Agenda and minutes

1.         This meeting is to be webcast. Members are reminded of the need to activate their microphones before speaking.

2.         The Chairman will read the following announcement:

“I would like to remind everyone present that this meeting will be broadcast live to the Internet and will be capable of repeated viewing and copies of the recording could be made available for those that request it.

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 Chairman welcomed those present and reminded everyone that the meeting would be broadcast live to the Internet, and would be capable of repeated viewing.

To approve as a correct record and sign the minutes of the meeting held on 17 May 2007 (attached).

            RESOLVED:

            That the minutes of the Annual Council meeting held on 17 May 2007 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;

(ii)        the Leader of the Council; and

(iii)             any other Cabinet Member.

(c)      Member Computer Training – Award of Certificates

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

(a)            Chairman's Announcements

(i)            Barnes Court, Ongar – Official Opening

The Chairman referred to her attendance together with the Housing Portfolio Holder and other members at the official opening of Barnes Court, Ongar, on 5 June 2007. 

(ii)        Derek Twine CBE

The Chairman extended her congratulations to Derek Twine, Chief Executive Officer of the Scout Association, who had been made a CBE for his services to young people. 

(iii)            Seasonal Celebration – December 2007

The Chairman announced that she would be holding a seasonal celebration at the Loughton Methodist Church on 7 December 2007 commencing at 6.30 p.m.

(iv)            Charity Golf Match

The Chairman announced that a sum of just under £500 had been raised at the Members' and Officers' Golf Day held at Chigwell Golf Club on 19 June 2007.  She thanked Councillors Mrs R Gadsby, J Knapman and officers for their support.

(v)       St Margaret's Hospital Open Day

The Chairman advised that the Hospital was holding an Open Day on 1 July 2007 which would provide an opportunity to tour the new facilities and to meet staff.  She encouraged all members to attend.

(vi)            Flowers

The Chairman announced that the floral display from tonight's meeting would be sent to the Rider House, Abbeyfield Home at Loughton.

(b)            Member Computer Training – Award of Certificates

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

To answer questions asked after notice in accordance with the provisions contained in paragraph 9.3 of the Council Procedure 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 the Chairman of the Overview and Scrutiny Committee; or

(c)          to any Portfolio Holder.

Questions, if any, will follow if not received in time to be incorporated into the agenda.

No public questions had been received for consideration at the meeting.

County Councillor Peter Martin, Deputy Leader and Environment, Planning and Assets Portfolio Holder, and Nicola Beach, Waste and Recycling Manager will attend the meeting to brief members on:

(a)   the Essex Waste Management Partnership;

(b)   the waste management challenges facing Essex;

(c)   key targets and objectives; and

(d)   a Private Finance Initiative project.

A briefing note is attached.

The Chairman introduced County Councillor Peter Martin, Deputy Leader and Environment, Planning and Assets Portfolio Holder, and Nicola Beach, Waste and Recycling Manager, Essex County Council and invited them to brief members on the Essex Waste Strategy Project.

The presentation covered:

(a)            background information on the Essex Waste Management Partnership;

(b)        the waste management challenges facing Essex;

(c)        key targets and objectives of the draft joint Municipal Waste Management Strategy for Essex;  and

(d)        the Private Finance Initiative project that Essex and Southend were intending to submit to Government, including project costs, performance, technology options and time table.

At the conclusion of the presentation, County Councillor Martin and Ms Beach answered members' questions.

Councillor Mrs M Sartin, Environmental Protection, thanked County Councillor Martin and Ms Beach for attending the meeting and making their presentation.  County Councillor Martin thanked the Council for the opportunity of making the presentation.

To receive reports from the Leader, Chairman of the Overview and Scrutiny Committee and members of the Cabinet on matters falling within their area of responsibility:

(a)          Report of the Leader;

(b)          Report of the Chairman of the Overview and Scrutiny Committee - attached;

(c)          Report of Civil Engineering and Maintenance Portfolio Holder;

(d)          Report of Community Wellbeing Portfolio Holder - attached;

(e)          Report of Environmental Protection Portfolio Holder;

(f)            Report of Finance, Performance Management and Corporate Support Services Portfolio Holder;

(g)          Report of Housing Portfolio Holder - attached;

(h)          Report of Leisure and Young People Portfolio Holder - attached;

(i)             Report of Planning and Economic Development Portfolio Holder.

