Agenda and minutes

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

2.         The Assistant Director of Governance and Performance Management 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 Assistant Director of Governance and Performance Management 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 29 September 2015 (attached)

            RESOLVED:

That the minutes of the Council meetings held on 29 September 2015 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 pursuant to the Council’s Code of Member Conduct.

(a)        Apologies for Absence

(b)       Announcements

(i)            To consider any announcements by the Chairman of the Council.

(a)        Announcements by the Chairman of the Council

(i)         Chris Overend

It was with much sadness that the Chairman informed the Council of the death of the Policy and Grants Officer, Chris Overend.

The Council stood for a minute’s silence in tribute to the memory of Chris Overend.

Members were informed that Chris Overend had been an employee of District Council since 1990.He had worked within the former District Secretary’s Department until 1996 and then as a Policy Officer for the provision of grants to local voluntary organisations and where he worked closely with many Members past and present of the Council and the Voluntary Sector and Community.

The Director of Communities and Members paid tribute to the memory of Chris Overend.

(ii)        Citizen of Year nominations

The Chairman asked Members to consider nominating residents within the District that had shown outstanding contributions to their community for the Citizen of the Year and Young Citizen of the Year 2016 Award.

(iii)       Chairman’s Charity Quiz Night

The Chairman advised Members that the Chairman’s Charity Quiz night would be held on Friday 26 February 2015 at Theydon Bois Village Hall.

(iv)       Flowers

The Chairman advised that she intended the flowers from tonight’s meeting to be sent to Frank Foster House, Loughton Lane, Theydon Bois.

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 any Member of the Cabinet; or

(d)                  the Chairman of any Committee or Sub-Committee.

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.

Question to Councillor W Breare-Hall, Portfolio Holder for Environment Portfolio Holder by Councillor B Surtees.

‘Whilst recognizing the efforts made by the Cabinet and the staff of the District Council, it does seem that there are still considerable disruptions and difficulties with both the waste and residual collections. Can Councillor W Breare-Hall provide a more detailed response than that contained in his report to Council on the following issues;

(a)          The number of complaints received to date since the change to 4 day working was implemented in May 2015;

(b)          The percentage of those complaints that are to do with missed collections; and

(c)          The number of additional freighters above those specified in the contract or agreement with Biffa that are currently deployed in order to ensure a good service to residents.’

(a)        Waste and Residual Collections

By Councillor B Surtees to Councillor W Breare-Hall, Portfolio Holder for Environment Portfolio Holder

"Whilst recognizing the efforts made by the cabinet and the staff of the District Council it does seem that there are still considerable disruptions and difficulties with both the waste and residual collections. Can councillor Breare-Hall provide a more detailed response than that contained in his report to Council on the following issues:

(a)        The number of complaints received to date since the change to 4 day working was implemented in may 2015.

(b)        The percentage of those complaints that are to do with missed collections

(c)        The number of additional freighters above those specified in the contract or agreement with Biffa that are currently deployed in order to ensure a good service to residents."

Response by Councillor W Breare-Hall, Portfolio Holder for Environment.

“I am grateful to Cllr. Surtees for his recognition of the work done by the Council's staff in addressing the problems experienced earlier this year by our waste and recycling contractor, Biffa Municipal. He will have heard me praise their hard work, dedication and commitment on many occasions, but I am happy to have this opportunity to do so again.  It is thanks to their efforts, and those of the Biffa workforce, that our residents no longer face the "considerable disruptions and difficulties" his question mischievously suggests they do.

In answer to his specific queries, between 11th May and 25th October this year we received 9,301 complaints. Approximately 96% of those related to missed collections, and Biffa are currently operating seven more freighters than they originally envisaged.

However, six months on from the move to a four day collection service, the figure Cllr. Surtees has requested for the total number of complaints received is, in the context of the current situation, potentially misleading and, arguably, meaningless. The bulk of those complaints were received in the weeks immediately following the switch over, and Biffa's performance has improved markedly since then.

The service our residents currently receive sees an average of just 34 bins a day being missed. That's out of 27,000 daily collections. Or, put another way, 0.1% of collections are now being missed.

Cllr. Surtees may also wish to note that the doorstep collections of batteries, textiles and small electrical equipment that were introduced in May have already resulted in over 10 tonnes of additional material being recycled, and that our new fleet of vehicles and single-pass glass and dry recycling collections are significantly reducing harmful carbon emissions. I hope Cllr. Surtees will agree with me that this is excellent news for both our residents and the environment.

Additional question by Councillor B Surtees

Councillor B Surtees advised that his interests were with regards to the overall recycling, environmental and financial issues for the Council and he hoped that Councillor W Breare-Hall did not find the question mischievous.

