Agenda and minutes

This meeting is to be webcast. Members are reminded of the need to activate their microphones before speaking. The Assistant Director of Governance will read the following announcement:

“The chairman 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 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 Council is invited to stand for a minute’s silence in tribute to the memory of former Councillors R. Braybrook, S.D. Riley and a Standards Committee Independent Member Mr P. Adams, who have recently passed away.

Former Councillor R. Braybrook was the Chairman of the Council for the 1989/90 municipal year and represented the Buckhurst Hill East Ward from 1981-84 and Buckhurst Hill West Ward from 1985-1994 of the District as a Conservative Councillor.

He served on many of the Council’s members bodies during this time, including Recreation and Amenities, Joint Staff, Joint Works, Policy & Co-Ordinating, Transportation, Public Health, Plans Sub-Committee ‘C’, Housing Committee and Housing Defects Panel. He also represented the Council on Outside Bodies including Air Training  Corps – 2324 Chigwell Squadron Civilian Committee, Chigwell Old People’s Welfare Association, Epping Forest District Sports Council, Arts Association and Shows Committee, Eastern Arts Association, Buckhurst Hill and Debden Community Associations, Chigwell Safety Advisory Committee, National Housing & Town Planning  Councils Liaison Committee and the governing body of Buckhurst Primary School.

Former Councillor S.D (Peter) Riley represented the Paternoster Ward from 1979- 1998 of the District as a Labour Councillor and was the Leader of the Minority Group in 1979.

He served on many of the Council’s members bodies during this time, includingSafety Sub-Committee, Libraries and Museums Sub-Committee, Joint Works Committee, Joint Staff Committee, Environmental Health & Control/ Environmental Protection, Grange Farm Review Committee, North Weald Airfield Sub-Committee, Staff appeals panel, Development Committee, Housing Management Committee, Recreation Committee, Public Health Committee, Leisure Services Committee, Libraries, Arts & Museum Sub-Committee, Personnel Sub-Committee, Resources Sub-Committee and Grant Aid Panel. He also represented the Council on Outside Bodies including Citizens’ Advice Bureau (Waltham Abbey Branch), Waltham Holy Cross Old People’s Welfare Association, Waltham Abbey Safety Council.

Peter Adams served as a Independent Person on the Standards Committee from 13 December 2012.  

It was with much sadness that the Chairman informed the Council of the death of former Councillors Ron Braybrook, Peter Riley and the Independent Member Peter Adams.

Former Councillor Ron Braybrook was the Chairman of the Council for the 1989/90 municipal year and represented the Buckhurst Hill East Ward from 1981-84 and Buckhurst Hill West Ward from 1985-1994 as a Conservative Councillor. He had served on many of the Council’s member’s bodies and outside organisations during this period.

Former Councillor Peter Riley represented the Paternoster Ward from 1979-1998 as a Labour Councillor and had been the Leader of the Minority Group in 1979. He served on many of the Council’s member’s bodies and outside organisation during this time and had been an active member of the Waltham Abbey community.

Peter Adams had served as an Independent Person on the Standards Committee since 2012 and was one of the Epping Forest Verderers.

Members paid tribute to the memory of former Councillors Ron Braybrook, Peter Riley and the Independent Member Peter Adams and stood for a minute’s silence in their memory.

To approve as a correct record and sign the minutes of the meeting held on 22 February 2018 (attached).

Click here for the appendices to the Council Minutes on 22 February 2018.

            RESOLVED:

That the minutes of the Council meeting on 22 February 2018 be taken as read and signed by the Chairman as a correct record.

To declare interests in any item on the agenda.

(a)          Pursuant to the Council’s Staff Code of Conduct, D Macnab (Acting Chief Executive) and A Hall (Director of Communities) declared a personal interest in agenda item 18 (Implementation of People Strategy). They advised that they had determined that their interest was pecuniary and that they would leave the meeting for the consideration and voting on the matter.

(a)        Apologies for Absence

(b)        Chairman’s Announcements

(c)        Voluntary Action Epping Forest

The Chairman will present the Essex County Council Bowl and the High Sheriffs’ grant of £1,500 to Voluntary Action Epping Forest (VAEF). The Essex County Award gives credit to organisations or teams of people that have made extra effort beyond their statutory or formal duty to deliver programmes directly to the community. Furthermore, the High Sheriffs’ grant will support the installation of enhanced key safes and other safety equipment in the homes of vulnerable people.

