Agenda and minutes

To approve as a correct record and sign the minutes of the meeting held on 29 June 2006 (to follow).

RESOLVED:

That the minutes of the meeting held on 29 June 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.

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;

The Chairman will present Service Certificates to members of the First Responders Unit, one of the Chairman’s Charities this year.

(ii)        the Leader of the Council; and

(iii)       any other Cabinet Member.

(a)            Chairman's Announcements

(i)            Chairman's Charity - Neighbourhood First Responders

The Chairman welcomed representatives of Neighbourhood First Responders in Epping Forest to the meeting. 

She advised that First Responders in this area were St John Ambulance members but when on shift, they were under the control of the East of England Ambulance Service from their control room in Chelmsford.  The volunteers dealt with category A emergency calls which included diabetic emergencies, unconsciousness, chest pains and heart attacks and were able to be with the patient within eight minutes of being called.  First Responders were equipped with oxygen equipment and a defibrillator as well as the more conventional first aid equipment.  They used their own cars which, when on duty, had magnetic signs on the side but did not have flashing lights and a Responder was unable to break any of the traffic laws in proceeding as quickly as possible to the patient.  Currently, First Responders were neither called to trauma cases nor to young people under the age of 12, although this was subject to review.

The Chairman reported the training of Responders took nearly three full days, spread over weekends usually, and finishing with both practical assessment and oral questions.  The qualification lasted six months after which each Responder had to be reassessed.  Training included managing an incident, making a survey of a patient and managing a patient who might neither be breathing nor have circulation, CPR, use of oxygen equipment and the automated external defibrillator were also taught and practised.

The Council noted that Responders met together fortnightly at St Margaret's Hospital in Epping where they dealt with unit administration, listened to lectures from visiting ambulance professionals and practiced their skills on specially designed dummies.  The Responders were holding two open days on 5 and 12 August 2006 in Epping St John's Hall and Loughton Methodist Hall respectively where they would demonstrate and allow members of the public to perform some of these resuscitation techniques.

The Council noted that the Epping First Responders Unit had about 17 members, split operationally into two groups - Epping and Loughton.  The volunteers did whatever shift hours they were able.  The more equipment they had in the unit, the more volunteers could be on shift at any one time and the area of cover could either be enlarged or covered more intensively.  The unit was called out at least once every week.  Members were advised that it costed about £3,000 for each set of equipment.  The Ambulance Service replaced the oxygen cylinders and the defibrillator pads without charge as these items were consumed.  The unit was hoping and planning to expand to at least 25 active volunteers when it was hoped that 24/7 cover could be maintained in both areas.

The Chairman presented certificates to John Newman for 750 hours service, to Sandra Newman for 750 hours service and to David Read for 500 hours service.  She also presented a certificate and the Service Medal of the Order of St John to  ...  view the full minutes text for item 33.

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:

Councillor Mrs D Collins, Leader of the Council and Chairman of the Cabinet, invited the Finance, Performance Management and Corporate Support Services Portfolio Holder and the Customer Services, Media, Communications and ICT 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 summarised the reasons for seeking supplementary estimates in relation to the Benefits Division, a proposed Compulsory Purchase Order, an Environmental Health practitioner, major tree work on housing-owned land and the replacement of the Civic Offices Atrium ventilators.

Report as first moved ADOPTED

RESOLVED:

(1)            That a District Development Fund (DDF) supplementary estimate of £40,000 be approved to maintain acceptable levels of service within the Benefits Division while staff on are maternity leave;

(2)            That a supplementary capital estimate to £377,500 be approved to fund a Compulsory Purchase Order, if required, in respect of the purchase of 8/8a Sun Street Waltham Abbey;

(3)            That a Continuing Services Budget (CSB) supplementary estimate of £19,000 in the 2006/07 financial year (£38,000 in a full year) be approved to meet the cost of appointing one additional fulltime equivalent Environmental Health practitioner from 1 September 2006 onwards;

(4)            That a supplementary estimate of £42,000 to be funded from the Housing Revenue Account balances be approved in order to clear the backlog of major tree work on housing-owned land; and

(5)            That an additional supplementary DDF estimate in the sum of £13,500 be approved to enable the replacement of the Civic Offices Atrium ventilators.

(b)       Draft Council Plan 2006 -2010

The Portfolio Holder advised that over the last three months, the draft Council Plan and its aims and objectives had been subject to consultation with members, staff, residents, partner agencies and other local and representative organisations, so as to ensure that actions and resources were targeted at those areas of greatest importance.  He advised that the Cabinet had considered the draft plan and the recommendations of the Overview and Scrutiny Committee with regard to consultation responses.

Amendment Moved by Councillor D Jacobs and seconded by Councillor J M Whitehouse.

"That the draft Council Plan 2006-2010 be referred back to the Cabinet for further consideration".

Lost

Report as first moved ADOPTED

RESOLVED:

That the draft Council Plan for 2006/2010 be adopted.

