Agenda and minutes

Decision Required:

(1)        To confirm the appointment of District Councillor Mrs C Pond as the Chairman of the Committee for the Civic year

(2)        To appoint a Vice – Chairman of the Committee for the Civic Year

RESOLVED:

(1)            That District Councillor Mrs C Pond be appointed as the Chairman of the Committee for the Civic year;

(2)            That Parish Councillor J Salter be appointed as Vice – Chairman of the Committee for the Civic Year

To confirm the minutes of the last meeting of the Committee held on 7 March  2007 (previously circulated).

RESOLVED:

That the minutes of the last meeting of the Committee held on 7 March  2007 be taken as read as a correct record.

(Essex County Council). Tony Ciaburro, the Service Director for Highways and Transportation and Councillor Norman Hume, the Cabinet Member for Highways and Transportation, will be attending this meeting to discuss local highway related issues.

Local Representatives have raised a number of questions for consideration. These  are attached.

The Chairman welcomed to the meeting the County Cabinet Portfolio Holder for Highways and Transportation, Councillor Norman Hume. The Portfolio Holder was in attendance to address a number of written questions submitted by Local Councillors and answer any other questions on matters relating to his area of responsibility.

Councillor Hume acknowledged the many local concerns about Highways and that Local Members were not at all happy with the quality of service. He informed the meeting that a recent MORI poll, conducted at the end of 2006, indicated a 6% increase in public satisfaction with the service compared to 2005/06 but there was still a long way to go. The intention was to give Councils a greater degree of local governance over highways. Consultation had taken place with Local Authorities to determine priorities for the Highways Locally Determined budget. This was to be increased significantly in the region of a ten fold increase and subject to consultation for next years budget. 

Mr Hume acknowledged the need to improve customer services - this was a real issue of concern for Epping Forest. There were difficulties in recruiting permanent staff. Agency staff had been appointed but there was a need for more permanent staff to facilitate relations with the local community.

In response to Members written questions, the responses attached to these minutes were reported.

In response to other questions it was reported that:

(a)        earlier on in the week  Highway Officers  and the Leader of the Council met to discuss the need for works to improve Highway Junctions in Loughton. Councillor Hume referred to the intention to consult local members on this. A Member  expressed concern about accident black spots and traffic congestion on Langston Road, Rectory Lane and in Debden. He was invited to forward these concerns to  Councillor Hume  for a reply;

(b)            concern was expressed at the number of signs on local roads especially at roundabouts  in Epping. This was detracting from the street scene and was unsightly. It was explained that engineers determined where they were located based on safety needs. There was an opportunity for Members to input into this process. The County shared the concerns about sign clutter.  It was stated that the process was partly prescribed by legislation;

(c)        a Member from Matching asked when the third phase of verge grass cutting was to commence for that area? The Portfolio Holder undertook to report back on this;

(d)        reference was made  to changes to the inspection process for repairing potholes. Concern was expressed at the time taken to rectify them once identified. Councillor Hume acknowledged this and felt that delays in the process were not acceptable;

(f)         it was questioned whether highways had an interface for contact with May Gurney, the Councils contractor  for repair works? The Portfolio Holder said that he was not aware of any problems in this area of communication;

(g)        lack of staff was a real problem. It was acknowledged that the District was placed at a disadvantage with regards  ...  view the full minutes text for item 3.

Recommendation:

To consider and endorse the recommendations of the Community Funds Initiative Working Group to be reported orally.

Local Councils to report.

Councillor B Surtess of Ongar Town Council reported the recommendations of the working group for the Community Funds Initiative. He stated that the official letter from the County on the outcome of the latest round of bids had now been received.  A tabled report on this was circulated to the meeting (attached). The budget for this year was not significant.  However there would be another opportunity next year to place new bids. Some projects proved not to be viable this year. This was a difficult process but was undertaken on an open and fair basis.

RESOLVED:

That the attached proposals for the 2007/08 Community Initiative Fund be endorsed.  

Recommendation:

To receive a presentation from the District Council’s Assistant Head of Housing (Operations) on the operation of the local Choice Based Lettings Scheme.

