Agenda and minutes

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

2.         The Chairman will read the following announcement:

“This meeting will be webcast live to the Internet and will be archived for later viewing. Copies of recordings may be made available on request.

By entering the chamber’s lower seating area you consenting to becoming part of the webcast.

If you wish to avoid being filmed you should move to the public gallery or speak to the webcasting officer”

The Chairman 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.

(Director of Governance). To report the appointment of any substitute members for the meeting.

It was reported that Councillor H Whitbread was substituting for Councillor N Bedford.

Decisions required:

To confirm the minutes of the meetings of the Committee held on 19 April 2016.

RESOLVED:

That the minutes of the last Committee meeting held on 19 April 2016 be signed by the Chairman as a correct record.

(Director of Governance) To declare interests in any items on the agenda.

In considering whether to declare a personal or a prejudicial interest under the Code of Conduct, Overview and Scrutiny Committee members are asked pay particular attention to paragraph 11 of the Code in addition to the more familiar requirements.

This requires the declaration of a personal and prejudicial interest in any matter before an Overview and Scrutiny Committee which relates to a decision of or action by another Committee or Sub-Committee of the Council, a Joint Committee, or Joint Sub-Committee in which the Council is involved and of which the Councillor is also a member.

Paragraph 11 does not refer to Cabinet decisions or attendance at an overview and scrutiny meeting purely for the purpose of answering questions or providing information on such a matter.

(a)  Councillor D Wixley declared a non-pecuniary interest in the following item of the agenda by virtue of being a member of the Friends of Epping Forest. He advised that his interest was not prejudicial and he would remain in the meeting for the duration of the item and consideration thereon:

·         Item 6 Management of Epping Forest

(b)  Councillor S Murray declared a non-pecuniary interest in the following item of the agenda by virtue of being a member of the Friends of Epping Forest. He advised that his interest was not prejudicial and he would remain in the meeting for the duration of the item and consideration thereon:

·         Item 6 Management of Epping Forest

To receive a presentation from the Superintendent of Epping Forest, Paul Thompson and Judy Adams the Chairman of the Friends of Epping Forest on the present public consultation on the Forest Management Plan.

The Committee received a presentation from Mr P Thomson, Superintendent of Epping Forest and Ms J Adams, Chairman of the Friends of Epping Forest on the Management Plan Consultation for Epping Forest.

The consultation Epping Forest – The Next 10 Years ran from June to October 2015 with 1,600 individuals being contacted and responses received from 432.

The consultation was broken down into 6 themes:

(1)  Public recreation and enjoyment.

(2)  Preservation of the natural aspect.

(3)  Protection of the unspoilt forest.

(4)  Regulation and management.

(5)  Heritage.

(6)  Deer management.

Consultation Responses

(a)  Theme 1 – Public Recreation and Enjoyment

(i)   Keeping cycling on track

Responders felt that this issue was either important or very important. Although there was general support for cycling in the forest, there was concern amongst the Conservators of Epping Forest that forest land should not be relinquished for commuter cycling.

A further concern were the high speeds attained by cyclists, sometimes reaching 30 mph and riding at night.

(ii)          Keeping Trails in Working Order

There were over 60 km of major paths which had cost £420,000 to maintain over the last 5 years. The consultation had revealed concerns on drainage with some people supporting more signage, although others had expressed concern with there being too much.

(iii)         An Exciting Natural Playground

There had been 165 responses, it was felt that at the southern end of the forest, which was less dense, there could be an open space for a play area. It was acknowledged that there was a lack of play provision in the Woodford Green, Loughton and High Beech areas.

(iv)         Access for All

Comments were made asking for less signage to minimise its visual impact in the Forest better maintenance of paths and car parks. Those responding wanted to strike a balance between wild forest and established trails.

(v)          A Safe Place for Visitors

Respondents broadly agreed with all proposals with the exception of the take up membership for safety organisations such as visitor safety in the countryside. Other comments received focussed on provision of CCTV, increased Forest Keeper patrols, anti-social behaviour and drinking. There was also concern about rough sleepers using the forest as a bivouac.

(b)  Theme 2 – Preservation of the National Aspect

(i)   Grasslands and Heathlands

Respondents had broad agreement with all proposals the exception being the increased use of mechanical mowing of sites. Responses preferred grazing to mowing.

(ii)          Encouraging Commoner’s Grazing Rights

There were 108 responses with 30 comments, some concerned wooden fencing and its effects, a suggestion was to use invisible fencing.

(c)  Theme 3 – Protection of the Unspoilt Forest

(i)   Managing Cars and Car Parks

Respondents broadly disagreed with proposals concerning the introduction of fees and charges for car parking across the forest, reducing the number of car parks in the forest and introducing mobile or contactless payment for any car parking charges. A decision would be made in September 2016 on setting a small charge for car parking.

There was concern around  ...  view the full minutes text for item 5.

(Leader) To review the Cabinet’s Key Objectives and Forward Plan for the coming year.

The Committee received the Cabinet’s Key Decision List for review from the Democratic Services Manager.

There was a legal requirement for local authorities to publish a notice in respect of each Key decision that it proposed to make, at least 28 days before that decision was made. The Committee were invited to identify any particular issues which were of concern. Members noted that the cabinet were considering a feasibility study fir the re-development of the site at Norway House, North Weald. The Housing Portfolio Holder replied that a response to this would be issued in due course.

RESOLVED:

That the current Key Decision List be noted.

(Director of Governance) To consider the attached report.

The Committee received a report from the Democratic Services Officer regarding the Corporate Plan Key Action Plan 2015/16 – Quarter 4 (Outturn) position.

The Corporate Plan 2015-2020 was the Council’s highest level strategic planning document. It set the strategic direction for the authority for the five year lifetime of the Plan. It focused on a number of key areas that the Council needed to concentrate on during that time and helped prioritise resources to provide quality services and value for money.

