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 29 July 2014 (attached)

            RESOLVED:

That the minutes of the meeting held on 29 July 2014 be taken as read and signed by the Chairman as a correct record.

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

(a)        Apologies for Absence

(b)       By Election Results – Broadley Common, Epping Upland and Nazeing and Epping Hemnall.

The Chairman will welcome the following newly elected Councillor Robert Glozier as the member for Broadley Common, Epping Upland and Nazeing for the remainder of the current municipal term to May 2015.

The Chairman will also welcome the Councillor for Epping Hemnall following the by-election on 25 September 2014.

(c)        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)         Newly Elected Members

The Chairman welcomed the newly elected Councillor for the Broadley Common, Epping Upland, and Nazeing Ward; Councillor R Glozier and the Epping Hemnall Ward; Councillor K Adams.

(ii)        Youth Council

The Chairman welcomed the Youth Council members attending the meeting.

(iii)       Councillor Girling

The Chairman announced that Councillor Girling’s wife had given birth to twin girls yesterday.

(ii)        Events

The Chairman reported on some of the events he had attended since the last meeting of the Council. The Council noted that the Chairman had been to many events around the District and Essex including  the Annual Petanque Match with Epping Town Council, WW1 Commemorations in Moreton, followed by a ‘Lights Out’ Event at the Civic Offices and then onto the British Legion at Hemnall Street, Fyfield Fun Day, the First World War Centenary with the Council of Sikh Gurdwaras in Chigwell,  Harlow Civic Garden Party at Gibberd Gardens in Harlow, Rochford Civic Service in Rayleigh, the Clacton Air Show, the Epping Forest Scout Conservation Project at Fairmead Scout Campsite, ‘Design Icons’ exhibition at the Time Machine, Harlow,  a commemorate event for Private Sidney Godley a Loughton Cemetery with the Youth Council,  North Weald Airfield Fun Day, Hillmans Cottages flood alleviation scheme at Abridge, Holy Cross at Waltham Abbey, Scout Association at Skreens Park  and  Costermonger’s Harvest Festival in Guildhall Yard in London.

(iii)       Floral Display

The Chairman advised that he intended to send the flowers from tonight’s meeting to Mrs M O’Donell, who would be turning 100 years old in October 2014.

(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;

(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.

Question to Councillor G Waller, Portfolio Holder for Safer, Greener, Transport by Councillor S Murray.

White Lines

“White lining on our roads and junctions are necessary for safety reasons and as an aid to good driving. The present state of our white lining as evidenced by myself and others in the Loughton and surrounding areas is in a very poor condition and at many key junctions and roundabouts and roundabouts it is almost invisible.

Would the Portfolio Holder agree that this once again represents a major failing by Essex County in a key highways function and can he outline what steps he has taken already to try and rectify this unsafe and unsatisfactory situation and what further steps he intends to take to ensure that Essex Highways maintain our white lines to a safe and acceptable standard?”

(a)          White Lines

By Councillor S Murray to Councillor G Waller, Portfolio Holder for Safer, Greener, Transport

“White lining on our roads and junctions are necessary for safety reasons and as an aid to good driving. The present state of our white lining as evidenced by myself and others in the Loughton and surrounding areas is in a very poor condition and at many key junctions and it is almost invisible.

 
Would the Portfolio Holder agree that this once again represents a major failing by Essex County in a key highways function and can he outline what steps he has taken already to try and rectify this unsafe and unsatisfactory situation and what further steps he intends to take to ensure that Essex Highways maintain our white lines to a safe and acceptable standard?” 

Response by Councillor G Waller, Portfolio Holder for Safer, Greener, Transport

“I thank Cllr Murray for his question.  As he indicates, responsibility for the maintenance of existing white lines and the installation of new ones is that of Essex Highways.   I am aware that in recent months white lines have been repainted across the county.  This was something that the then County Portfolio Holder for Highway Maintenance, Councillor Bass, told us about when he presented his report to the Local Councils Liaison Committee several weeks ago.  Unlike single and double yellow lines, white lines do not enable parking enforcement.   I have sought clarification from Essex Highways and they inform me that “Existing white lining is maintained by Essex Highways in accordance with the Maintenance Strategy which can be accessed via the Essex County Council website.  Any new white lining requests would be considered to be a ‘highway improvement’ and would be referred to the Local Highways Panel for consideration, to recommend to the Cabinet Member for approval.