Response by Councillor W Breare-Hall

Councillor W Breare-Hall advised that the question was a little mischievous, as he and  ...  view the full minutes text for item 60.

To receive reports or announcements 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 Assets and Economic Development Portfolio Holder; (attached)

(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 Planning Policy Portfolio Holder; (attached) 

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

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

(a)        The Leader of the Council

The Leader added to the comments made by the Environment Portfolio with regards to the ‘question by members under notice’ and advised that it was encouraging to see that the waste and recycling contract had stabilised to a large extent and he wanted to reassure Members that no one would be complacent in making sure that the contract ran smoothly in the future, so that residents got the service they deserved.

The Leader of the Council advised that he had attended various meetings on behalf of the Council. On the 8 October he had hosted a visit by the Chairman and Chief Executive of the London Stansted Cambridge Corridor, which explored opportunities for economic development in District. He was able to communicate the importance of the TfL Central Line into the District and the new developments in the District such as the Shopping Retail Park in Loughton and the St John’s site. He also attended a meeting with Essex County Council’s Portfolio Holder for Economic Development, Councillor Kevin Bentley which explored further joint working and partnership arrangements for the District.

The Leader advised that he had attended the Epping Forest Youth Council, Youth Conference hosted at the Civic Offices. This involved young people across the District debating the UK’s Membership of the European Union and resulted in the majority of young people expressing a view in favour of the UK remaining in EU. 

Furthermore the Leader advised that he had met with Leaders of the neighbouring authorities in Harlow and Uttlesford, to discuss a range of issues that would be included in the proposals being developed by the Essex Authorities for a Devolution Bid. The Cabinet had discussed this issue at their last meeting and agreed to still consider the issue but had been clear about a number of “red line issues” relating to  governance arrangements and funding. He advised that at the recent Essex Leaders’ meeting on devolution, Epping Forest had appeared to be one of the few authorities who had formally considered the issue and had a mandate.

Finally, the ongoing programme of workshops in relation to the Local Plan were continuing and had been well attended by upwards of 40 representatives of the District and Town and Parish Councils and he encouraged Members to carry on supporting these events.

(b)        Governance and Development Management Portfolio Holder

The Governance and Development Management Portfolio Holder, Councillor J Philip updated Members that following the Local Government Ombudsman (LGO) decision regarding the dismissal of financial compensation for missed refuse collections. Councillor J Philip advised that it had been clear that the Council had made sound decisions with good governance, which had demonstrated that although problems had occurred with the waste collection service, the Council had been judged on how it had dealt with the problems. Councillor J Philip quoted that “the Council considered the relative issues and explained the reasons for their decisions” and therefore the Council was confident that a clear explanation had been  ...  view the full minutes text for item 61.

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 thirty 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 their discretion.

(a)        Remembrance Sunday

Councillor S Murray asked the Leader of the Council whether he;

(i)            agreed that Remembrance Sunday played an important role in the Civic nature of our society;

(ii)           that it was outrageous that the Police gave very short notice of their intentions, not to provide Police Officers for these type of events;

(iii)          thinks that the reported comments by the Police Crime Commissioner (PCC) for Essex, stating that the local authorities should be providing stewards for the event, on the Tuesday before the Sunday event was unacceptable; and

(iv)         thought that the Essex Police had let down the residents of the District.

The Leader of the Council, Councillor C Whitbread advised that he agreed with Councillor S Murray’s comments concerning Remembrance Sunday being one of the most important events within the community calendar each year. He advised that the Police had left it too late to inform the Council this year and that the Police should have taken their part in the parades this year. The Leader informed Members that he had met with PCC Nick Alston in private last week and had tried to get him to change his mind but he had not been successful. The Council had been unable to provide support at such short notice for this year’s service, although he advised that every effort would be made to help with next year’s service because it was the right and proper thing to do. He personally thought it was disgraceful and that the Police should be ashamed of themselves for not taking part this year.

He advised that the services in Epping and Loughton were still going ahead in District.

(b)        Electric Vehicle Charge point - Epping

Councillor J H Whitehouse asked the Environment Portfolio Holder, Councillor W Breare-Hall whether;

(i)            he would consider the Government’s offer to local authorities to  provide funding for a street charge point, if requested by resident;

(ii)           if so whether he would look into possibility of a charge point in Epping; and

(iii)          to introduce a Council strategy on the use of electronic cars within the Epping Forest District?

Councillor Breare-Hall advised that it was an interesting suggestion and hoped that the Council would support the idea. Initially he would need to look into it further but would be pleased for the details to be passed onto him.

(c)        Advice letters of Council Housebuilding programme within Wards 

Councillor D Wixley asked the Housing Portfolio Holder, Councillor D Stallan about the house building programme proposed on garage sites in the Fairmead Loughton Ward, and whether Ward Members could be notified of any correspondence sent out to residents beforehand, in preparation for any concerns that may be raised by their constituents.

