Agenda and minutes

Recommendation:

That one Councillor be appointed to act in the capacity of Vice-Chairman for this meeting

1.            Councillor Knapman is unable to attend the meeting. The Council is asked to consider the appointment of a Councillor to act in the role of Vice Chairman for the meeting.

The Chairman sought nominations for the appointment of a Councillor to act in the role of Vice-Chairman for the meeting.  Councillor Mrs D Collins moved and Councillor R Morgan seconded that Councillor B Sandler be appointed.

            RESOLVED:

            That Councillor B Sandler be appointed to act in the capacity of Vice-Chairman for this meeting.

To approve as a correct record and sign the minutes of the meeting held on 28 June 2007 (to follow).

            RESOLVED:

            That the minutes of the meeting held on 28 June 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.

(a)            Chairman’s Announcements

(i)         Mr Warwick Buxton

It was with much sadness that the Chairman informed the Council of the death of Warwick Buxton, former District Health and Housing Officer of the Council between 1974 and 1986.  The Chairman advised that she had attended the funeral the previous day and had sent a letter of condolence to Mrs Buxton.

All present stood for a minute’s silence in tribute to Mr Buxton.

(ii)        Civic Awards and Dinner

The Chairman advised that arrangements had been made for this event to be held at Gaynes Park, Coopersale on 14 March 2008.

(iii)            Friends of St Margaret’s Hospital

The Chairman advised that some of the money raised for her chosen charity would go towards providing lifting hoists for the elderly people’s wards.

(iv)            Veteran Tree Hunt

The Council noted that following the successful 50 favourite trees project, Countrycare were proposing a veteran tree hunt.  The Chairman encouraged all members to become involved and advised that further details could be found in the current addition of Eye-Countrycare and Conservation News.  The meeting noted that introductory sessions were being held on 19 August and 2 September in Theydon Bois and that the Chairman would be joining the session on 19 August 2007.

(v)            Flowers

The Chairman announced that the floral display from tonight’s meeting would be sent to Mrs Margaret Scott, wife of the Council’s Joint Chief Executive, in recognition of her support to John over many years.

(b)            Leader’s Announcements

(i)         Use of Resources

The Leader reported on her meeting the previous day with Audit Commission officers in relation to the Council’s Use of Resources.  She advised that officers had undertaken an enormous amount of work in relation to this exercise and it was hoped that the Council would at least maintain its position even though the expected standards were higher than those set for the previous year.

(ii)        Top Management Appointments Panel

The Leader advised that the Panel had appointed Derek Macnab, Head of Leisure Services, as the Deputy Chief Executive of the Council with effect from 1 August 2007.  The Leader congratulated Mr Macnab on his appointment.

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.

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;

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

(d)               Report of Community Wellbeing Portfolio Holder;

(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;

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

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

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

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)            Roding Valley Lake

By Councillor S Murray to Councillor M Cohen, Leisure and Young People Portfolio Holder.

As the recent incident at the lake is a issue of concern to residents of the Loughton Roding Ward, is the Portfolio Holder able to provide any information about short/medium/long-term management plans for the lake and whether any proposals will be subject of consultation with residents.

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

You will note from my report under the previous item, that the oxygen levels in the lake have returned to normal.  I would like to take this opportunity of congratulating the officers in acting so quickly to put a recovery plan into effect.  There will be consultations with other agencies, the Parish Councils and others concerned in the near future and following those consultations I will be in a position to report further.  I will also take account of the views of the public.  Members can be assured that there is no need to take any further significant or emergency works in the near future.

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

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

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 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; or

(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.

Reports from the meeting on 16 July 2007 to follow.

(a)            Additional Pitch Provision for Gypsies and Travellers

Councillor Mrs D Collins, Leader of the Council and Chairman of the Cabinet invited the Planning and Economic Development Portfolio Holder to present this report of the Cabinet.

(Mover:            Councillor Mrs A Grigg – Planning and Economic Development Portfolio Holder)

The Portfolio Holder presented a report proposing the Core Strategy approach to meet the medium/long-term needs for gypsy and traveller provision rather than the production of a Gypsy and Traveller Development Plan. 

Report as first moved ADOPTED.

            RESOLVED:

            That, for the purposes of discussions with potential developers, the draft Core Strategy Policy on Gypsy and Traveller Provision, attached as an appendix to these minutes, be approved in order that provision be delivered along with any major developments resulting from the East of England Plan.

(b)       Asset Management Plan 2007-2012

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 this report of the Cabinet.

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

The Portfolio Holder presented a report on an updated Asset Management Plan which incorporated the latest revisions to the Council’s 5-Year Capital Strategy.

Councillor J M Whitehouse acknowledged reference in the Key Performance Indicators to the impact of buildings on the environment and suggested that in future plans this should be strengthened by way of an objective within the strategy.  The Portfolio Holder agreed to consider this suggestion when preparing the next plan.

Report as first moved ADOPTED.

            RESOLVED:

            That the Asset Management Plan 2007-2012 be approved.

(c)            Contaminated Land Consultancy Budget

Councillor Mrs D Collins, Leader of the Council and Chairman of the Cabinet, invited the Planning and Economic Development Portfolio Holder to present this report of the Cabinet.

(Mover:            Mrs A Grigg – Planning and Economic Development Portfolio Holder)

The Portfolio Holder reported on the need for the creation of a new budget and on proposals for funding that budget.

Report as first moved ADOPTED.

            RESOLVED:

(1)            That approval be given to the creation of a new Continuing Service Budget for Contaminated Land Consultancy in the sum of £40,000 per annum;

(2)            That this budget be funded by income from the introduction of a scheme of charging for planning pre-application discussions; and

(3)            That should the additional spending exceed the additional income, the Contaminated Land Consultancy Budget be funded from other savings to be identified within the Planning Services Budget such that there is no overall increase in the Continuing Services Budget.

