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.

To approve as a correct record and sign the minutes of the meeting held on 18 December 2012 (attached).

            RESOLVED:

That the minutes of the meeting held on 18 December 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.

(a)       Councillor Stavrou advised that as the Portfolio Holder for Finance and Technology it was her responsibility to present the Budget 2013/14 (agenda item 12).  She pointed out that there were three items in the draft budget in which she had a non-pecuniary interest:

(i)         funds held by the Council in respect of the Lidl supermarket development from which the Waltham Abbey Town Council of which she was a member would be able to apply for schemes in Waltham Abbey;

(ii)        funding support for the Epping Forest Community Transport Scheme of which she was a trustee;  and

(iii)       funding support for the Epping Forest Furniture Scheme for which she was a trustee designate.

Councillor Stavrou stated that she intended to present the entire budget and would withdraw from the meeting during the debate only if the Council wished to discuss any of the three items outlined by her in which case those matters would be dealt with by the Leader of the Council in her absence.

(b)       Pursuant to the Council’s Code of Member Contact, Councillor McEwen declared a pecuniary interest in agenda item 20(a)(ii) (Grange Farm Centre Trust – Trustees Annual Report and Accounts) by virtue of being a Trustee of the Grange Farm Trust.  The Councillor stated that in accordance with Paragraph 10 of the Code of Conduct she considered the interest to also be a disclosable pecuniary interest and she would therefore leave the meeting for the consideration of that item.

(c)        Pursuant to the Council’s Code of Member Conduct, Councillor Smith declared a pecuniary interest in agenda item 20(a)(ii) (Grange Farm Centre Trust – Trustees Annual Report and Accounts) by virtue of being a Chairman and Trustee of the Grange Farm Trust.  The Councillor stated that in accordance with Paragraph 10 of the Code of Conduct she considered the interest to also be a disclosable pecuniary interest and she would therefore leave the meeting for the consideration of that item.

(d)       Pursuant to the Council’s Code of Member Conduct, Councillor Gadsby declared a disclosable pecuniary interest in agenda item 20(a)(ii) Grange Farm Centre Trust – Trustees Annual Report on Accounts).  The Councillor stated that she would leave the meeting for the consideration of that item.

(e)       Pursuant to the Council’s Code of Member Conduct, Councillor J H Whitehouse advised that as a Trustee of the Furniture Scheme for the current year, if there was any discussion on the scheme as part of the consideration of item 12 (Report of the Cabinet – Budgets and Council Tax Declaration 2013/14) she would leave the meeting for the consideration and voting on that matter.

(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)         Peter Harrison QC

The Chairman stated with great sadness that he had to announce the recent sudden death of Peter Harrison QC who had represented this Council to the highest standards in various venues over many years.  The Chairman invited the Director of Corporate Support Services and the Council’s Solicitor to advise members of some of the work Peter Harrison had undertaken for the Council.

Miss C O’Boyle advised that a funeral service to celebrate Peter’s life had been held on 11 February 2012 and she had represented the Council together with the Director of Planning and Economic Development.

She reported that the cases that Peter Harrison had worked on for the Council included planning issues at Rosedene, Magdalen Laver; the Northern Gateway Access Way Inquiry in 1999 and advice on the London Borough of Enfield’s latest consultations of that proposed link road; and an Ombudsman case in relation to Galley Hill Yard, Waltham Abbey.

Miss O’Boyle also advised that Peter had delivered a number of training courses to both members and officers.

(ii)        Civic Awards Dinner

The Chairman asked those members who had not yet responded to the invitation to do so without delay so that the arrangements could be finalised.

(iii)       Refreshments

The Chairman advised that it was customary not to provide refreshments after the Budget and Council Tax setting meeting each year as in the past these meetings had tended to last several hours.  He stated, however, that after this evening’s meeting light refreshments would be available.

(iv)      Events

The Chairman reported that on 31 January 2013 he had attended a memorial service in Chelmsford Cathedral organised by Essex County Council to remember those who had lost their lives in the East Coast Floods of 1953 when Canvey Island had been devastated.  He advised that the service had been attended by HRH The Princess Royal who had read the lesson in what had been a very emotional event.  The Chairman stated that possibly the most moving part of the service for him had been an address by a Canvey Island Parish Councillor who had recounted his experiences on that night 60 years ago when he had been a 10 year old boy.

