Agenda and minutes

To elect a member to be Chairman of the Council for the municipal year 2006/07. Nominations received are set out in Appendix 1 (to be tabled). The new Chairman will then make a declaration of acceptance of office.

Councillor B Sandler addressed the Council on his year in office. 

 

He thanked the Council for being given the opportunity to serve as the Chairman of the Council.  He said that he had enjoyed his year in office and had been proud to represent the District at many events.  He had attended 222 official functions during the year and had made many new friends. 

 

Councillor Sandler said that he had been very impressed with the hard work of volunteers throughout the District.  His first official function had been to present certificates to volunteers and he had been amazed at their commitment. 

 

The Council noted that Councillor Sandler had raised approximately £21,000 for his charities which would enable the Chigwell Riding Trust for Special Needs to replace the banked seating around their arena and the St Clare Hospice to purchase bricks for a planned new extension.

 

Councillor Sandler referred to other events he had attended throughout the year including scout and guide events and visits to schools.  He said that the Race for Life at North Weald Airfield had been an experience he would always remember.  He drew attention to the Civic Awards evening and the Celebration of Faith Service.

 

Councillor Sandler thanked members and officers for their support throughout the year, especially Pat Seager, his secretary.  He also thanked his wife, Brenda for accompanying him to many events throughout the year.  He wished the new Chairman and Vice-Chairman every success in the coming year.

 

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

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

 

            RESOLVED:

 

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

 

Councillor Mrs Haigh thereupon made a declaration of acceptance of office of Chairman and thanked the Council for her election.

 

Councillor Mrs A Haigh in the Chair

The new Chairman presented Councillor B Sandler with a past Chairman's badge of office.

To appoint a member to be Vice-Chairman of the Council for the municipal year 2006/07. 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 nomination of Councillor Mrs C Pond for the office of Vice-Chairman of the Council having been formally moved, it was:

 

            RESOLVED:

 

            That Councillor Mrs C Pond be appointed Vice-Chairman of the Council for the ensuing year.

 

Councillor Mrs Pond thereupon made a declaration of acceptance of the office of Vice?Chairman and thanked the Council for her appointment.

To approve as a correct record and sign the minutes of the meeting held on 24 April 2006 (to follow).

            RESOLVED:

 

            That the minutes of the Council meeting held on 24 April 2006 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.

(a)            Pursuant to the Council's Code of Member Conduct, Councillor D Stallan declared a personal interest in agenda item 12 (General Exception Notices for Key Decisions and Waiving of Call-in Procedure).  He declared that his interest was not prejudicial and that he would remain in the meeting for the duration of the consideration of the item and voting thereon.

(a)            Apologies for Absence

 

(b)            Announcements

 

To consider any announcements by:

 

(i)                  the Chairman of the Council

 

           - to make presentations of engraved glassware to former Councillors

           S Barnes, Mrs J Davis and R Glozier (former Councillor M Heavens is unable to attend this meeting);

 

(ii)        the Leader of the Council; and

 

(iii)       any other Cabinet Member.

(a)            Announcements by the Chairman

 

(i)         Year of Office

 

Councillor Mrs Haigh advised that it would be difficult to follow Councillor Sandler who had set an extremely high standard during his year of office.  She drew attention to the way in which he had managed Council meetings and together with his wife had been excellent ambassadors for the District. 

 

Councillor Mrs Haigh referred to the urban and rural mix of the District and to the attractions of the District.  She referred to her life and work within the District and said that the District's greatest asset was its residents.  She again thanked the Council for electing her as Chairman for the forthcoming year.

 

(ii)            Chairman's Charities for the Year

 

The Chairman announced that her chosen charities would be Homestart, Action in Mental Health and Essex Ambulance Community First Responders. 

 

(iii)            Chairman's Events

 

The Chairman advised that she proposed to hold a quiz night, a business golf day and an officers'/members' golf match in aid of her charities.  She also proposed to hold a tea party at the museum in the summer.  She said that she would be arranging a multi-faith service during the year and would also be arranging a small-scale carol service for those wishing to celebrate Christmas.  Further details of all of her events would be published in the Members' Bulletin.

 

(iv)      Mark Stedeford, Finance Officer

 

The Council stood in silence tribute in memory of Mark Stedeford who had joined the Authority on 12 September 1988 and had been tragically killed on 7 April 2006.  The Chairman advised that she would send a letter of condolence to his family. 

           

(v)            District Council Elections – 4 May 2006

 

It was reported that on 4 May 2006 the following councillors had been elected to represent the wards of the District set out below.

 

The Chairman congratulated and welcomed those members new to the Council and those who had been re-elected.