(a)          Announcements by the Chairman of Council

(i)            Chairman’s Events

The Chairman reported that he had hosted his Epping Forest Civic Awards with help from the Youth Councillors and that they had won the National Crime Beat Awards for their MiLife Project.

He had also attended the annual St George’s day Scout event at Winsor Castle in the presence Princess Beatrice of York, received a certificate from the Rudolf Walker Foundation in recognition of the work that had taken place in the District and attended the rededication of the Epping War Memorial.

(ii)           Floral Display

The Chairman announced that he intended to send the flowers from tonight’s meeting to Doris Holden for her contributions to the British Legion.

(iii)          Presentation to Voluntary Action Epping Forest (VAEF)

The Chairman presented the VAEF with the Essex County Council Bowl and the High Sheriffs’ grant, which had given credit to organisations or teams of people that, had made the extra effort beyond their statutory or formal duty to deliver programmes directly to the community. Furthermore, the High Sheriffs’ grant would support the installation of enhanced key safes and other safety equipment in the homes of vulnerable people.

To answer questions asked after notice in accordance with the provisions contained within Part 4 of the Council Rules of the Constitution on any matter in relation to which the Council has powers or duties or which affects the District:

(a)        to the Leader of the Council;

(b)        to any Portfolio Holder; or

(c)        to the Chairman of the Overview and Scrutiny Committee.

Questions, if any, will follow if not received in time to be incorporated into the agenda.

The Council noted that there were no public questions submitted for consideration at the meeting.

To answer questions asked after notice in accordance with the provisions contained within the Council Rules in Part 4 of the Constitution on any matter in relation to which the Council has powers or duties or which affects the District:

(a)                  to the Chairman of the Council;

(b)                  to the Leader of the Council;

(c)                  to any Member of the Cabinet; or

(d)                  the Chairman of any Committee or Sub-Committee.

The Council Rules provide that answers to questions under notice may take the form of:

(a)             direct oral answer;

(b)             where the desired information is in a publication of the Council or other published work, a reference to that publication; or

(c)             where the reply cannot conveniently be given orally, a written answer circulated later to the questioner.

Answers to questions falling within (a) and (b) above will be made available to the member asking the question one hour before the meeting. Answers to questions falling within (c) above will be circulated to all councillors.

Questions, if any, will follow if not received in time to be incorporated into the agenda.

Question by Councillor R Butler to Portfolio Holder for Safer, Greener, Transport, Councillor S Kane

There have been many residents complaining about the dangers of articulated trucks and lorries that seem to overflow from the Junction 26 lorry park and cause real problems in the adjacent roads that are supposed to be restricted and are not built for this kind of heavy duty traffic with lorries parking, turning and destroying some of the bollards, road surface and the road sign in the areas of Old Shire Lane, Honey Lane, Farthingdale Lane and Stoney Bridge Drive?

I have had communications from the Police Traffic Management Section, who have explained that parking in these areas is definitely a NEPP /Council issue and not a Police issue. This is an ongoing problem which is getting worse and traffic restrictions in Old Shire Lane need to be enforced or limited access restrictions put in place with the bollards and street sign replaced.

Could the Safer, Cleaner and Transport Portfolio Holder advise what action he will take in partnership with NEPP and ECC regarding these problems?

Question by Councillor R Butler to the Portfolio Holder for Safer, Greener, Transport, Councillor S Kane

There have been many residents complaining about the dangers of articulated trucks and lorries that seem to overflow from the Junction 26 lorry park and cause real problems in the adjacent roads that are supposed to be restricted and are not built for this kind of heavy duty traffic with lorries parking, turning and destroying some of the bollards, road surface and the road sign in the areas of Old Shire Lane, Honey Lane, Farthingdale Lane and Stoney Bridge Drive?

I have had communications from the Police Traffic Management Section, who have explained that parking in these areas is definitely a NEPP /Council issue and not a Police issue. This is an ongoing problem which is getting worse and traffic restrictions in Old Shire Lane need to be enforced or limited access restrictions put in place with the bollards and street sign replaced.

Could the Safer, Cleaner and Transport Portfolio Holder advise what action he will take in partnership with NEPP and ECC regarding these problems?

Reply from the Safer, Cleaner and Transport Portfolio Holder, Councillor S Kane

“I thank Cllr Butler for his question and highlighting the particular issue to my attention.

I am pleased to report that the damaged street sign has been replaced by the District Council as this is something within our remit. The damaged bollard has been reported to Essex County Council for replacement.

