Agenda and minutes

(a)        This meeting is to be webcast;

(b)        Members are reminded of the need to activate their microphones before speaking; and

(c)        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 subsequent repeated viewing, with copies of the recording being made available for those that request it.

By being present at this meeting, it is likely that the recording cameras will capture your image and this will result in your image becoming part of the broadcast.

You should be aware that this may infringe your human and data protection rights. If you have any concerns then please speak to the Webcasting Officer.

Please could I also remind Members to activate their microphones before speaking.

The Chairman 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.

(Director of Governance) To report the appointment of any substitute members for the meeting.

The Cabinet Committee noted that Councillor A Lion substituted for Councillor G Waller.

(The Director of Governance) To declare interests in any items on the agenda.

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

To confirm the minutes of the last meeting of the Cabinet Committee held on the 14 April 2016.

Resolved:

That the minutes of the meeting held on 14 April 2016 be taken as read and signed by the Chairman as a correct record.

(Director of Neighbourhoods) To consider the attached report AMED-001-2016/17.

The Economic Development Officer (EDO) presented a report to the Cabinet Committee and updated them on a number of projects and issues being explored by the Economic Development Team.

(1)          Visitor Economy

The Economic Development Team had been working with colleagues in Planning to commission a Visitor Accommodation Needs Assessment for the district. This work would look at all forms of visitor accommodation, including serviced (hotels, pub accommodation etc) and non-serviced accommodation (self-catering, camping, moorings etc). As reported previously, the main driver of this work is the preparation of the new Local Plan and the Study will form a key part of the evidence base helping to inform tourism policies in the Local Plan.

Beyond planning policy though, the Study potentially had the scope to inform broader interventions within the Council, for example, through the Economic and Tourism Development Teams and perhaps in the consideration of the future use of the Council’s own assets etc. Presentations from two consultants had been presented to the Economic Development Team but no final decision on the appointment of either consultant had yet been reached.

A presentation had been received from a potential provider of a new tourism website under the Visit Epping Forest banner. Work would commence to realise the vision for a dynamic new website which was intended to promote and support the district’s valuable visitor economy. The initial procurement and build of the website was being funded through monies awarded by the Town and Village Centres Opportunities Fund.

The Tourism and Visitor Board members suggested that a tourism conference towards the end of the year would be more useful than during English Tourism Week which was in March, a decision had therefore been made to host a second conference this year on 14th October and this would once again take place at the Waltham Abbey Marriott Hotel.

Addressing previously raised concerns around local public transport, the Tourism and Visitor Board discussed the idea of a tourism bus travelling between attractions. It was felt that this would be welcomed and especially effective when major events were being held. It was agreed that members would use the forthcoming tourism conference to see if dates for major events could be synchronised making the case for transport even more compelling. It was also agreed that opportunities to access funding for such a scheme should also be investigated.

The Visit Epping Forest leaflet had recently been updated and reprinted. As part of an awareness building campaign, leaflet holders have been purchased and the new leaflets have been placed in high-traffic visitor outlets across the district. The leaflets feature our major attractions plus information on destination towns and villages in the district and will direct traffic to the Visit Epping Forest website.

Members queried who would fund the Visit Essex Leaflet. The Economic Development Officer advised that he would speak to the relevant officer and publish a reply in the council bulletin.

(2)        Town Centres

A meeting of the Town Teams took place on 27  ...  view the full minutes text for item 5.

(Director of Neighbourhoods) To consider the attached report AMED-002-2016/17.

The Asset Management Consultant presented a report to the Cabinet Committee and updated them on further progress which had been achieved since the publication of the Agenda.

(1)        Epping Forest Shopping Park

There was a separate detailed report on the progress of the development at Agenda Item 8.

(2)        Oakwood Hill Depot

There had been a delay in relocating to the new depot at Oakwood Hill as the VOSA brake testing box had been positioned incorrectly. This had now been moved and the VOSA accreditation for the MOT Service was being carried out on the 16 July 2016. It was anticipated that all services would have fully moved to Oakwood Hill by the end of July 2016.

(3)        Pyrles Lane Nursery

The District Development Management Committee have granted consent for the redevelopment of the Pyrles Lane Nursery site. A report would be presented to the  Cabinet on the 21 July, seeking permission for the marketing strategy for the site.

(4)        St John’s Road

Negotiations on the purchase of the County Council’s interest in the site had been concluded. The final terms were due to be agreed by Cabinet on the 21 July 2016. It was anticipated that, subject to sign off by the Secretary of State, exchange of contracts could be achieved over the summer holiday period.

