Agenda, decisions and minutes

This meeting is to be webcast and Members are reminded of the need to activate their microphones before speaking.

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 Leader of Council made a short address to remind everyone present that the meeting would be broadcast live to the internet, and would be capable of repeated viewing, which could infringe their human and data protection rights.

To declare interests in any item on this agenda.

Pursuant to the Members’ Code of Conduct, Councillor S Kane declared a pecuniary interest in the item on Acquisition of Leasehold Interest of Council owned commercial property and disposal at Cartersfield Road, as he was a Trustee of Waltham Abbey Youth 2000, 154 Brooker Road, Waltham Abbey. The Councillor had determined he would leave the meeting for the consideration of the item.

To confirm the minutes of the meeting of the Cabinet held on 13 March 2023.

That the minutes of the Cabinet meeting of 13 March 2023 be taken as read and signed by the Leader as a correct record.

Decision:

That the minutes of the Cabinet meeting of 13 March 2023 be taken as read and signed by the Leader as a correct record.

To receive oral reports from Portfolio Holders on current issues concerning their Portfolios, which are not covered elsewhere on this agenda.

(a)           Leader Portfolio

Councillor C Whitbread welcomed his two new Cabinet members, Councillor R Balcombe and S Patel. The Leader especially thanked officers for their terrific work in making Ride London, which went through Epping and Ongar on 28 May 2023, a very successful day for the community.

(b)           Finance and Economic Development

Councillor J Philip reported that the Council’s Section 151 Officer and Deputy 151 Officer were now in a shared working agreement with Colchester City Council. The Portfolio Holder supported shared services. It increased EFDC’s resilience as the two teams shared best practice and staff costs were shared between two councils.

(c)            Housing and Strategic Health Partnerships

Councillor H Whitbread reported the Ninefields play area had recently opened, but as she had been away, Councillor S Kane had attended the well-supported community event.

(d)           Community Health and Wellbeing

Councillor S Patel attended a Waltham Abbey primary school earlier today, her first Portfolio Holder engagement, and visited Epping Forest District Museum’s The Tiger Who Came To Tea exhibition.

To receive any questions submitted by members of the public and any requests to address the Cabinet.

(a)        Public Questions

To answer questions asked by members of the public after notice in accordance with the provisions contained within Part 4 of the Constitution (Council Rules, Rule Q3) on any matter in relation to which the Cabinet has powers or duties or which affects the District.

(b)       Requests to Address the Cabinet

Any member of the public or a representative of another organisation may address the Cabinet on any agenda item (except those dealt with in private session as exempt or confidential business) due to be considered at the meeting, in accordance with the provisions contained within Article 7 of the Constitution (The Executive, Paragraphs 27 and 28).

The Cabinet noted that no public questions or requests to address the Cabinet had been received for consideration at the meeting.

To consider any matters of concern to the Cabinet arising from the Council’s Overview and Scrutiny function and to identify any matters that the Cabinet would like the Overview and Scrutiny Committee to examine as part of its work programme.

It was noted that there was nothing to report as the first Overview and Scrutiny Committee meeting this municipal year would be held on 18 July 2023.

(Internal Resources – Councillor S Kane) To agree the refreshed People Strategy for 2023-2027 (C-001-2023-24).

(1)           That the Cabinet agreed the refreshed People Strategy for 2023 – 2027; and

(2)           That the Cabinet requested the People Strategy be reviewed on an annual basis by the relevant scrutiny committee.

Councillor S Kane (Customer and Corporate Support Services Portfolio Holder) introduced the People Strategy 2023-2027 that set out how the organisation would support our people to deliver the vision for the District, as specified in the new Corporate Plan. It provided a framework for how we planned to implement and deliver our ambitions. The aim of the Strategy was to attract the best people to work for us and support the Council to be a more modern, digital, efficient, and inclusive organisation. It was a live and agile document, able to adapt and respond to future challenges.

The report set out the options considered, if any, and the reasons for the recommendation and the decision.

Decision:

(1)           That the Cabinet agreed the refreshed People Strategy for 2023 – 2027; and

(2)           That the Cabinet requested the People Strategy be reviewed on an annual basis by the relevant scrutiny committee.

(Housing and Property – Councillor H Whitbread) To adopt the Epping Forest District Council’s Asbestos Policy (C-002-2023-24).

That the Cabinet adopted the Epping Forest District Council’s Asbestos Policy.

Councillor H Whitbread (Housing and Strategic Health Partnerships Portfolio Holder) and S Balu (Interim Housing and Property Director) introduced the report on the new, revised policy. Pennington Choices, an expert company on matters of compliance for social housing landlords, had been working with officers over the last 12 months to review all the Council’s compliance policies and the new policies would be presented to Cabinet over the coming months. This policy formed part of the Council’s wider organisational commitment to driving a health and safety culture amongst staff and contractors. It was noted that the Chief Operating Officer would fulfil the role of the Responsible Person and would be the Council’s overall responsible person.

The report set out the options considered, if any, and the reasons for the recommendation and the decision.

Decision:

That the Cabinet adopted Epping Forest District Council’s Asbestos Policy.

(Finance – Councillor J Philip) To discuss this report and agree any actions required (C-004-2023-24).

That the Cabinet considered and approved the Qualis Quarterly Monitoring Report – Q2 (Year 4) 2022/23.

Councillor J Philip (Finance and Economic Development Portfolio Holder) presented the second quarter monitoring report for the 4th Qualis trading year 2022/23, which covered the period from 1 January 2023 to 31March 2023. Beyond the difficulties and challenges created by the economic factors previously reported, Qualis continued to make positive returns in 3 of its 4 companies, albeit below target levels.

The report set out the options considered, if any, and the reasons for the recommendation and the decision.

