Agenda and minutes

Council
Thursday, 27th July, 2017 7.30 pm

Venue: Council Chamber, Civic Offices, High Street, Epping

Contact: Council Secretary: Simon Hill  Tel: 01992 564249 Email:  democraticservices@eppingforestdc.gov.uk

Media

Items
No. Item

14.

Webcasting Introduction

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.”

Additional documents:

Minutes:

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.

15.

Councillor G Waller

Additional documents:

Minutes:

It was with much sadness that the Chairman informed the Council of the death of Councillor G Waller.

 

Councillor G Waller had been the Safer, Greener and Transport Portfolio Holder and represented the Lower Sheering Ward of the District as a Conservative Councillor from 2011 to 2017. He had served and attended on many of the Executive Committees, Sub-Committees, Select Committees and Outside Bodies that related to his Cabinet Portfolio Holder position.

 

Members paid tribute to the memory of Councillor G Waller and stood for a minute’s silence in his memory.

 

16.

Former Councillors I. Abbey, S. Goodwin and K. Wright

The Council is invited to stand for a minute’s silence in tribute to the memory of former Councillors who have recently passed away.

 

Ian Abbey passed away on 23 May 2017. Former Councillor Abbey was the Chairman of the Council for the 1986/87 municipal year and represented the North Weald Bassett Ward of the District as a Conservative Councillor from 1978 to 1991. He served on many of the Council’s member bodies during this time, including the Audit Panel, the Development Committee, the Direct Services Board, the Emergency Sub-Committee, the Finance Sub-Committee, the Finance and General Purpose Sub-Committee, the Housing Services Committee (Vice-Chairman), the Leisure Services Committee, the Libraries and Museum Sub-Committee (Chairman), the Organisation Review Sub-Committee, the North Weald Airfield Sub-Committee (Vice-Chairman), the Personnel Sub-Committee, the Policy and Co-ordinating Committee, the Policy and Resources Committee and the Rates Consultative Panel.

 

Stan Goodwin passed away on 26 June 2017. Former Councillor Goodwin was the Chairman of the Council for the 1999/2000 municipal year and represented the Loughton Roding Ward of the District as a Labour Councillor from 1992 to 2004 which included two years as Community Wellbeing Portfolio Holder. He served on many of the Council’s member bodies during this time including the Leisure Services Committee (Vice Chairman), the Loughton Leisure Centre Cabinet Committee (Chairman), the Modernising Local Government Working Group, the North Weald Airfield Working Group, the Parishes Working Group, Plans Sub-Committee ‘B’, the Policy and Co-ordinating Committee, the Public Services Monitoring Panel, the Resources Committee and the Transport Working Group. Stan Goodwin was also a County Councillor for the Loughton St. Mary’s Division of the District from 1993 to 1997.

 

Keith Wright passed away on 13 June 2017. Former Councillor Wright represented the Chipping Ongar (latterly Chipping Ongar, Greensted and Marden Ash) Ward of the District as a Liberal Democrat Councillor from 1991 to 2007. He served on many of the Council’s member bodies during this time including the Benefits Panel, the Complaints Panel, the Development Committee, the Housing Appeals Panel, the Joint Works Committee, the Joint Staff Committee, the Leisure Services Committee, the Licensing Panel, the Overview and Scrutiny, Committee (Community), Plans Sub-Committee ‘A’, Area Plans Sub-Committee ‘C’ (Vice-Chairman), the Public Services Sub-Committee, the Policy and Co-ordinating Committee, the Resources Sub-Committee, the Staff Appeals Panel, the Transport Working Group and the Transportation Committee.

Additional documents:

Minutes:

The Chairman informed the Council of the death of former Councillors Ian Abbey, Stan Goodwin and Keith Wright.

 

Ian Abbey had been Chairman of the Council for the 1986/87 municipal year and represented the North Weald Bassett Ward of the District as a Conservative Councillor from 1978 to 1991 and 1995 to 1999. He had served on many of the Council’s member bodies during this time.

 

Stan Goodwin had been Chairman of the Council for the 1999/2000 municipal year and represented the Loughton Roding Ward of the District as a Labour Councillor from 1992 to 2004, which included two years as Community Wellbeing Portfolio Holder. He had served on many of the Council’s member bodies during this time and had been a County Councillor for the Loughton St. Mary’s Division of the District from 1993 to 1997.

