Agenda and minutes

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

2.         The Chief Executive 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 to the Chief Executive 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 as a correct record and sign the minutes of the meeting held on 17 December 2013 (attached).

            RESOLVED:

            That the minutes of the meeting held on 17 December 2013 be taken as read and signed by the Chairman as a correct record.

(Chief Executive)

(a)  To declare interests in any item on the agenda; and

(b)  Dispensations granted by the Monitoring Officer

To receive a report on dispensations granted under the Code of Conduct in respect of item 12 (Report of the Cabinet – Budgets and Council Tax Declaration 2014/15) and in particular Local Support Grant to Parish and Town Councils.

(a)           Declarations

(i)         Pursuant to the Council’s Code of Member Conduct, Councillors Shiell and J H Whitehouse declared an interest in agenda item 12 (Report of the Cabinet – Budgets and Council Tax Declaration 2014/15) by virtue of being Trustees of Epping Forest Re-use which was proposed to receive a grant from the District Development Fund.  The Councillors had determined that their interest was pecuniary and that they would leave the meeting for this item if there was specific discussion about this aspect of the proposed budget.

(ii)        Pursuant to the Council’s Code of Member Conduct, Councillor Stavrou declared an interest in agenda item 12 (Report of the Cabinet – Budgets and Council Tax Declaration 2014/15) by virtue of having been a Trustee of Epping Forest Re-Use in the past.  The Councillor had determined that her interest was not pecuniary and that she would remain in the meeting for the consideration of that aspect of the budget.

(b)       Dispensations

The Council noted that the Monitoring Officer had granted dispensations to the following “dual hatted” District Councillors (who were also Parish or Town Councillors) to enable them to take part and vote on agenda item 12 (Report of the Cabinet – Budgets and Council Tax Declaration 2014/15) and in particular the Local Support Grant to Parish and Town Councils:  K Angold-Stephens, K Avey, H Brady, W Breare-Hall, G Chambers, K Chana, A Church, R Gadsby, L Girling, P Gode, A Grigg, S Jones, H Kane, J Knapman, J Lea, A Lion, A Mitchell, G Mohindra, R Morgan, S Murray, J Phillip. C Pond, B Sandler, P Smith, D Stallan, S-A Stavrou, T Thomas, H Ulkun, L Wagland, S Watson, A Watts, E Webster, J M Whitehouse, D Wixley, N Wright, J Wyatt.

(a)        Announcements by the Chairman of the Council

(i)         “Youth Makes Music” Concert

The Chairman reported that she had attended the Rotary Club of Epping “Youth Makes Music” concert held at St John’s Church, Epping.  She advised that the concert had showcased the exceptional talent of young musicians from local schools in the District and the standard had been very high.

(ii)        Commonwealth Day Flag

Commonwealth Day Flag – the Chairman advised that she had attended Ingatestone Hall together with representatives of other Essex councils to receive a Commonwealth Flag which was to be flown at the Civic Offices on 10 March 2014 (Commonwealth Day).  Members noted that this would be the first occasion on which the flag had been flown throughout the UK and that the intention was to extend the flying of this flag to all countries forming the Commonwealth in 2015.

(iii)       Councillor S Murray

The Chairman congratulated Councillor Murray who had received a lifetime achievement award in the Essex Teaching Awards 2014.  The Chairman’s congratulations were echoed by all members of the Council.

(iv)      Epping Forest District Council Anniversary

The Chairman reported that 1 April 2014 would be the 40^th anniversary of the Council.

The Chairman announced that she intended sending the flowers from tonight’s meeting to Beechlands Care Home, Alderton Hill, Loughton.

(b)       Announcements by the Leader of the Council

The Leader advised that he had no announcements to make under this heading.

(c)        Announcements by Portfolio Holders

(i)           Housing Portfolio Holder

Councillor Stallan reported that a meeting had been arranged for 10 March 2014 to progress the Oakwood Hill Environmental Improvement Scheme.  He agreed to keep members informed of further progress at future meetings.

(ii)          Safer, Greener and Transport Portfolio Holder

Councillor Waller referred to an article in the local Guardian newspaper which had suggested that burglary was a particular problem in the Epping Forest District.  He said that he was glad to have this opportunity to reassure residents that homes in the Epping Forest District were not the most likely to be burgled in Essex.  He stated that the Analyst in the Council’s Community Safety Team had provided him with Home Office figures and that of all the districts and boroughs in Essex, Epping Forest District ranked eighth out of fourteen in terms of all burglary.  Although this was not as good as one would wish it was nothing like as bad as reported in the newspaper.