The implementation of a Choice Based Lettings Scheme is necessary in order to meet the requirements of Government that such a scheme be in place by 2010 at the latest. 

Under a Choice Based Lettings scheme, all vacant social rented properties would be advertised to applicants on the Housing Register in a two-weekly publication, website, and other media giving details of location, type, rent, service charge, council tax band and landlord of the available accommodation.  Applicants would apply for a property by “expressing an interest” either in person, by post, telephone, text, email or Internet.  Limits to the number of “expressions” per applicant would be in place, which would include restricting “expressions” for properties to those households, which only have an assessed need for a particular property type.    

At the end of the two weekly cycle, the Council would analyse the “expressions of interests” received and allocate each property following a prioritisation and selection process in accordance with its own Allocations Scheme.  In general terms, the property would be offered to the applicant in the highest band, who has been registered the longest, who had “expressed an interest” for the specific vacancy.  The results of the “expressions of interest” on each property advertised is then published in the next periodic publication, setting out the number received on each property, as well as the Band and registration date of the successful applicant.  This helps applicants to see how long the successful applicant has been waiting and gives greater transparency in the allocation of accommodation, as each applicant would be able to clearly understand how the scheme works.

The Government encourages authorities to work in partnership and has made grants available to assist with set up costs based on a bidding process.  The Council took the lead in setting up the Herts and Essex Housing Options Consortium (HEHOC), which is a partnership of the following authorities:

·         Brentwood Borough Council

·         Chelmsford Borough Council

·         Broxbourne District Council

·         Uttlesford District Council

·         East Herts District Council

·         Epping Forest District Council

Following the submission of a successful bid to the Government, HEHOC received a grant of £96,000.  Around £60,000 of the grant is funding a Consultant to Project Manage the implementation of the scheme, which will be managed by an external Choice Based Lettings Agency.  The balance of the grant will go towards the set up costs.

Any Choice Based Lettings Scheme must be developed in a way that takes into account the needs of vulnerable groups.  This would involve close liaison with Social Care and a wide-range of partner agencies, ensuring that vulnerable people are able to participate fully in any scheme.

The Assistant Head of Housing (Operations) will explain how the scheme works in more detail. 

It was agreed that the presentation due to be given to the meeting on the Choice Based Lettings Scheme be deferred to the next meeting of the Committee in November 2007.

Recommendation:

To consider and comment on the attached document on the need for a new approach to Graffiti Clearance in the District. 

(District Council) Epping Forest District Council introduced a graffiti policy in 2000 with the aim of removing of all graffiti reported by residents, staff and members. Unfortunately this has created a limitless demand, which as a consequence has proved very difficult to match with available funding.

Consequently, the Town and Parish Councils are being consulted on a change of approach. The Council is in the middle of reviewing its policy to restrict removal work to property owned by the Council. A draft copy of the document is attached. The meeting is asked to give their views on this document.

The Head of Research and Democratic Services presented a report concerning Graffiti Clearance in the District. He reported that in 2000, the District Council introduced a graffiti policy, with the aim of removal of all graffiti reported by residents. Unfortunately this policy had created a limitless demand  and significant supplementary estimates with an overspend in 2006/07 to ensure the continuation of the service. This shortfall had arisen from a well meaning attempt to remove all graffiti wherever it occurred.

As a result the Council was in the process of reviewing the policy to restrict removal work to property owned by EFDC; graffiti on any other building considered offensive and cases of hardship. A copy of this draft was before Members.

The Head of Research and Democratic Services reported that, at its meeting on 11 June 2007, the Cabinet supported the changes subject to any changes suggested at this meeting. The Portfolio Holder was unable to attend this meeting but had undertaken a considerable amount of work with the Crime and Disorder Reduction Partnership to facilitate the service. In terms of next steps, he advised of the proposal to give Local Authorities new powers to deal with the problem and alternatives ways of delivering the service to make it more cost effective. The new approach was not about saving costs but about targeting effort.