The Chairman thanked members for supporting the quiz held on 8 February 2013 in aid of his charity.  The meeting noted that the event had raised £1,066.  The Chairman thanked the officers who had organised and assisted on the evening, especially the quiz masters Ian Willett and Ian White.

(v)       Floral Display

The Chairman announced that he intended to send flowers from tonight’s meeting to Honey Tree Court in Loughton.

(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

(i)         Housing Portfolio Holder

(a)       Telecare

Councillor Stallan, Housing Portfolio Holder, drew attention to the future of the Epping Forest Careline in the light of Essex County Council’s proposals for a County-wide Telecare Contract.  He  ...  view the full minutes text for item 96.

To answer questions asked after notice in accordance with the provisions contained in paragraph 11.3 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.

The Council noted that there were no public questions for this meeting.

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)        The Leader of the Council

Councillor Whitbread reported that together with the Planning Portfolio Holder he had attended both of the Local Plan Workshops which had been held.  He stated that he had also met two of the local Members of Parliament, Eleanor Laing and Robert Halfon to discuss the Local Plan.

The Leader advised that he had attended events to support the local economy, the launch of the Waltham Abbey Media Pack and the Tourism Summit both of which had been well attended.

Councillor Whitbread said that he had met Greg Clark, Chairman of the London Stansted Corridor Consortium which was a private sector led partnership bringing together key business representatives and local authorities along the M11/Lee Valley Corridor.  The Leader stated that he had also attended a meeting at which the future plans for Stansted Airport had been discussed.

The Council noted that later in the week the Annual Local Strategic Partnership Stakeholder Conference concentrating on young people would be held and over 100 delegates were expected.  Councillor Whitbread pointed out that the Youth Council would be involved and he also drew attention to a transport survey undertaken by the Youth Council which it would seek to submit to a future meeting of the Overview and Scrutiny Committee.

The Leader thanked the Housing Portfolio Holder for keeping the Council informed about the future of the Council’s Careline Service.

(b)       Safer, Greener and Highways Portfolio Holder

Councillor Waller, Safer, Greener and Highways Portfolio Holder updated members about the Domestic Homicide Review to which he had referred in his written report.  He advised that Domestic Homicide Reviews were conducted under a fairly new statutory procedure in order to make sure that lessons were learned when a person had been killed as a result of domestic violence.

Councillor Waller explained that as Chairman of the Epping Forest Community Safety Partnership he had set up a Domestic Homicide Review following the death last year of Gillian Andrade of Buckhurst Hill.  He stated that the previous Friday, Daniel Hodges of Loughton had pleaded guilty to murder and had been sentenced to life imprisonment to serve a minimum term of 17½ years.  The Portfolio Holder advised that now the court proceedings had been completed, the Panel chaired by Mrs Ann Haigh would be able to contact parties which could not previously be approached in case of a trial.  Councillor Waller stated that he was confident the Panel would  ...  view the full minutes text for item 98.

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)        Buckhurst Hill Parking Review

Councillor Watson referred to the written report of the Safer, Greener and Highways Portfolio Holder regarding the Buckhurst Hill Parking Review.  She stated that residents in Buckhurst Hill had waited a long time for this review and she asked the Portfolio Holder for an update of the programme and the timescales for undertaking the review.

Councillor Waller, Safer, Greener and Highways Portfolio Holder referred to a meeting held with Buckhurst Hill members which had resulted in valuable work being undertaken consulting residents about the needs of the area.  Councillor Waller advised that all of the information received had been passed to the Traffic Management Team at Essex Highways who had been contracted to implement the scheme.  The Portfolio Holder emphasised that this review would be focusing on particular areas rather than the whole of Buckhurst Hill.  Councillor Waller advised that although the District Council was paying for the scheme it was the County Council which would determine timescales and he could not therefore be precise as he would wish.  He continued that the County Council would prepare a project plan which would be submitted to the District Council with proposals, time lines and a break down of the costs.  He advised that at that time he proposed to call a further meeting of Buckhurst Hill councillors for their views and that this would be followed by advertising the scheme to meet statutory requirements and further consultation with local residents.  The Portfolio Holder expressed the hope that further consultation would be brief so that the scheme could be delivered as soon as possible.

