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”

Councillor J Knapman reminded everyone present that the meeting would be broadcast live to the Internet, and that the Council had adopted a protocol for the webcasting of its meetings.

To approve as a correct record and sign the minutes of the meeting held on 26 June 2008 (attached).

            RESOLVED:

            That the minutes of the Council meeting held on 26 June 2008 be taken as read and signed by the Chairman as a correct record, subject to the inclusion of the name of Councillor D Bateman in the list of members present.

(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)       Announcements by the Chairman

            (i)         Events

            Councillor Knapman reported on his attendance at the following events during the past month:

            -           Proms on the Green Picnic Concert organised by the Epping Forest Band

-           Lee Valley Regional Park Authority Luncheon; the Chairman expressed his thanks to Councillor Mrs E Webster, Chairman of the Park Authority, for the work being undertaken by the Park Authority in relation to the 2012 Olympics and Para-Olympics

-           The Annual Reception of the Chairman of Essex County Council held at Ingatestone Hall

-           The opening of "The Gunpowder Plot: Parliament and Treason 1605" exhibition at the Royal Gunpowder Mills, Waltham Abbey

-           A Multifaith celebration held in Newham which he had attended with Councillors Mrs A Haigh and B Sandler.

Councillor Knapman also drew attention to the Race for Life event at North Weald Airfield which had been started by the Vice-Chairman of the Council.

Councillor Knapman advised that on 30 July 2008 he would be attending a special 10^th Anniversary celebration of the Essex Air Ambulance Team.

(ii)        Flowers

The Chairman announced that the floral display from tonight's meeting would be sent to Chigwell Riding Trust for Special Needs, Grange Farm, Chigwell.

(b)       Announcements by the Leader of the Council and Other Cabinet Members

There were no announcements made under this heading.

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 - attached;

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

(d)         Report of Community Wellbeing Portfolio Holder;

(e)     Report of Corporate Support and ICT Services Portfolio Holder - attached;

(f)          Report of Environment Portfolio Holder - attached;

(g)        Report of Finance and Performance Management Portfolio Holder- attached;

(h)        Report of Housing Portfolio Holder - attached;

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

(j)          Report of Planning and Economic Development Portfolio Holder - attached.

The Council received written reports from the Chairman of the Overview and Scrutiny Committee, the Civil Engineering and Maintenance Portfolio Holder, the Community Wellbeing Portfolio Holder, the Corporate Support and ICT Services Portfolio Holder, the Environment Portfolio Holder, the Finance and Performance Management Portfolio Holder, the Housing Portfolio Holder, the Leisure and Young People Portfolio Holder and the Planning and Economic Development Portfolio Holder.

The Chairman invited the Leader, Chairman of the Overview and Scrutiny Committee and Members of the Cabinet to update their reports orally if they wished.

(a)        Leader of the Council

The Leader advised that the Council's Forward Planning Team were working hard in preparation for public consultation in relation to the East of England Plan.  She advised that she had not yet met with representatives of East Herts District Council as that authority had decided to defer taking part in any partnership discussions pending the outcome of the request for a judicial review made by the Hertfordshire County Council.

The Leader reported on her attendance at an Epping Forest College NVQ awards event held at Murray Hall in Loughton.  She advised that this had been a well organised and very enjoyable event.  The Council noted that the Principal of the College had resigned and the Acting Principal would remain in post pending the appointment of a new Principal.

Councillor Mrs Collins reported on her attendance at a meeting of the Epping Forest Youth Council and she drew attention to the work being undertaken by the Youth Council in relation to "The Big Youth Debate".

Councillor Mrs Collins advised that together with the Deputy Leader of the Council she had now visited all of the Secondary Schools in the District and it had been agreed that further meetings would be held with Head Teachers twice a year.

The Leader reported on her attendance with the Chief Executive at a meeting of the North East London Partnership.  The meeting had focussed on shared services and it now appeared that only smaller services were being pursued.

Councillor Mrs Collins advised that together with Councillor R Bassett and the Assistant Director Technical Services she had met County Councillor N Hume, Highways and Transportation Portfolio Holder.  A number of highway issues in the District had been discussed including the proposed improved road layout at Chigwell Lane/Langston Road/Oakwood Hill.

Councillor Mrs Collins also referred to a meeting with local Members of Parliament and local County Councillors.

(b)       Finance and Performance Management Portfolio Holder

Councillor Whitbread advised that the meeting of the Finance and Performance Management Cabinet Committee scheduled for 31 July 2008 would now be held on 12 August 2008.

