Agenda and minutes

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

2.         The Chief Executive will read the following announcement:

“This meeting will be webcast live to the Internet and will be archived for later viewing. Copies of recordings may be made available on request.

By entering the chamber’s lower seating area you consenting to becoming part of the webcast.

If you wish to avoid being filmed you should move to the public gallery or speak to the webcasting officer”

The Assistant to the Chief Executive, on behalf of the Chairman of the Council, 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.

Councillor Knapman addressed the Council on his year of office.

He thanked the Council for affording him the privilege of being elected Chairman of the Council for the past year which had been very enjoyable.

The Chairman announced that he attended over 150 events during his year of office and had been successful in raising over £40,000 for local charities as a result of his appeal.  He drew attention to the fact that during the year he had been able to assist a larger number of local groups than he had originally planned, something which gave him great satisfaction.

He stated that he had particularly enjoyed a number of events sponsored by Voluntary Action Epping Forest and commended the work of that organisation in the district.

He thanked the Chairman’s Secretary, Mrs P Seager and staff of the Democratic Services Team for the support and advice he had received over the year.  He also thanked members of the Council who had made the job of being Chairman very easy and for the support of his wife which had been invaluable to him.

Finally he paid tribute to the ongoing support that he had received from the

Vice-Chairman, Councillor Mrs P Smith.

To elect a member to be Chairman of the Council for the municipal year 2009/10. Nominations received are set out in Appendix 1a (to be tabled). The new Chairman will then make a declaration of acceptance of office.

The nomination of Councillor Mrs P Smith for the office of the Chairman of the Council having been formally moved and seconded, it was:

            RESOLVED:

            That Councillor Mrs P Smith be elected Chairman of the Council for the ensuing year.

Councillor Mrs Smith thereupon made a declaration of acceptance of the office of Chairman of the Council and thanked the Council for her election. 

COUNCILLOR MRS P SMITH IN THE CHAIR

To appoint a member to be Vice-Chairman of the Council for the municipal year 2009/10. Nominations received are set out in Appendix 1b (to be tabled).

The nomination of Councillor Mrs A Grigg for the office of Vice-Chairman of the Council having been formally moved and seconded, it was:

            RESOLVED:

            That Councillor Mrs A Grigg be appointed Vice-Chairman of the Council for the ensuing year.

Councillor Mrs Grigg thereupon made a declaration of acceptance of office of

Vice-Chairman of Council and thanked the Council for her appointment.

To approve as a correct record and sign the minutes of the meeting held on 28 April 2009 (to follow).

            RESOLVED:

            It was noted that the minutes of the Council meeting held on 28 April 2009 had not yet been finalised and would therefore be submitted to the next Council meeting for confirmation.

(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)               Announcements by the Chairman of Council

(i)         Chairman’s Charity Appeal – 2009/10

The Chairman of Council announced that during her year of office she had decided to make her main charity the Alzheimer’s Society (West Essex Branch) but that other organisations would be supported through the Charity Appeal when possible.

(ii)        Charity Golf Day – 16 June 2009

The Chairman referred to this forthcoming event held in support of her Charity Appeal and urged as many Councillors and Officers who were interested in golf to take part.

(iii)       Flowers

The Chairman announced that she intended to send the flowers from tonight’s meeting to two longstanding residents of Epping Upland Parish.

(b)              Announcements by the Leader of Council

(i)         Gypsy and Traveller DPD Consultation

The Leader of Council refuted recent press reports concerning the Council’s approach to the Gypsy and Traveller DPD.  Contrary to reports, the Leader of Council made it clear that although the Council had sought an extension of the deadline for submission of its responses to consultation, it was never suggested that Consultation responses were being disregarded. She went on to explain that the extension of the timescale being requested from Go East had been occasioned by the fact that the number of overall pitches now required for this district had been reduced and the number of consultation responses received was enormous. A case had been made to Go East that these two factors necessitated more time to consider the situation. 

She reiterated that the Council will be submitting full consultation responses to Go East as originally planned.

(c)       Announcements by Portfolio Holders

There were no announcements by Portfolio Holders for this meeting.

