Agenda and minutes

To approve as a correct record and sign the minutes of the meeting held on 18 May 2006 (attached).

            RESOLVED:

 

            That the minutes of the Annual Council meeting held on 18 May 2006 be taken as read and signed by the Chairman as a correct record subject to the deletion of the words, "6 years' " in minute 7(a) (vi) (Former Councillors).

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

There were no declarations of interest pursuant to the Council's 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

 

(c)     Member Computer Training – Award of Certificates

 

A number of members have completed IT training and will receive their certificates from the Chairman of the Council.

(a)            Chairman's Announcements

 

(i)            Former Councillor Mike Wardle

 

It was with much sadness that the Chairman informed the Council of the death of former District Councillor Mike Wardle.  Former Councillor Wardle had served on the District Council from 1992 until 2002 representing the Loughton St Mary's Ward.  During that period he had been Chairman of Plans Sub?Committee 'A' and Vice?Chairman of the Development Committee.  He had also served on many Committees and Working Groups during his terms of office.  The Council noted that there would be a thanksgiving service at Loughton Methodist Church at 2.00 p.m. on Tuesday 4 July 2006.

 

Councillors Mrs C Pond and S Murray spoke in tribute of the work undertaken by former Councillor Wardle. 

 

All present stood for a minute's silence in tribute to former Councillor Wardle.

 

(ii)            Flowers

 

The Chairman announced that the flowers from tonight's meeting would be sent to Jean Wardle, wife of former Councillor Mike Wardle.

 

(iii)            Members'/Officers' Golf Day

 

The Chairman advised that approximately £500 had been raised for her charities at the recent Members'/Officers' Golf Day at Chigwell Golf Course.

 

(iv)            Future Charity Events

 

The Chairman advised that a Business Golf Day would be held on 19 September 2006, an Antiques Road Show would be held in spring 2007 at Chigwell School, a Quiz Night would be held in mid February 2007 and an Abseil of the Church Langley Water Tower would take place on the Bank Holiday in early 2007. 

 

The Chairman advised that she would update members on events on a regular basis when dates were finalised.

 

The Council noted that at its next meeting on 25 July 2006, the Chairman would be presenting Service Certificates to members of the First Responders Unit, one of her charities.  The Chairman advised that she would be seeking a collection from members at that time.

 

(b)            Announcements by Portfolio Holders – East of England Plan

 

Councillor Mrs A Grigg, Planning and Economic Development Portfolio Holder, drew attention to the recently published Examination in Public Panel Report on the East of England Plan.  She cautioned that the document needed careful scrutiny before any detailed debate took place.  However, she advised that the Council's arguments had prevailed in reducing the original allocation of housing for the District from 18,500 to 11,000 and now to 6,500.  She also advised that there were now no plans for housing at all at North Weald.  The report also recommended that Harlow should not expand to the north and a "northern relief" road was now unlikely.  There was no suggestion of how to deal with the development of Harlow, a southern link road or infrastructure but of the 13,500 extra houses allocated to Harlow, the Panel was recommending that 3,000 be built in the Epping Forest District affecting areas such as Jack's Hatch, Roydon and Broadley Common.

 

(c)            Members' Computer Training – Award of Certificates

 

The Chairman handed Certificates to those members who had completed recent IT training.

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 received for consideration at the meeting.

To consider the following reports of the Cabinet:

 

(a)	Supplementary Estimates
(b)	Best Value Performance Plan

Councillor Mrs D Collins, Leader of the Council and Chairman of the Cabinet, invited the Finance, Performance Management and Corporate Support Services Portfolio Holder to present the reports of the Cabinet.

 

(a)            Supplementary Estimates

 

(Mover:  Councillor J Knapman – Finance, Performance Management and Corporate Support Services Portfolio Holder)

 

The Portfolio Holder drew attention to the priority objectives for 2006/07 as set out in the introduction to the Plan by the Leader of the Council.  He advised that the BVPP was produced to:

 

(a)            summarise last year's successes in meeting our key priorities, objectives and targets;

 

(b)       show where those key priorities, objectives and targets were not achieved;

 

(c)        inform of this year's aims and targets;  and

 

(d)            compare this year's performance with that for the previous years.

 

The Portfolio Holder advised that the Plan had to be adopted before the end of June 2006 and that there had been limited time to incorporate changes to priorities, etc. required as a result of the new political makeup of the Council following the elections in May 2006.  He acknowledged that this had led to only limited consultation with Overview and Scrutiny which should not be repeated in future years.  He also advised that in future years he envisaged clearer references to targets which had not been achieved. 

 

First Amendment moved by Councillor S Murray and seconded by Councillor Mrs D Collins.

 

"That the words, "through private sector and public sector initiatives" be substituted for the words, "through initiatives such as shared ownership" at the end of the first paragraph on page 25 (Housing)".