Decision:

That the Cabinet considered and approved the Qualis Quarterly Monitoring Report – Q2 (Year 4) 2022/23.

(Finance – Councillor J Philip) To commission Qualis to undertake the next stage of development (C-005-2023-24).

(1)           That Qualis be commissioned to undertake the next stage of design, costing and options development for the balance of employment land released at North Weald under the Local Plan;

(2)           That Qualis be permitted to undertake preliminary work and commissioning using the earmarked provision held by the Council for North Weald; and

(3)           That the Cabinet recommended that Council be requested to make provision in the Capital Programme for £500,000 to fund this work ahead of proposals coming forward for the next stages of work to progress this scheme.

The Finance and Economic Development Portfolio Holder introduced the report, which set out options and proposals for developing out the Employment Land released on the North Weald airfield site, following the adoption of the Local Plan by the Council on 6 March 2023 and the approval of the North Weald Masterplan.

The report set out the options considered, if any, and the reasons for the recommendation and the decision.

Decision:

(1)           That Qualis be commissioned to undertake the next stage of design, costing and options development for the balance of employment land released at North Weald under the Local Plan;

(2)           That Qualis be permitted to undertake preliminary work and commissioning using the earmarked provision held by the Council for North Weald; and

(3)           That the Cabinet recommended that Council be requested to make provision in the Capital Programme for £500,000 to fund this work ahead of proposals coming forward for the next stages of work to progress this scheme.

Section 100B(4)(b) of the Local Government Act 1972, together with paragraphs 6 and 24 of the Council Procedure Rules contained in the Constitution requires 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.

Quarter 4 Budget Monitoring Report 2022/23 (Provisional Outturn) (C-003-2023-24).

(1)           That the Cabinet noted the General Fund revenue position at the end of Quarter 4 (Provisional Outturn) for 2022/23 (Appendix A);

(2)           That the Cabinet noted the General Fund capital position at the end of Quarter 4 (Provisional Outturn) for 2022/23 (Appendix B);

(3)           That the Cabinet noted the Housing Revenue Account revenue position at the end of Quarter 4 (Provisional Outturn) for 2022/23;

(4)           That the Cabinet noted the Housing Revenue Account capital position at the end of Quarter 4 (Provisional Outturn) for 2022/23 (Appendix C); and

(5)           That the Cabinet noted and approved the Movements on Earmarked Reserves presented in Paragraphs 3.3 to 3.5, including the proposal to fund one-off severance costs of £260,025 from available resources within the District Development Fund (DDF).

The Finance and Economic Development Portfolio Holder introduced the quarter 4 (Provisional Outturn) report for 2022/23 financial year. This set out the 2022/23 General Fund and Housing Revenue Account positions for both revenue and capital, as at 31st March 2023.

The report set out the options considered, if any, and the reasons for the recommendation and the decision.

Decision:

(1)           That the Cabinet noted the General Fund revenue position at the end of Quarter 4 (Provisional Outturn) for 2022/23 (Appendix A);

(2)           That the Cabinet noted the General Fund capital position at the end of Quarter 4 (Provisional Outturn) for 2022/23 (Appendix B);

(3)           That the Cabinet noted the Housing Revenue Account revenue position at the end of Quarter 4 (Provisional Outturn) for 2022/23;

(4)           That the Cabinet noted the Housing Revenue Account capital position at the end of Quarter 4 (Provisional Outturn) for 2022/23 (Appendix C); and

(5)           That the Cabinet noted and approved the Movements on Earmarked Reserves presented in Paragraphs 3.3 to 3.5, including the proposal to fund one-off severance costs of £260,025 from available resources within the District Development Fund (DDF).

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.

Background Papers

Article 17 of the Constitution (Access to Information) 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 and in respect of executive reports, the advice of any political advisor.

The Council will make available for public inspection one copy of each of the documents on the list of background papers for four years after the date of the meeting. Inspection of background papers can be arranged by contacting either the Responsible Officer or the Democratic Services Officer for the particular item.

That, in accordance with Section 100(A)(4) of the Local Government Act 1972,

the public and press were not excluded from the meeting for the item of business

set out below on grounds that it did not involve the 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):

That, in accordance with Section 100(A)(4) of the Local Government Act 1972, the public and press were not excluded from the meeting for the item of business set out below on grounds that it did not involve the 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):

(Finance – Councillor J Philip) To agree the acquisition of long leasehold interests of Council owned property and disposal of units in Cartersfield Road (C-006-2023-24).

(1)           That the Cabinet agreed the acquisition of the long leasehold interest set out in the confidential Appendix A to this report;

(2)           That the Cabinet agreed to the sale of 50, 51-52, 60 and Unit 10 Cartersfield Road, Waltham Abbey at the lower figure of £1,722,165; and

(3)           That the Cabinet recommended that Council varied the approved Capital Programme by £1,500,000 to allow the acquisition of the properties set out within Appendix A.

The Finance and Economic Development Portfolio Holder presented the report. The Council had the option to acquire a series of long leasehold interests in a number of properties. These acquisitions provided regeneration and employment opportunities with some of these properties having been vacant for several years. The Council could also secure commercial development to provide new industrial units creating further job opportunities and estate regeneration with a sale to Qualis.

The report set out the options considered, if any, and the reasons for the recommendation and the decision.

Decision:

(1)           That the Cabinet agreed the acquisition of the long leasehold interest set out in the confidential Appendix A to this report;

(2)           That the Cabinet agreed to the sale of 50, 51-52, 60 and Unit 10 Cartersfield Road, Waltham Abbey at the lower figure of £1,722,165; and

(3)           That the Cabinet recommended that Council varied the approved Capital Programme by £1,500,000 to allow the acquisition of the properties set out within Appendix A.