Agenda

To elect a chairman for the meeting. The Chairman of the Appointments Panel should normally be the Leader of the Council.

To be announced at the meeting.

To report non-attendance before the meeting, please use the Members Portal webpage to ensure your query is properly logged.

Alternatively, you can access the Members portal from the front page of the Council’s website, at the bottom under ‘Contact Us’.

To note the terms of reference of the Appointments Panel.

To note the report of the Appointments Panel to the Annual Council meeting of 2024 (attached).

To receive notification of the appointment of Group Leaders, Deputy Group Leaders and the constitution of Political Groups for the next municipal year.

(a)        Group Leaders and Deputies

To receive notification of the appointment of Group Leaders and Deputy Group Leaders of the Political Groups.

(b)        Constitution of Political Groups

To receive notification of the constitution of Political Groups.

The relevant notification form is attached.

To receive nominations for the positions of Chairman and Vice-Chairman of the Council for the next municipal year. The nominations process approved by the Council in February 2014 is set out below, which incorporates a revision to Section (vi) of the procedure for the appointment of the Vice-Chairman of the Council, as a result of the review of the Constitution undertaken in March 2016.

(a)        Election of Chairman of the Council

The individual elected to the office of Chairman of Epping Forest District Council shall be elected on merit by the Council at its annual meeting (see also provision (iv) below).

(b)        Appointment of Vice-Chairman of Council

The appointment of the Vice Chairman of the Council shall be undertaken by the Council on the basis of merit in accordance with the following provisions:

(i)          nominees for the office of Vice-Chairman of the Council are required to submit a nomination form supported and signed by no fewer than 15 serving District Councillors on the date when the Appointments Panel holds its first meeting in any municipal year;

(ii)         nominees for Vice-Chairman of the Council may be a Councillor from any political group on the Council or any independent or unaffiliated Councillor;

(iii)       the nomination of candidates for the position of Vice-Chairman and the expression of support for any nomination may be notified to the co-ordinating member by electronic mail;

(iv)       all nominations shall be considered by the Appointments Panel for onward recommendation to the annual Council meeting;

(v)        it is expected that the person appointed by the Council as Vice-Chairman of the Council shall normally be elected as the Chairman of the Council for the following Council year;

(vi)       if for any reason, a Vice-Chairman is unable to be elected as Chairman of the Council following their year as Vice Chairman, the procedure outlined in (i) to (iii) above shall also apply to the election of a new Chairman. If it is not possible to submit a supported and signed nomination form by the date on which the Appointments Panel holds its first meeting in any municipal year, nominees for the office of Chairman of the Council are required to submit to the Proper Officer, a nomination form supported and signed by no fewer than 15 serving Councillors, by the date of the Annual Council meeting; and

(vii)      the Council may suspend the operation of the appointment process set out above at an annual Council meeting. A motion to that effect and giving reasons as to why this would be in the best interests of the Council may only be adopted if the equivalent of 65% of Council members present at the meeting vote in favour.

The relevant notification form is attached.

To consider the appointment of the Leader of the Council (if required) and the Cabinet for the next municipal year.

(a)        Leader of the Council

The Council’s Constitution provides that at the annual meeting after the current Leader completes his/her term of office, the Council must reappoint a Leader for a four-year term (or to the annual Council meeting after their normal retirement date). This appointment can only be made by the Council and was last made on 25 May 2023. Nominations for the position of Leader are not therefore required this year (Local Government and Public Involvement in Health Act 2007 (Section 67)).

(b)        Leader Appointments

The Leader to report on the current position regarding:

(i)          Cabinet appointments;

(ii)         Cabinet portfolios and responsibilities; and

(iii)       Cabinet committees and appointments.

To note the Council’s adopted procedure relating to pro rata allocations to committees and the advice in this regard previously issued by Counsel.

The pro rata allocations schedule showing the current position is also attached.

To consider nominations for membership of Committees, Sub-Committees and Select Committees etc. for the next municipal year.

(a)        Nominations

A schedule showing the allocations for the membership of Committees and Sub-Committees etc. for the next municipal year is attached, together with details of any nominations so far received. Group Leaders will report separately regarding further nominations for membership of Committees, Sub-Committees and Panels for the next year.

The Panel should be aware that the Constitution (Article 11, Paragraph 8 (Eligibility for Membership - Councillor Members)), provides that Councillors appointed to the Audit and Governance Committee may not also be members of any Scrutiny Committee appointed by the Overview and Scrutiny Committee with responsibility for reviewing the Council’s finances or financial procedures.

(b)        Overview and Scrutiny Committees & Task and Finish Panels

Nominations to any ongoing task and finish panels are not required for the Annual Council Meeting. Nominations will be considered at the first meeting of the Overview and Scrutiny Committee in the new municipal year. However, the Annual Council meeting is now responsible for determining the membership of all three Scrutiny Committees.

For the purposes of the Council’s current Overview and Scrutiny framework, the provision of the Constitution reflected at (a) above in relation to membership of the Audit and Governance Committee, relates directly to the Overview & Scrutiny Committee.

To consider member appointments to outside organisations.

(a)        Non-Executive Functions

A schedule of appointments for the next municipal year is attached, including details of any nominations so far received for 2025/26. Group Leaders will report separately with regard to further nominations for appointments to outside organisations for the next year.

(b)        Executive Functions

A schedule of appointments for the next municipal year is attached. The Leader will report separately with regard to further appointments to outside organisations for the next year.

Group Leaders to report the details of those councillors appointed for the purposes of the notification of substitute members for meetings of the Council’s committees etc.

To consider the appointment (or re-appointment) of Member Champions for the next municipal year, in accordance with the protocol agreed by the Council on 30 July 2019.

To consider the appointment (or re-appointment) of co-opted members to the Council’s Overview and Scrutiny Committees for the next municipal year, in accordance with the protocol agreed by the Overview and Scrutiny Committee on 28 January 2020.

To consider a draft seating plan for Council meetings for the next municipal year. The current seating plan for the Council Chamber is attached for information, which omits those members not standing for re-election in the forthcoming local elections. A proposed seating layout for the new municipal year will be circulated after the results of the local elections are available.

To consider any additional items of business for the meeting.

To note that, if required, a further meeting of the Panel will be held prior to the Annual Council meeting.