The Council received reports (circulated) from the Chairman of the Overview and Scrutiny Committee, the Community Wellbeing Portfolio Holder, the Environmental Protection Portfolio Holder, the Housing Portfolio Holder, the Leisure and Young People Portfolio Holder and the Planning and Economic Development Portfolio Holder.

By leave of the Council, Councillor Mrs D Collins, the Leader of the Council, reported on a recent meeting with the new County Council Highways and Transportation Portfolio Holder, Councillor N Hume, and County Councillor P Martin.  She advised that the meeting had been constructive and both authorities were hoping to move forward in a spirit of partnership.  Councillor Mrs Collins also reported on a recent meeting with Bill Rammell, local Member of Parliament and appropriate ward councillors to discuss lorry movements in the Nazeing area.  Councillor Mrs Collins also referred to a meeting to be held in July 2007 with local Members of Parliament and local County Councillors to discuss matters of interest.

Council Procedure Rule 10.6 provides for questions by any member of the Council to the Leader, Chairman of the Overview and Scrutiny Committee or any Portfolio Holder, without notice on:

(i)   reports under item 5 above; 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.

Council Procedure Rule 10.7 provides that answers to questions without notice may take the form of:

(a)     direct oral answer from the Leader or, at the request of the Leader, from another member of the Cabinet;

(b)     direct oral answer from the Chairman of the Overview and Scrutiny Committee or, at their request, from another member dealing with that issue as part of an Overview and Scrutiny review;

(c)     where the desired information is in a publication of the Council or other published work, a reference to that publication;

(d)     where the reply cannot conveniently be given orally, a written answer circulated later to the questioner; or

(e)     where the question relates to an operational matter, the Leader, Chairman of the Overview and Scrutiny Committee  or a member of the Cabinet will request that a response be given direct to the questioner by the relevant Chief Officer.

In accordance with the Council Procedure Rule 10.8, a time limit of twenty 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 10 minutes to ensure that all political groups and independent members may have their questions answered.

(a)            Recycling

By Councillor R Frankel to Councillor Mrs M Sartin, Environmental Protection Portfolio Holder

Would you please advise how the programme for informing and educating the public about recycling is progressing;  I am often asked about the recycling of plastic which we currently do not undertake;  residents are keen to recycle and want to do more but they need more information.

Response by Councillor Mrs M Sartin, Environmental Protection Portfolio Holder

There is ongoing education in the Forester and in the local press.  There is concern about materials which currently cannot be recycled including plastic and we will give this further consideration when the new waste management contract is in place.

(b)       Youth Council

By Councillor Mrs J H Whitehouse to Councillor M Cohen, Leisure and Young People Portfolio Holder

I see from your report under the previous item on the agenda that a new Youth Council for the District is to be established;  can you advise how recruitment/election will take place.

Response by Councillor M Cohen, Leisure and Young People Portfolio Holder

A meeting was held on 26 June 2007 at which every school in the District provided representatives except for Chigwell School;  a member of the Harlow Youth Council made a presentation to the meeting and outlined how matters worked in that District;  this is very much work in progress and it has not yet been decided how recruitment will take place;  however, the meeting on 26 June 2007, was extremely helpful and officers are considering a number of suggestions and it is hoped to produce further plans in late July/August 2007.

(c)            Development Control Performance – March to May 2007

By Councillor J Knapman to Councillor Mrs A Grigg, Planning and Economic Development Portfolio Holder

Can the Portfolio Holder advise where the figures included within her report under item 7 arise and can she give an assurance that in future we will adhere to the Data Quality Strategy as the figures in her report are slightly misleading as they only refer to national targets which are well below our own performance.

Response by Councillor Mrs A Grigg, Planning and Economic Development Portfolio Holder

The figures were provided by Planning Services and follow the format which I have used since I first became Planning and Economic Development Portfolio Holder; I am happy to give an assurance that in future the information will adhere to the Data Quality Strategy.

