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.

The Chairman to welcome the following newly elected and re-elected members of the Council following the elections held on 3 May 2012. Except where indicated the members will serve for a four year term until May 2016:

The Chairman to present declaration of acceptance of office certificates to the nine newly elected members, Councillors Brady, Chambers, Church, Girling, Kane, Mann, Shiell, Thomas and Wright.

The Chairman welcomed the following newly elected and re-elected members of the Council following the elections held on 3 May 2012:

The Chairman presented Declaration of Acceptance of Office certificates to the seven of the nine newly-elected members present for consideration of this item, Councillors Brady, Chambers, Church, Girling, Kane, Shiell and Thomas.

Councillor Angold-Stephens addressed the Council on his year of office.  The Chairman again welcomed new and re-elected members to the meeting and expressed thanks to the service given by those members who had not sought re-election.  He paid special tribute to former Councillor Diana Collins who had given many years of dedicated service to the Council including five years as Leader of the Council.  The Chairman welcomed former Councillor Collins to the meeting.  Councillor Angold-Stephens expressed commiserations to those who had failed to get re-elected.

The Chairman reported on his attendance at events since the last meeting of the Council including the unveiling of a memorial at Chelmsford commemorating all the RAF stations based in Essex during World War Two including North Weald and Stapleford; the induction of the newly elected Epping Forest Youth Councillors; the annual general meeting of the Multiple Sclerosis Society for the region; the Essex Millennium Fund Awards at which two local organisations had been recognised – WAY 2000 in Waltham Abbey and Zinc in Ongar; the commencement of the deployment of street pastors in Loughton; the unveiling of a role of honour at the new Ongar and District War Memorial Medical Centre in honour of those who had given their lives in service to their country; and the St George’s Day Parade and National Scout Service at Windsor Castle at which the Queen and the Duke of Edinburgh had been present.

The Chairman advised that the last fundraising event for his charity had been a walk in Epping Forest led by Verderer, Richard Morris and this had included visits to the newly opened Retreat and the refurbished Queen Elizabeth Hunting Lodge.  Councillor Angold-Stephens informed the Council that a new visitor centre for the Forest just outside of the District would be opening before the Olympic Games and he encouraged members to visit it.

Councillor Angold-Stephens stated that it had been a privilege and honour to represent the Council over the past year.  He advised that his many visits as Chairman had left him better informed about the good work being undertaken by individuals and organisations throughout the District.

The Chairman stated that during his year of office he had attended in excess of 100 events, the majority together with his wife, Jill.  He thanked the Vice Chairman Councillor Brian Rolfe and his wife Una for their support during the year.

Councillor Angold-Stephens referred to the Golf Day and the White Water Rafting event held in support of his charity.  He advised that he had raised between £6,500 and £7,000 during his year of office and he thanked members and officers for their support including support for his recent abseil of the water tower at Church Langley.

The Chairman thanked Pat Seager, Chairman’s Secretary, for her support during the year and he emphasised her attention to detail which had prepared him for every eventuality.  He drew attention to Pat’s organisation of the Civic Awards event which in his view  ...  view the full minutes text for item 3.

To elect a Chairman of the Council for the municipal year 2012/13. Nominations received will be tabled. The new Chairman will then make a declaration of acceptance of office.

The nomination of Councillor B Rolfe for the office of Chairman of the Council having been moved formally by Councillor Breare-Hall and seconded by Councillor Grigg, it was:

            RESOLVED:

            That Councillor B Rolfe be elected Chairman of the Council for the ensuing year.

Councillor Rolfe thereupon made a Declaration of Acceptance of the Office of Chairman of the Council and thanked the Council for his election.  He thanked the immediate past Chairman for involving him in civic events during the past year and for the immediate past Chairman’s wife for the assistance she had given to his wife during that year.  Councillor Rolfe stated that he would try to maintain the high standards set by the immediate past Chairman.  Councillor Rolfe thanked members of his group and officers in Democratic Services for the guidance and assistance they had given him as Vice Chairman during the past year.  Councillor Rolfe announced that his chosen charities would be the Chigwell Riding Trust and the Dream Factory and he expressed the hope that members would give generous support to those charities during the year.  He advised that he proposed to be a non-voting Chairman with one exception.  He stated that he had been elected to serve the best interests of residents of the District and if he was required to vote at a meeting of the Council he would do so having regard to those interests.  He stated that he looked forward to working with the new Vice-Chairman of the Council.