Councillor Waller continued that the true figure reflected the fact that the District abutted Greater London, with excellent transport links which unfortunately enabled many burglars to enter and leave the District quickly making the task of detection especially difficult.

The Portfolio Holder pointed out that in the District there had been a 15% reduction in all burglary in 2013 and an 18% reduction in domestic burglaries in that year.  He referred to a meeting he had attended earlier in the day at which the Chief Constable had stated that he regarded domestic  ...  view the full minutes text for item 93.

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 to be considered at 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 the Chairman of the Overview and Scrutiny Committee or

(d)          to any Member of the Cabinet;.

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.

(a)        Dog Fouling

(i)         By Councillor Leonard to Councillor Breare-Hall, Environment Portfolio Holder

“I would like to ask the Portfolio Holder for Environment:

(a)        whether he is aware of the on-going concern of Loughton residents (including those in my own ward) about the irresponsible activities of dog owners and walkers and the potential health hazards from dog fouling that this nuisance poses;

(b)        if he has any plans to educate local residents and enforce bye laws to improve the situation;

(c)        whether he can offer support to Loughton Town Council in dealing with dog fouling on the football pitches in the Roding Valley and take specific action on footways around the Council flats in Oakwood Hill; and

(d)        if he is prepared to meet me to discuss some innovative actions being taken by other councils in addressing this widespread problem?”

Response by Councillor Breare-Hall, Environment Portfolio Holder

“I am indeed aware of the concern that is caused to residents through dog fouling and the irresponsible behaviour of some dog owners and walkers.  I’m sure Councillor Leonard will recall that, for this very reason, in December 2012 I asked the Cabinet to agree three new Dog Control Orders.  These included placing a requirement upon dog owners to remove dog faeces deposited on any public land, and dog waste bins exist throughout the District to assist owners in this requirement.

Officers have checked their records for the last 12 months and, of 160 complaints received, 59 related to Loughton generally, 2 to the Roding Valley Park and Recreation Ground and none to the Oakwood Hill area.  However, I fully appreciate that these statistics do not mean that dog fouling is not occurring in these areas, and I have therefore asked officers to visit the locations mentioned.

Officers are always willing to engage with Town and Parish Councils to see what assistance can be provided, including targeted enforcement activity.  I have therefore also asked that contact be made with the Clerk to Loughton Town Council.

With regard to meeting to discuss this matter further, I’m pleased that Councillor Leonard and I have already had an opportunity to do this, and I am grateful to Councillor Leonard for bringing to my attention the unusual approach adopted by another local authority.  I am always happy to consider innovative ideas that may be applied here in Epping Forest, and will be asking officers to look further at these, mindful of course, on this budget night, of the financial practicalities”.

Supplementary Question from Councillor Leonard arising directly out of the original Question or the Reply

“Do you agree that the Dog Control Orders should be enforced more strictly?”

Response by Councillor Breare-Hall

“Dog fouling is a difficult issue especially with limited resources but if there is a particularly bad problem in an area more resources can be devoted to it”.

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 Asset Management and Economic Development Portfolio Holder;

(c)         Report of the Environment Portfolio Holder;

(d)     Report of the Finance and Technology Portfolio Holder;

(e)         Report of the Housing Portfolio Holder;

(f)      Report of the Leisure and Wellbeing Portfolio Holder;

(g)         Report of the Planning Portfolio Holder;    

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

(i)      Report of the Support Services Portfolio Holder.

The Council received written reports from the Asset Management and Economic Development Portfolio Holder, the Environment Portfolio Holder, the Finance and Technology Portfolio Holder, the Housing Portfolio Holder, the Leisure and Wellbeing Portfolio Holder, the Planning Portfolio Holder, the Safer, Greener and Transport Portfolio Holder and the Support Services Portfolio Holder.

The Chairman invited the Leader to provide an oral report and other members of the Cabinet to give an oral update of their written reports.

