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.

To approve and sign as a correct record the minutes of the meetings held on 28 July 2015 and 10 September 2015. (attached)

RESOLVED:

That the minutes of the Council meetings held on 28 July 2015 and the Extraordinary Council held on 10 September 2015 be taken as read and signed by the Chairman as a correct record.

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

(a)        Apologies for Absence

(b)       Announcements

To consider any announcements by:

(i)         the Chairman of the Council;

(ii)        the Leader of the Council; and

(iii)       any other Cabinet Member.

(a)          Announcements by the Chairman of the Council

(i)            Events

The Chairman advised that she had hosted the Civic Lunch at Gilwell Park, attended the Costmonger’s Harvest Festival at Guildhall Yard, London, the opening of a memorial plaque for former Councillor Penny Smith at the Grange Farm Trust and taken part in Explorer Conservation Project with the Scout’s.

(ii)          Flowers

The Chairman advised that she intended the flowers from tonight’s meeting to be sent to Jubliee Court, Waltham Abbey.

(b)          Announcement by the Portfolio Holder for Housing

The Portfolio Holder for Housing, Councillor D Stallan updated Members of the Council on the request for assistance for Syrian Refugees. He advised that the Council would assist up to 6 refugees each year for the next four years with non secure tenancies and accommodation consisting of a 1 bed and a 2 bed flat.

To answer questions asked after notice in accordance with the provisions contained in paragraph 11.3 of the Council Procedure 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 the Chairman of the Overview and Scrutiny Committee; or

(c)         to any Portfolio Holder.

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 for this meeting.

To answer questions asked after notice in accordance with the provisions contained in paragraph 12.3 of the Council Procedure 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 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.

Council Procedure rule 12.4 provides 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.

The Council noted that there were no Members questions made with notice for this meeting.

To receive reports 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; (attached)

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

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

(e)        Report of the Governance and Development Management Portfolio Holder; (attached)      

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

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

(h)        Report of the Planning Policy 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 Members of the Cabinet.

The Chairman invited the Leader to provide an oral report and other Members of the Cabinet to give an oral update.

(a)        The Leader of the Council

The Leader of the Council advised that he had attended a number of forums since the last meeting on 28 July 2015. He updated the Council on work of the Greater Essex group that had undertaken to explore the potential benefits and risks of the devolution deal for Essex. A high-level submission had been made to Central Government on the 4 September 2015, confirming in principle that the Great Essex Partnership would like to continue their interest. The Leader confirmed that a report would be presented to Cabinet on the 8 October 2015, which would provide much more detail on the devolution with any final decisions being taken by this Council.

The Leader also advised that he had attended the South East Local Economic Partnership (SELEP) Board on 25 September 2015. It had been considered that an Enterprise Partnership solely for Essex would be more effective in delivering better economic benefits and crucial infrastructure; although the Secretary of State for Communities and Local Government, Greg Clark had announced that he would not be approving any changes to boundaries and therefore SELEP would be moving forward in its current composition.

(b)        Governance and Development Management Portfolio Holder

The Governance and Development Management Portfolio Holder, Councillor J Philip advised that outstanding households required to register for electoral registration had reduced to just over 9,000 households and was significantly better position than other authorities.

Council Procedure Rule 12.6 provides for questions by any member of the Council to the Leader or any Portfolio Holder, without notice on:

(i)            reports under item 7 above; 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 Procedure Rule 12.7 provides 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 Procedure Rule 12.8, 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 his discretion.

(a)        Syrian Refugees

Councillor S Murray asked the Housing Portfolio Holder whether he would agree that;

            (i) residents in district would have very mixed views on the issue;

(ii) a minority or majority would be happy that the Council had decided to help; and

(iii) the response had not fallen on all of the districts residents but on those which were on the housing waiting list, in Council housing and therefore that the response was unfair?

Councillor D Stallan agreed that there would be mixed views from residents across the district in offering housing assistance to the Government’s request for help with Syrian Refugees. He advised that some residents would feel that the burden had fallen upon them, if they were on the housing waiting list, although he had to balance the needs of the Government request with the needs of the district’s residents and took into consideration the local demand for housing and the request made to the authority.

(b)        Syrian Refugees - Vulnerable Persons Relocation Scheme

Councillor S Watson asked the Housing Portfolio Holder whether he could confirm if the Council would be housing Syrian Refugees under the Vulnerable Persons Relocation Scheme and that the relevant security checks would be undertaken before they were placed in the community.

Councillor D Stallan confirmed that it was the intention to assist Syrian Refugees under the Vulnerable Persons Scheme and prior to relocation in local authorities, the refugees on their arrival to UK would be initially housed in Government accommodation and go through the relevant checks.

(c)        Syrian Refugees - Housing Policy

Councillor N Bedford asked the Housing Portfolio Holder, whether in light of the Syrian Crisis, would any changes be required to the Housing Policy.