If there are safety concerns around road junctions and/or roundabouts, then other traffic management measures may be required, and these can be investigated by the Local Highways Panel or the North Essex Parking Partnership.  If Councillor Murray would like any specific sites to be investigated, then I would be happy to assist.”

Additional question by Cllr Murray

In his opinion why does he think that Essex County Council have allowed the deterioration of the white lines to occur?

Response by Councillor Waller

Councillor Waller believed that the deterioration of the white lines had occurred over several  years. As a result there were numerous white lines that needed replacing and this would take sometime to complete. He advised that many white lines had recently been replaced and he was unable to say whether different parts of the District had waited longer than others but he was willing to discuss the situation with Cllr Murray.

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 Portfolio Holder;

(c)          Report of the Environment Portfolio Holder;

(d)          Report of the Finance Portfolio Holder (attached);

(e)          Report of the Governance and Development Management (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;  

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

(j)            Report of the Technology and Support Services Portfolio Holder (attached).

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

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

(a)        Leader of the Council

The Leader advised that he had met with the Leader of Braintree Council, Councillor Butland to discuss items of mutual interest between the Essex Authorities and working together in respect of the duty to co-operate under the Local Plan.

Councillor Whitbread reported that he had met with the local MP Eleanor Laing, to discuss residents concerns in the District and he had also attended the South East Local Enterprise Partnership(SELEP) Board meeting, covering Essex, Kent and parts of Sussex where he continued to press for resources for Essex. 

He recently chaired the meeting of One Epping Forest, where he received a presentation on how services for early year’s children were commissioned by the County Council which well attended. The Leader advised that the Local Strategic Partnership continued to deliver good outcomes, but future funding for the Partnership was an issue.

The Leader informed Members that the Department of Education had confirmed the successful application of a Free School in Ongar and he wanted to congratulate everyone involved on this success for the District.

(b)        Assets and Economic Development

The Portfolio Holder for Assets and Economic Development updated Members on the various development sites as follows;

·                     The Langston Road, Loughton development had been agreed in draft with a detailed report going to the November 2014 Cabinet Committee. Specialist advisors would be on hand to answer any questions that Members may have on the report;

·                     The Oakwood Hill, Loughton site had now received planning permission and following site surveys, planning conditions and confirmation of services to be relocated, the target date for completion was late Summer 2015;

·                     Following a positive discussions with Essex County Council, to deliver a proposed mixed use development on the St John’s, Epping site, a report was coming to the Cabinet Committee on 6 October, which would be in private session;

·                     The Town Mead Depot, Waltham Abbey site was under discussions with the Environmental Agency with a view to pursuing a planning application for residential development; and

·                     The disposal of Leader Lodge, North Weald was currently in the hands of the solicitors with the view to achieve the highest price whilst keeping the building. 

(c) Housing Portfolio Holder

Councillor Stallan advised that he wanted to amend his report to advise that a planning application for a development at Burton Road, Loughton would be submitted.

(d)        Leisure and Community Services

Councillor Kane advised that she intended to make a statement on the Waltham Abbey Royal Gunpowder Mills under item 16 of  ...  view the full minutes text for item 38.

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)        Broadway Parking Review

Councillor C C Pond asked the Safer, Greener and Transport Portfolio Holder when the Broadway Parking Review would commence given that the Buckhurst Parking Review was nearing completion?

Councillor Waller advised that a date could not be given but as soon as the Buckhurst Hill Review had been completed, the Broadway Parking Review would commence.

(b)        Public Safety

Councillor Murray asked the Leader of the Council, whether

(1)          He shared the concern of Councillor Murray and the general public at the escalating number of serious and violent crimes within the District?

(2)        Whether he would like to comment on the near invisibility of the local police?; and

(3)        Did he have anything to say about the hundreds of workers in the District who will have to walk to public transport in the dark for the next six months due to the lights being switched off till 6 am.

Councillor Whitbread advised that public safety was always a concern and that the Council would work together with the police to make sure that there was adequate policing in the District. He advised that the perception of crime was worse than reality and he was working together with the Local MP to do their best to deal with the issues and make sure that the Police were committing adequate resources.

(c)        Safety and Disturbance

Councillor J H Whitehouse asked the Portfolio Holder for Safer, Greener and Transport about an update on the work of the Night Time Economic Group and whether he felt there were lessons to be learnt from the recent disturbances in the District.

