Agenda and minutes

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

2.         The Assistant to 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.

To approve as a correct record and sign the minutes of the meeting held on 6 November 2012 (attached).

            RESOLVED:

            That the minutes of the meeting held on 6 November 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.

No declarations of interest were made pursuant to the Council’s Code of Conduct for Members.

(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 the Council

(i)         Remembrance Sunday – 11 November 2012

The Chairman reported on wreath laying ceremonies and services held across the District to commemorate Remembrance Sunday on 11 November 2012.  He advised that thousands of members of the local community had been brought together to pay their respects and remember those who had lost their lives fighting for their country.

(ii)        Children’s Sports Awards Lunch

The Chairman reported that he had attended the Annual Children’s Sports Awards lunch held at North Weald Airfield on 4 November 2012.  Disabled children and their helpers from special schools had attended and the highlight had been an award ceremony to some of the children who had made significant achievements in sport.  He emphasised that the awards recognised endeavour rather than elitism and varied from swimming two or three strokes to taking part in an outward-bound type course.

(iii)       Carol Service for Deaf and Deafblind People

The Chairman advised that he had attended a carol service for deaf and deafblind people which had taken place at Chelmsford Cathedral on 14 December 2012.  He pointed out that the service had been conducted in British sign language (with voice over).

(iv)      Civic Carol Service

The Chairman expressed his thanks to members and officers for supporting the Civic Carol Service held at St John’s Church, Epping on 14 December 2012.  He advised that the collection had raised £555 which had been divided equally between the Church and his charity.  Councillor Rolfe reported that the amount donated to his charity had been passed to “The Box” (the social space, information point and education people for young people) which was currently experiencing financial difficulties.

(v)       Chairman’s Charity

The Chairman encouraged members to purchase raffle tickets which would be sold in aid of his charity immediately after this meeting.

(vi)      Chairman’s Charity – Quiz Night

The Chairman informed members that arrangements had been made for a quiz to be held on 8 February 2013 at Theydon Bois Village Hall in aid of his charity.  He invited members to attend in teams of 8 at a cost of £5 per head.

(vii)     Floral Display

The Chairman announced that he intended to send the flowers from tonight’s meeting to Jubilee Court, Waltham Abbey.

(b)       Announcements by the Leader of the Council

The Leader advised that he had no announcements to make under this heading.

(c)       Announcements by Portfolio Holders

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.

(a)        Webcasting of Meetings – North Weald Airfield and Asset Management Cabinet Committee

By Mrs S De Luca, Clerk to the North Weald Bassett Parish Council to Councillor Ulkun, Support Services Portfolio Holder.

“Can meetings of the North Weald Airfield and Asset Management Cabinet Committee of Epping Forest District Council be webcast to give greater transparency to Epping Forest District residents”.

Response by Councillor Ulkun, Support Services Portfolio Holder:

“Thank you Mrs De Luca for your question.

The Council’s existing webcasting contract with Public-I is for a term of four years from 1 April 2011 at a cost of £20,400 per annum. The contract has a restriction of 15 hours of webcasting per month, which equates to 180 hours per annum. It is difficult to estimate the time any meeting will take but experience suggests that approximately nine meetings can be webcast per month.

The meetings currently webcast are:

Council

Cabinet

Overview and Scrutiny Committee

District Development Control Committee

The three Area Plans Sub-Committees

Audit and Governance Committee

Local Councils’ Liaison Committee

Local Plan Cabinet Committee

Some of the meetings of the Finance and Performance Management Cabinet Committee and the Finance and Performance Management Scrutiny Panel concerned with the preparation of the budget.

Estimates of the webcast hours for these meetings in the current Council year and in 2013/14 indicate that the 180 hours will be fully used.

To accommodate meetings of the North Weald Airfield and Asset Management Cabinet Committee will necessitate either increasing the hours in the contract at a cost of £2,250 per annum or removing a committee from the existing schedule. In the current economic climate in which Portfolio Holders and officers have been making savings in order to achieve no increase in the District Council Tax for 2013/14 I do not consider it would be appropriate to seek a growth bid.

