Agenda and minutes

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

2.         The Chairman will read the following announcement:

“I would like to remind everyone present that this meeting will be broadcast live to the Internet and will be capable of repeated viewing and copies of the recording could be made available for those that request it.

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 Chairman made a short address to remind all present that the meeting would be broadcast on the Internet, and that the Council had adopted a protocol for the webcasting of its meetings.

(Assistant to the Chief Executive). To report the appointment of any substitute members for the meeting.

It was noted that Councillor K Chana had substituted for Councillor A Green, Councillor Mrs P Smith had substituted for Councillor J Hart and that Councillor Mrs C Pond had substituted for Councillor Angold-Stephens.

(Assistant to the Chief Executive). To declare interests in any items on the agenda.

In considering whether to declare a personal or a prejudicial interest under the Code of Conduct, Overview & Scrutiny members are asked pay particular attention to paragraph 11 of the Code in addition to the more familiar requirements.

This requires the declaration of a personal and prejudicial interest in any matter before an OS Committee which relates to a decision of or action by another Committee or Sub Committee of the Council, a Joint Committee or Joint Sub Committee in which the Council is involved and of which the Councillor is also a member.

Paragraph 11 does not refer to Cabinet decisions or attendance at an OS meeting purely for the purpose of answering questions or providing information on such a matter.

There were no declarations of interest made pursuant to the Council’s Code of Member Conduct.

Decisions required:

To confirm the minutes of the meetings of the Committee held on 5 March 2009 (attached).

RESOLVED:

That the minutes of the meeting held on 5 March 2009 be taken as read and signed by the Chairman as a correct record.

(Deputy Chief Executive) From time to time the OSC invites in Essex Police to discuss local policing issues. The last liaison took place on 6^th March 2008 and focused on the Neighbourhood Policing Initiative.

As part of these arrangements, Superintendant Williams and Chief Inspector Ray have been invited to the Committee to update Members on current work and answer Members questions.

The Committee received a presentation from Superintendant Simon Williams and Inspector Craig Carrington to inform the members of policing issues affecting the district over the last year.

The officers informed the Committee that crime had been reduced by 11% over the last 12 months, with the detection rate increasing from 27.9 to 29.2% and anti-social behaviour reduced by 24%. The total number of crimes committed in this area by 31 March 2009 was 8,118 this compares favourably with last years figure of 8,850. The Killed or Seriously Injured (KSI) figures had also been reduced, for 2007 it was 121 and for 2008 it had reduced to 111; they are working with their partners to continue reducing these figures.

They had carried out a survey around about Christmas time asking just two questions. One was, do you feel safe in this area and the other was, what would you like to be the top Policing priority for your Neighbourhood in 2009? To the question ‘do you feel safe in this area’ 90 people said yes and 11 said no. Of those that said ‘no’ the following reasons were given: 3 people said it was because of anti-social behaviour; 2 cited youth nuisance; 2 said knife crime and 1 said the fear of crime.

When broken down, the answers to ‘what would you like to be the top Policing priority for your Neighbourhood in 2009’ were: Visible Policing (42 people); Youth Nuisance (23 people); none (17 people); Anti-social behaviour (5 people); Community Engagement (4 people); and other (10 people).

The top priority was more visible policing and they needed to set priorities for the 30 Police Community Support Officers (PCSOs) in the district. The Police also run Neighbourhood Action Panels (NAPs) for local communities. A transport NAP had been set up to look at issues around the transport structure. There was also a Youth NAP (for Loughton and Limes Farm) looking at the concerns of violence on young people; an Epping Forest College NAP and a Farmers NAP looking at the priorities and concerns of the rural community. These are not only a first for Epping Forest but for Essex as a whole.

The Chairman said that he was very pleased with the way the Farmers NAP was working.

Over the last year the Police had also tackled alcohol and unlicensed taxis; they have seized alcohol and stopped anti-social behaviour and had addressed the drugs issue in the district by using drug detection dogs.  They had started the Limes Farm Special Action Group and extended the CCTV coverage in the district by working in partnership with the Parish and the District Councils. They had also developed a partnership with EFDC Community Development in relation to a football project on Limes Farm with Tottenham Hotspur.

In the last six months they had improved community engagement and are now receiving more information from the community at large.

