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 Team Manager for Democratic and Electoral Services 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 last meeting held on 20 June 2023 (to follow).

            RESOLVED:

(1)        That the minutes of the Council meeting held on 20 June 2023 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)         Ride London

In May, the Ride London event travelled through the District, and crowds gathered along the route to support the 25,000 riders taking part. Since the event started in 2013 over £80 million has been raised for charities.

(ii)        Charity Networking Event

At the end of June, the Chairman attended a Networking Event for Charities and Community Groups hosted by Grange Farm Trust and Voluntary Action Epping Forest. Twenty-eight local charities were represented and it was a wonderful opportunity for the charities and community groups to network and develop working relationships. Members were encouraged to connect with VAEF, to gain a better understanding of the support that is available through their work with the volunteering community and local charities.

(iii)       Jack Petchey Awards

On the 10th of July, the Chairman presented the Jack Petchey Awards. On the evening over 70 young people and 5 Leader awards were presented to winners from schools and youth groups within our District, with every winner recognised for their outstanding individual achievement.

(iv)       Darren Goodey and Mike Witham

The Chairman reported that the Chairman of the Lotus Drivers Club at North Weald Airfield, Ken Waylett, unfortunately suffered a cardiac arrest at the airfield in May.

However, two members of the Council’s staff on duty that day were Darren Goodey and Mike Witham, and they administered lifesaving first aid to Ken Waylett – who survived. The Chairman invited the Council to show their gratitude for Darren Goodey’s and Mike Witham’s calm professionalism and outstanding first aid skills.

(v)        Chigwell Riding Trust

The Chairman reminded the Council that he had chosen to support Chigwell Riding Trust during his year in office. The Trust would celebrate its 60^th anniversary in April 2024, and Members were invited to purchase Chigwell Riding Trust medal pin badges after the meeting.

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 this year saw the 15^th anniversary of the inauguration of the Youth Council. The Youth Council was very well respected, both locally and nationally, and the Leader offered his thanks to the staff that supported the Youth Council.

The Leader also highlighted the work that the Council was involved in with other partners and stakeholders, both within and without the District, and including other Councils across North Essex. The Leader had been invited to chair the North Essex Councils Committee. Essex County Council and other authorities across Essex were working on proposals as part of the devolution initiative, and this Council was heavily involved in this work.

The Leader reported some outstanding nominations for his group from the Annual Council Meeting on 25 May 2023, and requested the Council’s agreement.

The report of the Leader of the Council was noted.

            Resolved:

            (1)        That Cllr J Lucas be replaced by Cllr I Hadley on the Overview &     Scrutiny Committee;

            (2)        That Cllr K Rizvi be replaced by Cllr L Burrows on the District             Development Management Committee; and

            (3)        That Cllr T Matthews be appointed to the Chairman group for Licensing     Sub-Committee meetings.

(b)       Place Portfolio Holder

The report of the Place Portfolio Holder was noted.

(c)        Finance & Economic Development Portfolio Holder

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 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 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.

(a)        To receive the Overview and Scrutiny Annual Report for 2022-23 (attached);

(b)        To receive the report of the Chairman of the Overview and Scrutiny Committee on the meeting held on 18 July 2023 (to follow); and

(c)        To answer any questions without notice asked in accordance with the Council Rules.

(a)        Overview & Scrutiny Annual Report 2022/23

The Chairman of the Overview & Scrutiny Committee, Cllr D Wixley, presented the Overview & Scrutiny Annual Report for 2022/23 for the Council to approve.

            Resolved:

            (1)        That the Overview & Scrutiny Annual Report for 2022/23 be approved.

(b)       Overview & Scrutiny Progress Report

The Chairman of the Overview & Scrutiny Committee, Cllr D Wixley, presented the Overview & Scrutiny Progress report for July 2023.

            Resolved:

            (2)        That the Overview & Scrutiny Progress report for July 2023 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.

There were no reports from member representatives on outside bodies for the Council to consider.

Exclusion:

To consider whether, under Section 100(A)(4) of the Local Government Act 1972, the public and press should be excluded from the meeting for the items of business set out below on grounds that they will involve the likely disclosure of exempt information as defined in the following paragraph(s) of Part 1 of Schedule 12A of the Act (as amended) or are confidential under Section 100(A)(2):

The Local Government (Access to Information) (Variation) Order 2006, which came into effect on 1 March 2006, requires the Council to consider whether maintaining the exemption listed above outweighs the potential public interest in disclosing the information. Any member who considers that this test should be applied to any currently exempted matter on this agenda should contact the proper officer at least 24 hours prior to the meeting.

Background Papers: 

Article 17 of the Constitution (Access to Information) define background papers as being documents relating to the subject matter of the report which in the Proper Officer's opinion:

(a)        disclose any facts or matters on which the report or an important part of the report is based;  and

(b)        have been relied on to a material extent in preparing the report and does not include published works or those which disclose exempt or confidential information and in respect of executive reports, the advice of any political advisor.

The Council will make available for public inspection for four years after the date of the meeting one copy of each of the documents on the list of background papers.

The Council noted that there was no business which necessitated the exclusion of the public and press from the meeting.