(d)            Loughton Town Centre Enhancement

By Councillor K Angold-Stephens to Councillor Mrs D Collins, Leader of the Council

In 2005/06 the then Leader of the Council gave an assurance that when the sale of the Parade Ground Site had been completed, phases 3 and 4 of the Loughton Town Centre Enhancement would be put back into the budget;  this assurance received cautious support last year; I appreciate that assurances from previous administrations are not binding but as the Council is now in a healthy financial position will the Leader give an assurance that phases 3 and 4 will be  ...  view the full minutes text for item 24.

To consider the following motion, notice of which has been given under Council Procedure Rule 11:

(a)   Loughton High Road Town Centre Enhancement

“That this Council –

(a)      notes that three trees were removed from Centric Parade during the recent enhancement of Loughton High Road on the insistence of the then landlord of adjacent retail premises who claimed ownership of the land on which the trees were situated;

(b)      supports the views of local residents that the visual amenity of this wide section of footway will benefit from the planting of new trees;

(c)      notes that suitable species of trees, methods of planting and funding have all been resolved but that no progress is being made due to an alleged lack of information about the location of statutory undertakers’ services, concern that overhanging branches may represent a traffic hazard, and uncertainty about ownership of the land which may invalidate insurance cover in the event of a claim arising from the trees;

(d)      considers that the location of statutory undertakers’ services should be known from the recent enhancement works, the trees can be maintained so as not to cause a hazard and as the insurance policy presumably covers claims arising from the recently laid paving stones should also extend to trees planted in that area; and

(e)      requests the Planning and Economic Development Portfolio Holder to pursue this matter with District Council and County Council officers with a view to trees being planted without further delay.”

Mover: Councillor P House

Seconder: Councillor K Angold-Stephens

Motions, if any, will follow if not received in time to be incorporated into the agenda.

(a)            Loughton High Road Town Centre Enhancement

            Motion moved by Councillor P House and seconded by Councillor K Angold?Stephens

            "That this Council –

            (a)            notes that three trees were removed from Centric Parade during the recent enhancement of Loughton High Road on the insistence of the then landlord of adjacent retail premises who claimed ownership of the land on which the trees were situated;

            (b)            supports the views of local residents that the visual amenity of this wide section of footway will benefit from the planting of new trees;

            (c)            notes that suitable species of trees, methods of planting and funding have all been resolved but that no progress is being made due to an alleged lack of information about the location of statutory undertakers' services, concern that overhanging branches may represent a traffic hazard, and uncertainty about ownership of the land which may invalidate insurance cover in the event of a claim arising from the trees;

            (d)            considers that the location of statutory undertakers' services should be known from the recent enhancement works, the trees can be maintained so as not to cause a hazard and as the insurance policy presumably covers claims arising from the recently laid paving stones should also extend to trees planted in that area;  and

            (e)            requests the Planning and Economic Development Portfolio Holder to pursue this matter with District Council and County Council officers with a view to trees being planted without further delay."

            Amendment moved by Councillor M Cohen and seconded by Councillor J Hart

            "That paragraphs (c), (d) and (e) of the motion be replaced with the following:

            (c)            notes that, despite the substantial input and involvement into the planning of the Town Centre Enhancement by the Loughton Residents' Association (LRA), the replacement of the trees that had to be removed to allow the scheme to go ahead had not been properly considered by them and so considerable works had to be done since the appointment of this administration to find suitable species of trees, planting and funding methods so as to avoid problems with the location of statutory undertakers' services, uncertainty about ownership of land and potential problems with insurance;

            (d)            recognises that these problems and potential problems have proved difficult to resolve but that this administration have been working tirelessly to do so and thus overcome the oversights of the LRA in the planning process;  and

            (e)            will ensure that as many trees as can be planted and sustained, given the continuing uncertainties and third party positions, will be planted, using the most appropriate species and planting methods as advised and at the earliest opportunity that it is proper and prudent so to do."

Carried

            Motion as amended ADOPTED.

                        RESOLVED:

                        That this Council –

                        (a)        notes that three trees were removed from Centric Parade during the recent enhancement of Loughton High Road on the insistence of the then landlord of adjacent retail premises who claimed ownership of the land on which the trees were situated;

                        (b)        supports the  ...  view the full minutes text for item 25.

To answer questions asked after notice in accordance with the provisions contained in paragraph 10.3 of the Council Procedure 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 Chairman of the Council;

(b)               to the Leader of the Council;

(c)               to the Chairman of the Overview and Scrutiny Committee or

(d)               to any Member of the Cabinet;.