I propose therefore to look at the alternative of substituting the North Weald Airfield and Asset Management Cabinet Committee for one of the committees on the existing schedule. I have asked the officers to provide me with the hits on each of the meetings currently webcast and when I have those figures I will consult with the appropriate chairmen before making a decision. If it does not prove possible to webcast meetings of the North Weald Airfield and Asset Management Cabinet Committee I will consider other ways in which these meetings could be made more accessible to the public.

I will keep you informed of developments and will make a decision as quickly as possible”.

To receive reports from the Leader and members of the Cabinet on matters falling within their area of responsibility:

(a)   Report of the Leader;

(b)  Report of the Asset Management and Economic Development Portfolio Holder;

(c)   Report of the Environment Portfolio Holder;

(d)  Report of the Finance and Technology Portfolio Holder;

(e)   Report of the Housing Portfolio Holder;

(f)   Report of the Leisure and Wellbeing Portfolio Holder;

(g)  Report of the Planning Portfolio Holder;     

(h)  Report of the Safer, Greener and Highways Portfolio Holder;

(i)   Report of the Support Services Portfolio Holder.

The Council received written reports from the Asset Management and Economic Development Portfolio Holder, the Environment Portfolio Holder, the Finance and Technology Portfolio Holder, the Housing Portfolio Holder, the Leisure and Wellbeing Portfolio Holder, the Planning Portfolio Holder, the Safer, Greener and Highways Portfolio Holder and the Support Services Portfolio Holder.  The Council also received a supplement to the report of the Asset Management and Economic Development Portfolio Holder.

The Chairman invited the Leader to provide an oral report and other members of the Cabinet to give an oral update of their written reports.

(a)        Leader of the Council

Councillor Whitbread reported that over the last six weeks since the last Council meeting he had attended a number of engagements, some of a strategic nature but others of a local nature which had been aimed at resolving issues affecting the lives of residents.  He referred to a meeting with local nightclub proprietors in Epping which he had attended together with the Safer, Greener and Highways Portfolio Holder to discuss the resolution of antisocial behaviour issues in the town.

The Leader reported that he had attended a meeting with the Leader of Harlow Council and respective Planning and Economic Development Portfolio Holders to discuss potential growth around Harlow.  He pointed out that this issue would be a key consideration in this Council’s Local Plan and he emphasised the importance of continuing to work with Harlow and other neighbouring authorities.

The Council noted that the Leader had attended a meeting with County Councillor Peter Martin, the Leader of Essex County Council at which a number of issues of mutual concern had been discussed including the effects of changes to the benefits system, community budgets and the integrated county strategy for growth.

Councillor Whitbread advised that the first meeting of the Epping Forest Locality Board had been held during the last month.  He reminded members that the former local MPs, local County Councillors and Cabinet members liaison meetings that had been held for a number of years had been reconstituted to become the Locality Board.  The Council noted that for the first 12 months this new Board would be chaired by Essex County Council Cabinet Member, Councillor John Aldridge with the Leader of this Council being appointed Vice Chairman.  Councillor Whitbread invited members to advise him of any items they would like placed on future Locality Board agenda.

Councillor Whitbread reported that he had been pleased to host a visit by the High Sheriff, Christopher Palmer-Tomkinson who had been interested to understand the key issues affecting this District. 

The Leader reported that he had also attended a meeting of the South East Local Economic Partnership.

Councillor Whitbread reported that he had chaired a productive board meeting of the Local Strategic Partnership, “One Epping Forest” which had received some very positive reports on the recent health summit, the launch of the tourism strategy and a new initiative being worked up by the Children’s Partnership around youth employment.  The Leader advised that the theme  ...  view the full minutes text for item 81.

Council Procedure Rule 12.6 provides for questions by any member of the Council to the Leader or any Portfolio Holder, without notice on:

(i)   reports under item 6 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 12.7 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)     where the desired information is in a publication of the Council or other published work, a reference to that publication;

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

(d)     where the question relates to an operational matter, the Leader 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 12.8, 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)        Bridge Strengthening Works – Roding Lane, Buckhurst Hill

Councillor Spencer asked the Safer, Greener and Highways Portfolio Holder if he would make representations to Essex County Council to take steps to mitigate the delays being caused to traffic by temporary traffic lights which had been installed on Roding Lane preparatory to strengthening works being undertaken to the bridge.