(a)        The Leader of the Council

Councillor Whitbread referred to the recent inclement weather and, whilst expressing greatest sympathy with the people who lived in the worst affected areas in Somerset and the Thames Valley, drew attention to a number of flooding incidents which had occurred in this District.  He advised that as usual when faced with an emergency, the community had pulled together to support and help each other.  He referred to the assistance given by Town and Parish Councils and expressed thanks to the District Council’s own Land Drainage Team who had worked extremely hard monitoring and reacting to rising water levels, ensuring that storm grills and culverts were kept clear and that sandbags were available to those householders at immediate risk.

The Leader stated that several years ago, when a number of responsibilities had been taken back by the Environment Agency, this Council had taken the decision to retain and resource its own Land Drainage Team.  This had been in recognition that flooding was the highest risk on the Council’s Emergency Planning Risk Register, and a topic of serious concern to many local people.  He expressed the view that in the light of the recent bad weather this had proved to be the correct decision.

Councillor Whitbread reported that he had met with the Leader and Planning Portfolio Holder of Harlow Council to consider Local Plans.  He reminded members that under the “Duty to Co-operate” the Council was required to consult with neighbouring authorities and said he was pleased that the dialogue with Harlow was leading to a clearer understanding of the major issues facing both councils.

The Leader stated that he had attended the Master Planning Workshop at North Weald Village Hall on 25 January 2014.  He stated that the workshop had been well attended by local residents who should be congratulated for their positive approach to the exercise.

Councillor Whitbread reported that he had attended the launch of the Investors in Youth Awards at the Marriott Hotel, hosted by Eleanor Laing, MP.  He advised that this had been another very positive event aimed at encouraging businesses to provide employment opportunities to local young people.  He pointed that the Council’s own Apprentice Scheme was proving very successful and he expressed the hope that as many local businesses as possible would give local young people a chance to gain employment and develop new skills.

The Council noted that on 6 February 2014, the Leader had attended the Essex Leaders’ and Chief Executives’ Forum in Chelmsford.  The topics considered had included a  ...  view the full minutes text for item 96.

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 twenty 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 to ensure that all political groups and independent members may have their questions answered.

(a)        Housing Portfolio

Councillor Murray asked the Housing Portfolio Holder which of the five achievements summarised in his written report was he most proud.

Councillor Stallan, Housing Portfolio Holder, said he was very proud of the Council House Building Programme which, if the estimated timescale and budget were met, would result in completion in 2015 of the first Council-built residential units for 30 years in Harveyfields, Waltham Abbey.  He continued that the increase in the provision of off-street parking throughout the District was important and was being well received by residents in the areas where schemes had already been provided.  The Portfolio Holder said that due to careful financial management a sum of £200,000 was being provided for the Oakwood Hill Environmental Improvement Scheme in Loughton.  He said that little work had been undertaken on the Estate since he had first visited it in the 1980s and that there had been a marked deterioration of the environment.  He was pleased therefore that match funding was being provided by Essex County Council and he said he hoped that Loughton Town Council would also contribute towards the proposed improvements.  Councillor Stallan said that the Welfare Reform Mitigation Plan was very important because it was helping to minimise the effects of the Government’s Welfare Reforms.  In summary, Councillor Stallan said that he was proud of all of the five achievements mentioned in his written report.

(b)       Bridge between Buckhurst Hill and Chigwell

Councillor Spencer asked the Safer, Greener and Transport Portfolio Holder if he would ask the Essex County Council Highways Portfolio Holder why the contractors working on the bridge had not built their site office on stilts as the area was known to flood and now that the site office had flooded there would presumably be an even longer delay in completing the works.

Councillor Waller, Safer, Greener and Transport Portfolio Holder said that he had little influence over the County Council Highways Portfolio Holder on this matter or any other County Council highways and transportation issues.  He agreed, however, to pass on Councillor Spencer’s comments to the County Council Portfolio Holder.

(c)        Food Banks

Councillor Murray asked the Leader of Council for a comment about the continued use of a food bank in Loughton.  He pointed out that the results of national research published during the day had stated that rising food prices, low pay and reducing income had led to an increased demand for food banks.

Councillor Whitbread, Leader of the Council, stated that food banks provided a much needed resource at a time when the country had suffered one of its hardest recessions.  He said he would be happy to visit the food bank in Loughton.  He agreed that the need for food banks had been due to rising food prices and in particular the rise in prices in relation to basic foods.

(d)       St John’s Road Area, Epping

Councillor J H Whitehouse referred to the statement made at the last Council meeting by the Asset Management  ...  view the full minutes text for item 97.