Councillor Rolfe in the Chair

The new Chairman presented Councillor Angold-Stephens with a past Chairman’s badge of office.

Mrs J Angold-Stephens presented the Escort’s badge to Mrs U Rolfe.

To appoint a member to be a Vice-Chairman of the Council for the municipal year 2012/13. Nominations received will be tabled. The new Vice-Chairman will then make a declaration of acceptance of office.

The nomination of Councillor Sartin for the office of Vice-Chairman of the Council having been formally moved by Councillor Bassett and seconded by Councillor Stallan, it was:

            RESOLVED:

            That Councillor Sartin be appointed Vice-Chairman of the Council for the ensuing year.

Councillor Sartin thereupon made a Declaration of Acceptance of Office of Vice-Chairman of the Council and thanked the Council for her appointment.  She congratulated Councillor Rolfe on his election as Chairman of the Council and assured him that she would give him full support during the coming year.  She said that she looked forward to visiting all parts of the District during the year.

To approve as a correct record and sign the minutes of the meeting held on 27 March 2012 (attached)

            RESOLVED:

            That the minutes of the Council meeting held on 27 March 2012 be taken as read and signed by the Chairman as a correct record.

(Chief Executive) To declare interests in any item on the agenda.

There were no declarations of interest by members of the Council under this item.

(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)      Members Not Seeking Re-Election or Not Re-Elected

To note that:

(i)                  Jill Sutcliffe, Diana Collins, Jonathon Collier and Bill Pryor did not seek re-election on 3 May 2012; and

(ii)                Rod Barrett, Rose Brookes, Dev Dodeja and Pat Richardson were not re-elected on 3 May 2012.

Diana Collins will attend the meeting to receive an award in recognition of her  20 years’ service. She represented the Epping Hemnall ward from 1991/2 until 1998/9 and the Passingford ward since 2000/01.

(a)       Announcements by the Chairman of the Council

(i)         Leader of the Council

The Chairman announced that earlier in the day, Councillor Wagland had submitted a notice of resignation as Leader of the Council.  The Chairman and Councillors Whitbread, Angold-Stephens and J M Whitehouse expressed their appreciation for the hard work and enthusiasm shown by Councillor Wagland during her year of office as Leader of the Council.

(ii)        Floral Display

The Chairman announced that he intended to send the flowers from tonight’s meeting to St Clare Hospice, Hastingwood.

(b)       Announcements by the Leader of Council and Portfolio Holders

There were no announcements under this heading.

(c)       Members not seeking Re-election or not Re-elected

The Council noted that J Sutcliffe, D Collins, J Collier and W Pryor had not sought re-election on 3 May 2012.  In addition R Barrett, R Brookes, D Dodeja and P Richardson had not been re-elected.

Councillor Whitbread acknowledged the contribution made to the Council by D Collins during her 20 years service as a District Councillor including five years as Leader of the Council.  He drew attention to the many issues she had pursued on behalf of residents and in particular her work on helping to improve the standard of education in the District.

Councillors Angold-Stephens, Morgan, Stallan, J M Whitehouse and Knapman also paid tribute to the contribution made to the Council by D Collins.

In addition Councillor Stallan paid tribute to the contributions made to the Council by R Brookes and R Barrett.  Councillor J M Whitehouse paid tribute to the contributions made to the Council by J Sutcliffe, D Dodeja and R Brookes.  Councillors Pond and Knapman also paid tribute to the contribution made to the Council by R Brookes.

The Chairman invited D Collins to respond to the acknowledgements of her service.  D Collins expressed thanks for the comments made about her service.  She stated that during her period of service as a District Councillor she had made a lot of friends and had enjoyed the work she had undertaken.  She expressed best wishes to the Chairman, Vice-Chairman and the new Cabinet for the future.

In recognition of her 20 years service, the Chairman presented an award to D Collins.

Report to follow regarding:

(a)  Notice of Constitution of Political Groups, Group Leaders and Deputies;

(b)  Appointments made by the Leader to the Cabinet, Cabinet Committees and Outside Organisations carrying out Executive Functions;

(c)   Membership, Chairmanship and Vice-Chairmanship of Committees, Sub-Committees and Panels (Non-Executive Bodies);

(d)   Appointments to Outside Organisations carrying out Council, Regulatory or non- Cabinet Functions.