Councillor Waller advised that there was great concern about the recent stabbing in Epping but neither the victim nor the alleged perpetrator were from the District. Both clubs involved cooperated with the Safer Communities Team and Police providing CCTV images. Unfortunately the High Street was closed for some time and people were concerned about the greater impact of the two clubs on Epping High Street. He advised Members that the Licensing Committee would consider whether any licensing concerns had been raised and the matter would be brought to the Licensing Committee’s attention.

(d)        The Royal British Legion Covenant

Councillor Angold-Stephens asked the Leader of the Council if he would consider a proposal from the Royal British Legion regarding a Community Covenant to disregard military payments when it came to means testing residents for housing support and prioritise the Disability Aids Grant to residents who serviced in the Armed forces, if these factors were not already taken into account by the Council.

Councillor Leader advised that the Council would look into the Covenant.

(e)        Highways Repairs

Councillor Whitehouse asked whether the Council would consider the Essex County Council offer to match fund £50,000, for highways issues. He advised that in conjunction with the significant underspend on the Councils general fund last year of £383,000,  the Council could match the offer to facilitate the badly needed highways repairs in the District, in particular the  ...  view the full minutes text for item 39.

(a)        Home-Start Epping Forest

Moved by Councillor Murray and Seconded by Councillor Gode

“This Council notes:

the closure in August of  Home-Start Epping Forest following the expiry of its core funding from Essex County Council and the West Essex Clinical Commissioning Group; and
 

This Council resolves to thank Home-Start  Epping Forest and its many volunteers for its 24 years of outstanding service to over 1,000 young families in the Epping Forest area.”

Motion as first moved ADOPTED

            RESOLVED:

That this Council thank Home-Start  Epping Forest and its many volunteers for its 24 years of outstanding service to over 1,000 young families in the Epping Forest area be recorded.

(b)       Sustainable Communities Act

Moved by Councillor Neville and Seconded by Councillor Gode

“This Council notes:

(1)        that large retail outlets, whilst bringing certain benefits to the local area, can also negatively affect the local economy – for example, whilst 50p of every pound spent at a small retailer remains in the local economy, only 5p of every pound spent at a large supermarket does so;

(2)        the Federation of Small Businesses’ estimate that business rates are five times more expensive for small businesses as a proportion of turnover than they are for large ones;

(3)        Therefore welcomes the fact that 20 councils of all political colours have jointly submitted a proposal to the government under the Sustainable Communities Act, for Local Authorities to be given the power to raise a levy on the largest retail outlets, to help redress this imbalance, the wording of the proposal being that:

"The government give local authorities the power to introduce a levy of up to 8.5% of the rateable value on supermarkets or large retail outlets in their area with a rateable annual value not less that £500,000 and for the revenue to be retained by local authorities in order to be used to help improve their local communities."

(4)        that the cost to large retailers of the VAT rise in 2011 was thirty-five times higher than this levy would be;

(5)        that the proposed terms of the levy would currently raise money from the 5 largest retailers in Epping Forest District to support our local communities, though this Council could choose to set a levy lower than 8.5%, and a qualifying rateable value higher than £500,000;

This Council resolves to:

Supports the above proposal, and resolves to write to the Secretary of State for Communities and Local Government to urge him to do the same.”

Lost

            RESOLVED:

            Motion was not adopted.

To consider the attached report and the Statutory Statement of Accounts 2013/14 being submitted to the Audit and Governance Committee on 25 September 2014.

The Chairman of the Audit and Governance Committee will report orally on that Committee’s consideration of and recommendations regarding the Statutory Statement of Accounts 2013/14.

Mover: Councillor A Watts, Chairman of the Audit and Governance Committee.

Councillor Watts submitted a report regarding the Statutory Statement of Accounts for 2013/14.

Report as first moved ADOPTED.

RESOLVED:

That the Statutory Statement of Accounts for 2013/14 be adopted.

(a)        Supplementary funding for the implementation of the new structure for the Asset Management & Economic Development Team.  

To consider a report of the Cabinet seeking supplementary funding from the Continuing Services Budget for the above. (Report attached)

Supplementary funding  for the new structure of the Asset Management and Economic Development Team.