(b)       Initiatives and Rough Sleepers

Councillor Murray asked which of the initiatives summarised in the Housing Portfolio Holder’s written report was he most proud.  He also asked if the Portfolio Holder agreed that rough sleepers should on occasions be referred to the nearest shelter in London rather than Chelmsford or Colchester.

Councillor Stallan, Housing Portfolio Holder stated that in his opinion the commencement of a Council House Building Programme for the District was the most important initiative as it has been over 20 years since the last Council dwelling had been built in this District.  In relation to rough sleepers he advised that the first indication he had received of the procedure had been when he had received e-mails from members about what was being done.  He said he was aware that the Council only dealt with the Chelmsford and Colchester shelters and would speak to officers about the possibility of using the shelters in London bearing in mind that the Council made grants to those in Chelmsford and Colchester.  He said he would submit a report to a future meeting if necessary.

(c)        Cross Rail 2

Councillor Angold-Stephens referred to the written report of the Planning Portfolio Holder regarding Cross Rail 2.  He stated that the londonfirst.co.uk website quoted congestion on the Central Line as being 3/4 standing between Leytonstone Station and Mile End Station and 2/3 between Woodford Station  ...  view the full minutes text for item 99.

To consider any motions, notice of which has been given under Council Procedure Rule 13.

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 12.3 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 12.4 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.

To consider the attached report.

Mover:  Councillor Bassett, Planning Portfolio Holder

Councillor Bassett submitted a report seeking a supplementary DDF estimate in order to provide the resources required to bring the Council’s Local Land and Property Gazetteer up to the national standard.

Report as first moved ADOPTED

            RESOLVED:

That a supplementary DDF estimate for 2012/13 in the sum of £100,000 be approved to provide the short term resources required to bring the Council’s Local Land and Property Gazetteer up to the national standard by 31 March 2013.

To consider the attached report.

Mover:  Councillor Stavrou, Finance and Technology Portfolio Holder

Councillor Stavrou submitted a report on the Treasury Management Strategy Statement and Annual Investment Strategy, Minimum Revenue Provision Statement, Treasury Management Prudential Indicators, the rate of interest to be applied to any inter-fund balances and a Treasury Management Policy Statement. 

Councillor Watts, Chairman of the Audit and Governance Committee stated that the Committee had considered how the risks associated with Treasury Management had been dealt with and had expressed satisfaction about the steps taken.

Report as first moved ADOPTED

            RESOLVED:

That the following documents attached to the report of the Cabinet be adopted:

(a)        Treasury Management Statement and Annual Investment Strategy 2013/14 to 2015/16;

(b)        Minimum Revenue Provision Statement;

(c)        Treasury Management Prudential Indicators for 2013/14 to 2015/16;

(d)        the rate of interest to be applied to any inter-fund balances;  and

(e)        Treasury Management Policy Statement.

To consider a report – to follow.

Mover:  Councillor Stavrou, Finance and Technology Portfolio Holder

Councillor Stavrou thanked Mr R Palmer and Mr P Maddock and other officers in the Finance and ICT Directorate in interpreting and incorporating a raft of legislative changes which had emerged in the build-up to the draft budget.

The Portfolio Holder apologised for the delay in issuing the report to this meeting but stated that changes to the Localisation of Council Tax with the reduction in Tax Bases and the allocation of grants had caused a degree of confusion for a small number of Town and Parish Councils.  She pointed out that as the Council Tax Declaration included the total for Parish precepts the report could not be issued until all of the Parish precepts had been received.  She expressed the hope that as the main report had been issued a week in advance all members would have had the opportunity to consider it.

The Portfolio Holder sought leave of the Council to move the following amendment to recommendation 5 of the report to the Cabinet:

“Recommendation 5 to be renumbered 5(a) and the following to be added:

(5)(b) That a new Housing Revenue Account (HRA) usable reserve called the Self?Financing Reserve be set up in the current financial year (2012/13) with the intention of setting aside resources to repay the Council’s variable rate loan due to be repaid in March 2022;  and

(5)(c) That although this reserve be set aside for the purpose stated this does not preclude a future meeting of the Council resolving to use part of the reserve for another HRA purpose if necessary”.

Councillor Bassett seconded the amendment.

