Agenda and minutes

Councillor R Morgan addressed the Council on his year in office.

He stated that it had been a great privilege and honour to serve as the Chairman of the Council. He had also enjoyed his year in office and had made in excess of 200 visits. He referred to the highlights of his year which had included a visit in September 2004 to the Guildhall in London for the Pearly King and Queen Harvest festival, the visit of the Countess of Wessex to Chigwell High School. He also referred to the visit to Windsor Castle for the Scouts St George’s day parade, the many successful civic events and to his last official engagement, the Royal Garden Party in July 2005.

The Chairman referred to the visits to schools and the talents of the children he had seen.

The Chairman stated that he had raised approximately £18,600 for his charities the Essex Air Ambulance and Ongar and District Healthcare Hospital League of Friends.

Councillor Morgan paid tribute to his Vice Chairman, John Gilliham, who had contributed greatly to the Council and the Council noted that a presentation would be made to his widow, Maureen, later in the Council year.

Lastly, the Chairman thanked the members for their support, the officers of the Council, particularly Pat Seager, his Secretary for their hard work and to his wife, Jean, for attending the many events throughout the year.

Group Leaders and the Joint Chief Executive, John Scott (on behalf of the Staff) expressed their appreciation for the hard work and enthusiasm shown by Councillor Morgan during his year of office.

To elect a member to be Chairman of the Council.  Nominations received are set out in Appendix 1 (to be tabled).  The new Chairman will then make a declaration of acceptance of office.

The nomination of Councillor B Sandler for the office of the Chairman of Council having been formally moved, it was:

Resolved:

That Councillor B Sandler be elected Chairman of the Council for the ensuing year.

Councillor Sandler thereupon made a Declaration of Acceptance of Office of Chairman and thanked the Council for his election.

The new Chairman presented Councillor R Morgan with a past Chairman’s Badge of Office.

To appoint a member to be Vice-Chairman of the Council.  Nominations received are set out in Appendix 1 (to be tabled).

The Council's Constitution includes a protocol for the appointment of the Vice?Chairman of the Council.  Details of the protocol are shown in Appendix 2 attached. 

The Council considered the following motion proposed by Councillor K Faulkner and seconded by Councillor M Heavens which sought to set aside the protocol for the election of the vice chairman to allow the Loughton Residents Group to suspend the protocol for the appointment of the Vice-Chairman of Council to allow the appointment of a Vice Chairman from the Liberal Democrats Group:

"That this Council:

(a)       notes that the protocol to determine the nominee for Vice-Chairman of the Council was suspended for one year at the Annual Council meeting 2004;

(b)       notes that the political group entitled to nominate under the protocol in 2005/6 is the Loughton Residents' Association Group;

(c)        notes that the Loughton Residents' Association does not wish to submit a nominee for Vice-Chairman in 2005/06.

(d)       notes that the Liberal Democrats and Independent Groups have an equal entitlement to the nomination under the protocol.

(e)            determines that the Liberal Democrats Group be invited to nominate on grounds that the Chairmanship of the Council was held by the Independent Group in 2004/05;

(f)            determines that a nomination from the Loughton Residents' Association Group be brought forward at the Annual Council meeting 2006, notwithstanding any changes in political group strengths after the District Council elections in that year;

(g)            agrees that the accumulated points under the protocol which would allow the LRA Group to nominate for the Vice-Chairman position be held over to the Annual Council meeting 2005 to allow that Group to nominate next year;  and

(h)            amends the protocol in accordance with (g) above.”

Carried

The nomination of Councillor Mrs A Haigh for the office of the Vice Chairman of Council having then been formally moved, it was further:

Resolved:

That Councillor Mrs A Haigh be appointed Vice Chairman of the Council for the ensuing year.

Councillor Haigh thereupon made a Declaration of Acceptance of Office of Vice Chairman and thanked the Council for her election.

To approve as a correct record and sign the minutes of the meeting held on 19 April 2005 (previously circulated)

Resolved:

That the minutes of the Council meeting held on 19 April 2005 be taken as read and signed by the Chairman as a correct record.

(Joint Chief Executive) To declare interests in any item on the agenda.

No declarations of interest were made pursuant to the code of member conduct.

(a)            Apologies for Absence

(b)            Announcements

To consider any announcements by:

(i)         the Chairman of the Council;

(ii)        the Leader of the Council; and

(iii)       any other Cabinet Member.