 

Keith Wright had represented the Chipping Ongar (latterly Chipping Ongar, Greensted and Marden Ash) Ward of the District as a Liberal Democrat Councillor from 1991 to 2007. He had served on many of the Council’s member bodies during this time.

 

Members paid tribute to the memory of former District Councillors Ian Abbey, Stan Goodwin and Keith Wright and stood for a minute’s silence in their memory.

17.

Minutes pdf icon PDF 392 KB

To approve as a correct record and sign the minutes of the meeting held on 25 May 2017 (attached).

Additional documents:

Minutes:

            RESOLVED:

 

That the minutes of the Council meeting on 25 May 2017 be taken as read and signed by the Chairman as a correct record.

18.

Declarations of Interest

To declare interests in any item on the agenda.

Additional documents:

Minutes:

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

19.

Announcements

(a)        Apologies for Absence

 

(b)        Chairman’s Announcements

Additional documents:

Minutes:

(a)        Announcements by the Chairman of Council

 

(i)            Chairman’s Events

 

The Chairman

 advised that his Carol service would be held St John’s Church, Epping on 15 December 2017 and the Civic Awards would be held at the Marriott Hotel, Waltham Abbey on the 16 March 2018. Additionally, the Police and Crime Commissioner would be attending the next Council meeting on 26 September 2017.

 

(ii)           Floral Display

 

The Chairman announced that he intended to send the flowers from tonight’s meeting to Former Councillor S Goodwin’s widow.

20.

Public Questions (If Any)

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.

Additional documents:

Minutes:

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

21.

Questions By Members Under Notice

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.

Additional documents:

Minutes:

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

22.

Reports from the Leader and Members of the Cabinet pdf icon PDF 90 KB

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 Planning and Governance Portfolio Holder (attached);      

 

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

 

(g)        Report of the Leisure and Community Services 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).

Additional documents:

Minutes:

(a)          The Leader of the Council

 

The Leader advised that there had been fewer external meeting due to the County Council Elections and General Election since the last meeting, but business had continued at the District Council. He had visited Norway House and Hemnall House with the Housing Portfolio Holder, to see the facilities on offer and the hard work of the staff and the Epping Forest Shopping continued to progress with the shops being fitted out.

23.

Questions by Members Without Notice

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.

Additional documents:

Minutes:

(a)          Kerb Damage at Parkfields and Hansells Mead, Roydon

 

Councillor M Sartin asked the Housing Portfolio Holder, if she could advise a time frame for the repairs to the damaged kerbs and grassed verges in Parkfields and Hansells Mead Roydon; following the Petition received and mentioned in her Portfolio Holder Report to Council.

 

Councillor S Stavrou advised that a consultation had taken place with residents regarding the removal of the corners on the central green, to avoid the continuous damage caused to the grass verges. The vast majority of residents had been in favour, although off street parking had been the preferred solution and this area featured on the list of Off Street Parking Schemes to be reviewed by the Cabinet. Alterations to the kerbs would be undertaken once agreement with Essex County Council (ECC) had been reached and a contractor was mobilised, which was anticipated to be completed before the New Year.

 

(b)          Free School Meals

 

Councillor S Murray asked the Leader whether he was aware of the all-party Commons report regarding the impact on the loss of free school meals during the summer holiday period; and whether he was aware of any statutory provision that were being made by either the District or ECC to help with the need of low income families to provide a hot meal during the summer holidays.

 

Councillor C Whitbread advised that he was aware of the impact on families and he would investigate and respond to Councillor S Murray directly.

 

(c)          Dementia Training for Staff

 

Councillor J H Whitehouse asked the Leisure and Community Services Portfolio Holder what type of programme was being rolled out for staff, to make them Dementia friendly and, in particular, for front line staff.

 

Councillor H Kane advised that the Leadership Team had been trained and she would find out further information on the training of other staff.

 

(d)          Fire Safety for Tower Blocks

 

Councillor K Chana asked the Housing Portfolio Holder whether any survey had taken place on the cladding on the tower blocks within the Limes Farm Estate and what precautions were being taken to reassure residents. 