Councillor Stavrou referred to the lengthy and robust process which had been adopted in considering the draft budget.  She stated that the detailed growth lists had been considered by both the Finance and Performance Management Scrutiny Panel and the Finance and Performance Management Cabinet Committee as well as the Cabinet itself.  In addition a joint meeting of the Cabinet Committee and the Scrutiny Panel had received the detailed Directorate budgets and at that meeting members had been given an opportunity to question the Directors and the Portfolio Holders.

Councillor Stavrou stated that at the joint Cabinet Committee and Scrutiny Panel meeting concerns had been expressed about how much the amount of reserves exceeded the Council’s minimum requirement.  She stated that given the economy was on the brink of a triple dip recession and that the Reform to Non?Domestic Rates and Council Tax Benefit had transferred considerable financial risk from Central Government to the Council, it was a good time to have substantial reserves.

Councillor Stavrou continued that the budget for 2013/14 had always been a matter of consolidation in view of the numerous current uncertainties.  She stated that as the Council’s grant figure had not been provided until late December and the mechanics behind Non-Domestic Rates were still emerging it would not have been prudent to plan for expansion or new initiatives at this time.  She  ...  view the full minutes text for item 104.

(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:

(i)                  Constitution and Member Services Scrutiny Panel – Appointments at Annual Council – Review;

(ii)                Constitution and Member Services Scrutiny Panel – Access to Information Rules;

(iii)               Constitution and Member Services Scrutiny Panel – Questions – Periods of Notice and Related Matters.

(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

(i)         Report of Constitution and Member Services Scrutiny Standing Panel ? Appointments at Annual Council – Review

Mover:  Councillor Sartin, Chairman of the Panel

Councillor Sartin presented a report of the Panel following a review of the operation of the Appointments Panel process prior to the Annual Council meeting.

Report as first moved ADOPTED

            RESOLVED:

(1)        That the continued successful operation of the Appointments Panel be noted;

            (2)        That the following changes be made to the Constitution:

(a)        the revocation of the protocol of the allocation of Chairmanships and Vice-Chairmanships and Outside Organisation Places in favour of measures (b) and (c) below;

(b)        the formal inclusion of the Terms of Reference of the Appointments Panel in the “Responsibility for Functions” section of the Constitution and Responsibility for Council Functions table in Part 3 of the Constitution as set out in Appendix 1 to the report of the Scrutiny Panel;

(c)        consequential amendments for the Council Procedure Rules section 1 to reflect the report of the Appointments Panel directly to the Annual Council meeting covering those matters set out in its Terms of Reference;  and

(d)        authorisation for the Assistant to the Chief Executive to make the consequential amendments to the Council Constitution set out above;  and

(3)        That 9 and 14 May (reserved date) 2013 be approved as the date(s) for the Appointments Panel for 2013 and thereafter the dates be set as part of the annual calendar of meetings subject to the last Panel meeting being held at least seven days before the Annual Council meeting each year.

(ii)        Report of the Constitution and Member Services Scrutiny Standing Panel – Access to Information Rules

Mover: Councillor Sartin, Chairman of the Panel

Councillor Sartin presented a report following consideration by the Panel of new regulations concerning Access to Information/Meetings for Local Authority Executives.

Report as first moved ADOPTED

            RESOLVED:

(1)        That the revised Access to Information Rules attached to the report of the Scrutiny Panel be approved and published in the Constitution;  and

(2)        That the Assistant to the Chief Executive be appointed as Proper Officer in respect of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 in conjunction with his existing delegation in respect of the Access to Information Act 1985.

(iii)       Report of the Constitution and Member Services Scrutiny Standing

Panel – Questions – Periods of Notice and Related Matters

Mover:  Councillor Sartin, Chairman of the Panel

Councillor Sartin presented a report of the Panel following consideration of the deadlines for submission of questions by members of the public and councillors at Council and Cabinet meetings.

Amendment moved by Councillor Stallan and seconded by Councillor J M  ...  view the full minutes text for item 105.

To consider the attached report.

Ms R Kelly, Member of the Remuneration Panel presented the Annual Report of the Panel covering work undertaken during the 2012/13 year.

