of the Council was approved at the Annual meeting. The Council was also asked to note the change of dates for December 2016, February 2017 and noted that an extraordinary meeting of the Council would be held on Monday 6 June 2016 in relation to the Royal Gun Powder Mills, Waltham Abbey.

            RESOLVED:

(1)        That during 2016/17 ordinary meetings of the Council be held on the following dates:

26 July 2016;

27 September 2016;

1 November 2016;

20 December 2016;

21 February 2017;

23 February 2017 (reserve date for Budget meeting);

25 April 2017; and

25 May 2017 (Annual Council)

(2)        That the Extraordinary Council meeting of the Council arranged for Monday 6 June 2016 in relation to the Royal Gun Powder Mills, Waltham Abbey be noted.