Councillor Waller, Safer, Greener and Highways Portfolio Holder stated that he would be happy to make representations but that the final decision would be one for Essex County Council.

Councillor Knapman advised that he had already made representations to the County Council Cabinet Member for Highways and Transportation and as a result the  strengthening works had been brought forward from Autumn 2013 to February 2013.

(b)       Civic Offices Car Park

Councillor J M Whitehouse thanked the Asset Management and Economic Development Portfolio Holder for finding £35,000 to enable Town Centre Partnerships and other bodies to put into place practical schemes to enhance high street viability.  He asked if continuing this theme she could think of any reason why in principle the staff car parks at the Civic Offices could not be made available to shoppers at weekends.

Councillor Grigg, Asset Management and Economic Development Portfolio Holder referred to the arrangements which had been made for free parking in the build up to Christmas and undertook to discuss the suggestion with officers following which she would report the outcome in the Council Bulletin.

(c)        Local Plan

Councillor Wagland referred to the Planning Portfolio Holder’s announcement regarding the dates and venues of workshops.  She stated that some residents would be disappointed that workshops would not be held in their locality.  She also referred to the expectation that there should be consistent input into the workshops which would require a commitment of 18 hours within a six week period.  She suggested that it was not particularly satisfactory to expect such a commitment and she asked the Portfolio Holder if he would reconsider both the number of workshops to be held and whether each workshop should be self contained.

Councillor Bassett, Planning Portfolio Holder, stated that he had spread the workshops across the District as far as possible and that the workshops were intended for District Councillors, representatives from each Parish Council, local County Councillors and local Members of Parliament rather than residents.  He pointed out that the views of residents had already been expressed as part of the consultation and that these would be taken forward in the workshops.  He also pointed out that there would be a further major consultation exercise with the public in relation to preferred options.  He said he would give further consideration to the format of the workshops when further details became available.

(d)       Community Services

Councillor Jennie Hart congratulated the Leisure and Wellbeing Portfolio Holder on the external funding that had been secured to expand community and health improvement provision across the District.  She expressed disappointment however at the decision to withdraw funding for seated exercise for  ...  view the full minutes text for item 82.

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.

The Chairman reported that there were no motions to be considered 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.

The Chairman announced that there were no questions by members under notice to be considered at this meeting.

Mover:  Councillor Breare-Hall, Environment Portfolio Holder

In inviting the Environment Portfolio Holder to present this report the Chairman urged members to exercise caution when making comments or remarks in order to ensure that they did not prejudice the outcome of a court hearing to be heard early in the new year.

Councillor Breare-Hall submitted a report seeking a supplementary District Development Fund estimate to cover the estimated costs of the prosecutions of Casterbridge Nurseries and its employees.

Report as first moved ADOPTED

            RESOLVED:

            That a supplementary District Development Fund estimate for 2012/13 of £40,000 be approved to cover the remaining estimated costs of the prosecutions of Casterbridge Nurseries and its employees.

To consider the attached report.

Mover:  Councillor Stavrou, Finance and Technology Portfolio Holder

Councillor Stavrou submitted a report seeking adoption of the Local Council Tax Support Scheme and associated Exceptional Hardship Policy.  In presenting the report Councillor Stavrou advised that since it had been written, Brentwood Borough Council had agreed to adopt the common core framework agreed by all of the other authorities in the County.

In response to questions, Councillor Stavrou advised that she was unaware of the approach being taken by London Borough Councils in relation to this matter.  She explained the reasons for implementing the proposed scheme and by leave of the Council these reasons were expanded upon by the Director of Finance and ICT and the Assistant Director – Benefits.

Report as first moved ADOPTED

            RESOLVED:

            (1)        That the Local Council Tax Support Scheme and the associated Exceptional Hardship Policy attached as Appendices to the report of the Cabinet be adopted; and

            (2)        That delegations in the Constitution be updated to include reference to Local Council Tax Support as well as Council Tax Benefit.

To consider the attached report.

