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 the 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 Director of Governance 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 District Councillor Penny Smith who passed away on 12 June 2014, District Councillor Ken Avey who passed away on 25 June 2014 and Former District Councillor Joan Davis who passed away on 12 July 2014.

Penny Smith served as a Conservative  District Councillor representing the Broadley Common, Epping Upland and Nazeing from 1999. She became the Vice Chairman in 2008/09 and the Chairman of the Council 2009/10, followed by becoming the Safer and Greener Portfolio Holder 2010/12. She was also Councillor and Chairman of Epping Upland Parish.

Ken Avey served as a Conservative District Councillor representing the Epping  Hemnall from 2011. He was also a Epping Town Councillor.

Joan Davis served as a Labour District Councillor representing the Loughton Broadway from 1979 to 2006. She became the Vice Chairman in 1993/94 and the Chairman of the Council in 1994/95.

It was with much sadness that the Chairman informed the Council of the death of Councillors Penny Smith, Ken Avey and Former Councillor Joan Davis.

Members were informed that Penny Smith had been a District Councillor since 1999 representing the Broadley Common, Epping Upland and Nazeing Ward, a Portfolio Holder for Safer and Greener in 2010/12, Vice Chairman in 2008/09 and Chairman of the Council in 2009/10. She was also a Councillor and Chairman of Epping Upland Parish Council.

Members were informed that Ken Avey had been a District Councillor since 2011 representing the Epping Hemnall Ward and a Epping Town Councillor.

Members were informed that Joan Davis had been a District Councillor for 27 years representing the Loughton Broadway Ward from 1979 to 2006 and held the position as the Vice-Chair in 1993/94 and Chairman of the Council in 1994/95.

Members paid tribute to the memory of Penny Smith, Ken Avey and Joan Davis.

The Council stood for a minute’s silence in tribute to the memory of Councillors Penny Smith,  Ken Avey and former District Councillor Joan Davis.

To approve as a correct record and sign the minutes of the meeting held on 10 June 2014 (attached).

            RESOLVED:

That the minutes of the meeting held on 10 June 2014 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)        Pursuant to the Council’s Code of Member Conduct, Councillors W Breare-Hall, T Church and J M Whitehouse declared a non pencuniary interest in the following item of the agenda by virtue of being a member of Epping Town Council. The Councillors had determined that their interest was non-pecuniary and would remain in the meeting for the consideration of the application and voting thereon:

11(a)  Proposed Joint Redevelopment of St John’s road Site including Council Housing Depot.

(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.

Presentation LABC East Anglia Building Excellence Awards

The Portfolio Holder for Governance and Development Management, Councillor Philip and Portfolio Holder for Housing, Councillor Stallan to present the LABC East Anglia Building Excellence Award to John Lefever of Hastoe.

(a)          Announcements by the Chairman of the Council

(i)            Events

The Chairman reported on some of the events he had attended since the last meeting of the Council.The Council noted that the Chairman had been to many events around the District including Debden Day -Loughton, Enfield Council, Arms Forces day at the Civic Offices, Engage musical - Playhouse, Harlow, Buckhurst Hill Arts and Crafts Centre, Basildon Civic Service, Brentwood Cathedral, Tour de France through Epping High Street, Chairman’s Charity Golf day - Woolston Manor, Chigwell, Jack Petchey Awards - St John’s, Epping, Chigwell Riding School, Race for Life - North Weald Airfield, Garden Party - Rochford District Council, St Paul’s Cathedral and Redbridge Synagogue.

The Chairman advised that he had a guest of honour at the meeting, who was a friend and fellow Councillor from Australia, Councillor Terry Tyzack.

(ii)          Floral Display

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

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

There were no announcements under this heading.

(c)        Presentation LABC East Anglia Building Excellence Awards

The Portfolio Holder for Governance and Development Management, Councillor Philip, Portfolio Holder for Housing, Councillor Stallan and Stephanie Newton, from the building Control Section of the Council presented the Local Authority Building Control East Anglia Building Excellence Award for the new affordable houses at High Ongar (Straw-bale houses) to Kevin Hartnett and Ulrike Maccariello of Hastoe Housing, which would now go onto the national finals in November 2014.

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 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 Council noted that there were no Member questions to be considered at 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 (attached);

(d)     Report of the Finance Portfolio Holder (attached);

(e)          Report of the Governance and Development Management Portfolio Holder (attached);

(f)      Report of the Housing Portfolio Holder (attached);

(g)        Report of the Leisure and Community Services Portfolio Holder (attached);    

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

(i)      Report of the Planning Policy Portfolio Holder; and

(j)      Report of the Technology and Support Services (attached).