 

Carried

 

Second amendment moved by Councillor D Jacobs and seconded by Councillor G Stollar.

 

"That the following words be included in the introduction to the section on Environmental Protection regarding waste management performance indicators:

 

"Whilst taking due account of any adverse affect on performance indicators, our commitment to the County's waste strategy and our desire for a top quartile position…"

 

The Portfolio Holder submitted reports regarding requests for supplementary estimates.

The Fire Alarm system in the Civic Offices sounded and the Chairman adjourned the meeting at 8.00 p.m.  All present evacuated the building and proceeded to the designated assembly point.  On completion of the fire drill, members and officers returned to the Council Chamber and the meeting resumed at 8.10 p.m. 

(a)            Supplementary Estimates

 

            RESOLVED:

 

            (1)            That a District Development Fund (DDF) supplementary estimate of £5,000 be approved to meet the cost of a consultant's fees in relation to the development potential of Council?owned car parks sites;

 

            (2)            That a DDF supplementary estimate of £15,000 be approved to meet the cost of replacing the Atrium ventilators in the Civic Offices;  and

 

            (3)            That a Continuing Services Budget (CSB) supplementary estimate of £4,340 be approved to finance the shortfall between the lowest tender price and the budget allocation for 2006/07 for the cleaning and window cleaning contract for the Civic Offices.

 

(b)       Best Value Performance Plan

 

(Mover:  Councillor J Knapman, Portfolio Holder for Finance, Performance Management and Corporate Support Services)

 

By leave of the Council, and with the consent of the seconder, Councillor Jacobs withdrew his amendment.

 

Report as amended ADOPTED.

 

            RESOLVED:

 

            That the draft Best Value Performance Plan for 2006/07 be adopted subject to the substitution of the words, "through private sector and public sector initiatives" for the words, "through initiatives such as shared ownership" at the end of the first paragraph on page 25 (Housing).

To consider recommendations of the Finance and Performance Cabinet Committee from its meeting on 19 June 2006 (to follow). The Committee has been authorised by the Cabinet to report direct to the Council meeting so as to comply with the statutory timetable for publishing the statement.

 

The Statutory Statement has been circulated separately to all members of the Council.

The Portfolio Holder for Finance, Performance Management and Corporate Support Services presented the Council's Statutory Statement of Accounts for the year ending 31 March 2006, and reminded the Council that it had to be agreed before 30 June 2006.

 

The Portfolio Holder drew attention to the increased amount of balances due to underspending mainly as a result of staff vacancies.  He advised that there would be a need to look again at the Council's recruitment and retention policies and decide whether some of the vacant posts were still required.  In relation to DDF scheme slippages he advised that he had asked Heads of Service to justify requests for carry forward of schemes which had not been undertaken. 

 

The Portfolio Holder advised that the Finance and Performance Management Cabinet Committee had considered the Statement in detail and had recommended it for approval and adoption subject to inclusion of a revised cash flow statement.  The Portfolio Holder drew attention to a final copy of the cash flow statement, which had been tabled at the meeting. 

 

            RESOLVED:

 

            (1)            That the Statutory Statement of Accounts for the financial year ending 31 March 2006, including the revised cash flow statement be approved and adopted;  and

 

            (2)            That the Head of Finance and other officers responsible for producing the Statement be congratulated on achieving the deadline for adoption of the Statement.

To consider the attached report.

 

The Chairman of the Standards Committee (Dr Derek Hawes) is unable to be present at this meeting and the report will be presented by the Deputy Monitoring Officer, Ian Willett.

The Head of Research and Democratic Services reported apologies for absence from the Chairman of the Standards Committee, Dr D Hawes.  In the absence of Dr Hawes, the Head of Research and Democratic Services presented the fourth annual report of the Committee.

 

The Head of Research and Democratic Services drew attention to the response made by the Committee to a consultation document from the Standards Board for England regarding a review of the ethical framework.  He also drew attention to the concerns of the Committee in relation to the resources required in order to adjudicate and investigate allegations against members.  He also stressed the recommendation of the Committee that it was important for members to seek advice, make sure that they were up-to-date on the requirements of the Code of Conduct and carefully think through their position on issues which arose.

 

Report as first moved ADOPTED.

 

            RESOLVED:

 

            (1)            That the fourth annual report of the Standards Committee be received and noted;  and

 

            (2)            That the Standards Committee be thanked for their work during the past year.

(Remuneration Panel) To consider the attached report.

The Head of Research and Democratic Services presented the third annual report of the Member and Parish Remuneration Panels for the Epping Forest District.  He emphasised that the Panels comprised independent people who had volunteered to advise on the payment of allowances and expenses to councillors.