These key areas were known as the Corporate Aims and were supported by a set of Key Objectives representing the Council’s high level initiatives and goods to achieve these aims. These objectives were delivered via an annual Key Action Plan. The Key Action Plan 2015/16 was made up of action and deliverables designed to secure progress against each of the Key Objectives 2015/16. Annual action plans would be developed which built on progress achieved during preceding years.

RESOLVED:

That the Outturn Report on Key Objectives 2015/16 be noted.

(Director of Governance) to consider the attached report.

The Committee received the Overview and Scrutiny Annual Report for 2015/16 from the Democratic Services Manager.

Further to the Overview and Scrutiny Committee meeting held on 19 April 2016, the annual report had been amended incorporating comments made by the committee at that meeting. Members were asked to agree the report for referral to the full Council for its 26 July 2016 meeting.

Councillor S Neville advised that in regard to the Neighbourhoods and Community Services Select Committee case study, paragraph (xii) PICK Form on 20 mph Speed Limit, there should be a correction, as he felt that the current policy for consideration of 20mph limits on local roads would be considered by a Cabinet member if the mean speed was 21 – 29 mph. Officers said they would re-examine this.

The Committee also extended its gratitude to the former Chairman of the Overview and Scrutiny Committee, Councillor R Morgan, for his work and commitment over the years with this committee.

RECOMMENDED:

That the Annual Overview and Scrutiny Report for 2015-16 be recommended to the Full Council for its meeting on 26 July 2016.

Decision Required:

(1)        To appoint members to the following Select Committees in accordance with pro-rata in the proportions shown below (full name list to follow):

(2)        To consider requests for appointments to Select Committees by non affiliated members; and

(3)        To appoint a Chairman and a Vice Chairman to the following Select Committees:

1.         (Director of Governance) The Council has agreed that pro rata apply to Overview and Scrutiny Select Committees only. The Overview and Scrutiny rules provide that the memberships must reflect pro rata requirements and the lowest number of members required to achieve cross-party representation whilst allowing the inclusion of members who are not members of a political group or are not members of the Overview and Scrutiny Committee. This year it has been agreed by  Group Leaders that the Select Committees should have 11 members.

2.         The Committee are asked to make appointments to Select Committees in accordance with the Overview and Scrutiny Procedure rules.

3.               Nominations to Chairman and Vice Chairman of these Select Committees are excluded from the calculation required under the Council's protocol regarding allocation of Chairman and Vice-Chairman positions between the political groups.

4.         Nominations to the Select Committees, which may be submitted up until the day of the meeting, were sought through officer liaison with the Group Leaders and via the Appointments Panel. A list of any further nominations will be tabled at the meeting.

The Committee received a report from the Democratic Services Manager regarding membership of the Overview and Scrutiny Select Committees 2016/17.

The Overview and Scrutiny framework was currently based on a structure of four select committees and had been established at the start of the last municipal year.

Article 6 of the Council’s Constitution required that the Committee determined the number of select committees and reviewed them. In addition, the membership of the select committees was to be appointed by the Overview and Scrutiny Committee at the first meeting each year, as such appointments were reserved to the Committee and not made by the Council. As a result of the change in the political make-up of the Council arising from the recent local elections there were a number of options available to achieve the pro-rata membership requirements of the Constitution for the select committees for 2016/17.

It was advised that the UKIP Group would nominate one Councillor for membership of the Governance Select Committee but were not proposing membership of other committees. The Conservative Group were nominating two members for the Governance Select Committee as well.

A vote was taken on the Chairmanship for the Communities Select Committee, Councillor S Murray (Independent) was proposed and defeated. Councillor Y Knight (Conservative Group) was proposed and agreed. Therefore Councillor Y Knight became Chairman of the Communities Select Committee.

The Committee subsequently thanked Councillor S Murray for his work chairing the former Housing Select Committee and his assistance to the Housing Portfolio Holder.

RESOLVED:

(1)  That, in order to reflect pro rata and achieve the cross party rules of the Council’s Constitution, each of the select committees comprise 15 members for 2016/17;

(2)  That, the relinquishment of the entitlement of the UKIP Group to a seat on the Communities Select Committee and the Neighbourhoods Select Committee for 2016/17 be noted and that these seats be offered to independent members for the year;

(3)  That, the appointments to the select committees annexed to these minutes be adopted; and

(4)  That, appointments be made to the position of Chairman and Vice-Chairman of each select committee for 2016/17, as set out in the appendix to these minutes.

(a)          To consider the updated work programme

The current Overview and Scrutiny work programme is attached for information.

(b)          Reserve Programme

A reserve list of scrutiny topics is required to ensure that the work flow of OSC is continuous.

OSC will ‘pull out’ items from the list and allocate them accordingly once space becomes available in the work programme following the completion of existing reviews.

Members can put forward any further suggestions for inclusion in the reserve list either during the meeting or at a later date.

Existing review items will be dealt with first, then time will be allocated to the items contained in the reserve work plan.

A blank PICK form is attached for members use.

The Committee considered the current updated Overview and Scrutiny work programme. The Chairman suggested that a separate meeting be arranged for all Chair and Vice-Chair of scrutiny select committees to meet and discuss their work programmes, this invite was also extended to any member of the authority. A bulletin item would draw all member’s attention to this proposal. The Democratic Services Manager advised that the first cycle of select committee meetings could draw out the priorities before this special meeting gathered.

RESOLVED:

(1)  That officers arrange a special meeting to be held of all Chair and Vice-Chair of scrutiny select committees to discuss this year’s work programmes as soon as possible;

(2)  That a Council Bulletin item be published advising members of this meeting and inviting them to attend.