 

Ward                        Name

 

Buckhurst Hill East                        P Spencer

Buckhurst Hill West                        R Church (2008) and

                        Mrs A Haigh

Chigwell Village                        Mrs L Wagland

Chipping Ongar, Greensted and Marden Ash                        D Jacobs

Epping Hemnall                        Mrs J H Whitehouse

Epping Lindsey and Thornwood Common                        M Colling

Grange Hill                        G Mohindra

Loughton Alderton                        R Law

Loughton Broadway                        Ms S Clapp

Loughton Fairmead                        P Turpin

Loughton Forest                        P House

Loughton Roding                        S Murray

Loughton St John's                        J Markham

Loughton St Mary's                        M Cohen

Lower Nazeing                        Mrs A Cooper

North Weald Bassett                        D Stallan

Theydon Bois                        R Frankel

Waltham Abbey Honey Lane                        J Demetriou

Waltham Abbey Paternoster                        J Wyatt

 

(The year shown in brackets above shows the year of retirement where this is not 2010.)

 

(vi)            Former Councillors

 

The Chairman presented engraved glassware to former Councillors Mrs J Davis (in recognition of 30 years' service with the Council including one year as Chairman of the Council) and R Glozier (in recognition of 6 years' service with the Council including four years as a Portfolio Holder).  Members spoke in appreciation of the former councillors and the former  ...  view the full minutes text for item 7.

(a)        Notice of Constitution of Political Groups

 

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

 

(b)            Notification of Group Leaders and Deputies

 

The Council noted the names of members who had signed notices as indicated above and who would act as Group Leaders and Deputy Group Leaders.  

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

First Motion moved by Councillor Mrs D Collins and seconded by Councillor R Morgan.

 

"That, in respect of the appointment of the Cabinet, the decision of the Council on 20 February 2001 (Minute 62(2) (b)) be rescinded and the nine Cabinet seats and seats on all Cabinet Committees be filled by nominees of the Conservative and Independent Groups."

 

Carried

 

Second Motion moved by Councillor Mrs D Collins and seconded by Councillor R Morgan.

 

"(a)      the Cabinet Portfolios be revised as follows:

 

(i)            Leader's Portfolio;

 

(ii)            Customer Services, Media, Communications and ICT;

 

(iii)            Community Wellbeing;

 

(iv)            Finance, Performance Management and Corporate Support Services;

 

(v)        Civil Engineering and Maintenance;

 

(vi)            Housing;

 

(vii)      Leisure and Young People;

 

(viii)            Planning and Economic Development;  and

 

(iv)            Environmental Protection;

 

(b)        the People First Portfolio be deleted and its responsibilities reallocated as follows:

 

(i)            external relations, media and public relations – transfer to new Customer Services, Media, Communications and ICT Portfolio;

 

(ii)            constitutional issues and members' remuneration – transfer to new Finance, Performance Management and Corporate Support Services Portfolio;

 

(iii)            Community Plan – transfer to the Community Wellbeing Portfolio;

 

(c)            licensing policy be transferred from Community Wellbeing Portfolio to Environmental Protection Portfolios;

 

(d)        refuse collection/recycling (including wheeled bins) – transfer to the new Customer Services Media, Communications and ICT Portfolio;

 

(e)            Councillor Mrs D Collins, the nominee of the Conservative Group, be appointed Leader of the Council and to the Leader's Portfolio;

 

(f)            Councillor C Whitbread, the nominee of the Conservative Group, be appointed Deputy Leader of the Council and to the Leisure and Young People Portfolio;

 

(g)        the following Cabinet appointments be made on the nomination of the Conservative Group to the Cabinet Portfolios indicated:

 

(i)                        Community Wellbeing                         -                        Councillor Ms S-A Stavrou;

 

            (ii)            Customer Services, Media,

Communications and ICT             -            Councillor S Metcalfe;

 

            (iii)            Civil Engineering             -            Councillor A Green;

 

            (iv)            Housing            -            Councillor D Stallan;

 

            (v)            Planning and Economic Development            -            Councilllor Mrs A Grigg;

 

            (vi)            Environmental Protection            -            Councillor Mrs M Sartin;

 

(h)        the following Cabinet appointment be made on the nomination of the Independent Group to the Cabinet Portfolio indicated:

 

"Finance, Performance Management and Corporate Support Services – Councillor J Knapman."

 

Carried

 

Third Motion moved by Councillor J M Whitehouse and seconded by Councillor D Jacobs.