 

The Council noted that during 2005/06, consideration had been given to the Members' Connectivity Scheme, Special Responsibility Allowances for Licensing Committee Members, Overview and Scrutiny Committee members and Cabinet Portfolio Holders.  The Panel had also reviewed members' travelling expenses.  Despite concerns expressed by the Panel about the taxation position in relation to members' connectivity payments, HM Revenue and Customs had advised that any income tax liability would remain.

 

Report as first moved ADOPTED.

 

            RESOLVED:

 

            (1)            That the third annual report of the Member and Parish Remuneration Panels be noted;  and

 

            (2)            That the Remuneration Panels be thanked for their work during the past year.

Recommendation:

 

To make appointments to Committees, Sub-Committees and Panels which were not made at the Annual Meeting.

 

 

The following appointments were not made at the Annual Meeting:

 

(a)      Licensing Committee – one additional member to be nominated by the Liberal Democrats Group;

(b)      Joint Consultative Committee – one member to be nominated by the BNP Group:

(c)      Ad Hoc Panel on Top Management Structure – one member to be nominated by the Liberal Democrats Group; the Liberal Democrats Group have nominated Councillor J M Whitehouse;

(d)      Leisure Management – Contract Monitoring Board – one member to be nominated by the BNP Group;

(e)      Staff Appeals Panel – one substitute member to be nominated by each of the Conservative, Liberal Democrats and LRA Groups; the Liberal Democrats Group have nominated Councillor Mrs P Brooks, the LRA Group have nominated Councillor Mrs C Pond;

(f)        Group Representatives of the Conservative and BNP Groups on the District Development Control Committee;

(g)      Group Representatives of the Conservative, Liberal Democrats, LRA and BNP Groups on Area Plans Sub-Committee A; the LRA Group have nominated Councillor K Angold-Stephens;

(h)      Group Representatives of the Conservative and Liberal Democrats Groups on Area Plans Sub-Committee B;

(i)         Group Representative of the Conservative Group on Area Plans Sub-Committee C;

(j)         Group Representative of the Conservative Group on Area Plans sub-Committee D.

 

 

Group Leaders will report orally on outstanding nominations and the Council will be asked to make the necessary appointments.

 

 

      

The Council considered nominations of Group Leaders in relation to appointments outstanding from the Annual Council meeting. 

 

            RESOLVED:

 

            That the following members be appointed to the Committees, Sub?Committees and Panels indicated for the remainder of the current municipal year:

 

            Committee/Sub-Committee/Panel            Member

 

            (a)            Licensing Committee            M Woollard

 

            (b)            Joint Consultative Committee            Mrs P Richardson

 

            (c)            Ad Hoc Panel on Top

                        Management Structure            J M Whitehouse

 

            (d)            Leisure Management -

                        Contract Monitoring Board            T Farr

 

            (e)            Staff Appeals Panel (Substitutes)            Mrs P Brooks

                                    Mrs C Pond

                                    J Wyatt

 

            (f)            District Development Control             M Colling (Conservative)

                        Committee - Group Representatives            Mrs P Richardson (BNP)

 

            (g)            Area Plans Sub-Committee ' A' –            B Sandler (Conservative)

                        Group Representatives            P Spencer (Liberal Democrats)

                                    K Angold-Stephens (LRA)

 

            (h)            Area Plans Sub-Committee 'B' –            D Stallan (Conservative)

                        Group Representatives            R Frankel (Liberal Democrats)

 

            (i)            Area Plans Sub-Committee 'C' –            Mrs H Harding (Conservative)

                        Group Representative

 

            (j)            Area Plans Sub-Committee 'D' –            Mrs P Smith (Conservative)

                        Group Representative

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

(a)            Roding Road, Loughton – Closure

 

            The Council considered the following motion moved by Councillor S Murray and seconded by Councillor K Angold-Stephens:

 

            "This Council notes the following:

 

            (1)            the damage done to the Roding Road Central Line bridge on Tuesday 13 June 2006;

 

            (2)            the subsequent closure, since that date, of Roding Road for through traffic;  and

 

            (3)            the resultant hold-ups and traffic congestion on the local road network;

 

            and calls on:

 

            (i)            Essex County Council Highways and Metronet to work together to get this road reopened at the earliest possible date;  and

 

            (ii)            the Leader of the Council, appropriate Portfolio Holders and the Joint Chief Executives to communicate our concerns about the situation to all appropriate bodies."

 

            By leave of the Council, Councillor K Angold-Stephens requested that representations also be made to the Post Office to seek an improvement in collections, which had been substantially reduced in the locality due to the road closure.

 

Carried

 

            Motion as amended ADOPTED.