(c)       Waste Management Service

(Mover: Councillor S Metcalfe, Portfolio Holder for Customer Services, Media, Communications and ICT)

The Portfolio Holder reported that it had not been possible to negotiate a longer-term contractual arrangements with Cory Environmental for the Waste Management Service.  Cory had served notice bringing to an end the interim provisions phase of the Novation Agreement and were now being paid on an open book basis.

The Portfolio Holder also reported on the need to commence a formal procurement process and on current service issues.

By leave of the Council, Councillor Metcalfe presented an amendment (First Amendment) to recommendation (2) as follows:

"(2) That a formal procurement exercise be commenced in respect of  ...  view the full minutes text for item 35.

To consider the following report of the Overview and Scrutiny Committee:

(1)            Council Meetings - Future Role (attached)

(Mover: Councillor R Morgan, Chairman of Overview and Scrutiny Committee)

Councillor R Morgan, Chairman of the Overview and Scrutiny Committee presented a report on the future role of Council meetings. 

He advised that following a comprehensive review, which had included visits to other local authority Council meetings and an assessment of a questionnaire to all members of the Council, the Constitutional Affairs Scrutiny Panel had put forward a number of suggested enhancements for increasing interest in Council meetings and enhancing debate generally.  The Overview and Scrutiny Committee had agreed with the recommendations put forward by the Panel which, in essence proposed the introduction of the following in the 2006/07 year:

(a)        state of the District debates which would focus on the key issues being faced by the authority;

(b)        single issue debates on particular topical issues affecting the Council and the local community;

(c)        written reports from the Leader, Portfolio Holders and the Overview and Scrutiny Chairman at each meeting on current activities falling within their remit;

(d)            changes to the item on questions by members which would allow questioning of the Leader, Portfolio Holders and Overview and Scrutiny Chairman, not just on their written reports, but on any activity within their remit; and

(e)            enhancements to the system for questions by the public.

Councillor Morgan reported that there were also suggestions for further possible enhancements at a later stage should these ideas prove successful.  These included the Council in Committee and/or the Council in Seminar concept.  He advised that if the recommendations were adopted the new arrangements would apply from the next Council meeting on 26 September 2006.

Report as first moved ADOPTED

            RESOLVED:

            (1)            That approval be given to the proposed enhancements in relation to Council meetings, namely those in respect of "State of the District" debates, "Single Issue" meetings, reports from Overview and Scrutiny/The Leader/Portfolio Holders and questions from members;

            (2)            That approval be given to a review of the publicity arrangements in respect of questions from the general public to Council and Committee meetings; and

            (3)            That, accordingly the Terms of Reference and Procedure Rules in respect of meetings of full Council be amended as shown in Appendices 1 and 2 attached to these minutes.

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

No motions had been received for consideration at the meeting.

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.

No questions by members had been received for consideration at the meeting.

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.

Confidential Items Commencement: Paragraph 9 of the Council Procedure Rules contained in the Constitution require:

(1)        All business of the Council requiring to be transacted in the presence of the press and public to be completed by 10.00 p.m. at the latest.

(2)        At the time appointed under (1) above, the Chairman shall permit the completion of debate on any item still under consideration, and at his or her discretion, any other remaining business whereupon the Council shall proceed to exclude the public and press.

(3)        Any public business remaining to be dealt with shall be deferred until after the completion of the private part of the meeting, including items submitted for report rather than decision.

Background Papers:  Paragraph 8 of the Access to Information Procedure Rules of the Constitution 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 (as defined in Rule 10) and in respect of executive reports, the advice of any political advisor.

Inspection of background papers may be arranged by contacting the officer responsible for the item.

            RESOLVED:

            That in accordance with Section 100(A)(4) of the Local Government Act 1972, the public and press be excluded from the meeting for the item of business set out below as it would involve the likely disclosure of exempt information as defined in the Paragraph of Part 1 of Schedule 12A of the Act indicated and the exemption is considered to outweigh the potential public interest in disclosing the information:

            Agenda            Subject                     Exempt Information

            Item No                   Paragraph Number

            10            Waste Management Service -            3 and 4

                        Supplementary Estimate

To consider the following report of the Cabinet;

(4)    Waste Collection Service – Supplementary Estimate (attached).

(Mover: Councillor S Metcalfe, Customer Services, Media, Communications and ICT Portfolio Holder)

The Portfolio Holder presented a report summarising the reasons why Cory Environmental had exercised their right under the Novation Agreement to bring to an end the "Interim Provisions" phase and commence the "Cost Plus" phase.  He also reported on the financial implications of this action.

            RESOLVED:

            (1)            That a supplementary revenue estimate of £1.8 million be approved to maintain the Waste Management Service whilst a procurement exercise is undertaken; and

            (2)            That the agreement of the Chairman of the Overview and Scrutiny Committee under Paragraph 17 of the Council's Access to Information Procedure Rules to the taking of this key decision on grounds of special urgency in order to continue refuse collection arrangements without interruption be noted.

CHAIRMAN