The Limes Farm Special Action Group has been a key success, achieving a 31% reduction in crime  ...  view the full minutes text for item 90.

Recommendation:

To discuss the Cabinet priorities for the year ahead and the forward work programme for 2009/10.

The Overview and Scrutiny rules state that this Committee should ..’arrange meetings with the Leader and other Portfolio Holders to discuss their plans for the year ahead and… agree with them on any items for inclusion in the work programme which may be undertaken by the Committee on the Cabinets behalf’.

Accordingly attached is the Executives Key Priority Objectives for 2009/10.

The Leader of the Council, Councillor Mrs D Collins has indicated that they have the following priorities for this year:

(i)         To help mitigate the impact of the current economic conditions on local people and businesses, through appropriate initiatives. In addition, there are a further 18 objectives split between the nine Portfolios detailed in the Best Value Performance Plan for 2008/09.

(ii)        To improve access to and information about the Council’s services, through the implementation of a Customer Transformation Programme.

(iii)       To ensure the Council provides good value for money, through the development of a comprehensive Value For Money Strategy;

(iv)       To achieve accreditation for the Council’s Environment and Neighbourhood Officers under the Essex Police Community Safety Accreditation Scheme by June 2009;

(v)        To complete the strategic review of North Weald Airfield, through the continuing work of the North Weald Airfield Strategy Cabinet Committee;

(vi)       The delivery of a Gypsy and Traveller Development Plan.

In addition there are a further 20 objectives split between the nine Portfolios as detailed in the attached Key Objectives for 2009/10.

 The Leader and Portfolio Holders have been invited to attend this meeting to present their plans and answer questions on their work.

The Leader of the Council, Councillor Mrs Collins introduced the Cabinet’s forward plan for the coming year ahead. She indicated that the Cabinet had the following key priorities for the coming year:

(i)                  To help mitigate the impact of the current economic conditions on local people and businesses, through appropriate initiatives.

(ii)                To improve access to and information about the Council’s services, through the implementation of a Customer Transformation Programme.

(iii)               To ensure the Council provides good value for money, through the development of a comprehensive Value for Money Strategy.

(iv)              To achieve accreditation for the Council’s Environment and Neighbourhood Officers under the Essex Police Community Safety Accreditation Scheme by June 2009.

(v)                To complete the strategic review of North Weald Airfield, through the continuing work of the North Weald Airfield Strategy Cabinet Committee.

(vi)              The delivery of a Gypsy and Travellers Development Plan.

(vii)             To work with Essex County Council, Epping Forest College and local schools to further the educational opportunities and facilities for the local young people.

(viii)           To complete all the outstanding parking reviews within the District.

It was noted that there were an additional 20 further objectives split between the nine Portfolios.

Councillor Mrs Wagland commenting on priority two, ‘…implementation of a Customer Transformation Programme…’ recommended that the Council should try and avoid ‘one-stop-shops’. Councillor Mrs Collins replied that it would be difficult for the district as there are centres of population spread all over and we do not have one big town.

Councillor Mrs Richardson said that there was always a long wait for the Finance reception area. Councillor Mrs Collins agreed that the Council needed to update itself and modernise its customer systems.

Councillor Mrs Richardson referring to item 14 ‘…development of The Broadway in Loughton…’ said they were still waiting for phase two.  Councillor Mrs Collins said if they had the money they would do it. They were looking to finishing off The Broadway as soon as possible. Only after that could they look at anything else.

Councillor Mrs Haigh was pleased about the parking review. She added that they were nine months behind at Buckhurst Hill and the Council needed to continue to push on this. She was pleased with the support for education and would like to ask County to put a 6^th form college in our area.  Councillor Mrs Collins replied that County was getting very involved but we were not going to get a new 6^th form college in the short term. We had to continue working with Epping Forest College today. This was difficult at present as there was no permanent principal in post, just an acting one.

Councillor Mrs Haigh then asked about item 13 ‘…financial support provided to private occupiers…’ was this money ringfenced and should it be advertised. The Director of Finance and ICT said there were specific capital grants to be used only for that purpose. Officers had to be put in post to deal with the spending of these grants. A  ...  view the full minutes text for item 91.

(Chairman of the Planning Services Standing Panel) to consider the attached report of the Planning Services Standing Panel.

