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 other such use by 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 Team 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.

To declare interests in any item on the agenda.

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

To approve as a correct record and sign the minutes of the meeting held on 25 July 2023 (to follow).

The Democratic & Electoral Services Team Manager reported that the minutes of the last meeting were not ready but would be available for agreement at the next meeting of the Council.

(a)        Chairman’s Announcements

(a)        Former Councillor Ann Miller

The Chairman informed members of the death of former Councillor A Miller. Members stood for a minute’s silence, and then paid tribute to the memory of former Councillor A Miller, who had served as Chairman of the Council in 1988/89.

(b)     ‘Greater in Spirit, Larger in Outlook’

The Chairman reported that the ‘Greater in Spirit, Larger in Outlook’ event was running at the District Museum until 22 December 2023, and encouraged Members to visit the exhibition.

(c)      Civic Awards 2024

The Chairman had attended a seminar that highlighted the ‘unsung heroes’ who got no recognition, and reminded Members that nominations were now open for the Civic Awards event in 2024; Members were encouraged to submit their nomination for their local ‘unsung heroes’.

(d)      Diwali

The Chairman invited Members to attend his reception to celebrate the festival of Diwali on Saturday 11 November 2023 between 4.00pm and 6.00pm.

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.

The Council noted that no public questions had been received for consideration at the meeting.

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 & Economic Development Portfolio Holder (attached);

(d)        Report of the Housing & Strategic Health Partnerships Portfolio Holder (attached);

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

(f)         Report of the Contracts, Service Delivery & Improvement Portfolio Holder (attached);

(g)        Report of the Regulatory Services Portfolio Holder (attached); and

(h)        Report of the Customer & Corporate Support Services 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 the Council

The Leader of the Council reported that there had been very few meetings or events during the summer, but there were now numerous meetings taking place with the Cabinet and other Councillors on various projects that were being progressed. The Leader had met with the new Chairman of Qualis and discussed various issues with him, and the Cabinet was due to meet tomorrow on North Weald Airfield to discuss the Masterplan.

The report of the Leader of the Council was noted.

(b)       Place Portfolio Holder

The report of the Place Portfolio Holder was noted.

(c)        Finance & Economic Development Portfolio Holder

The Portfolio Holder reported that Qualis wished to make some minor alterations to their structure to reflect the tax advice that had been received; a new subsidiary company, Qualis Land, would be created.

The report of the Finance & Economic Development Portfolio Holder was noted.

(d)       Housing & Strategic Health Partnerships Portfolio Holder

The report of the Housing and Strategic Health Partnerships Portfolio Holder was noted.

(e)        Community Health & Wellbeing Portfolio Holder

The Portfolio Holder was pleased to report that the Council had successfully bid for £10,000 worth of funding to support Essex County Council with the Multiply Programme in the District.

The report of the Community Health & Wellbeing Portfolio Holder was noted.

(f)        Contracts, Service Delivery & Improvement Portfolio Holder

The report of the Contracts, Service Delivery & Improvement Portfolio Holder was noted.

(g)       Regulatory Services Portfolio Holder

The report of the Regulatory Services Portfolio Holder was noted.

(h)       Customer & Corporate Support Services Portfolio Holder

The report of the Customer & Corporate Support Services Portfolio Holder was noted.

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.

The questions by Members without notice, and the answers given, can be viewed in full as part of the recording of the meeting available on the Council’s YouTube channel; a link to which is available on page 1 of these minutes.

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.

(Chairman of the Audit & Governance Committee) To consider the attached report recommending that the Annual Report of the Audit & Governance Committee for 2022/23 be noted.

The Chairman of the Audit & Governance Committee, Cllr P Bolton, presented the Audit & Governance Committee Annual Report for 2022/23.

The Finance & Economic Development Portfolio Holder, Cllr J Philip, thanked the Audit & Governance Committee for their work throughout the 2022/23 municipal year.

            Resolved:

(1)        That the Annual Report of the Audit & Governance Committee for 2022/23 be noted.

(Chairman of the Constitution Working Group) To consider the attached report revising the Terms of Reference for the Audit & Governance Committee. This report is being considered by the Constitution Working Group at its meeting scheduled for 28 September 2023 and any amendments arising from that meeting will be verbally reported to the Council.

The Chairman of the Constitution Working Group, Cllr A Lion, presented a report recommending changes to Terms of reference for the Audit & Governance Committee. The Terms of Reference had been updated to reflect the latest advice from the Chartered Institute for Public Finance & Accountancy.

            Resolved:

(1)        That the proposed changes to the Terms of Reference for the Audit & Governance Committee be approved.

(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)        Royal Gunpowder Mills

Cllr H Kane outlined the staffing changes for the benefit of Members, and the agreed schedule of repairs to the buildings. There were also Halloween events taking place at the Royal Gunpowder Mills on 28 and 29 October 2023.