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 and Performance Management 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 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 Council is invited to stand for a minute’s silence in tribute to the memory of former Councillor and past Chairman of the Council, Ron Barnes OBE, who passed away on 20 December 2016.

Ron Barnes represented the Shelley Ward of the District as a Labour Councillor, from 1979 until 2003. He served on many of the Council’s various member bodies during this time, including:

Benefits Review Board;

Finance and General Purposes Sub-Committee

Grant Aid Panel;

Housing Committee;

Joint Staff and Joint Works Committees

North Weald Airfield Sub-Committee;

Personnel Sub-Committee;

Plans Sub-Committee ‘B’

Policy and Co-ordinating Committee;

Public Health Committee;

Recreation and Amenities (later Leisure Services) Committee

Resources Sub-Committee; and

Transportation Committee.

Ron Barnes was Chairman of Epping Forest District Council for the 1995/96 municipal year.

It was with much sadness that the Chairman informed the Council of the death of former Councillor Ron Barnes OBE.

Ron Barnes had served as a Labour District Councillor representing the Shelley Ward from 1979 until 2003. He had served on various Committees including, the Benefits Review Board, Finance and General Purposes Sub-Committee, Grant Aid Panel, Housing Committee, Joint Staff and Joint Works Committees, North Weald Airfield Sub-Committee, Personnel Sub-Committee, Plans Sub-Committee ‘B’, Policy and Co-ordinating Committee, Public Health Committee, Recreation and Amenities (later Leisure Services) Committee, Resources Sub-Committee and Transportation Committee. He had also been the Chairman of Epping Forest District Council for the 1995/96 municipal year.

Members paid tribute to the memory of former District Councillor Ron Barnes OBE and stood for a minute’s silence in his memory. 

To approve as a correct record and sign the minutes of the meeting held on 20 December 2016 (attached).

            RESOLVED:

            That the minutes of the Council meeting on 20 December 2016 be taken as read and signed by the Chairman as a correct record subject to Councillor S Heap being shown as giving apologies for that meeting.

To declare interests in any item on the agenda.

There were no declarations of interest pursuant to the Council’s Code of Member Conduct.

(a)        Apologies for Absence

(b)        Chairman’s Announcements

(a)        Announcements by the Chairman of Council

(i)            Chairman’s Events

The Chairman advised that she had attended the Essex Wing Awards, where an Epping Air Cadet had won one of the top honours. Furthermore she had recently attended the Epping Forest Youth Council meeting with the High Sheriff of Essex, to find out about their MiLife project, which concerned Mental Health Issues for young people.

(ii)           Floral Display

The Chairman announced that she proposed to send the flowers from this evenings meeting to Waltham Abbey Town Council.

Recommendation:

To note that Councillor L Wagland resigned as a Councillor on 22 December 2016.

(Returning Officer) Councillor L Wagland formally resigned on 22 December 2016. Following notification and public notice of the vacancy, a request for an election to fill the vacancy was received, nominations were made, and an election will take place 23 February 2017.

The Council noted that Councillor L Wagland had resigned on 22 December 2016. Following that notification and a public notice of the vacancy, a request for an election to fill the vacancy had been received, nominations had been made and the election would take place on 23 February 2017.

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.

The Council noted that there were no questions by Members under notice for the meeting.

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; (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).

(a)          The Leader of the Council

The Leader advised that he had attended a number of meetings which included an invitation from the Leader of Broxbourne Borough Council with Harlow and East Herts Councils to discuss the proposed Waste Incineration Plant facility at Dobbs Weir. The proposed plant would take the whole of Hertfordshire’s residual waste, operating 365 days a year. He advised that it would be an emotive planning application with a number of environmental concerns for local residents and agreed that all the councils would liaise as the application proceeded. He also continued to attend the Duty to Co-operate meetings with Councillor J Philip and Councillor R Bassett for the Local Plan. Furthermore, the Leader advised that the Council had been successful in jointly securing £500,000 for the Harlow and Gilston Garden Town bid, which covered the strategic sites to the south and west of Harlow in this District.

In addition he had been looking into the feasibility of creating a Local Housing Company with the Housing Portfolio Holder, which he would be reporting back to members about.

Finally, he attended the public meeting with the Police Crime Commissioner (PCC), Roger Hirst, which he advised had been very informative and demonstrated PCC plans for the future of the district.

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)          Rue De St Lawrence – Parking Issues

Councillor R Gadsby asked the Safer, Greener & Transport Portfolio Holder whether he could investigate the possibility of implementing yellow lines in Rue De St Lawrence, Waltham Abbey to prevent parked cars blocking the access of refuse and emergency vehicles, which had been an ongoing problem.

Councillor G Waller advised he was unable to given precise information on this scheme, although there were a great number of schemes still awaiting implementation and with a petition it would be prioritised higher in the list.