Councillor Mrs Wagland, the Chairman of the Planning Services Scrutiny Standing Panel introduced the report resulting from Councillor Cooper’s request to scrutiny to clarify some planning matters. The Planning Panel having considered her request, judged that the points raised should be presented as a set of ‘frequently asked questions’ (FAQs) document so that a wider audience would be aware of the points.

            RESOLVED:

            That the ‘frequently asked questions’ document on Planning be noted.

(Deputy Chief Executive) To consider the attached report.

The Committee received the amended annual Overview and Scrutiny Report for 2008/09 incorporating comments made at  their meeting of 5 March 2009.

Councillor Mrs Collins commended the report saying that Overview and Scrutiny had undertaken a lot of work in the last year and they should be congratulated on the variety of work completed.

            RESOLVED:

That the Annual Overview and Scrutiny Report for 2008/09 reporting the work undertaken during the past municipal year be agreed and submitted to the Full Council at its meeting on 28 April 2009.

(Director of Finance and ICT) At their February 2009 meeting, the Council asked that the Overview and Scrutiny Committee consider a motion moved by Councillor D Bateman to ensure that a review be carried out examining the introduction of free London Underground passes for residents in the District, aged 65 years and above, to include the Central Line to Epping.

At the 5^th March 2009 meeting of the Overview and Scrutiny Committee, members asked for a report to be submitted, looking at the feasibility of free London Underground passes for district residents aged 65. This report is attached.

Before the Committee began discussing the report, the Chairman of the Committee, Councillor R Morgan, received a petition from Councillor D Bateman on behalf of residents who were in favour of Concessionary Travel on those parts of the London Underground extending into the district.

The Committee then received a report from Mr B Palmer, Director of Finance and ICT, regarding Concessionary Travel on London Underground.

The Epping Forest District has several London Underground stations within its boundaries. This had meant that holders of a Freedom Pass could travel free to and from Epping, but residents of the district could not travel free into London. This was perceived as unfair, particularly if they lived close to either an Underground station or the border with a London Borough.

The Freedom Pass Scheme was not extended to cover the district and any similar concession would be prohibitively expensive. The Members were informed that in pursuing a more limited scheme, negotiations with Transport for London (TfL) would need to take place. However before any such negotiations took place clear instructions were needed from members on the scope of any proposed concession.

The Cabinet had decided on 9 March 2009, to enter into an agreement with Essex County Council under which the County Council had taken over the strategic administration and co-ordination of the bus pass scheme. This had fixed the amounts payable by Epping Forest District Council for 2009/10 and 2010/11.

In response to a petition from a number of residents, wanting an extension to the Freedom Pass Scheme, the Full Council meeting on 17 February 2009, had resolved that the Overview and Scrutiny Committee should recognise the real benefit to local people of introducing free passes for District residents aged 65 and over, to include the Central Line to Epping. They requested that a Task and Finish Panel be established ensuring a review was completed.

However, at the meeting of the Overview and Scrutiny Committee on 5 March 2009, members asked for a report on the feasibility of free London Underground passes for district residents aged 65 and over. After the meeting, a number of Councillors asked for a further meeting with the Portfolio Holder for Civil Engineering and Maintenance to ensure that their views were included in any report.

The 2006 Budget announced that the statutory minimum for concessionary schemes was being extended to free off-peak local bus travel anywhere in England from 1 April 2008. At the Cabinet meeting of 14 April 2008 it was decided that the benefits provided to pass holders in the district should exceed those set out in the National Scheme. The National Scheme had a start time of 9.30am, and did not include companion, the scheme within the district had a 9am start and offered companion passes.

This enhancement to the previous scheme, meant residents travelled free into London on TfL buses. The new scheme had proved very popular with residents as the number of passes in issue had increased from 10,500 to 16,000, which  ...  view the full minutes text for item 94.

(Planning and Economic Development Portfolio Holder) To receive an update on the Districts Town Centre Partnerships from the Planning and Economic Development Portfolio Holder.

The Planning and Economic Development Portfolio Holder, Councillor Mrs A Grigg, presented a report to the Committee regarding Town Centre Partnerships.