(d)            Supplementary Estimate – Appointment of Parking Enforcement Contractor

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 this report of the Cabinet.

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

The Portfolio Holder presented a report on the need for a supplementary estimate to meet the additional  ...  view the full minutes text for item 48.

Recommendations:

(1)            To note the resignation of Ex-Councillor Farr on 10 July 2007;

(2)            To consider whether, pending the results of a bye-election and any request for a subsequent review of pro rata allocation of places, the Council defers the appointments to any vacancies created to the next meeting of the Council on 30 October 2007.

1.         To note that Mr T Farr, member for the Loughton Alderton ward submitted a letter of resignation on 10 July 2007. A notice of vacancy will be published and an election to fill this vacancy will be arranged once a formal request is submitted to the Council. A timetable for a bye-election will be announced in due course.

2.            Vacancies now exist on the following Committees:

Area Planning Subcommittee South

Staff Appeals Panel (Vice Chairman)

and on the following outside bodies:

Campaign to Protect Rural Essex (Deputy)

Lee Valley Regional Park Authority (Deputy)

3.         The vacancy on Area Planning Subcommittee South cannot be filled by any other member than the elected candidate and therefore should be held until the next Council meeting.

4.         The Council could choose to defer appointment to the Committee and outside body vacancies until the next Council meeting pending the result of any bye-election and subsequent requests for a review of pro rata allocations.

The Council noted that Mr T Farr, member for the Loughton Alderton Ward had submitted a letter of resignation on 10 July 2007.

            RESOLVED:

(1)               That the resignation of ex-Councillor Farr on 10 July 2007 be noted; and

(2)               That, pending the results of a by-election and any request for a subsequent review of pro rata allocation of places, the appointment to Committee, Panel and Outside Organisation vacancies created be deferred to the next ordinary meeting of the Council on 30 October 2007.

Recommendation:

To appoint two members to represent the Council on the Epping Forest Police and Community Consultative Group for the remainder of the current municipal year.

1.         At the Annual Council meeting on 17 May 2007, members deferred consideration of the appointment of representatives to the Police and Community Consultative Group (PCCG) – Epping and Loughton Sections pending receipt of clarification from the secretariat of that Group about its current status.

2.         The PCCG secretariat has now advised that PCCG’s do still exist and will continue to do so, at least until the end of this year and possibly into 2008.They have stated that meetings are now held at District level, ie, there are now 14 policing districts within Essex and currently one public meeting is held per district each calendar year.  For PCCG purposes, the Loughton and Epping Sections no longer exist independently and now form part of the Epping Forest policing district.  The secretariat have requested that the District Council appoint two representatives to Epping Forest PCCG - one from the area covered by the former Epping Section and one from the area covered by the former Loughton Section.

3.         The Council is asked to appoint two representatives for the remainder of the current municipal year.

4.         The terms of reference of the PCCG’s is to consider and report to the Police Authority and the Chief Constable on the following matters:

(a)               issues of general local concern which it is desired to bring to the attention of the police;

(b)        the creation of practical opportunities for the community to gain a better understanding of the police service and for police officers in the area to get to know better the particular communities they serve;

(c)        the promotion of joint efforts in crime prevention through practical community action to discourage and prevent crimes;

(d)        the promotion of better community understanding of the problems facing the police and of the limits of what the police can do in response to local problems;

(e)        the monitoring of the local policing plan.

Members were advised that at the Annual Council meeting on 17 May 2007, consideration of the appointment of representatives to the Police and Community Consultative Group – Epping and Loughton Sections had been deferred pending receipt of clarification from the secretariat of that group about its current status.

The PCCG secretariat had now advised that the Groups did still exist and would continue to do so, at least until the end of this year and possibly into 2008.  However, meetings were now held at district level and for PCCG purposes, the Loughton and Epping Sections no longer existed independently and now formed part of the Epping Forest Policing District.  The Secretariat had requested that the District Council appoint two representatives to the Epping Forest PCCG.

The Council considered nominations for the two representatives.

            RESOLVED:

            That Councillors G Pritchard and H Ulkun be appointed to represent the Council on the Epping Forest Police and Community Consultative Group for the remainder of the current municipal year.

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

John Scott, Joint Chief Executive will be retiring on 31 July 2007 after 29 years service with the Council.

Members will be invited to pay tribute to John’s work for the Council and in the community.

The Chairman reported that this would be the final meeting attended by John Scott, Joint Chief Executive who would be retiring on 31 July 2007 after 29 years service with the Council.

The Chairman adjourned the meeting to enable speakers from outside organisations and guests to enter the Council Chamber.

The meeting resumed and the following provided testimonials to John Scott;

(a)        Peter Haywood, Joint Chief Executive;

(b)        David Butler, Chief Executive, Epping Forest College;

(c)            Councillor Richard Morgan;

(d)        Jason Salter Vice-Chairman of the Local Councils’ Liaison Committee;

(e)            Councillor Doug Kelly;

(f)            Richard Cowie, Chief Executive of St Clare Hospice;

(g)        Ron Braybrook, former Chairman of the Council and Housing Committee Chairman;

(h)            Councillor Mrs Pat Richardson;

(i)         County Councillor Gerard McEwen, Chairman of Essex County Council;

(j)         Sheila Jackman, former colleague;

(k)            Councillor Mrs Janet Whitehouse;

(l)         John Gilbert, Head of Environmental Services;

(m)            Councillor Stephen Murray;

(n)        Aidian Thomas, Chief Executive of the West Essex PCT; and

(o)            Councillor Mrs Diana Collins, Leader of the Council

John Scott responded to the testimonials and spoke about his years with the Council.