(b)          Brooker Road – Parking Issues

Councillor R Gadsby asked the Safer, Greener & Transport Portfolio Holder whether Brooker Road, Waltham Abbey could also be added to the list of Highway schemes as parking was also an issue.

Councillor G Waller advised that he would investigate this scheme.

(c)          Oakwood Hill Environment task Force

Councillor C Roberts asked the Housing Portfolio Holder about the progress of the Oakwood Hill Environmental Task Force, which included housing improvements and service enhancements funding. He advised that progress had been delayed due to ECC highways and would she support the council’s officers to get the project back on track?

Councillor S Stavrou advised that she had no details of this scheme but she would investigate and report back to him via the Council Bulletin.

(d)          Anti-Social Behaviour

Councillor H Whitbread asked the Safer, Greener & Transport Portfolio Holder, what was the council doing in partnership with Essex Police to reduce anti-social behaviour in the District.

Councillor G Waller advised that the police had rescinded its previous decision to not deal with anti–social behaviour (ASB) and the council continued to work very closely with the police on ASB cases within the district. With regards to Epping, around the Christmas period PCSO were fitted with body cameras that recorded young people using nitrous oxide, resulting in anti social behaviour. After action involving the police, council officers and parents, reports of anti social behaviour had been reduced.

(e)          St John’s Development, Epping

Councillor N Avey asked the Leader for a progress report on the St John’s Road, Epping development.

The Leader advised that progress had been made following the completion of the purchase from Essex County Council and he looked forward to reporting further information shortly.

(f)           Electric Charging Points

Councillor J H Whitehouse asked the Safer, Greener & Transport Portfolio Holder to update members on the progress of electric vehicle charging points.

Councillor G Waller advised that he regarded these as a priority, as a green council. The Retail Park at Langston Road would have up to 20 electric charging points and once the usage had been assessed, the council could move towards the  installing them within their own carparks.

(g)          Development Forum

Councillor J M Whitehouse asked the Planning Policy Portfolio Holder whether the agendas and minutes of the Development Forum would be made available to the public and what opportunities would be available for other stake holders to discuss the issues raised from the Development Forum.

Councillor  ...  view the full minutes text for item 98.

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.

(Technology and Support Services Portfolio Holder) To consider the attached report.

Mover: Councillor A Lion, Technology & Support Services

Councillor A Lion presented a report on the Council’s Pay Policy Statement for 2017/18 which was required by Section 38(1) of the Localism Act 2011 to be published each financial year. It specifically included the Council’s approach to its highest and lowest paid employees.

Report as first moved ADOPTED

            RESOLVED:

That the Council’s Pay Policy Statement for 2017/18 attached as Appendices 1 to these minutes be adopted.

(Assets and Economic Development  Portfolio Holder) To consider the attached report.

Mover: Councillor C Whitbread on behalf of the Assets & Economic Development Portfolio Holder,

Councillor C Whitbread presented a report seeking a supplementary Capital Estimate of £990,000 to allow Glyn Hopkin to surrender their existing lease at Brooker Road and Cartersfield Road in Waltham Abbey.

Report as first moved ADOPTED

            RESOLVED:

That a supplementary Capital Estimate of £990,000 be approved.

(Finance  Portfolio Holder) To consider the attached report.

Mover: Councillor C Whitbread on behalf of the Finance Portfolio Holder,

Councillor C Whitbread presented a report on the Council’s Treasury Management Strategy, Annual Investment Strategy and the prudential indicators.

Report as first moved ADOPTED

            RESOLVED:

That the following documents attached to these minutes as Appendices 2 and 3 be adopted;

(a)  Treasury Management Strategy Statement 2017/18;

(b)  Minimum Revenue Provision Strategy;

(c)  Treasury Management Prudential Indicators for 2017/18 to 2019/20;

(d)  Rate of interest to be applied to any inter-fund balances; and

(e)  The Treasury Management Policy Statement.

(a)          (Finance Portfolio Holder) To consider the attached report; and

(b)          To hold a recorded vote on the recommendations contained within the report, in accordance with the Council Procedure Rules V3 ‘Voting on Budget/Council Tax’  which directs Members to comply with the Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014, immediately after any vote is taken at a budget decision meeting there must be recorded in the minutes of the proceedings of that meeting the names of the persons who cast a vote for the decision or against the decision or who abstained from voting.

“Budget decision” means a meeting at which:

(a)        a calculation is made (whether originally or by way of substitute) in accordance with any of the Sections 31A, 31B, 34 to 36A, 42A, 42B, 45 to 49, 52ZF, 52ZJ of the Local Government Finance Act 1992, as amended; or

(b)        a precept is issued under Chapter 4 of Part 1 of that Act,

and includes a meeting where making the calculation or issuing the precept as the case may be was included as an item of business on the agenda for that meeting.