To note in accordance with Regulation 8 of the Local Government (Committees and Political Groups) Regulations 1990, the constitution of political groups on the Council and the names of members who will act as Group Leaders and Deputy Group Leaders (Appendix 2 to follow).

(a)               Notice of Constitution of Political Groups

The Council noted, in accordance with Regulation 8 of the Local Government (Committees and Political Groups) Regulations 1990, the constitution of political groups on the Council as set out in Appendix 1 to these minutes.

(b)               Notification of Group Leaders and Deputies

The Council noted the names of members who have signed notices as indicated above and who would act as Group Leaders and Deputy Group Leaders.

Recommendation:

To elect a Leader of Council.

Under the Local Government and Public Access to Health Act 2007, the appointed Leader will serve in that position until the first Annual Council meeting after the completion of his or her term of office as Councillor or unless:

(i)         the Leader resigns.

(ii)        the Leader becomes disqualified.

(iii)       the Leader is removed from office by a majority vote in the Council.

(iv)       the Leader becomes incapacitated.

The nomination of Councillor Mrs D Collins for the Office of Leader of the Council having been formally moved and seconded, it was:

            RESOLVED:

            That Councillor Mrs D Collins be elected Leader of the Council until the first Annual Council meeting following the completion of her term of office as a Councillor.

            Councillor Mrs Collins thanked the Council for her appointment.

(a)        To note the appointments to be made by the Leader in respect of:

            (i)         Cabinet Members; (Appendix 3 – to follow)

            (ii)        Portfolio Holders and respective responsibilities; (Appendix 3 – to follow)

            (iii)       Appointment of Cabinet Committees and memberships (Appendix 4 – to follow); and

            (iv)       Appointment to Chairmanships and Vice Chairmanships of Cabinet Committees; (Appendix 4 – to follow)

(b)        To note the nominations made by the Leader to Outside Organisations carrying out Executive functions indicated in Appendix 5 (to follow)

(c)        To note appointments made by the leader in respect of outside organisations carrying out Executive functions indicated in Appendix 6 (to follow) where the Leader has determined that the representation should be at Officer level.

The Council noted appointments made by the Leader of the Council in respect of the following:

(a)        Cabinet members (as set out in Appendix 1 to these minutes);

(b)        Portfolio Holder appointments (as set out in Appendix 1 to these minutes);

(c)        definition of Executive Portfolios (as set out in Appendix 1 to these minutes);

(d)        appointments to Cabinet Committees (as set out in Appendix 2 to these minutes);

(e)        appointments to outside organisations in respect of organisations carrying out executive functions (as set out in Appendix 3 to these minutes);

(f)         appointments made to the Leader in respect of outside organisations carrying out executive functions where the Leader has determined that the representation should be at officer level (as set out in Appendix 4 to these minutes).

The Council received a report of the Leader of the Council on appointments to these executive bodies.

The Leader of Council also updated the schedule of appointments to Cabinet Committees by adding the name of the Portfolio Holder for Community Safety and Transport (Councillor S A Stavrou) to the membership of the Cabinet Committee for the Local Development Framework.

The Leader of Council also made an announcement concerning a new unofficial role to be assumed by Councillor M Cohen in respect of Standards Committee adjudications.  She stated that it was Councillor Cohen’s intention to make himself available to any member of the Council who needed guidance, support or representation at formal adjudication hearings pursuant to complaints about  potential breaches of the Code of Conduct.

            RESOLVED:

            (1)        That the schedule of proposed Cabinet appointments by the Leader of the Council be noted;

(2)               That the new role being undertaken by Councillor M Cohen be noted.

(a)        To make appointments to the membership of Committees, Sub-Committees and Panels, (Appendix 7 – to follow)

(b)        To appoint Chairman and Vice-Chairman of Committees, Sub-Committees and Panels. (Appendix 8 – to follow)

            RESOLVED:

            (1)        That appointments to the membership of Committees, Sub-Committees and Panels be approved as set out in Appendix 5 to these minutes; and

(2)               That the appointment of Chairman and Vice-Chairman of Committees, Sub-Committees and Panels be approved as set out in Appendix 6 to these minutes.

To appoint three councillors (Leader not eligible) to the Standards Committee.

