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 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 as a correct record and sign the minutes of the meeting held on 4 November 2014. (attached)

            RESOLVED:

            That the minutes of the Council meeting held 4 November 2014 be taken as read and signed by the Chairman as a correct record.

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

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

(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 reported that he had attended 24 events since the last meeting of the Council. The Council noted that the Chairman had attended services at Epping War Memorial and Epping Cemetery, a service at St John’s Church, Buckhurst Hill, St Andrew’s North Weald followed by lunch with the North Weald Parish Council, Friends from Norway and the Norwegian Ambassador and then onto a service at the Epping War Memorial and St John’s Church, Epping. He had also attended the Ambulance Awards for Essex, Cambridge and Bedfordshire area, the Chigwell School choir performance, a function for ‘Access to Finance’ with Councillor Grigg at the Civic Offices, a presentation at North Weald Airdrome to the Essex Ambulance Service, a meeting at Collier Road, Romford for the Carers Carers, the unveiling of a mural completed by residents and artists at Norway House, the Salvation Army Carol Service at Theydon Bois, the Army Cadets play in Epping, lunch at the Citizen Advice Bureau in Waltham Abbey, the Royal Mail sorting offices in Epping and Ongar, a Befriending  group in Loughton with Voluntary Action Epping Forest, the Friends of Ongar Carol Service, the Carol Service in Brentwood and a service at Chelmsford Cathedral. The Chairman finally advised he had donated the remaining Tour de France T Shirts to ‘Crisis at Christmas’ charity in London.  

(ii)        Floral display

The Chairman advised that he intended the flowers from tonight’s meeting to be sent to St Clare’s Hospice, Hastingwood.

(b)       Announcements by the Leader of the Council and Portfolio Holders

There were no announcements under this heading.

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 or

(c)          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.

The Council noted that there were no Member questions made with notice to be considered at 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 advised that the Council that he had recently visited the food bank at St Mary’s Church in Loughton and congratulated them on the wonderful service they provide the community, especially at this time of year. He had attended the Local Councils Liaison Committee with the Essex County Portfolio Holder for Highways Maintenance and Small Schemes Delivery, Councillor E Johnson, who updated attendees on a range of highways issues. The Cabinet had also asked the Parking Partnership Officers to attend a future meeting of the Overview & Scrutiny Committee later on in the New Year, to enable members the opportunity to question officers. The Leader advised that the Council had recently held a Planning and Review day for the Local Strategy Partnership and Members would receive a report on the event. Finally the Cabinet had attended the Locality Board held at the Civic Offices, where mutual concerns of the Council and Essex County Council (ECC) were discussed with the local MP Eleanor Laing regarding Council House Building Programme, Empty Homes, the new Economic Development Strategy for Essex.

(b)          Assets and Economic Development  Portfolio Holder

Councillor Grigg advised that the sale of Leader Lodge had been completed and agreement had been reached in principle between the ECC and Epping Forest District Council (EFDC) to purchase the school site at St John’s Road, Epping. The detail of the deal was yet to be finalised in legal documentation and involved not simply a payment but had the potential to bring Lindsay House into a much needed residential use. Alongside this agreement, Solicitors had been instructed to negotiate with Frontier Estates in order to secure the best deal for EFDC and the Town Council. It was made clear that the best deal would mean, best for Epping as a town and as a District and would involve price considerations and also the best mixed use scheme possible which should boost the town and bring employment opportunities. The Portfolio Holder stated that the proposal must also respect the built heritage and retain certain features of importance, whilst providing new premises for the Town Council in the heart of the town better suited to their needs.

(c)          Finance Portfolio Holder

Councillor Stavrou advised members of an update on the Autumn Statement, which stated that there would be no further reduction to Local Authority funding for 2015/16 and that the Government would work towards giving Local Authorities control of multi-year funding settlements, business rates and licensing after the next spending review enabling the Council to forward plan and create better service delivery. Councillor Stavrou advised the Council that the inflationary increase for 2015/16 had been capped at 2%. Other points worth mentioning were the £1000 discount of rateable values for retail pubs and cafes below £50,000 increasing to £1500, the  ...  view the full minutes text for item 70.

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

(a)          Child Services

Councillor Surtees asked the Finance Portfolio Holder whether the recent research from the Children’s Society who advised that 32% families who sought help with problem debt from their Councils thought that it was not helpful and whether the level of service for EFDC was much higher and if she had access to information to support this?

Councillor Stavrou advised that her impression of the Council was that EFDC had a very good reputation with the residents and she had not heard of any concerns or complaints. If there was any further information, she would pass it onto Councillor Surtees.

(b)          Shredded paper collections

Councillor Sartin asked the Environment Portfolio Holder about the clarification of the collection of shredded paper?

Councillor Breare-Hall advised that a contamination leaflet which referred to shredded paper was to bring awareness of the cost that contamination in recycling could cost the Council. He advised that shredded paper would now be accepted in the recycling sacks.

(c)          Stanstead Consortium

Councillor J H Whitehouse asked the Leader of the Council about the Cabinet decision for annual subscription to the London Stansted Cambridge Consortium and what benefits this would bring to the District and how it could be justified, when proposed savings would directly effect residents?

Councillor Whitbread advised that the Cabinet looked for investments and job creation in the local area and the partnership work along the M11 corridor was fundamental in promoting the District on a wider level. The Leader advised that he would bring forward a report on the benefits of the Consortium. Any savings had been in the back office first, before front line services had been considered.

(d)          Highways

Councillor Murray asked the Leader that following the recent Essex Highways survey, which had confirmed that the roads in this part of the County were the worst, whether he was satisfied that ECC would rectify this and was this evidence that EFDC were not a priority?

