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:

“I would like to remind everyone present that this meeting will be broadcast live to the Internet (or filmed) and will be capable of repeated viewing (or another use by such third parties).

If you are seated in  lower public seating area it is likely that the recording cameras will capture your image and this will result in the possibility that your image will become part of the broadcast.

This may infringe your human and data protection rights and if you wish to avoid this you should move to the upper public gallery”.

The Assistant to the Chief Executive 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 21 May 2013 (attached).

RESOLVED:

That the minutes of the meeting held on 21 May 2013 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 were made pursuant to the Council’s Code of Member Conduct.

(a)       Apologies for Absence

(b)       Announcements

To consider any announcements by:

(i)         the Chairman of the Council;

(ii)        the Leader of the Council; and

(iii)       any other Cabinet Member.

(c)      Mindful Employer Symbol

To note that the Council has signed up to the Mindful Employer Symbol.

(d)      Disability (Two Ticks) Symbol Accreditation

To note that the Council has been awarded the Disability (Two Ticks) Symbol Accreditation by the Department of Work and Pensions, Jobcentre Plus.

Stuart Bennett, District Manager of Jobcentre Plus will be in attendance to make the presentation to the Chairman and the Support Services Portfolio Holder.

(e)       Park Mark

The Park Mark scheme is managed by the British Parking Association and supported by the Home Office. The Council has been awarded Park Mark in recognition of all of its car parking facilities that have demonstrated they are concerned with safety and in respect of which steps have been taken to ensure the facilities are secure and safe from crime.

John Hills, Essex Police accredited assessor and Mike Bibby, South East Development Manager will be in attendance to make the presentation to the Chairman and the Safer, Greener and Transport Portfolio Holder.

(a)        Chairman’s Announcements

(i)         Events

The Chairman reported on some of the events she had attended since the last meeting of the Council. The Council noted that the Chairman had visited the southern part of the district , attended church services in Essex and attended the High Sheriff’s Garden Party. The Annual Chairman’s Golf Day had taken place on 2 July, the Chairman thanked officers for organising the event which raised just under £500.00 for her charities. A White Water Rafting Event took place on 19 July, the Chairman extended thanks to officers for their organisation and the webcast recording of the event. Over £500.00 was raised for the charities.

The Chairman informed the Council that on Saturday 3 August the District Council would be playing Epping Town Council in the Petanque match. The Chairman said she was hoping for a victory and would like to see the trophy back at the District Council. Councillors Mrs A Grigg and D Stallan would be representing the District Council.

Members noted that the Alzheimer’s Society were arranging a walk on Sunday 15 September around Chingford Golf Course. They were in need of volunteers, the Chairman asked for members interested to speak with her after the meeting.

On Sunday 18 August, the Chairman was inviting people to join at her home for afternoon tea. Tickets were £8.00. Members interested could contact her by phone or email, details would be placed in the Bulletin.

(ii)        Floral Display

The Chairman announced that she intended to send the flowers from tonight’s meeting to the residential home, Frank Foster House, Theydon Bois.

(b)       Announcements by the Leader of Council

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

(c)        Announcements by Portfolio Holders

(i)         Planning Portfolio Holder

Councillor Bassett announced that the Local Plan Population Workshop scheduled for 28 September had been cancelled, but would take place in October.

(ii)        Safer, Greener and Highways Portfolio Holder

Councillor Waller advised that in relation to the Buckhurst Hill Parking Review he had met with officers from Essex County Council Highways Directorate on 17 April to discuss the implementation of just over 30 changes which had been agreed by members for improving the situation for local residents. Officers had indicated that they intended to carry out public consultations in July.

The Portfolio Holder advised that he had signed a Portfolio Holder Decision enabling a legal agreement with Essex Highways for delivery of this scheme. The Portfolio Holder expressed his disappointment that Essex Highways had reneged on their commitment to commence the public consultation in July. Part of the reason for the delay was due to an officer being moved to another role and unfortunately he had overseen this project Councillor Waller stated that the delay was unacceptable.

The Portfolio Holder said he had looked at alternative ways of delivering this scheme, but the District Council did not have in-house highway engineering expertise, he added that only Highways had the legal powers to make the necessary changes  ...  view the full minutes text for item 19.

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 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 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, Safer and Greener and Transport Portfolio Holder and the Support Services Portfolio Holder.

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

(a)        The Leader of the Council

Councillor Whitbread advised that he had attended a meeting in June involving all Essex Local Authority Leaders to receive a presentation by Essex Police concerning child abuse. He urged members to attend the Safeguarding Children training on 26 October 2013.

The Leader had also been involved in discussions concerning the Cambridge/Essex corridor, future of Stansted Airport and the West Anglia Railway Line. Notes from this meeting would be put in the Bulletin.

He advised that the Local Strategic Partnership had given a presentation to the Overview and Scrutiny Committee at its last meeting.

He encouraged members to view Visit Epping Forest.com website, which had been a recommendation from the Tourism Task and Finish Panel. He expressed concern about youth unemployment. He had recently met Eric Pickles, MP and Eleanor Laing, MP to discuss a number of issues. He had also visited the Limes Farm Centre and had been impressed on how it was operating.

