Agenda and minutes

This meeting is to be webcast. Members are reminded of the need to activate their microphones before speaking. The Democratic and Electoral Services Team Manager will read the following announcement:

“The chairman 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 Democratic and Electoral Services Manager 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 Council is invited to stand for a minute’s silence in tribute to the memory of former District Councillor Ann Haigh who has recently passed away.

Ann Haigh was appointed to the Council in 1996 and served until May 2010. She represented the Buckhurst Hill East Ward of the District as a Liberal Democrat Councillor and during her term of office was been appointed to many of the Council’s member bodies.

Former Councillor Ann Haigh was appointed Chairman of Council for the 2006/07 municipal year and was a great supporter of the arts and culture, as well as doing much to bring people of different faiths together. She was the last chairman of the District Council’s Leisure Services Committee before the adoption of the new cabinet model.

The Chairman informed members of the death of former Councillor Ann Haigh. The former Councillor Ann Haigh had been appointed to the Council in 1996 and served until May 2010. She had represented the Buckhurst Hill West Ward of the District as a Liberal Democrat Councillor. In the 2006/07 municipal year she had been appointed as Chairman of Council and was a great supporter of the arts and culture, as well as doing much to bring people of different faiths together.

Members paid tribute to the memory of former District Councillor Ann Haigh and stood for a minute’s silence in her memory.

The Chairman of Council addressed the meeting first, followed by the Leader, Group Leaders, and other members. They remembered how dedicated she was in her role as a councillor and to the community and that she also served on Essex County Council and the Parish Council.

To declare interests in any item on the agenda.

a)             Pursuant to the Council’s Members’ Code of Conduct, Councillor S Murray declared a non-pecuniary interest in item 14, Independent Member Remuneration Panel – Members’ Allowance Scheme 2023/24, by virtue of knowing the Chairman, Mr S Lye, from Roding Valley High School, a former colleague and friend.

To approve as a correct record and sign the minutes of the meeting held on 11 October 2022, as attached.

            RESOLVED:

That the minutes of the Council meeting held on 11 October 2022 be taken as read and signed by the Chairman as a correct record.

(a)        Chairman’s Announcements

(a)           Announcements by the Chairman of the Council

(i)             Councillor J Parsons

The Chairman formerly welcomed Councillor J Parsons to his first Full Council following his successful election for Waltham Abbey South West in October 2022.

(ii)            Moving date of Full Council

The Chairman apologised for moving the date of this meeting from 13 December to 20 December 2022, but this was because of the severe wintry conditions experienced last week.

(iii)          Chairman’s events

The Joint District and Epping Town Council Celebration of Christmas Service had also been cancelled last week for the same reason. However, the Chairman had attended the Menorah Lighting in Epping on 19 December and would be attending the Menorah Lighting in Chigwell on 22 December 2022.

To answer questions asked after notice in accordance with the provisions contained within Part 4 of the Council 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 any Portfolio Holder; or

(c)        to the Chairman of the Overview and Scrutiny Committee.

Questions, if any, will follow if not received in time to be incorporated into the agenda.

Question by Mr Terry Blanks, resident or North Weald to the Leader of Council, Councillor C Whitbread.

Qualis Homes Limited

For what reason did the Council set up the new company known as Qualis Homes Limited in May 2022?

Response given by Councillor J Philip, Finance Portfolio Holder, on behalf of the Leader

The Qualis Group had set up Qualis Homes Limited, not the Council, for marketing new homes and to protect the web address. It would be launched in 2023.

In a second question, Mr Blanks stated that Qualis Homes Limited had two employees, who were also directors. It was not part of the shareholder agreement like the three other subsidiaries, why was this?

Councillor J Philip replied that Qualis operated as an independent company. Mr A Small (Strategic Director and Section 151 Officer) also sat on Qualis. The customer side of Qualis would be launched in 2023. The Board worked as the Board of the Qualis Group.

To answer questions asked after notice in accordance with the provisions contained within the Council’s rules in Part 4 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 any Member of the Cabinet; or

(d)                  the Chairman of any Committee or Sub-Committee.

The Council’s rules provide 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 questions by members under notice that had been submitted for consideration at this meeting.