Mover:  Councillor Stavrou, Finance and Technology Portfolio Holder

Councillor Stavrou submitted a report focussing on the technical reforms of Council Tax as a result of the Local Government Finance Act 2012.  She advised that the main areas of the technical reforms allowed for greater Council discretion over some discounts and exemptions and that it was necessary for the Council to determine its position in relation to these matters in order to establish the Council Tax Base for 2013/14.

The Portfolio Holder explained the reason for there being alternative recommendations and explained why she was recommending that the Council should adopt the first set of recommendations.

Report as first moved ADOPTED

            RESOLVED:

            (1)        That with effect from 1 April 2013 properties under Section 11A of the Local Government Finance Act 1992 and falling within Class B of the Council Tax (Prescribed Classes of Dwellings) (England) Regulations 2003 classified as unoccupied and furnished (second homes) receive a discount of 5%;

            (2)        That with effect from 1 April 2013 properties in need of major repair as defined under Section 11A(4A) of the Local Government Finance Act 1992 and falling within Class D of the Council Tax (Prescribed Classes of Dwellings) (England) Regulations 2003 receive a discount of 50% for twelve months;

            (3)        That with effect from 1 April 2013 properties which are unoccupied and substantially unfurnished as defined under Section 11A(4A) of the Local Government Finance Act 1992 as defined under Class C of the Council Tax (Prescribed Classes of Dwellings) (England) Regulations 2003 receive a discount of 100% for a period of three months after which a discount of 0% will apply; and

            (4)        That with effect from 1 April 2013 properties which are long term empty dwellings for over two years under Section 11B of the Local Government Finance Act 1992 will be charged a Council Tax premium of 50%.

To consider the attached report.

Mover:  Councillor Ulkun, Support Services Portfolio Holder

Councillor Ulkun submitted a report seeking adoption of a calendar of Council meetings for 2013/14.

In response to questions he confirmed that meetings of the Local Plan Cabinet Committee would be webcast and that the commencement time of Licensing Sub-Committee meetings held in the evening, if any, had yet to be determined.

Report as first moved ADOPTED

            RESOLVED:

            That the calendar of Council meetings for 2013/14 attached as an Appendix to these minutes be adopted.

To consider the attached report.

Mover:  Councillor Waller, Safer, Greener and Highways Portfolio Holder

Councillor Waller submitted a report seeking a supplementary capital estimate to part fund the renewal and restructure of the current network of CCTV cameras covering High Road, Loughton.

In answer to questions, Councillor Waller acknowledged that in some areas parish councils provided funding for CCTV but emphasised the need for District Council provision.  He invited members to inspect the control room in the Civic Offices in order to fully appreciate the service provided.

Report as first moved ADOPTED

            RESOLVED:

            That a supplementary capital estimate of £10,000 in 2012/13 be approved to part fund the renewal and restructure of the current network of CCTV cameras covering High Road, Loughton and to extend the system northwards to cover the shopping parades both sides of the High Road between Brooklyn Avenue and Traps Hill.

(a)   Report of the Chairman of the Overview and Scrutiny Committee;

(b)   Reports of the Overview and Scrutiny Committee (if any); and

(c)   Reports of Overview and Scrutiny Panels (if any).

(a)        Report of the Chairman of the Overview and Scrutiny Committee

The Council received a written report from Councillor Morgan, the Chairman of the Overview and Scrutiny Committee.

(b)       Reports of the Overview and Scrutiny Committee

The Chairman announced that there were no reports to be considered under this item.

(c)        Reports of Overview and Scrutiny Panels

The Chairman announced that there were no reports to be considered under this item.

The Council noted a decision taken by the Leader of the Council establishing a Chief Executive Appraisal Panel.

In response to questions, Councillor Whitbread confirmed that he would be discussing with the appropriate officers the training requirements of the Panel.  He also explained the reasons for the make up of the Panel.

(a)           To receive from Council representatives the reports (attached - if any) on the business of joint arrangements and external organisations and to receive answers to any questions on those bodies which may be put without notice; and

(b)           To request written reports from representatives on joint arrangements and external organisations for future meetings.

The Chairman informed members that there were no reports to be considered on the business of joint arrangements and external organisations.

            RESOLVED:

            That the Council’s appointed representatives on the Grange Farm Trust and the Citizens Advice Bureau submit written reports to the next meeting of the Council on the work of those bodies.