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 Council is invited to stand for a minute’s silence in tribute to the memory of former District Councillor Fitzherbert Harewood who died recently.

Fitzherbert Harewood was a District Councillor for four years representing the Paternoster Ward from 1995 until 1999.

It was with much sadness that the Chairman informed the Council of the death of former District Councillor Fitzherbert Harewood. 

Members were informed that Fitzherbert Harewood had been a District Councillor for four years representing the Paternoster Ward from 1995 until 1999.

Councillor Murray paid tribute to the memory of Fitzherbert Harewood.

The Council stood for a minute’s silence in tribute to the memory of former District Councillor Fitzherbert Harewood.

The Chairman to welcome Councillor Rod Butler elected on 2 May 2013 to represent the Waltham Abbey Honey Lane Ward until May 2014.

The Chairman welcomed Councillor Rod Butler elected on 2 May 2013 to represent the Waltham Abbey Honey Lane Ward until May 2014.

The Chairman presented Councillor Butler with a Declaration of Acceptance of Office Certificate.

Councillor Rolfe addressed the Council on his year of office.

The Chairman reported that he had attended in excess of 260 events/meetings driving over 3,500 miles during the year.  He advised that all of the engagements had been memorable for different reasons.  He added that he had met some wonderful people, many of whom had made he feel very humble.

The Chairman drew attention to the following events:

(a)        the Olympic Torch Relay event at Waltham Abbey;

(b)        the Memorial Service for the 60^th Anniversary of the East Coast Floods when 119 had lost their lives;

(c)        the Cavalcade of Sail as part of Her Majesty The Queen’s Diamond Jubilee Celebrations; and

(d)        a visit to The Chigwell Riding Trust.

Councillor Rolfe reported that he had raised over £11,500 for the Chairman’s Charity.

The Chairman thanked his wife, Una, for her support throughout the year.  He also thanked officers for their advice and support, especially Pat Seager, the Chairman’s Secretary.  He expressed thanks to Councillor Sartin, the Vice-Chairman of the Council, for her support during the year.

In conclusion the Chairman stated that records proved that his year of office had been the wettest, coldest and windiest since the Council had been established in 1974. 

Councillors Whitbread, J M Whitehouse and Angold-Stephens and the Chief Executive, G Chipp, on behalf of the staff, expressed their appreciation for the hard work and enthusiasm shown by Councillor Rolfe during his year of office.

To elect a Chairman of the Council for the municipal year 2013/14. Nominations received will be tabled. The new Chairman will then make a declaration of acceptance of office.

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

            RESOLVED:

            That Councillor M Sartin be elected Chairman of the Council for the ensuing year.

Councillor Sartin thereupon made a Declaration of Acceptance of the Office of Chairman of the Council and thanked the Council for the honour.  She said that she was extremely privileged to take on the role and expressed the hope that she would live up to the expectation of members.

Councillor Sartin said that she would try to maintain the high standards set by the immediate past Chairman.  She thanked Councillor Rolfe for being given the opportunity to work alongside him during his year of office and she acknowledged the commitment of Councillor Rolfe and his wife in attending so many events during the last year.

Councillor Sartin said that she was looking forward to the coming year although with a degree of trepidation.  She expressed the hope that presiding over Council meetings would not be too challenging although she acknowledged that there were a lot of important decisions to be taken during the next 12 months.

Councillor Sartin said it was her intention to visit as many parts of the district as possible during her year of office.  She stated that her husband John had been tasked with keeping her diary and paperwork in order and that he had gained some experience for that role acting as escort for their daughter who had been Mayor of Hertford Town Council during the past year.

Councillor Sartin announced that her chosen charities for her term of office would be St Clare Hospice and The Alzheimer’s Society.  She drew attention to the first event in aid of her charity, a members/officers golf day at Chigwell Golf Club on 2 July 2013.  She expressed the hope that several Councillors would participate.

Councillor Sartin said that it was not her intention during her year of office to exercise any vote at a Council meeting other than the casting vote, (if required) unless there was a matter of such significance to the local community that she considered it necessary to vote in which case she would indicate before the matter was put to the vote.

                                           Councillor Sartin in the Chair

The new Chairman presented Councillor Rolfe with a past Chairman’s badge of office.  Mrs U Rolfe presented the Escort’s badge to Mr J Sartin.

To appoint a member to be a Vice-Chairman of the Council for the municipal year 2013/14. Nominations received will be tabled. The new Vice-Chairman will then make a declaration of acceptance of office.

Moved by Councillor Rolfe and Seconded by Councillor Whitbread that Councillor  A Boyce be appointed Vice-Chairman of the Council for the ensuing year.