(a)            Announcements by the Chairman

(i)            Former District Councillors D James and T Sutherland and Council Employee, C Baker

The Council stood in silent tribute in memory of former District Councillors Douglas James and Tony Sutherland and one of the Council’s cleaners, Charles Baker who had died recently.

The Council was advised that the Council flowers would be sent to Charles Baker’s funeral being held on 20 May 2005.

(ii)            Chairman’s Charities for the Year

The Chairman announced that his chosen charities would be St Clare Hospice and Chigwell Riding Trust for Special Needs.

(b)            Announcements by the Leader of the Council

The Leader thanked members of the Council for their hard work during the last year.

To note that John Harrington, member for the Lower Sheering ward submitted a letter of resignation on 18 April 2005. An election to fill this vacancy will be arranged once a formal request is submitted to the Council.

The Council noted the recent resignation of John Harrington, former member for Lower Sheering.  Councillor Collins stated that John Harrington had been a hard working local councillor for his ward. The Council noted that a poll would be held on 23 June 2005 to elect a replacement Councillor.

To appoint the Leader, Deputy Leader, Cabinet Members, Committees, Sub?Committees and Panels, and except in those cases stated, to appoint Chairmen and Vice?Chairmen.  Nominations received by the Chief Executive are set out in Appendix 3 (to be tabled).

The Council considered appointments of Council Leader, Deputy Leader, and to the Cabinet, Committees, Subcommittees and Panels in accordance with pro rata requirements. Where necessary, votes were taken, to determine Chairmanships and Vice-chairmanships in accordance with the Councils protocol on Chairmanships.

Resolved:

That the leader, Deputy Leader, Portfolio Holders, Chairmen, Vice Chairmen and members of Cabinet, Committees, Subcommittees, Panels and Groups be as set out in Appendix 1 to these minutes.

To appoint two councillors (Leader not eligible) to form a committee together with the three independent members appointed until 2007 by the Council (ie. Dr D Hawes (Chairman), M/s M Marshall and Mr G Weltch) and the local council representative and deputy appointed by the Association of Local Councils (Epping Forest Branch) (i.e. Councillor J Salter and Councillor K Percy as Deputy) (Nominations received by the Joint Chief Executives are set out in Appendix 4 (to be tabled).

The Council considered nominations for the two Councillors to form a Committee together with three independent members and a local council representative.

Resolved:

That Councillors Mrs D Borton and Mrs P Smith be appointed to the Standards Committee for 2005/06.

Recommendation:

To agree the scheme of delegation as set out in the Constitution.

The Constitution requires that the scheme of delegation be agreed at the Annual meeting. The current scheme is set out in Part 3 of the Council's Constitution.

The Council noted that the Constitution required that the scheme of delegation be agreed at the Annual meeting. Members were advised that the current scheme was set out in Part 3 of the Council's Constitution.

Resolved:

That the scheme of officer delegation as set out in the Constitution be agreed.

Recommendation:

That during 2005/06 ordinary meetings of the Council be held on the following dates:

28 July 2005 (Thurs)

27 September 2005

13 December 2005

21 February 2006

23 February 2006 (reserve date for budget meeting)

24 April 2006 (Mon)

18 May 2006 (annual meeting)

1.         At its meeting on 19 April 2005, the Council adopted a calendar of meetings for the period from May 2005 to May 2006 which included ordinary meetings of the Council for the year.

2.         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 19 April 2005.

The Council was informed that at its meeting on 19 April 2005, it had adopted a calendar of meetings for the period from May 2005 to May 2006 which included ordinary meetings of the Council for the year. It was noted that it was a requirement of the Constitution that a programme of ordinary meetings of the Council be approved at the Annual Meeting of the Council. 

Resolved:

That during 2005/06 ordinary meetings of the Council be held on the following dates:

28 July 2005 (Thurs)

27 September 2005

13 December 2005

21 February 2006

23 February 2006 (reserve date for budget meeting)

24 April 2006 (Mon)

18 May 2006 (annual meeting)

(a)        To appoint or nominate, as the case may be, representatives to the outside organisations indicated in Appendix 5 (to be tabled).

(b)        If necessary to appoint or nominate any representatives to organisations with terms of office expiring after the current year as set out in Appendix 6 (to be tabled) where appointments are required at this meeting.  The Appendix incorporates the recommendations of the Working Group on Outside Organisations including organisations whose appointments should not be made and is otherwise submitted only for information purposes.