(5)        North Weald Airfield

Work was being undertaken on the development of the specification of works for an operational partner. This had been delayed due to changes in the European Procurement Rules which would prevent the procurement of a concessionary contract and would likely necessitate a full blown OJEU process.

(6)        Site of former Sir Winston Churchill Public House

The development was proceeding at a pace and was now up to the fifth floor.  Completion was still anticipated in July 2017.  Agents have been appointed for the letting of the retail units on the ground floor with a number of quality prospective tenants expressing interest.

(7)        Ongar Academy

The sale of the land to the Secretary of State for Education was now complete and construction of the new school had commenced.

(8)        Hillhouse Leisure / Community Hub

After the successful community engagement events to assist in Masterplanning the site, an outline application was due to be submitted jointly by the partners in August 2016, with the intention that it was considered by District Development Management Committee at their meeting in November 2016.  Proposals from the tenderers for the new Leisure Management Contract have been received for the construction of the new Swimming Pool on the site. The GP Practice will now not temporarily relocate.

(9)        Former Golden Lion Public House

A revised offer had been received for a lease extension for the site from the developer.  A planning application is anticipated to be submitted in August 2016.

(10)      Town Mead Depot

No suitable alternative use had yet been identified for this site.

Resolved:

To note progress on the Council’s Asset Management and Development Projects.

Reasons for Decision:

To comply with the Cabinet Committee’s  ...  view the full minutes text for item 6.

(Director of Neighbourhoods) To consider the attached report AMED-003-2016/17.

The Asset Management Consultant presented a report to the Cabinet Committee and updated them on further progress which had been achieved since the publication of the Agenda.

He advised that tenders had been received for the main construction contract from three suitably qualified companies. The contractors were invited to a clarification interview and their bids have been formally evaluated by the Project Team. Standstill letters have been sent to all tenderers and on the assumption that no challenges have been received by the 20 June, a report will be considered by the Cabinet on the 21 July to make the final award. The length of the construction period is estimated at around 40 weeks with a start on site in August 2016.

Members will recall that the Section 278 Highways Contract was awarded to Walkers Construction earlier in the year. The start of the work had been delayed by several months due to difficulties in reaching agreement with Essex County Council Highways on methods of working and their requirements for re-surfacing in adjacent areas. Although a solution has been agreed, this was likely to increase costs. This issue will also be addressed as part of the Cabinet Report in July.

Members were concerned about the impact the shopping park would have on local businesses and asked if any research had been implemented. The Asset Management Consultant advised that he would speak to the Chief Estates Officer concerned and ask that he attend the next meeting of the Asset Management and Economic Development Cabinet Committee to give a report.

Agreed:

That the Chief Estates Officer be invited to the next meeting of the Asset Management and Economic Development Cabinet Committee to report on the impact of the shopping park on local businesses.

Resolved:

To note progress on the Epping Forest Shopping Park.

Reasons for Decision:

In order that the Cabinet Committee can monitor progress on this major capital project for the Council.

Other Options Considered and Rejected:

To report direct to Cabinet.

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.

The Cabinet Committee noted that there was no other urgent business for consideration.

Exclusion

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 following paragraph(s) of Part 1 of Schedule 12A of the Act (as amended) or are confidential under Section 100(A)(2):

The Local Government (Access to Information) (Variation) Order 2006, which came into effect on 1 March 2006, requires the Council to consider whether maintaining the exemption listed above outweighs the potential public interest in disclosing the information. Any member who considers that this test should be applied to any currently exempted matter on this agenda should contact the proper officer at least 24 hours prior to the meeting.

Confidential Items Commencement

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 and 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

     8                 Epping Forest Shopping Park                      3

                        Progress Report                        

The Asset Management Development Consultant presented a report to the Cabinet Committee the progress of the Epping Forest Shopping Park. He advised that the project was progressing well with all the final details now coming together.

Consultants from Harvey Spack Field, the agents who were marketing the Shopping Park attended the meeting and advised that 70% of the retail park lettings were now in the hands of Solicitors and by the time the building works start they estimated that 84% of the units would be pre-let. He also advised that the Shopping Park was in a strong position.

Resolved:

To note the marketing report from Colliers International and Harvey Spack Field regarding progressing on the leasing of units in the Epping Forest Shopping Park.

Recommended:

To note the report on procurement of the main build contract for the Shopping Park by DAC Beachcroft and recommend a contract be entered into with the winning tenderers, McLoughlin & Harvey, with a bid of £10,218,000.

Reasons for Decision:

To comply with the Cabinet Committee’s previous request to monitor the development of the Council’s property assets periodically and in particular report in detail on progress relating to the development of the Epping Forest Shopping Park.

Other Options Considered and Rejected:

To report direct to Cabinet.