Council Procedure rule 10.4 provides 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.

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

To consider the following reports of the Cabinet:

(a)       North Weald Airfield – Maintenance Budget

Councillor Mrs D Collins, Leader of the Council and Chairman of the Cabinet, invited the Leisure and Young People Portfolio Holder to present this report of the Cabinet.

(Mover: Councillor M Cohen – Leisure and Young People Portfolio Holder)

The Portfolio Holder presented a report drawing attention to the need to undertake essential survey works on the infrastructure at the Airfield.  He advised that it had been necessary for the consultant engineers appointed to co?ordinate the project to engage a specialist subcontractor and that subcontractor had been unable to undertake some aspects of the work until 7/8 May 2007.  As a result, although the order had been raised in the 2006/07 financial year, the services had not been provided until the 2007/08 financial year. 

Report as first moved ADOPTED.

            RESOLVED:

            That a carry forward of £11,000 underspend from the North Weald Airfield Maintenance budget 2006/07 be approved.

(b)       Best Value Performance Plan 2007/08

Councillor Mrs D Collins, Leader of the Council and Chairman of the Cabinet, invited the Finance and Performance Management Portfolio Holder to present this report of the Cabinet.

(Mover: Councillor C Whitbread – Finance and Performance Management Portfolio Holder)

The Portfolio Holder presented a report on the draft Best Value Performance Plan for 2007/08. 

Report as first moved ADOPTED.

            RESOLVED:

            That the draft Best Value Performance Plan for 2007/08 be adopted.

A report of the Head of Finance and the Statutory Statement will follow.

Recommendations of the Audit and Governance Committee from its meeting on 25 June 2007 will be reported at the meeting

(a)            Statement on Internal Control for 2006/07

(Mover:  Councillor C Whitbread – Finance and Performance Management Portfolio Holder)

The Portfolio Holder reported that within the Accounts and Audit Regulations 2003, there was a mandatory requirement to publish a Statement on Internal Control, designed to provide the Council with assurance regarding the adequacy of its governance arrangements, and identify where those arrangements needed to be improved. 

The Audit Commission had issued guidance on how it would assess the Council's arrangements to ensure a sound system of internal control.  Amongst other things the Audit Commission indicated that the system would be enhanced by an appropriate member group having responsibility for reviewing and approving the Statement of Internal Control, considering it separately from the Statement of Accounts.

The Portfolio Holder advised that in accordance with the Audit Commission guidance, the Statement on Internal Control was to have been considered and approved by the Audit and Governance Committee at its meeting scheduled to take place on 25 June 2007.  However, that meeting had not taken place as the meeting had not been quorate.  Accordingly, the draft Statement on Internal Control was presented for consideration at this meeting prior to consideration of the Statement of Accounts. 

The Portfolio Holder and the Head of Finance answered members' questions. 

Report as first moved ADOPTED.

            RESOLVED:

            That the draft Statement on Internal Control for 2006/07 for inclusion within the statutory Statement of Accounts be approved.

(b)            Statement of Accounts – 2006/07

(Mover:  Councillor C Whitbread – Finance and Performance Management Portfolio Holder)

The Portfolio Holder presented a report and the draft Statutory Statement of Accounts for the financial year ending 31 March 2007.

By leave of the Council, the Portfolio Holder drew attention to the following corrections:

(a)        Income and Expenditure Account – Consolidated Expenses – Continuing Operations – Central Services – 2005/06 net expenditure – deletion of £1,431,000 and insertion of £997,000;

(b)        Income and Expenditure Account – Consolidated Expenses – Continuing Operations – Corporate and Democratic Core – 2005/06 net expenditure – deletion of £2,289,000 and insertion of £2,723,000;

(c)        Cash Flow Statement – Revenue Activities – In - Rents (after rebates) – 31 March 2006 – deletion of £15,148,000 and insertion of £16,831,000;  and

(d)        Cash Flow Statement – Revenue Activities – In - Cash received for Goods and Services – 31 March 2006 – deletion of £12,007,000 and insertion of £10,324,000.

The Portfolio Holder and the Head of Finance answered members' questions.