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

To consider the attached report.

Mover:  Councillor Stavrou, Finance and Technology Portfolio Holder

Councillor Stavrou presented a report stating that there were two car parks which were still accounted for within the Housing Revenue Account (HRA).  She reminded members that on the introduction of HRA self financing, the Council had resolved that the HRA should be maintained predominantly as a landlord account and HRA assets that were not held for social housing purposes should be accounted for within the General Fund.  Members noted that the two car parks in question were provided for any resident of the District wishing to shop at The Broadway, Loughton and were therefore unrelated to the social housing activity of the HRA.

Report as first moved ADOPTED

            RESOLVED:

            That, with effect from 1 April 2014, the car parks at Burton Road and Vere Road, Loughton currently accounted for within the Housing Revenue Account be transferred to the General Fund.

To consider the attached report.

Mover:  Councillor Stavrou, Finance and Technology Portfolio Holder

Councillor Stavrou presented a report on the Council’s Treasury Management Strategy and Investment Strategy.

The Portfolio Holder advised that the Council had £61 million of investments and £185 million of borrowing so it was important to have strategies in place setting out how those balances were managed.  She stated that the strategies were updated annually and came before the Council as part of the budget process.  She advised that the strategies were based on advice from the Council’s Treasury Management Advisers to ensure that all the necessary requirements were met.

Councillor Stavrou stated that the Finance and Performance Management Cabinet Committee and the Audit and Governance Committee received mid year and end of year reports on Treasury Management and the most recent report received in the November 2013 cycle of meetings had shown that there had been no breach of Prudential Indicators for the first half of the financial year 2013/14.

The Council noted that the current capital programme could be financed without any additional borrowing.

Councillor Stavrou stated that the strategies also set out who the Council invested with, how much was invested and for how long.  She assured the Council that the lists were updated regularly to take account of changes in credit ratings and other relevant information.

Councillor Stavrou invited Councillor Watts, Chairman of the Audit and Governance Committee to present the views of that Committee.

Councillor Watts advised that the Audit and Governance Committee had considered the strategies to be comprehensive and sound.  He expressed support of the increased use of building societies on the counter party list and drew attention to the possibility of investing in housing association schemes.  He advised that the Audit and Governance Committee had requested reports on the authorised limit and operational boundary for external debt.

Report as first moved ADOPTED

            RESOLVED:

            That the following documents attached to these minutes as Appendix 1 be adopted:

            (a)        Treasury Management Strategy Statement and Annual Investment Strategy 2014/15 to 2016/17;

            (b)        Minimum Revenue Provision Statement;

            (c)        Treasury Management Prudential Indicators for 2014/15 to 2016/17;

            (d)        the rate of interest to be applied to any Inter-Fund Balances; and

            (e)        Treasury Management Policy Statement.

(a)  To consider the attached report; and

(b)  To consider holding a recorded vote on the recommendations contained in the report.

In a letter dated 4 February 2014 to the Leader of the Council, Brandon Lewis MP, Parliamentary Under Secretary of State, Department for Communities and Local Government has stated that the Government’s expectation is that at this year’s budget meetings, all principal councils will adopt the practice of recorded votes on any decision relating to the budget or Council Tax, 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.

To facilitate this, The Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014 which will come into force on 25 February 2014 will make it mandatory for councils as soon as is practicable to amend their Standing Orders so as to include provisions requiring recorded votes at budget meetings. In recognition that it may not be possible to amend Standing Orders before budget meetings this year, Brandon Lewis has stated that he expects councils to adopt the practice of recorded votes by  resolving to do so in line with the Regulations.

(c)  To comply with the Regulations, to resolve:

That Council Procedure Rule 17 (Voting) be amended by the addition of the following new sub-paragraph:           

17.6 Voting at Budget Decision Meetings

In accordance 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 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.

The Chairman announced that she proposed to take the items on holding a recorded vote before the report of the Cabinet.

(a)        Recorded Votes at Budget Meetings

The Council received a letter dated 4 February 2014 from Brandon Lewis MP, Parliamentary Under Secretary of State, Department for Communities and Local Government stating that the Government’s expectation was that at this year’s budget meetings, all principal councils would adopt the practice of recorded votes on any decision relating to the budget or council tax, 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.