 

Councillor S Stavrou advised that information had been disseminated to Members within the Members Bulletin and to the general public on the website. She advised that EFDC owned no high rise tower blocks over 5 storeys and the two 5 storey blocks on the Limes Farm Estate were being investigated, although they were definitely not clad in the type used on Grenfell Tower. She reported that the flats were at a sufficient height to be accessed by the fire service and that all the doors opened out onto a decking area. Other safety measures included hard wired heat and smoke detectors in all council properties, regular fire safety risk assessments being undertaken on all communal areas within the last 2 years, 30 minute fire residence doors being installed on all council flats blocks. Furthermore, there were very few flats across the district that had been clad and those  ...  view the full minutes text for item 23.

24.

Motions

(a)        Area Plans Sub-Committee South – Membership 2017/18

 

Proposed by: Councillor S. Murray

 

Seconder: Councillor R. Brookes

 

“(1) That the following arrangements for the appointment of members to Area Plans Sub-Committee South set out in Article 10 (District Development Management Committee and Area Plans Sub-Committees) of the Council’s Constitution be waived for the current municipal year, as a result of the decision of both members representing the Loughton Roding ward of the district at the recent Annual Council meeting, not to serve on the Sub-Committee for the year:

 

‘(3) Area Plans Sub-Committee (South) shall comprise a maximum of 25 Councillors, being the total number representing wards in the area for which the Sub Committee is responsible. At the Annual Council meeting, the Council shall determine the membership of that Sub-Committee on the basis of the number of Councillors who sign a written notice stating that they wish to serve on the Sub-Committee for the ensuing year. Any Councillor who does not sign a notice shall be deemed not to be a member of the Sub-Committee for the year in question. Councillors may not retract a signed notice or seek to join the Sub-Committee by signing a notice until the next Annual Council meeting’;

 

(2) That, subject to (1) above, Councillor S. Murray be appointed to membership of Area Plans Sub-Committee South for the remainder of the 2017/18 municipal year”.

 

Background paper received on 14 June 2017.

 

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

Additional documents:

Minutes:

(a)        Area Plans Sub-Committee South – Membership 2017/18

 

Moved by Councillor S. Murray and seconded by Councillor R. Brookes

 

“(1) That the following arrangements for the appointment of members to Area Plans Sub-Committee South set out in Article 10 (District Development Management Committee and Area Plans Sub-Committees) of the Council’s Constitution be waived for the current municipal year, as a result of the decision of both members representing the Loughton Roding ward of the district at the recent Annual Council meeting, not to serve on the Sub-Committee for the year:

 

‘(3) Area Plans Sub-Committee (South) shall comprise a maximum of 25 Councillors, being the total number representing wards in the area for which the Sub Committee is responsible. At the Annual Council meeting, the Council shall determine the membership of that Sub-Committee on the basis of the number of Councillors who sign a written notice stating that they wish to serve on the Sub-Committee for the ensuing year. Any Councillor who does not sign a notice shall be deemed not to be a member of the Sub-Committee for the year in question. Councillors may not retract a signed notice or seek to join the Sub-Committee by signing a notice until the next Annual Council meeting’;

 

(2) That, subject to (1) above, Councillor S. Murray be appointed to membership of Area Plans Sub-Committee South for the remainder of the 2017/18 municipal year”.

 

Amendment moved by Councillor C Whitbread and Seconded by Councillor G Chambers

 

To replace the motion with the following;

 

“(1) That the following arrangements for the appointment of members to Area Plans Sub-Committee South set out in Article 10 (District Development Management Committee and Area Plans Sub-Committees) of the Council’s Constitution be reviewed by the Constitution Working.”

 

Carried

 

Motion as amended ADOPTED

 

            RESOLVED:

 

“(1) That the following arrangements for the appointment of members to Area Plans Sub-Committee South set out in Article 10 (District Development Management Committee and Area Plans Sub-Committees) of the Council’s Constitution be reviewed by the Constitution Working.”

 

25.

Transformation Programme – Highlight Report (March 2017) & Accommodation Review pdf icon PDF 69 KB

(Leader of Council) To consider the attached report.