Councillor Mrs D Collins, Leader of the Council, thanked the Portfolio Holder and the officers for completing the Statement in accordance with the strict timescale. 

Report as amended ADOPTED

            RESOLVED:

            That the Statutory Statement of Accounts for the financial year ending 31 March 2007, as amended by the Portfolio Holder at this meeting, be approved.

To consider the attached report recommending adoption of the revised Code of Conduct for Members.

The Head of Research and Democratic Services presented a report of the Committee as there was currently not a Chairman of the Committee.

Members were advised that the Government had published a revised Code of Conduct for Members.  The revised Code had come into force on 3 May 2007 and every local authority had to adopt the revised Code by resolution of the Council within six months of the date on which it came into force i.e. on or before 1 October 2007.  Where an authority failed to adopt the revised Code by that date, the mandatory provisions of the revised Code would apply automatically, until the authority adopted the revised Code. 

The attention of members was drawn to a number of major changes to the Code regarding:

(a)        personal interest;

(b)        dual hatted members;

(c)        prejudicial interests;

(d)        gifts or hospitality;

(e)        unlawful discrimination;

(f)         bullying;  and

(g)        intimidation.

Report as first moved ADOPTED.

            RESOLVED:

            (1)        That the revised Code of Conduct attached as Appendix 1 to these minutes be adopted with effect from 28 June 2007;  and

            (2)        That following adoption of the revised Code, the Monitoring Officer be authorised to take the following steps:

            (a)        ensure that copies are available for inspection by the public at all reasonable hours;

            (b)        publish a notice in one or more local newspapers stating that a new Code has been adopted and advising where copies can be inspected;  and

            (c)        send a copy to the Standards Board for England.

To consider the attached report proposing a post of Deputy Chief Executive.

(a)        Deputy Chief Executive

(Mover:  Councillor Mrs D Collins, Chairman of the Top Management Cabinet Committee)

Councillor Mrs Collins presented a report of the Cabinet Committee following consideration of the establishment of a post of Deputy Chief Executive.

Report as first moved ADOPTED.

            RESOLVED:

            (1)        That a post of Deputy Chief Executive be established at the salary level recommended by HAY Management Consultants;  and

            (2)        That the indicative Job Description attached as Appendix 2 to these minutes be agreed subject to inclusion of the duty as Lead Officer for Overview and Scrutiny.

Recommendations:

To agree the following appointments which were not made at the Annual Council Meeting:

(a)      Licensing Committee – vacant seat – nominations to be made;

(b)      Group Representatives on Area Plans Sub-Committee South -

Conservative Group – Councillor K Chana;

Liberal Democrats Group – Councillor Spencer;

LRA Group – Councillor K Angold-Stephens;

(c)   Group Representatives on Area Plans Sub-Committee East –

 Conservative Group – Councillor Mrs H Harding

Liberal Democrats Group – Councillor R Frankel;

(d)   Group Representative on Area Plans Sub-Committee West –

        Conservative Group – Councillor Mrs P Smith;

(e)      Group Representatives on District Development Control Committee –

Conservative Group – Councillor Mrs P Smith

Liberal Democrats Group – Councillor R Frankel

(e)      Housing Appeals and Review Panel substitute member –

Liberal Democrats Group – tba

(f)        Staff Appeals Panel substitute members –

Conservative Group - Councillors Mrs R Gadsby, Mrs J Lea, Mrs E Webster

(g)   Standards Committee -

Liberal Democrats Group – Councillor Mrs J H Whitehouse

Group Leaders have nominated as above and the Council is asked to agree the appointments.

Nominations will be sought for the vacant seat on the Licensing Committee.

The Council considered nominations for appointments which had not been made at the Annual Council meeting.