 

                        RESOLVED:

 

                        That this Council notes the following:

 

                        (1)        the damage done to the Roding Road Central Line bridge on Tuesday 13 June 2006;

 

                        (2)        the subsequent closure, since that date, of Roding Road for through traffic; 

 

                        (3)        the resultant hold-ups and traffic congestion on the local road network;

 

                        (4)        the resulting reduction in Post Office collections in the locality;

 

                        and calls on:

 

                        (i)         Essex County Council Highways and Metronet to work together to get this road reopened at the earliest possible date;

 

                        (ii)        the Post Office to seek an improvement in collections in the locality;  and

 

                        (3)        the Leader of the Council, appropriate Portfolio Holders and the Joint Chief Executives to communicate our concerns about the situation to all appropriate bodies.

 

            (b)       Cabinet Portfolios

 

            The Council considered the following motion moved by Councillor Mrs D Collins and seconded by Councillor C Whitbread:

 

            "That the revisions to the Cabinet Portfolios agreed at the Annual Council meeting on 18 May 2006 (9) be amended for the purposes of clarification as follows:

 

            (i)            Leader's Portfolio

 

            Add:

 

            Chairmanship of the Cabinet

 

            Management and Co-ordination of Cabinet business

 

            Constitutional matters

 

            Major property/development proposals affecting the Council's Property Portfolio (where necessary in consultation with the Housing Portfolio Holder) but excluding ongoing estate management

 

            Local Land Charges

 

            Staff Development Reviews for Joint Chief Executives

 

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

 

            Add:

 

            Customer Services champion initially dealing with the customer services aspects of the introduction of wheeled bins for refuse/recycling.

 

            (iii)            Environmental Protection Portfolio

 

            Add:

 

            Waste Management Contract (Operational issues only, i.e. excluding customer services aspects which are included in the Customer Services, Media, Communications and ICT Portfolio)

 

            and that these changes be published in the Council's Constitution".

 

            Motion as first moved ADOPTED.

 

                        RESOLVED:

 

                        That the revisions to the Cabinet Portfolios agreed at the Annual Council meeting on 18 May 2006 (9) be amended for the purposes of clarification as follows:

 

                        (i)            Leader's Portfolio

 

                        Add:

 

                        Chairmanship of the Cabinet

 

                        Management and Co-ordination of Cabinet business

 

                        Constitutional matters

 

                        Major property/development proposals affecting the Council's Property  ...  view the full minutes text for item 29.

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

 

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

(a)        Traffic Regulation Orders – New Parking Regime in Epping

 

By Councillor J M Whitehouse to Councillor A Green, Portfolio Holder for Civil Engineering and Maintenance

 

"What steps is the Portfolio Holder taking to make sure that the views of local residents and ward members are taken into account when a decision is taken on the Traffic Regulation Orders which implement a new parking regime in Epping;  when will he decide his own response;  and will he publish his decisions and reasons?"

 

(b)       Traffic Regulation Orders – New Parking Regime in Buckhurst Hill

 

By Councillor R Goold to Councillor A Green, Portfolio Holder for Civil Engineering and Maintenance

 

"What steps is the Portfolio Holder taking to make sure that the views of local residents and ward members are taken into account when a decision is taken on the Traffic Regulation Orders which implement a new parking regime in Buckhurst Hill;  when will he decide his own response;  and will he publish his decisions and reasons?"

 

Response by Councillor A Green, Portfolio Holder for Civil Engineering and Maintenance to Councillors J M Whitehouse and R Goold

 

"The closing date for public response to the published road traffic orders was 9 June 2006.  The advertisement required all comments/objections to be sent to the County Council's Secretary's Department at County Hall.  All objections will be collated and forwarded to County Highway Officers for their consideration.  County Officers will then make their views known to the appropriate Portfolio Holder depending upon the nature of the roads in question. 

 

For the County network and that includes the High Road, the County Portfolio Holder will consider them.  In doing so he will consult the local County member, but he has also said that he would take into account local political views before making his decision.

 

As to the local network, I (the Portfolio Holder for Civil Engineering and Maintenance) will consider the objections and I will consult with local ward members before I make my views known to the local Highway Manager at Harlow.  Whilst it is therefore technically a County decision, for local roads the views of the District Portfolio Holder will carry particular weight.

 

As yet I have not received the details of any objections to the Orders, but I understand that there are many of them.  I will ensure that all members are made aware of the outcome of the process through the Members' Bulletin."

 

Supplementary Question from Councillor J M Whitehousearising from the reply for the purpose of elucidation

 

"Will the Portfolio Holder clarify the timescale for consideration of the objections?"

 

Response by Councillor A Green, Portfolio Holder for Civil Engineering and Maintenance

 

"As I have said the closing date for the public response was 9 June 2006.  I understand that hundreds of comments were sent to the County Council.  As soon as I receive details I will meet with appropriate ward councillors and I will then formulate a response for conveying to the County Council."

 

(b)       Town and Country Planning  ...  view the full minutes text for item 30.