(c)        Planning and Economic Development Portfolio Holder

Councillor Mrs Grigg advised that consultation in relation to The Broadway Regeneration Scheme had finished on 18 July 2008.  The Council's consultants were preparing a report which it was hoped would be submitted to the Cabinet on 1 September 2008.

(d)       Environment Portfolio Holder

Councillor Mrs Sartin advised that it was hoped the  ...  view the full minutes text for item 44.

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)        Waste Management Partnership Board

By Councillor S Murray to Councillor Mrs M Sartin, Environment Portfolio Holder

Councillor Murray referred to the statement made earlier in the meeting by Councillor Mrs Sartin regarding options for the collection of garden and food waste.  He sought an assurance that the final decision on these issues would be made by the Council and not by the Partnership Board.

Response by Councillor Mrs M Sartin, Environment Portfolio Holder

Councillor Mrs Sartin advised that following consideration of the matter by the Partnership Board a report would be submitted to the Safer, Cleaner, Greener Scrutiny Standing Panel following which the issues would be considered by the Cabinet and the full Council.

(b)       Parking Reviews

By Councillor Mrs A Haigh to Councillor R Bassett, Civil Engineering and Maintenance Portfolio Holder

Councillor Mrs Haigh acknowledged that Councillor Basset was not present at the meeting and requested a written response to her question.  She pointed out that at the last meeting of the Council the Portfolio Holder had agreed to provide details of the timescales for all of the parking reviews and she questioned when this information would be published in the Bulletin.

Councillor Whitbread, in the absence of Councillor Bassett, advised that he would speak to Councillor Bassett about the early publication of this information.

(c)        Ongar Campus

By Councillor A Haigh to Councillor Mrs H Harding, Leisure and Young People Portfolio Holder

Councillor Mrs Haigh referred to the statement in the Portfolio Holder's report that the Youth Centre was currently underutilised in early evenings and during the daytime.  She questioned whether the lack of attendance in the early evenings was due to the facilities offered or simply reflected a lack of interest.

Response by Councillor Mrs H Harding, Leisure and Young People Portfolio Holder

Councillor Mrs Harding advised that discussions were taking place about what activities could be provided which would be of interest and there would be consultation on this issue following which it was hoped that the facility would be better used.

Supplementary Question by Councillor A Haigh to Councillor Mrs H Harding, Leisure and Young People Portfolio Holder

Councillor Mrs Haigh asked whether the proposal to extend the Youth Centre building to accommodate changing room facilities would impact on the facilities provided for young people.

Response by Councillor Mrs H Harding, Leisure and Young People Portfolio Holder

Councillor Mrs Harding advised that it was not intended that the proposed extension would simply be a changing area for football and that other uses would be considered as the scheme developed.

(d)       West Hatch School - Youth Council

By Councillor J Markham to Councillor Mrs D Collins, Leader of the Council

Councillor Markham referred to the statement made by Councillor Mrs Collins earlier in the meeting about being escorted around West Hatch School by the Headboy who was a member of the Youth Council.  He questioned the status of the Youth Council at a School where more than half of the pupils came from outside of  ...  view the full minutes text for item 45.

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.

There were no motions for consideration at this 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;

(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.

There were no questions asked by members under this item.

To consider the attached report.

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 and Councillor Mrs Grigg, Planning and Economic Development Portfolio Holder, presented a report seeking a supplementary capital estimate for this scheme.

Report as first moved ADOPTED

            RESOLVED:

            That a supplementary capital estimate in the sum of £455,500 (including £200,000 contingency) be approved.

To consider the attached report.

The Chairman of the Council, in the absence of the Chairman of the Standards Committee, presented a report regarding the need to increase the size of the committee in order to undertake the Local Assessment of Allegations of Misconduct by Councillors.

Report as first moved ADOPTED

            RESOLVED:

            (1)        That the number of District Council members of the Standards Committee be increased to three and that Councillor S Murray be appointed to the additional seat;

            (2)        That the number of Parish/Town Council representatives be increased to three, with the present Deputy becoming one of the members;

            (3)        That the revised Article 9 of the Council's Constitution attached as Appendix 1 to the report of the Committee be approved; and

(4)               That the terms of reference of the Assessment Sub-Committee and the Review Sub-Committee attached as Appendix 2 to the report to the Committee be noted and included in the Council’s Constitution.

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.