The Council noted that the report provided background to Councillors’ Allowances and Expenses and summarised the matters reviewed by the Panel during the year, namely:

(a)        Basic Allowance;

(b)        Special Responsibility Allowances and in particular the allowance for the Chairman of the Overview and Scrutiny Committee;

(c)        the IT Connectivity Allowance;

(d)        an addition to the list of “approved duties” for the purposes of travel expenses;

(e)        the mileage rates for travel by car;  and

(f)         an approach from another Council regarding a possible Joint Remuneration Panel.

            RESOLVED:

(1)        That the members of the Remuneration Panel be thanked for their Annual Report 2012/13;  and

(2)        That the report be noted.

To consider the attached report.

Miss R Kelly, member of the Remuneration Panel presented a report following a review by the Panel of the following aspects of the Members’ Allowances Scheme:

(a)        Basic Allowance;

(b)        Special Responsibility Allowances;

(c)        the Allowance for the Chairman of the Standards Committee;

(d)        an Allowance for the Independent Persons on the Standards Committee;

(e)        the Allowances paid to the Remuneration Panel;

(f)         the IT Connectivity Allowance;

(g)        travel outside of the District;  and

(h)        meetings of Associations and Partnerships.

Amendment moved by Councillor Waller and seconded by Councillor Whitbread

“That recommendation (2) of the Panel concerning the level of implementation of the basic allowance be not adopted”.

Carried

Report as amended ADOPTED

            RESOLVED:

            Basic Allowance

(1)        That no change be made to the amount of Basic Allowance of £4,300 per member per annum.

Special Responsibility Allowances

(2)        That except for the Chairman of the Standards Committee, no change be made to the Special Responsibility Allowances;

(3)        That the Chairman of the Standards Committee be paid a Special Responsibility Allowance of £500 for the year 2013/14;

(4)        That the Panel gives further consideration to the allowance for the Chairman of the Standards Committee as part of its next review of the Allowances Scheme;

Independent Members

(5)        That, although not part of the Members’ Allowances Scheme, the Independent Persons appointed by the Council as part of its standards arrangements be paid an allowance of £250 per member per annum;

(6)        That the Panel gives further consideration to this allowance as part of its next review of the Allowances Scheme;

Independent Remuneration Panel

(7)        That the Assistant to the Chief Executive review the payments made to members of the Independent Remuneration Panel and report to a future meeting of the Council on the suggestion of the Panel that the payments to the Panel members be reduced;

Connectivity Scheme

(8)        That the amount of the Connectivity Allowance payable to members be reduced to a payment of £250 per member per annum, with payments being made subject to fulfilment of the requirements for payments;

(9)        That the payment of £250 per member per annum be reviewed if and when the law allows the Council to consider replacing paper agenda, reports etc with electronic tablets;

Travel outside of the District

(10)      That no change be made to the provisions of the Allowances Scheme regarding the limit placed on the amount of expenses claimable for travel outside of the District.

Meetings Regarding Joint Arrangements and Partnership Working

(11)      That the following paragraph be added to the list of approved duties in Schedule 2 of the Allowances Scheme:

“(1)(o)  attendance at a meeting concerning joint working or partnership arrangements to represent the Council’s interests”;

Councillors’ Pensions

(12)      That the proposal of the Government to deny councillors access to the Local Government Pension Scheme from April 2014 be noted.

Recommendations:

(1)        That the Chairman of the Council, Councillor B Rolfe, be authorised to attend the meeting of electors on 25 February 2013 to make any nomination(s) on behalf of the Council and, if necessary, to vote at the poll on 28 February 2013:   and

(2)        To consider whether to make up to two nominations on behalf of the Council at the meeting of electors.

 (Assistant to the Chief Executive)  Under the Epping Forest Acts 1878 and 1880, an election is held every seven years to appoint four verderers, two for the northern Forest parishes and two for the southern Forest parishes to take seats on the Epping Forest and Open Spaces Committee of the Corporation of the City of London.

The Council is shown on the Register of Commoners as settled by the Conservators of Epping Forest as it owns or occupies not less than half an acre of land not covered by buildings within the ancient boundary of the Forest. This entitles the Council to nominate or second candidates and to vote in the event of a poll taking place. The Council’s land comes within the northern Forest parishes.

A meeting of electors for the northern Forest parishes (Epping, Theydon Bois, Waltham Holy Cross, Loughton, Buckhurst Hill and Chingford) will be held on 25 February 2013 at 11.45am at the Lopping Hall, Loughton. This is for the purpose of nominating and seconding candidates.