Members had been concerned about the operation of the Town Centre Partnerships (TCPs), it was felt that there had been mixed messages from them regarding accountability and general progress. It had appeared that the Epping TCP had not been publicising its activities, unlike other TCPs, with invites to residents and people who worked within the district. The original aim had been to encourage the vibrancy of the town through bringing together business, voluntary organisations, residents and Town/District council representatives. The TCPs needed terms of reference, annual reports and forums.

During the 1990s Epping Forest District Council looked to set up partnerships in each of the six main centres of the district, Loughton High Road, Epping, Waltham Abbey, Buckhurst Hill, Loughton The Broadway and Ongar. The Partnerships were created with the aim of bringing together traders, businesses and other key stake holders but, at the same time, they were kept at considerable distance from local authority control. To enable effective partnerships, they were supported annually through financial support and officer resource. Currently the District Council provided support in the form of an administration grant of £1,000 per partnership. Additionally a bid could be made for a Special Projects Grant (SPG) of up to £2,000 per partnership for delivering activities to the benefit of the centre. The SPG fund was £6,000, with bids of up to £2,000, this was successfully increased to raise the benefits and outputs of activities and allow each TCP to access funding. As a significant stakeholder and contributor to the partnership, EFDC had been revising a protocol for the TCPs, outlining minimum requirements for a partnership to operate and run as an independent partnership.

At present, each of the six Town Centre Partnerships were at different stages and operating at varying levels for the benefit of the town centre and the town itself.

The Portfolio Holder informed the Committee that on 31 March 2009, the Epping Town Partnership launched a new website, www.eppingtcp.com, which contained a lot of useful information and she urged members to view this website.

RESOLVED:

That the Town Centre Partnerships’ report be noted.

(Councillor Mrs M. McEwen – Chairman of the Constitution and Member Services Standing Panel)  To consider the attached reports from the SSP concerning:

(a)               Review of Officer Delegation – 2008/9

(b)               Police & Justice Act 2006 – Establishment of a Safer Communities Committee

These late items have been added to the Agenda with the agreement of the Chairman.

The Chairman of the Constition and Member Services Standing Panel, Councillor Mrs McEwen, presented a report to the Committee regarding Officer Delegation – Annual Review 2008/09.

Each year the Council reviewed its scheme of Officer Delegation, the changes were regarding delegation in respect of Cabinet functions and changes to functions remaining the responsibility of the Council, this included regulatory and non-executive functions.

A change which was taking effect from 2009/10 was in relation to the approval of delegation of Cabinet functions to officers. Previously, changes had been referred to the Council for approval but it was now the Leader of the Council who determined whether the scheme of officer delegation was continuing, or whether changes were made.

RESOLVED:

(1)        That the changes to Officer Delegation regarding North Weald Airfield – Non Commercial Lettings (Delegation Reference N2), Licensing – Hackney Carriage and Private Hire Vehicle Drivers (Delegation Reference S1) and Parking Contravention Notices be approved and submitted for adoption by the Leader of Council;

(2)        That the proposed changes to Officer Delegation regarding Development Control (Delegation Reference P4) (g) and (h) and Planning Objections by Parish and Town Councils (Delegation Reference P4) be approved and recommended

Councillor Mes McEwen, presented a second report to the Committee regarding the Police and Justice Act 2006 – Community Safety Committees.

Notification had recently been received from the Home Office that it was intended to bring into force Sections 19-21 of the Police and Justice Act 2006 with effect from 30 April 2009. Sections 19-21 were designed to ensure that every local authority would have a committee which would have the following powers:

(a)        To review or scrutinise the decisions made, or other action taken, in connection with the discharge by responsible authorities of their crime and disorder functions; and

(b)        To make reports or recommendations to a local authority or any other partnership body on the carrying out of those functions.

The timescale provided by the Government for the introduction of Crime and Disorder Committees was extremely short.

The Standing Scrutiny Panel on the “Safer, Cleaner, Greener Initiative” included within its Terms of Reference monitoring of crime and disorder issues.

The Act required the Community Safety Committee to meet on a minimum of two occasions in every 12 months, it was therefore important that the Council considered how this particular requirement was being met. If a new body was established, two dates were included in the calendar of meetings. If an existing body was being designated as the Crime and Disorder Committee it would be necessary to consider having two designated meetings of the body concerned so that the Council was seen to meet the statutory obligations.

