Agenda and minutes

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

2.         The Assistant Director of Governance and Performance Management will read the following announcement:

“I would like to remind everyone present that this meeting will be broadcast live to the internet (or filmed) and will be capable of repeated viewing (or another use by such third parties).

If you are seated in the lower public seating area it is likely that the recording cameras will capture your image and this will result in the possibility that your image will become part of the broadcast.

This may infringe your human and data protection rights and if you wish to avoid this you should move to the upper public gallery.”

The Assistant Director of Governance and Performance Management reminded everyone present that the meeting would be broadcast live to the Internet, and that the Council had adopted a protocol for the webcasting of its meetings.

The Chairman to welcome the following newly elected and re-elected Members of the Council following the elections held 7 May 2015.

The Chairman to present declaration of acceptance of office certificates to the 5 newly elected members, Councillors Avey, Bedford, Hughes, S Kane, Patel.

The Chairman welcomed the newly elected and re-elected members of the Council following the election held on 7 May 2015;

The Chairman presented declaration of acceptance of office certificates to the four newly elected Members  present Councillors Avey, Bedford, Hughes and S Kane.

Councillor Boyce addressed the Council on his year of office and presented a slide show of the various events attended. The Chairman reported that he had raised approximately £24,000 for his chosen charities.

Councillor Whitbread, Angold-Stephens and the Chief Executive, G Chipp on behalf of the staff, expressed their appreciation for the hard work and enthusiasm shown by Councillor Boyce during in his term of office.

To elect a Chairman of the Council for the municipal year 2015/16. Nominations received will be tabled. The new Chairman will then make a declaration of acceptance of office.

The nomination of Councillor E Webster for the Office of Chairman of the Council having been moved formally by Councillor Stavrou and seconded by Councillor Knapman, it was:

            RESOLVED:

That Councillor E Webster be elected Chairman of the Council for the ensuing year.

Councillor Webster thereupon made a Declaration of Acceptance of Office of the Chairman of the Council and thanked the Council for the honour. She informed the Council that she endeavoured to represent the Council to the best of her ability and would be concentrating on attending events within the boundaries of Epping Forest District and asked that members when asked, would join her at events in their wards.

Councillor Webster announced that her chosen charity for her term of office would be  the Royal British Legion.

Councillor Webster in the Chair

The new Chairman presented Councillor Boyce with a past Chairman’s badge of office.

To appoint a Member to be a Vice-Chairman of the Council for the municipal year 2015/16. Nominations received (attached). The new Vice-Chairman will then make a declaration of acceptance of office.

The nomination of Councillor J Lea for the Vice-Chairman of the Council having been moved formally by Councillor Stavrou and seconded by Councillor Mitchell, it was:

            RESOLVED:

That Councillor J Lea be appointed Vice-Chairman of the Council for the ensuring year.

Councillor Lea thereupon made a declaration of Acceptance of Office of Vice-Chairman of the Council and thanked the Council for her appointment.

To approve as a correct record and sign the minutes of the meeting held on 21 April 2015. (attached)

            RESOLVED:

That the minutes of the Council meeting held on 21 April 2015 be taken as read and signed by the Chairman as a correct record.

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

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

(a)        Apologies for Absence

(b)       Announcements

To consider any announcements by:

(i)         the Chairman of the Council;

(c)        Members not seeking Re-election or Not Re-elected

To note that;

(i)    Peter Gode, Robert Gloizer, Antony Watts, H Ulkun did not seek re-election on 7 May 2015;and

(ii)            Kim Adams was not re-elected on 7 May 2015.

Members with Long Service have been asked to attend the meeting to receive an award in recognition of their service to the Council. Peter Gode represented the Shelley Ward for 12 years and Antony Watts represented the Waltham Abbey High Beech Ward for 8 years between 1987 to 1995 and Waltham Abbey North East for 8 years between 2007 to 2015.

(a)          Announcements by the Chairman of the Council

(i)            Floral Display

The Chairman announced that she intended to send the flowers from tonight’s meeting to St Clare’s Hospice, Hastingwood

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

There were no announcements under this heading.

(c)          Members not seeking re-election or not re-elected

The Council noted that P Gode, R Glozier, A Watts and H Ulkun had not sought re-election on 7 May 2015. In recognition of his 12 years service as a Ward Member for Shelley , the Chairman presented an award to Peter Gode. Also an award for 16 years service as a Ward Councillor for Waltham Abbey High Beech and Waltham Abbey Honey Lane, A Watts would be sent his service award.

Recommendation:

(1)                That, in accordance with Section 44C(2) of the Local Government Act 2000, the Council appoints the Leader of the Council for a 4 year term of office, as prescribed by Section 44E of the Act, expiring on the day of the Annual Council meeting or following normal day of retirement as a Councillor.