To receive reports and any announcements from the Leader and members of the Cabinet on matters falling within their area of responsibility:

(a)        Report of the Leader of Council (verbal);

(b)        Report of the Place Portfolio Holder (attached);

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

(d)        Report of the Housing & Community Portfolio Holder (attached);

(e)        Report of the Wellbeing & Community Partnerships Portfolio Holder (attached);

(f)         Report of the Customer Portfolio Holder (attached);

(g)        Report of the Contracts & Commissioning Portfolio Holder (attached);

(h)        Report of the Technical Services Portfolio Holder (attached);

(i)         Report of the Internal Resources Portfolio Holder (attached);

(j)         Report of the Reviews & Efficiency Portfolio Holder (attached);

The Council received written reports from Portfolio Holders. The Chairman invited the Leader of Council to provide an oral report and the opportunity for other members of the Cabinet to give updates on matters concerning their relevant portfolios.

(a)           Leader of Council

Since the last meeting, the Leader reported attending meetings with residents Epping Town Council and Epping market traders. Everyone was able to use the District’s car parks for free parking at the weekends in December. Before Council this evening, there had been a webcast on the Government paper on devolution, but this did not involve local government reform, in addition to the proposals for the North Essex Authorities to work more closely together. The Chief Executive, G Blakemore, was also actively engaged and the Council needed to be looking at new partnership working.

The Leader appointed Councillor J Parsons to Area Plans West, who was attending his first full Council. He also appointed Councillor S Kane to the Constitution Working Group to replace Councillor S Rackham, who was no longer a member of the Conservative Group but was an Independent member of the Council.

(b)           Housing and Community Portfolio Holder

Councillor H Whitbread announced the appointment of Interim Housing Director (Housing Revenue Account) P Wharfe since D Fenton had left the Council. She thanked D Fenton for her work on the Council housebuilding projects and ‘More than Bricks and Mortar’ scheme and that properties were up to a high standard.

Much work was being done to promote the warm places scheme during the winter with Voluntary Action Epping Forest and churches across the District. Furthermore, during the severe weather last week an emergency protocol had been in place for homeless people, so no one was sleeping rough. Housing officers had also organised a Christmas party for the Norway House residents last week.

Congratulations were announced to D Butler (Young Persons Officer) in recognition of her work with the Epping Forest Youth Council, which was awarded to her by the Jack Petchey Foundation.

(c)           Customer Portfolio Holder

Councillor A Lion reported on the use of a new web assistant feature known as a ‘chat bot’ on the Council’s website, which was helping to deal with customers’ enquiries especially on waste management. It had been well accepted by the public and there had been an 11% reduction in direct contacts. Following the Local Councils’ Liaison Committee meeting in November, Customer Services had put in a new process for local councils to work with the District Council and a new direct contact has been set up for them to use.

(d)           Internal Resource Portfolio Holder

Councillor S Kane reported a virtual all-member briefing would be held on 10 January 2023 at 18.00 on the Elections Act 2022 about the changes coming in for the May 2023 elections. The Zoom meeting invite had been published in the Council Bulletin of 23 December.

(e)           Finance Portfolio Holder

Councillor J Philip announced the Council had been successful in its bid to central government and  ...  view the full minutes text for item 47.

The Council’s rules provide for questions by any member of the Council to the Leader or any Portfolio Holder, without notice on:

(i)            reports under the previous item; 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.

The Council’s rules provide that answers to questions without notice may take the form of:

(a)            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 Service Director.

In accordance with the Council’s rules, 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 ten minutes at their discretion.

(a)           Theydon Bois wheelie bin recycling trial

Councillor C Amos reported he was pleased Theydon Bois had trialled the recycling bins in place of the clear sacks, but he not been able to take part because his road had not been included. How long would the trial last? What were the criteria for success? How much of a financial gain would the Council achieve by using the new wheelie bins rather than recycling bags?

Councillor J Philip replied he was taking part in the trial and was sorry that Councillor Amos had been unable to. The recycling wheelie bin trial was going quite well but other aspects of the trial would be assessed to see how it worked and what had worked etc. When rolled out, the recycling wheelie bin would be part of the new waste contract. The Council spent hundreds of thousands of pounds on clear recycling sacks every year and they were often used by people for things other than recycling waste.

(b)           Salt grit bin scheme

Councillor T Matthews queried the confusion of clearing some roads and pavements that happened during the recent severe cold weather last week.

Councillor N Bedford advised that Essex County Council administered the salt grit bin scheme, which town and parish councils could subscribe to, and was the responsibility of the Local Highways Panel. He would encourage all local councils to opt into the scheme and work together. Residents should also offer their support and help to clear snow.

(c)            Housing Maintenance

Councillor R Bassett wished to congratulate the Housing Maintenance team for achieving the shortlist for most innovative property services.

Councillor H Whitbread also congratulated Qualis on Housing Maintenance being shortlisted for this award. She recognised that there were challenges and welcomed the scrutiny approach taken by the Chairman of Overview and Scrutiny Committee, Councillor H Kane. The performance of Housing Maintenance was as good if not better and was more innovative since the transfer of this service to Qualis.