 

Additional documents:

Minutes:

Mover: Councillor C Whitbread, The Leader of the Council

 

Councillor C Whitbread presented a report on the virement of £120,000 from the Capital Programme for the purchase of Bridgeman House which had not occurred, to be re-allocated in order to fund the production of a business case for the Service Accommodation Review.

 

Report as first Moved ADOPTED

 

            RESOLVED:

 

            That a virement of £120,000 from the capital budget be approved.

26.

Overview & Scrutiny Committee - Annual Report 2016/17 pdf icon PDF 85 KB

(a)          To receive the Annual Overview and Scrutiny Report to Council (attached);

 

(b)          To note the progress report from the Chairman of the Overview and Scrutiny Committee (attached); and

 

(c)          To answer any questions without notice asked in accordance with Council Rules.

Additional documents:

Minutes:

(a)        Overview and Scrutiny Annual Report

 

The Council received the Annual Report of the Overview and Scrutiny Committee, and its Select Committees and Task and Finish Panels for 2016/17 from the Chairman of the Committee Councillor M Sartin.

 

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

 

The Council received a written report from Councillor M Sartin, the Chairman of Overview and Scrutiny Committee.

27.

Audit & Governance Committee - Annual Report 2016/17 pdf icon PDF 56 KB

(Chairman of the Audit & Governance Committee) To note the attached annual report of the Audit and Governance Committee for 2016/17.

Additional documents:

Minutes:

The Director of Governance reported on the Audit & Governance Annual Report for 2016/17. The Finance of Portfolio Holder, Councillor G Mohindra thanked the members of the Audit and Governance Committee for their work throughout the year.

 

Report as first moved ADOPTED

 

RESOLVED:

 

That the Audit & Governance Annual Report for 2016/17 be noted.

 

28.

Anti-Fraud and Corruption Policy pdf icon PDF 69 KB

(Chairman of the Audit & Governance Committee) To consider the attached report.

Additional documents:

Minutes:

The Director of Governance reported that the Anti-Fraud and Corruption Strategy had been reviewed and updated. The Audit and Governance Committee had considered and agreed the Strategy on 26 June 2017 with some minor revisions made in consultation with Chairman.

 

RESOLVED:

 

That the revised Anti-Fraud and Corruption Strategy, as attached at Appendix 1 to these minutes be approved.

 

29.

Appointment of Members to External Organisations pdf icon PDF 72 KB

(Leader of Council) To consider the attached report.

 

Additional documents:

Minutes:

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

 

Councillor C Whitbread reported on further appointments of Members to External Organisations required.

 

Report as first moved ADOPTED:

 

            RESOLVED:

 

That the following appointments be made for the remainder of the current municipal year:

 

(a)           That Councillors P Keska, G Mohindra, C Roberts and E Webster be appointed to the Epping Forest Local Highways Panel;

 

(b)           That Councillor N Bedford be appointed as a deputy representative to the Campaign to Protect Rural England; and

 

(c)           That Councillors N Bedford (Deputy) and Councillor C Whitbread be appointed as additional member representatives to the Co-operation for Sustainable Development Board.

30.

Chairmanship & Vice-Chairmanship of Committees, Sub-Committees & Panels 2017/18 pdf icon PDF 63 KB

(Leader of Council) To consider the attached report.

Additional documents:

Minutes:

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

 

Councillor C Whitbread reported that the Staff Appeals Panel had not been required to convene for a number of years and the Council had not formally appointed a Chairman and Vice-Chairman of the Panel during this period. However, the Constitution (Article 8) required that a Chairman and Vice-Chairman of the Panel should be appointed at the annual Council meeting each year.

 

RESOLVED:

 

That Councillor B Sandler be appointed Chairman and Councillor B Rolfe Vice-Chairman to the Staff Appeals Panel for the remainder of the 2017/18 municipal year.

 

31.

Joint Arrangements and External Organisations pdf icon PDF 31 KB

(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 the reports 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.

 

 

Additional documents:

Minutes:

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

 

(b)          Councillor S Murray gave a verbal update on the Roding Valley Meadows Local Nature Reserve. He reported highlights from the Annual report which included 16 visits from local Primary schools which totalled 607 children, the achievement of  the Green Flag Award for 2016/17 and that 2800 hours of volunteering had been contributed over 2016/17.

 

(b)        There were no requests were made for written reports at the next meeting.