If a ballot is demanded this will be held on 28 February 2013 at various polling stations within the Forest parishes. A ballot would normally only be held if more there are more nominations than places available.

The Council may nominate or second up to two persons, resident in the northern Forest parishes, for the position of verderer.  In any subsequent poll, the Council may cast votes for up to two candidates.

                        Background Paper:  Letters from the Committee and Member Services Officer, Corporation of the City of London dated 14 and 31 January 2013.

The Chairman reported that under the Epping Forest Acts 1878 and 1880, an election was held every seven years to appoint four Verderers, two to the northern Forest parishes and two for the southern Forest parishes to take seats on the Epping Forest and Open Spaces Committee of the Corporation of the City of London.  He advised that the Council was shown on the Register of Commoners as settled by the Conservators of Epping Forest as it owned or occupied not less than ½ an acre of land not covered by buildings within the ancient boundary of the Forest.  The Chairman stated that this entitled the Council to nominate or second candidates and to vote in the event of a poll taking place.  The Council noted that its land came within the northern Forest parishes.

Moved by Councillor Morgan and seconded by Councillor Murray

“That the Council support the existing Verderers, Michael Chapman and Richard Morris at the meeting to be held for the purpose of nominating and seconding candidates and in casting its votes”.

                                                                                                                          Carried

            RESOLVED:

(1)        That the Chairman of the Council, Councillor B Rolfe, be authorised to attend the meeting of electors on 25 February 2013 to make any nomination(s) on behalf of the Council and, if necessary, to vote at the poll on 28 February 2013;  and

(2)        That the Council support the existing Verderers, Michael Chapman and Richard Morris at the meeting to be held for the purpose of nominating and seconding candidates and in casting its votes.

To note the attached report.

The Council noted that the Chairman of the Council had agreed that the decision of the Finance and Technology Portfolio Holder to approve the NNDR 1 form, following consultation with the Chairman of the Overview and Scrutiny Committee, should be treated as a matter of urgency and should not be subject to call-in.

To note the attached report.

The Council noted that the Chairman of the Council had agreed that the decision of the Cabinet to appoint Drivers Jonas Deloitte to deliver the Review of North Weald Airfield at a cost of £145,000 plus meetings disbursements should be treated as a matter of urgency and should not be subject to call-in.

To note the attached decision taken by the Leader of the Council since the last meeting of the Council.

The Council noted a decision taken by the Leader of the Council establishing a Cabinet Committee on Council Housebuilding.

(a)           To receive from Council representatives the reports (attached) 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:

(i)                  Stansted Airport Community Trust;

(ii)                Grange Farm Centre Trust –Trustees Annual Report and Accounts;

(iii)               Epping Forest Citizens’ Advice Bureau.

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

(a)        Stansted Airport Community Trust

The Council received a report from Councillor Morgan, its representative on the Stansted Airport Community Trust.

Councillor Morgan advised that the Trust awarded grants to a wide variety of organisations within a 10 mile radius of Stansted Airport.  The grants were made available from fines imposed on aircraft travelling off route.  Councillor Morgan advised that the Trust did not fund projects for parish councils or individuals and did not grant money for completed projects.  He advised that during the last year the grants made had included assistance in providing a new ramp at North Weald Village Hall and a new cricket pavilion at Matching Green.

            RESOLVED:

That, as parts of the Epping Forest District are on the final approach to the Airport and suffer from aircraft noise but are outside of the 10 mile radius, the Council’s representative request the Trust to consider changing its eligibility criteria.

(b)       Grange Farm Centre Trust – Trustees Annual Report and Accounts

The Council received the Trustees Annual Report and Accounts.

(c)        Epping Forest Citizens’ Advice Bureau

The Council received a report from Councillor Cohen, one of its representatives on the Citizens’ Advice Bureau.

            RESOLVED:

That the Citizens Advice Bureau be invited to attend a future meeting of the Overview and Scrutiny Committee in order to present a more detailed report on the work undertaken in this District.

(d)       Reports from Representatives on Other Outside Organisations

The meeting noted that the Constitution and Member Services Scrutiny Panel was reviewing the Council’s relationships with external organisations and the reporting regime from the Council’s representatives on those organisations.