 

"(1)      That, in order to ensure the make-up of committees, sub-committees and panels accurately reflects the make-up of the Council, the number of councillors on each of the following committees, sub?committee and panel be:

 

Licensing Committee            -            16 Councillors

Housing Appeals and Review Panel            -            6 Councillors and 6 substitutes

Staff Appeals Panel   -            6 Councillors and 6 substitutes

Complaints Panel   -            12 Councillors

District Development Control Committee            -            16 Councillors

Overview and Scrutiny Committee            -            12 Councillors

Joint Consultative Committee            -            10 Councillors and

                                                10 Staff Side representatives

Area Plans Sub-Committee 'A'            -            16 Councillors;  and

 

(2)        That, as a consequence of reallocating pro rata entitlements, the one additional seat created on each committee, sub-committee and panel be filled by nominees of the following  ...  view the full minutes text for item 9.

The Chairman adjourned the meeting to enable Group Leaders to give further consideration to nominations for the appointment of Chairmen and Vice-Chairmen on Committees, Sub-Committees and Panels.  The meeting adjourned at 9.35 p.m. and resumed at 9.45 p.m.

On the resumption of the meeting, Councillor P House, Leader of the LRA Group advised that the nomination of his Group for Chairman of the Complaints Panel had been withdrawn.  Councillor Mrs D Collins, Leader of the Conservative Group advised that the nomination of Councillor Mrs P Smith as a member of the Staff Appeals Panel had been withdrawn.

 

The Chairman sought nominations for the appointment of a Chairman to the Complaints Panel, another member to the Staff Appeals Panel and the Chairman of the Staff Appeals Panel. 

 

            RESOLVED UNANIMOUSLY:

 

            That the Leader, Deputy Leader, Portfolio Holders, Chairmen, Vice?Chairmen and members of the Cabinet, Committees, Sub-Committees, Panels and Groups be as set out in Appendix 2 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, Ms M Marshall and Mr G Weltch) and the local council representative and deputy appointed by the Association of Local Councils (Epping Forest Branch) Nominations received 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 2006/07.

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 Delegation as set out in the Constitution be agreed.

Recommendation:

 

That during 2006/07 ordinary meetings of the Council be held on the following dates:

 

29 June 2006 (Thursday)

25 July 2006

26 September 2006

14 December 2006 (Thursday)

20 February 2007

22 February 2007 (reserve date for budget meeting)

24 April 2007

17 May 2007 (Thursday)(Annual meeting)

 

1.        At its meeting on 24 April 2006, the Council adopted a calendar of meetings for the period from May 2006 to May 2007 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 24 April 2006.

The Council was informed that at its meeting on 24 April 2006, it had adopted a calendar of meetings for the period from May 2006 – May 2007 which had 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 2006/07 ordinary meetings of the Council be held on the following dates:

 

            29 June 2006             (Thursday)

            25 July 2006

            26 September 2006

            14 December 2006             (Thursday)

            20 February 2007

            22 February 2007             (reserved date for budget meeting)

            24 April 2007

            17 May 2007             (Thursday) (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.

 

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

The Council considered a schedule of nominations by the political groups for Council representation 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 2006/07 be determined as set in Appendix 3 to these minutes;

 

(2)            That the schedule of representatives on outside organisations with terms of office expiring after the current year as set out in Appendix 4 to these minutes be noted;  and

 

            (3)            That the officer appointments to outside organisations listed in Appendix 5 to these minutes be noted.

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 the 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.

Report of the Cabinet attached.

The Council noted that paragraphs 16 and 17 of the Access to Information Procedure Rules in the Council's Constitution provided a general exception in relation to an urgent matter which was likely to be a key decision and had not been included within the Forward Plan.  Paragraph 18.3 of the Procedure Rules provided for the submission of quarterly reports to the Council on Executive matters taken in such circumstances in the preceding three months. 

 

The Council also noted that paragraph 21 of the Council's Overview and Scrutiny Rules in the Council's Constitution provided for the setting aside of the call?in procedure in relation to urgent matters.  The paragraph also provided for these provisions to be monitored annually with a report submitted to Council with proposals for review, if necessary. 

 

The Council received a report of the Cabinet setting out general exception notices for key decisions and circumstances where the call?in procedure had been waived.

 

            RESOLVED:

 

            (1)            That the decisions taken on 6 April and 3 May 2006 relating to the Waste Management Contract as exceptions to the key decisions requirements be noted;

 

            (2)            That the setting aside of the call-in procedure in relation to the decisions taken on 6 April and 3 May 2006 relating to the Waste Management Contract be noted;  and

 

            (3)            That no review be undertaken at this time in relation to the exception to the key decision requirements or the setting aside of the call?in arrangements.

 

 

 

 

 

 

CHAIRMAN