References to a vote are references to a vote not only on the substantive budget motions agreeing the budget, setting council taxes or issuing precepts, but also on any amendments proposed at the meeting.

Mover: Councillor C Whitbread on behalf of Finance Portfolio Holder

Councillor C Whitbread presented a report on the Budget and Council Tax Declarations 2017/18.

Councillor S Stavrou requested that Members thanks for an excellent budget to the Director of Resources, Assistant Director (Accountancy), Finance Officers and Portfolio Holder for Finance be noted.

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

That an additional recommendation (13) be added;

‘(13)     That there was 0% increase in the District Council’s precept for 2017/18.’

Carried

There voted for the recommendations as amended: (40) namely: N Avey, R Baldwin, R Bassett, A Beales, N Bedford, R Brookes, R Butler, R Gadsby, S Heap, L Hughes, B Jennings, J Jennings, H Kane, S Kane, H Kauffman, J Knapman, J Lea, A Lion, M McEwen, R Morgan, S Neville, A Patel, J Philip, C C Pond, C P Pond, C Roberts, D Roberts, B Sandler, M Sartin, G Shiell, D Stallan, S Stavrou, B Surtees, G Waller, E Webster, C Whitbread, H Whitbread, J H Whitehouse, J M Whitehouse and D Wixley.

            RESOLVED:

(1)        That the list of CSB growth and savings for the 2017/18 budget (Annex 1) be approved;

(2)    That the list of District Development Fund and Invest to Save items for the 2017/18 budget (Annexes 2 and 3) be approved;

(3)    That the revenue estimates for 2017/18 and the draft Capital Programme for 2017/18 be approved as set out in Annexes 4, 5 (a-f) and 6 including all contributions to and from reserves as set out in the attached Annexes;

(4)    That the medium term financial strategy be approved as set out in Annexes 9 a and 9 b;

(5)    That the 2017/18 HRA budget be approved on the basis that the contribution to the self-financing reserve continues to be suspended, and that the application of rent  decreases resulting in an average decrease of 1% from £97.14 to £96.17, be approved;

(6)    That the Council's policy of retaining revenue balances at no lower than £4.0M or 25% of the net budget requirement whichever is the higher for the four year period to 2019/20 be amended to no lower than £4.0M or 25% of the net budget requirement whichever is the higher during the four year period up to and including 2020/21;

(7)    That the report of the Chief Financial Officer on the robustness of the estimates for the purposes of the Council’s 2017/18 budgets and the adequacy of the reserves (Annex 10) be noted.

Declaration of Council Tax

(8)    That it be noted that under delegated authority the Director of Resources, in consultation with the Finance Portfolio Holder, calculated the Council Tax Base 2017/18:

(a)        for the whole Council area as 53,029.2 (Item T in the formula in Section 31B of the Local Government Finance Act 1992, as amended); and

(b)          for dwellings in those parts of its area to which a Parish precept relates as set out below and in Annex 7.

Tax Base  ...  view the full minutes text for item 103.

Recommended:

That Council approves an extension of the 6 month rule for Councillor Boyce on ill-health grounds until the end of August 2017.

(Leader ) To consider an extension of the 6 month rule for Councillor T Boyce, having regard to the circumstances of his absence from meetings.

Section 85 of the Local Government Act 1972 requires a Member to attend a meeting no longer than six consecutive months from the date of their last attendance, failure to do so unless approved by the authority before the expiry of that period, means that the member ceases to be a member of the authority.

Councillor T Boyce has been unable to attend meetings since October 2016 on ill health grounds and has requested an extension for absence until August 2017. This would not prevent Councillor Boyce from returning to meetings at any time, if his health allowed, but would give flexibility and prevent further recourse to Council.

Councillor C Whitbread reported that Councillor T Boyce had requested an extension of the 6 month rule on ill-health grounds until the end of August 2017.

            RESOLVED:

That the a leave of absence for Councillor T Boyce until 31 August 2017 be approved.

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 received a written report from Councillor M Sartin, the Chairman of the Overview and Scrutiny Committee which was noted.

Councillor M Sartin advised that the Principal of Epping Forest College would be attending the next meeting of the Overview and Scrutiny Committee on 28 February 2017 and members were welcome to attend and ask questions.

(a)               To receive the attached report from Councillor H. Kane, as the Council representative on Waltham Abbey Royal Gunpowder Mills Ltd;

(b)               To receive from Council representatives any other reports 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

(c)               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)          Councillor J H Whitehouse asked that West Essex Wellbeing & Health Joint Body representative report back to Council on the issues and priorities of the organisation.

(c)          Councillor C Whitbread advised that Councillor G Mohindra had been elected to the Board of West Essex Clinical Commissioning Group.