Local Representatives expressed disappointment at the decision to limit the policy but expressed sympathy with the reasons behind the decision.  It was asked whether additional funding would be made available to Local Councils to ensure the continuation of their existing service and commitments over the rest of  the financial  year. There was a need for one central point of contact for reporting graffiti. Would the District extend its graffiti service to help Local Councils clear graffiti on their buildings and undertake action to clear graffiti on private properties? The Head of Research and Democratic Services said that information could be made available on the financial implications of the new policy

Reference was made to Graffiti Removal Notices. The Head of Environmental Services clarified that the new Clean Neighbourhoods and Environment Act 2005 made available these powers. He also reported that Local Authorities must explore all other available solutions prior to taking such action and, in so doing,  form partnerships with other public and private sector organisations. The District Council Environmental and Planning Scrutiny Panel would be looking at how the Council should implement the new enforcement measures in the Act. Reference was made to two initiatives, the proceeds of which would provide additional funding for the service in additional to the budget.

It was reported that Theydon Bois Parish Council had established its own scheme for clearance. The Portfolio Holder would welcome new ideas for improving the service. The Head of Research and Democratic Services also reported on a number of new ideas which might benefit Local Councils.

It was suggested that the details of a central purchase scheme for clearance materials could be made available to  ...  view the full minutes text for item 6.

Recommendation:

To consider ideas for the creation of a local Citizen of the Year Scheme

(Local Councils) At the last meeting, it was noted that whilst the Citizen of the Year Award scheme recognises work at the District level, there was no provision for honouring those who contribute to the more local community. Members are asked to forward ideas for taking forward such a scheme.

It was reported that at the last meeting, the Committee considered the District Councils Citizen of the Year Award Scheme.

Members noted that the Council received a number of nominations for people heavily involved in the affairs of their home village or community. It was acknowledged that  whilst, these people made a generous contribution in their home locality, the spread of their activity was too narrow for the (District) Citizen of the Year award. The meeting considered ideas for recognising such activity.

The Committee suggested that articles be put in the Forester Magazine highlighting the work of volunteers and voluntary agencies in the District. Any other ideas should be sent to Councillor Surtees of Ongar Town Council.

To consider the attached letter concerning the launch of the planning white paper.

The Head of Forward Planning reported that, on 21 May 2007, the Government published a Planning White Paper – Planning for a Sustainable Future. The White Paper forwarded proposals for major infrastructure projects recommended by the Eddington and  Barker Reviews. The core principles aimed to streamline the planning process, make it more accountable, improve public consultation, ensure planning supported climate change and sustainable development. The meeting had before them a copy of a consultation letter from GO-East dated 21 May 2007 on the launch of the paper and the attached information. It was noted that the White Paper and associated consultation documents were available on the Department of Communities and Local Government Website. The deadline for comments was 17 August 2007. 

A Member asked whether the paper contained proposed changes to Tree Preservation Orders policy? There was some reference to this but nothing in relation to Household developments. Some Members stressed the need for this area to be looked at.

No further issues have been raised for this meeting.  

No business was reported for this item

Gypsy and Traveller Needs – Consultation

It was reported that the East of England Assembly (EERA) was conducting a review of Traveller needs for inclusion in Regional Strategies. Comments on this should be sent back to EERA by 31 July 2007, but Local Councils would be written to before this to seek their views. Further information could be provided by Ian White the Principal Planning Officer for Forward Planning. 

The Chairman reported that this would be the last meeting John Scott, the Joint Chief Executive (Community) would be attending as he would be retiring on 31 July 2007. She thanked John for all his hard work as the Lead officer of the Committee over his many years of service.

Several member paid tribute to John. The Vice – Chairman, Councillor J Salter, stated that John had been a stalwart of the Committee for many years and had always  been there to offer the members  impartial support and listen to their views.

Councillor B Surtress of Ongar Parish Council said that Local Representatives  owed a  tremendous amount to John. His support had made an invaluable contribution to the way local members worked together to achieve their aims which he was very much proud of. Councillor Pearce said that John had acted as the ‘outward face’ of the District Council who never gave in to problems and made things happen.

Following the tributes the Committee gave John a standing ovation and wished him all the best for the future.

Meetings of the Committee are scheduled for the following dates this year:

28 November 2007

26 March 2008

It was noted that the next meeting of the Committee would be held on 28 November 2007 and then on 26 March 2008.