Members noted that to facilitate the Government’s wishes, the Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014 which would come into force on 25 February 2014 would make it mandatory for councils as soon as it was practicable to amend their Standing Orders so as to include provisions requiring recorded votes at budget meetings.  Recognition that it might not be possible to amend Standing Orders before budget meetings this year, Brandon Lewis had stated that he expected councils to adopt the practice of recorded votes by resolving to do so in line with the regulations.

            RESOLVED:

            That recorded votes be taken on any decision relating to the budget or council tax for 2014/15.

(b)       The Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014

Motion moved by Councillor Watts and seconded by Councillor Whitbread:

“That the Council’s Constitution be amended to include provisions requiring recorded votes at budget meetings”.

                                                                                                                        Carried

            RESOLVED:

            That Council Procedure Rule 17 (Voting) be amended by the addition of the following new sub-paragraph:

            “17.6    Voting at Budget Decision Meetings

            In accordance 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”.

(c)        Report of the Cabinet

Mover Councillor Stavrou, Finance and Technology Portfolio Holder

Councillor Stavrou presented a report on the Council’s Budgets and the Council Tax Declaration 2014/15.

The Portfolio Holder apologised to members for the  ...  view the full minutes text for item 101.

(a)  Report of the Chairman of the Overview and Scrutiny Committee - attached;

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

(c)  Reports of Overview and Scrutiny Panels:

(i)            Reports of the Constitution and Member Services Scrutiny Panel attached regarding:

-       Annual Review of Contract Standing Orders and Financial Regulations;

-       Review of Officer Delegation; and

-       Vice-Chairman of Council – Appointment Review.

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

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

Members were encouraged to attend the next meeting of the Committee to be held on 25 February 2014 at which a presentation would be made from officers from the Mental Health Services of the West Essex Clinical Commissioning Group.

(b)       Reports of the Overview and Scrutiny Committee

The Chairman announced that there were no reports to be considered under this item.

(c)        Reports of Overview and Scrutiny Panels:

(i)         Report of the Constitution and Member Services Scrutiny Panel – Annual Review of Contract Standing Orders and Financial Regulations.

Mover:  Councillor Watts, Vice-Chairman of the Panel, in the absence of the Chairman

Councillor Watts presented a report of the Panel following the annual review of Contract Standing Orders and Financial Regulations which provided controls on contract procedures and financial governance.

Report as first moved ADOPTED

            RESOLVED:

That the proposed changes to CSOs listed below be adopted and published in the Council’s Constitution:

            (a)        CSO 35 (Local Businesses)

            That CSO 35 (Local Businesses) be re-positioned within CSOs to give it greater prominence and an index at the beginning of CSOs to aid navigation by officers be added to the published version;

            (b)        CSO 16 (Receipt, Custody and Opening of Quotations)

            That CSO 16 (Opening of Tenders and Quotations – Contracts in Excess of £25,000) be amended as follows:

            “Quotations and tenders received in accordance with these Standing Orders shall be opened at one time, as follows:

            (i)         in respect of contracts with an estimated value exceeding £25,000 but not exceeding £50,000, the relevant Chief Officer in the presence of or at least one of his principal or senior officers and a representative of the Director of Governance, shall open the quotations received; and shall maintain a record of all such quotations;

            (ii)        in respect of contracts with an estimated value in excess of £50,000 the Portfolio Holder concerned, in the presence of authorised representatives of the Director of Governance and the relevant Chief Officer, shall open the tenders which, in the normal course of events, will not be less than three working days after the closing date for receipt of those tenders; and

            (iii)       the Director of Governance or his/her authorised representative shall maintain and sign a record of all tenders opened, which record shall also be signed by the member of the Cabinet in attendance (in respect of contracts valued in excess of £50,000 only) and the representative of the Chief Officer concerned.”

            (c)        CSO 19 (Acceptance of Quotations/Evaluation of Tenders)

            That CSO 19 (Acceptance of Quotations – Contracts Exceeding £25,000 but Not Exceeding £50,000) be amended as shown below:

            “(1)      a Chief Officer may, subject to the provisions of Standing Order C4 (Contracts exceeding £25,000 but not exceeding £50,000) accept the lowest quotation received in respect of a contract not exceeding £50,000 in value or  ...  view the full minutes text for item 102.

To note the attached report.

The Chairman welcomed Mr S Lye, Member of the Independent Remuneration Panel to the meeting.

Mr Lye presented the Panel’s Annual Report for 2013/14.