The Council received written reports from the Asset Management and Economic Development Portfolio Holder, the Environment Portfolio Holder, the Finance Portfolio Holder, the Governance and Development Management Portfolio Holder, the Housing Portfolio Holder, the Leisure and Community Services Portfolio Holder, the Planning Policy Portfolio Holder, the Safer, Greener and Transport Portfolio Holder and the Technology and 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

The Leader advised that the District had hosted part of stage 3 for the Tour De France on 7 July 2014. He thanked all the officers and staff from Public Relations, North Weald Airfield, Facility Management, Parks, and Waste Management along with Peter Charman who undertook the main co-ordinating role. He also took the opportunity to thank the other partners from the County Council, Town and Parish Councils, Emergency Services, local businesses and voluntary organisations, who also played a vital part in the event’s success and advised that a proposed commemorative plaque to mark the event was being considered. 

The Leader reported that he had attended the June meeting of the Essex Leaders and Chief Executives, where the County Council presented a number of papers with the focus on Public Services Reform and their commissioning strategies.

Finally, the Leader and Councillors Bassett and Kane had attended the annual London Stansted Cambridge Consortium, Economic Development Conference, hosted by the Welcome Trust. The event focused around the Government’s support for the growth and economic development opportunities in the region, including ambitions to grow business at Stansted and how this could benefit the Council.

(b)        Safer, Greener and Transport

The Safer, Greener and Transport Portfolio Holder drew the Council's attention to new procedures for Anti-Social Behaviour that would come into force in September 2014. Councillor Waller reported that if a victim believed that their case had not be dealt with adequately by the Police, they could request a case review, which normally took place when there had been three or more cases in a six month period. This would be informally called a Community trigger and dealt with by the Council’s Community Safety Team. There would be training available for Members.

Members were also reminded about the Safe Guard Training available on Thursday 31 July 2014.

(c)        Governance and Development Management

The Governance and Development Management Portfolio Holder advised that Individual Voter Registration initial matching results had increased from 81% to 96%, which meant that only 3,400 matches were outstanding. The Portfolio Holder had also responded to a petition regarding North Weald.

On behalf of the Planning Policy Portfolio Holder, he advised that there would be a meeting regarding the Local Plan with Mark Beard for Members on Thursday 31 July 2014 at 7 pm in the Council Chamber.

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 30 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 at his discretion.

(a)        District Sixth Forms

Councillor Murray asked the Leader whether he thought sixth forms in all the secondary schools across the District by September 2015 were;

(a)        excellent news for parents, pupils and schools;

(b)        that acknowledgment was due to the Head Teachers, Governors, Local MP Eleanor Laing and Essex County Councillor V Metcalfe, who all helped in the hard work to achieve this; and

(c)        that a long over due apology was required for the removal of sixth forms in District, 25 years ago by a Conservative Essex County Council (ECC) and Government administration.

Councillor Whitbread acknowledged the hard work that had been out in by the Local MP, Eleanor Laing and ECC, V Metcalfe with the teachers and parents, for returning sixth forms to each Secondary school in the District. Although he would not apologise for previous Governments decisions, as all decisions could be looked back on with hindsight and he felt that the Conservative Governments had made the most progress in education.

(b)       St John’s Site, Epping

Cllr J H Whitehouse asked Asset Management and Economic Development Portfolio Holder, Councillor Grigg whether there would be any opportunity for residents to see the development proposals and make comments before planning application were submitted on the St John’s Site, Epping.

Councillor Grigg advised that the proposal would be put forward by the developer not the Council, so in order for consultation to happen between the residents and the developer an agreement would have to be made beforehand. She advised that even though she believed they would consult, she could not guarantee it, however she would try to ensure this happened.

(c)        Oakwood Hill

Councillor C C Pond congratulated Cllr Stallan on setting up and progressing the Oakwood Hill Environment Task Force that met on 16 July 2014 .However he felt it was a shame that the Essex Highways representatives had not attended. Councillor Pond also wanted assurances that with the housing depot on the St John’s site impending move to Oakwood Hill, the Housing Portfolio Holder would give the three houses in Marlescroft Way, sympathetic consideration to screening for the residents, for whom the intensification of the site would be of great nuisance.