The nomination of Councillor C Whitbread for the Leader of the Council having been moved formally by Councillor Knapman and seconded by Councillor Stavrou, it was:

            RESOLVED:

That, in accordance with Section 44C(2) of the Local Government Act 2000, Councillor Whitbread be appointed Leader of the Council for a four year term of office, as prescribed by Section 44E of the Act, expiring on the day of the Annual Council meeting following Councillor Whitbread’s normal day of retirement as a Councillor.

Report to follow regarding:

(a)          Notice of Constitution of Political Groups, Group Leaders and Deputies;

(b)          Appointments made by the Leader to the Cabinet, Cabinet Committees and Outside Organisations carrying out Executive Functions;

(c)          Membership, Chairmanship and Vice-Chairmanship of Committees, Sub-Committees and Panels (Non-Executive Bodies);

(d)          Appointments to Outside Organisations carrying out Council, regulatory or non-Cabinet Functions.

The Council will need to vote on (c) and (d) where the number of nominations exceeds the number of places available.

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

Councillor Whitbread reported on the appointments which he had made to the Cabinet, Cabinet Committees and to Outside Organisations carrying out executive Functions.

Councillor Whitbread also reported the recommendations of the Appointments Panel in relation to the membership, chairmanship and vice chairmanship of Committees, Sub-Committees and Panels (non-Executive bodies), and to outside organisations carrying out Council, regulatory or non Cabinet functions. Councillor Whitbread reported on changes made to the nominations since the Panel had met.

The Council voted on appointments where the number of nominations exceeded the number of places available.

            RESOLVED:

(1)           That in accordance with Regulation 8 of the Local Government (Committees and Political Groups) Regulations 1990, the Constitution of Political Groups as set out in Appendix 1 to these minutes be noted;

(2)           That the appointment made by the Leader of the Council to the Cabinet and Cabinet Committees and the allocation of Portfolios as set out in Appendix 2 to these minutes be noted;

(3)           That the membership, chairmanship and vice-chairmanship pf Committees, Sub-Committees and Panels (non-Executive bodies) as set out in Appendix 3 to these minutes be approved

(4)           That the appointment of Councillor Waller to nominate Group substitute members on any Committees, Sub-Committees, Panels, Boards, Select Committees or Working Groups of the Council be noted;

(5)           That Group Leaders confirm nominations to the Proper Officer for appointments to be made to Select Committees by the Overview and Scrutiny Committee by 9 June 2015;

(6)           That the appointments made by the leader of the Council to Outside Organisations carrying out Executive functions as set out in Appendix 4 to these minutes be noted; and

(7)           That appointments to Outside Organisations carrying out Council, regulatory or non-Cabinet functions be as set out in Appendix 5 to these minutes.

            Recommendation:

(1)           That the scheme of officer delegation for Council and Regulatory Functions be noted.

The Constitution requires that the scheme of delegation be agreed at the Annual meeting. The current scheme has been attached with revised items hightlighted.

The Council’s Constitution required that the Scheme of Delegation be agreed at the Annual meeting. The current scheme had been reviewed with minor revised items highlighted. The scheme had been issued in Part 3 of the Council’s Constitution and would be reviewed by the Constitution Working Group in 2015/16.

RESOLVED:

That the Scheme of Officer Delegation for Council and Regulatory Functions attached be agreed.

To note the new and revised officer delegation in respect of Executive Functions approved by the Leader of the Council following the 2014/15 review.  (attached)

The schedule of Officer Delegation in respect of Executive Functions approved by the Leader of the Council following the 2014/15 review was noted.

            RESOLVED:

That the schedule of Officer Delegation in respect of the Executive Functions attached be noted.

            Recommendation:

That during 23015/16 ordinary meetings of the Council be held on the following dates;

28 July 2015;

29 September 2015;

3 November 2015;

15 December 2015;

16 February 2016;

18 February 2016 (reserve date for budget meeting)

26 April 2016;

26 May 2016 (Annual Council)

At its meeting on 16 December 2014, the Council adopted a calendar of meetings for the period from May 2015 to May 2016, which included ordinary meetings of the Council for the year.

It is a requirement of the Constitution that a programme of ordinary meetings of the Council be approved at the annual meeting of the Council. The dates set out above are those adopted on 16 December 20154.

An extraordinary meeting will be held on Tuesday 23 June 2015 in relation to the Langston Road Shopping Park.

On 16 December 2014, the Council had adopted a calendar of meetings for the period of May 2015 to May 2016, which had included the ordinary meetings of the Council. The Council’s Constitution required that a programme of ordinary meetings of the Council was approved at the annual meeting. The Council was also asked to note the extraordinary meeting of the Council on Tuesday 23 June 2015 in relation to the Langston Road Shopping Park.

            RESOLVED:

(1)  That during 2015/16 ordinary meetings of the Council be held on the following dates:

28 July 2015;

29 September 2015;

3 November 2015;

15 December 2015;

16 February 2016;

18 February 2016 (reserve date for budget meeting)

26 April 2016;

26 May 2016 (Annual Council)

(2)  That an extraordinary Council meeting of the Council had been arranged for Tuesday 23 June 2015 in relation to the Langston Road Shopping Park.