(b)       Housing Portfolio Holder

Councillor D Stallan referred to the third paragraph on page 104 of his report regarding the opening of four straw bale houses at Millfield, High Ongar by E Pickles MP, and stated it would take place on 13 September and not 6 September as indicated.

(c)        Leisure and Wellbeing Portfolio Holder

Councillor Webster advised that the handover of the astro turf pitch at Waltham Abbey Sports Ground would take place on 7 August 2013.

(d)       Support Services Portfolio Holder

Councillor Ulkun advised that the date for the European Parliament Elections in May 2014 was fixed for 22 May 2014, but he was still awaiting notification from the UK Government that the District and Parish Council elections, due in May 2014, would be deferred so that all elections were held at the same time. He confirmed that he would keep members updated.

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 7 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)        Mobile Homes Act and Park Homes Sites

Councillor Rolfe asked about how and when changes would be communicated regarding the legislation.

Councillor Stallan, Housing Portfolio Holder, advised that the recent legislation should be welcomed by both residents and site owners. There would be a discussion at an information evening held at the Civic Offices with representatives of Park Homes, ward members, local MPs and legal representatives being invited. The meeting would be webcast for other residents to view.

(b)       Petition regarding extra CCTV Provision at Limes Farm Estate

Councillor Lion stated that there had been a rise in burglaries in the Limes Farm estate area and a petition had been received with 250 signatures requesting an increase in the number of CCTV cameras in the estate area. He asked for an update on the position.

Councillor Waller, Safer, Cleaner, Greener and Transport Portfolio Holder said that he had visited this estate that afternoon where he’d been briefed by the Safer Communities Team. There were currently over 30 cameras on the estate, but he felt that this may not necessarily be the best means of stopping anti social behaviour. He advised that a further two cameras were installed recently and they probably gave some reassurance to the public.

The Portfolio Holder stated that the Safer Communities Team were working very closely with both Essex Police and the Metropolitan Police and they would respond positively to any requests from residents.

(c)        St. John’s Road, Epping

Councillor J H Whitehouse referred to the proposed development of the St. John’s Road area in Epping and asked how Epping ward councillors would be kept informed of progress.

Councillor Grigg, Asset Management and Economic Development Portfolio Holder replied that she had been liaising with Epping Town Council and would keep District Councillor informed via the Bulletin.

(d)       Temporary Traffic Lights, Roding Lane

Councillor Spencer asked when the bridge strengthening works in Roding Lane would be completed and the temporary traffic lights removed.

Councillor Waller, Safer, Greener and Transport Portfolio Holder advised that he had not been informed of the timescale by Essex County Council but said that he would liaise directly with Councillor Spencer on receiving any information.

(e)       Buckhurst Hill Parking Review

Councillor Watson stated that she had not been receiving emails on the progress of the parking review, she understood that the engineer involved had moved positions, although he had completed the design work before moving. She asked if this was correct and suggested that if further design work was required there could be a long delay.

Councillor Waller, Safer, Greener and Transport Portfolio Holder advised that he had just signed a Portfolio Holder Decision regarding waiving of Contract Standing Orders for implementation of Buckhurst Hill Parking Review but there was still more work to be completed on the review and he could not advise when it would be finished.

Councillor Watson added that she was concerned about the progress with a tri partite agreement involving the review. Councillor Waller advised that standing  ...  view the full minutes text for item 23.

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 consider the attached report.

Mover: Councillor Ulkun, Support Services Portfolio Holder

Councillor Ulkun, Portfolio Holder for Support Services presented a report to the Council regarding the Regulation of Investigating Powers Act (RIPA) – Policy and Procedure away from an inspection of the Council’s system of records by the Office of Surveillance Commissioners.

Members noted that the Act gave lawful authority to certain types of covert surveillance preventing and detecting crime which would otherwise have been unlawful. It required that such activity should be proportionate to the matter being investigated. The Council had made very limited use of the powers available because all other reasonable methods of seeking evidence had to be exhausted.

Report as first moved ADOPTED

RESOLVED:

(1)        That the attached Policy and Procedure for dealing with the requirements of the Regulation of Investigatory Powers Act (as amended) (RIPA) be approved;

(2)        That the Director of Corporate Support Services be appointed as the Senior Responsible Officer and the Assistant to the Chief Executive be appointed as the Deputy Senior Responsible Officer for the purposes of RIPA; and

(3)        That the Director of Corporate Support Services and the Assistant to the Chief Executive be appointed as Authorising Officers for the purposes of RIPA.

To consider the attached report.

Mover:            Councillor Bassett, Planning Portfolio Holder

The Council received a report from Councillor Bassett, the Planning Portfolio Holder, regarding Document Scanning.

The Council were informed that the progress of electronic records development in the Planning and Economic Development Directorate had slowed down substantially slowed in 2011 and 2012 due to staffing and resource difficulties. This had resulted in the identification of an Electronic Records Management Progress Plan which detailed the requirement to progress Electronic Document Records Management Systems.

