Agenda and minutes

1.            This virtual meeting is to be webcast. Members are reminded of the need to unmute before speaking.

2.            The Democratic Services Officer will read the following announcement:

“The Chairman would like to remind everyone present that this meeting will be broadcast live to the internet (or filmed) and will be capable of repeated viewing (or another use by such third parties).

Please also be aware that if technical difficulties interrupt the meeting that cannot be overcome, I may need to adjourn the meeting.”

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.

To approve as a correct record and sign the minutes of the meeting held on 25 February 2020 (attached).

            RESOLVED:

That the minutes of the Council meeting held on 25 February 2020 be taken as read and signed by the Chairman as a correct record.

To declare interests in any item on the agenda.

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

Councillor R Bassett addressed the Council on his second year of office.

Over the last year he had attended many events and activities in the District, County and surrounding boroughs, to raise the profile of the Council. Furthermore, he had actively promoted and assisted the voluntary organisations and had raised around £12,000 for his charities, which he hoped to be distributing this shortly. He thanked members and officers for the support throughout his term of office.

Members and the Chief Executive, on behalf of the staff expressed their appreciation for his service and hard work  shown throughout his second year of office.

To elect a Chairman of the Council for the Municipal year 2020/21.

The new Chairman will then make a declaration of acceptance of office.

The Council received nominations for the office of Chairman of the Council for 2020/21. Councillor H Kane was proposed, having been moved formally by Councillor J Lea and seconded by Councillor C Whitbread. It was

            RESOLVED:

That Councillor H Kane be elected Chairman of the Council for the ensuring year.

Councillor H Kane thereupon made a declaration of Acceptance of Office of the Chairman and thanked the Council for her election.

COUNCILLOR H KANE IN THE VIRTUAL CHAIR

To appoint a member to be a Vice-Chairman of the Council for the municipal year 2020/21. (Nominations to follow).

The new Vice-Chairman will then make a declaration of acceptance of office.

The Councillor received nominations for the office of Vice-Chairman of the Council for 2020/21. Councillor J Share-Bernia was proposed, having been formally moved by Councillor D Sunger and seconded by Councillor H Whitbread. It was:

            RESOLVED: 

That Councillor J Share-Bernia be appointed Vice-Chairman of the Council for the ensuring year.

Councillor J Share-Bernia thereupon made a declaration of Acceptance of Office of Vice-Chairman of the Council and thanked the Council for her appointment.

Leader of Council will present the report (to follow) regarding:

(a)          Notice of Constitution of Political Groups, Group Leaders and Deputies;

(b)          Appointment made by the Leader to the cabinet, Cabinet Committees and Outside organisations carrying out Executive Functions;

(c)           Membership, Chairmanship and Vice-Chairmanship of Committees, Sub-Committees and Panels (Non-Executive Bodies);

(d)          Appointments to Outside Organisations carrying out Council, Regulatory or Non-Cabinet Functions.

The Council will need to vote on (c) and (d) where the number of nominations exceeds the number of places available.

Mover:  Councillor C Whitbread, (Leader of the Council)

Councillor C Whitbread reported on the appointments which he had made to the Cabinet, Cabinet Committees and Outside Organisations carrying out Executive functions for 2020/21.

Furthermore, he also reported on the appointments in relation to the membership, chairmanships and vice-chairman of committees, sub-committees and panels (non-executive bodies) along with the outside organisations carrying out Council, Regulatory or non Cabinet functions, that had been discussed at the Group Leaders meeting on 13 May 2020.

The Council voted on the appointment, where the number of nominations exceeded the number of places available.

            RESOLVED:

(1)           That, in accordance with Regulation 8 of the Local Government (Committees and Political Groups) Regulations 1990, the constitution of political groups as set out in Appendix 1, to these minutes be noted;

(2)           That details of appointments made by the Leader of the Council, of Cabinet members and Cabinet Committees carrying out Executive functions as set out in Appendix 2 to these minutes be noted;

(3)           That the Membership, Chairmanship and Vice-Chairmanship of Committees, Sub-Committees and Panels (non-Executive bodies) as set out at Appendix 3 to these minutes be noted;

(4)           That the group representatives for the purpose of notifying substitute members for meetings be noted as follows;

(a)  Conservative Group:

·           Councillor C Whitbread (Group Leader);

·           Councillor N Bedford (Deputy Group Leader);

·           Councillor S Kane; and

·           Councillor M Sartin.

(b)  Green Party Group:

·           Councillor S Neville (Group Leader); and

·           Councillor S Heap (Deputy Group Leader).

(c)   Liberal Democrats Group:

·           Councillor J M Whitehouse (Group Leader); and

·           Councillor J H Whitehouse (Deputy Group Leader).

(d)  Loughton Residents Association Group

·           Councillor C P Pond (Group Leader); and

·           Councillor D Wixley (Deputy Group Leader).

(5)           That the group representative confirm member appointments to the Proper Officer for the Overview and Scrutiny Select Committees for 2020/21 at the first municipal meeting of Overview and Scrutiny Committee;

(6)           That appointments to Outside Organisations carrying out Council Regulatory or non-Cabinet function, as set out at Appendix 4 to these minutes be approved; and

(7)           That the appointments made by the Leader of Council to Outside Organisations carrying out Executive functions, as set out at Appendix 5 be received.

Recommendation:

To note the scheme of delegation which are the responsibility of the Council to determine.

The constitution requires that the scheme of delegation should be agreed at the annual meeting. No new delegations have been made and details of the delegations can be found within the Constitution.

The Council’s Constitution required that the Scheme of Delegations be agreed at the Annual Council meeting. The current scheme has received no further additions or amendments since the last publication on 8 November 2019.

RESOLVED:

That the Scheme of Delegations as set out in the Constitution be agreed.

(Monitoring Officer) To consider the attached report.

The Monitoring Officer submitted a report regarding the statutory requirement for the appointment of a Section 151 Officer, which was an appointment  reserved for Council in accordance with Article 4 (The Full Council).

RESOLVED:

(1)              That, from 4 May 2020, Andrew Small be designated as the Council’s Chief Financial Officer, being the officer having responsibility under Section 151 of the Local Government Act 1972, Section 73 of the Local Government Act 1985 and Section 114 of the Local Government Finance Act 1988; and

(2)              That pursuant to recommendation (1) above, the Monitoring Officer be authorised to make changes to the Scheme of Delegation contained within the Council’s Constitution, as required to give effect the appointment of Andrew Small as the Chief Financial Officer.

(Chairman) To consider the attached report.

The Council was informed that in view of the current public health emergency relating to Covid-19 and advice received from the Monitoring Officer at the Group Leaders virtual meeting on 8 April 2020, all Members had been given blanket exemption from the Six-Month Rule.

RESOLVED:

(1)        That the Council noted the blanket exemption from the ‘Six Month Rule’ within Section 85 of the Local Government Act 1972 to all Members until the Annual Meeting of the Council in 2021.

Recommendation:

That during 2020/21 ordinary meetings of Council be held on the following dates;

30 July 2020;

29 October 2020;

17 December 2020;

25 February 2021;

29 April 2021; and

25 May 2021.

It is a requirement of the Constitution that the program of ordinary meetings of the Council be approved at the annual meeting of the Council.

The Council was informed that it was a requirement if the Constitution, for the Council to approve a programme of ordinary meetings of the Council each year.

            RESOLVED:

That during 2020/21 ordinary meetings of the Council be held on the following dates;

            30 July 2020;

            29 October 2020;

            17 December 2020;

            25 February 2021;

            29 April 2021; and

            25 May 2021.