Agenda and minutes

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

(a)        Pursuant to the Council’s Code of Member Conduct, Councillor J Whitehouse declared a personal interest in agenda item 5, Asset Management Co-Ordination Group - 28 July 2011,St John’s Road/Epping Depot Site. The Councillor had determined that his interest was not prejudicial and would remain in the meeting for the consideration of the issue.

(b)       Pursuant to the Council’s Code of Member Conduct, Councillor L Wagland declared a personal interest in agenda item 5, Asset Management Co-Ordination Group - 28 July 2011, when concerning BP. The Councillor had determined that her interest was prejudicial and would leave the meeting for the consideration of the issue.

To confirm the minutes of the last meeting of the Sub-Committee held on 22 March  2011.

            RESOLVED:

That the minutes of the meeting held on 22 March 2011 be taken as read and signed by the Chairman as a correct record.

Section 100B(4)(b) of the Local Government Act 1972, together with paragraphs 6 and 25 of the Council Procedure Rules contained in the Constitution require that the permission of the Chairman be obtained, after prior notice to the Chief Executive, before urgent business not specified in the agenda (including a supplementary agenda of which the statutory period of notice has been given) may be transacted.

In accordance with Operational Standing Order 6 (non-executive bodies), any item raised by a non-member shall require the support of a member of the Committee concerned and the Chairman of that Committee. Two weeks’ notice of non-urgent items is required.

Councillor Stallan asked on behalf of North Weald Residents, whether the Chairman and  Leader would attend a Parish Council meeting to alleviate any concerns about items of business considered in part two.

The Acting Chief Executive advised that officers had agreed to produce a brief  summary of reports for the public before discussing the item in private session, which should improve communications with the Parish Councils and Residents.

Councillor Wagland advised that both herself and the Councillor Mohindra would attend the Parish Council to discuss issues and concerns but would be unable to discuss matters that had been discussed in private session of the North Weald Airfield and Asset Management Cabinet Committee.

Councillor Grigg asked that the minutes of the committee be completed as a matter of urgency, so that as District Ward Members they could dismiss any concerns raised in private session.

The Acting Chief Executive advised that minutes of these meeting would be completed as soon as possible.

RESOLVED:

(1)               That North Weald Parish Council would be written to, about attending a meeting with Councillor Mohindra and Councillor Wagland;

(2)               That Officers would produce a brief summary of reports for the public domain for part two items; and

(3)               That minutes of the committee are published as soon as possible.

To consider whether, under Section 100(A)(4) of the Local Government Act 1972, the public and press should be excluded from the meeting for the items of business set out below on grounds that they will involve the likely disclosure of exempt information as defined in the paragraph(s) of Part 1 of Schedule 12A of the Act indicated:

To resolve that the press and public be excluded from the meeting during the consideration of the following items which are confidential under Section 100(A)(2) of the Local Government Act 1972:

Paragraph 9 of the Council Procedure Rules contained in the Constitution require:

(1)       All business of the Council requiring to be transacted in the presence of the press and public to be completed by 10.00 p.m. at the latest.

(2)       At the time appointed under (1) above, the Chairman shall permit the completion of debate on any item still under consideration, and at his or her discretion, any other remaining business whereupon the Council shall proceed to exclude the public and press.

(3)       Any public business remaining to be dealt with shall be deferred until after the completion of the private part of the meeting, including items submitted for report rather than decision.

Background Papers:  Paragraph 8 of the Access to Information Procedure Rules of the Constitution define background papers as being documents relating to the subject matter of the report which in the Proper Officer's opinion:

(a)       disclose any facts or matters on which the report or an important part of the report is based;  and

(b)       have been relied on to a material extent in preparing the report does not include published works or those which disclose exempt or confidential information (as defined in Rule 10) and in respect of executive reports, the advice of any political advisor.

Inspection of background papers may be arranged by contacting the officer responsible for the item.

            RESOLVED:

That the public and press be excluded from the meeting for the items of business set out below on the grounds that they would involve the likely disclosure of exempt information as defined in the paragraphs of Part 1 of Schedule 12A of the Local Government Act 1972:

Agenda                                                                     Exempt Information

Item No.         Subject                                              Paragraph Number

5                      Asset Management                                     3

Co-Ordination Group –

28 July 2011

6                      North Weald Airfield -                                   3

                        Update Report

(Director of Corporate Support Services) To consider the minutes from the meeting of the Asset Management Coordination Group held on 28 July 2011, and any recommendations therein.

The Cabinet Committee considered the notes of the Asset Management Coordination Group held on 28 July 2011. They considered the information regarding the sites owned by the District Council and noted the progress.

Councillor Mohindra advised that the planning application for the Langston Road Depot Site Loughton would hopefully be considered in the New Year, after highways issues had been resolved.

Councillor Knapman enquired about whether and when the Ward Members would be consulted on the application, as local knowledge would be key to the success of the development. The Principal Valuer & Estates Surveyor advised that once the highways report had been completed, consultation would take place with that information.

Councillor Pond enquired whether other sites were being considered alongside Oakwood Hill. Councillor Knapman advised that other options were being considered.

Councillor J Whitehouse enquired what the timeframe would be between the highways consultation and public consultation on the St John’s Road/Epping Depot Site.

Councillor Mohindra advised that the Cabinet would consider the financial appraisals for the various design options and the traffic survey before a public consultation would be arranged.

Councillor Stallan enquired about the Winston Churchill Public House Site.

The Principal Valuer & Estates Surveyor advised that nothing further had progressed and number of options were being considered.

RESOLVED:

(1)        That the minutes of the meeting of the Asset Management Co-Ordination Group - 28 July 2011 be noted.

To consider the attached report.

The Director of Environment and Street Scene informed the committee about a number of issues including the Olympic Games, depot relocation, the Halcrow report, Ernst and Young and fees and charges of users and lease holders at the Airfield.

Councillor Stallan and Councillor Grigg were concerned about the delays and cancellations of these meetings and the suspicion it caused with residents.

The Acting Chief Executive advised that covering reports would be made available in the public domain to reduce suspicion and problems caused by discussing items in private.

Councillor Wagland advised that in addition to the Halcrow report, further work had  been required to consider all options for the Airfield. The Council wanted to make the right informed decision and felt that estimating when that would be, would raise the residents expectations.

The Director of Environment and Street scene informed the committee about enquires made about future fees and charges to users at the Airfield and requested the committees guidance.

Members asked that officers receive supporting evidence from the lease holders before any requests were considered.

RESOLVED:

(1)               That the content of the updated report be noted; and

(2)               That officers negotiate with lease holders on an individual basis.