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 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.

The Chairman to welcome the following newly elected* and re-elected members of the Council following the elections held on 5 May 2022.

The Chairman will present the declaration of acceptance of office certificates to the newly elected members.

The Chairman welcomed the newly elected* and re-elected members of the Council at the election held on 5 May 2022 as follows

The Chairman presented declaration of acceptance of office certificates to all newly elected and re-elected members.

Councillor H Kane addressed the Council she advised that it had been an absolute honour to serve as Chairman of Council and it had been a privilege to be asked to represent the district as Chairman of the Council for a second year.

Usually, Chairmen reflect on their previous year and mention what they have done, where they have been etc. She advised that she would not follow this pattern, but would start by thanking all Members for rising to the challenges that came our way by adapting to our new ways of working and hoped that the words ‘you are on mute’ would become a distant memory.

Even though for much of the time we were all working within Covid restrictions she still managed a few firsts that she was proud of.

She was the first Chairman to host Full Council Meetings via Zoom and the first Chairman to work with Officers over Teams but despite the restrictions, she stated that she was very proud to say that nothing was disrupted, and official work continued, even if it wasn’t in person.

She was the first Chairman to light the First ever Public Menorah in Epping, the first to attend the first ever Eid Celebrations in Chigwell, and the first to see the completion of the refurbishments in the Civic offices and host the Civic Awards here in our wonderful new community asset - the Conference Suite.

There were so many people in the district doing good things and the Civic Awards were a chance to celebrate the people of Epping Forest District and their achievements, successes and unwavering dedication to the district and to the community.

She had always enjoyed working with the Youth Council and took great pride in them and when she looked around the chamber this evening she could see some familiar faces sitting here now as full Members of the Council and maybe in the not too distant future a former Youth Councillor will be Chairman of Council too.

She stated that she could never finish without thanking all of the officers especially, Tom Carne, Jackie Leither and all of the crew from Democratic Services. We worked very close together, despite the ups and downs, and I am grateful for their advice and support.

But most of all, and for every Chairman the same, she did not know how she could have coped if she did not have Pat Seager by her side, Pat made sure I was prepared, and confident and safe for my appointments throughout the district and beyond.

She also gave special thanks to her family and her husband, who had been her rock throughout this time, despite walking two paces behind her.

Members, I have been extremely proud to wear this Chain of Office and I thank you all from the bottom of my heart for putting your trust and faith in my ability to serve you over the past two years.

Councillor C Whitbread, Councillor J M Whitehouse, Councillor  ...  view the full minutes text for item 3.

To elect a Chairman of the Council for the municipal year 2022/23.

The new Chairman will then make a declaration of acceptance of office.

The following nomination has been received for the position of Chairman of Council:

-       Cllr Mary Sartin (nomination form attached).

The nomination of Councillor M Sartin for the Office of Chairman of the Council having been moved formally by Councillor C Whitbread and seconded by Councillor A Patel was;

            RESOLVED:

That Councillor M Sartin be elected Chairman of the Council for the ensuring year.

Councillor M Sartin thereupon made a Declaration of Acceptance of Office of Chairman of the Council and thanked the Council for the honour.

Councillor M Sartin In the Chair

The new Chairman, Councillor M Sartin presented Councillor H Kane with a past Chairman’s Badge of Office.

To appoint a member to be Vice-Chairman of the Council for the municipal year 2022/23. Nominations received will be reported at the meeting.

The new Vice-Chairman will then make a declaration of acceptance of office.

The following nominations have been received for the position of Vice-Chairman of Council:

-       Cllr Darshun Sunger; and

-       Cllr Janet Whitehouse.

The Council received two nominations for the office of Vice-Chairman of the Council for 2022/23.

Councillor D Sunger was proposed, having been formally moved by Councillor C Whitbread and seconded by Councillor L Burrows.

Councillor J H Whitehouse was proposed, having been formally moved by Councillor S Murray and seconded by Councillor C C Pond. It was:

            RESOLVED:

That Councillor D Sunger be appointed Vice-Chairman of the Council for the ensuring year.

Councillor D Sunger thereupon made a declaration of Acceptance of Office of Vice-Chairman of the Council and thanked the Council for his appointment.

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 meetings held on 24 February 2022 and 5 April 2022 (attached).

Councillor C C Pond advised that in his opinion the minutes were correct but wanted it noted that on page 15 of the agenda, minutes of 24 February 2022 he asked a question regarding a sustainable electric bus services which had been promised between Debden Station and the Epping Forest Shopping Park and to date had not received the courtesy of a reply from the Portfolio Holder.

Councillor N Avey apologised to Councillor Pond and stated that he would make sure Councillor Pond received a response to his question.

Councillor C C Pond then referred to page 21 of the agenda where Councillor S Murray requested a report from Councillor R Basset, the Councils representative on the Epping Forest Campus, New City College asking what the capital receipt was that the college authorities had received for the sale of their land assets.

Councillor S Murray advised that he had received a general response from the New City College and that he would share it with Councillor C C Pond.

The Chairman stated that these were not corrections to the minutes just comments around them and asked for members to agree the minutes.

            RESOLVED:

That the minutes of the Council meetings held on the 24 February 2022 and 05 April 2022 be taken as read and signed by the Chairman as a correct record.

(a)        Chairman’s Announcements

(b)       Members not seeking Re-election or not Re-elected

The Council noted that Joanne Share-Bernia, Buckhurst Hill West, David Dorrell, Waltham Abbey Paternoster, Steven Neville, Buckhurst Hill East, Ann Mitchell, Waltham Abbey North East and Yolanda Knight Lower Nazeing had not sought re-election on 5 May 2022; and

Sue Jones, Theydon Bois was not re-elected on 5 May 2022.

