Agenda and minutes

This meeting is to be webcast. Members are reminded of the need to activate their microphones before speaking. The Assistant Director of Governance and Performance Management 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 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 27 September 2016 (attached).

            RESOLVED:

That the minutes of the Council meeting held on 27 September 2016 be taken as read and signed by the Chairman as a correct record subject to the following amendments;

Item 46 – Statutory Statement of accounts 2015/16, the replacement of ‘2014/15’ with ‘2015/16’ in the resolution; and

Item 42 - Questions by Members without Notice, the inclusion of the word ‘Forest’ in question (c) Public Transport, when mentioning the Epping Transport Action Group.

To declare interests in any item on the agenda.

(a)        Apologies for Absence

(b)        Chairman’s Announcements

(a)          Announcements by the Chairman of Council

(i)            Chairman’s Events

The Chairman advised that she had attended a go kart charity event in Brentwood hosted by ‘Racing Green’, where she had been presented with a cheque for £7206 for her chosen charities. She had also attended the opening of a nursery in North Weald.

(ii)           Floral Display

The Chairman announced that she proposed to send the flowers from this evenings meeting to Cunningham House, North Weald.

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 there were no public questions under notice for the meeting.

To answer questions asked after notice in accordance with the provisions contained within the Council 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 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 for the 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;

(b)        Report of the Assets and Economic Development Portfolio Holder; (attached)

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

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

(e)        Report of the Governance and Development Management Portfolio Holder; (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; (attached) and

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

(a)          The Leader of the Council

The Leader advised that he had attended various meetings around the District including meeting the new principal at Epping Forest College, the West Essex and Essex Leaders meeting regarding the new local quadrate (Epping Forest, Harlow and Uttlesford) discussions with Public Health England about their plans for Harlow and the launch of the Council’s Local Plan Consultation. He advised Members that they should have a Local Plan pack to help assist the public in completing the Draft Local Plan Consultation and to ensure that  as many responses as possible were received.

(b)          Finance Portfolio Holder

Councillor G Mohindra advised that the Council had not received a response from the Government regarding the acceptance of the multi-year settlement. He advised that around 90% of the Local Authorities had accepted the 4 year settlement, although no official announcements had been made.  

(c)          Planning Policy Portfolio Holder

Councillor J Philip advised that the Draft Local Plan Consultation had opened as scheduled on 31 October 2016 and post cards had been distributed at the tube/train stations within the District and leaflets had been delivered to residents. He encouraged people to respond with supported evidence.

The Council 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.

Council Rules provide 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 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 10 minutes at their discretion.

(a)          Unauthorised Encampments on Limes Farm, Chigwell

Councillor G Mohindra asked the Environment Portfolio Holder for an update on the unauthorised encampment on Limes Farm, Chigwell.

Councillor W Breare-Hall advised that the Council had moved swiftly and initiated legal proceedings with a Court date set for 2 November 2016. The people within the encampment had advised the Council that they were leaving on 2 November 2016 and the Council’s staff would be monitoring the situation.

(b)          Epping Forest Careline Alarm Monitoring Service

Councillor S Murray asked the Housing Portfolio Holder for assurance that one of the four options being considered by the Cabinet for the future delivery of the Epping Forest Careline Alarm Monitoring Service be run by the Council.

Councillor C Whitbread answered on behalf of the Housing Portfolio Holder who had offered her apologies. He advised that he had not seen the details of the report but believed one of the four options included a Council run service.

(c)          Street Cleansing

Councillor S Neville asked the Environmental Portfolio Holder whether there was a mechanism for cross checking the street cleansing of roads within the District.

Councillor W Breare-Hall advised that street cleansing should take place on both sides of the roads and supervisors were in position to check that this was being completed correctly. He asked that Councillor S Neville to share the details of the roads concerned and he would follow it up.

(d)          Fly Tipping

Councillor H Kauffman stated that there had been an increase in flying tipping, in particular the edges of the forest and that the fines incurred were not deterring the offenders. He advised that he was not sure whether this was a result of the Recycle Centres now not accepting household DIY and construction waste. 

Councillor W Breare-Hall advised that it was a big issue for the District, but where possible the Council would prosecute. He understood that it was hard to find evidence on the people dumping rubbish but the Council aimed to limit the problem with publicity and education. The Essex County Council had advised that they would monitor the situation with regard to the non-acceptance of household DIY and construction waste.

(e)          Epping Forest Retail Park

Councillor C C Pond asked the Asset and Economic Development Portfolio Holder whether she could name any further retailers that had signed up to the Epping Forest Retail Park and whether she thought there would be any affect under the National  Non Domestic Rates 2017 revaluation on the viability and stability of the Retail Park. 

Councillor A Grigg advised that she had no further updates on future retailers and she would seek advice and provide a written reply to his second question in the Members Bulletin.

(f)           Unauthorised Encampments on Burney Drive, Loughton

Councillor D Wixley asked the Environment Portfolio Holder for an update on the unauthorised encampment on Burney Drive, Loughton and on how long it would take for an order to be obtained for the encampment at Burney Drive.

Councillor W  ...  view the full minutes text for item 61.

To consider any motions, notice of which has been given under Council 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 this meeting.

(Finance Portfolio Holder) To consider the attached report.

Mover: Councillor G Mohindra, Finance Portfolio Holder

Councillor G Mohindra submitted a report regarding changes to the Treasury Management Strategy Statement and Investment Strategy 2016/17 – 2018/19.

Report as first moved ADOPTED

RESOLVED:

(1)        That the following changes to the Council’s Treasury Management Strategy Statement and Investment Strategy be approved;

            (a)        an increase in the group limit for Local Authorities from £20million to £25million;

            (b)        an increase in the group limit for Money Market Funds from            £15million to £20million; and

            (c)        an increase in the limit for NatWest (the Council’s banker) from £2.5million to £5million.

(a)          For the Chairman of Overview and Scrutiny to answer any questions without notice asked in accordance with Council Rules.

There were no questions to the Chairman of the Overview and Scrutiny Committee.

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 the following decision be treated as a matter of urgency and not subject to call in:

(a)                    That P. A. Finlay and Company Limited be awarded the Design and Build Contract for the recovery phase of the construction works making up Phase 1 of the Council’s Housebuilding Programme in Waltham Abbey, in the negotiated contract sum of £2,674,335.10; and

(b)                    That a contingency sum be set aside for any unforeseen matters that might materialise once works had commenced on site.

(a)               To receive the attached report from Councillor H Kane, as the Council’s representatives for Royal Gunpowder Mills;

(b)               To receive from Council representatives any other reports 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

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

(a)        The Council received a written report regarding the Royal Gunpowder Mills from Councillor H Kane, the Council’s representative.

(b)        There were no requests made for written reports at the next meeting.