I have sought advice on the other significant matter of damage caused by articulated lorries. I am informed that this is not a parking restrictions issue, the lorries do not park on these local roads but try and turn around. This makes it a moving traffic offence which can only be dealt with by the Highways Authority. I am also informed that a solution could be a traffic regulation to control the movement of these large vehicles or some type of physical feature. In order to assess the issues and consider any possible solutions I have made a scheme request to the Local Highways Panel. This will enable highways engineers to investigate and advise on the next steps. I shall advise Cllr Butler as soon as I hear from highway officers.”

Supplementary Question from Councillor R Butler toSafer, Cleaner and Transport Portfolio Holder, Councillor S Kane

“Could he also consider the environmental issues of the vehicles parking with their engines running outside residential housing and whether it could be prevented”

Reply from the Safer, Cleaner and Transport Portfolio Holder, Councillor S Kane

“Vehicle idling was actually an offence and so that was something the Council could investigate. With regards to the parking, if restrictions were put in place this problem would become mute. Therefore the information would be passed onto the Highways Panel for consideration and assessment at the next meeting in July 2018.”

To note that Councillor A Boyce, L Girling, G Shiell and S Watson have resigned and elections to fill these positions will be held in May 2018.

The Council noted that Councillors A Boyce, L Girling, G Shiell and S Watson had resigned. The elections to fill the position would be held on 3 May 2018 although the Moreton and Fyfield Ward position had been filled unopposed.

The Chairman to welcome Councillor Ian Hadley, who was elected (unopposed) on 6 April 2018 to represent the Moreton and Fyfield Ward until May 2020.

The Chairman welcomed Councillor Ian Hadley, who had been elected unopposed on 6 April 2018 and would represent the Moreton and Fyfield Ward until May 2020.

To receive reports and any announcements from the Leader and members of the Cabinet on matters falling within their area of responsibility:

(a)        Report of the Leader;

(b)        Report of the Assets and Economic Development Portfolio Holder;

(c)        Report of the Environment Portfolio Holder (attached);

(d)        Report of the Finance Portfolio Holder (attached);

(e)        Report of the Housing Portfolio Holder (attached);

(f)        Report of the Leisure and Community Services Portfolio Holder (attached);

(g)        Report of the Planning and Governance Portfolio Holder (attached);

(i)         Report of the Safer, Greener and Transport Portfolio Holder (attached); and

(j)         Report of the Technology and Support Services Portfolio Holder (attached).

The Council received written reports from all the Portfolio Holders. The Chairman invited the Leader to provide an oral report and any other members of the Cabinet to give an update of their written report, if required.

(a)          The Leader of Council

The Leader advised that he had represented the Council at a number of external meetings and events. He had attended the Essex Assembly in Chelmsford which brought together all the major stakeholders across the County in the public, private and voluntary sectors; the launch of the Health and Wellbeing Strategy ‘Live Well’; a meeting with Police Crime Commissioner (PCC) Roger Hirst about the District’s Policing requirements; and finally he had met with Leaders from the London, Stansted, Cambridge Strategic Growth Corridor. 

Finally he thanked Councillor T Boyce for his active part as Tourism Champion, Councillor W Breare-Hall as the Environment Portfolio Holder, the Chairman of Council, Councillor D Stallan as the former Housing Portfolio Holder for their support on the Cabinet.

(b)          Leisure and Community Services Portfolio Holder

Councillor H Kane congratulated the Youth Council for wining the National Crime Beat Award for their MiLife Project. She thanked previous Youth Councillors, current Youth Councillors and Officers for supporting the project and the recognition it had achieved.

(c)          Safer, Greener and Transport Portfolio Holder

Councillor S Kane advised that the Police Crime Commissioner Roger Hirst, had informed him that there would be an increase of 150 additional Police officers in Essex over the next two years. He informed the Council that the Brentwood and Epping Police team for 999 responses would see an increase of 9 officers, the Community Policing team would increase by 4 officers, in addition to the 3 officers that would be funded by the Council and 6 additional Local Policing Team officers that would be based in Loughton.

The Council Rules provide for questions by any member of the Council to the Leader or any Portfolio Holder, without notice on:

(i)            reports under the previous item; or

(ii)           any other matter of a non operational character in relation to the powers and  duties of the Council or which affects all or part of the District or some or all of  its inhabitants.

Council Rules provide that answers to questions without notice may take the form of:

(a)            direct oral answer from the Leader or, at the request of the Leader, from another member of the Cabinet;

(b)            where the desired information is in a publication of the Council or other published work, a reference to that publication;

(c)            where the reply cannot conveniently be given orally, a written answer circulated later to the questioner; or

(d)            where the question relates to an operational matter, the Leader or a member of the Cabinet will request that a response be given direct to the questioner by the relevant Chief Officer.