Councillor Whitbread advised that improvements could be made and that the District’s County Councillors were working hard to improve the problems and Members should get behind the County Councillors. 

(e)          Countrycare

Councillor C C Pond asked the Safer, Greener and Transport Portfolio Holder whether there was a charge for the Countrycare visit to Wormley Primary School?

Councillor G Waller advised that Countrycare had charged the Primary school for their service.

(f)           NEPP Enforcement in Chigwell

Councillor Wagland asked the Safer, Greener and Transport about the absence of the North Essex Parking Partnership patrolling in Chigwell and what award the NEPP referred to on their correspondence, if they are unable to patrol the Chigwell Parade.

Councillor Waller advised that enforcement by the Civil Enforcement officers had recently fallen below the required standards because of problems with a suitable location for refreshment breaks for the officers and a new enforcement manager had been recruited. He advised that arrangements were being made to meet with the new manger and potentially a schedule of surgery’s to be arranged so that  ...  view the full minutes text for item 71.

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.

(Leisure and Community Services Portfolio Holder) To consider the attached report.

Councillor H Kane presented a report on the adoption of the Leisure and Cultural Strategy and the 20 key recommendations.

Report as first moved ADOPTED

            RESOLVED:

That the Leisure and Cultural Strategy attached as Appendix 1 to these minutes be adopted.

(Governance and Development Management Portfolio Holder) To consider the attached report.

Councillor Philip presented a report regarding the Calendar of Council Meetings 2015/16 with the addition of two meetings of the Development Control Chairman and Vice-Chairman on 23 September 2015 and 23 March 2016.

Report as amended ADOPTED

RESOLVED:

That the Calendar of Council Meetings 2014/15 attached as Appendix 2 to these minutes be adopted.

(Finance Portfolio Holder) To consider the attached report.

Councillor Stavrou presented a report recommending no changes to the Local Council Tax Support Scheme 2015/16.

Report as first moved ADOPTED

            RESOLVED:

            That no changes be made to the Local Council Tax Support Scheme 2015/16 other than the annual uprating of premiums, allowances, non-dependent deductions and any changes to the national pension age scheme that were required to be reflected in the Council’s Scheme.

(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.

Councillor Morgan advised that all members had recently been invited to provide feedback on the preferred option of the Task and Finish Panel, which was considering the future structure of the Scrutiny Panel framework and would feed in to the final proposal to be considered by the Overview and Scrutiny Committee in February 2015. Unfortunately, very few members had responded and in order to contribute to this process, members were asked to submit any views on the preferred structure option to Democratic Services by 19 December 2015, so that these could be considered by the Task and Finish Panel at its meeting on 15 January 2015.

(a)       To receive the attached report from Councillor H Kane, one of the Council’s representatives on the Royal Gun Powder Mill Ltd and to receive answers to any questions on those bodies which may be put without notice;

(b)       Grange Farm Trust report of Councillor M Sartin (to follow); and

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

(a)        Grange Farm Trust

Councillor M Sartin advised that she had been unable to attend the most recent Grange Farm Trust meeting and would report back to the Council at the next meeting.

(b)        Stansted Airport Consultative Committee

Councillor M Sartin reported that following the Councils motion regarding Proposed Charges on 6 November 2012, the new owners had reconsidered the 10 mile radius and had included some areas of Epping Forest District in the scheme and would be in place Spring 2015 to provide discounts to residents dropping off passengers.

(C)       Lea Valley Regional Park Authority

Councillor J M Whitehouse asked that a report be made by the representatives from the Lea Valley Regional Park.

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

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

Confidential Items Commencement: Paragraph 9 of the Council Procedure Rules contained in the Constitution require:

(1)        All business of the Council requiring to be transacted in the presence of the press and public to be completed by 10.00 p.m. at the latest.

(2)        At the time appointed under (1) above, the Chairman shall permit the completion of debate on any item still under consideration, and at his or her discretion, any other remaining business whereupon the Council shall proceed to exclude the public and press.

(3)        Any public business remaining to be dealt with shall be deferred until after the completion of the private part of the meeting, including items submitted for report rather than decision.

Background Papers:  Paragraph 8 of the Access to Information Procedure Rules of the Constitution define background papers as being documents relating to the subject matter of the report which in the Proper Officer's opinion:

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

(b)        have been relied on to a material extent in preparing the report and does not include published works or those which disclose exempt or confidential information (as defined in Rule 10) and in respect of executive reports, the advice of any political advisor.

Inspection of background papers may be arranged by contacting the officer responsible for the item.

RESOLVED:

That the public and press be excluded from the meeting for the item of business set out below on the grounds that it involves the likely disclosure of exempt information as defined in the paragraphs of Part 1 of Schedule 12A of the Local Government Act 1972:

Agenda                                                                       Exempt Information

Item No           Subject                                               Paragraph Number

16                    Licence Fee for North Weald Market                         3

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

Councillor Grigg presented a report seeking a variation to the Market Licence Fee for North Weald Airfield Market.

Report as first moved ADOPTED

            RESOLVED:

(1)        That the Council would vary the current licence on a temporary basis to eliminate any fixed fee and alternatively would receive a 75% profit share from Hughmark Continental Limited, regarding North Weald Airfield Market;

(2)        That a formal review of the variation to the licence of North Weald Airfield Market would take place at the meeting of the Cabinet Committee on the 23 April 2015;

(3)        That as a condition of the variation all outstanding arrears were brought up to date;

(4)        That a 100% of the rate reduction that Hughmark Continental Limited had applied for at North Weald Airfield Market be paid to the Council; and

(5)        That all of the above conditions were backdated to the beginning of the financial year, 1 April 2014.