Mover: Councillor A Grigg, Assets and Economic Development Portfolio Holder

Councillor Grigg presented a report for supplementary funding for the implementation of the new structure for the Asset Management & Economic Development Team.

The Portfolio Holder advised that a supplementary estimate from the Continuing Services Budget for £30,770 was required to implement the new structure.

Report as first moved ADOPTED

RESOLVED:

That the supplementary estimate from the Continuing Services Budget for £30,770 be approved.

Recommendation:

To approve the following appointment for the remainder of the current municipal year:

(a)          Councillor Girling to replace Councillor Angold-Stephens on the Loughton Broadway Town Centre partnership;

(b)          To appoint Councillor R Glozier and the elected Member from the Epping Hemnall Ward by-election on 25 September 2014 onto Plans East Sub-Committee.

(Director of Governance) A nomination has been received from the Loughton Residents Association for (a) a change of Council representation on outside organisation 2014/15 for a town centre Partnership, Loughton Broadway (b) to appointment newly elected members from the Broadley Common, Epping Upland and Nazeing and Epping Hemnall Wards to Plans East Sub-Committee.

The Council is asked to approve the nomination set out in the recommendation.

The Council received notification of a change of representative for the Loughton Broadway Town Centre partnership and appointments to Planning Sub-Committees following the by elections for Broadley Common, Epping Upland and Nazeing and Epping Upland.

            RESOLVED:

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

(a)           Councillor L Girling to replace Councillor K Angold-Stephens on the Loughton Broadway Town Centre partnership;

(b)           Councillor R Glozier as a member of the Plans West Sub-Committee; and

(c)           Councillor K Adams as a member of the Plans East Sub-Committee.

(a)          To receive the report of the Chairman of Overview and Scrutiny Committee and to answer any questions asked without notice in accordance with Council procedure rule 12.7(b) and 12.09(c);and

(b)          Reports of Overview and Scrutiny Panels (if any).

(i)            Review the Polling District polling places and Polling Stations

(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.

(b)       Reports of the Overview and Scrutiny Report to Council

(i)         Review of the Polling District Polling Places and Polling Stations

Mover: Councillor M Sartin Chairman of Constitution & Members Services

Councillor Sartin submitted the report

 of the Committee regarding the review of the Polling District, Polling Places and Polling Stations.

Report as first moved ADOPTED

            RESOLVED:

(1)  That, the proposals for Polling Districts and Polling Places in the Epping Forest District set out in Appendix 1, 1a and 1b and the reasons set out in Appendix 2 to these minutes be approved;

(2)  that the proposals be published and copies made available for inspection by the public at the Civic Offices, in at least one place in each Parliamentary Constituency covering the Epping Forest District and on the Council’s website;

(3)  to note the intention of the Electoral Registration Officer to reflect the alterations required in the revised electoral register to be published on 1 December 2014; and

(4)  that the (Acting) Returning Officer when determining the location of Polling Stations for future elections,  take account of the comments made about Polling Stations during the consultation period be agreed.

To note the attached decision taken by the Chairman of the Council to waive the call-in provisions of the Overview and Scrutiny Rules.

The Council noted that the Chairman of the Council had agreed that a decision of the Housing Portfolio Holder to waive Contract Standing Order C3 (2) (‘Contracts Not Exceeding £25,000’) to obtain three written quotations for the urgent installation of a new sewage treatment plant at Walls Green, Willingale, CM5 0QW, should be treated as a matter of urgency and not be subject to call-in.

To note the attached decision taken by the Deputy Leader of the Council to amend the terms of reference of this Cabinet Committee.

The alteration is:

(a)          To decide, where necessary, the names of developments undertaken through the Council Housebuilding Programme, following consultation with the Parish or Town Councils and Ward Members.

The Council noted a decision taken by the Deputy Leader of the Council to amend the terms of reference of the Housebuilding Cabinet Committee, to decide, where necessary, the names of developments undertaken through the Council Housebuilding Programme, following consultation with the Parish or Town Councils and Ward Members.

(a)          To receive from Council representatives the reports (attached - if any) 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

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

(a)        Waltham Abbey Royal Gunpowder Mills Ltd

Councillor Kane advised that she had met with the Chief Executive of Waltham Abbey Royal Gunpowder Mills, where he had confirmed that contrary to media speculation there were no immediate plan to cease trading or sell off the site. She would update members with more information as and when it was available.