In accordance with the Council Rules, a time limit of thirty minutes is set for questions. Any question not dealt with within the time available will receive a written reply. The Chairman may extend this period by up to a further 10 minutes at their discretion.

(a)          Local Plan

Councillor D Dorrell asked the Leader whether members of the Conservative Party had been ‘whipped’ to vote a certain way before the Council meeting on 14 December 2017 which considered the Publication of the Submission Version of the Epping Forest District Local Plan. 

Councillor C Whitbread advised that the Conservative Party had been given a free vote on the Publication of the Submission Version of the Epping Forest District Local Plan and they had not been ‘whipped’ to vote in a certain way.

(b)          Food Banks

Councillor S Murray asked the Leader whether he was aware that the number of 3 day food parcels provided by the local food banks had increased from 640 in 2016/17 to 1197 in 2017/18; and if he had any comments, feedback or actions regarding the local foodbanks manager comments that ‘no-one should have to require this help’.

Councillor C Whitbread advised that foodbanks were important and awareness of the poverty in the District was not always recognised with residents not always being aware of this facility. He advised that the Council was proactive in directing people to the relevant areas of the Council or voluntary sectors for help.

(c)          Update on the St John’s Road, Epping Site

Councillor B Rolfe asked the Assets and Economic Development Portfolio Holder for an update on the St John’s Road, Epping Development.

Councillor A Grigg advised that the Frontier Estate development partner had put forward proposals for a food store, large car park, cinema, restaurant and coffee area and 35 homes. She advised that the contracts were on the verge of being signed and were awaiting the Town Council’s approval. 

(d)          Consultation of the Local Plan

Councillor N Bedford asked the Planning and Governance Portfolio Holder whether the Local Plan was back out to consultation.

Councillor J Philip advised that the consultation had not re-opened. Following the publication of Appendix ‘B’ the Council took the decision to offer the opportunity to any consultee that had made reference to the absence of Appendix ‘B’ in their response to add to their comments.

(e)          Car Idling

Councillor S Neville asked the Environment Portfolio Holder what action was being taken about car idling outside Buckhurst Hill Community Primary School and if nothing would he send down relevant officer to investigate.

Councillor W Breare-Hall advised that the Council took tackling air pollution seriously. He informed the Council that he had taken a Portfolio Holder Decision to allow officers to issue fixed penalty notices, where the occupant refused to turn off their engine. He advised that a report should be available within 4-6 weeks of any action taken and the new Portfolio Holder would be able report back to him.

(f)           Position of EFDC in the Recycling League

Councillor G Chambers asked the Environment Portfolio Holder what position EFDC was in the National Recycling League.

Councillor W Breare-Hall advised that EFDC was 22^nd in Country on the Recycling League table out of 350 Council for the percentage of household  ...  view the full minutes text for item 124.

To consider any motions, notice of which has been given under Council Rules.

Motions, if any, will follow if not received in time to be incorporated into the agenda.

The Chairman reported that there were no motions to be considered at this meeting.

(a)          To receive the report of the Chairman of the Overview and Scrutiny Committee and to answer any questions without notice asked in accordance with Council Rules.

The Council noted the written report from Councillor M Sartin, presented by the Vice-Chairman Councillor R Brookes.

Councillor S Murray commented on the news that following the Epping Forest College Principal’s attendance at the previous Overview and Scrutiny Committee on 27 February 2018, there had been no mention of the merger with New City College which had been announced shortly after the meeting on 4 April 2018. Councillor R Brookes noted his comments and advised that negotiations may have been at a sensitive point and that it may have been politically expedient not to mention any particular college at that time.

Councillor G Mohindra advised that he was no longer the Chair of Governors at Epping Forest College and could speak freely. He advised that on 27 February 2018, EF College were in negotiations with multiple colleges, which was being led by the Further Education Commissioners. EF College had been a minority partner in those discussions and the College had not made a decision at that point.

Recommending:

(1)  That the Council appoint J M Whitehouse to the vacancy on the Senior Management Section Panel for the remainder of the 2017/18 municipal year; and

(2)  That the Council appoint J H Whitehouse to the vacancy on the Senior Management Appeals Panel for the remainder of the 2017/18 municipal year.