            RESOLVED:

            That the following appointments be made for the remainder of the current municipal year;

            (a)        Licensing Committee – seat to be held vacant;

            (b)        Group representatives on Area Plans Sub-Committee South –

Conservative Group                –          Councillor K Chana; 

            Liberal Democrats Group       –          Councillor P Spencer;

            LRA Group                              –          Councillor K Angold-Stephens;

            (c)        Group representatives on Area Plans Sub-Committee East –

            Conservative Group                -           Councillor Mrs H Harding;

            Liberal Democrats Group       -           Councillor R Frankel;

            (d)        Group representative on Area Plans Sub-Committee West –

            Conservative Group                -           Councillor Mrs P Smith;

            (e)        Group representatives on District Development Control Committee –

            Conservative Group                -           Councillor Mrs P Smith;

            Liberal Democrats Group       -           Councillor R Frankel;

            (f)         Housing Appeals and Review Panel Substitute Member –

            Liberal Democrats Group       -           Councillor Mrs J H Whitehouse;

            (g)        Staff Appeals Panel (substitute members) –

            Conservative Group                -           Councillors Mrs R Gadsby, Mrs J Lea,

                                                                        Mrs E Webster;

            (h)        Standards Committee –

            Liberal Democrats Group       -           Councillor Mrs J H Whitehouse.

Recommendations;

(1)   That the following members be appointed to form the Top Management Appointments Panel:

(a)   Conservative Group (4) – tba

(b)   Liberal Democrats Group (1) – Councillor J M Whitehouse

(c)   LRA Group (1) – Councillor K Angold-Stephens

(d)   BNP Group (1) – tba

(2)    That a Chairman of the Panel be elected; and

(3)    That a Vice-Chairman of the Panel be appointed

1. At the Annual Council Meeting, the appointment of the Top Management Appointments Panel was deferred to this meeting.

2. It was agreed at the Council meeting on 20 February 2007 that in order to achieve cross party representation a Panel be appointed comprising seven members (including at least one Cabinet member and excluding any member of the Staff Appeals Panel) on pro rata lines as follows:

Conservative Group – 4

Liberal Democrats Group – 1

LRA Group – 1

BNP Group – 1.

3. Group Leaders have submitted the above nominations and further nominations will be made at the meeting. The Council is asked to agree the appointment of the Panel, a Chairman and a Vice-Chairman.

Members were advised that at the Annual Council meeting, the appointment of the Top Management Appointments Panel had been deferred to this meeting.  Consideration was given to nominations for members, a chairman and vice?chairman.

            RESOLVED:

            (1)        That the following members be appointed to form the Top Management Appointments Panel:

            (a)        Conservative Group (4) – Councillors Mrs D Collins, Mrs A Grigg, B Sandler, C Whitbread;

            (b)        Liberal Democrats Group (1) – Councillor J M Whitehouse;

            (c)        LRA Group (1) – Councillor K Angold-Stephens;

            (d)        BNP Group (1) – Councillor R Law;

            (2)        That Councillor Mrs D Collins be elected Chairman of the Panel;  and

            (3)        That Councillor C Whitbread be appointed Vice-Chairman of the Panel.

Recommendation:

To note that Parish Councillor Mrs D Borton has replaced Parish Councillor J Salter as the Parish/Town Council representative on the Standards Committee.

1.      The Essex Association of Local Councils – Epping Forest District Association has advised that Parish Councillor Jason Salter has decided to stand down as the parish/town council representative on the Standards Committee. Councillor Salter has been a member of the Committee since it came into being in 2001.

2.   The Association has appointed Parish Councillor Mrs Daphne Borton in place of Councillor Salter.

Members noted that the Essex Association of Local Councils – Epping Forest District Association had advised that Parish Councillor J Salter had decided to stand down as the Parish/Town Council representative on the Standards Committee.  The Association had appointed Parish Councillor Mrs D Borton in place of Councillor Salter. 

            RESOLVED:

            That the appointment of Parish Councillor Mrs D Borton in place of Parish Councillor J Salter as the Parish/Town Council representative on the Standards Committee be noted.

Recommendation:

To appoint Councillor Mrs D Collins as a deputy on this Committee.

At the Annual Meeting, Councillor Mrs M Sartin was appointed the Council’s representative on the West Essex Waste Management Joint Committee with Councillor Mrs A Cooper appointed as substitute.

 It has been pointed out by the Committee that in accordance with their Constitution both the member representative and the substitute must be members of the Council's Cabinet as they must be able to make decisions. It is necessary therefore to appoint another member as substitute in place of Councillor Mrs Cooper and it is proposed that Councillor Mrs Collins be appointed.