The Portfolio Holder advised that recommendations assisted in taking steps to convert to electronic format a significant element of paper records for large site development control files, conservation files and contaminated land files. The Portfolio Holder proposed that the identified under spend in 2012/13 should be combined with a two months salary under spend for post PST11 to fund one Scale 3 Administration Assistant for ten months to scan the large site planning files which were in paper format.

Report as first moved ADOPTED

RESOLVED:

(1)        That approval be given to the under-spend of £11,600 in the Planning Support Budget for Document Scanning in 2012/13 being carried forward to 2013/14; and

(2)        That this under-spend be combined with a smaller salary under-spend to fund one Grade 3 Administration Assistant post to scan the large site paper planning files which are considered too complex and detailed to be sent to Northgate for scanning as part of the standard “back scanning” of records process.

To consider the attached report.

In accordance with Section 100B(4)(b) of the Local Government Act 1972, together with paragraphs (6) and (24) of the Council Procedure Rules, the Chairman has agreed to this report being considered at this meeting as an item of urgent business as it is necessary to ensure continued progress on the Local Plan preparation.

Mover:            Councillor Bassett, Planning Portfolio Holder

Councillor Bassett, Planning Portfolio Holder presented a report to the Council regarding proposed Supplementary District Development Fund (DDF) estimates for the Local Plan preparation and Maternity Cover.

Report as first moved ADOPTED

            RESOLVED:

            (1)        That a supplementary District Development Fund estimate in the sum of £331,933 be approved for the Local Plan budget to cover;

            (a)        further evidence based work;

            (b)        extension of existing temporary staff contracts within the Forward Planning Team; and

            (c)        additional project management support.

            (2)        That a supplementary District Development Fund estimate in the sum of £51,937 be approved to allow for appropriate maternity cover for the three posts connected to the delivery of the Local Plan.

(Councillor Whitbread – Leader of the Council) To receive the attached report.

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

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

(c)   Reports of Overview and Scrutiny Panels as follows:

(i)   Constitution & Members Standing Scrutiny Panel – Report on Revised

Employment Procedure Rules (attached)

(ii) Constitution & Member Services Standing Scrutiny Panel – Report on Revised Conventions on Officer/Member Working Relationships (attached).

(d)   Overview and Scrutiny Annual Report 2012/13 – attached.

To  consider a report on the recruitment of a new Co-opted member of the Audit & Governance Committee (attached)

Mover:            Councillor Watts, Chairman of the Committee

The Chairman of the Audit and Governance Committee, Councillor Watts presented a report to Council regarding Appointment of a Co-Opted Member to the Audit and Governance Committee. He drew attention to the need to appoint an Interview Panel.

Report as amended ADOPTED

RESOLVED:

(1)        That an interview panel be appointed to undertake interviews following public advertisement for the vacant co-opted member position on this Committee which will occur with effect from 13 September 2013;

(2)        That the Chairman of the Audit and Governance Committee and Councillors Kane and Leonard be appointed to form an Interview Panel with delegated authority to appoint the preferred candidate following interview;

(3)        That Mr R Thompson, the other co-opted member of the Committee, be invited to attend the interviews in an advisory capacity as a non-voting member; and

(4)        That the Council’s appreciation of the contribution of Melanie Peddle as co-opted member of the Committee for over six years be recorded.

To consider the attached report.

Recommendation:

To approve the following appointments for the remainder of the current municipal year:

(a)   Councillor Rolfe to replace Councillor Keska on the District Development Control Committee;

(b)   Councillor Shiell to replace Councillor Knight as a substitute member of the Housing Appeals and Review Panel;

(c)   Councillor Smith as the third Conservative Group substitute on the Housing Appeals and Review Panel;

(d)   the remaining Conservative member on the Licensing Committee (to be advised); and

(e)   the remaining Conservative Group substitute on the Staff Appeals Panel (to be advised).

(Assistant to the Chief Executive) Nominations have been received from the Conservative Group for (a) a change of membership of the District Development Control Committee and (b) places on a Committee and Panels outstanding from the Annual Council meeting.

The Council is asked to approve the nominations set out in the recommendation.

The Council received nominations from the Conservative Group for a change in membership and places outstanding from the Annual meeting.

RESOLVED:

That the following appointments be made for the remainder of the current municipal year:

(a)        Councillor Rolfe to replace Councillor Keska on the District Development Control Committee;

(b)        Councillor Shiell to replace Councillor Knight as a substitute member of the Housing Appeals and Review Panel;

(c)        Councillor Smith as the third Conservative Group substitute on the Housing Appeals and Review Panel;

(d)        Councillor Rolfe as the remaining Conservative Group member on the Licensing Committee; and

(e)        Councillor Smith as the remaining Conservative Group substitute on the Staff Appeals 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 Council received a report from Councillor Kane regarding the Waltham Abbey Royal Gunpowder Mills Company.

RESOLVED:

That the Council’s appointed representatives on the West Essex Wellbeing Joint Committee submit a written report to be next meeting of the Council on the work of the Committee.