RESOLVED:

(1)        That in regard to the establishment of a Community Safety Committee under the Police and Justice 2006 Act, the Safer, Cleaner, Greener SSP be designated as the Council’s Community Safety Committee; and

(2)               That consideration be given at this Committee’s June 2009 meeting to the following:

(a)               the manner in which the statutory requirement for  ...  view the full minutes text for item 96.

(Deputy Chief Executive) To receive a report on the outcome of the Publicity Code Consultation document that went to the January 2009 Overview and Scrutiny Committee.

The Deputy Chief Executive, Mr D Macnab, presented a report to the Committee regarding Department of Communities and Local Government consultation on Local Authority Publicity.

At its meeting on 29 January 2009, the Overview and Scrutiny Committee authorised the Constitution and Member Services Panel, to formulate a response to 16 questions from a Government consultation document concerning proposals to change the Code of practice on Local Authority Publicity. In view of the timetable for response, it was not possible to refer the recommendations of the Panel back to Overview and Scrutiny within the Government deadline for return. The Overview and Scrutiny Committee agreed that the Panel findings should be submitted to the Cabinet for inspection prior to final submission on the deadline of 12 March 2009.

RESOLVED:

That the Epping Forest District Council’s response to the Government proposals for change to the Code of Practice on Local Authority Publicity, be noted.

(a)                Updated Schedule

The Committee are asked to note the updated schedule. This reflects the work programme proposed by each Panel. Any changes made under preceding items will be amended in the programme accordingly.

(b)       Next Year’s Work Programme

To consider any late requests to go into next year’s Work Programme.

(c)               Reserve Programme

A reserve list of scrutiny topics is required to ensure that the work flow of OSC is continuous.

OSC will ‘pull out’ items from the list and allocate them accordingly once space becomes available in the work plan following the completion of existing reviews.

Members can put forward any further suggestions for inclusion in the reserve list either during the meeting or at a later date.

Existing review items will be dealt with first, and then time will be allocated to the items contained in the reserve work plan.

Any space within the work plan is filled on an ongoing basis.

The Senior Democratic Services Officer, Mr S Hill, advised the Committee that no responses from members had been received regarding the 2009/10 Work Programme. However members still had the opportunity to ask for items to be put before the Committee via a PICK form.

The Committee were asked which presentations from the Overview and Scrutiny Committee 2008/09 Work Programme should go forward to the 2009/10 Work Programme.

• Item 2 Provision of Youth Services within the District to go to the July 2009 meeting

• Item 5 Review of strategic direction for Epping Forest College to go to the September 2009 meeting

• Item 6 Scrutiny of Epping Forest Local Strategic Partnership to report again next year.

• Item 9 West Essex PCT – Proposal for Joint Scrutiny Review. The Committee noted that legislation was changing the arrangements for joint scrutiny, at local and county level. There was currently, very limited scrutiny in the neighbouring councils.

• Item 10 District Transport in Rural Area. Final report to come back to this committee in the new year.

• Item 12 Health and Inequalities. Updated report to go to the June 2009 meeting.

• Item 13 Scrutiny of Essex Police – Community Policing Initiative – to remain in the 2009/10 Work Programme.

• Item 15 Scrutiny of London Underground Ltd for the June 2009 meeting.

• Item 16 Scrutiny of Highways Local Service Agreement. The Committee was advised that the Council’s new Localism Panel did not stop the committee from scrutinising County Highways. To arrange for autumn 2009.

• Item 17 Presentation from the Fire and Rescue Services. To remain on the 2009/10 Work Programme.

• Item 18 Debt Management Review. The Sub-Committee had its first meeting. They would report back when their work was completed.

Safer, Cleaner, Greener Standing Panel

The Committee noted that the next meeting of the Panel, scheduled for 21 April 2009, had been cancelled.

RECOMMENDATION:

To consider any items to be raised by the Chairman at the Cabinet meeting on 20 April 2009.

(Assistant to the Chief Executive). Under the Overview and Scrutiny rules the Committee is required to scrutinise proposed decisions of the Executive. The Chairman is also required to report on such discussions to the Cabinet.

The Committee is asked to consider the 20 April 2009 Cabinet agenda (previously circulated) to see whether there are any items that they wished to be raised at the Cabinet meeting.

It was noted that there was no business to report to the Cabinet.