The Council was advised that at its Annual Meeting, Councillor Mrs M Sartin had been appointed the Council's representative on the West Essex Waste Management Joint Committee with Councillor Mrs A Cooper appointed as substitute.  It had subsequently been pointed out by the Committee that in accordance with their constitution both the member representative and the substitute had to be members of the Council's Cabinet as they had to be able to make decisions.  It was necessary therefore to appoint another member as substitute in place of Councillor Mrs Cooper.

            RESOLVED:

            That Councillor Mrs D Collins be appointed as a substitute member on this    Committee.

Recommendation:

That the Chairman of the District Development Control Committee be authorised to sign as a correct record the minutes of the final meetings of Area Plans Sub-Committees ‘A’, ‘B/C’ and ‘D’.

The minutes of the last meetings of Area Plans Sub-Committees ‘A’, ‘B/C’ and ‘D’ held on 4 April 2007, 18 April 2007 and 25 April 2007 respectively are attached. Following the re-structuring of the Area Plans Sub-Committees, it is recommended that the Chairman of the District Development Control be authorised to sign the attached minutes as correct records.

The Council considered the minutes of the last meetings of Areas Plans Sub?Committees 'A', 'B/C' and 'D' held on 4 April 2007, 18 April 2007 and 25 April 2007 respectively.

            RESOLVED:

            That the Chairman of the District Development Control Committee be authorised to sign as a correct record the minutes of the final meetings of the Area Plans Sub-Committees 'A', 'B/C' and 'D'.

Recommending:

That three councillors be appointed to the recently formed forum established to discuss waste management and street cleansing issues within Loughton.

A stakeholders’ forum has been established to discuss waste management and street cleansing issues within Loughton. The Forum will comprise three district councillors representing wards in the Loughton area, Loughton town councillors and representatives of local groups.

Issues highlighted will be considered initially by officers and if necessary will be reported to the contractor, the Environmental Protection Portfolio Holder or the Cabinet for decision.

The Council is asked to appoint three councillors on the nominations of Group Leaders.

At the time of publication of the agenda, the following nominations had been received:

LRA Group – Councillor P House

Independent Member – Councillor S Murray

Further nominations will be reported orally at the meeting.

The Council was advised that a stakeholders' forum had been established to discuss waste management and street cleansing issues within Loughton.  The forum would comprise three District Councillors representing wards in the Loughton area, Loughton Town Councillors and representatives of local groups.  The issues highlighted would be considered initially by officers and if necessary would be reported to the contractor, the Environmental Protection Portfolio Holder or the Cabinet for decision.

The Council considered the appointment of three councillors on the nominations of Group Leaders. 

            RESOLVED:

            That Councillors J Hart, P House and S Murray be appointed to the recently formed forum established to discuss waste management and street cleansing issues within Loughton.

To receive any reports, ask questions and receive answers on the business of joint arrangements and external organisations.

There were no reports for consideration under this heading.

(Leisure and Young People Portfolio Holder) To note the attached report.

(Mover:  Councillor M Cohen – Leisure and Young People Portfolio Holder)

Councillor Cohen presented a report on the need to incur expenditure outside of the budgeting framework, on the grounds of urgency. 

Members noted that on 22 June 2007, the Council had been made aware of a substantial number of dead fish evident in the Roding Valley Lake, Roding Valley Recreation Ground, Loughton.  Council officers had attended the site and had met with representatives of the Environment Agency and Thames Water. 

Investigations were continuing as to the cause of this situation but it had been necessary to arrange for a specialist contractor to attend to start removing the dead fish.  It had also been necessary in order to preserve remaining fish stocks, for aeration equipment to be hired which had been staffed at all times for safety and security reasons.  To date the level of unanticipated expenditure for the Council amounted to approximately £6,000.

The Portfolio Holder advised that he would report back to the Council on the final level of costs at a future meeting along with steps being taken to mitigate this unforeseen expenditure. 

The Chairman of the Council had determined in accordance with Section 100(B)(4)(b) of the Local Government Act 1972 together with paragraphs (6) and (24) of the Council's Procedure Rules that this matter be submitted to this meeting in order to comply with Financial Regulations. 

Report as first moved ADOPTED

            RESOLVED:

            That the need to incur expenditure of £6,000 outside of the budgeting framework, as advised by the Leisure and Young People Portfolio Holder, with respect to urgent measures taken to reduce the impact of adverse environmental conditions experienced at the Roding Valley Lake be noted.