Members who achieve a certain period of service are asked to attend the meeting to receive a Long Service Award in recognition of their service to the Council.

Ann Mitchell, who represented  Waltham Abbey North East for 11 years, Sue Jones who represented Theydon Bois for 12 years and Yolanda Knight who represented Lower Nazeing for 12 years are each entitled to receive a bronze long service award.

Chairman’s Announcements

Leader of Council will present the report (to follow) regarding:

(a)        Notice of Constitution of Political Groups, Group Leaders and Deputies;

(b)        Appointments made by the Leader to the Cabinet, Cabinet Committees and Outside Organisations carrying out Executive Functions;

(c)        Membership, Chairmanship and Vice-Chairmanship of Committees, Sub-Committees and Panels (Non-Executive Bodies);

(d)        Appointments to Outside Organisations carrying out Council, regulatory or non-Cabinet Functions.

The Council will need to vote on (c) and (d) where the number of nominations exceed the number of places available.

Mover: Councillor C Whitbread, (Chairman of the Panel and Leader of the Council)

Councillor C Whitbread reported on the appointments which he had made to the Cabinet, Cabinet Committees and Outside Organisations carrying out Executive Functions for 2022/23.

Furthermore, he also reported the recommendations of the Appointment Panel in relation to the membership, chairmanship and vice-chairmanship of Committees, Sub-Committees and Panels (non-executive bodies), along with the Outside Organisations carrying out Council, Regulatory or non-Cabinet Functions.

The Council voted on appointments where the number of nominations exceeded the number of places available.

            RESOLVED:

(1)           That, in accordance with Regulation 8 of the Local Government (Committees and Political Groups) Regulations 1990, the constitution of political groups as set out in Appendix 1, to these minutes be noted;

(2)           That details of appointments made by the Leader of the Council, of Cabinet members and Cabinet Committees carrying out Executive functions. as set out in Appendix 2 to these minutes be noted;

(3)           That the Membership, Chairmanship and Vice-Chairmanship of Committees, Sub-Committees and Panels (non-Executive bodies) as set out at Appendix 3 to these minutes be approved;

(4)           That the group representatives for the purposes of notifying substitute members for meetings be noted as follows:

(a)    Conservative Group:

·                               Councillor C Whitbread (Group Leader);

·                               Councillor N Bedford (Deputy Group Leader);

·                               Councillor S Kane; and

·                               Councillor M Sartin;

(b)    Green Party Group:

·                               Councillor S Heap (Group Leader); and

·                               Councillor E Gabbett (Deputy Group Leader);

(c)    Liberal Democrat Group:

·                               Councillor J M Whitehouse (Group Leader); and

·                               Councillor J H Whitehouse (Deputy Group Leader); and

(d)    Loughton Residents Association Group:

·                               Councillor C P Pond (Group Leader); and

·                               Councillor D Wixley (Deputy Group Leader);

(5)           That the group representative confirm member appointments to the Proper Officer for the Overview and Scrutiny Select Committees for 2022/23 at the first municipal meeting of the Overview and Scrutiny Committee;

(6)           That appointments to Outside Organisations carrying out Council Regulatory or non-Cabinet functions, as set out at Appendix 4 to these minutes be approved;

(7)           That the appointments to be made by the Leader of the Council to Outside Organisations carrying out Executive functions, as set out at Appendix 5, to these minutes be received; and

(8)           That Mr Wyn Marshall be re-appointed as a non-voting, co-opted member of the Stronger Communities Select Committee for the 2022/23 municipal year.

The Constitution requires that the scheme of delegation should be agreed at the Annual meeting (report to follow).

The Council’s Constitution required that the scheme of delegations be agreed at the Annual meeting. The current scheme had received no further additions or amendments since the last annual meeting and therefore did not need to be agreed at this meeting.

            Recommendation:

That during 2022/23 ordinary meetings of Council are to be held on the following dates:

28 July 2022;

11 October 2022;

13 December 2022;

28 February 2023;

04 April 2023; and

25 May 2023 (Annual Meeting).

At its meeting on 24 February 2022, the Council adopted the calendar of meetings for the period from May 2022 to May 2023 which included ordinary meetings of the Council for the year. It is a requirement of the Constitution that a programme of ordinary meetings of the Council be approved at the annual meeting of the Council. The dates set out above are those adopted on 24 February 2022.

On 24 February 2022, the Council adopted the calendar of meetings for the municipal year May 2022 to May 2023 as it was required within the Council’s Constitution that the programme of ordinary meetings of the Council were approved at the Annual meeting.

            RESOLVED:

That during 2022/23 ordinary meetings of the Council be held on the following dates:       

28 July 2022;

            11 October 2022;

            13 December 2022;

            28 February 2023;

            04 April 2023; and

            25 May 2023 (Annual Council Meeting).

(Chairman of the Constitution Working Group) To receive a report from the Chairman of the Constitution Working Group recommending that Terms and Conditions are incorporated into Article 10 of the Constitution regarding the Joint Meeting of Development Management Chairmen and Vice-Chairmen as detailed in the report.

Councillor S Rackham, Chairman of the Constitution Working Group (2021/22)

Councillor S Rackham stated that the report of the Constitution Working Group had two recommendations on page 45 of the agenda and that those recommendations be agreed by Annual Council.

            RESOLVED:

That the recommendations of the Constitution Working Group as set out below be agreed:

(1)          That incorporation of the draft Terms of Reference (pages 45/46 of the agenda) in Article 10 of the Constitution be recommended for approval by Annual Council on 26 May 2022; and

(2)          That pursuant to Recommendation (1) above, the Monitoring Officer be authorised to make necessary revisions to the Council’s Constitution.