Councillor Waller, on behalf of all councillors, thanked S Lye, Ms R Kelly and D Jackman, the three independent members of the Panel for their work during the year and for compiling the Annual Report and the Review Report which was the next item on the agenda.  Councillor Waller drew attention to the Panel’s comments about the amount of the Council’s Basic Allowance.

            RESOLVED:

            That the Epping Forest District Remuneration Panel Annual Report 2013/14 be noted.

To consider the attached report.

S Lye, Independent Member of the Remuneration Panel presented a report following the Panel’s annual review of the Members’ Allowances Scheme.

Amendment moved by Councillor J H Whitehouse and seconded by Councillor J M Whitehouse

That the recommendations of the Remuneration Panel be amended by the addition of the recommendation set out below to be numbered (4) and the renumbering of the remaining recommendations:

(4)        That a sum equivalent to £35 per councillor be retained each year by the Council from the total Basic Allowance budget so that the registration of all councillors as data controllers can be achieved without the need for individual applications.

                                                                                                                             Carried

Report as amended ADOPTED

 RESOLVED:             

             Basic Allowance

(1)       That no change be made to the amount of Basic Allowance of £4300 per member per annum currently included in the adopted Members’ Allowances Scheme;

  Implementation

(2)       That the level of implementation of the Basic Allowance for 2014/15 be increased from £3,150 per member per annum to £3,400 by discontinuing the IT Connectivity Allowance of £250 per member per annum and incorporating that amount in the Basic Allowance;

(3)       That the level of implementation of the Basic Allowance be further increased from £3,400 to £3,435 to meet the cost of a member registering as a Data Controller with the Information Commissioner and members be reminded of the requirements for registration and the risks of not registering (thereby increasing the level of implementation from 73% to 80% of the full amount at “zero” cost ;

(4)     That a sum equivalent to £35 per councillor be retained each year by the Council from the total Basic Allowance budget so that the registration of all councillors as data controllers can be achieved without the need for individual applications;

(5)     That in formulating future budgets the Council considers increasing  further the level of implementation of the Basic Allowance to achieve payment of the full amount of £4,300 in the adopted Members’ Allowances Scheme by either:

(a)  increasing the level of implementation to the full amount in 2015/16; or

(b)  phasing an increase in the level of implementation to approximately 90% (£3,870 per member) in 2015/16 and 100% (£4,300 per member) in 2016/17;

Special Responsibility Allowances

(6)         That no change be made to the current amounts of Special Responsibility Allowances;

(7)         That the Panel give further consideration to the amount of the Special Responsibility Allowance for the Chairman of the Standards Committee if the workload for that position increases from the current level;

              Independent Persons – Standards Regime

(8)         That, although not part of the Members’ Allowances Scheme, the Independent Persons appointed by the Council as part of its standards arrangements continue to be paid an allowance of £250 per member per annum in 2014/15;

(9)         That the Panel give further consideration to this allowance if the workload for the position increases from the current level or, if and when, the Council changes the number of Independent Persons;

              Connectivity Allowance

(10)         That the IT Connectivity Allowance be discontinued with effect from  ...  view the full minutes text for item 104.

To receive an oral report of the Head of Paid Service on the progress being made with the Directorate Restructuring.

The Head of Paid Service reported on progress being made with the Directorate Restructuring.

Members noted that the four Directors had been appointed and were familiarising themselves with their new responsibilities.  All but two of the Assistant Directors had been appointed and job descriptions reviewed by Job Evaluation Panels.  Appointments for the outstanding posts were due to be made by mid-March 2014.

The Chief Executive referred to the budget which had been produced in the new Directorate format and to the schedule of delegations approved by the Council which reflected the new posts.  He advised that detailed transition plans were being developed by the Directors.

            RESOLVED:

            That the report of the Head of Paid Service be noted.

To note the attached decision taken by the Leader of Council to approve the schedule of delegation of Executive functions following the review of 2013/14.

The Council noted a decision taken by the Leader of Council to approve the schedule of delegation of Executive functions for the year 2013/14 which would be published as part of the Constitution.

(a)       To receive the attached report from Councillor Jennie Hart, one of the Council’s representatives on the Loughton Broadway Town Centre Partnership 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.

The Council received a report from Councillor Jennie Hart, one of the Council’s representatives on the Loughton Broadway Town Centre Partnership.