Councillor D Stallan advised that he had not been aware of this arrangement, but would be happy to liaise with officers to ensure that if there were any correspondence being sent out regarding the housebuilding programme, that the Ward Members were advised.

(d)        Royal Gunpowder Mills, Waltham Abbey  ...  view the full minutes text for item 62.

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

Further motions, if any, will follow if not received in time to be incorporated into the agenda.

(a)          Proposals of Essex's Police and Crime Commissioner and the ChiefConstable

Moved by Councillor J M Whitehouse and Seconded By Councillor B Surtees

“The Council notes with dismay the proposals of Essex's Police and Crime Commissioner and the Chief Constable to:

·                     Cut the number of Police and Community Support Officer (PCSO) posts in Essex from 250 to 60, of whom just seven will be deployed across Epping Forest and Brentwood;

·                     Withdraw from dealing with matters such as long-term neighbourhood disputes, low level anti-social behaviour and parking issues;

·                     Close and sell Epping Police Station without putting in place alternative local facilities;

·                     Close and sell Ongar Police Station without putting in place alternative local facilities;

·                     Sell the already closed Waltham Abbey Police Station without putting in place alternative local facilities; and

·                     Close the front counter at Loughton Police Station.

Council notes these proposals will mean the nearest police front counters for Epping Forest residents will be in Harlow, Chelmsford and Basildon.

Council regrets the absence of discussion and consultation in advance of the changes being announced and condemns the inadequate nature of the feedback questionnaire, which does not address the main concerns arising from the proposed changes.

Council resolves:

·                     to communicate these concerns to the Chief Constable and Police and Crime Commissioner;

·                     to assess what impact the withdrawal of the police from matters such as long-term neighbourhood disputes, low level anti-social behaviour and parking issues will have on the council, especially the Community Safety Team, and North Essex Parking Partnership; and

·                     to work constructively with the police and other local organisations such as town and parish councils to identify possible alternatives to the closure of local police stations (e.g. co-location).”

Amendment moved by Councillor G Waller and seconded by Councillor C Whitbread

In line 1, delete 'dismay' and insert 'concern'.

In lines 15-17, delete all words from 'Council regrets' to 'proposed changes'.

In line 18, delete 'resolves' and insert 'notes'.

In line 19, delete 'to communicate these concerns' and insert 'that these concerns

have been communicated'.

In line 21, delete 'to assess' and insert 'that the Cabinet member responsible for Community Safety is reviewing'.

In line 25, delete 'to work' and insert 'that the Council has been engaging, and will continue to engage'.

Following line 27, add the following words:

·                     'Council is strongly committed to the objective of providing one or more alternative contact points which will enable the public to access the same services as have been provided until now at the police counters.'

·                     that the Police and Crime Commissioner is due to attend a meeting of the Local Councils Liaison Committee on 16 November, and urges councillors and all others concerned about these matters to attend and use the opportunity to put their views and to question the Commissioner on his plans.'

Councillor C C Pond requested that the following be included in the amendment.

“In line 26, add ‘and counters’ after ‘police stations’”

The Mover and Seconder advised that they accepted this inclusion with the amended motion.

Carried  ...  view the full minutes text for item 63.

(Leader) To consider the attached report.

Mover: Councillor C Whitbread, Leader of the Council.

Councillor C Whitbread submitted a report regarding the Corporate Plan Key Action Plan for 2016/17.

Report as first moved ADOPTED

            RESOLVED:

            That the Corporate Plan Key Action Plan 2016/17 be adopted.

(Environment Portfolio Holder) To consider the attached report.

Mover: Councillor W Breare-Hall, Portfolio Holder for Environment.

Councillor W Breare-Hall submitted a report requesting a supplementary estimate for the creation of a Water and Pollution Control Officer post during the current year.

Report as first moved ADOPTED

            RESOLVED:

That a supplementary estimate for the Continuing Services Budget in the sum of £10,000 for 2015/16 be approved.

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 R Morgan, the Chairman of Overview and Scrutiny Committee.

Councillor S Murray congratulated Members of the Youth Engagement Review Task and Finish Panel following the completion of the review of the budget related to youth engagement and the conclusions reported to the Overview and Scrutiny Committee on 20 October 2015.

(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;

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

(c)               To note that written reports from the representatives of the Police Crime Panel and Stansted Airport Community Trust would be presented at the next Council meeting on 15 December 2015.

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

(b)          No requests were made for written reports to be made by representatives on joint arrangements and external organisations at the next meeting.

(c)          The Council noted that written reports from the representatives of the Police Crime Panel and Stansted Airport Community Trust would be presented at the next Council meeting on 15 December 2015.