Councillor Stallan thanked Councillor CC Pond for his comments, alongside the Ward Councillors Murray and Roberts and resident Nicky Fuller who attended that meeting. He felt that everyone who attended were disappointed that Essex Highways representatives had not turned up and ECC had now been advised of the next meeting on 10 September 2014. Regarding the relocation of the Housing Depot, he advised that the application was being considered by District Development Control Committee and Members of that committee could consider those concerns.

(d)       Waltham Abbey - Flooding

Councillor Lea advised that with the recent flooding in Waltham Abbey, two of the sewage drains had overflowed. She asked who was responsible because with recently approved Council housing building in Waltham Abbey it was of great concern.

The Housing Portfolio advised the tenders were to be agreed  ...  view the full minutes text for item 25.

The Council noted that there were no Motions to be considered at this meeting.

(a)  Proposed Joint Redevelopment of St John’s road Site including Council Housing Depot.

To consider a report to the Cabinet seeking supplementary District Development Funding for the above, subject to Cabinet approval on 21 July 2014. (Report to follow).

Mover: Councillor Grigg, Asset Management and Economic Development Portfolio Holder

Councillor Grigg presented a report on a supplementary estimate from the District Development Fund for the St John’s Road site in Epping.

The Portfolio Holder advised that a supplementary estimate from the District Development Fund for £35,000 was required to instruct external solicitors to prepare and negotiate a Development Agreement for the St John’s Road site in Epping.

Report as first moved ADOPTED

            RESOLVED:

That the supplementary estimate from the District Development Fund for £35,000 be approved.

(Director of Governance) There are vacancies on the Complaints Panel, Housing Appeals & Review Panel, Licensing Committee, Staff Appeals Panel and Standards Committee following Councillor Smith passing away and seat vacancies not appointed at the Annual meeting.

Recommendations:

(1)        To seek appointments for the remainder of the current municipal year (term) for the following Committee and Panels:

(2)        To seek appointments for the remainder of the current municipal year (term) for the following Outside bodies:

The Council received nominations from the Conservative Group for changes 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 R Gadsby as the remaining Conservative Group member on the Complaints Panel;

(b)  Councillor R Gadsby as the remaining Conservative Group member on the Housing Appeals & Review Panel;

(c)  Councillor G Shiell as the remaining Conservative Group Member on the Licensing Committee;

(d)  Councillor Keska as the Sub-Committee Chairman on the Licensing Sub-Committee;

(e)  Councillor M McEwen as the remaining Conservative Group member on the Standards Committee;

(f)    Councillor G Chambers as the Chairman of the Standards Committee;

(g)  Councillor M McEwen as the Vice-Chairman of the Standards Committee;

(h)  Councillor J Knapman and R Gadsby as the remaining Conservative Group members on the Staff Appeals Panel;

(i)    Councillor J Hart as the Buckhurst Hill Town Centre Partnership representative;

(j)    Councillor K Chana as the Deputy for the Enfield Essex Herts Border Liaison Group;

(k)   Councillor M Sartin as the Grange Farm Managing Trustee representative;

(l)    Councillor J Knapman to replace Councillor G Chambers on the Joint Consultative Committee; and

(m)Councillor G Shiell to replace Councillor G Chambers on the West Essex Wellbeing Joint Committee.

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

(b)  Reports of the Overview and Scrutiny Committee:

(i)    Annual Overview and Scrutiny Report to Council (attached).

(c)  To receive the report of the Chairman of the Overview and Scrutiny Committee and to answer any questions without notice asked in accordance with Council procedure rule 12.7(b) and 12.9 (a).

(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

(i)            Annual Overview and Scrutiny Report to Council

Mover:  Councillor Morgan – Chairman of the Committee

Councillor Morgan submitted the annual report of the Committee in accordance with Overview and Scrutiny Procedure Rule 24.

Report as first moved ADOPTED

            RESOLVED:

            That the work undertaken by the Overview and Scrutiny Committee, the Scrutiny Standing Panels and the Task and Finish Panels during the past municipal year (2013/14) as detailed in the annual report be noted.

(Councillor Angold-Stephens) To consider the attached report.

Mover:            Councillor Angold-Stephens, Chairman of the Licensing Committee.

Councillor Angold-Stephens submitted a report regarding fees for Temporary Road Closure Orders.

Report as first moved ADOPTED

RESOLVED:

(1)        That the charging of fees for Temporary Road Closures, primarily for any charitable or community events run by a Town or Parish Council for the benefit of the local community be waived;

(2)        That any application to this affect should be decided upon by a Licensing Sub-Committee; and

(3)        That corresponding amendments be made to the Council’s constitution.

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