Councillor D Stallan advised that officers had advised that no alterations to the Housing Policy would be required because the refugees would be treated in the same way as a homeless applicant. Therefore the five year residents rule would not be applied and they would only be offered non secure tenancy, which would prevent the Right to Buy.

(d)        Syrian Refugees – Housing Availability Calculations

Councillor L Wagland asked the Housing Portfolio Holder, how the calculation had been made with regards to the availability of housing for Syrian Refugees?

Councillor D Stallan advised that the number of void properties of an average year had been taken into account, alongside the type of property whilst balancing the needs of the housing waiting list. Furthermore, if the Government asked the Council to take refugees tomorrow they would be able to accommodate them with what they had offered.

(e)        Syrian Refugees – ECC Support

Councillor K Angold-Stephens asked the Housing Portfolio Holder whether the Council was liaising with Essex County Council (ECC) for the additional support services that would be required for the refugees.

Councillor Stallan advised that the Council would be working with ECC and at the next Locality Board further information about the services ECC would be providing would be advised.

(f)        Syrian Refugees – External  ...  view the full minutes text for item 49.

To consider any motions, notice of which has been given under Council Procedure Rule 13.

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.

(Housing Portfolio Holder) To consider the attached report.

Mover: Councillor D Stallan, Portfolio Holder for Housing.

Councillor D Stallan submitted a report requesting a supplementary capital estimate for Disabled Facilities Grants for 2015/16.

Report as first moved ADOPTED

RESOLVED:

That a supplementary capital estimate in the sum of £120,000 for 2015/16 to supplement the existing agreed budget of £380,000 for Disabled Facilities Grants be approved.

To consider the attached report and the Statutory Statement of Accounts 2014/15 being submitted to the Audit and Governance Committee on 21 September 2015.

The Chairman of the Audit and Governance Committee will report orally on that Committee’s consideration of and recommendations regarding the Statutory Statement of Accounts 2014/15.

Mover: Councillor J Knapman, Chairman of the Audit and Governance Committee.

Councillor J Knapman submitted a report regarding the Statutory Statement of Accounts for 2014/15.

Report as first moved ADOPTED

            RESOLVED:

That the Statutory Statement of Accounts for 2014/15 be adopted.

(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 procedure rule 12.7(b) and 12.9 (a).

(b)  Reports of the Overview and Scrutiny Committee (if any);

(a)        Report of the Chairman of the Overview and Scrutiny Committee

The Council received a written report from Councillor Morgan, the Chairman of Overview and Scrutiny Committee. He advised that the Neighbourhoods and Community Select Panel would be holding a special meeting on 17 December 2015, to review the problems with regards to the new Waste Contract, which would open to the public and webcast. He also advised that the Principal of Epping Forest College would be giving a presentation at the next meeting on 20 October 2015.

(a)               To receive the attached report from Councillor H Kane, as the Council’s representatives for the Royal Gunpowder Mills;

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

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

(a)        Royal Gunpowder Mills

Councillor H Kane advised that the report for the Royal Gunpowder Mills related to two meetings on 15 August 2015 and 12 September 2015.

(b)        Grange Farm Trust

Pursuant to the Council’s Code of Member Conduct, Councillor R Gadsby declared a pecuniary interest on this item and the Grange Farm trust and left the meeting for the remainder of the discussion on this item.

Councillor M McEwen advised that Colebrook Royals Football Club had negotiated the use of the Grange Farm Centre facilities and the Trust had applied for planning permission for an extension to increase the general usage of the centre, which had been endorsed by the Football Foundation who had determined that it would enhance the suitability of the site for the Football Club. It was hoped that the extension would go ahead as soon as the funds were available.

Councillor M Sartin advised that the financial report and final accounts for the year ended April 2015 would be presented to the Trustees in November 2015. In 2014/15 the Trustees had agreed 21 grant awards totalling £71,792, of which five were awarded to organisations within Epping Forest District and included North Weald Mums, Chigwell Men’s Club, Loughton Grassroots Football Academy, Loughton Youth Project and Theydon Bois Village Green. In the current financial year, six grants had been agreed so far with one going to Chigwell Lawn Tennis Club to enable the resurfacing of two courts.

Councillor M Sartin advised that grants were available to any group providing or assisting in the provision of recreational facilities or for leisure occupations which would benefit residents in the area of Epping Forest District Council and the Metropolitan Police area. The Metropolitan Police area covered all the London Boroughs and it appeared that organisations in the District had been quite successful in their applications.

Events at the Trust which had taken place recently were opening of the new children’s playground and the unveiling of the memorial plaque in tribute to former District Councillor Penny Smith, for the work which she had completed as one of the District Council’s representatives on the Grange Farm Trust.

The Grange Farm Centre’s website had recently been updated and gave more details on the various activities which were taking place at the site.

There was also a suggestion that Members might like to visit the site to see how the sports fields, the pavilion and Chigwell Meadows had developed and a suitable time and date could be arranged for Members to visit.

(c)        Stansted Airport Community Trust Fund

Councillor R Morgan advised that he would be submitting a written report to the next Council meeting regarding the Stansted Trust.