Councillor J M Whitehouse reported the nomination, in accordance with the Protocol in the Council’s Constitution, of Councillor J H Whitehouse.  He advised that Councillor J H Whitehouse had made a significant contribution to the Council over the last 16 years.  He stated that she had held various positions during those years and had promoted a number of projects including the Handyperson Scheme and the Epping Forest Reuse Scheme.

Councillor J M Whitehouse stated that the Council had before it two candidates of merit and he did not wish to place members in the position of having to choose between them.  Accordingly, he sought leave of the Council to withdraw the nomination of Councillor J H Whitehouse.  He drew attention to the recommendation of the Appointments Panel to ask the Overview and Scrutiny Committee to undertake a review of the process for the nomination to and appointment of the Vice-Chairman of Council.

The Council agreed to the withdrawal of the nomination of Councillor J H Whitehouse and having been formally moved and seconded, it was:

            RESOLVED:

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

Councillor Boyce thereupon made a Declaration of Acceptance of Office of

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

To approve as a correct record and sign the minutes of the meeting held on 23 April 2013 (attached).

            RESOLVED:

            That the minutes of the Council meeting held on 23 April 2013 be taken as read and signed by the Chairman as a correct record subject to the substitution of “Councillor Stavrou” for “Councillor Grigg” in the response to the supplementary question from Councillor Girling regarding the new Welfare Reform (minute 120)(b)).

(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.

(a)       Announcements by the Chairman of the Council

(i)         Tour of Housing Directorate

Councillor Sartin reported that she proposed to adopt a different approach to the annual tour of Council Directorates by members taking account of the fact that there was only one new member of the Council this year.  She stated that initially she proposed to tour the Housing Directorate and some of its outlying establishments on 27 June 2013 and she invited members to join her. She advised that details of the arrangements for visiting other Directorates would follow.

(ii)        Police and Crime Commissioner

The Chairman advised that Nick Alston, the Police and Crime Commissioner for Essex would be holding a public meeting at the Civic Offices on 23 May 2013.  She encouraged Councillors and members of the public to attend.

(iii)       Floral Display

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

(iv)      Councillors’ Nameplates

Councillor Sartin drew attention to the new Councillor nameplates and encouraged members to take their own old nameplates, in exchange for a £5 donation to her charity.

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

There were no announcements under this heading.

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.

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 the nominations since the Panel had met.

The Council voted on appointments where the number of nominations exceeded the number of places available.

            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 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.

            (iv)       That the appointment of Councillor Waller to nominate Conservative Group substitute members on any Committee, Sub-Committee, Panel, Board or Working Group of the Council 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 2013;

            (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;

            (vii)      That appointments to outside organisations carrying out Council, regulatory or non-Cabinet functions be as set out in Appendix E to these minutes; and

            (viii)      That the Overview and Scrutiny Committee be asked to undertake a review of the process for the nomination to and appointment of the

Vice-Chairman of the Council.

(Assistant to the Chief Executive) To consider the attached report.

Members noted that the Leader of the Council had requested that a Directorate Restructuring Panel be established to work with the Head of Paid Service to:

(a)        comment on a new structure for the Council proposed by the Head of Paid Services;

(b)        participate in the recruitment of Chief Officers; and

(c)        consider and progress resulting redundancies.

Members considered the proposed Terms of Reference of the Panel.

            RESOLVED:

            That the Terms of Reference for the Directorate Restructuring Panel as set out in Appendix F to these minutes be agreed.

The Constitution requires that the scheme of delegation be agreed at the Annual meeting – to follow.

            RESOLVED:

            That the Scheme of Officer Delegation for Council and Regulatory Functions, as set out Appendix G to these minutes be agreed.

To note new and revised officer delegation in respect of Executive Functions approved by the Leader of the Council following the 2012/13 review – to follow.

The Council noted new and revised Officer Delegation in respect of Executive Functions agreed by the Leader of the Council following the 2012/13 review as set out in Appendix H to these minutes.

Recommendation:

That during 2013/14 ordinary meetings of the Council be held on the following dates:

30 July 2013

26 September 2013 (Thursday)

5 November 2013

17 December 2013

18 February 2014

20 February 2014 (Thursday)(reserve date for budget meeting)

22 April 2014

20 May 2014 (Annual meeting)

At its meeting on 18 December 2012, the Council adopted a calendar of meetings for the period from May 2013 to May 2014 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 18 December 2012.

            RESOLVED:

            That during 2013/14 ordinary meetings of the Council be held on the following dates:

30 July 2013

26 September 2013 (Thursday)

5 November 2013

17 December 2013

18 February 2014

20 February 2014 (Thursday) (reserve date for budget meeting)

22 April 2014

20 May 2014 (Annual meeting)