Following the death of former Councillor Surtees earlier this year, it is necessary to appoint a Liberal Democrat representative to the Senior Management Section Panel to ensure that any meetings or training can commence in the remainder of the 2017/18 municipal year.

The appointment of J M Whitehouse to the Senior Management Section Panel would create a vacancy on the Senior Management Appeals Panel. Therefore the Liberal Democrat Group have advised that they wish this position to be filled by J H Whitehouse for the remainder of 2017/18 municipal year.  

Following the death of former Councillor B Surtees, it had been necessary to appoint a Liberal Democrat representative to the Senior Management Section Panel. Furthermore, with the appointment of J M Whitehouse to the Senior Management Section Panel a vacancy had been created on the Senior Management Appeals Panel which would require an Liberal Democrat appointment.

RESOLVED:

(1)           That Councillor J M Whitehouse be appointed on the Senior Management Section Panel for the remainder of the 2017/18 municipal year; and

(2)           That Councillor J H Whitehouse be appointed on the Senior Management Appeals Panel for the remainder of the 2017/18 municipal year.

To consider any recommendations arising from the Constitution working group on 16 April 2018. (To follow)

The Chairman advised that there were no recommendations arising from the Constitution Working Group on 16 April 2018.

(a)          To receive from Council representatives the reports (attached - if any) on the business of joint arrangements and external organisations and to receive answers to any questions on those bodies which may be put without notice; and

(b)               To request written reports from representatives on joint arrangements and external organisations for future meetings.

(a)          The Council received a written report regarding the Royal Gunpowder Mills from Councillor H Kane, the Council’s representative.

(b)          There were no requests made for written reports by representatives on joint arrangements and external organisations for the next meeting.

Exclusion: To consider whether, under Section 100(A)(4) of the Local Government Act 1972, the public and press should be excluded from the meeting for the items of business set out below on grounds that they will involve the likely disclosure of exempt information as defined in the following paragraph(s) of Part 1 of Schedule 12A of the Act (as amended) or are confidential under Section 100(A)(2):

The Local Government (Access to Information) (Variation) Order 2006, which came into effect on 1 March 2006, requires the Council to consider whether maintaining the exemption listed above outweighs the potential public interest in disclosing the information. Any member who considers that this test should be applied to any currently exempted matter on this agenda should contact the proper officer at least 24 hours prior to the meeting.

Background Papers:  Article 17 of the Constitution (Access to Information) define background papers as being documents relating to the subject matter of the report which in the Proper Officer's opinion:

(a)        disclose any facts or matters on which the report or an important part of the report is based;  and

(b)        have been relied on to a material extent in preparing the report and does not include published works or those which disclose exempt or confidential information and in respect of executive reports, the advice of any political advisor.

The Council will make available for public inspection for four years after the date of the meeting one copy of each of the documents on the list of background papers.

            RESOLVED:

That, in accordance with Section 100(A)(4) of the Local Government Act 1972, the public and press be excluded from the meeting for the item of business set out below as it would involve the likely disclosure of exempt information as defined in the paragraphs of Part 1 of Schedule 12(A) of the Act indicated and the exemption is considered to outweigh the potential public interest in disclosing the information:

Agenda                                                                       Exempt Information

Item No           Subject                                               Paragraph Number

            18                    Implementation of People                1

Strategy

(Leader) To consider the attached restricted report.

Mover: Councillor C Whitbread, Leader of Council

Councillor C Whitbread presented a report on the Implementation of People Strategy  and the Strategic Director Posts.

RESOLVED:

(1)        That the Council’s current Management Board of one Chief Executive and four Service Directors be replaced by a new arrangement comprising of one Chief Executive and two Strategic Directors;

(2)        That the posts of Director of Resources (vacant), Director of Governance (vacant), Director of Neighbourhoods and Director of Communities be deleted from the Council’s Establishment;

(3)        That the requirement for voluntary severance on the terms contained within the report be agreed for the existing post holders of Director of Neighbourhoods and Director of Communities;

(4)        That the leaving date for the Director of Communities be mutually agreed between the post holder and the Head of Paid Service on the basis that sufficient senior management capacity be retained until the appointment of any new Strategic Directors;

(5)        That the role of Acting Chief Executive be continued to be undertaken by the Director of Neighbourhoods, whose substantive post Director of Neighbourhoods would be deleted, as per the decision of Full Council on the 22 February 2018; and

(6)        That, in order to better reflect the support needs of the revised Management Board Structure, the number of Executive Assistant roles be reduced from five to one, following the normal consultation arrangements of the Council and within the existing Redundancy  Policy.