(d)           Street cleaning

Councillor J M Whitehouse asked if the Biffa street cleaning teams had been directed to clear pavements during the prolonged cold weather, as it did not happen this time?

Councillor C Whitbread answered that Biffa staff had been clearing pavements in Epping (town). More salt grit bins were needed but many were low on salt grit. The next delivery of salt grit was expected soon. A more joined up approach was needed between Essex County Council, EFDC and the parish councils, so more local councils would invest in this scheme.

(e)           London Ultra-Low Emission Zone (ULEZ)

Councillor K Rizvi remarked that many people in the south of the District would be affected by the impact of the London ULEZ zone extending out. Examples included residents attending Whipps Cross Hospital for appointments and visiting family in the hospital. Does the Cabinet member share my strong opposition to the scheme and what representations had the Council made?

Councillor N Bedford acknowledged that with the London mayor extending the ULEZ  ...  view the full minutes text for item 48.

To consider any motions, notice of which has been given under the Council’s rules.

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 the meeting.

Stephen Lye, Chairman of the Independent Remuneration Panel, to present a report to Council recommending the Members’ Allowance Scheme for 2023/24.

With the agreement of members, the Chairman brought item 14 forward, ahead of item 12 (Corporate Plan 2023 – 2027).

This report was presented to Full Council by Mr Stephen Lye on behalf of the Panel, which was recommending that no changes were made to the Members’ Allowance Scheme 2023/24. As detailed in the report, the Council had the lowest basic allowance of comparable and neighbouring authorities and the second lowest in Essex. The Panel was also concerned that the work undertaken by members of this Council could be perceived as being of lower value than the work undertaken by members of other councils as their members were better paid. Since the Council was undergoing an electoral review by the Local Government Boundary Commission for England, the Panel felt there was the opportunity for a full review of the basic allowance once the process was complete.

The Leader thanked Mr Lye. Following the budget report and the savings that needed to be made, he appreciated the hard work of councillors on behalf of the Council. When the Council reached the all-out elections in May 2024, then the basic allowance could be looked at.

            RESOLVED:

(1)        That for the 2023/24 municipal year, no change be made to the level of Basic Allowance of £4,300 per member per annum, currently included in the Council’s Members’ Allowances Scheme;

(2)        That for 2024/25 and future municipal years, the Council be encouraged to increase the Basic Allowance to bring the Council up to the level of the Basic Allowance paid by other Councils;

Special. Responsibility Allowance

(3)        That for the 2023/24 municipal year, no changes be made to the level of the Special Responsibility Allowances currently included in the Members’ Allowances Scheme;

(4)        That for the 2023/24 municipal year, the implementation level of Special Responsibility Allowance applied to the responsibilities identified in the Members’ Allowances Scheme be retained at their current level;

Revised Scheme and Guidance

(5)        That subject to the above recommendations and other matters set out in this report, the Members’ Allowances Scheme and Guidance for 2023/24, attached at Appendix 2 to this report, be adopted and implemented with effect from 25 May 2023; and

(6)        That the Panel continue to be kept appraised of the Council’s intentions regarding any future restructure or governance review proposals arising from the electoral review of the Council being undertaken by the Local Government Boundary Commission for England that directly affect the application of Special Responsibility Allowance for the specific member roles and responsibilities currently reflected in the Members’ Allowances Scheme.

(The Leader of Council) To consider the attached report recommending that the new Corporate Plan for the period 2023 – 2027 be agreed.

Introduced by the Leader, the Corporate Plan 2023 – 2027 was the Council’s highest level strategic document. It shaped the ambitions and work of the Council. A new set of corporate aims, which would be reviewed annually, and a new set of key results had been developed to support the aims and key objectives for Stronger Communities, Stronger Place and Stronger Council. It provided a good vision of the Council we wanted to be. Pre-scrutiny had been undertaken by the Overview and Scrutiny Committee and the Cabinet had recommended it to Council.

RESOLVED:

(1)           That the new Corporate Plan for 2023 – 2027 be agreed.

That Council approve the consultation response as set out in Section 3 of the report attached for submission to the Local Government Boundary Commission (England).