These three members will serve together with the three independent members appointed by the Council until 2010 (ie. Ms M Marshall, G Weltch and M Wright) and the three local council representatives appointed by the Association of Local Councils (Epping Forest Branch). Nominations received are set out in Appendix 9 (to be tabled).

The Council considered nominations for the three places held by members of the Council on the Epping Forest District Standards Committee.  By leave of the Council, Councillor S Murray withdrew his nomination for one of these seats and the Council thereupon it was:

            RESOLVED:

            That Councillors B Rolfe, Mrs P Smith and Mrs J Whitehouse be appointed as the Council members of the Standards Committee for ensuing year.

Recommendation:

That the scheme of officer delegation for Council and regulatory functions, as set out in Part 3 of the Constitution as amended be agreed.

The Constitution requires that the scheme of delegation be agreed at the Annual meeting. The current scheme has been issued in Part 3 of the Council’s Constitution and incorporates the new format agreed at the Council meetings on 17 February 2009 (minute 121) and 28 April 2009.

            RESOLVED:

            That the Scheme of Officer Delegation for Council and Regulatory Functions as set out in Part 3 of the Constitution as amended be approved in accordance with the decisions of the Council on 17 February 2009 (Minute 121) and 28 April 2009.

The Council noted that the decisions of the Leader of the Council regarding delegation of executive functions to officers would be notified via an early issue of the Council Bulletin.

Recommendation:

That during 2009/10 ordinary meetings of the Council be held on the following dates:

30 June 2009

28 July 2009

29 September 2009

3 November 2009

22 December 2009

16 February 2010

18 February 2010 (Thursday)(reserve date for budget meeting)

20 April 2010

25 May 2010 (Thursday)(Annual meeting)

At its meeting on 17 February 2009, the Council adopted a calendar of meetings for the period from May 2009 to May 2010 which included ordinary meetings of the Council for the year.

It is a requirement of the Constitution that a programme of ordinary meetings of the Council be approved at the annual meeting of the Council. The dates set out above are those adopted on 17 February 2009.

            RESOLVED:

That during 2009/10 ordinary meetings of the Council be held on the following dates:

            30 June 2009

28 July 2009

29 September 2009

3 November 2009

22 December 2009

16 February 2010

18 February 2010 (reserve date for budget meeting)

20 April 2010

25 May 2010 (annual meeting)

(a)        To appoint or nominate, as the case may be, representatives to the outside organisations carrying out Council Regulatory or non-Cabinet functions indicated in Appendix 10 (to follow).

(b)        To note officer representation on outside organisations carrying out Council Regulatory or non-Cabinet functions indicated in Appendix 11 (to follow) where the Council has previously determined that the representation should be at Officer level.

(c)        If necessary to appoint or nominate any representatives to organisations with terms of office expiring after the current year as set out in Appendix 12 (to follow) where appointments are required at this meeting.

            RESOLVED:

            (1)        That appointments to outside organisations carrying out Council, regulatory or non-Cabinet functions be approved as set out in Appendix 7 to these minutes.

Recommendation:

To note that work programmes for both the Executive and Overview and Scrutiny will be circulated shortly.

The Constitution requires that the Executive and Overview and Scrutiny should both submit an annual work programme each year, on their strategies for the coming year. Work programmes are being prepared and will be circulated to all members of the Council when completed.

The Council noted that the Constitution required that the Executive and Overview and Scrutiny Work Programme should both submit annual work programmes for the coming Council year.

The Council noted that work programmes were currently in preparation and would be circulated to all members of the Council when completed.

(Leader of the Council) To consider the attached report.

The Leader of the Council presented the annual report of the executive for the last Council year.

In the ensuing debate the Portfolio Holder for Environment explained that the question of funding for the Council’s Waste Management Service from Essex County Council would be the subject of a meeting to be held after the elections on 4 June 2009 and that she would be reporting via the Council Bulletin on the progress made.

Councillor Jacobs also made reference in relation to Paragraph 8.2.5 to recent press reports about a possible de-merger of banks in the Lloyds TSB Group and drew attention to the possible implications for the Council’s financing.  The Portfolio Holder for Finance and Performance Management reassured the Council that these matters were monitored very carefully.

            RESOLVED:

            That the annual report of the executive 2008/9 be received.