(c)            Appendix 7 (to be tabled) showing officer representation on outside organisations is submitted only for information purposes.

The Council considered a schedule of nominations by the political groups for Council representations on outside organisations. Voting took place in accordance with the Council Procedure Rules where nominations exceeded available places.

Resolved:

(1)            That representation on outside organisations for 2005/06 be determined as set out in Appendix 2 to these minutes taking account of the recommendations of the Working Group on Outside Organisations on those organisations not recommended for reappointment;

(2)            That the schedule of representatives on outside organisations with terms of office expiring after the current year as set out in Appendix 3 to these minutes be noted; and

(3)            That the officer appointments to outside organisations listed in Appendix 4 to these minutes be noted.

To consider the following reports of the Cabinet:

(a)             Supplementary Estimates 2005/06

(b)       Key Decisions - Definitions

(c)        Best Value Performance Plan 2005/06

(d)       Land Drainage Byelaws

(a)             Supplementary Estimates 2005/06

(Mover: Councillor J Knapman – Finance and Performance Management Portfolio Holder)

The Council considered proposals of the Cabinet for supplementary estimates to: (i) meet the costs of accommodation works at Willingale Road Allotments, Loughton to fund works that the District Council would need to carry out in order to permit the relocation of the allotments prior to the transfer of open space to Loughton Town Council; (ii) to part fund a strategic environmental assessment (SEA) required by virtue of an EC directive, for plans and programmes which are likely to have an impact upon the environment; (iii) to undertake remedial works in the areas of Planning and Building Control and ICT to remove asbestos; to enable the delayed accommodation projects to be completed and allow time for a detailed strategy for dealing with the rest of the building to be developed and costed, (iv) to meet the cost of an Audit Commission/Standards Board Ethical Governance Audit toolkit and facilitated workshop.

Amendment moved by Councillor Mrs J H Whitehouse and seconded by Councillor G Stollar:

“That the proposed Supplementary DDF estimate of £10,400 to meet the cost of an Audit Commission/Standards Board Ethical Governance Audit toolkit and facilitated workshop be not approved and deferred for further consideration later in the Council year”

Carried

Report as amended adopted.

Resolved:

(1)            That a supplementary DDF estimate of £8,300 be approved in order to meet the cost of accommodation works to the Willingale Road Allotments, Loughton requested by the Allotment Association;

(2)            That a supplementary CSB estimate of £6,600 be approved for the provision of a Strategic Environmental Assessment Monitoring and Assessment Service by Essex County Council; 

(3)            That a supplementary capital estimate of £20,000 be approved for the removal of asbestos insulation board and subsequent reinstatement in parts of the Conder building and the former boiler room under 323 High Street House; and

(4)            That the proposed Supplementary DDF estimate of £10,400 to meet the cost of an Audit Commission/Standards Board Ethical Governance Audit toolkit and facilitated workshop be not approved and deferred for further consideration later in the Council year

(Councillor Mrs J Davis declared a personal interest in the above item by virtue of being a member of Loughton Town Council. The member had determined that she would remain in the meeting for the duration and voting on the item.)

(b)       Key Decisions – Definitions

(Mover: Councillor S Barnes – People First Portfolio Holder)

The Council considered a proposal to redefine Key Decisions within the Constitution.

Report as first moved adopted.

Resolved:

That the following revised definitions for key decisions be agreed:

"An executive decision which is likely:

(a)            to result in the Authority incurring expenditure which is, or the making of savings which are, significant having regard to the Local Authority's budget for the service or function to which the decision relates;

(b)       a significant decision under (a) above shall be defined as follows:

(i)            any decision within budget and policy which involves expenditure or savings  ...  view the full minutes text for item 14.

Recommendation:

To appoint representatives to attend the Local Government Association Conference and Exhibition from 5-8 July 2005 and to determine the Council's voting member.

The Local Government Association Annual Conference and Exhibition is being held in Harrogate from 5-8 July 2005.  The theme this year is ‘Improving Life in Local Communities’. A provisional booking for the Conference and hotel accommodation has been made for two members and one officer.  The Council is asked to agree the member representation.

The Council was informed that the Local Government Association Annual Conference and Exhibition was being held in Harrogate from 5-8 July 2005.  The theme this year was ‘Improving Life in Local Communities’. A provisional booking for the Conference and hotel accommodation had been made for two members and one officer.  The Council was asked to agree the member representation.