The report summarised the progress made with the ongoing electoral review by the Local Government Boundary Commission (England) (LGBCE). The Leader explained that Councillor J Philip was leading the Boundary Review Portfolio Holder Advisory Group (PHAG) and had done most of the work. Going forwards councillors would be elected by thirds. The PHAG had looked at the proposed warding patterns and the Council was of the opinion the very large Rural East ward was not the best option and was instead proposing three one-member wards. The public consultation on the proposed warding patterns had closed on 12 December 2022 but the LGBCE would accept the Council’s late decision from its meeting tonight, as this meeting had been rescheduled. Councillor S Murray’s comments about the proposed ward of Buckhurst Hill East and Whitebridge had been provided for information.

The following debate highlighted some key concerns.

·     Councillor D Murray explained that his submission showed why the proposed ward for Buckhurst Hill East and Whitebridge did not have a strong community interest, as all the key components were different. It had been a mistake to agree to elect councillors by thirds, which he had voted against, over communities. The Leader advised that it had been very clear at the time when three-member wards had been discussed that the Council needed a strong argument. With the more urban areas in the south of the District, there was more of a divide in some communities, but he supported the LGBCE’s warding patterns with the exception of Rural East.

·     Councillor H Kauffman supported Councillor Murray’s arguments for not joining Buckhurst Hill East and Whitebridge into one new ward.

·     Councillor R Brookes, who had voted for all-out elections every four years, also thought there was a special case for the Buckhurst Hill East and Whitebridge ward. She remarked that the Broadway ward would divide the street in half yet there was a strong community interest.

·     Councillor J Philip was not denying there were differences between Buckhurst Hill and Whitebridge, but they were not significantly different in his opinion. Councillor H Brady had six parish councils in her ward, and the residents would go to different towns. The strongest approach was to accept the other proposed wards with the exception of Rural East. This was a bad idea because of the sheer physical distance, so the proposal was for three-one member wards from west to east.

·     Councillor S Heap commented on devolution at the first-tier authority level but not for local government. The Council would hopefully have an adopted Local Plan soon, but who knew when local government would be reformed.

·     Councillor A Lion commented that his Grange Hill ward had different communities, but he looked after all the residents. Councillor J Philip replied that wards did have different communities within constituencies, but it was not a reason to split up a ward.

            RESOLVED:

            That the Council approved the consultation response as set out in Section 3 of this report for submission to the Local Government Boundary Commission  ...  view the full minutes text for item 52.

(Chairman of the Constitution Working Group) To consider the attached report recommending that the Constitution be amended as detailed in the report.

Councillor P Bhanot introduced the report, which detailed the Working Group’s recommendation to Council to amend Article 15 – Finance, Contracts and Legal Matters. It was considered a practical measure to facilitate the use of DocuSign, as determined by the Monitoring Officer.

            RESOLVED:

            That an additional sentence be incorporated into Article 15 – Finance, Contracts and Legal Matters – at (9), to read: “The common seal may be in physical or electronic form as determined by the Monitoring Officer”.

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 Rules.

Councillor H Kane introduced the comprehensive report for the recent Overview and Scrutiny Committee meetings held on 3 and 17 November 2022.

Councillor S Murray remarked that the Committee, on this occasion, had not endorsed the transfer of the Grounds Maintenance Service to Qualis following its pre-scrutiny on the 3 November prior to the Cabinet’s decision. The Finance Portfolio Holder, Councillor J Philip, acknowledged that he had listened to scrutiny members after this meeting and addressed their scrutiny concerns at the subsequent Cabinet meeting on 7 November, when the decision to transfer the service to Qualis, had been approved.

Councillor H Kane acknowledged it had been obvious members still had questions. As a result, she had invited S Jevans, Qualis Group Managing Director, to the next Overview and Scrutiny Committee meeting on 31 January 2023 and also, invited members to attend this meeting to understand how Qualis was working for the Council.

Housing and Community Portfolio Holder, Councillor H Whitbread, commented that scrutiny members did not have all the performance data available for the Housing Repairs service but would welcome further scrutiny and thanked Qualis for its ongoing work.

            RESOLVED:

            That the Overview and Scrutiny progress report for November 2022 be noted.

(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.

The Chairman encouraged member representatives on outside bodies to put forward reports to provide information to other members.

(a)           Royal Gunpowder Mills

Councillor H Kane reported that the last opening to the public had taken place on 30 October 2022 and it had been an excellent season this year. The Royal Gunpowder Mills could have benefitted from better visitor numbers and feedback had been positive. It was looking for volunteers to help. The Royal Gunpowder Mills had received National Lottery Heritage Fund support, which had necessitated closing buildings to the public, but these repair works would enable bringing back listed buildings for the public to visit.

(b)        There were no requests made for written reports by representatives on joint

arrangements and external organisations for the next meeting.

The Chairman wished all members and officers a happy and peaceful Christmas as everyone moved into 2023.