The Council will need to vote on (c) and (d) where the number of nominations exceeds the number of places available.

(a)        Leader of the Council

By leave of the Council, the Chairman took the second recommendation of the Panel before other items, namely consideration of the appointment of a Leader of the Council.  The nomination of Councillor Whitbread for the office of Leader of the Council having been formally moved by Councillor Bassett and seconded by Councillor Waller, it was:

            RESOLVED:

            That, in accordance with Section 44C(2) of the Local Government Act 2000, Councillor Whitbread be appointed Leader of the Council with a term of office, as prescribed by Section 44E of the Act, expiring on the day of the Annual Council meeting following Councillor Whitbread’s normal day of retirement as a Councillor.

(b)       Leader and Council Appointments

(Mover:  Councillor Whitbread – Chairman of the Panel and Leader of the Council)

Councillor Whitbread reported on appointments which he had made to the Cabinet and Cabinet Committees and to Outside Organisations carrying out executive functions.

Councillor Whitbread also reported recommendations of the Appointments Panel in relation to the Membership, Chairmanship and Vice-Chairmanship of Committees, Sub-Committees and Panels (non-executive bodies), and to Outside Organisations carrying out Council, regulatory or non-cabinet functions.  Councillor Whitbread reported on changes made to nominations since the Panel had met.

            RESOLVED:

            (i)         That in accordance with Regulation 8 of the Local Government (Committees and Political Groups) Regulations 1990, the constitution of political groups as set out in Appendix A to these minutes be noted;

            (ii)        That the appointments made by the Leader of the Council to the Cabinet and Cabinet Committees and the allocation of portfolios as set out in Appendix B to these minutes be noted;

            (iii)       That the Membership, Chairmanship and Vice-Chairmanship of Committees, Sub-Committees and Panels (non-executive bodies) as set out in Appendix C to these minutes be approved including:

            (a)        the enlargement of the membership of the Overview and Scrutiny Committee from 11 to 15 members; and

            (b)        the alteration to the membership of the Committee for the Appointment of the Chief Executive to include Councillors Stavrou and Whitbread and the removal of Councillor Murray;

            (iv)       That the appointment of Councillor Waller (Conservative Group) as a Group Representative for the purposes of substitution notifications be noted;

            (v)        That Group Leaders confirm nominations to the Proper Officer for appointments to be made to Panels by the Overview and Scrutiny Committee by 24 May 2012;

            (vi)       That the appointments made by the Leader of the Council to Outside Organisations carrying out executive functions as set out in Appendix D to these minutes be noted; and

            (vii)      That appointments to Outside Organisations carrying out Council, Regulatory or non-Cabinet functions be as set out in Appendix E to these minutes.

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.

            RESOLVED:

            That the Scheme of Officer Delegation for Council and Regulatory Functions, as set out in Part 3 of the Constitution as amended be agreed.

To note new and revised officer delegation in respect of Executive Functions approved by the Leader of the Council following the 2011/12 review - attached.

            RESOLVED:

            That new and revised Officer Delegation in respect of Executive functions as approved by the Leader of the Council following the 2011/12 review be noted.

Recommendation:

That during 2012/13 ordinary meetings of the Council be held on the following dates:

31 July 2012

27 September 2012 (Thursday)

6 November 2012

18 December 2012

19 February 2013

21 February 2013 (Thursday)(reserve date for budget meeting)

23 April 2013

21 May 2013 (Annual meeting)

At its meeting on 13 December 2011, the Council adopted a calendar of meetings for the period from May 2012 to May 2013 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 13 December 2011.

            RESOLVED:

            (1)        That during 2012/13 ordinary meetings of the Council be held on the following dates: 

31 July 2012

27 September 2012 (Thursday)

6 November 2012

18 December 2012

19 February 2013

21 February 2013 (Thursday) (reserve date for budget meeting)

23 April 2013

21 May 2013 (Annual Meeting); and

(2)        That a special meeting of the Council be held on 18 June 2012 to consider the appointment of a Chief Executive and the arrangements for the new Standards regime under the Localism Act 2011.