Resolved:

That Councillors R Glozier (voting member) and M Heavens be appointed to attend the Local Government Association Conference and Exhibition from 5-8 July 2005.

To consider any motions, notice of which has been given under Council Procedure Rule 11

It was noted that no motion had been submitted in accordance with the Council Procedure Rule 11.

To answer questions asked after notice in accordance with the provisions contained in paragraph 10.3 of the Council Procedure Rules of the Constitution:

(a)       To the Chairman of the Council;

(b)       To any Member of the Cabinet; or

(i)            Waste Recycling by the Council

Question by Councillor D Stallan to the Portfolio Holder for Information, Communication Technology and Corporate Support Services (Councillor S Metcalfe)

"I refer to a recent letter in the local press regarding recycling in Epping Forest.

Mindful of the comments regarding recycling of its own waste by Epping Forest District Council, can the Portfolio Holder please advise:

(1)            How much of the waste that this authority produces at the civic offices, sports centres etc is actually recycled,

(2)            What is being done to increase the current amount been recycled; and

(3)       Does he not agree with me that if our residents are going to have to recycle more of their waste, then this council should lead by example?"

(c)        To the Chairman of any Committee or Sub-committee.

(a)            Council Recycling

By Councillor D Stallan to the Portfolio Holder for Information, Communication Technology and Corporate Support Services (Councillor S Metcalfe)

"I refer to a recent letter in the local press regarding recycling in Epping Forest.

Mindful of the comments regarding recycling of its own waste by Epping Forest District Council, can the Portfolio Holder please advise:

(1)       How much of the waste that this authority produces at the civic offices, sports centres etc is actually recycled,

(2)       What is being done to increase the current amount being recycled; and

(3)       Does he not agree with me that if our residents are going to have to recycle more of their waste, then this council should lead by example?"

Reply by Councillor S Metcalfe, Portfolio Holder for Information, Communication Technology and Corporate Support Services.

“In reply to the first part of the question recycling has been undertaken at the Civic Offices for a number of years. Approximately 8800 litres of waste paper is collected for recycling, per month and is the largest contribution to the Council's internal recycling programme. Similarly, waste paper is collected for recycling from other Council facilities although the charges quoted by the contractor to collect from some of the Leisure facilities means it is not viable to collect from those sites. However, Loughton Leisure Centre and Waltham Abbey Swimming Pool use the recycling bins in the car parks adjacent to their sites.

The central post room at the Civic Offices collects used envelopes from the incoming post which are then used for circulating internal mail to avoid using new envelopes. Other sites and individual service areas do likewise.

The Council's in house printing team recycle as much waste paper as possible from printing off cuts, out of date forms etc and turn this material into scrap pads for use by staff within the Council. Other sites also recycle scrap paper for use as message pads.

For the past 18 months ink and toner cartridges used in printers have been collected and sent to a recycling company. The Council receives a small income from this which is donated to a local charity. A contractor disposes of obsolete IT equipment in accordance with the relevant EU Directive.

Tyres found in void properties are returned to a local garage for recycling. Discarded gas cylinders are returned to a local distributor for recycling. Unwanted refrigerators are collected for dismantling and disposal. Building waste and discarded domestic items are collected for professional disposal.

Epping Sports Centre and Loughton Leisure Centre have their cooking oil collected for recycling.

The Grounds Maintenance Section chips its suitable green waste and uses it as mulch on flower/shrub beds around the District.

In response to the second part of the question, officers at the Civic Offices have recently initiated a comprehensive review of all trade waste generated to see whether a greater proportion can be recycled. This review is in its early stages and a report on the outcome will be presented to members in due  ...  view the full minutes text for item 17.

To respond to questions of the Council made in accordance with the Council’s Scheme. Questions will be tabled if not received in time to be incorporated into the agenda.

No public questions had been submitted in accordance with the Council Procedure rules.

Recommendation:

To note that work programmes for both the Executive and Overview and Scrutiny will be circulated shortly.

The Constitution requires that the Executive and Overview and Scrutiny should both submit an annual work programme each year, on their strategies for the coming year. Work programmes are being prepared and will be circulated to all members of the Council when completed.

The Council noted that Constitution required that the Executive and Overview and Scrutiny should both submit an annual work programme each year, on their strategies for the coming year. It was noted that Work programmes were being prepared and would be circulated to all members of the Council when completed.

Resolved:

That work programmes for both the Executive and Overview and Scrutiny be circulated to members shortly.